24-0184-IFB_Office_Moving_Services.pdf

CALIFORNIA DEPARTMENT OF JUSTICE

Office of the Attorney General Division of Operations Contracts and Purchasing Unit 1300 I Street, Suite 820 Sacramento, California 95814

Wednesday, September 25, 2024

Invitation for Bid Number 24-0184-IFB

Notice to Prospective Bidders

The California Department of Justice (DOJ) invites prospective bidders to review and respond to the attached Invitation for Bid (IFB) Number 24-0184-IFB entitled, “DOJ – Office of Legal Support (LSO) – Office Moving and Relocation Services – Los Angeles”. When preparing and submitting a bid, compliance with the instructions found herein is imperative.

All agreements entered into with the State of California shall include, by reference, General Terms and Conditions (GTC 04/2017) that may be viewed and downloaded at the following site:

https://www.dgs.ca.gov/OLS/Resources. If any prospective bidder lacks Internet access, a hard copy of these items can be obtained by contacting Morgan Compton at Morgan.Compton@doj.ca.gov or (916) 210-6313.

If a discrepancy occurs between the information in the advertisement appearing in the California Department of General Services, Cal eProcure website and the information herein, the information in this notice and in the attached IFB shall take precedence.

I. Bid Due Date

Regardless of postmark or method of delivery, the California Department of Justice, Contracts and Purchasing Unit must receive bid packages no later than 3:00 p.m. PST on Wednesday, October 16, 2024. For detailed submission instructions, see section L of this IFB, entitled “Submission of Bids”.

II. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

The DVBE participation requirement is MANDATORY for this solicitation. This means that you MUST subcontract with a DVBE for at least 3% of the total dollar amount of the agreement resulting from this IFB. NOTE: You MUST complete the attached GSPD-05-105 Bidder Declaration form to show your DVBE Participation. Putting “N/A” on the form will not satisfy the requirement. If you have questions, or need assistance please contact the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov or (916) 210-6531.

If you go above the requirement and subcontract for 3.25 % or more of the total dollar amount of the agreement resulting from this IFB, you may be eligible to receive a DVBE Incentive. For more information regarding this option, see section O of this IFB, entitled “Preference and Incentive Programs”.

Prospective Bidders

III. Funding Limit

The proposed agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the agreement.

In addition, the proposed agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the agreement in any manner. If full funding does not become available, the DOJ will either cancel the resulting agreement or amend it to reflect reduced funding and reduced activities.

IV. Bidder Questions

In the opinion of the DOJ, this Invitation for Bid is complete and without need of explanation.

However, if questions arise or there is a need to obtain clarifying information, put all inquiries in writing and route them to the DOJ following the instructions set forth in section D of this IFB, entitled “Bidder Questions”.

V. Executive Order N-6-22 Economic Sanctions Against Russia

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. The EO directs State agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of the agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

Thank you for your interest in the service needs of the California Department of Justice.

Sincerely, Morgan Compton Associate Governmental Program Analyst

Enclosures

Invitation for Bid 24-0184-IFB

DOJ – OFFICE OF LEGAL SUPPORT (LSO) –

OFFICE MOVING AND RELOCATION SERVICES –

LOS ANGELES

California Department of Justice Division of Operations

Contracts and Purchasing Unit 1300 I Street, Suite 820

DOJ – Office of Legal Support (LSO) – Office Moving and Relocation Services – Los Angeles 24-0184-IFB

Page i

Table of Contents

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Bidder Questions

1. What to include in an inquiry

2. Question deadline

3. How to submit questions

4. Verbal questions

E. Pre-Bid Conference/Walkthrough

F. License/Permits/Insurance Papers

G. Statement of Work

H. Failure to Perform

I. Other Damages

J. Qualification Requirements

K. Bid Format and Content Requirements

1. General instructions

2. Bid format requirements

3. Bid content requirements

4. Required attachments/documentation

L. Submission of Bids

1. Submission instructions

2. Proof of timely receipt

3. Bidder costs

M. Bid Opening

N. Bid Requirements and Information

1. Non-responsive bids

2. Bid modifications after submission

3. Bid mistakes

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

b. Submitting a withdrawal request

c. Resubmitting a bid package

5. Evaluation and selection

a. Bid opening/reading

Page ii

b. Bid package review

c. Notice of Intent to Award

6. Agreement award and protests

a. Agreement award

b. Settlement of tie bids

c. Protests

1) Who can protest

2) Grounds for protests

3) Protest time lines

4) Submitting a protest

7. Disposition of bids

8. Inspecting or obtaining copies of bids

a. Who can inspect or copy bid materials

b. What can be inspected/copied and when

c. Inspecting or obtaining copies of bid materials

9. Verification of bidder information

10. DOJ rights

a. IFB corrections

b. Collecting information from bidders

c. Immaterial bid defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. No Agreement award or IFB cancellation

g. Agreement amendments after award

O. Preference and Incentive Programs

1. Small/Micro Business Preference (preference not to exceed $50,000)

2. Non-Small Business Subcontractor Preference (preference not to exceed $50,000)

3. Disabled Veteran Business Enterprise (DVBE) Incentive

4. Nonprofit Veteran Service Agency (NVSA) Small business Preference (preference not to exceed $50,000)

5. Other Prefereance Programs

P. Agreement Terms and Conditions

1. Sample Agreement Forms & Exhibits

2. Unanticipated tasks

3. Resolution of differences between IFB and agreement language

Q. Generative Artificial Intelligence (GenAI)…………………………………………………….23

Page iii

Required Attachments

Attachment # Attachment Name

Attachment 1 Bid Form

Attachment 2 Required Attachment/Certification Checklist

Attachment 3 Bid Evaluation Form (For DOJ Use Only)

Attachment 4 Client References

Attachment 5 CCC 04/2017– Contractor Certification Clauses

Attachment 6 Darfur Contracting Act Certification (DGS PD 1)

Attachment 7 STD. 204 - Payee Data Record

Attachment 8 Conflict of Interest & Confidentiality Statement - Vendor

Attachment 9

Attachment 9a

California Disabled Veteran Business Enterprise (DVBE) - Bid Incentive Instructions and Resources and Information

STD 843 – Disabled Veteran Business Enterprise Declarations

Attachment 10

Attachment 10a

Non-Small Business Subcontractor Preference Instructions

Small Business Subcontractor/Supplier Acknowledgement

Attachment 11 GSPD-05-105 - Bidder Declaration and Bidder Instructions

Attachment 12

Attachment 13

DGS OLS 04 - California Civil Rights Laws Attachment

Iran Contracting Act

Page iv

Sample Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

STD. 213 Standard Agreement

Exhibit A Statement of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions. View or download at this Internet site:

https://www.dgs.ca.gov/ols/Resources

Exhibit D Special Terms and Conditions

A. Purpose and Description of Services

The California Department of Justice (DOJ) is soliciting bids from firms that can provide Office Moving and Relocation Services in Los Angeles for the DOJ, Office of Legal Support (LSO). Bids must address all the services described in section G of this Invitation for Bid (IFB), entitled “Statement of Work”, including those terms in the referenced exhibits.

The DOJ intends to make a single agreement award to the responsive and responsible firm offering the lowest bid. This IFB is open to all eligible firms and/or individuals that meet the qualification requirements.

B. Time Schedule

Below is the tentative time schedule for this IFB:

C. Agreement Term

The term of the resulting agreement is expected to be for three (3) years and is anticipated to be effective from Tuesday, April 01, 2025 through Friday, March 31, 2028, with the option to extend the term at the discretion of the DOJ and upon approval, if required, from the California Department of General Services (DGS). The agreement term may change if the DOJ makes an award earlier than expected or if the DOJ cannot execute the agreement by the anticipated start date due to unforeseen delays. The DOJ reserves the right to extend the term of the resulting agreement as necessary to complete the services needed by the DOJ. Agreement extensions are subject to satisfactory performance by the Contractor, funding availability, and possibly approval by the DGS.

The resulting agreement will be of no force or effect until it is signed by both parties and approved by the DGS, if required. The successful bidder is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

Event Date Time (If applicable)

IFB Released Wednesday, September 25, 2024

Pre-Bid Conference (Optional) N/A

Walk Through (Optional) N/A

Questions Due Wednesday, October 02, 2024 3:00 p.m. PST

Bid Due Date Wednesday, October 16, 2024 3:00 p.m. PST

Bid Opening Thursday, October 17, 2024 9:00 a.m. PST

Proposed Start Date of Agreement Tuesday, April 01, 2025

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

D. Bidder Questions

Bidders shall immediately notify the DOJ if clarification is needed regarding the services sought or questions arise about the IFB and/or its accompanying materials, instructions, or requirements.

All inquiries must be in writing and submitted to the DOJ via electronic mail no later than the date and time stated in section B of this IFB, entitled “Time Schedule”. At its discretion, the DOJ reserves the right to contact an inquirer to seek clarification of any inquiry received.

Bidders that fail to report a known or suspected problem with this IFB and/or any accompanying materials, or fail to seek clarification and/or correction of this IFB and/or any accompanying materials, shall submit a bid at their own risk. In addition, if awarded the agreement, the successful bidder shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

If an inquiry appears to be unique to a single firm or is marked “Confidential,” the DOJ will email a response only to the inquirer if the DOJ concurs with the bidder’s claim that the inquiry is sensitive or proprietary in nature. If the DOJ does not concur, the inquiry will be answered in the manner described herein and the bidder will be so notified. Inquiries and/or responses that the DOJ agrees should be held in confidence shall be held in confidence only until the Notice of Intent to Award is posted.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number.

b. A description of the subject or issue in question or discrepancy found.

c. IFB section, page number or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any. A bidder that desires clarification about specific IFB requirements and/or whose inquiry relates to sensitive issues or proprietary aspects of a bid may submit individual questions that are marked “Confidential". The bidder must include with its inquiry an explanation as to why it believes questions marked “Confidential” are sensitive or surround a proprietary issue.

2. Question deadline

Submit questions and inquiries no later than the date and time (Wednesday, October 02, 2024, 3:00 p.m. PST), as stated in section B of this IFB, entitled “Time Schedule”.

Questions received after the due date and time will not be considered.

The DOJ will accept questions and inquiries about the following issues up to the bid due date.

a. DVBE participation.

b. How to complete DVBE attachments.

c. The reporting of IFB errors or irregularities.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

3. How to submit questions

Please submit questions and inquiries regarding 24-0184-IFB to Morgan Compton at Morgan.Compton@doj.ca.gov.

Note: Please type “Questions 24-0184-IFB” in subject line of email.

4. Verbal questions

The DOJ reserves the right not to accept or respond to verbal questions and inquiries. Verbal remarks provided in response to verbal questions and inquiries are unofficial and are not binding on the DOJ unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential bidders.

Direct all verbal requests for DVBE assistance to the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov or (916) 210-6531 up to the bid due date.

E. Pre-Bid Conference/Walkthrough

The DOJ will not hold a Pre-Bid Conference or Walkthrough for this IFB.

F. License/Permits/Insurance Papers

1. Contractor shall have and submit copies with IFB all applicable certificates of insurance, permit, licenses, and other forms of documentation required to comply with the laws of the State of California.

2. Contractor shall be an individual or firm licensed to do business in California and shall obtain at its expense all license(s) and permit(s) required by law for accomplishing any work required in connection with the agreement.

3. If the Contractor is located within the State of California, the Contractor must be in good standing with the Secretary of State (if applicable). For more information regarding the Secretary of State, please visit: sos.ca.gov.

4. If the Contractor is out of State, the Contractor must provide a copy of their Board of Equalization Permit along with a copy of their Secretary of State (if applicable) to show the Contractor is eligible to do business in California.

G. Statement of Work

Contractor shall provide Office Moving and Relocation services for the Department of Justice (DOJ), Los Angeles (LA), located at 300 S. Spring Street, Los Angeles, CA 90013.

Services shall include, but are not limited to the following:

1. Remove free standing or affixed office furniture, including modular furniture, various equipment, and related supplies from an existing location.

2. Transport items to a new location and place the items according to the direction of the

DOJ, LA.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

Responsibilities shall include, but are not limited to the following:

1. Provide labor, tools, equipment, and materials needed to perform various office moving and relocating related services including packing, palletizing and shrink wrapping, moving, transportation/delivery, unpacking and move management.

2. Provide labor, tools, equipment, materials, boxes, and supervision; and pay all taxes, insurance, bond, license(s), permit fees, and other costs incidental to perform professional moving services.

3. Provide labor and equipment to perform various disassembly and reassembly of office and modular furniture including reconfigurations, moves, additions and changes according to the direction of the DOJ, LA.

4. Disconnect and reconnect electronic services by experienced personnel as requested by DOJ, LA, such as personal computer, printers, scanners, and other related electronic equipment. All sensitive electronic equipment shall be pad-wrapped.

5. Storage of property shall be in a secure location as required.

6. Transportation of confidential property shall provide a security seal if requested by the

DOJ, LA.

7. Removal of surplus property to an appropriate location as needed.

8. Removal and discarding of packing materials, rubbish, and debris from DOJ, LA as directed.

Contractor must have staff licensed to install modular system furniture for the DOJ, LA. T h e DOJ, LA anticipates various staff moves during the contract term.

The DOJ, LA does not guarantee a minimum or maximum number of moves or additional hours spent moving furniture, boxes, etc.

Subcontractors

1. The State allows the use of subcontractors to enable Contractors to expand their ability to meet the needs of the State.

2. If any Subcontractor’s portion of the project exceeds 25 percent of the value of that project, the Subcontractor and their staff are subject to all the requirements and provisions of the contract.

3. Use of subcontractors does not relieve the Contractor from its responsibility to the DOJ, LA under the contract.

4. The State reserves the right to contact, consult, or undertake business discussions with any subcontractor’s employee during the term of the contract if needed and may reject proposed personnel at any time.

5. Nothing contained in this Agreement or otherwise shall create any contractual relation between the DOJ, LA and any subcontractors, and no subcontractor shall relieve the Contractor of its responsibilities and obligations hereunder.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

6. Contractor agrees to be fully responsible to the DOJ, LA for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Provider.

7. Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the DOJ, LA shall have no obligation to pay or to enforce the payment of any money to any subcontractor.

8. Local government ordering agencies shall follow their own processes for subcontracting.

Move Coordination and Planning

1. Contractor shall provide a lead move coordinator to direct workers and to ensure that all necessary communications with the DOJ, LA are provided throughout each project. All work under this contract shall be under the direction from DOJ, LA staff.

Packing, Pickup, and Other Preparations

1. The DOJ, LA shall notify the Contractor of any packing requirements and shall pay no more than the applicable contracted maximum hourly rates.

2. The DOJ, LA is responsible for packing the contents of desks and files.

3. Work shall commence on the date mutually agreed upon. If the Contractor cannot meet that date, time or number of requested personnel, the Contractor shall notify the DOJ, LA twenty-four (24) hours in advance.

4. Contractor shall supply vehicles in good working condition and in compliance with all federal, state, and local laws and regulations as well as equipment applicable to the items to be moved (e.g., refrigerated van, vehicle carrier, low-boy, etc.).

5. Contractor shall not provide two (2) smaller vehicles (and charge extra) when one (1) larger vehicle would be more appropriate.

6. Job hours shall begin when the Contractor's personnel arrive at the specified time at the DOJ, LA's request; and shall end when items are delivered and placed as specified at the new location.

7. No mileage can be charged from Contractor’s location to the DOJ, LA.

8. Drive time cannot be charged to the DOJ, LA, unless the Contractor is transporting State property to or from storage.

9. Work shall be performed during normal workdays and hours unless a different schedule is specifically requested by the DOJ, LA.

10. Overtime shall not accrue due to the Contractor's failure to provide personnel and equipment at the Agency-designated place and time. T h e DOJ, LA shall not pay overtime rates unless Contractor’s personnel have worked more than eight (8) hours for the day overtime is charged.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

11. If the Statement of Work provided by the DOJ, LA is not clear, it is the Contractor’s responsibility to seek clarification prior to commencing work.

12. Contractor shall not charge for any time lost in any way not required in the performance of the services requested (excluding required break periods). Contractor may charge for time used in delivering equipment and materials and in removing them at the conclusion of the move. This time should be included in the Contractor's service invoice.

13. Contractor and the DOJ, LA shall make a complete Inventory List of any items to be transported from one address to another address. If there are any noticeable conditions on the items, they should be noted next to the listed item. The Inventory List shall be signed and dated by both parties.

Unpacking

1. If unpacking is required, Contractor shall unpack items with efficiency, care and with consideration of all safety requirements.

Security Clearance

1. Contractor and/or employees of the Contractor who will have access to the DOJ shall successfully complete and pass a fingerprint check through the California Criminal History Information System (CHIS) and the Federal Bureau of Investigation (FBI). The fingerprinting will be administered by the DOJ no less than two (2) weeks prior to the first day he or she is scheduled to access the building. This security clearance consists of a name search through the State of California and federal criminal history systems.

Only employees that have been approved by the DOJ designee will be allowed access to the building. The fingerprint records will be retained in the CHIS for the duration of the contract with the DOJ. The time it takes to submit the required information for the security check will not be charged to the State.

Limits of Liability

1. Contractor shall be liable for loss or damage to property caused by its failure to properly pack and transport property; however, the Contractor shall not be held liable for loss or damage in the following situations: Damage or breakage to items packed improperly by other than the Contractor's personnel.

Filing a Claim

If the DOJ, LA has determined that damage or loss to property has occurred, the DOJ, LA shall note it on the Contractor's file by:

1. Sending a written notice to the office of the Contractor describing the loss or damage.

a. Listing each of the damaged articles.

b. Including the valuation for each item.

c. Providing the Contractor's order number, date of move, origin, and destination.

d. Storing any damaged packing material or other evidence of damage.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

e. Retaining copies of all receipts, correspondence, repair estimates, etc.

2. Claims should be filed within six (6) months after delivery or after loss has been reasonably established.

3. Contractor shall acknowledge claim in writing within thirty (30) days and commit to action within sixty (60) days (i.e., pay, identify a compromise, or decline to pay).

4. Claims not settled within one year shall be reported to the Department of General Services, Transportation Management Unit at 916-376-1888.

Contractor will be allowed no more than three (3) upheld customer service complaints during the contract term. Contractor will be given the opportunity to fully defend and resolve any complaint that may be submitted. Failure to provide a full explanation and resolution of complaints may result in permanent removal from the contract.

Minimum hours for services shall not exceed four (4) hours.

Services shall be provided during normal business hours, 8:00 a.m. to 5:00 p.m. PST, Monday through Friday, excluding State observed holidays.

All work shall be done by experts with an established reputation for executing their work by the very best methods. All services shall be always subject to inspection by the DOJ during the performance thereof. If through inspection it is determined that the services and/or materials furnished in connection therewith are not in accordance with the terms described, the DOJ may at its option have the work performed elsewhere, charging the Contractor with any cost occasioned thereby.

H. Failure to Perform

In the event the Contractor is unable to perform the services contracted for as to quality, quantity, or for any other reason violates the specifications set forth in the agreement, such action shall constitute cause to null and void the agreement.

It is understood and agreed that the DOJ reserves the right to obtain at its discretion the contracted services outside the terms of the agreement.

I. Other Damages

If the Contractor fails in the performance of any of the Contractor’s obligations under this Agreement (such as non-performance, partial performance, inadequate performance, late and/or incomplete performance), the parties agree that damage will be sustained by the Department of Justice.

Therefore, the parties agree that, in addition to other damages, the Contractor will pay to the Department of Justice the actual cost incurred as the result of finding and using another Contractor $100.00. Such costs will be deducted by the Department of Justice from any amounts owed by the Department of Justice to the Contractor. The Department of Justice shall be entitled to take or recover any other rights and remedies under this Agreement or applicable laws, including termination of this Agreement.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

J. Qualification Requirements

Failure to meet the following requirements by the bid due date will be grounds for the DOJ to deem a bidder non-responsive. In submitting a bid, each bidder must certify that it possesses the following qualification requirements.

1. Bidder shall provide all personnel, labor, equipment, required materials, tools, supplies, certificates, licenses and/or permits, and insurance necessary to provide Office Moving and Relocating Services in Los Angeles. All certificates, licenses and permits shall be current and in effect at the time of the bid, and throughout the term of the agreement.

2. Bidder shall have a regular place of business located within the State of California.

3. SECURITY CLEARANCE The successful bidder and/or employees of the successful bidder who will have access to the DOJ facility shall successfully complete a security/background clearance. Prior to the agreement period, all company personnel directly associated with field operations must complete the security/background clearance.

This security/background clearance consists of a complete search through the State of California and the Federal Bureau of Investigation (FBI) criminal history systems. Fingerprint is to be done by the DOJ. This security clearance consists of a name search through the State of California and federal criminal history systems. These automated systems will include the following: federal and state criminal records, Department of Motor Vehicle records, outstanding warrants, restraining orders, automated property, and firearms clearances.

To facilitate the competition of the background process, each employee of the successful bidder who will be directly associated with the DOJ, will be required to complete a package supplied by the DOJ, Office of the Chief, Background Investigations Unit, no less than one (1) month prior to the designated period of the operations. Although the agreement may be awarded, individuals cannot begin operations prior to the approval of the security/background clearance check.

This package will include:

Personal History Statement – Form # POST – 2-251 (This form includes the required following information: Personal, Relative and References, Education, Residences, Experience and Employment, Military Service, Financial, Legal, Motor Vehicle Operation, and General Information)

Authorization to Release Information – Form #DLE-201

Fingerprint Card–Form #FD-258; and Live Scan Fingerprint – Form #BCIA-8016D.

Please note – One or the other, not both, of the fingerprint forms is required to complete the security/background clearance check. The fingerprint form used will be dependent upon the availability of the system used by the fingerprinting facility.

Fingerprint Authorization and Release Form JUS 8820 – The successful bidder shall be responsible for all costs incurred as a result, of the background/security clearance of their employees. These costs shall NOT be passed along to the DOJ for reimbursement.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

4. Bidders must certify their willingness to comply with the Agreement Terms and Conditions addressed in section P of this IFB, entitled “Agreement Terms and Conditions”, including those terms and conditions in the referenced exhibits.

5. (Corporations) Corporations must certify they are in good standing and qualified to conduct business in California.

6. (Nonprofit Organizations) Non-profit organizations must certify they are eligible to claim nonprofit status.

7. Bidders must have a past record of sound business integrity and history of being responsive to past contractual obligations.

8. Before agreement execution, the winning bidder must supply proof of liability insurance that meets the requirements in Exhibit E, entitled “Additional Provisions” that is included in the Sample Agreement Form/Exhibits (STD. 213) section of this IFB.

K. Bid Format and Content Requirements

1. General instructions

a. Each individual or firm may submit only one (1) bid. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) bid, the DOJ will reject all bids submitted by that firm or individual.

b. Develop bids by following all IFB instructions and instructions or clarifications in question/answer notices, clarification notices, or IFB addenda.

c. Before preparing a bid, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood. Agreement increases will not be allowed due to poor examination of work sites and/or specifications.

d. Arrange for timely delivery of the bid package to the specified address. Bidders are advised not to wait until shortly before the bid submission deadline to submit their bid.

2. Bid format requirements

a. Submit one (1) original bid package. Bid must be complete with a copy of all required attachments and documentation.

b. Bind bid package with a single staple in the upper left-hand corner.

c. Sign all applicable IFB attachments/forms in ink, preferably in a color other than black.

Have a person who is authorized to bind the bidding firm sign each form that requires a signature. Signature stamps are not acceptable. Unsigned bids may be rejected.

3. Bid content requirements

This section specifies the order and content of each bid and where applicable, indicates form/attachment completion instructions.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

When completing the attachments, follow the instructions in this section and any instructions appearing on the attachment. Unless otherwise indicated, do not submit supplemental information or other materials that the DOJ has not requested.

After completing and signing the applicable attachments, assemble all items in the order shown below and place them in a sealed envelope/package.

4. Required attachments/documentation

Attachment/Documentation Instructions

1 - Bid Form All bidders must complete and sign this form.

Do not submit supplemental cost or rate sheets. Any corrections or changes to the dollar amounts entered on the Bid Form after the amounts are originally inserted must be initialed in ink by the bidder.

2 - Required Attachment & Certification Checklist

All bidders must complete and sign this form.

Check each item with “Yes” or “N/A," as applicable, and sign the form. If necessary, explain the choices on a separate sheet of paper.

If a bidder marks “Yes” or “N/A” and attaches an explanation to the checklist to clarify their choice, the DOJ considers this a “qualified response." Any “qualified response," determined by the DOJ to be unsatisfactory or insufficient to meet a requirement, may cause a bid to be deemed non-responsive.

3 - Bid Evaluation Form This form is only to be completed by the DOJ employees performing the bid opening and is not required to be returned.

4 - Client References All bidders must complete and sign this form.

Identify three (3) clients serviced within the past five (5) years that can confirm their satisfaction with the bidder’s services. If possible, identify clients whose needs were similar in scope and nature to the services sought in this IFB. List the most recent first.

5 - CCC 04/2017 (Contractor Certification Clause)

All bidders must complete and sign this form.

Complete and sign this form indicating a willingness and ability to comply with the Contractor Certification Clauses (CCC) appearing in this attachment.

6 - Darfur Contracting Act All bidders must complete and sign this form.

Read the form and select the one (1) option that is appropriate for the bidder. If bidder selects option 2, a copy of the written permission from DGS must be included.

7 - Std. 204 (Payee Data Record) All bidders must complete and sign this form.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

8 - Conflict of Interest & Confidentiality Statement – Vendor

All bidders must complete and sign this form.

Read the statement and complete and sign the bottom of the form indicating willingness and ability to comply with the statement.

9a - Std. 843 (Disabled Veteran Business Enterprise Declarations)

Submission of this form is required when a certified DVBE contractor or subcontractor will provide materials, supplies, services, or equipment necessary for the performance of the proposed agreement.

10a - Small Business Subcontractor/Supplier Acknowledgement

Submission of this form is optional. Read and carefully follow the completion instructions in Attachments 10 and 10a. Complete and return Attachment 10a only if the bidding firm is not a certified small business but is requesting a subcontractor bidding preference by committing to use one or more certified small business subcontractors for an amount equal to at least 25% of the total bid price.

11 - GSPD-05-105 (Bidder Declaration) All bidders must complete and sign this form.

Instructions for completing this form are on the second page of this attachment.

12 – DGS OLS 04 – (California Civil Rights Laws Attachment)

All bidders must complete and sign this form only if a bidder that submits a bid or proposal to a state agency with respect to any contract in the amount of one hundred thousand dollars ($100,000) or more.

13 - Iran Contracting Act All bidders must complete and sign this form only if a bidder that submits a bid or proposal to a state agency with respect to any contract in the amount of one million dollars ($1,000,000) or more.

Business License

(California Businesses Only)

California businesses must submit a copy of a current business license issued by the governmental jurisdiction in which the business is located.

Submit an explanation if this documentation cannot be supplied or there is reason to believe no license is required.

Proof of Corporation status

(Corporations Only)

Corporations must either submit a copy of the bidding firm’s most current Certificate of Status issued by the State of California, Office of the Secretary of State or submit a downloaded copy of the bidding firm’s on-line status information from the California Business Portal website of California’s Office of the Secretary of State.

Submit an explanation if this documentation cannot be supplied.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

Proof of Non-profit status

(Non-profit Organizations Only)

Non-profit organizations must submit a copy of a current IRS determination letter indicating nonprofit or tax-exempt status under United States Code, title 26, section 501(3) (c).

Submit an explanation if this documentation cannot be supplied.

L. Submission of Bids

1. Submission instructions

a. Assemble an original bid package.

b. Place bid package in a single envelope or package. Seal the envelope or package.

c. Mail the bid package to the California Department of Justice, Division of Operations, Contracts and Purchasing Unit. Bids may not be transmitted electronically by email.

d. Regardless of postmark, the DOJ, Division of Operations, Contracts and Purchasing Unit must receive the bid package by the date and time stated in section B of this IFB, entitled “Time Schedule”. NOTE: The DOJ will not publicly open or read late bids.

e. Send an email notification to Morgan Compton at Morgan.Compton@doj.ca.gov to notify of bid package submission.

f. Label and submit the bid package using one of the following methods.

Overnight Express: U. S. Mail:

IFB # 24-0184-IFB (DO NOT OPEN)

California Department of Justice Division of Operations Contracts and Purchasing Unit Attn: Morgan Compton 1300 I Street, Suite 820 Sacramento, California 95814 Phone: (916) 210-6313

IFB # 24-0184-IFB (DO NOT OPEN)

California Department of Justice Division of Operations Contracts and Purchasing Unit Attn: Morgan Compton 1300 I Street, Suite 820

Phone: (916) 210-6313

g. Bidder warning

1) The DOJ's internal processing of mail may add 48 hours or more to the delivery time. If the bid package is mailed, consider using certified or registered mail.

NOTE: It is the bidder's responsibility to ensure their bid is received by the DOJ before the bid due date and time. The DOJ is not responsible for bids received after the bid due date and time due to circumstances beyond the DOJ's control.

2. Proof of timely receipt

a. Upon receipt of a bid package, the DOJ staff will stamp each bid package or envelope with a date/time stamp or handwrite date and time and initial.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

b. To be timely, the DOJ, Division of Operations, Contracts and Purchasing Unit must receive bid packages at the stated place of delivery no later than the stated time on the bid due date. Delivery to the DOJ mailroom or the presence of a U.S. postmark will not serve as proof of timely delivery.

c. The DOJ shall deem late bid packages non-responsive. Any bid package received after the scheduled closing time for the receipt of bids will be returned unopened.

3. Bidder costs

Bidders are responsible for all costs of developing and submitting a bid package. Such costs cannot be charged to the DOJ or included in any cost element of a bidder’s price offering.

M. Bid Opening

All bid packages properly received according to the IFB instructions on or before the bid due date will be opened and read utilizing Microsoft Teams meeting video conferencing, at the date and time stated in section B of this IFB, entitled “Time Schedule”.

Please contact Morgan Compton at Morgan.Compton@doj.ca.gov or (916) 210-6313 to obtain a meeting ID and Participant Passcode to view the bid opening. To view, requesters must have the Microsoft Teams meeting video conferencing application. If unable to view the bid opening, a Microsoft Teams meeting call-in phone number can be provided (audio only).

N. Bid Requirements and Information

1. Non-responsive bids

Except as otherwise stated in this IFB, the following may cause the DOJ to deem a bid non-responsive.

a. Failure of a bidder to:

1) Meet bid format/content or submission requirements including, but not limited to, the sealing and/or labeling of the bid package.

2) Pass the Required Attachment/Certification Checklist review by not marking “Yes” for each item listed or by not appropriately justifying, to the DOJ’s satisfaction, all “N/A” designations.

b. If a bidder submits:

1) A bid that is conditional, materially incomplete or contains material alterations or irregularities of any kind to include obvious erasures.

2) Price information that contradicts the price/cost figures on the Bid Form (Attachment 1) or submits cost information in a format contrary to the IFB instructions.

3) False, inaccurate, or misleading information or falsely certifies compliance on any IFB attachment.

c. The DOJ discovers at any stage of the bid process or upon agreement award that a bidder is unwilling or unable to comply with the agreement terms, conditions and/or exhibits cited in this IFB and/or the resulting agreement.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

d. Other irregularities occur in a bid that are not specifically addressed herein (i.e., the bidder places any conditions on performance of the Statement of Work, submits a counteroffer/proposal, etc.). Any deviation from the specifications may be cause for rejection of the bid.

2. Bid modifications after submission

a. All bid packages are to be complete when submitted. However, an entire bid package may be withdrawn, and the bidder may resubmit a new bid package.

b. To withdraw and/or submit a new bid package, follow the instructions appearing in section

N of this IFB, entitled “Bid Requirements and Information”, paragraph 4.

3. Bid mistakes

If prior to agreement award, award confirmation, or agreement signing, a bidder discovers a mistake in their bid that renders the bidder unable or unwilling to perform all Statement of Work services for the price/costs offered, the bidder must immediately notify the DOJ and submit a written request to withdraw its bid following the procedures set forth in section N of this IFB, entitled “Bid Requirements and Information”, paragraph 4, b.

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

A bidder may withdraw its bid prior to the bid due date and time stated in section B of this IFB, entitled “Time Schedule”.

b. Submitting a withdrawal request

1) Submit a written withdrawal request signed by an authorized representative of the bidder.

2) Label and submit the withdrawal request using one of the following methods.

U.S. Mail: Overnight Express:

Withdrawal IFB # 24-0184-IFB California Department of Justice Division of Operations Contracts and Purchasing Unit Attn: Morgan Compton 1300 I Street, Suite 820 Sacramento, California 95814 Phone: (916) 210-6313

Withdrawal IFB # 24-0184-IFB California Department of Justice Division of Operations Contracts and Purchasing Unit Attn: Morgan Compton 1300 I Street, Suite 820 Sacramento, California 95814 Phone: (916) 210-6313

E-mail:

Withdrawal IFB # 24-0184-IFB Morgan.Compton@doj.ca.gov

A written and signed withdrawal request is generally required before the DOJ will return/release a bid package to a bidder. The DOJ may grant an exception if the bidder informs the DOJ that the bidder will submit a new or replacement bid package immediately following the withdrawal.

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

c. Resubmitting a bid package

After withdrawing a bid package, bidders may submit a new bid package according to the submission instructions. Replacement bid packages must be received at the stated place of delivery by the due date and time stated in section B of this IFB, entitled “Time Schedule”.

5. Evaluation and selection

This section describes, in general, the process that the DOJ will use to evaluate timely bid packages.

a. Bid opening/reading

All bid packages properly received according to the IFB instructions on or before the bid due date and time will be opened, read, and recorded.

b. Bid package review

1) After the bid opening and reading, bids are submitted to the Division of Operations

(OPS), Contracts and Purchasing Unit (CPU) for review and evaluation. One or more evaluators will convene to review each timely bid package to confirm its responsiveness to the IFB requirements. This is a pass/fail evaluation.

2) If deemed necessary by the DOJ, additional bidder documentation may be collected to confirm the claims made by each bidder and to ensure that each bidder is responsive to all IFB requirements.

3) If the materials submitted by a bidder do not prove, support, or substantiate the claims made on Attachment 2 titled, “Required Attachment/Certification Checklist”, the bid will be deemed non-responsive and rejected from further consideration.

4) If applicable, the DOJ will adjust bid amounts for any claimed preference following confirmation of eligibility with DGS.

c. Notice of Intent to Award

The DOJ will post a Notice of Intent to Award as soon as possible after the bid opening and bid package review.

6. Agreement award and protests

a. Agreement award

1) Award of the agreement, if awarded, will be to the responsive and responsible bidder who offers the lowest cost. The lowest cost will be determined after the DOJ adjusts bidder costs for applicable preferences and/or incentives.

b. Settlement of tie bids

1) In the event of a precise tie between the lowest responsive bid submitted by a certified small business or microbusiness and the lowest responsive bid submitted by a certified Disabled Veteran Business Enterprise (DVBE) that is also a certified small business or microbusiness, the agreement will be awarded to the DVBE bidder that is also a certified small business or microbusiness under Government Code Section 14838 subdivision (g).

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

2) In the event of a precise tie between the lowest responsive bid submitted by a non-small business that was granted small business subcontractor preference and the lowest responsive bid submitted by a certified small business or microbusiness, the agreement will be awarded to the certified small business or microbusiness.

3) In the event of a precise tie between the lowest responsive bid submitted by a nonprofit veteran service agency (NVSA) that is a certified small business or microbusiness and the lowest responsive bid submitted by a certified DVBE that is also a certified small business or microbusiness, the agreement will be awarded to the certified DVBE that is also a certified small business or microbusiness.

4) In the event of a precise tie between the lowest responsive bid submitted by a non-small business that was granted the DVBE subcontractor incentive, and the lowest responsive bid submitted by a certified small business or microbusiness, the agreement will be awarded to the certified small business or microbusiness.

5) In the absence of a California statute or regulation governing a specific tie, the DOJ will settle all other tie bids in a manner the DOJ determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will the DOJ settle a tie by dividing the work among the tied bidders.

c. Protests

1) Who can protest

Any bidder who submits a bid may file a protest if the bidder believes it is a responsible bidder, its bid package is responsive to all IFB requirements, and its bid is the lowest dollar bid.

2) Grounds for protests

Protests are limited to the grounds described in the State Contract Manual, Volume 1, section 6.02.A.1. The DOJ will not make an award until all protests are withdrawn by the protestant, denied, or resolved to the satisfaction of the DGS.

3) Protest timelines

a. If an eligible bidder wishes to protest the intended agreement award, the bidder must file a “Notice of Intent to Protest” with both the DOJ and DGS within five (5) working days after the DOJ posts the Notice of Intent to Award. The Notice of Intent to Protest may be brief. Any Notice of Intent to Protest filed more than five

(5) working days after the DOJ posts the Notice of Intent to Award shall be untimely.

b. Within five (5) calendar days after filing a “Notice of Intent to Protest”, the protestant must file with both the DOJ and DGS a full and complete written protest statement specifying the grounds for the protest.

4) Submitting a protest

A protest may be hand delivered, mailed, or emailed to the appropriate agencies as follows:

Office Moving and Relocation Services – Los Angeles 24-0184-IFB

Mail or Overnight Express: Email:

Protest to IFB # 24-0184-IFB California Department of Justice Division of Operations Contracts and Purchasing Unit Attn: Morgan Compton 1300 I Street, Suite 820 Sacramento, California 95814

Protest to IFB # 24-0184-IFB California Department of Justice Division of Operations Contracts and Purchasing Unit Attention: Morgan Compton Email: Morgan.Compton@doj.ca.gov

Protest to DOJ IFB # 24-0184-IFB Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Protest to DOJ IFB # 24-0184-IFB Department of General Services Office of Legal Services Attention: Bid Protest Coordinator Email: OLSProtests@dgs.ca.gov

7. Disposition of bids

a. All materials submitted to the DOJ in response to this IFB are subject to the Public

Contract Code section 10342 and the California Public Records Act (Government Code section 7920, et seq.). The DOJ will disregard any language purporting to render all or portions of any bid package confidential.

b. All documents submitted in response to this IFB, and all documents used in the selection process (e.g., review checklists, letters of intent, etc.) will be regarded as public records under the California Public Records Act (Government Code Section 7920 et seq.) and shall be available for public inspection after bid opening under Public Contract Code section 10342.

8. Inspecting…