2026-4092_Invitation_For_Bid.pdf

STATE OF CALIFORNIA

CALIFORNIA DEPARTMENT OF TAX AND FEE ADMINISTRATION

ACQUISITIONS MANAGEMENT SECTION

651 BANNON STREET, SUITE 100 SACRAMENTO, CA 95811

PO BOX 942879, SACRAMENTO, CA 94279-0024

1-916-309-5421 www.cdtfa.ca.gov

INVITATION FOR BID NO. 2026-4092

HAZARDOUS AND NON-HAZARDOUS WASTE REMOVAL,

TRANSPORT AND DESTRUCTION SERVICES

FOR THE SOUTHERN CALIFORNIA FACILITIES

NOTICE TO PROSPECTIVE BIDDERS

Date: October 12, 2026

The California Department of Tax and Fee Administration (CDTFA) is releasing Invitation for Bid (IFB) No.

2026-4092 entitled Hazardous and Non-Hazardous Waste Removal, Transport and Destruction Services for the Southern California facilities.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. CDTFA is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Be advised, your bid response will become public record once the Contract becomes final. The CDTFA will provide access to all records upon request unless the law provides an exemption from mandatory disclosure, or a court order is provided.

In the opinion of the CDFTA, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Acquisitions Analyst:

Jonny Hoang California Department of Tax and Fee Administration

Acquisitions Management Section (AMS) 651 Bannon Street, Suite 100, MIC 24

Sacramento, CA 95811 Telephone: (916) 309-5430

Email: ADMIN-AMSContracts@cdtfa.ca.gov CC: Jonny.Hoang@cdtfa.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum. CDTFA reserves the right to reject any and all of the bidders’ final responses.

The electronic documentation sent via this email transmission shall not be altered in any manner.

The State’s copy of the electronic documentation developed for this IFB, is for the purposes of issuing a binding contract and shall be considered the ORIGINAL.

Jonny Hoang

AMS Contract Analyst

GAVIN NEWSOM

Governor

NICOLAS MADUROS

Secretary, Government Operations Agency

TRISTA GONZALEZ

Director http://www.cdtfa.ca.gov/ mailto:ADMIN-AMSContracts@cdtfa.ca.gov mailto:Jonny.Hoang@cdtfa.ca.gov

CDTFA IFB NO. 2026-4092

TABLE OF CONTENTS

➢ BIDDER REQUIREMENTS AND INFORMATION SECTION

1. PURPOSE AND DESCRIPTION OF SERVICES

2. CONTRACTOR’S RESPONSIBILITIES

3. AMENDMENT

4. CONTRACTOR’S MINIMUM QUALIFICATIONS

5. CDTFA’S RESPONSIBILITIES

6. HEALTH AND SAFETY

7. CONTRACTOR’S PERFORMANCE

8. SUSPENSION OR STOP WORK NOTIFICATION

9. EXECUTIVE ORDER N-6-22- RUSSIA SANCTIONS

10. PROHIBITION ON TAX DELINQUENTS

11. GENERATIVE ARTIFICIAL INTELLIGENCE DISCLOSURE OBLIGATIONS (GENAI)

12. PROHIBITION OF UNAUTHORIZED USE OF CDTFA LOGO AND NAME

13. SCHEDULE OF EVENTS

14. WRITTEN QUESTIONS

15. SUBMISSION OF BIDS

16. DISPOSITION OF BIDS

17. EVALUATION AND SELECTION

18. NOTICE OF INTENT TO AWARD CONTRACT

19. PROTEST

20. NOTICE OF CONTRACT AWARD

21. STANDARD CONDITIONS OF SERVICE

22. REQUIRED DOCUMENTS (AWARDED CONTRACTOR)

23. PREFERENCE PROGRAMS SMALL BUSINESS/MICRO BUSINESS/DISABLED VETERAN

BUSINESS ENTERPRISE (SB/MB/DVBE)

24. AMERICANS WITH DISABILITIES ACT (ADA)

➢ REQUIRED BID DOCUMENTS CHECKLIST

1. Exhibit B-1 Rate Sheet - (Attachment 1) – attached as a separate document

2. Bid/Bidder Certification Sheet - (Attachment 2)

3. Payee Data Record (Std. 204) which can be accessed on the DGS/PD website, linked here: STD 204 - Payee Data Record (ca.gov)

4. Bidder Declaration/Written Version GSPD-05-105 (written), which can be accessed on the DGS/PD website, linked here: Bidder Declaration - Written GS PD-05-105 (ca.gov).

5. Disabled Veteran Business Enterprise (DVBE) Declaration (DGS PD Std. 843) which can be accessed on the DGS/PD website, linked here: DVBE Declaration DGS PD Std 843 (ca.gov)

6. Darfur Contracting Act, DGS PD 1, which can be accessed on the DGS/PD website, linked here: Darfur Contracting Act Certification DGS PD 1 (ca.gov)

7. Each bidder shall be responsible for providing 3 business references which should include the company name, address, phone number and email address that would allow CDTFA to perform reference check prior to the award.

8. California Civil Rights Laws Attachment (DGS OLS 04) which can be found on the DGS/PD website linked here: CALIFORNIA CIVIL RIGHTS LAWS ATTACHMENT (ca.gov)

9. Commercially Useful Function (CUF) Compliance Form - (Attachment 3)

Note: The CUF Form is not required if the bidder is neither a Small Business nor Disabled Veteran Business Enterprise. . Please refer to the instructions provided in Attachment 3 for guidance on completion. More detailed information regarding CUF is available on the DGS/PD website linked here:

Commercially Useful Function for Certified Firms (ca.gov)

10. All insurance coverage and Certificates of Insurance (COI) listed in Exhibit E, Additional Provisions

11. Provide the identified permitted Treatment, Storage, and Disposal Facility (TSDF), including any third-party permitted TSDF authorizations, and maintain authorization to use that TSDF throughout the contract term.

12. Registration from the Department of Toxic Substances Control (DTSC) for hauling and disposal of Hazardous Waste.

13. Current, valid Commercial Motor Carrier Permit issued by the California Department of Motor Vehicles.

14. Current motor vehicle safety record report from the California Highway Patrol (CHP).

15. Certification that Contractor's employees and consultants involved in the pickup, transport, processing, and destruction of hazardous waste have been properly trained according with the California Occupational Safety and Health Administration (Cal-OSHA).

➢ SAMPLE STD. 213 STANDARD AGREEMENT FORM (ATTACHMENT 4)

EXHIBIT A - Statement of Work EXHIBIT B – Budget Detail and Payment Provisions EXHIBIT B-1 – Rate Sheet EXHIBIT B-2 – Sample Invoice EXHIBIT C – General Terms and Conditions (Online Link) EXHIBIT D – Special Terms and Conditions EXHIBIT E – Additional Provisions https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms?search=Commercial%20Useful%20Function https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

BIDDER REQUIREMENTS AND INFORMATION

1. PURPOSE

A. Successful bidder, hereinafter referred to as the “Contractor,” agrees to provide the California

Department of Tax and Fee Administration hereinafter referred to as “CDTFA” or the “State”, with all transportation services and facilities required to safely and responsibly pickup, remove, transport, and destruct hazardous and non-hazardous waste hereinafter referred to as “Waste”.

All work performed shall comply with applicable State and Federal laws, codes, and regulations.

These services are necessary to mitigate potential risks to life, public health, public safety, public welfare, property, and the environment as described herein. Together, the CDTFA and Contractor are referred to as “Parties.”

B. Hazardous waste shall include, but not be limited to, liquid nicotine, all-in-one pod with liquid cannabis or liquid nicotine, to include various lithium-ion batteries. Non-hazardous waste shall include, but not be limited to, cannabis flower/bud, cannabis oil, cigarettes, tobacco products, edibles in any form, drinks in various forms, and all other types of cannabis products in various forms, as described herein.

C. Waste services are estimated to be needed monthly—approximately 12 times per year per facility as described herein. These amounts are estimates only and not a guaranteed minimum number of services. Services may also be required on an as-needed basis.

D. The services shall be performed at the CDTFA’s designated Southern California facilities located in Santa Fe Springs, CA. The detailed address will be provided by the CDTFA Contract Manager prior to the scheduled transportation and destruction services, on a mutually agreed upon date and time.

E. The services shall be performed on November 16, 2026 or upon DGS approval, whichever occurs later through June 30, 2027. The service shall be performed during normal business hours Monday through Friday, except weekends and State Holidays.

F. Contract costs will be based on the rate per pound as listed in Exhibit B-1 Rate Sheet. The rate per pound must include all labor, transportation, materials, supplies, and equipment necessary to perform the work. When calculating charges, the Contractor must subtract the container’s tare weight, and CDTFA will pay only for the net weight of the hazardous and non-hazardous waste processed for destruction. Minimum service charges are not permitted under this contract. The contractor must bill exclusively on the net weight processed, irrespective of how low the net weight may be.

Container is defined as an object with a lid or cover (i.e. a bin) that can be used to hold or transport the hazardous and non-hazardous waste. CDTFA will presume all containers provided by the contractor are reusable unless the Contractor states otherwise. If a container is not reusable, the contractor must absorb the cost.

G. The invoice shall include, but not be limited to, all of the following information. See sample invoice listed in the Exhibit B-2 Sample Invoice.

1. Date of service

2. Location of the service site

3. The container’s actual size and weight (e.g., 3-cubic yards, 95, 90, 55, 50, 30 gallons, or equivalent sizes) used to store or transport materials for destruction.

4. Total weight of each container including the product to be destroyed.

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

5. Tare weight the container

6. Total weight billed (Item 4 - item 5 = Net Weight)

7. CDTFA Contract number 2026-4092 / FI$Cal PO ID 7600-00000XXXXX

H. The Contractor is not authorized to commence work, as described in this Contract, until the Contract has been fully executed. Any services provided prior to execution of the Contract shall be considered voluntary and non-compensable.

2. AMENDMENT

A. The term of this Agreement may be extended for up to two (2) one-year renewal periods through a formal amendment, at the rates listed in Exhibit B-1 Rate Sheet. If CDTFA exercises this option, it will initiate an amendment to encumber additional funds, as applicable. Additionally, the CDTFA reserves the right to amend this Agreement to request additional service to increase and/or decrease the quantity of containers and/or to change the size of the containers needed.

B. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.

3. CONTRACTOR’S RESPONSIBILITIES

Contractor's responsibilities include but are not limited to the following:

A. Designate a Project Manager to be responsible for ensuring the terms, conditions, and provisions of the Agreement are met.

B. Contractor shall comply with all applicable State and Federal requirements and shall maintain all insurance necessary for hazardous materials transportation, waste disposal, and/or destruction. All required insurance must remain active and in full force throughout the entire term of the Agreement.

C. Contractor shall be responsible for ensuring all required precautions are followed during the pickup, transportation, and storage of hazardous waste materials through their final destruction.

D. Per California Code of Regulations (CCR) Title 22, Division 4.5, Chapter 12, CDTFA has “cradle-to-grave” liability for the hazardous waste it generates, from pickup through certified destruction. To maintain a secure and traceable chain of custody, Contractor shall not pickup any hazardous or non-hazardous waste from other clients when providing pickup services for CDTFA. CDTFA may allow exceptions if the Contractor can clearly separate CDTFA’s waste from other clients’ waste and provide documented proof, confirming content and weight, of CDTFA’s waste destruction. If the Contractor commingles CDTFA’s waste with another client’s waste, the Contractor must immediately notify CDTFA and prorate CDTFA’s liability for the commingled material.

E. Contractor must weigh all waste materials (in pounds) at the time of pickup and provide a receipt showing the gross weight, tare weight, and net billable weight to CDTFA. Upon request, Contractor shall allow CDTFA to witness the destruction of the waste and shall provide a Certificate of Disposal and Destruction that includes the total weight destroyed (in pounds), submitted with the invoice. If CDTFA or designee does not witness the destruction, Contractor shall provide documented proof that the waste has been rendered unsellable and unrecognizable.

https://govt.westlaw.com/calregs/Document/I30616C600E4811EF9020EE63989CF81A?contextData=%28sc.Default%29&bhcp=1&transitionType=Default

F. Contractor shall ensure at the time of pickup that copies of all manifests, forms, bills of lading or receipts, Land Ban Notifications, and Certifications are completed in accordance with CCR Title 22, Division 4.5, Chapter 13 and submitted by the designated processing facilities to the CDTFA. The Contractor shall also ensure that these documents are sent to the Department of Toxic Substances Control (DTSC) within 30 days in accordance with CCR § 66263.15. If a copy of the manifest is not received within forty-five (45) days from the date the waste was accepted by the Contractor, the Contractor shall ensure that an exemption report is filed with DTSC in accordance with CCR § 66262.42.

G. Contractor shall provide the CDTFA with a fully completed Hazardous Waste Manifest before departing from the facility.

H. Contractor shall provide CDTFA with a complete chain-of-custody record for all hazardous waste originating from CDTFA, from pickup through transportation and storage to final destruction, in compliance with CCR Title 22, Division 4.5, Chapter 13.

I. Contractor shall provide the CDTFA with written certification confirming that all waste collected from the CDTFA’s designated Southern California facilities has been legally and environmentally responsibly destroyed, including confirmation that any hazardous properties have been properly neutralized and stabilized prior to destruction. The certification shall also confirm that the destruction was conducted at an authorized and properly licensed hazardous waste destruction facility.

J. Contractor shall, upon request by the CDTFA and as needed, respond to inquiries and provide guidance as Hazardous Disposal Specialists.

K. Contractor shall provide the CDTFA, or the designee, with the required containers within a mutually agreed-upon number of days from the effective date of this Agreement.

L. Upon removal of containers holding hazardous waste materials, the Contractor shall immediately replace those containers with those of equivalent capacity. The hazardous material placed in the bins are sealed, and no leakage occurs; therefore, the bins should not be contaminated and shall remain reusable.

M. Contractor shall provide the CDTFA, upon request, with Department of Transportation (DOT) approved containers with lids in various sizes, and the CDTFA reserves the right to select the sizes as needed.

N. The Contractor shall furnish a sufficient number of containers, which may include the following sizes or equivalent sizes:

• 3 cubic yards

• 95 gallons

• 90 gallons

• 55 gallons

• 50 gallons

• 30 gallons https://govt.westlaw.com/calregs/Document/I871776EB5B6111EC9451000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/I871776EB5B6111EC9451000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://dtsc.ca.gov/transporters/ https://govt.westlaw.com/calregs/Document/I86F87D3E5B6111EC9451000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/I85B17E545B6111EC9451000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/I872CFABF5B6111EC9451000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://www.transportation.gov/

4. CONTRACTOR’S MINIMUM QUALIFICATIONS

Contractor shall furnish the CDTFA with copies of all required or applicable licenses, endorsements, permits, registrations, identification numbers, and certifications, demonstrating that the Contractor is legally authorized to transport and dispose of the types of hazardous waste materials. These documents include but are not limited to:

A. Required all insurance coverage and Certificates of Insurance (COI) listed in Exhibit E, Additional Provisions.

B. Provide the identified permitted Treatment, Storage, and Disposal Facility (TSDF), including any third-party permitted TSDF authorizations, and maintain authorization to use that TSDF throughout the contract term.

C. Registration from the Department of Toxic Substances Control (DTSC) for hauling and disposal of Hazardous Waste.

D. Current, valid Commercial Motor Carrier Permit issued by the California Department of Motor

Vehicles.

E. Current motor vehicle safety record report from the California Highway Patrol (CHP).

F. Permit for the disposal facility where hazardous waste materials will be destroyed.

G. Certification that Contractor's employees and consultants involved in the pickup, transport, processing, and destruction of hazardous waste have been properly trained according with the California Occupational Safety and Health Administration (Cal-OSHA).

All documents shall remain valid and current throughout the term of the Agreement. If CDTFA determines that any required credential is invalid, expired, or otherwise noncompliant, CDTFA reserves the right to cancel the Agreement.

5. CDTFA’S RESPONSIBILITIES

CDTFA’s responsibilities include but are not limited to the following:

A. Designate a main point of contact to represent CDTFA, or designee, as the Contract Manager for this Agreement.

B. Coordinate scheduled services with the Contractor, including establishing the date, time, and designated location for waste pickup.

C. Ensure that CDTFA, or designee, is available to witness the destruction of all hazardous and non-hazardous waste as needed.

D. Ensure that all hazardous waste is properly stored, kept in separate containers, and not commingled while awaiting Contractor pickup.

E. Confirm that Contractor provides the CDTFA with a completed Hazardous Waste Manifest prior to departing the designated facility.

F. Review and approve all submitted invoices in a timely manner, verify accuracy of costs, confirm chain of custody from pickup through destruction, and ensure destruction documentation is complete and accurate prior to approving payment.

G. CDTFA shall, upon the Contractor’s request provide the EPA ID, Safety Data Sheet (SDS), and

DEA Registration ID (if applicable) through the CDTFA Contract Manager prior to the start of services.

6. HEALTH AND SAFETY

Contractor is required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, Contractor is required to comply with the CDTFA’s specific health and safety requirements and policies. Contractor agrees to include in any subcontract related to performance of this Agreement, a requirement that the subcontractor comply with all applicable health and safety laws and regulations, and upon notice, the CDTFA’s specific health and safety requirements and policies.

7. CONTRACTOR’S PERFORMANCE

A. CDTFA shall routinely evaluate the work performance of the Contractor to determine if CDTFA standards, policies and procedures are being maintained.

B. Contractor’s failure to satisfactorily provide services as descried under this Agreement on three

(3) or more occasions may result in termination of this Agreement per Exhibit C, Termination for Cause.

C. Within a reasonable time period after an unsatisfactory performance event, the CDTFA Contract Manager or designee shall provide in writing the reasons the Contractor did not meet the required policies or standards. CDTFA shall not pay Contractor for any services performed by Contractor which are deemed unacceptable in accordance with the services described under this Agreement.

8. SUSPENSION OR STOP WORK NOTIFICATION

A. CDTFA may, at any time, issue a notice to suspend performance or stop work under this Agreement. The initial notification shall be a written directive issued by the CDTFA. Upon receipt of said notice, the Contractor is to suspend and/or stop all or part of the work as described in the written notice. The suspension or stop work notice shall remain in effect as described in the CDTFA’s written notice to Contractor.

B. The Contractor shall immediately comply with the suspension or stop work notice and take all reasonable steps to minimize and/or halt the incurrence of costs allocable to the performance described by the notification during the period of work suspension or stoppage.

Within thirty (30) days of the initial issuance of a suspension or stop work notification, CDTFA shall either:

1) Cancel, extend, or modify the suspension or stop work notification; or

2) Terminate the Agreement per Exhibit C.

C. If a suspension or stop work notification issued under this section is canceled or the period of suspension or any extension thereof is modified or expires, the Contractor may resume work only upon written concurrence of CDTFA.

D. If the suspension or stop work notification is cancelled and the Agreement resumes, changes to the services, Deliverables, performance dates, and/or Contract terms resulting from the suspension or stop work notification shall require an amendment to the Agreement.

E. CDTFA shall not be liable to the Contractor for loss of profits because of any suspension or stop work notification issued under this section.

9. 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, the Contractor represents that it is not a target of Economic Sanctions. Should the State determine the 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.

10. PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the (CDTFA) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists. (a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

11. GENERATIVE ARTIFICIAL INTELLIGENCE DISCLOSURE OBLIGATIONS (GENAI)

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.

Per Executive Order N-12-23, all Bidders / Offerors 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.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://cdtfa.ca.gov/lawguides/vol1/sutl/7063.html https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=RTC&sectionNum=19195.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PCC&sectionNum=10295.4 https://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 https://www.gov.ca.gov/wp-content/uploads/2023/09/AI-EO-No.12-_-GGN-Signed.pdf https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64

12. PROHIBITION OF UNAUTHORIZED USE OF CDTFA LOGO AND NAME

The name "California Department of Tax and Fee Administration" and the CDTFA logo (collectively referred to as the "CDTFA Marks"), are the exclusive property of California Department of Tax and Fee Administration ("CDTFA").

A. Unauthorized Use: No individual, entity, or organization (hereinafter referred to as "User") shall

B. Use, reproduce, distribute, or display the CDTFA Marks in any manner without the prior written consent of CDTFA. This prohibition includes, but is not limited to, use in advertising, promotional materials, websites, social media, and any other form of communication.

C. Request for Permission: Any User seeking to use the CDTFA Marks must submit a written request to CDTFA, detailing the intended use, context, and duration of such use. CDTFA reserves the right to grant or deny permission at its sole discretion.

D. Consequences of Unauthorized Use: Any unauthorized use of the CDTFA Marks may result in legal action, including but not limited to, claims for damages, injunctive relief, and any other remedies available under applicable law.

E. Modification of Terms: CDTFA reserves the right to modify these terms at any time without prior notice. Continued use of the CDTFA Marks after such modifications shall constitute acceptance of the revised terms.

13. SCHEDULE OF EVENTS

Event Date Time

IFB available to prospective bidders October 12, 2026 5:00 PM

Written questions regarding IFB are due by

(Note: See additional info in Section 14.)

October 15, 2026 1:00 PM

Written responses to IFB questions released by October 20, 2026 1:00 PM

Final date for Bid Submission and Bid Opening/Evaluation

(Note: See additional info in Section 15.)

Note - The Cal eProcure backend date does not reflect the actual submission date. The additional timeframe is included to allow CDTFA the flexibility to extend the bid duration if needed.

October 23, 2026 4:00 PM

Intent to Award October 26, 2026 4:00 PM

Proposed start date of contract November 16, 2026 or upon DGS approval, whichever occurs later

N/A

14. WRITTEN QUESTIONS

Submit all written questions via electronic mail (email) to CDTFA AMS’S Inbox at: ADMIN- AMSContracts@cdtfa.ca.gov and CC: Jonny.Hoang@cdtfa.ca.gov, the contact person indicated on the cover page of this IFB package no later than the date and time specified in Section 13.

mailto:ADMIN-AMSContracts@cdtfa.ca.gov

Schedule of Events. Written responses to IFB questions will be released by the date and time specified in Section 13. Schedule of Events and viewable in the online project advertisement in Cal eProcure at: www.caleprocure.ca.gov.

15. SUBMISSION OF BIDS

A. Bids must be submitted via email, no later than the date and time specified in Section 13.

Schedule of Events.

Bids submitted via email must be sent to the CDTFA AMS’S Inbox at:

ADMIN-AMSContracts@cdtfa.ca.gov and CC: Jonny Hoang at Jonny.Hoang@cdtfa.ca.gov

B. The email must contain the following in the subject line:

1) BIDDER’S/COMPANY’S NAME

2) In the body of the email, provide a short sentence to identify the service requested, the IFB number, and send it ATTN: Jonny Hoang

C. Bids must be received by the CDTFA no later than the date and time specified in Section 13.

Schedule of Events. Any bid received after the specified due date and time will not be accepted and shall be returned to the bidder as a rejected bid. It is CDTFA’s policy to make every effort to ensure that all bids have been received and properly time stamped and certified; however, bidders are ultimately responsible for ensuring timely receipt of their bid.

Bidders may verify receipt of their bid by contacting the person identified in the cover letter of this IFB prior to the Bid Opening.

D. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements. Additionally, bid documents mailed or personal delivery shall be stapled and placed in a secure envelop; bid documents DO Not need to be placed in a binder or folder for submission.

E. All required bid documents submitted by mail or personal delivery must be printed single-sided. Bids that include required bid documents that are printed double-sided shall be deemed non-responsive.

F. All documents requiring a signature must bear an original or legally recognized electronic signature of a person authorized to bind the bidding firm.

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

H. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the CDTFA.

I. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 2). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

J. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

K. A bidder may withdraw their bid by submitting a written withdrawal request to the CDTFA, http://www.caleprocure.ca.gov./ signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

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

M. Bidders are cautioned to not rely on the CDTFA during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully prove them for errors and adherence to the IFB requirements.

N. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

O. Bidders should be aware that marking a document "confidential" or "proprietary" in a bid may exclude a bid from consideration for award and will not keep that document from being released after notice of award as part of the public record unless a court has ordered the CDTFA not to release the document. Any disclosure of confidential information provided by a bidder is a basis for rejecting the bidder’s bid and ruling the bidder ineligible to further participate.

16. DISPOSITION OF BIDS

All documents submitted in response to this IFB shall become the property of the State of California and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid. Bid packages may be returned only at the bidder's expense unless such expense is waived by the CDTFA.

17. EVALUATION AND SELECTION

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The CDTFA shall put each bid through a process of evaluation to determine its responsiveness to the CDTFA's needs.

C. A bidder may be deemed not responsible, and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the CDTFA determines that the cost is not reasonable or otherwise in the best interest of the CDTFA. There is no requirement to award a contract if, in the opinion of the CDTFA, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the CDTFA, such information was intended to mislead the CDTFA in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The CDTFA may reject any or all bids and may waive any immaterial deviation in a bid. The CDTFA's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. State’s General Terms and Conditions (GTC) for Non-IT Services are not negotiable. The GTC may be viewed on the internet at: General Terms and Conditions (GTC 02/2025).

H. The final selection shall be made based on the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

18. NOTICE OF INTENT TO AWARD CONTRACT

Upon written request by any bidder via email, or regular mail, or personal delivery prior to award of the contract, the CDTFA shall email and post in Cal eProcure, a written notice of intent to award contract no less than five (5) CDTFA business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to award of the contract.

19. PROTEST

A. If any bidder, prior to the award of the contract, files an initial protest with the CDTFA and the

Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the CDTFA and DGS, the protesting bidder shall file a full and complete written statement with the CDTFA and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by regular mail, email, courier, or personal delivery to both of the following:

Department of General Services Office of Legal Services

Attn: Protest Coordinator

707 3rd. Street 7th Floor West Sacramento, CA 95605 email: OLSProtests@dgs.ca.gov

California Department of Tax and Fee Administration/Contracts Unit

Attn: Jonny Hoang 651 Bannon Street, Suite 100, MIC:24 Sacramento, CA 95811 email: ADMIN-AMSContracts@cdtfa.ca.gov.

20. NOTICE OF CONTRACT AWARD

The CDTFA shall email, or mail bidding contractors a written notice of contract award.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=Exhibit%20C%20General%20Terms%20and%20Conditions mailto:OLSProtests@dgs.ca.gov

21. STANDARD CONDITIONS OF SERVICE

A. Following the release of the written notice of contract award, the CDTFA shall email, fax, or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the CDTFA after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

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

22. REQUIRED DOCUMENTS (AWARDED CONTRACTOR)

A. Prior to approval of the contract, the awarded contractor shall provide to CDTFA the following required documents within ten (10) calendar days. If the awarded contractor fails to provide the CDTFA with all of the following required documents within the above specified number of calendar days, the CDTFA may deem the awarded contractor as non-responsive and may rescind the contract award:

1) California Civil Rights Law Certification (Per Public Contract Code 2010)

The awarded Contractor shall sign and submit to the CDTFA, California Civil Rights Law Certification if the total Contract amount exceeds $100,000.00. The form can be found on the DGS/PD website, linked here: California Civil Rights Laws Attachment (ca.gov).

2) Iran Contracting Act Certification

The awarded Contractor shall sign and submit to the CDTFA, Iran Contracting Act if the total Contract amount exceeds $1,000,000.00. The form can be found on the DGS/PD website, linked here: Iran Contracting Act Verification Form (ca.gov).

23. PREFERENCE PROGRAMS SMALL BUSINESS/MICRO BUSINESS/DISABLED VETERAN

BUSINESS ENTERPRISE (SB/MB/DVBE)

A. Small Business/Micro Business (SB/MB) Enterprise Preference Program

1) A five percent (5%) preference will be granted to Bidders certified as “Small Business” or “Microbusiness” in accordance with California Code of Regulations, Title 2, § 1896 et.

seq. A business that is not certified as a SB/MB may receive a preference of 5% if that business commits to subcontract at least 25% of its net bid price with one or more SB or MB. The value of the SB/MB preference cannot exceed $50,000.00 when a contract award is based upon award to the lowest bid.

2) A certified SB/MB may only be displaced by another certified SB/MB with a higher percentage of DVBE participation and a lower adjusted Bid price.

3) If the Bidder is not already a Certified SB/MB, applications for certification as “Small Business” or “Micro Business” must be submitted to the Office of Small Business and DVBE Certification (OSDS), 707 3rd Street, First Floor, Suite 1-400, West Sacramento, https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/SearchResult?search=Iran%20Contracting%20Certification&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1

CA 95605.

4) Submit a copy of your OSDS certification email confirmation with the Bid Form.

5) Pursuant to Section 1896.14, in order to receive the small business preference, Bidders must have a completed application (including proof of annual receipts) on file with the OSDS. The Bidder must have requested a preference from OSDS and meet all applicable requirements under the subchapter and the State Small Business Procurement and Contract Act.

Note: Firms can apply for SB/MB and or DVBE certification on the OSDS website linked here: Application for Certification as a SB/MB and/or DVBE (ca.gov)

B. DVBE Participation

1) The DVBE Participation Program for state contracts is established in Public Contract Code, § 10115 et seq., Military and Veterans Code (MVC), § 999 et seq., and California Code of

Regulations, Title 2, § 1896.60 et seq. Military and Veterans code Section 999.2 establishes a contract participation goal of at least three percent (3%) for DVBE. This goal applies to a state agency’s overall contracting program. For the purpose of this solicitation the DVBE program requirements are waived. Bidders must have DVBE Participation of no less than the required goal. The DVBE Incentive does not alter this requirement.

2) A DVBE Incentive will be granted to bidders achieving DVBE Participation of on one percent (1%) or more of their Bid total, in accordance with Military and Veterans Code, § 999.5(a) and (d), and California Code of Regulations §1896.98 et seq.

3) The DVBE Incentive will be applied during the Bid evaluation process and will only be applied to responsive Bids. Any Small Business Preference will be calculated prior to the DVBE Incentive calculation.

Bidders that achieve a DVBE Participation of one percent (1%) or more will have the DVBE Incentive applied to their Bid in an attempt to displace the apparent low Bidder.

The percentage of DVBE Incentive will be equal to the percentage of DVBE participation, and subject to a minimum of one percent (1%) and a maximum of five percent (5%).

4) Each Bidder’s DVBE Incentive percentage will be computed and subtracted from the lowest responsive Bid amount. Calculations to determine adjusted Bid price are for consideration only and the Contract will be awarded for the Bidder’s actual Bid amount.

5) Bidders who have been certified by California as a DVBE should submit a completed form(s) DVBE DGS PD. 843. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from OSDS website at: Disabled Veterans Business Enterprise Declarations (ca.gov)

6) The completed form should be included with the quotation/Bid response.

24. AMERICANS WITH DISABILITIES ACT (ADA)

The Contractor certifies it complies with the Americans with Disabilities Act of 1990 (42 U.S.C.

section 12101, et seq.).

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Search-Results?search=DVBE%20843&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.ada.gov/law-and-regs/ada

ATTACHEMENT 2

BID/BIDDER CERTIFICATION SHEET

Your bid may be deemed non-responsive by the CDTFA if you fail to complete, sign, and submit this document with your bid.

A. Our bid is submitted as detailed in Attachment 1, Rate Sheet – attached as a separate document.

B. All required bid documents are included with our bid.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

BIDDER INFORMATION

1. BIDDER’S LEGAL BUSINESS NAME:

2. ADDRESS, CITY, STATE, ZIP CODE:

3. TELEPHONE NUMBER: 4. FAX NUMBER: 5. EMAIL ADDRESS:

ORGANIZATION TYPE

6. SOLE PROPRIETORSHIP/SINGLE MEMBER LLC. 7. PARTNERSHIP 8. CORPORATION

9. FEDERAL EMPLOYER ID NUMBER (FEIN): 10. CALIFORNIA CORPORATION NUMBER (If Applicable):

LICENSES AND/OR CERTIFICATIONS (If Applicable)

11. CONTRACTORS’ LICENSE NUMBER: 12. PUC LICENSE NUMBER CAL-T: 13. ADDITIONAL REQUIRED LICENSES/CERTS:

14. Is this company certified by the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprises Services (OSDS) as any of the following:

A. SMALL BUSINESS ENTERPRISE? ( YES* NO) →

*If “YES”, enter certification number:

B. DISABLED VETERAN BUSINESS ENTERPRISE? ( YES* NO) → *If “YES”, enter certification number:

C. If an application for certification is pending, what date was the application submitted to the OSDS? →

*Provide proof of your certification via a printout from the DGS/OSDS Cal eProcure website if either A or B above is checked “YES”.

BIDDER’S AUTHORIZED REPRESENTATIVE

15. NAME (Print): 16. TITLE:

17. SIGNATURE: 18. DATE:

ATTACHMENT 2

COMPLETION INSTRUCTIONS FOR BID/BIDDER CERTIFICATION SHEET

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 3, 4, 5 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

9 Enter your Federal Employer Identification Number (FEIN)

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete if your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

Complete, if applicable, by indicating the type of additional licenses and/or certifications that your firm possesses that are required for the type of services being procured.

If certified as a Small Business Enterprise, place a check in the "Yes" checkbox next to “A”, and enter your certification number. If certified as a Disabled Veteran Business Enterprise, place a check in the "Yes" checkbox next to “B” and enter your certification number. If you are not certified as either a Small Business Enterprise or Disabled Veteran Business Enterprise, place a check in the "No" checkbox next to both “A” and “B”. If your certification is pending, enter the date your application was submitted to the Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

15, 16, 17, 18 Must be completed. These items are self-explanatory.

ATTACHMENT 3

COMMERCIALLY USEFUL FUNCTION (CUF) VERIFICATION FORM

All bidders must complete the CUF Verification Form and include it with the bid response.

This form must be completed and returned in order for the bid to be considered responsive if any of the following are involved:

• Certified SB/DVBE prime contractors who are not the direct manufacturer of the contracted goods or direct provider of contracted services and not using subcontractors

• Certified SB/DVBE prime contractors using any subcontractors

• Certified SB/DVBE subcontractors

Military and Veterans Code Section 999 and Government Code Section 14837 establish that a certified SB or DVBE must perform a "commercially useful function (CUF)".