25-10-001_IFB_For_Decals_and_Labels.pdf

STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

ADMINISTRATION AND MANAGEMENT DIVISION

Business and Contract Services Branch, Contract Services Section 651 Bannon Street, Suite 400 Sacramento, CA 95833 www.hcd.ca.gov

INVITATION FOR BID

Notice to Prospective Bidders

You are invited to review and respond to this Invitation for Bid (“IFB”), entitled

25-10-001 Insignia, Decals, and Labels Printing Services

June 20, 2025

The Department of Housing and Community Development (HCD) invites you to review and respond to this Invitation for Bid (IFB), entitled 25-10-001 Insignia, Decals, and Labels Printing Services.

In submitting your bid, Bidders agree that they have read, understood, and shall comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a Bidder’s bid. By submitting a response, Bidders agree to the terms and conditions stated in this IFB and any resulting agreement.

This IFB is published online at the California State Contracts Register (CSCR) Cal eProcure web site at: https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx. To ensure receipt of any addenda that may be issued, and answers to any questions posted, you must register online at https://caleprocure.ca.gov/pages/bidder-vendor.aspx.

In the opinion of HCD, this IFB is complete. However, if you have questions, or need clarifying information, the contact person for this IFB is:

Karpal Bains

HCD Contract Analyst

Karpal.Bains@hcd.ca.gov and

ServiceContracts@hcd.ca.gov

Please refer below for dates applicable for questions and needed clarifications.

http://www.hcd.ca.gov/ https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx mailto:Karpal.Bains@hcd.ca.gov mailto:ServiceContracts@hcd.ca.gov

Department of Housing and Community Development Invitation for Bid No. 25-10-001

Table of Contents

Contents Table of Contents Schedule Of Events: *

1. QUESTIONS AND CLARIFICATIONS REGARDING THE IFB:

2. ADMINISTRATIVE INFORMATION

3. PURPOSE, TERM, AND SCOPE OF WORK

4. BIDDER’S MANDATORY QUALIFICATIONS AND REQUIREMENTS

5. BIDDER REFERENCE REQUIREMENTS

6. BIDDER’S COST

7. PREFERENCE AND INCENTIVE PROGRAMS

8. IFB SUBMISSION GUIDELINES:

9. EVALUATION PROCESS

10. BID OPENING

11. AWARD AND PROTEST

12. TAX DELINQUENCY DISCLAIMER

13. OTHER CRITERIA

14. REQUIRED ATTACHMENTS

Attachment 1: Required Attachment Checklist

Attachment 2: Bid/Bidder Certification Sheet Attachment 3: Mandatory Qualifications Response Attachment 4: Bidder References Attachment 5: Bidder’s Cost Attachment 6- Executive Order N-6-22 Certification- Russia Sanctions Attachment 7-15 Attachment 16- Commercially Useful Function Certification

15. PROPOSED CONTRACT WITH SAMPLE EXHIBITS & ATTACHMENTS

Proposed Contract - Exhibit A: Scope of Work Proposed Contract - Exhibit B: Budget Details and Payment Provisions Proposed Contract - Exhibit C: General Terms and Conditions Proposed Contract - Exhibit D: HCD Additional Terms and Conditions Proposed Contract - Exhibit E: Administrative Changes Proposed Contract – Attachment A - Appendices

Schedule Of Events: * All Bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. If HCD finds it necessary to change any of these dates, it shall be accomplished via an addendum to this IFB. Any dates that follow the final date for bid submission are only approximate and may be adjusted as conditions indicate without addendum to this IFB.

Event: Date: Time (PST):

IFB Available to Prospective Bidders1 June 20, 2025 N/A

Deadline to Submit Written Questions June 27, 2025 5:00 PM Deadline to Post Responses to Written Questions July 7, 2025 4:00 PM

Deadline to Request Access to Vendor IFB Uploads Portal July 8, 2025 5:00 PM

Final Date for Bid Submission July 15, 2025 2:00 PM Deadline to Request Access to Public Bid

Opening (virtual)

July 15, 2025 2:00 PM

Public Bid Opening (Virtual) July 16, 2025 2:00 PM

Anticipated Agreement Start Date October 1, 2025 September 30, 2028

Proposed Contract Term 3 Years

¹ IFB is available to prospective Bidders via the eProcurement System webpage at https://caleprocure.ca.gov/pages/index.aspx. Bidders must register with Cal eProcure to receive addendums that may be issued, or responses to questions in a Question & Answer document.

1. QUESTIONS AND CLARIFICATIONS REGARDING THE IFB:

Bidders that have questions or require clarifications of the intent and content of this IFB may request clarifications only by submitting questions via electronic mail to:

ServiceContracts@hcd.ca.gov and Karpal.Bains@hcd.ca.gov.

https://caleprocure.ca.gov/pages/index.aspx

25-10-001

To ensure a response, questions must be received by the date and time specified in the Schedule of Events listed above. Responses to questions received by this date will be posted to the Cal eProcure website, without identifying the source of the query, on or before the date specified in the Schedule of Events listed above.

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

A. Errors and Omissions

1) If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this IFB, the Bidder should immediately notify HCD of such error in writing and request clarification or modification of the document. This notification must be submitted pursuant to the procedures described on page 3 above, Questions and Clarifications Regarding the IFB.

2) Modifications to the IFB will be made by addenda issued pursuant to the following Section B, Addenda. If a Bidder fails to notify HCD of a known error prior to the final dates of submission, or an error that reasonably should have been known, the Bidder will assume the risk of proposing. If awarded the contract, the Bidder will not be entitled to additional compensation or time by reason of the error or its later correction.

B. Addenda

HCD may modify any part of the IFB, prior to the date Bids are due, by issuance of one or more addenda. Addenda will be numbered consecutively and posted to the Cal eProcure website. HCD will not notify potential Bidders of Addenda.

C. Bidder’s Costs

All costs for developing Bids are entirely the responsibility of the Bidder and will not be chargeable to HCD.

2. ADMINISTRATIVE INFORMATION

A. Background

HCD is seeking exterior and interior insignia, decal, and label printing services for housing units according to the standards of California Code of Regulations.

HCD’s Mission is to promote safe, affordable homes and vibrant, inclusive, sustainable communities for all Californians. The Department of Housing and Community Development values diversity at all levels of the organization and is committed to fostering an environment in which employees and partners from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and our partners bring their unique ideas and perspectives that inspire innovative solutions to further our mission.

HCD's Division of Codes and Standards’ mission is to develop, administer, adopt, and enforce uniform statewide housing standards, to ensure the health and safety of Californians, to protect buyers from fraud and abuse, and safeguard the affordability of housing.

B. Condition of Award

The awarded Contractor will not be authorized to commence performance of services or delivery of goods described in this Agreement prior to the Effective Date and execution of the contract. Any delivery of goods or performance of services by the awarded Contractor that is commenced prior to the Effective Date will be considered gratuitous on the part of the Contractor with no cost or obligation on the part of HCD.

C. No Guarantee of Quantities

The scope and quantities referenced in this IFB are estimated to be the amount needed based on current information available to HCD. HCD is not obligated to contract for or to accept more than the actual requirements needed during the period of this Agreement, as determined by actual needs and availability of appropriated funds. HCD reserves the right to increase or decrease quantities and make adjustments between individual task budgets, as appropriate, at the prices stated in the Agreement resulting from this IFB.

3. PURPOSE, TERM, AND SCOPE OF WORK

A. Purpose

Insignia, decals, and label printing services are needed to provide these vital supplies to various public entities and individuals. The labels are official identifying stickers to be placed on housing units, food trucks, and other equipment per California Code of Regulations Title 25, Sections 4031, 1020.9, and 3039 and Health and Safety Code Section 18092.

B. Agreement Term:

October 1, 2025, or Upon approval by the Department of General Services (DGS), whichever later, through September 30, 2028. Any permitted amendment(s) would continue the services outlined in the same Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A), at the same terms and rates.

C. Scope of Work

Please refer to the Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A).

4. BIDDER’S MANDATORY QUALIFICATIONS AND REQUIREMENTS

Bids must describe the Bidder’s qualifications and expertise in the format outlined in the IFB. A Bid will not be considered complete unless it contains all the items described below. Bidders are not to alter or modify the forms other than by providing the required information; please note, adding your firm’s logo or letterhead to the form is not considered a modification or alteration of the form. Failure to provide adequate documentation and forms, per Section 14, Attachment 1, Required Attachment Checklist, or any required information may cause the Bid to be rejected. The Bidder must demonstrate meeting the following mandatory qualifications.

Failure to provide adequate evidence and/or documentation will cause the bid to be rejected.

The documentation provided will be scored on a pass/fail basis. Bids that fail any minimum qualifications or requirements will be deemed nonresponsive at the discretion of HCD. The award of a contract, if it is to be awarded, will be made to the lowest responsive responsible bidder whose bid complies with all requirements prescribed herein.

A. Table of Contents

Properly identify each Bid requirement and the contents therein. Number the pages for all documents.

B. Cover Letter

Provide a Cover Letter of Interest, which will be considered an integral part of the Bid and must be signed by an individual who is authorized to bind the Bidder contractually.

The cover letter must state the individual is so authorized and must identify the title or position that the individual holds in the Bidder’s organization. An unsigned cover letter will cause the Bid to be rejected. The letter must contain all of the following:

1) A statement to the effect that the Bid is a firm and irrevocable offer good through the effective date of the resulting contract.

2) A statement expressing the Bidder’s willingness to perform the services as described in this IFB.

3) A statement expressing the Bidder’s availability of staff and other required resources for timely performing all services and providing all deliverables as described in this IFB.

4) The principal place of business and the contact person, title, telephone, and email address of a single person for possible contact during this IFB review process.

5) A statement expressing that the Bidder will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

6) By signing the cover letter of interest and Bid, the Bidder certifies that the signatory is authorized to bind the Bidder/Standard Agreement, if awarded.

C. Mandatory Qualifications

The Bidder must demonstrate the following minimum qualifications. Failure to provide adequate evidence and/or documentation will cause the Bid to be rejected.

1) Bidder must be a corporation, partnership, or other entity lawfully authorized to do business in the State of California and provide a copy of their Business License.

2) Bidder must be based in the State of California and provide a copy of their active certificate with the California Secretary of State.

3) Key Staffing and Subcontractor Resumes, Bidders must provide resumes for all

Key Staffing including subcontractor(s) Key Personnel that would achieve the objectives, requirements, and complete the deliverables set forth in this IFB.

4) Bidders must possess and provide a copy of the insurance certificates outlined in

Section 20, Insurance Requirements, of the Additional Terms and Conditions of the Proposed Contract (Section 15 of this IFB, Exhibit D). Proof of coverage and limits are required in the bid package. Additional insured language will be required as a condition of contract award. The Bidder will not commence performance under the Agreement until the Bidder has provided HCD with a certificate of insurance stating that there is liability insurance presently in effect for the Bidder with a Combined Single Limit (CSL) of not less than $1,000,000.00 per occurrence. The Bidder will provide written notice to HCD within five (5) business days of any cancellation, non-renewal, or material change that affects the required insurance coverage. The certificate of insurance must include the following provision: “The State of California, and their officers, agents, employees, and servants are included as additional insureds, but only with respect to work performed for HCD under this Agreement.”

5) Provide samples of: (1) a Local Property Tax Decal (Exterior Use) that meets specifications provided in Section 5, Paragraphs D and F.1 of the Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A), and (2) a Factory Built Housing Red Insignia (Interior Use) that meets specifications provided in Section 5, Paragraphs C and E.10 of the Scope of Work. Examples of each are provided in Appendices J and L, respectively, to Attachment A to the Proposed Contract (Section 15 of this IFB, Attachment A).

Sample Evaluation Criteria, Exterior Labels.

a) Decal must be made from aluminum materials. HCD has provided examples of the decals for text, color, format, scoring, and/or placement of State Seal, as applicable, in the Scope of Work and Attachment A to the Proposed Contract.

b) Aluminum decal must be weatherproof and last in extreme weather conditions. For example, the decals must last in extreme hot and cold temperatures, extreme humid conditions, rainy conditions, snowy conditions, etc. Bidder must provide proof of all-weather rated adhesive.

c) Aluminum decal must withstand a temperature range of -45°F to +170°F.

d) Aluminum decal must be precise to measurements outlined in the Scope of Work and Attachment A to the Proposed Contract.

e) Aluminum decal should have 20-year life expectancy.

Sample Evaluation Criteria, Interior Labels.

a) Insignia must be made from printable matte vinyl sticker paper. HCD provides examples of the insignias for text, color, format, scoring, and/or placement of State Seal, as applicable, in the Scope of Work and Attachment A to the Proposed Contract.

b) Printable matte vinyl sticker paper insignia must be precise to measurements outlined in the Scope of Work and Attachment A to the Proposed Contract.

c) Printable matte vinyl sticker paper should have a 20-year life expectancy.

D. Required Experience

1) The bidder must have at least two (2) years’ experience, within the past ten (10) years, working with government agencies providing the same or similar work identified in the Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A).

2) Key staff must have at least two (2) years’ experience, within the past ten (10) years, providing the same or similar work identified in the Scope of Work.

E. Required Attachments

A complete bid or bid package must also include the items listed in Section 14, Attachment 1, Required Attachment Checklist below.

F. All labor categories and other direct costs included in the Bid are subject to written approval by HCD.

G. The awarded Bidder from this IFB will be paid the actual billable unit prices proposed for all services based on the costs set forth in the resulting contract with HCD as proposed under this IFB.

H. This is a competitive solicitation and HCD encourages all Bidders submit their best and final cost bid with all applicable documentation.

5. BIDDER REFERENCE REQUIREMENTS

A. The Bidder must provide three references, including at least one government agency and two additional references that can each be either a business or government agency, for which services similar to those detailed in the Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A) have been provided within the last five years.

B. The Bidder must provide the Bidder Reference Check Form (Section 14 of this IFB, Attachment 4). HCD reserves the right to use the references in determining whether a Bidder is a responsive or responsible contractor.

C. References that are determined not to be similar in scope or complexity to the Scope of

Work will not be accepted.

D. HCD may contact each reference to verify information provided in their Bidder Reference Check Form via the e-mail address provided, followed up by phone call as needed. If a reference is non-responsive, the Bidder’s reference will not be accepted.

6. BIDDER’S COST

The proposed work is broken down and outlined in the Scope of Work of the Proposed Contract (Section 15 of this IFB, Exhibit A). Bidders are expected to complete the Bidder’s Cost Worksheet (Section 14 of this IFB, Attachment 5), which will consist of the required deliverables of this Agreement, as a guide to prepare a bid for completing services under the ‘ F to allow for completion within the Agreement term.

The cost bid will be evaluated as PASS/FAIL.

7. PREFERENCE AND INCENTIVE PROGRAMS

The State established the following preference programs to encourage participation in state contracting by various segments of the business community and to stimulate business and employment in geographic areas determined to be economically distressed.

A. Small Business Preference

Certified small businesses or microbusinesses can claim the 5% preference when submitting a bid on a State contract. A non-small business may receive a preference of 5% if the business commits to subcontract at least 25% of its net bid price with one or more small businesses or microbusinesses. The 5% preference is used only for computation purposes, to determine the winning bidder, and does not alter the amounts of the resulting contract. The value of the preference is limited to $50,000 when a contract award is based upon award to the lowest compliant bid. A contract awarded on the basis of the 5% preference is awarded to the small business, microbusiness or non-small business for the actual amount of its bid. Information regarding this preference program may be obtained at https://www.dgs.ca.gov/PD/Services/Page-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#%40ViewBag.JumpTo

Content/Procurement-Division- Services-List-Folder/Certify-or-Re-apply-as-Small- Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo. The Small Business preference will be applied to those Bidders showing their Small Business eligibility by submitting a copy of their DGS-issued active Small Business Certification.

Small Business Preference Example (Single Award, based upon point value):

Bidder A Bidder B Bidder C

Bidder Status NSB NSB w/ 25% SB Preference Applicable? X X

Original Bid Total $450.00 $455.00 $465.00 Apparent Lowest Bid X

Pref. Amount (5% of Lowest Bid) 0 -($22.50) -($22.50)

Revised Bidder Cost Total N/A $432.50 $442.50 Revised Lowest Bid X

Explanation of Example:

The Lowest Bidder Cost after evaluation is Bidder A, which is a responsive, responsible NSB not claiming an SB subcontracting preference. Since both Bidder B and Bidder C claim a SB Preference, 5 percent of Bidder A’s Bid cost is adjusted to those of Bidders B and C. In the example above, 5 percent of $450.00 is $22.50. After applying these preferences, Bidder B’s revised Bidder Cost is lower than the other Bids, making them the revised apparent Lowest Bidder Cost.

B. Target Area Contract Preference Act

This solicitation provides for the optional Target Area Contract Preference Act (TACPA) preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid/offer.

Information regarding this preference program may be obtained at Request Target Area Contract Preference (ca.gov).

Bidders seeking to obtain a TACPA preference must complete and submit the Target Area Contract Preference Act Preference Request, STD. 830, with the Bid. This form is available to download at the following link: Target Area Contract Preference Act

(TACPA)

C. DVBE Incentive Program

HCD hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement of this IFB.

In accordance with Section 999.5(a) of the Military and Veterans Code, a DVBE incentive may be given to responsive and responsible Bidders who commit to DVBE participation up to five (5) percent. For evaluation purposes only, HCD shall apply an incentive to the Bids that include California certified DVBE participation confirmed by HCD. Information and instructions regarding this DVBE incentive program with which each Bidder must comply in order to be awarded DVBE incentive points may be 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#%40ViewBag.JumpTo 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#%40ViewBag.JumpTo 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#%40ViewBag.JumpTo mailto:Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf obtained at the following link: https://www.dgs.ca.gov/PD/About/Page-Content/PD- Branch-Intro-Accordion-List/OSDS/OSDS?search=osds

The incentive is applied by reducing the bid price by the amount of incentive as computed from the lowest responsive bid price submitted by a responsible bidder. The incentive will vary in conjunction with the percentage of DVBE participation in accordance with the table below.

Confirmed DVBE Participation of: DVBE Incentive 5% or over 5%

4% to 4.99% 4% 3% to 3.99% 3% 2% to 2.99% 2% 1% to 1.99% 1%

The net bid cost of responsive Bidder with DVBE participation will be adjusted by the amount of DVBE incentive as applied to the lowest responsive and responsible Bidder.

If the #1 ranked, responsive, responsible Bidder is a California certified small business, the only proposers eligible for the incentive will be other California certified small businesses with DVBE certification.

Disabled Veteran Business Enterprise Incentive Example (Single Award):

Bidder A Bidder B Bidder C

Bidder Status NSB NSB w/

3.5% DVBE

Incentive Applicable? X X Original Bid Total $450.00 $455.00 $465.00

Apparent Lowest Bid X Incentive Qualified 3% 5%

Incent. Amount (% of Lowest Bid) 0 -($13.50) -($22.50)

Revised Bidder Costs Total N/A $441.50 $442.50 Revised Lowest Bid X

Explanation of Example:

The lowest Bidder Cost after evaluation is Bidder A, which is a responsive and responsible NSB not claiming a DVBE subcontracting incentive. Bidder B claims (and qualifies for) a DVBE incentive of 3.5 percent. Bidder C is a DVBE, which qualifies them for a 5 percent incentive. To apply the incentive, 3 percent of Bidder A’s Bid total cost is adjusted to Bidder B’s Bid total cost, resulting in a revised Bidder cost of $441.50. Five

(5) percent of Bidder A’s Bid total cost is adjusted to Bidder C’s Bid total cost resulting in https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=osds https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=osds a revised Bidder cost of $442.50. After applying the incentives, Bidder B’s revised Bid is the lowest cost Bid, making them the revised apparent lowest cost Bidder.

Calculation of Multiple Preferences: In the event that the Bidders qualify for the SB preference and/or the DVBE incentive, the SB preference shall be calculated first. In circumstances where the HCD will award a single Agreement as a result of this solicitation, in accordance with Government Code Section 14838, subdivision (g), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB Bidder is the apparent lowest Bidder unless another SB Bidder is also a DVBE or has subcontracted with DVBE firms.

Note: In accordance with Government Code Section 14838, subdivision (g), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the agreement shall be awarded to the disabled veteran-owned small business or microbusiness.

Example of the Calculation of Multiple Preferences:

Bidder A Bidder B Bidder C Bidder D Bidder Status NSB NSB w/

25% DVBE SB

SB Pref. Applicable? X X Original Lowest Bid Total $450.00 $455.00 $460.00 $465.00

Apparent Lowest Bid X Incentive Qualified 0 5 0 5

SB Pref. Amt. (5% of Lowest Bid) -(22.50) -(22.50)

Revised Bid Total $450.00 $432.50 $460.00 $442.50 Revised Lowest Bidder X

DVBE Incentive Applicable? X Incentive Qualified 5%

Incent. Amt. (% of Low Bid) 0 0 -($21.60) 0 Revised Bidder Cost Total N/A N/A $437.40 N/A

Revised Lowest Bid X

1) The DVBE Program Incentive will be applied during the evaluation process to responsive and responsible Bidders.

a) Bidder incentive eligibility requirements:

i. Commit to using certified DVBE(s) one (1) to five (5) percent of the bid value.

ii. Document DVBE participation on the Bidder Declaration GSPD-05- 105, Section 14, Attachment 8.

iii. Provide Disabled Veteran Business Enterprise Declarations (DGS PD 843), Section 14, Attachment 15 for each DVBE subcontractor.

b) At HCD’s option prior to contract award, a Bidder is to submit proof of its commitment by submitting a written confirmation from each DVBE identified as a subcontractor on the Bidder Declaration GSPD-05-105. The written confirmation may request information that includes the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment, and total amount to be paid to the DVBE. If further verification is necessary, HCD will obtain additional information to verify compliance with the above requirements. When requested, the document(s) must be submitted within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for bid rejection.

c) Pursuant to Military and Veterans Code section 999(b)(5)(B), only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this IFB may qualify the Bidder or be used to qualify the Bidder for a DVBE participation goal and/or DVBE incentive.

d) Commercially Useful Function (CUF) Disclaimer

Each certified SB/MB or DVBE must perform a commercially useful function. Bidders who are found to not be performing a CUF will have their Bids deemed non-responsive. A SB/MB or DVBE is deemed to perform a commercially useful function when the business does all of the following:

i. Is responsible for the execution of a distinct element of the work of the agreement.

ii. Carries out its obligation by actually performing, managing, or supervising the work involved.

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

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

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

(1) Agreements resulting from this solicitation shall afterwards be monitored for compliance with CUF for the duration of the Agreement.

(2) If the Contractor is selected after claiming an SB/DVBE preference or incentive for SB/DVBE subcontractor participation, the substitution of a SB/DVBE subcontractor by a non-SB/DVBE subcontractor, or a substitution that does not otherwise maintain, at a minimum, the level of SB/DVBE participation stated in the original bid, will not be allowed absent exceptional circumstances stated in Cal. Code Regs., tit. 2, §§ 1896.10 or 1896.73, respectively. Substitution of a subcontractor will be considered an administrative change.

vi. DVBE post contract requirements and consequences of non-compliance.

(1) If for this contract, the Contractor is utilizing a DVBE subcontractor, the Contractor must comply with all post contract requirements and be aware of violations for non-compliance as per (M&VC § 999.5(d), M&VC 999.7, Govt.

Code § 14841,PCC § 10115.10, and PCC § 10230.

(2) For more information regarding DVBE post contract requirements and consequences of non-compliance, please visit the DGS website to access a copy of the State Contracting Manual Vol. 1, Chapter 8 or use the link provided below.

https://www.dgs.ca.gov/- /media/Divisions/OLS/Resources/SCM-VI---04-2022- Update/SCM-Volume-1-rev-04-2022---Chapter- 8.pdf?la=en&hash=3EB240B852809C54C13808A131C6598 9D828798F.

e) Locating DVBE Subcontractors

i. State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov.

ii. To begin, click on “Find Public Procurement Information,” then click “Search for California Certified Small Business (SB) and Disabled Veteran Business Enterprise (DVBE).” Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this IFB prior to the closing date. You may access the CSCR at:

www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at

(916) 375-4940 or send an email to: OSDSHelp@dgs.ca.gov https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.5&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=14841.

https://law.justia.com/codes/california/2019/code-pcc/division-2/part-2/chapter-1/article-7/section-10230/ https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov

8. IFB SUBMISSION GUIDELINES:

A. Bids must provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this IFB. The bid must be complete and accurate.

Omissions, inaccuracies or misstatements will be sufficient cause for rejection of a bid.

B. Bidders will be required to request access to the HCD Vendor IFB Uploads Portal by the time identified in the Schedule of Events table on the third page of this IFB prior to submitting a Bid.

C. Access to the Vendor IFB Uploads Portal must be requested by sending an email to servicecontracts@hcd.ca.gov and Karpal.Bains@hcd.ca.gov. identifying the name(s) and email(s) of staff requiring access to the Vendor IFB Uploads Portal.

D. All Bids must be submitted electronically to HCD by the date and time shown in the Schedule of Events table on the third page of this IFB. Bids received after the final submission date and time will not be considered.

E. It is the responsibility of the Bidder to use a clear naming convention for all documents.

F. Please note, although the Department will exercise its right to withhold certain information under the Public Records Act, by submitting materials to the Department, Bidder is consenting to disclosure of any such materials (even if Bidder considers them confidential) as determined in the discretion of the Department.

G. All documents contained in the Bid package must be signed by an individual who is authorized to bind the Bidder. The signature must indicate the title or position that the individual holds in the Bid. An unsigned Bid may be rejected.

H. If the Bid is made under a fictitious name or business title, the actual legal name of Bidder must be provided.

I. All Bids are required to include the documents identified on the Required Attachment Checklist (Section 14 of this IFB, Attachment 1). Bids not including the proper “required attachments” will be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements. Bids deemed non-responsive will be rejected.

J. A bid may be rejected if it is conditional or incomplete, deemed non-responsive, or if it contains any alterations of form or other irregularities of any kind. HCD may reject any or all Bids and may waive any immaterial deviation in a bid. HCD’s waiver of immaterial defect will in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the agreement.

K. 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 date. Bid modifications offered in any other manner, oral or written, will not be considered.

mailto:servicecontracts@hcd.ca.gov

L. A Bidder may withdraw its bid by submitting a written withdrawal request to

ServiceContracts@hcd.ca.gov and Karpal.Bains@hcd.ca.gov signed by the Bidder or an authorized agent. A Bidder may thereafter submit a new bid prior to the bid submission deadline.

M. HCD may modify this IFB prior to the date fixed for submission of Bids by the issuance of an addendum in the same manner as the original IFB was released.

N. Bidders are cautioned to not rely on HCD 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 proof them for errors and adherence to the IFB requirements.

O. More than one (1) bid from an individual, Bidder, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that any Bidder has submitted more than one (1) bid for the work contemplated herein will cause the rejection of all Bids submitted by that Bidder.

P. HCD does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counter bid and will be rejected. The state’s General Terms and Conditions (GTC) that may be viewed and downloaded at:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-April-2017-FINAL.pdf.

are not negotiable.

Q. Bidders must carefully examine the requirements of this IFB. No additions or increases to the agreement amount will be made due to lack of careful examination and specifications and requirements.

R. No Bidder-initiated contact will be allowed between Bidders and members of the Evaluation Panel, or HCD staff, after issuance of this IFB document, with the exception of the contact person named.

S. No oral/verbal understanding or agreement will be binding on either party.

9. EVALUATION PROCESS

A. The HCD Evaluation Team will be responsible for the review and evaluation of Bids.

The bid will be reviewed, and the bidder with the lowest cost will be awarded the contract.

B. At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the Bidder’s Mandatory Qualifications and Requirements (Section 4 of this IFB), the IFB Submission Guidelines (Section 8 of this IFB), and the Required Attachment Checklist (Section 14 of this IFB, Attachment 1).

C. HCD will evaluate each bid to determine its responsiveness to the requirements outlined in this IFB.

D. If deemed necessary by HCD, at its sole discretion, HCD will request the Bidder to provide additional information and HCD reserves the right to seek clarification of any Bid mailto:ServiceContracts@hcd.ca.gov https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-April-2017-FINAL.pdf for the purpose of identifying and eliminating minor irregularities or defects found in any Bid. Please refer to section 8.J. above.

E. HCD may request clarifications from Bidders at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the Bid. HCD will request in writing that the Bidders provide the documentation required and specify the timeline for submission. Failure to submit the required documentation by the date and time indicated may cause HCD to deem the bid nonresponsive or require HCD to eliminate the bid from consideration due to a Bidder’s failure to satisfy minimum requirements.

F. Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the Bidder, may be rejected.

G. The award of a contract, if it is to be awarded, will be made to the lowest responsive responsible bidder whose bid complies with all requirements prescribed herein. If applicable, Small Business Preference, DVBE incentive points and TACPA points will be applied. See Section 7, Preference and Incentive Programs for details.

H. Bids will be evaluated according to the following criteria:

Category

1) Table of Contents

2) Cover Letter

3) Mandatory Qualifications

4) Required Attachments

5) Bidder’s Cost

6) Incentives, if applicable

I. Bidder’s Cost

The bidder’s cost must be submitted as provided in Section 14, Attachment 5: Bidder’s Cost.

Final Evaluation

1) Small Business (SB) Preference percentage will be calculated in accordance with state policies, along with Disabled Veteran Business Enterprise (DVBE) Incentive and TACPA Incentive. The SB Preference, DVBE Incentive and TACPA Incentive will then be applied to determine the Lowest Bidder.

2) In accordance with Government Code section 14838, subdivision (g), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the agreement shall be awarded to the disabled veteran-owned small business or microbusiness.

3) In the event of a tie in bids, in accordance with SCM Vol. 1 5.45, HCD will perform a coin toss. Such event will be observed by witnesses and the effected proposers will be invited.

4) Award, if made, will be to the responsive and responsible lowest Bidder taking into consideration any applicable preferences and incentives as outlined in Section 7, Preference and Incentive Programs.

10. BID OPENING

A. The Bid opening is open to the public and will be held via Microsoft Teams as indicated in the Schedule of Events section of this IFB.

B. Anyone who would like to attend the Bid opening must email Karpal.Bains@hcd.ca.gov and ServiceContracts@hcd.ca.gov and request the virtual meeting invitation by the date indicated in the Schedule of Events section of this IFB.

C. The Bid opening will consist of each Bid received in a timely manner. If submissions were received after the Deadline for Final Bid Submission, the Bids will not be opened.

During the Bid opening, HCD will read aloud and record the Bidder’s Name and their Total Cost Amount of the Cost Proposal(s) onto a Bid Opening Sheet.

11. AWARD AND PROTEST

A. The award of a contract, if it is to be awarded, will be made to the lowest responsive responsible bidder whose bid complies with all requirements prescribed herein. Notice of the proposed award will be on Cal eProcure at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx for five working days prior to awarding the contract.

B. Award of the contract is subject to the review and approval of the Department of General Services (DGS). Work may not begin until the contract has been approved by

DGS.

C. Prior to the award of agreement, a Bidder may file a protest with the DGS, Office of Legal Services (OLS). The protest notification should identify the grounds of the protest, including that the protesting Bidder would have been awarded the agreement had the HCD correctly applied the evaluation standard in the IFB.

D. Protest notifications must identify the Department of Housing and Community Development as the Awarding Agency and identify the IFB Number 25-10-001.

E. Protest Notification must be sent to both of the following addresses:

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator mailto:Karpal.Bains@hcd.ca.gov https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

Housing and Community Development Contract Services Section Attention: Karpal Bains 651 Bannon St, Suite 400, Sacramento, CA 95811 ServiceContracts@hcd.ca.gov

F. Protests may be sent to DGS by mail, email, courier or personal delivery.

G. Protesting Bidder should include their email address if they have one and advise the DGS Bid Protest Coordinator if they will accept service of documents pertaining to the protest via email.

H. HCD encourages any protest to be submitted electronically via email. If a protesting Bidder prefers to submit a physical copy of the protest, HCD encourages submittal through certified or registered mail.

I. Within five (5) calendar days after filing the initial protest, the protesting Bidder shall file with the DGS, OLS and the HCD a detailed written statement specifying the grounds for the protest.

J. The agreement will not be awarded until either the protest has been withdrawn or DGS has decided the matter.

12. TAX DELINQUENCY DISCLAIMER

A. Pursuant to the Public Contract Code section 10295.4, persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the California Department of Tax and Fee Administration (CDTFA) are ineligible to enter into any agreement with the state for non-IT goods or services. Any agreement entered into in violation of section 10295.4 is void and unenforceable.

B. Prior to executing any state agreement or renewal for non-IT goods or services, the

HCD shall verify that the proposed awardee(s) is not on a prohibited list by checking both the FTB and CDTFA websites. The established lists can be found at:

FTB: About the delinquent taxpayer list | https://www.ftb.ca.gov/about-ftb/newsroom/top- 500-past-due-balances/corporate-income-tax-list.html

CDTFA: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm.

13. OTHER CRITERIA

A. Conflict of Interest mailto:OLSProtests@dgs.ca.gov mailto:ServiceContracts@hcd.ca.gov https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Compliance is required with California Public Contract Code Sections 10410 and 10411 relating to employment of current and former state employees.

B. Corporate Qualifications to Do Business in California

The Bidder awarded the contract must be in good standing and must be qualified to do business in California at the time the contract is executed and during the entire term of the contract.

C. Generative Artificial Intelligence (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.

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

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

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

D. Follow-On Contracts

No person, Bidder, or subsidiary thereof or their officers or directors, who were previously awarded a HCD consulting services contract, or a contract which primarily includes a consulting services component, may submit a bid or be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action that is required, suggested, or otherwise deemed to be an outgrowth of advice or recommendations submitted pursuant to the consulting service contract (Cal. Public Contract Code § 10365.5).

E. Execution of Contract

The contract will be executed on the State of California Standard Agreement, Form

STD. 213. Contractors are expected to comply with all applicable contract provisions (as may be amended from time to time).

14. REQUIRED ATTACHMENTS

Attachment 1: Required Attachment Checklist

Complete this checklist to confirm the items submitted in the bid. Place a check mark or “X” next to each item that is included with the response to HCD. For a bid to be responsive, all required attachments must be returned. This checklist must also be returned with your bid package.

Attachment Name/Description

Attachment 1 Required Attachment Checklist

Attachment 2 Bid/Bidder Certification Sheet (with original signature)

Attachment 3 Mandatory Qualifications Response (with original signature)

Attachment 4 Bidder’s References

Attachment 5 Bidder’s Cost

Attachment 6

Executive Order N-6-22 Russia Sanctions (ADM 127) (if

$5,000,000 or more)

Attachment 7

Target Area Contract Preference Act (TACPA) (STD 830) (if applicable)

Attachment 8 Bidder Declaration (GSPD-05-105)

Attachment 9 Darfur Contracting Act

Attachment 10 California Civil Rights Laws Certification

Attachment 11 Iran Contracting Act

Attachment 12 Payee Data Record (STD 204)

Attachment 13 Payee Data Record Supplement (STD 205) (Optional)

Attachment 14 Contractor Certification Clauses (CCC 04/2017)

Attachment 15 DVBE Declaration Form (STD. 843) (if applicable)

Attachment 16 Commercially Useful Function Certification (if applicable) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.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_1.pdf https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiMw5Ok2t_2AhVtleAKHaG5DhcQFnoECBcQAQ&url=https%3A%2F%2Fwww.dgs.ca.gov%2F-%2Fmedia%2FDivisions%2FOLS%2FForms%2FCALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.ashx&usg=AOvVaw3MuTBwlXsLQIPe8O3MC0uY https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/SCM/Iran_Contracting_Act_Verification_Form.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

Attachment 2: Bid/Bidder Certification Sheet This Bid/Bidder Certification Sheet must be signed and returned along with all the “required attachments” as an entire package. Instructions for completing the Bid/Bidder Certification Sheet follow.

By signing this certification, the Bidder certifies that:

a. All required attachments are included with this certification sheet.

b. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document and authorizes the verification of any part of this bid.

An unsigned Bid/Bidder Certification Sheet may be cause for rejection.

1. Company Name 2. Telephone

2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No.

(FEIN)

8. California Corporation No.

9. Indicate applicable license…