Active SLED Opportunity · CALIFORNIA · COUNTY OF SACRAMENTO
AI Summary
Sacramento County seeks HVAC contractors for preventative maintenance and emergency repair services at the Vineyard Surface Water Treatment Plant. The contract includes scheduled maintenance, inspections, repairs, and reporting for all HVAC systems. Mandatory pre-bid site visit on April 29, 2026. Contract term starts June 1, 2026, with renewal options.
Sacramento County Water Agency (SCWA) invites qualified and experienced HVAC Contractors to submit bids for comprehensive preventative maintenance and as-needed HVAC services at the Vineyard Surface Water Treatment Plant, located at 10151 Florin Road, Sacramento, CA. This facility is a critical component of SCWA’s water treatment operations, and maintaining optimal HVAC performance is essential for ensuring reliable plant functionality, energy efficiency, and occupant comfort.
The selected Contractor will be responsible for delivering a full-service maintenance program that includes scheduled preventative maintenance, detailed inspections, performance testing, and reporting, as well as minor repairs, emergency response, and as-needed corrective services. The scope encompasses all HVAC systems and associated components identified in the equipment inventory, with an emphasis on proactive care to minimize downtime and extend equipment life.
To ensure bidders fully understand the site conditions and scope, a mandatory pre-bid site visit will be held on April 29, 2026 at 9:00 AM at the project location. Attendance and sign-in are required; failure to attend will render the bid non-responsive.
The anticipated contract term will begin June 1, 2026, and continue through May 31, 2027, with the option to renew annually for up to four additional one-year terms, extending through May 31, 2031. Renewal will be contingent upon satisfactory performance, funding availability, and mutual agreement. Final contract execution will be subject to all terms and conditions established by the County’s Contract and Purchasing Services Division, including compliance with applicable laws, safety standards, and prevailing wage requirements.
The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.
a. Application Programming Interface (API): A set of functions and procedures allowing the creation of applications that access the features or data of an operating system, application, or other service.
b. CONTRACTOR: The contractor and its employees, subcontractors, agents and affiliates who are providing the services agreed to under this Agreement.
c. COUNTY Data: All data created or in any way originating with the COUNTY, and all data that is the output of computer processing or other electronic manipulation of any data that was created by or in any way originated with the COUNTY, whether such data or output is stored on the COUNTY’s hardware, the CONTRACTOR’s hardware, hardware owned by subcontractors of the CONTRACTOR, or exists in any system owned, maintained or otherwise controlled by the COUNTY, the CONTRACTOR, or subcontractors of the CONTRACTOR.
d. Data Breach: The misappropriation of COUNTY Data in the custody of the CONTRACTOR or the compromise of the security, confidentiality or integrity of the COUNTY Data Processing System maintained by the CONTRACTOR.
e. Cloud Solution: The use of Software as a Service (SaaS), Platform as a Service (PaaS), Infrastructure as a Service (IaaS), and others storing, processing, and/or transmitting of COUNTY Data in environments outside the control of the COUNTY.
f. FedRAMP: Federal Risk and Authorization Management Program. Information about FedRAMP can be found at www.fedramp.gov.
g. Hybrid Solution: The use of both a Cloud Solution and On-Premise Solution.
h. Internet Protocol (IP) address: A numerical label assigned to each device connected to a computer network that uses the Internet Protocol for communication.
i. On-Premise Solution: The use of a solution that is installed and run on computers that are on the COUNTY’s premise.
j. StateRAMP: State Risk and Authorization Management Program. Information about StateRAMP can be found at www.stateramp.org.
k. COUNTY Contacts:
| Role | County of Sacramento Contact | Contact Information |
| Approving Official / CISO | Rami Zakaria | Desk: (916) 874-7825 CIO@saccounty.gov |
| Reporting / Information Security | Information Security Office (ISO) Glen Herdrich | Desk: (916) 875-5274 Group: (916) 874-5171 |
Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.
Awards:
Taxes:
Brand Names: Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand and number, or level of quality. The determination of the Purchasing Agent as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified.
Samples: Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.
Termination:
Public Agency Participation: It is intended that any other public agency including those identified in the solicitation (i.e., city, district, public authority, public agency, municipality and other political sub-division or public corporation of California) located in California shall have the option to participate in any award made as a result of this solicitation. The County of Sacramento shall incur no financial responsibility in connection with orders issued or delivered by another public agency. Each public agency using this contract shall accept sole and full responsibility for placing of orders and making payments to the contractor. In addition to the above, the contractor shall provide the same level of indemnification and insurance protection to each of the participating agencies ordering products and/or services under any award made as a result of this solicitation.
Out of State Vendors Providing Services to the County of Sacramento: Recent state legislation requires the County to withhold seven percent (7%) of all income paid to certain independent contractors who do not reside in California. (Rev. & Tax. Code §18662; Cal. Admin. Code §§18662-1-18662-14.) This provision does not apply if the total amount paid for services in a given year is less than $1,500. It also does not apply if the contractor is: a) a corporation with a principal place of business in California; b) a partnership with a permanent place of business in California; c) a corporation qualified through the Secretary of State to do business in California; or d) an individual with a permanent residence in the State of California.
FTB Waiver -The contractor can apply to the FTB for a waiver from this withholding requirement. An FTB waiver will generally be granted when the nonresident contractor has a current history of filing California tax returns and/or is currently making estimated tax payments to the FTB. An FTB waiver request is made on FTB Form 588, which can be faxed to the FTB at (916) 845-4831.
Payments (E-Payables)
The County of Sacramento has partnered with Bank of America to implement a card payment program, ePayables, offered to County’s suppliers/contractors/vendors. This preferred payment method will reduce paper waste and expedite payments to recipients. Traditional forms of payment (hardcopy checks) remain.
ePayables will not affect payment terms and conditions of any existing contract. Once an invoice is approved for payment, an electronic remittance advice will be sent to the recipient’s email instead of a hardcopy check. The remittance advice will include statement-type information such as: invoice numbers, dates, and invoice amounts. Payments can be retrieved with a County designated account number assigned to the contractor. For more information, go to www.bankofamerica.com/epayablesvendors or contact the Sacramento County Department of Finance at 916-874-7411 (epayables@saccounty.gov).
Late Payments: Should the county be late in making payments against invoices submitted correctly and timely, any interest levied by the vendor for payments shall be limited by the Section 926.10 of the California Government Code.
Reports:
Web Accessibility: CONTRACTOR shall ensure that all web sites and web applications provided by CONTRACTOR pursuant to this Contract shall comply with the County of Sacramento’s Web Accessibility Policy. Failing to comply with the WCAG (“Web Content Accessibility Guidelines”) Version 2.1, Level AA policy (https://www.w3.org/TR/WCAG21/) or take significant steps toward doing so in a reasonable amount of time by April 24, 2026, shall result in consequences up to and including refund of purchase price and/or termination of the Contract.
COUNTY OF SACRAMENTO
ENVIRONMENTALLY PREFERABLE PURCHASING
GUIDELINES AND PROCEDURES
1. PURPOSE
The purpose of the Environmentally Preferable Purchasing (“EPP”) policy is to support the purchase of recycled and environmentally preferable products, and reduce waste to minimize environmental impacts of our work. The County of Sacramento recognizes that employees can make a difference in favor of environmental stewardship through contractual relationships and purchasing practices. The types of products and services purchased by the County of Sacramento has a big impact on our environment, our residents, and our employees.
The purchase of environmentally preferable products and services shall be evaluated in all procurements whenever they perform satisfactorily and are available at a reasonably competitive price. Where possible this includes the reduction or elimination of single use products. Additionally, state law now requires the County to purchase Recovered Organic Waste Products and recycled content paper.
2. GOALS
The goals of this policy are to:
• Protect and conserve natural resources, water and energy;
• Minimize the County’s contribution to climate change, pollution, and solid waste disposal;
• Provide guidance for County departments on environmentally preferable purchasing;
• Comply with State requirements as contained in 14 CCR Division 7, Chapter 12, Article 12 (SB 1383 procurement regulations). SB 1383 (2016) requires:
o Procurement of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and to support markets for products made from recycled and recovered Organic Waste materials; and
o Procurement of Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper.
• Comply with directives in the County of Sacramento Climate Emergency Resolution No. 2020-0856; and
• Comply with directives in the County of Sacramento Climate Action Plan.
3. MANDATORY PROCUREMENT PRACTICES
In cooperation with their internal and external customers, the County of Sacramento (throughout this document the term “County” includes all County of Sacramento agencies, departments, and divisions) shall purchase the following recycled products:
A. Printing and Writing Papers, including all imprinted letterhead paper, envelopes, copy paper and business cards. These shall contain a minimum of 30% postconsumer recycled content. (Refer to SB 1383 Recycled-Content Paper Procurement Requirements)
B. Paper Products, including janitorial supplies, shop towels, hand towels, facial tissue, toilet paper, seat covers, corrugated boxes, file boxes, hanging file folders and other products comprised largely of paper. (Refer to SB 1383 Recycled-Content Paper Procurement Requirements)
C. Recovered Organic Waste Products, including SB 1383 Eligible Compost, SB 1383 Eligible Mulch, SB 1383 Eligible Renewable Gas, and SB 1383 Eligible Electricity Procured from Biomass Conversion. (Refer to SB 1383 Organic Waste Product Procurement Requirements)
4. PREFERRED PROCUREMENT PRACTICES
A. Product Categories
In cooperation with their internal and external customers, the County shall at a minimum, evaluate the following environmentally preferred product categories and purchase them whenever practical:
1. Remanufactured laser printer toner cartridges and remanufactured or refillable ink-jet cartridges
2. Janitorial and cleaning products with County recognized Ecolabels
3. Re-refined antifreeze, including on-site antifreeze recycling
4. Re-refined lubricating and hydraulic oils
5. Renewable CNG and diesel fuels in place of traditional CNG and diesel fuels for County vehicles in on- and off-road fleets using these fuels (Final Draft Climate Action Plan Policies GOV-FL-02 and GOV-FL-03).
6. Recycled plastic outdoor-wood substitutes, including plastic lumber, benches, fencing, signs and posts
7. Recycled content construction, building and maintenance products, including plastic lumber, carpet, tiles, and insulation
8. Re-crushed cement concrete aggregate and asphalt
9. Cement and asphalt concrete containing tire rubber, glass cullet, recycled fiber, plastic, fly ash or other alternative products, or low carbon concrete
10. Re-treaded tires and products made from recycled tire rubber including rubberized asphalt, playground surfaces and fatigue mats.
11. Recycled content paint
12. Landscaping that fits the natural ecosystems and fosters soil health, reduces runoff and pollution, prevents and reuses plant waste, and conserves water and other natural resources
13. Energy efficient appliances, lighting, and building materials
14. Water efficient products where available, including for upgrades or refurbishments
15. Furniture made with recycled content to promote waste diversion and furniture that does not include certain chemical additives to improve indoor air quality and employee and resident health
16. EPEAT registered technology and electronic products
17. Other products or services that are available in the marketplace or as designated by General Services
B. Sustainability Considerations
Sustainability considerations by County employees responsible for purchasing decisions and in furtherance of this policy, include but are not limited to:
1. Third-party environmental certifications as approved by the State of California Third Party Environmental Certifications by Category and/or the Environmental Protection Agency Recommendations of Specifications, Standards, and Ecolabels for Federal Purchasing
2. Opportunities for product source reduction
3. Product life-cycle impacts and costs
4. Greenhouse gas emissions and compatibility with the carbon neutrality goals in Climate Emergency Resolution 2020-0856 (this may factor into the location and transportation of products or services)
5. Equity and environmental justice impacts
6. Pollutant releases in manufacturing, transport, and use of products, and related services
7. Toxicity, especially the use of persistent, bio-accumulative and toxic chemicals
8. Energy and water consumption considerations, in product production and life-cycle, and in the delivery of services
9. Impacts on natural resources, biodiversity and habitat
10. Consideration of impacts on County resident and employee health
C. Fiscal Considerations
Fiscal considerations by County employees responsible for purchasing decisions and in furtherance of this policy include, but are not limited to:
1. Availability of environmentally preferable products and services in the marketplace and pricing compared to less desirable alternatives
2. Use reduction opportunities Countywide
3. Life-cycle cost assessment to identify the lowest total life-cycle cost to the County, including: performance, durability, repairability, disposal, and replacement costs
4. Opportunities to leverage buying power for Countywide or cross departmental purchases where practical
5. Impacts on County staff time and labor
6. Long-term financial or other market changes
5. WASTE PREVENTION PRACTICES
All County employees are encouraged to reduce their consumption of resources by incorporating the following practices into their daily activities and operations. Accomplishment of these activities will be through appropriate staff diligence and resources such as County newsletters and the County Public Information Office (“PIO”).
A. Consider durability and repairability of products prior to purchase
B. Conduct routine maintenance on products or equipment to increase their useful life
C. Use duplex features on printers and copiers, and specify duplex on print jobs
D. Create electronic letterhead for Countywide use
E. Send and store information electronically when possible
F. Review record retention policies and implement document imaging systems
G. Identify and eliminate single use products where co-alternatives are available
H. Use surplus County property in lieu of new purchases when available
I. Use interdepartmental or interagency loans or other pooled resources in lieu of new purchases when practical
J. Other waste prevention practices that further the goals of this policy
6. RESPONSIBILITIES
A. County Agencies, Departments, and Divisions
All County agencies, departments, and divisions are responsible for the implementation of this policy and shall:
1. Practice waste prevention and reduction whenever possible by reducing the purchase of items that cannot be recycled locally, and by reusing items as much as possible.
2. Continue to utilize recycling programs and expand programs where possible.
3. Procure recycled or environmentally preferable products and services whenever practical.
4. Develop, evaluate and maintain information about environmentally preferable and/or recycled products containing the maximum practical amount of recycled materials. Cross-share information with other departments when potential shared use of a product exists.
5. Develop specifications used in public bidding aimed at eliminating barriers to recycled-content or environmentally preferable products, such as outdated or overly stringent product specifications and specifications not related to product performance.
6. Develop specifications that include environmentally preferable attributes where practical or available and where the requirement does not unduly restrict competition.
7. Ensure that procurement documents issued by the departments require environmental preferred alternatives whenever practical.
8. Educate and promote this policy through appropriate staff and the use of department communications, such as PIOs, newsletters, special events, etc. This should include documentation of successes, challenges, changes, and goals, etc.
9. Provide the Department of General Services, Contracts and Purchasing Services Division (“CAPSD”) as directed by the Recordkeeping Designee with information on recycling activities, recycling programs, recycled-content purchases, and SB 1383 eligible purchases.
10. Inform employees of their responsibilities under this policy and provide information on recycled products and environmental preferable procurement opportunities.
11. Submit new ideas or suggestions to CAPSD in furtherance of this policy.
B. Department of General Services
The Department of General Services, CAPSD shall:
1. Maintain and use information, furnished by its customers, about environmentally preferable and recycled products containing the maximum practical amount of recycled materials and encourage the County to purchase such products whenever possible.
2. Provide County purchasers with vendor furnished information about recycled products and environmental procurement opportunities.
3. Inform vendors of the County’s EPP Policy and include contract clauses required for SB 1383 compliance.
4. Structure applicable contracts to offer and/or feature recycled content products and services whenever possible, or as required pursuant to SB 1383.
5. Encourage development of specifications used in public bidding aimed at eliminating barriers to recycled-content products and environmentally preferable products, such as outdated or overly stringent product specifications and specifications not related to product performance.
6. Ensure all requests for proposals encourage vendors to offer recycled, or environmentally preferable products and sustainable business practices whenever practical.
7. Propose inclusion of Eco-labels or other third party certifications in contract specifications wherever practical.
8. Provide information to departments on State of California competitively procured “Buying Green” contracts that are available for County use.
9. Revise this EPP policy as needed to reflect current best practices, changes in the marketplace, innovations, revised legal requirements, or goals.
7. MANDATORY PURCHASING RECORDKEEPING RESPONSIBILITIES
A. The Department of General Services will be the responsible department and will select an employee to act as the Recordkeeping Designee that will be responsible for obtaining records pertaining to Procurement of Recovered Organic Waste Products and Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper.
B. The Recordkeeping Designee will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper:
1. Maintain copies of invoices or receipts or other proof of purchase that describe the procurement of Printing and Writing Paper and Paper Products, including the volume and type of all paper purchases; and, copies of certifications and other required verifications from all departments and/or divisions procuring Paper Products and Printing and Writing Paper (whether or not they contain recycled content) and/or from the vendors providing Printing and Writing Paper and Paper Products. These records must be kept as part of Jurisdiction’s documentation of its compliance with 14 CCR Section 18993.3.
2. Maintain copies of invoices or receipts or documentation evidencing procurement from all departments and divisions procuring Recovered Organic Waste Products and invoices or similar records from vendors/contractors/others procuring Recovered Organic Waste Products on behalf of the County to develop evidence of County meeting its Annual Recovered Organic Waste Product Procurement Target. These records must be kept as part of the County’s documentation of its compliance with 14 CCR Section 18993.1.
3. Maintain documentation submitted by the County, Direct Service Providers, and/or vendors, including the information reported to the Recordkeeping Designee.
4. Compile an annual report on the County’s direct procurement, and vendor/other procurement on behalf of the County, of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper, consistent with the recordkeeping requirements contained in 14 CCR Section 18993.2 for the Annual Recovered Organic Waste Product Procurement Target and 14 CCR Section 18993.4 for Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper procurement. This report shall be made available to the County’s Department of Waste Management and Recycling, the responsible entity for compiling the annual report to be submitted to CalRecycle pursuant to 14 CCR Division 7, Chapter 12, Article 13.
8. CALIFORNIA SB 1383, SHORT-LIVED CLIMATE POLLUTANTS
CONTRACTOR’s failure to comply with relevant SB 1383 regulations, effective January 1, 2022, to include reporting requirements in the provision of Recycled Paper Products and Printing and Writing Paper and/or Recovered Organic Waste Products is a material breach of this Contract. CONTRACTOR shall be required to submit SB 1383 compliance reports to the County as directed. Reports must be submitted to: sb1383reports@saccounty.gov.
Information on SB1383 can be found here: California’s Short-Lived Climate Pollutant Reduction Strategy
Respond to all requests for information and completion of forms contained in this Request for Bid. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Bidder is solely responsible for accuracy and completeness of bid response and for electronically separating and marking documents as confidential when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.
(California Labor Code, sections 1720, 1725.5, 1770, 1771.1(a), 1771.5)
No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].
No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
LABOR COMPLIANCE PROGRAM
The County of Sacramento received final approval from the Director of California Department of Industrial Relations as a Labor Compliance Program effective March 15, 1994. All questions regarding this Labor Compliance Program and prevailing wage requirements should be directed to the Labor Compliance Section at (916) 875-2711. In accordance with Section 1771.5 of the California Labor Code, the payment of the general prevailing rate of per diem wages or the general prevailing rate of per diem wages for holiday and overtime is not required for any public works project of twenty-five thousand dollars ($25,000) or less when the project is for construction work, or for any public works project of fifteen thousand dollars ($15,000) or less when the project is for alteration, demolition, repair, or maintenance work.
This is a maintenance project in accordance with Section 1771.5 of the California Labor Code.
Pursuant to California Labor Code Section 1720 and following, and Section 1770 and following, the successful bidder shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of the prevailing wage determinations are on file at the office of the County of Sacramento Labor Compliance Program, 9700 Goethe Road, Suite D, Sacramento, CA 95827, and are also available on the internet at http://www.dir.ca.gov/DLSR/PWD.
Pursuant to California Contract Code Section 22300, the contractor may, at its own expense, substitute securities for any money being withheld by the County to ensure performance under this contract.
The County reserves the right to reject any or all bids, to waive any informality in any bid, and to determine which bid, in their judgment, is the lowest responsive bid of a responsible bidder.
To the fullest extent permitted by law, for work or services provided under this Agreement, CONTRACTOR shall indemnify, defend, and hold harmless County, its governing Board, officers, directors, officials, employees, and authorized volunteers and agents, (individually an “Indemnified Party” and collectively “Indemnified Parties”), from and against any and all claims, demands, actions, losses, liabilities, damages, and all expenses and costs incidental thereto (collectively “Claims”), including cost of defense, settlement, arbitration, expert fees, and reasonable attorneys' fees, resulting from injuries to or death of any person, including employees of either party hereto, and damage to or destruction of property, or loss of use or reduction in value thereof, including the property of either party hereto, and recovery of monetary losses incurred by County directly attributable to the performance of CONTRACTOR, arising out of, pertaining to, or resulting from the negligent acts, errors, omissions, recklessness, or willful misconduct of CONTRACTOR, its employees, or CONTRACTOR’s subcontractors at any tier, or any other party for which CONTRACTOR is legally liable under law.
The right to defense and indemnity under this Section arises upon occurrence of an event giving rise to a Claim and, thereafter, upon tender in writing to CONTRACTOR. CONTRACTOR shall defend Indemnified Parties with counsel reasonably acceptable to County. Notwithstanding the foregoing, County shall be entitled, on its own behalf, and at the expense of CONTRACTOR, to assume control of its defense or the defense of any Indemnified Party in any legal action, with counsel reasonably selected by it. Should County elect to initially assume control of its defense, or the defense of any Indemnified Party, it does so without prejudice to its right to subsequently request that CONTRACTOR thereafter assume control of the defense and pay all reasonable attorneys’ fees and costs incurred thereby.
This indemnity obligation shall not be limited by the types and amounts of insurance or self-insurance maintained by CONTRACTOR or CONTRACTOR’s subcontractors at any tier.
Nothing in this indemnity obligation shall be construed to create any duty to, any standard of care with reference to, or any liability or obligation, contractual or otherwise, to any third party.
The provisions of this indemnity obligation shall survive the expiration or termination of the Agreement.
a. Cloud Solution
1. The CONTRACTOR shall achieve FedRAMP or StateRAMP Ready Status for the Cloud Service being provided within 90 days of the Agreement execution. Upon issuance of this Agreement, the CONTRACTOR must achieve full FedRAMP or StateRAMP authorization for the applicable security control category within 12 months. The CONTRACTOR must comply with required continuous monitoring to maintain FedRAMP or StateRAMP authorizations.
2. The COUNTY reserves the right to request and review all Third Party Assessment Organization (3PAO) audits, risk assessments, vulnerability assessments, and penetration tests of the contractor’s environment. The CONTRACTOR must respond to all flaws discovered that could affect performance to FedRAMP or StateRAMP specifications. CONTRACTOR must provide a timeframe acceptable to the COUNTY to resolve the identified issue and/or implement a compensating control.
3. Any deviation from these requirements must be approved by the COUNTY Chief Information Security Officer or designee in writing.
b. On-Premises Solution
1. The CONTRACTOR shall ensure that applicable Information Systems the CONTRACTOR provides as a part of this agreement are capable of running the following security tools:
| Security Tool | Applicable Information Systems |
| Crowdstrike Falcon | Servers, Workstations, Non-Hardened Appliance |
| Tanium | Servers, Workstations, Non-Hardened Appliance |
| Splunk Universal forwarder or alternative log forwarder | Servers, Workstations, Non-Hardened Appliance, Internet-of-Things (IoT) |
2. The COUNTY reserves the right to conduct audits, risk assessments, vulnerability assessments, and penetration tests of the CONTRACTOR’s solution.
3. The CONTRACTOR must respond within 30 days to all Critical and Important flaws discovered that could affect the security of the solution.
4. CONTRACTOR must resolve the identified issue and/or implement a compensating control within 90 days.
5. Any deviation from these requirements must be approved by the COUNTY Chief Information Security Officer or designee in writing.
c. Hybrid Solution
The CONTRACTOR must comply with both Cloud Solution and On-Premises Solution requirements for corresponding system components.
A mandatory pre‑bid site visit will be held on April 29, 2026, 9:00 AM at the Vineyard Surface Water Treatment Plant, located at 10151 Florin Road, Sacramento, CA. All bidders are required to thoroughly review the entire RFB prior to attending the site visit. The purpose of the visit is to allow bidders to observe existing site conditions, view HVAC equipment included in the scope of work, and identify any factors that may affect the performance of the required services.
For safety and liability reasons, no ladders, lifts, climbing equipment, or elevated work of any kind are permitted during the pre‑bid site visit. Bidders shall remain at ground level at all times. Roof access, ceiling‑tile access, or any other type of elevation‑required inspection is not allowed during the pre‑bid meeting. No equipment will be provided by the County for the pre-bid, and no exceptions will be made.
Bidders are requested to notify SCWA in advance if they plan to attend the pre‑bid meeting by emailing webbda@saccounty.gov. Please include the firm name, the names of all attendees, and the total number of participants. Advance notice helps SCWA plan for site access and safety coordination; however, failure to provide notice will not affect a bidder’s eligibility to participate.
All bidders must attend the site visit and sign the official attendance sheet provided by SCWA. Only firms represented on the sign‑in sheet will be eligible to submit a bid. Failure to attend will result in the bid being deemed non‑responsive.
Contractors may ask general questions during the site visit; however, verbal responses provided by SCWA staff are informational only and not binding. All official questions must be submitted in writing through OpenGov, in accordance with the instructions provided in this RFB. While the County may provide clarifications or reference materials at its discretion, only written addenda issued by the County through OpenGov shall be considered official.
System details and historical information may or may not be available, and the availability of such information shall not delay the bidding process.
Bidders are expected to be experts in their field and must possess the professional knowledge necessary to understand the HVAC equipment and systems included in this scope of work. The County will not provide technical training or detailed system diagnostics during the site visit; bidders are responsible for interpreting site conditions and equipment configurations using their own expertise.
No additional site visits will be scheduled outside the designated date and time.
The original text of this bid document, as well as any attachments, amendments or other official correspondence related to this bid document, may not be manually, electronically or otherwise altered by bidder or bidder’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.
Shipping Terms: F.O.B. Destination, freight prepaid and added; Payment Terms: NET/30.
The contractor shall indemnify, defend and hold harmless the County, its officers, agents, employees, and representatives, from and against any and all claims, losses, liabilities, or damages, demands and action including payment of reasonable attorneys' fees, arising out of or resulting from the performance of resulting contract, caused in whole or in part by any negligent or willful act or omission of the contractor, its officers, agents, employees, representatives, or anyone directly or indirectly acting on behalf of the contractor, regardless of whether caused in part by a party indemnified hereunder.
The CONTRACTOR shall require commercially reasonable non-disclosure agreements with applicable employees and subcontractors, and limit COUNTY Data knowledge to that which is necessary to perform job duties involved in the performance of this Agreement.
The primary objective of this contract is to ensure that all HVAC systems and associated components at the Vineyard Surface Water Treatment Plant operate safely, reliably, and efficiently, at all times. The Contractor shall implement a proactive maintenance strategy designed to achieve the following:
a. The COUNTY solely and exclusively owns and retains all right, title and interest, whether express or implied, in and to any and all COUNTY data. CONTRACTOR neither has nor acquires, any right, title or interest, whether express or implied, in and to COUNTY data.
b. CONTRACTOR will only use COUNTY data for the purposes set forth in this Agreement. CONTRACTOR will only access COUNTY data as necessary for performance of this Agreement. CONTRACTOR will not access COUNTY user accounts except to respond to service or technical problems or at the COUNTY’s specific request.
c. All COUNTY data, including copies, summaries and derivative works thereof, must be remitted, in a mutually agreeable format and media, to the COUNTY by the CONTRACTOR upon request or upon completion, termination or cancellation of this Agreement. The foregoing sentence does not apply if the COUNTY Chief Information Security Officer or delegate authorizes in writing the CONTRACTOR to sanitize and/or destroy the data in a manner acceptable to the COUNTY and the CONTRACTOR certifies in writing the sanitization and/or destruction of the data.
d. Within 90 days following any remittance of COUNTY Data to the COUNTY, CONTRACTOR shall, unless otherwise instructed by the COUNTY in writing, sanitize and/or destroy any remaining data in a manner acceptable to the COUNTY, and certify in writing that the sanitization and/or destruction of the data has occurred. Any such remittance, sanitization or destruction will be at the CONTRACTOR’s sole cost and expense.
The Contractor shall maintain all required licenses, certifications, and insurance throughout the contract term and comply with all applicable laws, codes, and safety standards.
Licensing and Certifications:
Compliance Requirements:
Safety Standards:
All responses become property of the County. All responses, including the accepted bid and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful bid are not considered proprietary information.
The County will treat all information submitted in a bid as available for public inspection once the County has selected a contractor. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your bid, you must identify any such information, together with the legal basis of your claim in your bid, and present such information separately as part of your response.
The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.
The CONTRACTOR shall provide its services to the COUNTY solely from data centers in the United States (U.S.). Storage of COUNTY Data at rest shall be located solely in data centers in the U.S. The CONTRACTOR shall not allow its personnel or contractors to store COUNTY Data on portable devices, including but not limited to personal computers, except for devices that are used and kept only at its U.S. data centers and used for this Agreement. The CONTRACTOR shall permit its personnel and contractors to access COUNTY Data remotely only as required to provide technical support. The CONTRACTOR may provide technical user support on a 24/7 basis using a follow-the-sun model, unless otherwise prohibited in this Agreement.
a. The CONTRACTOR shall immediately notify COUNTY upon receipt of any subpoenas, service of process, litigation holds, discovery requests and other legal requests related to all data given to CONTRACTOR by COUNTY in the performance of this Agreement, and in no event later than 24 hours after it receives the request.
b. CONTRACTOR shall not respond to legal requests related to COUNTY without first notifying COUNTY other than to notify the requestor that the information sought is potentially covered under a non-disclosure agreement.
c. CONTRACTOR shall retain and preserve COUNTY Data in accordance with the COUNTY’s instruction and requests, including, without limitation, any retention schedules and/or litigation hold orders provided by the COUNTY to CONTRACTOR, independent of where the COUNTY Data is stored, at CONTRACTOR’S sole cost and expense.
The scope of this contract encompasses all HVAC equipment and associated components identified in Exhibit A (Equipment Inventory) and Exhibit B (Preventative Maintenance Tasking & Frequency). This inventory represents a diverse range of mechanical systems critical to the operation of the Vineyard Surface Water Treatment Plant and includes, but is not limited to:
Boilers – High‑efficiency commercial hot‑water boilers serving hydronic heating systems. Preventive maintenance includes inspection of the pressure vessel, combustion chamber, exchangers, burner, and flue for proper flame quality and signs of deterioration; servicing of the blow‑down or drain valve; verification of all safety and control devices; inspection for leaks, corrosion, fouling, or degradation; confirmation of proper system performance under load; and quarterly checks of expansion tanks, pumps, makeup water pressure, and gauge accuracy. Annual tasks include lubrication of motors and bearings and inspection and cleaning of all internal parts of the combustion chamber, including any exchangers. Annual boiler maintenance and cleaning shall be bid as a standing item, to be completed each year before October 31.
Packaged Box-Car Air Handling Units (AHUs) – Governair factory‑built, large‑capacity air handlers (Models TLS10 series) with integrated cooling/heating sections, economizers, blower assemblies, and multi‑stage filtration. Units require quarterly preventive maintenance including filter replacement, belt inspection and replacement as necessary, coil and drain pan cleaning, electrical checks, and verification of economizer and VFD operation. Annual tasks include lubrication, megohm testing, condensate system cleaning, and full system performance inspection. The secondary bag filters shall be changed annually, quoted and invoiced as separate work. The secondary filter change shall be coordinated with the regular quarterly PM for efficiency.
Rooftop Units (RTUs) – Trane gas/electric packaged units providing heating, cooling, and ventilation to assigned building zones. These units include integrated economizers, filtration assemblies, blower sections, and combustion components. Preventive maintenance includes quarterly filter replacement, damper and economizer operation checks, electrical inspections, belt assessments and changes, fan assessments, and seasonal performance verification. Annual tasks include P‑trap flushing, condenser coil cleaning, heat‑exchange inspection, and lubrication of serviceable bearings.
Split Systems and Variable Refrigerant Flow (VRF) Units – Includes indoor fan coils, wall‑mounted heads, and outdoor condensing units from Mitsubishi, Daikin, and Fujitsu. These systems require quarterly filter replacement, evaporator coil inspections, refrigerant level verification, condensate management, and electrical component checks. Annual maintenance includes P‑trap flushing and lubrication of any field‑serviceable bearings.
Exhaust Fans – Belt‑driven and direct‑drive rooftop and inline exhaust fans serving general ventilation and process areas. Preventive maintenance includes quarterly inspection of belt tension and alignment with replacement as necessary, fan wheel condition and balance, proper rotation, panel and guard integrity, and verification of electrical terminations. Tasks also include checking for debris or grease buildup, confirming unobstructed airflow, and ensuring operation within nameplate limitations. Any exhaust fans that are inaccessible by ladder are excused from the periodic maintenance plan and shall be inspected and serviced as a lift is available or if the fan ceases to operate. There is one exhaust fan on-site inaccessible by ladder. Lift rental and service shall be quoted and invoiced as extra work for the exhaust fan on the roof of building 11.
Supply Fans – Providing supply air to critical spaces through belt‑driven fan assemblies. Preventive maintenance includes quarterly inspection of panel integrity, internal insulation, washable pre‑filters, belt tension and alignment with replacement as necessary, fan wheel condition, proper rotation, VFD operation (where equipped), and electrical terminations. System performance is verified under current load conditions, and annual lubrication is performed on field‑serviceable bearings when applicable.
Make-Up Air Units (MAUs) – Delivering tempered outside air for ventilation through belt‑driven fan assemblies. Preventive maintenance includes quarterly inspection of pre‑filters, panel integrity, electrical terminations, fan belts and drive components, fan wheel condition, proper rotation, and verification of VFD operation where equipped, replacing belts as necessary. Annual maintenance includes lubrication of field‑serviceable bearings when applicable.
Evaporative Coolers – Seasonal cooling units that use evaporative media and belt‑driven fan assemblies to provide cooled ventilation air. Preventive maintenance includes quarterly inspection of panel integrity, fan belts and drive components, cooling pad condition, float valve adjustment, pump and electrical components, and overall system operation, replacing belts as needed. Annual pre‑season tasks include cleaning pump screens and verifying water distribution nozzles, while post‑season tasks include draining the sump and shutting off and bleeding the water supply. Lubrication of field‑serviceable bearings is performed annually when applicable.
Pumps – Centrifugal circulating pumps serving chilled water, heating water, and condenser water loops. Preventive maintenance includes inspection of seals, gaskets, couplings, fluid flow, strainers, and electrical components including terminations and mag starters. Maintenance also includes verification of drive alignment, bearing condition, and operational performance, with lubrication of motors and field‑serviceable bearings performed annually.
Each piece of equipment will be serviced according to manufacturer recommendations and SCWA standards, with attention to filter sizes, belt quantities, and any special requirements noted in Exhibit A and Exhibit B. Contractors are expected to confirm all equipment details during the mandatory site visit and report discrepancies. Any equipment omitted from Exhibit A will be considered excluded from the base scope unless added through a formal written addendum issued by the COUNTY. SCWA will provide belts for equipment on site. The vendor is expected to notify SCWA staff when belts or spare parts are used from the inventory, so the SCWA staff person may replenish the supply.
Any additional equipment that is installed, replaced or upgraded shall be included for maintenance until the annual contract renewal. At least 30 days before annual renewal, the contractor may elect to submit an amended maintenance proposal to include any additional costs. Approval of the amended plan or increased costs will be at the discretion of SCWA.
The Contractor shall perform scheduled preventative maintenance on all HVAC equipment listed in Exhibit B. All services must comply with manufacturer recommendations, SCWA standards, and applicable codes. Preventative maintenance activities occur on a weekly, quarterly, and annual/seasonal basis, as defined in Exhibit B and supported by the equipment inventory in Exhibit A.
Summary of PM Approach
Weekly: Contractor shall perform weekly monitoring of the Controls Metasys Building Management System (BMS) for alarms and equipment issues, including monitoring variable air valve (VAV) performance. This task shall include a minimum of 30 minutes of review and documentation, with any identified issues reported to SCWA. The Contractor shall be responsible for establishing trends to monitor problems for extended periods of time. The Contractor shall be responsible for maintaining and updated the BMS as necessary with patches. Any full upgrades to the BMS will be treated as separate, extra work. The Contractor shall be responsible for establishing and maintaining their remote connection. The Contractor shall be responsible for reporting any access issues each Monday and troubleshooting connection issues with County Information Technology (I.T.) staff. The time for troubleshooting and maintenance of the BMS shall be included in the maintenance proposal base cost. Security concerns from the County I.T. Risk Assessment Team shall be acknowledged and either patched or a quote provided for extra work to upgrade or patch and move the BMS to compliance within 72 business hours from the Contractor. The Contractor should be prepared to work directly with the Risk Assessment Team and County I.T. to expedite compliance.
Quarterly: Comprehensive mechanical and operational inspections across all equipment types. Tasks include filter replacement, belt inspection, adjustment and replacement, coil and drain pan inspections, electrical integrity verification, operational performance checks, and confirmation of proper airflow and equipment response. SCWA shall supply belts for replacement. The Contractor shall notify the SCWA when belts or parts are used from on-site inventory, so agency staff may replenish the supply. The Contractor shall supply all air filters with the exception of secondary bag filters. The bag filters shall be changed annually and treated as a separate maintenance item.
Quarterly hydronic system tasks include opening and cleaning all strainers and maintaining the corrosive inhibiter in the hot and cold-water loops quarterly.
The Contractor shall open and clean the treated water strainers in buildings 51, 91, and 92. The Contractor shall report all material found in strainers to SCWA staff with the quarterly service report and invoice.
Contractors shall maintain correct levels of Tylon B-20 or equivalent corrosion inhibiter in the hot and cold-water loops in buildings 51, 91 and 92. The Contractor shall obtain and leave on site, testing kits to test the level of corrosion inhibiter quarterly. The testing kit expiration date must be monitored and the kit replaced before expiration, at the expense of the Contractor. The test results, including pictures of the test vials, shall be supplied to SCWA staff with the quarterly service report and invoice. Flushing of the loops shall be treated as extra work. Additional Tylon B-20 or equivalent shall be quoted as supplies and supplied by the vendor, paid for by the agency. The Contractor will be required to work with SCWA staff to obtain flushing permits prior to any discharge into on-site drains. The Contractor will be required to use a meter or calculation to report the amount discharged, after being authorized to discharge.
Annual / Seasonal: Tasks performed once per year or aligned with seasonal changeover requirements. These include lubrication of field‑serviceable bearings, inspection of combustion components on boilers, annual condenser and evaporator coil cleaning where applicable, flushing of condensate P‑traps prior to cooling season, and pre‑season/post‑season service of evaporative coolers (including cleaning, draining, and shutoff procedures).
The Contractor shall provide a quote for hourly labor to open and clean the exchangers in the four boilers on-site. The Contractor shall supply photographic evidence of the cleaning to SCWA staff. The exchangers must be cleaned and operational by October 31 each year.
The Contractor shall perform combustion tests for each boiler and provide the results of the combustion tests to SCWA staff, annually, during the fourth quarter maintenance session.
The Contractor shall supply a cost in their proposal for replacing every secondary “bag” filter in the air handlers on-site annually.
Detailed task sheets and frequencies requirements are provided in Exhibit B.
Materials and Additional Charges
The following materials are included in the base preventative maintenance scope:
The following items are not included and will be billed at cost plus the approved markup as specified in the pricing table if required:
a. Upon becoming aware of a potential, suspected, or actual Data Breach involving COUNTY data, the CONTRACTOR shall without undue delay (and in no event later than 72 hours of becoming aware of such Data Breach) inform the COUNTY and provide written details of the Data Breach, including the type of data affected, the identity of affected person(s), the likely consequences of the Data Breach, any other information the COUNTY may reasonably request concerning the affected persons, and the measures taken or proposed to be taken to address it, as soon as such information becomes known or available to the CONTRACTOR.
b. The CONTRACTOR will promptly take reasonable steps to contain, investigate and mitigate any Data Breach. CONTRACTOR will provide timely information about the Data Breach including, but not limited to, the nature and consequences of the Data Breach; the measures taken and/or proposed by CONTRACTOR to mitigate or contain the Data Breach; the status of the CONTRACTOR investigation of the Data Breach; a contact point from which additional information may be obtained; and the categories and approximated number of data records concerned, if available.
c. CONTRACTOR’s communications with COUNTY in connection with a Data Breach shall not be construed as an acknowledgment by CONTRACTOR of any fault or liability with respect to the Data Breach.
d. The parties agree to coordinate in good faith on developing the content of any related public statements or any required notices for the affected persons and/or the relevant legal authorities, except as otherwise required by applicable law. In the event of a Personal Data Breach, the CONTRACTOR will provide timely information and cooperation as the COUNTY may require to fulfill COUNTY’S Data Breach reporting obligations under applicable law; take such measures and actions as are appropriate to remedy or mitigate the effects of the Data Breach; and shall keep COUNTY up-to-date about all developments in connection with the Data Breach.
e. CONTRACTOR shall perform all requirements in the above subsections (a)-(d) of this section at CONTRACTOR’S sole cost and expense.
Unplanned service and corrective repairs are required when HVAC equipment fails, operates outside of acceptable parameters, or exhibits conditions that could compromise safety, reliability, or regulatory compliance. The Contractor shall provide timely and professional response to all unplanned service requests initiated by SCWA. The Contractor shall be prepared to respond to unplanned requests with a technician on-site within two hours. The Contractor shall provide a single point of contact for SCWA staff to report emergencies.
Scope of Unplanned Service
Unplanned service includes, but is not limited to:
Response Requirements
Documentation and Reporting
For every unplanned service event, the Contractor shall provide:
Coordination With Preventative Maintenance
Unplanned repairs do not replace scheduled preventative maintenance. When feasible, corrective actions identified during unplanned service shall be incorporated into future PM activities to improve system reliability and reduce repeat failures.
Unscheduled Service and Repairs Pricing
Warranty
The Contractor shall provide:
The CONTRACTOR shall support logging in a format as agreed to by both CONTRACTOR and the COUNTY. Logging capabilities shall include latency statistics, user access, user access internet protocol (IP) address, application programming interface (API) calls for the COUNTY’s account including the source IP address of the API caller, the request parameters and the response elements returned, user access history and security logs for all COUNTY Data and digital content related to this Agreement. The logs shall be sufficient to enable the COUNTY to perform to the COUNTY’s satisfaction security analysis, resource change tracking and compliance auditing.
The contractor shall provide comprehensive documentation to ensure transparency and support SCWA’s asset management objectives. At a minimum, the following deliverables are required:
Service Reports:
After each preventative maintenance visit, provide a detailed report including:
Compliance Documentation:
Submit records of any code-required inspections, certifications, or tests performed (e.g., boiler combustion analysis, water treatment reports).
Unplanned Service and Emergency Service Records:
Document all unscheduled service calls, including response time, corrective actions, and parts used.
Within 60 days of contract award, the Contractor shall submit a written plan describing emergency procedures and temporary measures to be implemented in the event of:
• Air handler failure
• Boiler failure
• Chiller or major component failure
• Any other event affecting critical HVAC functionality
The Contractor shall develop and submit comprehensive long‑term capital planning documents and submit to SCWA by December 31 annually, including:
• 10‑Year HVAC Replacement Plan
• 15‑Year HVAC Replacement Plan
• 20‑Year HVAC Replacement Plan
Plans must identify:
• Recommended replacements or upgrades
• Priority rankings and criticality
• Estimated costs
• Supporting condition or performance rationale
The CONTRACTOR shall identify in writing to COUNTY as soon as known by CONTRACTOR all of its strategic business partners related to services provided under this Agreement, including but not limited to all subcontractors or other entities or individuals who may be a party to a joint venture or similar agreement with the CONTRACTOR, and who shall be involved in any application development and/or operations.
Pricing Structure:
Hourly Rates for Unplanned Service:
The County requires one flat hourly rate for all unplanned, emergency, after‑hours, weekend, and holiday service.
Regular Service (Business Hours 6:00AM-5:00PM)
For regular, scheduled service performed during normal business hours, no minimum billing period is permitted. Billing shall begin when the technician arrives onsite. The County will not pay travel charges, trip fees, truck fees, fuel surcharges, or any similar charges.
Emergency / After‑Hours / Weekend / Holiday Service
For emergency, after‑hours, weekend, or holiday service, the Contractor may bill a two‑hour minimum at the flat hourly rate. No additional travel charges, truck fees, minimum service charges, or other fees beyond the two‑hour minimum are permitted. Billing shall begin when the technician arrives onsite. Any hours worked beyond the initial two‑hour minimum shall be billed at the same flat hourly rate.
Rate: [Insert Flat Hourly Rate]
Markup on Parts:
Invoicing Terms:
Emergency Repairs:
The COUNTY shall have the right at any time to require that the CONTRACTOR remove from interaction with COUNTY any CONTRACTOR representative who the COUNTY believes is detrimental to its working relationship with the CONTRACTOR. The COUNTY shall provide the CONTRACTOR with notice of its determination, and the reasons it requests the removal. If the COUNTY signifies that a potential security violation exists with respect to the request, the CONTRACTOR shall immediately remove such individual. The CONTRACTOR shall not assign the person to any aspect of this Agreement or future work orders without the COUNTY’s consent.
a. In the event of termination of this Agreement, the CONTRACTOR shall implement an orderly return of COUNTY Data in a mutually agreeable format at CONTRACTOR’s sole cost and expense. The CONTRACTOR shall guarantee the subsequent secure disposal of COUNTY Data.
b. During any period of suspension or contract negotiation or disputes, the CONTRACTOR shall not take any action to intentionally erase any COUNTY Data.
c. In the event of termination of any services or this Agreement in entirety, the CONTRACTOR shall not take any action to intentionally erase any COUNTY Data for a period of 90 days after the effective date of the termination. After such 90-day period, the CONTRACTOR shall have no obligation to maintain or provide any COUNTY Data and shall thereafter, unless legally prohibited, dispose of all COUNTY Data in its systems or otherwise in its possession or under its control at CONTRACTOR’S sole cost and expense. Within this 90- day timeframe, CONTRACTOR will continue to secure and back up COUNTY Data covered under this Agreement.
d. The COUNTY shall be entitled at no additional cost to COUNTY to any post-termination assistance generally made available with respect to the Services unless a unique data retrieval arrangement has been established as part of the Service Level Agreement.
e. When requested by the COUNTY, the provider shall at CONTRACTOR’S sole cost and expense destroy all requested data in all of its forms, for example: disk, CD/DVD, backup tape, and paper. Data shall be permanently deleted and shall not be recoverable, according to National Institute of Standards and Technology (NIST) approved methods. - Certificates of destruction shall be provided to the COUNTY at no additional cost to COUNTY.
Site Location: Vineyard Surface Water Treatment Plant, located at 10151 Florin Road, Sacramento, CA.
Primary SCWA Facilities Contact Information: David Webb, webbda@saccounty.gov , 916-874-3763
Coordinate schedule with SCWA Facilities to avoid disruption.
Work windows (standard hours): 6:00 AM–5:00 PM, Monday–Friday unless otherwise approved. The Contractor may perform work on county holidays with authorization.
The CONTRACTOR shall allow the COUNTY to audit conformance to the Agreement terms. The COUNTY may perform this audit or contract with a third party at its discretion and at the COUNTY’s expense.
Did you read through and confirm that you met all of the bid requirements?
Provide a primary operations contact (name, title, email, phone number) as the dedicated account manager assigned to the County.
Provide contact information (name, title, email, phone number) for the individual authorized to sign the contract.
Provide an accounts payable contact (name, title, email, phone number) for billing inquiries.
Bidders must demonstrate that the firm and proposed personnel hold all required professional licenses and certifications.
Response Requirements:
• Valid California C‑20 HVAC Contractor License (include license number).
• EPA Section 608 Refrigerant Certification for all technicians.
• Identification of key personnel proposed for this contract, with summaries of their experience and training.
• Confirmation that personnel have relevant experience working with controls‑integrated mechanical systems in industrial/treatment plant environments.
Bidders must demonstrate firm-level experience performing HVAC inspection, maintenance, repair, diagnostics, and technical support services at facilities comparable in size, complexity, and operational criticality to the Vineyard Water Treatment Plant.
Response Requirements:
• At least two (2) comparable project examples completed within the past five (5) years.
• Description of facility type, size, and complexity of HVAC / mechanical / controls-integrated systems.
• Scope of services performed (preventive maintenance, diagnostics, repairs, specialty systems, emergency response, etc.).
• Contract duration and value (if applicable).
• Experience in water/wastewater treatment plants, industrial sites, or other mission-critical facilities.
Bidders must demonstrate their ability to meet SCWA safety requirements and perform work safely in industrial or treatment plant environments.
Response Requirements:
• Confirmation that the firm maintains a documented OSHA/Cal OSHA–compliant safety program.
• Description of safety procedures, including Lockout/Tagout, hazard communication, PPE, and jobsite safety meeting practices.
• Demonstrated experience working under site‑specific safety protocols in industrial or treatment plant settings.
• Description of incident and near‑miss reporting processes, including ability to meet SCWA reporting timeframes.
• Confirmation that all personnel will comply with SCWA emergency procedures and site access requirements.
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Bidder Response Confirmation Checklist
Please download the below documents, complete, and upload.
ex.) Shipping terms are FOB destination freight prepaid and added
-
Explanation of standard F.O.B. Terms:
(e.g. N30; 2% 10, N30, etc.)
The County will treat all information submitted in a proposal as available for public inspection once the County has selected a contractor. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.
Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toCounty of Sacramento, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.
Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanFriday, May 22, 2026 addressed to:
County of Sacramento
Maria Cojocari
9660 Ecology Lane
California,CA95827
Please have the Bidder Name, Contract Title ("Vineyard Surface Water Treatment Plant- HVAC Preventative Maintenance"), and Contract Number ("2026-RFB-0011") listed clearly on the outside of the envelope.
WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.
Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:
CONTRACTOR hereby certifies that either:
New CONTRACTOR shall certify that each of the following statements is true:
CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and
NOTE: Failure to comply with state and federal reporting requirements regarding a Contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.
Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.
Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):
I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.
I state that:
I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.
Whereas, COUNTY, pursuant to the terms of the Agreement, wishes to disclose to CONTRACTOR and CONTRACTOR wishes to disclose to COUNTY, certain information, some of which may constitute Protected Health Information (PHI) including any in an electronic format (Electronic Protected Health Information or EPHI);
Whereas, in the course of the performance of the Agreement, CONTRACTOR will be provided with access to PHI;
Whereas, COUNTY and CONTRACTOR desire to protect the privacy and provide for the security of PHI disclosed to each other in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Title 45 Code of Federal Regulations (CFR), Title 42 CFR Section 1320d, and regulations promulgated thereunder by the U.S. Department of Health and Human Services (the HIPAA Regulations) and other applicable laws and regulations.
Whereas, it appears that the CONTRACTOR is a Business Associate of COUNTY as that term is defined in the HIPAA regulations; and
Whereas, COUNTY is willing to provide CONTRACTOR and its agents with access to PHI such that CONTRACTOR can perform under the Agreement, under the terms of this Exhibit;
Whereas, the purpose of this Exhibit is to satisfy certain standards and requirements of HIPAA and the HIPAA Regulations, including, but not limited to, Title 45, Section 164.504(e) of the Code of Federal Regulations (CFR), as the same may be amended from time to time.
NOW, THEREFORE, in consideration of the mutual promises made herein, the parties agree as follows:
(California Public Contract Code, sections 2202-2208)
When responding to a bid or proposal or executing a contract or renewal for a County of Sacramento contract for goods or services of $1,000,000 or more, a vendor must either:
To comply with this requirement, please select one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of $250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three-year ineligibility to bid on contracts. (Public Contract Code section 2205.)
OPTION #1 - CERTIFICATION
I certify I am duly authorized to execute this certification on behalf of the vendor/financial institution, and the vendor/financial institution is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.
OPTION #2 – EXEMPTION
Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services. If you have obtained an exemption from the certification requirement under the Iran Contracting Act, please select "EXEMPTION" below, and attach documentation demonstrating the exemption approval with your electronic submission.
CONTRACTOR agrees to comply with 5 U.S.C. 1501-1508, 31 U.S.C. §1352 and 45 CFR Part 76.100 (Code of Federal Regulations), which provides that federal funds may not be used for any contracted services, if CONTRACTOR is debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency.
I (We) certify to the best of my (our) knowledge and belief, that CONTRACTOR named below and its principals:
Please enter your legal entity name for SAM.gov verification.
PURPOSE
The purpose of the Procurement Opportunities Program is to promote and enhance the utilization of local and small business enterprises in the County’s procurement and contracting processes. Small businesses contribute to the overall economic health of the community. Therefore, government has a compelling interest to provide economic opportunity to small businesses. The economic health of the community is dependent upon an active and thriving business community, including both large and small businesses. For this reason, the program is designed to provide procedural assistance and contracting information to any firm wishing to do business with the County. This program is not, however, intended to become a separate activity within the County’s procurement and contracting process. It is intended to be an integral part of the County’s standard procurement and contracting process.
INCENTIVES
Service and supply acquisition: For material, supply, construction and/or non-professional service contracts of less than $1,000,000 processed through the Department of General Services, Contract and Purchasing Services Division, or through the Delegated Purchase Order (DPO) Program. The County of Sacramento will award a two-percent (2%) price or point micro-business preference to State Certified Micro-Business enterprises located within the Sacramento Regional Market Area (Sacramento, El Dorado, Placer, Sutter, Yolo and Yuba Counties), and/or a five-percent (5%) price or point local business preference.
The Delegated Purchase Order program (a delegated purchasing program utilized by department “DPO Buyers”) includes a provision requiring the departments to obtain multiple quotes based on the dollar amount of the purchase. This program will eliminate the quoting requirement if the DPO Buyer issues a DPO to a certified micro-business in the Sacramento Regional Market Area. When obtaining multiple quotes, the DPO Buyer shall apply all applicable preferences stipulated in this program.
LOCAL BUSINESS PREFERENCE QUALIFICATIONS
Pursuant to Sections 2.56.420 and 2.56.440 of the Sacramento County Code, where applicable, a local price or point preference credit of 5% shall be granted to Local Business Enterprises on supply and non-professional service contracts of less than one million dollars ($1,000,000) to business enterprises located within Sacramento County when evaluating bids for material, supply, construction, and/or non-professional services acquisitions processed through the Department of General Services, Contract and Purchasing Services Division or through the Delegated Purchase Order Program. In order to qualify for local preference, a vendor must meet all of the following criteria (as defined in SCC 2.56.420):
This preference shall also be provided to Sacramento Regional Market Area businesses that meet the criteria of a Local Business Enterprise for the county in which they are located, provided that:
Bidders claiming local vendor preference for any Request for Bid, Price Quote, or Request for Proposal must submit an Affidavit of Eligibility (see page 3) with their bid, quote or proposal response, unless an approved affidavit is already on file.
For questions or assistance relating to the County of Sacramento’s Local Vendor Preference Policy, call the Contract & Purchasing Services Division at 916-876-6360 or visit our website at www.saccountybids.net.
Complete information regarding this program is located on the following website:
http://www.dgs.saccounty.net/capsd/Pages/County-Purchasing-Code.aspx#2.56.410
MICRO-BUSINESS PREFERENCE QUALIFICATIONS
Most County contracts are open to competitive bidding. It is the policy of the County to actively solicit participation by small business enterprises in its procurement and contracting activities. In order for the County to readily find small businesses to solicit, businesses should (1) be certified with the State of California, Office of Small Business and DVBE Services, or reciprocal agency, and (2) register with the State of California, Department of General Services.
The County will accept certifications from the State of California, Office of Small Business and DVBE Services, or reciprocating governmental agencies. The County will accept formal certifications from other agencies within the State of California for documentation purposes. For a firm to be eligible for a two-percent (2%) price preference, it must meet all of the following criteria (as defined in SCC 2.56.420):
COMPLETE THIS SECTION IF YOU QUALIFY FOR AND WISH TO CLAIM A 5% LOCAL VENDOR PREFERENCE AND/OR A 2% MICRO-BUSINESS PREFERENCE (REFER TO PREVIOUS INFORMATION FOR QUALIFICATION REQUIREMENTS).
To claim the local vendor preference (5%), complete the items in sections 18 and 19 below. To claim the micro-business preference, complete the items in sections 18 and 20 below. To claim both preferences (7% combined), complete all sections 18 - 20. Incomplete forms may be rejected.
Select "Yes" if your company meets either of the local/micro business preference qualifications above.
If you selected "No" then the remaining questions do not require a response EXCEPT for the two (2) confirmations "Under penalty of perjury, the undersigned states that the foregoing statements are true and correct..."
Enter the following information here:
If Yes, specify the office location considered as the point-of-sale for sales tax purposes:
Please enter the following information exactly as it appears on your permit:
Will this solicitation require a bid bond?
Would you like to have bidders respond to an electronic pricing table through OpenGov?
Choose this if:
Applies to contract when vendor provides a direct service to County constituents and has a potential impact on neighborhoods
If project is in excess of $1M, this will Include the Iran Contracting Act Disclosure Form and exclude the local/micro business preferences.
Applies contracts with web content
Bid responses will be considered valid for a period of [##] calendar days after bid closing date above (Enter a number value only such as "90" or "120").
[enter additional award text here]
If "YES" Buyer must attach the associated contract or contract language.
If "yes" vendors will be prompted to include their own shipping & payment terms in their submission.
If "no", you will be prompted to insert shipping & payment terms in the next question.
Only enter information here if you selected "no" above. Otherwise, leave blank.
Explanation of standard F.O.B. Terms:
Only enter information here if you selected "no" above. Otherwise, leave blank.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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