REQUEST FOR PROPOSALS - ON-CALL NUISANCE ABATEMENT SERVICES

Introduction
The County of Glenn (“County”) is seeking to retain a qualified contractor(s) to provide on-call public nuisance abatement services for the Planning & Community Development Services Agency (PCDSA), Code Enforcement Division, as described within this Request for Proposal (“RFP”) throughout the County of Glenn. This document details the scope of service to be performed and outlines the evaluation and selection process.

Proposed Initial Term
Glenn County PCDSA is requesting proposals from qualified contractor(s) to provide on-call public nuisance abatement services for the initial term beginning July 1, 2025, through June 30, 2027. An extension may be executed pending a review of performance for up to an additional three (3) years.

All proposals for on-call public nuisance abatement services shall be submitted to the County no later than 4:00 p.m. on Friday, September 26, 2025. Interviews, if held, may be tentatively scheduled for Wednesday, October 8, 2025.

Proposal Submission
The original proposal and three (3) copies, plus a copy on all electronic media, shall be submitted in a sealed envelope that shall plainly indicate on it the title of the proposal and the date for receiving. This proposal packet shall be delivered no later than 4:00 p.m. on Friday, September 26, 2025:

County of Glenn
Planning & Community Development Services Agency Building Official
225 N Tehama St. Willows, CA 95988

The outer envelope shall be clearly labeled as RFP for On-Call Public Nuisance Abatement Services. Proposals received after the hour specified will be returned unopened and will not be considered. The responders must bear the cost of preparing and submitting their proposal as Glenn County will not reimburse their costs.

Background
Glenn County, located in the northern central valley of California, is approximately 75 miles north of Sacramento. It is comprised of approximately 1,315 square miles and is bounded on the east by Butte County; the north by Tehama County; the west by Mendocino County and Lake County; on the south by Colusa County. The Sacramento River extends along the eastern boundary in a north-south direction. The eastern portion of the County is relatively flat and contains the majority of Glenn County’s 29, 132 residents. In the western quarter of the county, the landscape rises into the Pacific Coast Range where mountain peaks are in excess of 6,000 feet in elevation. Approximately 27% of lands within the County are government owned. The cities of Willows and Orland are the two incorporated cities within the County. These cities contain approximately one-half of the county population. There are several smaller unincorporated communities throughout the County (Hamilton City, Ord Bend, Artois, Elk Creek, Butte City, Bayliss, Afton, Codora, and Glenn) and other communities in the unincorporated areas surrounding the two cities. The Grindstone Indian Rancheria is located north of the community of Elk Creek and is the official recognized Tribal government in the County.

County’s Objectives
The County would like to contract with a qualified and dependable individual or firm that can provide on-call public nuisance abatement services as needed by the PCDSA. The County aims to provide timely, efficient and professional service responsive to the needs of the community within Glenn County.

Scope of Services
The following services shall be provided to the County:
•    Abatement of overgrown weeds or dead vegetation to include, but not limited to, dead or hazardous trees, high weeds and shrubs.
•    Clean up and removal of trash and debris to include but not limited to, discarded metal, vehicles, vehicle parts, appliances, waste oil, batteries or similar materials.
•    Cleanup and removal of heavy construction or demolition materials, to include but not limited to, concrete, soil, metal rebar, wood and other miscellaneous construction debris.
•    Emergency Structural Boarding: to include, but not limited to, structural boarding consistent with HUD specifications or local procedures, and use of wood boarding or alternative materials such as polycarbonate clear boarding, as directed on vacant or damaged structures.
As part of the scope of work, all removed materials are required to be safely transported and removed from nuisance properties to legal disposal and/or recycling site(s) within Glenn County with priority to any local facilities.

The individual(s) and/or firm(s) selected (contractor(s)) shall be appropriately licensed under California Contractor License Law and will maintain such license throughout the duration of the service agreement with the County. The Contractor must comply with all applicable laws related to the transportation and disposal of waste. The term of the agreement will be for approximately two (2) years with the option to extend the agreement at the discretion of the County.

Contractor shall have the ability to send/receive work orders, invoices, and documents. via electronic media. Electronic media shall be deemed to include, but is not limited to, email and fax. Email shall have the capacity of receiving and/or sending large document files, including photographs.

If a contractor encounters problems with an argumentative or non-cooperative property owner or local designated agent, the contractor should call the Glenn County Code Enforcement Division (530) 934- 6540 or if an emergency arises Dial 911.

Failure to perform work as assigned, submittal of improper invoices, failure to conform to the requirements of any provision contained herein or in the work order, may result in termination of the agreement at the discretion of the County.

Contractor shall furnish, at its own expense, all equipment and materials needed for abatement services including but not limited to:

•    Mowers, weed trimmers, brush hogs, saw blades, chain saws, and loaders.
•    Caution tape, orange fencing, framing materials, and other materials necessary to secure the site to ensure the health and safety of the public.
•    Any other equipment and/or materials required to address each specific circumstance in a work order.
Prior to beginning any work order, contractor shall take digital color photographs of the work location. Photographs shall be taken in the manner prescribed by the County. The photographs shall be dated and time stamped. The photographs shall include the property condition before the abatement showing grass/weed height, trash, junk, vehicles, vehicle parts and debris on property, tires, any unsecured openings to be secured, hanging dead tree limbs to be removed, standing dead trees to be removed, etc. Failure to submit proper “before” photographs may result in termination of the Task Order.

Contractor shall take digital color photographs of the work location after all work is completed, including loaded vehicles showing the trash/junk debris that was removed. These photographs shall be dated, time-stamped and shall be submitted electronically by email to the County. Failure to submit proper “after” photographs may result in termination of the Agreement.

Contractor shall provide dated, and time stamped digital photographs with all invoices and estimates, both prior and after completion of work. All costs associated with photography shall be the contractor’s responsibility. The County must approve, in advance, any other source of media

1.    Work Orders

Contractor shall provide an itemized work estimate for any bid that exceeds $1,000. If the estimate of the work specified in the bid varies more than 2 cubic yards from actual conditions, contractor shall contact the County to reconcile any differences, prior to performing work.

2.    Notice to Abate Nuisance

Abatement provided by the County is the primary authority for nuisance abatement. Contractor shall not perform any “Regular Abatement” work until an Abatement Warrant has been received. In the case of “Emergency Abatement”, the Notice to Abate Nuisance will include a code case number, site address, and services requested, which shall be included on all correspondence and billing by the Contractor. If any discrepancy arises with any other documents during the execution of a work order (i.e. property photographs and legal description on notice/map do not match, etc.), it is the responsibility of contractor to contact the County before work begins. Failure to do so will result in the contractor absorbing all costs of the abatement on incorrectly designated property. Any ambiguity or conflict with other documentation shall be clarified prior to performing any work.

3.    Execution of Work

Regular Abatement:

Contractor will receive written or verbal notification from the County, requesting an estimate to perform specified work at a specified location. The estimate must be provided within 24 hours of the date of notification. Contractor shall not commence any work until a Notice to Abate Nuisance is issued by the County.  

Emergency Abatement:

In emergency situations, Contractor may receive verbal notification by the County, followed up by a text Glenn County
On-Call Public Nuisance Abatement Services - RFP

message to proceed with service, as record of the County’s authorization to proceed immediately. The County shall issue a Notice to Abate Nuisance as soon as possible to the Contractor for proper invoicing.

Service Requirements:

a.    Mowing
Mowing is defined as the removal of tall grass, weeds, vegetation, small saplings, overgrowth and weed eating. All vegetation must be cut to a height of not more than four inches (4”). Trimming must match or be below the adjacent grass or structure.

Failure to rake, blow, and bag all leaves, trash and vegetation clippings will result in nonpayment.

b.    Debris/Trash/Junk Removal

All visible trash, junk, vehicles, vehicle parts, debris, and litter must be removed and disposed of in accordance with all applicable laws and to the satisfaction of the County and in accordance with the work order.

Tree limbs, tree parts, fallen dead trees, bushes or brush less than 6 feet high, and/or on the ground, and/or in the right of ways, easements or in the site distance triangle, will be considered as trash, junk and debris.

c.    Securing

All openings shall be secured in accordance with standards as provided by the PCDSA.

Because unsecured structures pose an immediate threat to the public, all securing work orders will be completed within 48 hours of receipt unless the County approves other arrangements.

Work orders that include securing must be completed before a work order that does not include securing.

All wood must be cut with a circular saw, chainsaws shall NOT be used.

Submittal Requirements
Candidates shall submit proposals that thoroughly respond to the items listed below. The most effective proposal will address the issues in this section, while minimizing unnecessarily elaborate presentation materials beyond that sufficient to present a complete and effective response. The proposal must be organized and presented in the exact order as outlined in this section. Failure to do so may remove the proposer/contractor/bidder from further consideration.

1.    Statement of Understanding
A description of the approach to the performance of the work requested that illustrates the proposer/contractor /bidder’s understanding of the nature of the work being requested and the total cost of services presented in the proposal.

2.    Proposed Project Team Members
A brief description of the primary contractor and sub-contractor(s), if any, along with an organizational chart of the Project team indicating the primary responsible representative(s) and title(s). Designation of a single point of contact for the project is required. Provide the role and relevant background experience of the primary individual(s) involved in the project, e.g. a brief description of the qualifications of the personnel and responsibilities should be included.

3.    References
Include a minimum of three (3) references of persons, firms, or agencies that County staff may contact to verify the experience of the proposer, preferably projects that similar in nature to this RFP.

4.    Scope of Work
Provide a detailed project scope of work based on the RFP. Indicate the fee structure that would be charged for the work performed by the contractor, staff and sub- contractor(s), if any. Include all classifications of staff that could be provided to the County.

5.    A signed Glenn County Standard Contract Form
Attachment A is the County’s standard contract form agreement. Applicants interested in proposing on this RFP should be prepared to enter into the agreement under the standard terms and should be able to provide proof of the required insurance (general liability, worker compensation, errors and omissions, etc.). If the County is unable to negotiate a satisfactory agreement, with terms and conditions the County determines, in its sole judgment, to be fair and reasonable, the County may then commence negotiations with the next most qualified contractor in sequence, until an agreement is reached, or determination is made to reject all submittals.

6.    Duration of Proposal
Proposals shall remain effective for a minimum of 90 days beyond the submittal date.

Should you choose to respond, these items must be provided no later than Friday, September 26, 2025, by 4:00 p.m.

For questions regarding this RFP, please contact Mardy Thomas or Dean Miller by e-mail at [email protected] and [email protected]., The County will provide copies of the questions and answers via county website located at https://www.countyofglenn.net/government/bids . Full copy of the RFP can be downloaded.

Evaluation Process
The contractor(s) will be selected based on qualifications and demonstrated competence and the agreement may not be awarded to the lowest responsible proposer. When selecting the contractor, the skill and ability of the entity or individual performing the services is a key component of the selection criteria. The County will select a contractor (s) based on demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required. Cost will be only one factor in determining the selection. Contractors will be evaluated and selected based upon experience, price and schedule. Contractor(s) should address these criteria in their proposal.

After the submittals are evaluated and ranked, the County, at its sole discretion, may elect to interview one or more respondents. Please note that respondents may be asked to submit additional documentation. In addition, the County reserves the right to select a proposal without conducting interviews.

If a commitment recommended contractor (s) is identified, it will be to the most qualified respondent contractor (s) with whom County is able to successfully negotiate the compensation and terms and conditions of any and all agreements.

Once the recommended contractor (s) is selected, staff will make a recommendation to the Glenn County – Board of Supervisors. Final selection of a contractor (s), terms and conditions of any and all agreements, and authority to proceed with these services, shall be at the sole discretion of the County.

General Conditions
Potential proposers are advised to become familiar with all conditions, instructions, and specifications of this RFP, including the County’s Standard Contract Form, attached hereto and incorporated herein. By submitting a proposal, contractor represents and warrants that it has thoroughly examined and is familiar with work required under this RFP, that contractor has conducted such additional investigation as it deems necessary and convenient, that contractor is capable of providing the services requested by the County in a manner that meets the County’s objectives and specifications as outlined in this RFP, and that contractor has reviewed and inspected all materials submitted in response to this RFP. Once the contractor has been selected, a failure to have read the conditions, instructions, and specifications herein shall not be cause to alter the contract or for contractor to request additional compensation.

Non-Discrimination Requirement
By submitting a proposal, the contractor represents that it and its subsidiaries will not discriminate in employment practices or in the delivery of services on the basis of race, color, religion, national origin, sex, sexual orientation, age, marital status, political affiliation or disability.

Conditions of Proposal Acceptance
The RFP is not an offer by the County to contract with a contractor responding to this RFP. This RFP does not commit the County to award a contract, to pay any costs incurred in the preparation of a proposal for this RFP, or to procure or contract for any services. The County reserves the right to waive any irregularities or informalities contained within this RFP, and/or reject any or all proposals received because of this request; negotiate with any qualified source or to cancel the RFP in part or whole. All proposals and material submitted will become the property of the County and will not be deemed confidential or proprietary.

The County reserves the right to award in whole or in part, by item or group of items, when such action serves the best interest of the County. The County and contractor may agree to add additional work to the agreement by mutual agreement at a later date. The County may elect to stop work at any time in the contract and will pay for work completed to that point on a time and material basis.  In the case that the County cancels the task order within 48 hours of agreed upon start time, County shall make contractor whole for mobilization costs.
 

For questions regarding this request for proposal (RFP), please contact:
Mardy Thomas, Director
Glenn County – Planning & Community Development Services Agency
Email: [email protected] or [email protected] 

Phone: (530) 934-6540

Attachment Appendix "A" Glenn County Standard Contract Form