STATEMENT OF WORK INTENT

STATEMENT OF WORK

1. INTENT

The County intends to award a three-year contract (with option to renew) to the bidder selected as the lowest responsible bidder whose response meets the County’s requirements.

2. SCOPE

1. BIDDER QUALIFICATIONS

   1. 
      Bidder Minimum Qualifications
      

1. 
   Bidder shall be regularly and continuously engaged in the business of providing window blinds, parts, installation and repair for a minimum of three years.
   

2. 
   Bidder shall have the ability to provide the necessary equipment, transportation and personnel to deliver parts and materials and perform the services throughout the County as required.
   

3. 
   Bidder shall be capable of providing service on site, if necessary.
   

4. 
   Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.
   

1. SPECIFIC REQUIREMENTS

1. 
   See Exhibit A, Bid Form for specific items required. The quality of the blinds should be Levolor Riviera Classic or equal.
   

1. 
   Provide special wording on Court Blinds, such as “Quiet” and “Silence” on an as-needed basis. (Price requested on Bid Form is for informational purposes only.)
   

2. 
   Law and Limitations
   

1. 
   Contractor shall be responsible for providing services to the County. Services shall be performed according to minimum industry standards for this type of service.
   

2. 
   Contractor shall be required to comply with all applicable Federal and State laws and regulations. Any finding and/or recommendations shall conform to the codes, laws, rules and regulations governing the agencies and departments involved.
   

3. 
   Contractor Responsibility
   

1. 
   Contractor shall provide all personnel, uniforms, tools, equipment, parts, records or logs, etc., necessary to perform the services. All other materials and supplies required to perform these services and not otherwise mentioned, shall be provided by Contractor at its expense.
   

2. 
   Contractor shall be capable of providing blind replacement or temporary replacement to the County on request.
   

3. 
   Contractor shall be responsible for all damages which occurred to County fixtures while performing services, regardless of whether it’s damage to item(s) being repaired, or other item(s) in and around facility where services are being performed.
   

4. 
   Contractor shall provide necessary repairs to County blinds on an as- needed basis.
   

4. 
   Emergency Conditions
   

1. 
   Contractor shall perform “call back” work for emergencies and/or special events.
   

2. 
   Contractor shall provide a twenty-four (24) hour emergency telephone number or cell phone number to the County in case an immediate response is required for problems which may arise.
   

3. 
   Contractor shall respond to emergency services within one (1) hour of request and respond to normal service requests the following day. Contractor shall be capable of responding to all service requests regardless of their location in the County.
   

4. 
   Contractor shall have sufficient stock of blinds if emergency replacements are needed so that blinds can be installed within three (3) business days or sooner.
   

5. 
   In case of an emergency or unusual event, all employees of Contractor located on the sites shall be subject to the direction of the Director of the facility.
   

6. Contractor Personnel

1. 
   Contractor shall assign a sufficient number of employees to perform the required service. Contractor shall designate one (1) employee as Principal with full responsibility for directing the entire crew at a specific location. Each Principal shall be authorized to act for Contractor in every detail and must communicate effectively. The Principal is responsible for ensuring Contractor’s task is performed to County’s standards of quality, care and professionalism.
   

2. 
   Contractor employees are subject to reasonable dress codes when in a County facility; shall not bring visitors into the facility; shall not bring into the facility any form of weapons or contraband; shall not bring in any alcohol or drugs or be under the influence of alcohol or drugs; shall conduct themselves in a reasonable manner at all times; shall not cause any disturbance in the facility; and otherwise are subject to all rules and regulations of the facility.
   

3. 
   Contractor shall furnish and require every on-duty employee to wear a company shirt or a visible photo identification badge identifying employee by name, physical description and company.
   

4. 
   Contractor shall immediately report to County Facility Manager any accidents and/or loss of equipment, supplies, etc.
   

5. 
   Contractor employees shall enter and leave through only specified locations in the facility to maintain a high level of security.
   

7. Employee Conduct

1. 
   Contractor’s employees shall not disturb papers on desks, open drawers or cabinets, use telephones, radios, or television sets, or tamper with personal property while performing services.
   

2. 
   If County personnel occupy the building after normal working hours when Contractor has completed his/her service, Contractor shall notify County personnel of their departure and leave the door locked. Contractor shall ensure that persons other than Contractor’s personnel cannot gain access to rooms, areas, or building under the control of its personnel. At no time shall Contractor violate building and/or room security by propping doors open and leaving them unattended, unless the County has provided its own security door monitor. All entrance and exit doors shall be locked at all times.
   

2. CALENDAR OF EVENTS

EVENT	DATE/LOCATION
Request Issued	April 19, 2013
Written Questions Due	by 5:00 p.m. on May 3, 2013
Networking/Bidders Conference #1	May 2, 2013 @ 2:00 p.m.	at: Castro Valley Library Chabot Room 3600 Norbridge Avenue Castro Valley, CA 94546
Networking/Bidders Conference #2	May 3, 2013 @ 10:00 a.m.	at: General Services Agency Room 1107, 11th Floor 1401 Lakeside Dr. Oakland, CA 94612
Addendum Issued	May 16, 2013
Response Due	June 3, 2013 by 2:00 p.m.
Evaluation Period	June 3 – 12, 2013
Board Letter Issued	June 28, 2013
Board Award Date	July 16, 2013
Contract Start Date	August 1, 2013

1. NETWORKING / BIDDERS CONFERENCES

1. 
   Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract that may result from this RFQ.
   
2. 
   Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.
   
3. 
   Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFQ.
   
4. 
   Provide the County with an opportunity to receive feedback regarding the project and RFQ.
   

Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

2. NOTICE OF INTENT TO AWARD

   1. 
      At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA – Purchasing. The document providing this notification is the Notice of Intent to Award.
      

1. 
   The name of the bidder being recommended for contract award; and
   
2. 
   The names of all other parties that submitted proposals.
   
1. 
   At the conclusion of the RFQ process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.
   
   1. 
      Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.
      
   2. 
      Debriefing may include review of successful bidder’s proposal with redactions as appropriate.
      
2. 
   The submitted proposals shall be made available upon request no later than five (5) business days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.
   

1. TERM / TERMINATION / RENEWAL

   1. 
      The term of the contract, which may be awarded pursuant to this RFQ, will be three (3) years.
      
   2. 
      By mutual agreement, any contract which may be awarded pursuant to this RFQ may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.
      

2. BRAND NAMES AND APPROVED EQUIVALENTS

   1. 
      Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:
      
      1. 
         Clearly describe the alternate offered and indicate how it differs from the product specified; and
         
      2. 
         Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.
         
   2. 
      The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.
      
   3. 
      If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.
      

3. QUANTITIES

6. PRICING

   1. 
      All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.
      
   2. 
      Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.
      
   3. 
      All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.
      
   4. 
      Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.
      
   5. 
      Taxes and freight charges:
      
      1. 
         The County is soliciting a total price quoted for this project. The prices quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges.
         
      2. 
         No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.
         
      3. 
         Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
         
      4. 
         Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.
         
   6. 
      All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.
      
   7. 
      Price quotes shall include any and all payment incentives available to the County.
      
   8. 
      Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
      
   9. 
      Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.
      
   10. 
       Prevailing Wages:  Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.
       

7. AWARD

   1. 
      The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms and conditions.
      
   2. 
      Awards may also be made to the subsequent lowest responsible bidders who will be considered the Back‑up Contractors and who will be called in ascending order of amount of their quotation.
      
   3. 
      Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.
      

For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 337920 and/or 442291 as having no more than 500 employees over the last three (3) years.

An emerging business, as defined by the County, is one that has less than one-half (1/2) of the preceding amount and has been in business less than five (5) years.

4. 
   The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFQ or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.
   
5. 
   The County reserves the right to award to a single or multiple Contractors.
   
6. 
   The County has the right to decline to award this contract or any part thereof for any reason.
   
7. 
   Board approval to award a contract is required.
   
8. 
   A contract must be negotiated, finalized, and signed by the intended awardee prior to Board approval.
   
9. 
   Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Bidder may access a copy of the Standard Services Agreement template can be found online at:
   

The template contains minimal Agreement boilerplate language only.

1. 
   The RFQ specifications, terms, conditions and Exhibits, RFQ Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFQ.
   

1. METHOD OF ORDERING

   1. 
      A written PO and signed Standard Agreement contract will be issued upon Board approval.
      
   2. 
      POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.
      
   3. 
      POs and payments for products and/or services will be issued only in the name of Contractor.
      
   4. 
      Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.
      
   5. 
      Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.
      

2. WARRANTY

   1. 
      Bidder expressly warrants that all goods and services to be furnished pursuant to any contract awarded it arising from the Bid will conform to the descriptions and specifications contained herein and in supplier catalogs, product brochures and other representations, depictions or models, and will be free from defects, of merchantable quality, good material and workmanship. Bidder expressly warrants that all goods and services to be furnished pursuant to such award will be fit and sufficient for the purpose(s) intended. This warranty shall survive any inspections, delivery, acceptance or payment by the County. Bidder warrants that all work and services furnished hereunder shall be guaranteed for a period of one (1) year from the date of acceptance by the County.
      

3. INVOICING

   1. 
      Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.
      
   2. 
      Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory receipt of product and performance of services.
      
   3. 
      County shall notify Contractor of any adjustments required to invoice.
      
   4. 
      Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.
      
   5. 
      Contractor shall utilize standardized invoice upon request.
      
   6. 
      Invoices shall only be issued by the Contractor who is awarded a contract.
      
   7. 
      Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.
      

4. ACCOUNT MANAGER / SUPPORT STAFF

   1. 
      Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFQ and any contract which may arise pursuant to this RFQ.
      
   2. 
      Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.
      
   3. 
      Contractor account manager shall be familiar with County requirements and standards and work with the General Services Agency, Building Maintenance Department to ensure that established standards are adhered to.
      
   4. 
      Contractor account manager shall keep the County Specialist informed of requests from departments as required.
      
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