Gavin Newsom, Governor Jennifer Lucchesi, Director

Rev. 1/2026

INVITATION FOR BID

Notice to Prospective Bidders

October 27, 2026

BID NO.: 1026-006

TITLE: California Geological Survey (CGS) Style Guide

The California State Department of Conservation (Department) requires the creation of a style guide geared towards publications and manuscripts. You are invited to review and respond to this Invitation for Bid (IFB), entitled 1026-006 CGS Style Guide In submitting your bid, you must comply with these instructions listed herein. The Department must receive bids by November 17, 2026 at 1:00PM.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions (02/2025) and Contractor Certification Clauses (04/2017). If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the Department, this IFB is complete and without need of explanation. However, the Department may release, in a timely manner, an addendum to this IFB. Potential bidders may submit questions regarding intent, expectations, or other topics pertaining to the actual bid by contacting Amy Serna via email at: ServiceContracts@conservation.ca.gov. Questions must be received by November 3, 2026 at 5:00PM. All questions received by the Department will be answered and posted to Cal eProcure by November 10, 2026 at 3:00PM.

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Amy Serna Department Contracts Analyst ServiceContracts@conservation.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:ServiceContracts@conservation.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx mailto:ServiceContracts@conservation.ca.gov

Department of Conservation 1026-006

CGS Style Guide

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Table of Contents I. Description of Services 4

A. Overview 4 B. Period of Performance/Available Funding 4 C. Work to Be Performed 4 D. Contractor Shall 5 E. Contractor Evaluation 7 F. Settlement of Disputes 7 G. Schedule of Performance 7 H. Executive Order N-6-22 – Russia Sanctions 8 I. Generative Artificial Intelligence Technology Use & Reporting 8

II. Budget Detail and Payment Provisions 8 A. Invoicing and Payment 8 B. Budget Contingency Clause 9 C. Prompt Payment Clause 9

III. Bidder Minimum Qualifications 9

1. Technical scientific writing experience, including publications, interpretation of data, and analytical writing. 10

2. Experience editing or publishing peer reviewed publications. 10

3. Experience in written science communication and/or science writing for the public. 10

4. Understanding of best practices for cartographic products, data plots, and data tables. 10

5. Familiarity with Adobe Illustrator, Adobe InDesign, and GIS software. 10

IV. References 11 V. Bid Requirements and Information 11

A. Key Action Dates and Times 11 B. Questions and Answers 11 C. Resumes of Bidders and Sub-Contractor(s) 12 D. Cost Detail Format and Requirements 12 E. Submission of Bid 12 F. Evaluation and Selection 14 G. Award and Protest 15 H. Disposition of Bids 16 I. Payee Data Record 16 J. Contractor Certification Clauses (CCC 04/2017) 16

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K. Tax Delinquent Status Verification 16 L. Preference Programs 17 M. Commercially Useful Function (CUF) 21

VI. Required Attachments 22 Attachment 1: Required Attachment Checklist 22 Attachment 2: Bid Sheet and Response 23 Attachment 3: Bid/Bidder Certification Sheet 24 Attachment 4: Bid/Bidder Declaration 26 Attachment 5: Darfur Act Certification 28 Attachment 6: Disabled Veteran Business Enterprise Declarations (STD 843) 30 Attachment 7: Bidder References 32 Attachment 8: California Civil Rights Laws Certification 33 Attachment 9: Iran Act Certification 34 Attachment 10: Economic Incentive Program 36 Attachment 11: Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 526) 39 Attachment 12: Contractor Certification Clause (4/2017) 42

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I. Description of Services

A. Overview

The Department of Conservation (Department) requires the services of an individual or organization to develop standardized guidance, procedures, and supporting materials for scientific writing, data reporting, and peer review processes. The objective is to improve the quality, consistency, integrity, and efficiency of scientific publications and technical documents produced by the Department. The Department intends to award one (1) service contract for this IFB.

B. Period of Performance/Available Funding

The schedule of performance of the Agreement shall be from, December 1, 2026, or upon Department of General Services (DGS) approval, whichever is later, through November 30, 2027.

The Contractor agrees to start work no later than thirty (30) days after DGS approval, or a mutually agreed upon time. The Department will award a maximum of $100,000.00 for the agreement.

Upon mutual consent, the Department and the Contractor may execute amendments to the executed Agreement for time due to schedule conflicts. A variation of the terms (i.e. change in project representative) requires mutual consent from the Department and Contractor and may be done through email. No verbal understanding, or agreement not incorporated into the executed Agreement is binding on either party.

C. Work to Be Performed

Contractor agrees to provide to the Department all services as described herein:

Develop comprehensive writing standards, data reporting guidance, style guides, and peer review process for the Department. This includes the development of formal guidance documents, standardized templates and documented procedures that support the preparation, review, and publication of scientific and technical materials that are developed by CGS including but not limited to:

Reports (and associated maps) Maps (including pamphlets) Special Reports Preliminary Geologic Maps Special Publication Regional Geologic Maps Bulletins Geologic Data Maps California Geology Magazine Map Sheets Data Reports Landslide Inventory Maps Fault Evaluation Reports Seismic Hazard Zone Reports

CGS Style Guide

D. Contractor Shall

The Contractor shall develop a comprehensive Scientific Writing and Publication Standards Guide that includes, at a minimum:

● Standards for tone, style, and level of technical communication

● Required manuscript or report components (e.g., abstract, introduction, methods, results, discussion, conclusions)

● Requirements for references and citations

● Standards for figures, tables, equations, and visual elements

● Formatting requirements, including development of Microsoft Word-based templates

● Guidance on capitalization and naming conventions (e.g., geographic names, geologic formations)

● Clear designation of requirements as either mandatory standards or recommended practices, with allowance for case-by-case flexibility

● Must align with established scientific publication standards and practices, including those of the Geological Society of America and the United States Geological Survey

● Must be clear, usable, and accessible to staff with varying levels of expertise

● Must ensure consistency in formatting and presentation across all Department publications

The Contractor shall develop a standardized guidance document for reporting scientific data, including:

● Best practices for reporting various data types and analytical methods

● Standards for data interpretation and presentation

● Guidance for figures (graphs, charts), tables, and datasets

● Consideration of subdiscipline-specific reporting needs, where applicable

● Data reporting standards must ensure accuracy, transparency, reproducibility, and scientific integrity

● Guidance must reflect accepted norms within relevant scientific disciplines

The Contractor shall design and document a formal internal peer review process that includes:

● Defined roles and responsibilities for reviewers

● Review criteria addressing scientific accuracy, data quality, interpretation, and completeness

● Procedures ensuring manuscripts meet minimum quality standards prior to supervisory review

● Internal reviews shall be conducted by individuals with appropriate subject matter expertise

● The process shall ensure constructive, objective, and critical evaluation of manuscripts

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The Contractor shall develop procedures for external peer review, including:

● Criteria for identifying and selecting qualified external reviewers

● Guidelines for conducting thorough and critical reviews

● Procedures for incorporating reviewer feedback

● Policies for acknowledgment of external reviewers

● Reviews must evaluate whether data reporting and interpretations support conclusions

The Contractor shall develop formal authorship guidelines that include:

● Criteria for authorship eligibility and contribution thresholds

● Requirements for coauthor review and approval at key stages (draft, pre-review, final submission)

● Procedures for addressing changes in authorship

● Guidelines must reflect ethical standards for authorship and accountability

● Policies must ensure all authors accept responsibility for the content of the publication

The Contractor shall develop a structured editorial workflow that distinguishes between:

● Scientific/content review

● Editorial, grammatical, and stylistic review

● The workflow shall define roles, sequencing, and timelines for each review stage

● Responsibilities must be clearly defined and appropriate to reviewer expertise

The contractor shall develop templates, workflows, checklists, and any training material for each guide as appropriate.

The contractor shall work in consultation with a team of CGS subject matter experts to ensure the development of guidance documents aligns with division standards and state accessibility standards.

E. Ownership:

The Contractor and the Department each individually retains all rights, title, and interest to all materials, testing, or assessment products, inventions (patentable or otherwise), discoveries, improvements, copyrightable works, and any other media, materials, or other objects produced as a result of the Contractor’s work, or delivered by the Contractor in the course of performing that work (collectively, “Work Product”) which the Contractor creates in connection with its performance of services hereunder. These rights specifically include the right of the Department to make the Work Product available to members of the public or others.

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F. Contractor Evaluation

Within sixty (60) days of completion of the Agreement, the Contractor’s performance will be evaluated by the Department. The Department shall document the performance of the Contractor in doing the work or in delivering the services or which the contract was awarded. If the Contractor did not satisfactorily perform the work or services specified in the contract, the Department shall place one (1) copy of the unsatisfactory form in the contract file and send one (1) copy of the form to the Department of General Services, Office of Legal Services (DGS/OLS) within five (5) working days of completion of the evaluation.

Upon filing an unsatisfactorily evaluation with DGS/OLS, the Department shall notify and send a copy of the evaluation to the Contractor within fifteen (15) days. The Contractor shall have thirty

(30) days to submit a written response to the evaluation by the Department.

G. Settlement of Disputes

In the event of a dispute, the Contractor shall file a “Notice of Dispute” (NOD) with the Department within ten (10) days of discovering the problem. The NOD shall summarize the issue and provide all relevant information. Within ten (10) days of receiving the NOD, the Department representatives shall meet with the Contractor to discuss the issue(s). The Department’s failure or inability to meet with the Contractor within 10 days of receiving the NOD shall not prejudice any of the Department’s legal rights.

Any dispute concerning a question of fact arising under the terms of this Agreement which is not disposed of within a reasonable period of time by the Contractor and State employees normally responsible for the administration of this Agreement shall be brought to the attention of the Executive Officer or designated representative of each organization for resolution. The decision of the State Executive Officer or designated representative shall be final.

In the event of a dispute concerning conflicting language, the language contained within this Agreement shall prevail over any other language.

The existence of an unresolved dispute shall not relieve the Contractor from contractual or performance obligations not affected by the dispute.

H. Schedule of Performance

Task Number Task Due Date

1 Develop Comprehensive Writing Standards

February 16, 2027

2 Develop Data Reporting Guidance

May 2, 2027

3 Develop Style Guides July 17, 2027

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Task Number Task Due Date

4 Develop Peer Review Process October 2, 2027

I. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

J. Generative Artificial Intelligence Technology Use & Reporting

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

II. Budget Detail and Payment Provisions

A. Invoicing and Payment

Payment for services performed under the Agreement will be made upon receipt of an acceptable invoice. The Contractor shall invoice the Department upon successful completion of tasks rendered. Invoices may be submitted not more frequently than quarterly, and must be sent to either the physical address or email below:

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Department of Conservation 715 P Street, MS 1901 Sacramento, CA 95814

ATTN: DarylAnne Gomez Email Address: CGSContracts@conservation.ca.gov

Please note that invoices not submitted to one of the above listed addresses run the risk of not being received by the appropriate unit for processing or the appropriate unit not being aware that an invoice has been submitted. To ensure an invoice is received for processing and to start the Prompt Payment process, it must be delivered to one of the addresses listed above.

An acceptable invoice must include:

● Date(s) of work performance

● Contractor’s name and address

● Department’s name and address

● Department Agreement number

● Appropriate itemization, that matches the Budget Detail

The Department will verify and approve or disapprove the invoice item(s). If the Department does not approve the invoice item(s), the Department will dispute the invoice, per Prompt Payment Act, and provide opportunity to the Contractor to resolve the dispute.

B. Budget Contingency Clause

It is mutually agreed that if the State Budget Act of the current year and/or any subsequent years covered under the Agreement does not appropriate sufficient funds for the program, the Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under the Agreement and the Contractor shall not be obligated to perform any provisions of the Agreement.

If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel the Agreement with no liability occurring to the State or offer an Agreement amendment to the Contractor to reflect the reduced amount.

C. Prompt Payment Clause

Payment will be made in accordance with and within the time specified in the California Government Code Chapter 4.5, commencing with Section 927.

III. Bidder Minimum Qualifications

In order for bids to be considered responsive, Bidders must provide proof of meeting or exceeding the below minimum qualifications:

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1. Technical scientific writing experience, including publications, interpretation of data, and analytical writing.

Required Bidder Submission: One page description of the Bidder’s experience in technical or scientific writing or editing.

• At least one (1) example of a technical or scientific publication, report, white paper, or analytical document edited by the Bidder.

2. Experience editing or publishing peer reviewed publications.

Required Bidder Submission: One page description of experience editing or producing peer reviewed work.

• At least one (1) peer reviewed publication edited or facilitated by the Bidder, AND

• One (1) professional reference (journal editor, academic supervisor, or equivalent) describing and confirming the Bidder’s role and responsibilities. Reference must include name, title, organization, email, and phone number.

3. Experience in written science communication and/or science writing for the public.

Required Bidder Submission: One page description of experience communicating scientific concepts to non-technical audiences.

• At least one (1) example of a public facing science communication product (e.g., article, outreach material, web content), OR

• One (1) reference who can verify the Bidder’s work in science communication.

4. Understanding of best practices for cartographic products, data plots, and data tables.

Required Bidder Submission: One page description of the Bidder’s understanding of and approach to recognized best practices (e.g., clarity, accessibility, correct labeling, use of scale, color considerations, metadata standards).

• At least one (1) example of a map, data plot, or data table edited by the Bidder, demonstrating best practices, AND

• One (1) reference who can confirm the Bidder’s competency in producing or reviewing such products.

5. Familiarity with Adobe Illustrator, Adobe InDesign, and GIS software.

Required Bidder Submission: One page description of experience using Illustrator, InDesign, and GIS software.

Proof of Familiarity:

• At least one (1) work product created using each of the following: Illustrator, InDesign, and GIS software. Products may be provided as PDFs, screenshots, or exported images.

• Work products must clearly identify which software was used.

• Training certificates or coursework (if any) may be included but are optional.

CGS Style Guide

IV. References

Provide three (3) references with a brief description of services provided. References must be provided using the attached, Bidder References Form. References must demonstrate the Bidders ability to meet or exceed the minimum qualifications.

Substitute personnel must meet the same minimum qualifications as described in this IFB. During performance of the Agreement, the Contractor must request prior written approval from the Department in advance of substitutions to receive reimbursement for associated costs.

V. Bid Requirements and Information

A. Key Action Dates and Times

The following schedule has been established for informational purposes. Efforts will be made to adhere to this plan, but the Department reserves the right to adjust the dates and times as required by circumstances. All deadline times are Pacific Time Zone.

Event Dates and Times

IFB available to prospective Bidders October 27, 2026 at 2:00PM Written Questions Submission Deadline November 3, 2026 at 5:00PM Responses to Questions November 10, 2026 at 3:00PM Final Date for Bid Submission November 17, 2026 at 1:00PM

Public Bid Opening November 18, 2026 at 11:00AM

Proposed Award Date** December 1, 2026

**All dates and times after Submission of Final Bids are approximate and may be adjusted as conditions indicate, without addendum to this IFB. If the award date is adjusted after Submissions of Bids, an email will be sent to those that submitted a big to announce the new Award Date.

B. Questions and Answers

Bidders requiring clarification of the intent or content of this IFB or on procedural matters regarding the competitive bidding process may request clarification by submitting questions in an email to the Department’s contact person listed on page one. To ensure a response, questions must be received in writing by the scheduled date specified in the above Key Action Dates and Times section. At the sole discretion of the Department, questions may be paraphrased by the Department for clarity.

Written responses to all questions will be collectively compiled and posted through an official addendum, according to the Key Action Dates and Times section, to the Cal eProcure website. It is

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Rev. 1/2026 the responsibility of the Bidder to check Cal eProcure for the list of questions and associated answers.

C. Resumes of Bidders and Sub-Contractor(s)

The Bidder shall list all key personnel (i.e. Project Manager) and other personnel who will be working on the project. Include their titles, qualifications, a summary of similar work/studies performed, a resume for each professional, a statement indicating how many hours each professional will be assigned to the task and what tasks each professional will perform.

Substitute personnel must meet the same minimum qualifications as described in this IFB. During performance of the Agreement, the Contractor must request prior written approval from the Department in advance of substitutions to receive reimbursement for associated costs.

D. Cost Detail Format and Requirements

The cost of the proposed work shall be broken down according to the work detailed in the Description of Services. The prices, set forth, shall remain in force for the stated term of the Agreement and shall include the cost of insurance, State sales tax, travel costs, and every other item of expenses, direct or indirect, to the total bid. The total costs of all tasks and milestones for the base bid cannot exceed $100,000.00. Use the Bid Sheet and Response Attachment to prepare the cost proposal.

E. Submission of Bid

1. Bids should provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this IFB. The bid must be complete and accurate. Omissions, inaccuracies, or misstatements may be sufficient cause for rejection of a bid.

2. The bid package should be prepared in the least expensive method.

3. All bids must be submitted under sealed cover and sent to the Department by dates and times shown in the Key Action Dates and Times section. Bids received after this date and time will not be considered.

4. Bidders are encouraged to submit their bid electronically. Please email all bid documents to ServiceContracts@conservation.ca.gov

5. A minimum of one (1) original and two (2) copies of the bid must be submitted.

6. The original bid must be marked “ORIGINAL COPY”. All documents contained in the original bid package must have original signatures and must be signed by a person who is authorized to bind the bidding firm. All additional bid sets may contain photocopies of the original package.

mailto:ServiceContracts@conservation.ca.gov

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7. If the Bidder submits proprietary or personal information within their bid, the information shall be redacted by the bidder as a separate email attachment or physical document. The redaction shall not interfere with the public’s ability to fully, completely, and accurately comprehend the bid content and should not otherwise be edited or altered as in Government Code 7921.000

8. The bid envelopes must be plainly marked with the IFB number and title, your firm name and address, and must be marked with "DO NOT OPEN", as shown in the following example:

715 P Street, MS 1807 Sacramento, CA 95814

ATTN: Amy Serna 1026-006 CGS Style Guide

DO NOT OPEN

Bids not submitted under sealed cover and marked as indicated may be rejected.

9. All bids may include the documents identified in the Attachment Checklist. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bidder requirements.

10. Mail or deliver bids to the following address:

Mail Deliveries Hand Deliveries Department of Conservation 715 P Street, MS 1807 Sacramento, CA 95814

Department of Conservation 715 P Street Sacramento, CA 95814

11. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and may cause a bid to be rejected.

12. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The Department may reject any or all bids and may waive an immaterial deviation in a bid package. The Department's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the agreement.

13. Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the Bidder and shall not be charged to the State of California.

14. An individual who is authorized to bind the Bidder contractually shall sign the Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayexpandedbranch.xhtml%3FtocCode%3DGOV%26division%3D10.%26title%3D1.%26part%3D2.%26chapter%3D%26article%3D%26goUp%3DY&data=05%7C02%7CServiceContracts%40conservation.ca.gov%7C1a015dc86fcc404bea7908df2f0b88ae%7C4c5988ae5a0040e8b065a017f9c99494%7C0%7C0%7C639281399176584333%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0iqiOp4MEw%2BkVJict0g%2BnpIzveJeq7cvGojoKHLiYLI%3D&reserved=0

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15. A Bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid’s submission deadline as set forth in the Key Action Dates and Times section. Bidder modifications offered in any other manner, oral or written, will not be considered.

16. A Bidder may withdraw its bid by submitting a written withdrawal request to the Department, signed by the Bidder or an authorized agent. A Bidder may thereafter submit a new bid prior to the bid’s submission deadline. Bids may not be withdrawn without cause subsequent to bid’s submission deadline.

17. The Department may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

18. The Department reserves the right to reject all bids. The Department is not required to award a contract.

19. Before submitting a response to this solicitation, Bidders should review, correct all errors, and confirm compliance with the IFB requirements.

20. Where applicable, Bidder should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

21. More than one (1) bid from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

22. The State does not accept alternate contract language from a prospective Contractor. A bid with such language may be considered a counter bid and may be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable.

23. No oral understanding or agreement shall be binding on either party.

24. Bids will be opened on the date and time listed in the Key Action Dates and Times at on

Microsoft Teams at https://teams.microsoft.com/meet/276170300821247?p=xLvP65aiDE4mLsMNpJ, or by calling 1-916-318-8892, conference ID: 652360921#.

F. Evaluation and Selection

1. At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

2. The Department will evaluate each bid to determine its responsiveness to the published requirements. Pass/Fail determination is made for responsiveness of all IFB requirements.

Items listed in Attachment 1 must be completed and signed (as required) to be considered responsive.

The Department will evaluate Bidders based on criteria according to the table below.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://teams.microsoft.com/meet/276170300821247?p=xLvP65aiDE4mLsMNpJ

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Administrative Criteria Evaluation Pass Fail Mandatory Minimum Qualifications Commercially Useful Function (CUF) (if applicable)

Tax Delinquent Status Verification Completed Bid Sheet and Response Bid/Bidder Certification Sheet Bid/Bidder Declaration Corporation in Good Standing with the State

List of Subcontractors (if applicable) References All Other Required Attachments

3. Bids that contain false or misleading statements claimed by the Bidder, may be rejected.

4. Award, if made, will be to the most responsive responsible Bidder offering the lowest cost for their services after eligible preferences and/or incentives have been applied.

5. In the event of a tie, award will be determined by a coin toss. The coin toss will be witnessed and documented by two (2) or more Department representatives and the affected Bidders will be invited to attend.

In the event of a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business, the contract will be awarded to the certified disabled veteran owned small business.

G. Award and Protest

1. Whenever a contract is awarded under a procedure, which provides for competitive bidding, but the contract is not to be awarded to the low bidder, the low bidder shall be notified by telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

2. Upon written request by any Bidder, notice of the proposed award shall be posted in a public place in the office of the Department at least five (5) working days prior to awarding the agreement.

3. If any Bidder, prior to the award of a contract, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and the Department on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

4. Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and the Department a detailed written statement specifying the

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Rev. 1/2026 grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to the Department.

It is suggested that you submit any protest by certified or registered mail.

H. Disposition of Bids

1. Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

2. Bid packages may be returned only at the bidder's expense, unless such expense is waived by the Department.

I. Payee Data Record

1. The Bidder awarded the contract must complete and submit form STD 204 Payee Data Record, listing their taxpayer identification number if the Department does not have a current copy on file.

2. No payment will be made unless the Payee Data Record form has been completed and returned to the Department.

J. Contractor Certification Clauses (CCC 04/2017)

1. The Bidder awarded the contract must complete and submit the Contractor Certification Clauses (CCC 04/2017) if the Department does not have a current copy on file.

2. No payment will be made unless the Contractor Certification Clauses have been completed and returned to the Department.

K. Tax Delinquent Status Verification

1. Effective July 1, 2012 Public Contract Code 10295.4, requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

2. At the time of bid evaluation, prior to contract award and execution, the Department will verify all bidders and identified subcontractors as not listed as tax delinquent by the Franchise Tax Board and the California Department of Tax and Fee Administration. Any bidders or subcontractor listed as tax delinquent shall result in a bid rejection and will not be considered for contract award. Bidders wanting further clarification can refer to the statute above or the web sites listed below for additional information.

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California

Franchise Tax Board – Top 500 Delinquent Tax Payers https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

CGS Style Guide

L. Preference Programs

1. Small Business Preference

The small business preference offers certified small businesses or micro businesses a calculation preference in the amount of five percent (5%) of the lowest responsible bid when a responsible non-small business has submitted the lowest priced, responsive bid pursuant to the same evaluation submitted by a Bidder who is a certified small business. The small business preference is used as a calculation for determining the lowest Bidder and does not affect the actual price bid.

The Department will grant certified small businesses a five percent (5%) small business preference on a bid evaluation when a responsible non-small business has submitted the lowest-priced, responsive bid pursuant to the same evaluation of a solicitation method when a certified small business:

● Includes in its bid a notification to the Department that it is a certified small business or that it has submitted to DGS Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) a complete application no later than 5:00 p.m. on the bid due date, and is subsequently certified by DGS as a small business

● Submits a timely, responsive bid

● Has been determined to be a responsive bidder

Bidders having pending Small Business Certification applications under review by DGS concurrent with the bid timeframe should contact OSDS to request an expedite review/approval of their application in order to be considered for the small business preference during the evaluation of this bid. Contact OSDS at (916) 375-4940 to obtain information about the application expedite process.

Bidders must notify the Department, in writing, at the time of bid submission that they have an application for Small Business Certification under review at the OSDS, and that they wish to be considered for the Small Business Preference Calculation.

Calculating Small Business Preference

The preference will be computed as follows:

Bidder A (Low Bid) non-small business:

$50,000.00

Bidder B certified small business:

$51,000.00

Calculation Preference:

$50,000.00 X .05 = $2,500.00

Bidder B Subtract calculated preference

$51,000.00 -$2,500.00

CGS Style Guide

Rev. 1/2026

$48,500.00

Award is made to Bidder B as the low Bidder at the price of $51,000.00

2. Non-Small Business Preference

Non-small business Bidders will be granted a five percent (5%) small business preference on a bid evaluation when a responsive non-small business has agreed to subcontract at least twenty-five percent (25%) of their bid price with one (1) or more California certified Small Business if the non-small business Bidder’s bid is not the low bid. Responding Bidders must:

● Include in its bid a notification to the Department that it commits to subcontract at least twenty-five percent (25%) of its net bid price with one (1) or more California certified Small Business

● Submits a timely responsive bid

● Has been determined to be a responsive bidder

● Identify the California certified small business subcontractor(s) it commits to subcontract with. The Bidder will list certified small business subcontractor(s) and include their name, address, phone number, a description of the work to be performed, and the percentage (as specified in the solicitation) per subcontractor. The certified small business subcontractor(s) shall be identified on the Bidder Declaration.

Calculating Non-Small Business Preference

The non-small business calculation preference of five percent (5%) is used for bid evaluation purposes only. Awards made as a result of the non-small business preferences will be awarded at the Bidder’s original bid price.

The preference will be computed as follows:

Bidder A, (Low Bid) non-small business: $100,000.00

Bidder B, non-small business subcontracting 25% to a certified small business:

$103,000.00

Calculation Preference:

100,000.00 x .05 = $5,000.00

Bidder B Subtract calculated preference

$103,000.00 -$5,000.00 $98,000.00

Award is made to Bidder B as the low Bidder at the price of $103,000.00.

CGS Style Guide

3. Disabled Veteran Business Enterprise (DVBE) Program

Under California Code of Regulations 1896.99.100, the California DVBE incentive provides responsive/responsible Bidders the opportunity to receive additional incentive calculations. The incentive is applied at the time of IFB cost evaluation when a Bidder has identified a California-certified DVBE subcontractor to provide services or commodities in support of the overall contract effort. Application of the DVBE incentive shall not displace an award to a certified small business with a non-small business.

The following are elements of the DVBE incentive program:

● The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsive Bidders proposing the percentage(s) of DVBE participation for the incentive(s) specified in the solicitation.

● DVBE incentive participation is at the discretion of the Bidder and is optional when overall DVBE program requirements are exempt by the State for that solicitation.

● A Bidder must complete and return the DVBE incentive application request included within this solicitation with their bid at the time of submission.

● Services or commodities provided by the DVBE firm must meet the definition of Commercial Useful Function (CUF) as defined under Military and Veterans Code 999 (B)(i)(iii) and under California Code of Regulations 1896.71 (I). A DVBE Bidder determined as not meeting CUF regulations will render the responding Bidder ineligible for the DVBE incentive application and the bid will be deemed non-responsive.

DVBE participation incentives are calculated according to the table below.

DVBE Participation Level Incentive Applied Less than 1% 0% Incentive 1% to 1.99% 1% Incentive 2% to 2.99% 2% Incentive 3% to 3.99% 3% Incentive 4% to 4.99% 4% Incentive 5% or Higher 5% Incentive

4. Maximum Allowable Preferences

In no event shall the amount of the certified small business or non-small business subcontractor preferences awarded on a single bid exceed $50,000.00, and in no event shall the combined cost of the certified small business or non-small business subcontractor preferences and preferences awarded pursuant to other provision of law exceed $100,000.00. The five percent

CGS Style Guide

Rev. 1/2026

(5%) calculation preference is used for computation purposes only and does not alter or affect the actual bid price or the amount of the executed contract. When a certified small business is the lowest responsive, responsible bidder, then there is no need to compute the small business preference as the certified small business is the low bidder.

5. Economic Incentive Program

Bidders may be eligible for additional preferences when their place of business is located within certain economic regions and when they hire persons living and working within those economic regions. Please access the following links to read information about these economic inventive programs.

Target Area Contract Preference Act (TACPA)

All responsive Bidders whose bid exceeds $100,000 may apply for the Target Area Contract Preference Act (TACPA) preference. TACPA provides a 5 to 9 percent preference for a California business that is located directly in a California eligible distressed area(s), located directly adjoining/adjacent, or contiguous to a valid TACPA Census Tract and Block Group boundary (GC 4532).

The Department shall award 5% preference submitted by California-based companies who demonstrate and certify under penalty of perjury that not less than 90% of the total labor hours requires to perform the contract shall be accomplished at an identified worksite(s) located in, adjacent, or contiguous to a distressed area (GC 4534).

Bidders may also apply for an additional workforce preference of 1% to 4% if the Bidder certifies under penalty of perjury to hire persons with high risk of unemployment equal to 5% to 20% of its workforce during the period of the contract performance (GC 4533.1). The additional workforce preference percentages are calculated according to the table below.

Percentage of Persons with High Risk of Unemployment Hired in Relation to Work

Force

Preference Percentage Applied to Bid

Less than 5% 0% Preference 5% to 9.99% 1% Preference

10% to 14.99% 2% Preference 15% to 19.99% 3% Preference 20% or More 4% Preference

Bidders shall complete the TACPA Preference Request Form (STD 830) and the DGS/PD 526 to apply for TACPA preferences.

CGS Style Guide

M. Commercially Useful Function (CUF)

A certified small business, micro-business, or DVBE must meet commercial useful function (CUF) requirements under Government Code section 14837(d)(4). Selected firms must perform a “commercially useful function” relevant to this bid. A Contractor is deemed to perform a CUF by executing all of the following:

● Is responsible for the execution of a distinct element of the work of the Agreement.

● Carries out contractual obligations by performing, managing, or supervising the work involved.

● Performs work that is normal for its business services and functions.

● Is not further subcontracting a portion of the work that is greater than expected to be subcontracted by normal industry practices.

● Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, and, if applicable, making payment.

● Its role is not an extra participant in the transaction, contract, or project through which funds are passed in order to obtain the appearance of DVBE participation.

The Department will determine, to the best of its ability, that the Contractor meets the criteria above for CUF. In responding to this IFB, the Bidder is confirming that, under Government Code 14837 (d)(4), your business provides goods and/or services that meet the definition of CUF. All Bidders are required to provide CUF documentation using the Bid/Bidders Declaration, included in this IFB. When completing the declaration, Bidders must identify all subcontractors proposed for participation in the contract. Any Bidder awarded a contract is contractually obligated to use the subcontractor for the corresponding work defined unless the Department agrees to a substitution.

CGS Style Guide

Rev. 1/2026

VI. Required Attachments

Attachment 1: Required Attachment Checklist

A complete bid package should include all of the items identified below.

Complete and return this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments should be returned and this attachment shall be signed.

Attachment Attachment Name/Description

☐ Attachment 1 Required Attachment Checklist (this page or a copy of this page)

☐ Attachment 2 Bid Sheet and Response

☐ Attachment 3 Bid/Bidder Certification Sheet

☐ Attachment 4 Bid/Bidder Declaration

☐ Attachment 5 Darfur Act Certification

☐ Attachment 6 Disabled Veteran Business Enterprise Declarations (STD 843)

☐ Attachment 7 References (3)

☐ Attachment 8 California Civil Rights Laws Certification (Bids expected to meet/exceed $100,000)

☐ Attachment 9 Iran Act Certification (Bids expected to meet/exceed $1,000,000)

☐ Attachment 10 Economic Incentive Program TACPA Preference Request for Goods and Services Solicitations (STD 830) (Required if TACPA Preference is included)

☐ Attachment 11 Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD

526) (Required if TACPA Preference is included)

☐ Attachment 12 Contractor Certification Clause (4/2017)

Printed Name: _________________________

Title: _________________________

Signature: _________________________

CGS Style Guide

Rev. 1/2026

Attachment 2: Bid Sheet and Response

A Bid Sheet and Response shall be submitted with your bid package in the format below.

By submitting a bid, the Bidder is accepting the terms and conditions contained in this solicitation.

The Bidder hereby proposes and agrees to furnish all labor, materials, and equipment, to perform all work described herein, and such addenda thereto as may be issued prior to the submission deadline.

The Bidder is required to bid on each item. Failure to indicate a dollar amount in any item, or a zero-dollar ($0.00) amount listed for any item will be interpreted and understood by the Department to mean that the Bidder is indicating a zero-dollar ($0.00) amount, and will perform any such services, up to and including the quantity indicated, at no cost to the Department.

In the event of a computational error, unit prices will prevail over extended totals. The Department will check bid calculations and recalculate bid totals.

The total will be determined by adding all of the maximum allowable costs together.

Project Manager Title: ______________________________________________________________

Item/Task Name Number of Hours

Maximum Allowable Cost

Develop Comprehensive Writing Standards $ Develop Data Reporting Guidance $ Develop Style Guides $ Develop Peer Review Process $

Total: $

Printed Name: _________________________

Title: _________________________

Signature: _________________________

CGS Style Guide

Rev. 1/2026

Attachment 3: Bid/Bidder Certification Sheet

This Bid/Bidder Certification Sheet shall be signed (original signature) and returned. By signing this Certification Sheet, the Bidder is declaring that:

● All required attachments are included with this certification sheet.

● The signature affixed hereon and dated certifies compliance with all the requirements of this solicitation.

● The signature below is the authorized signer and authorizes the verification of this certification.

1. Company Name 2. Telephone Number

3. Email Address

4. Address

5. Indicate your organization type:

Indicate the applicable employee and/or corporation number:

6. Federal Employee ID No. (FEIN) 7. California Corporation No.

8. Indicate applicable license and/or certification information:

9. Bidder’s Name (Print) 10. Title

11. Signature 12. Date

13. Are you, or a subcontractor providing at least 25% (twenty five percent) of the work on this contract certified with the Department of General Services, Office of Small Business or Disabled Veteran Business Enterprise as:

a. California Small Business

Yes ☐ No ☐ If yes, enter certification number:

b. Disabled Veteran Business Enterprise…