Morgue Transportation Services

Agency: El Dorado County
State: California
Type of Government: State & Local
NAICS Category:
  • 484121 - General Freight Trucking, Long-Distance, Truckload
Posted Date: Sep 12, 2019
Due Date: Oct 10, 2019
Solicitation No: 20-961-013
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Dates Number/Description Forms & Addenda etc

Due Date: 10/10/2019
New Date:
Issued: 9/12/2019

Contact: Matthew Potter
E-Mail

20-961-013
Morgue Transportation Services





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COUNTY OF EL DORADO
Procurement and Contracts
Page 1 of 23
REQUEST FOR PROPOSAL: #20-961-013
COUNTY OF EL DORADO
Procurement & Contracts
ATTN: Purchasing Agent
2850 Fairlane Court
Placerville, CA 95667
REQUEST FOR PROPOSALS #20-961-013
DUE: 3:00 PM October 10, 2019
Sealed Proposals must be clearly marked on
the outside of the package with:
“RFP #20-961-013 – DO NOT OPEN”
Morgue Transportation Services
The County of El Dorado Office of Procurement and Contracts, on behalf of the El Dorado County
Sheriff’s Office (also referred to as “County”), is requesting proposals for Morgue Transportation
Services. El Dorado County is an equal opportunity employer (EOE). Minorities, Females, and
Handicapped are encouraged to participate (M/F/H).
This Request for Proposal (RFP) defines the scope of services and outlines the requirements that
must be met by Proposers interested in providing such services. Proposers shall carefully examine
the entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or
otherwise available, and shall become fully aware of the nature and the conditions to be encountered
in performing the service. Proposers are advised to read all sections of this RFP prior to
submitting a proposal.
TABLE OF CONTENTS
I. INTRODUCTION
II. SCOPE OF SERVICES
III. PROPOSAL CONTENT
IV. PROPOSERS’ QUESTIONS
V. PROPOSAL SUBMITTAL SCHEDULE
VI. SELECTION PROCESS
VII. REJECTION OF PROPOSALS
VIII. EVALUATION
IX. VALID OFFER
X. COUNTY’S RIGHTS
XI. CONTRACT AWARD
XII. CONFLICT OF INTEREST
XIII. PUBLIC RECORDS ACT
XIV. BUSINESS LICENSE REQUIREMENT
XV. PUBLIC AGENCY
ATTACHMENTS:
ATTACHMENT A SAMPLE PROFESSIONAL SERVICES AGREEMENT *
*Note: The attached Sample Agreement is for reference only; other terms and conditions may
apply based on the types of services and funding involved.
COUNTY OF EL DORADO
Procurement and Contracts
Page 2 of 23
REQUEST FOR PROPOSAL: #20-961-013
I. INTRODUCTION
The County is inviting qualified contractors to submit proposals to provide timely, affordable, and
trustworthy decedent transportation services within El Dorado County. The successful Proposer
shall furnish all parts, labor, equipment, and transportation necessary to provide transportation
services for the removal of deceased persons. (Note: All transportation personnel must be
screened prior to being authorized to perform transportation services, and will be
required to pass a background check completed by the El Dorado County Sheriff’s
Office. This includes transportation personnel working as substitutes, covering
vacations, etc.)
Proposers shall be skilled and regularly engaged in the general class or type of work called for in
this RFP. Proposers must have a record of quality service and dependability to provide the work
described herein.
County makes no specific guarantee of a minimum or maximum number of hours that service
will be required. County desires that the successful Proposer owns/leases the building these
services shall be provided from, however, if Proposer contracts with another firm, please
submit as a reference.
II. SCOPE OF SERVICES
The successful Proposer will be required to perform the following services; these may include,
but are not limited to:
Services shall be available and provided as necessary 365 days per year, 24 hours per
day.
The prompt and safe removal and transportation of decedents from any place of death
within El Dorado County to the El Dorado County Sheriff’s Office (EDSO) Morgue
Facility located at 200 Industrial Drive, Placerville, California 95667.
Provision of a minimum of three (3) properly equipped removal vehicles. At least one (1)
vehicle shall be all wheel drive (AWD) or four wheel drive (4WD).
Respond and arrive within one (1) hour at the place of death following the request for
removal.
Comply with all Federal, State, County, and Occupational Safety and Health
Administration (OSHA) requirements as applicable.
For further details, please see Attachment A Sample Services Agreement, Exhibit A, Scope
of Work.
COUNTY OF EL DORADO
Procurement and Contracts
Page 3 of 23
REQUEST FOR PROPOSAL: #20-961-013
III. PROPOSAL CONTENT
Proposal responses must adhere to the requirements set forth in this section, both for content
and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations,
or misrepresentations may be cause for rejection of the submittal. Use 8-1/2 x 11 sheets
(foldouts are acceptable for charts, etc.) and font size large enough to be easily legible, but not
smaller than 10 point. The original proposal and each subsequent copy must be submitted on
paper, properly bound, appropriately tabbed and labeled in the following order:
A. Cover letter: Provide a “Cover Letter” and introduction, including the name and address of
the organization or individual submitting the proposal, together with the name, address,
telephone and fax numbers, and e-mail address of the contact person who will be authorized
to make representations for the organization. Indicate the number of years the firm has been
in business, and provide an overview of the experience and background of the firm and its key
personnel committed to this project. The letter must be signed by an individual authorized
to bind the firm contractually.
B. Executive Summary: A summary highlighting the Proposer’s firm background, experience
and range of services, and any other services that may be offered related to the services
requested.
C. Insurance Requirements: A written statement of Proposer’s ability to comply with the
insurance requirements set forth in Attachment “A”.
D. References: Proposers must provide a minimum of three (3) client references, preferably
of county governments, municipalities, or service districts in California, of organizations with
whom you currently have contracts with and/or have previously had contracts with for the
provision of services of equal type and scope within the last five (5) years. Each reference
shall include company or organization name, contact person, title, telephone number,
length of business relationship, and summary of services performed.
E. Compensation Schedule: A description of the cost for providing the services required.
IV. PROPOSERS' QUESTIONS
Questions regarding this RFP must be submitted in writing by email or U.S. mail to the
Procurement and Contracts Office and must be received no later than 5:00 p.m. on
September 24, 2019. All emails must have “RFP #20-961-013 – Question” as their subject,
and all envelopes or containers must be clearly labeled RFP #20-961-013 QUESTIONfor
convenience purposes. Emails, envelopes, and/or containers not clearly labeled may be
overlooked and not responded to. Questions will not be accepted by telephone, facsimile
(fax), or orally. The County reserves the right to decline a response to any question if, in
County’s assessment, the information cannot be obtained and shared with all Proposers in a
timely manner. A summary of the questions submitted, including responses deemed relevant
and appropriate by County, will be posted on the County’s website on or about October 1,
2019.
COUNTY OF EL DORADO
Procurement and Contracts
Page 4 of 23
REQUEST FOR PROPOSAL: #20-961-013
All inquiries submitted by email shall be submitted to:
matthew.potter@edcgov.us
or submitted by U.S. mail to:
County of El Dorado
Procurement and Contracts
2850 Fairlane Court
Placerville, California 95667
RFP #20-961-013 Question
Proposers are cautioned that they are not to rely upon any oral statements that they may
have obtained. Proposers shall direct all inquiries to the County Purchasing Agent and
shall not contact the requesting department directly regarding any matter related to this
Request for Proposal.
V. PROPOSAL SUBMITTAL SCHEDULE
Proposers must submit one (1) original and three (3) copies, and one (1) searchable electronic
copy (on a USB flash drive) in a sealed envelope or container, clearly marked “RFP #20-961-
013 – DO NOT OPEN”, no later than 3:00 p.m. on October 10, 2019, to:
County of El Dorado
Procurement and Contracts
2850 Fairlane Court
Placerville, CA 95667
A Proposer may withdraw its final proposal at any time prior to the opening deadline date and
time by submitting a written request for its withdrawal to the County’s Purchasing Agent, signed
by an authorized agent of the firm. Proposers may thereafter submit a new or modified proposal
prior to the opening deadline date and time. To be considered, the modification must be received
in writing, and in the same number of originals and copies as the original proposal, prior to the
date and time specified above for receipt of the proposal. Modifications offered in any manner
after the opening deadline date and time, oral or written, will not be considered.
Proposers submitting less than the required number of copies of their proposal will be rejected
and considered “non-responsive”. Proposals received beyond the deadline will not be
considered, and will be returned unopened.
It is the responsibility of the Proposer to assure that the proposal is received in the
Procurement and Contracts Division prior to the proposal opening deadline date and time.
Proposals received beyond the proposal opening deadline will not be accepted and will be
COUNTY OF EL DORADO
Procurement and Contracts
Page 5 of 23
REQUEST FOR PROPOSAL: #20-961-013
returned unopened. The time stamp clock located in the office of the Procurement and
Contracts Division will serve as the official time clock.
For questions regarding the Request for Proposal process, contact Matthew Potter,
Administrative Analyst, at (530) 621-5417, or by email at matthew.potter@edcgov.us.
VI. SELECTION PROCESS
County staff will open proposals following the submittal deadline. The only information that will
be made available to the public at that time will be the names of the Proposers submitting
proposals. The contents of all proposals, or any other medium which discloses any aspect of
the proposal, shall be held in strictest confidence until the County releases a Notice of Intent to
Award.
A Selection Committee will be appointed by the El Dorado County Sheriff’s Office to evaluate
the proposals. It is anticipated that representatives from the County and other local
government entities will conduct the evaluations. The Selection Committee may interview
respondent firms during the selection process if it is determined to be necessary.
When evaluation of the proposals and presentations has been completed, a Proposer will be
selected and negotiations will be initiated. If for any reason a contract cannot be negotiated,
the County reserves the right to select the next ranked prospective Proposer. The County will
then make recommendations for selection to the County Board of Supervisors, based on the
selection criteria outlined in the preceding section.
VII. REJECTION OF PROPOSALS
Proposers interested in being considered must submit a proposal in compliance with this
notice. Failure to meet the minimum requirements of the RFP shall be cause for rejection of
the proposal. The County reserves the right to reject any or all proposals.
The County may reject a proposal if it is conditional, incomplete, contains irregularities, or
reflects inordinately high cost rates. County may waive immaterial deviation in a proposal.
Waiver of an immaterial deviation shall in no way modify the RFP documents or excuse the
Proposer from full compliance with the contract requirements if the Proposer is awarded the
contract.
VIII. EVALUATION
Proposals will be evaluated by the County, and selection made based upon the best value
offered to the County taking into account the proposer’s understanding of the County’s needs,
cost, qualifications, services, availability, references, and other factors.

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