25-96-019_RFQ__Electronic_Waste_Pick_Up_Services.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 95811 www.hcd.ca.gov

REQUEST FOR QUOTE

Information Technology Informal Competitive

Notice to Prospective Bidders

RFQ 25-96-019 Electronic Waste Pick Up Services

October 24, 2025

You are invited to review and respond to this Information Technology informal competitive Request for Quote (RFQ), for Electronic Waste Pick Up Services. In submitting your Quote, you must comply with the instructions found herein.

In submitting a Quote, Bidders agree that they have read, understood, and will comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a Bidders submitted Quote. By submitting a response, Bidders agrees to the terms and conditions stated in this solicitation and that Bidders quote covers all labor, materials, tools, and equipment necessary to provide services in accordance with the specifications and provisions received with the RFQ. Bidders are responsible for their own costs of responding to this RFQ.

All agreements entered into with the State of California will include by reference the state’s General Provisions- Information Technology that may be viewed and downloaded at:

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

This solicitation is published online at the California State Contracts Register (CSCR) Cal eProcure web site at: California State Government Marketplace. To ensure receipt of any addenda that may be issued, and answers to any questions posed, you must register online at https://caleprocure.ca.gov/pages/.

Please review the Bidders Instructions for additional information on how to provide a responsive quote. Bidders Instructions may be viewed and downloaded at:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

In the opinion of the Department of Housing and Community Development (HCD), this RFQ is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please contact:

Norma Martinez HCD Contract Analyst

Norma.Martinez@hcd.ca.gov and ServiceContracts@hcd.ca.gov http://www.hcd.ca.gov/ https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/ https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf mailto:Norma.Martinez@hcd.ca.gov mailto:ServiceContracts@hcd.ca.gov

Department of Housing and Community Development

RFQ 25-96-019

Electronic Waste Pick Up Services

(916) 776-7802 or (916) 263-6928

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum. HCD will share your questions and its response with all other firms contacted.

Please note that all email correspondence with HCD and all documents and materials submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code, § 6250, et seq.) and subject to review by the public.

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.

Department of Housing and Community Development Contracts Service Section 651 Bannon Street, Suite 400 Sacramento, CA 95811

Quote Cover Letter

Please include this page with your quote submission.

Quotes must be submitted to the HCD Contracts Analyst listed on page 1 of this RFQ by the due date listed in Section B, Quote Requirements and Information of this Solicitation

Supplier name and address:

Contact: Phone:

Title:

Signature

Date:

Federal Employer Identification Number:

Note: The SB/DVBE participation requirement has been waived; however, the SB/DVBE Incentive Program will apply for this solicitation.

ARE YOU CLAIMING PREFERENCE AS A SMALL BUSINESS:

YES NO

IF YES, MANUFACTURER?

ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS

SUBCONTRACTOR PREFERENCE?

ARE YOU CLAIMING PREFERENCE AS A DISABLED VETERAN BUSINESS

ENTERPRISE:

IF YES, MANUFACTURER?

ARE YOU A NON- DISABLED VETERAN BUSINESS ENTERPRISE CLAIMING AT LEAST

25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE?

SECTION 14838 ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A

5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A

NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL

BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF

REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN

SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION

999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

Bidder agrees, if this response is accepted within 45 calendar days following the date the response is due, to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions.

DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed Bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows:

(1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

Description The purpose of this Request for Quote for Information Technology (IT) Services is to provide HCD with electronic waste pick-up and destruction services.

The following Exhibits and Attachments are incorporated as part of this Request for Quote for IT Services:

Exhibit A, Scope of Work Exhibit A, Attachment A, HCD Universal/E-waste List Exhibit B, Budget Detail and Payment Provisions Exhibit C, General Provision-Information Technology, incorporated by reference.

Exhibit D, HCD Additional Terms and Conditions Exhibit E, Administrative Changes Attachments 1 through 11

Table of Contents

Quote Cover Letter

Section A – Purpose and Description of Services

1. Purpose

2. Contract Term

Section B – Quote Requirements and Information:

1. Key Action Dates

2. Written Questions

3. Submission of Quote

4. Quote Evaluation and Award Process

5. Award and Protest

6. Disposition of Quotes

7. Tax Delinquency Disclaimer

8. Agreement Execution and Performance

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

10. Generative Artificial Intelligence (GENAI)

Section C – Preference and Incentive Programs

1. Small Business Preference

2. Disabled Veteran Business Enterprise Program and Incentive

Section D – Required Attachments

Attachment 1: Required Attachment Checklist

Attachment 2: Quote Cover Letter

Attachment 3: Cost Quote

Attachments 4-7

Attachment 8: Confidentiality Statement

Attachment 9: Small Business certification (if applicable) *

Attachment 10: Commercially Useful Function Certification

Section E: Contract Exhibits

Exhibit A: Scope of Work

Exhibit A, Attachment 1

Exhibit B: Budget Detail and Payment Provisions

Exhibit C: General Provision- Information Technology DGS PD

Exhibit D: HCD Additional Terms and Conditions

Exhibit E: Administrative Changes

Section A – Purpose and Description of Services

1. Purpose

The resulting “Contractor,” agrees to provide the Department of Housing and Community Development with Universal/E-Waste collection, pick-up, and recycling services. The Contractor will perform services in compliance with all applicable federal, state, county and local statues, laws, rules and regulations, and ordinances as set forth by the California Environmental Protection Agency (Cal/EPA), California Department of Toxic Substance Control (DTSC), and the U.S. Environmental Protection Agency (EPA). Refer to Section E: Contract Exhibits, for additional information.

2. Contract Term

The anticipated period of performance for the Agreement will be December 1, 2025, or upon HCD Approval; whichever comes later through November 30, 2027, with the option to extend for one (1) additional twelve (12) month terms at the original rates evaluated and considered, not to exceed a three-year term.

Section B – Quote Requirements and Information:

1. Key Action Dates

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 RFQ. Any dates that follow the final date for quote submission are only approximate and may be adjusted as conditions indicate without addendum to this RFQ.

Event: Date: Time:

RFQ Available to Prospective Bidders 10/24/2025 N/A

Written Questions Submittal Deadline 10/29/2025 2:00 PM

Response to Written Questions 10/31/2025 2:00 PM

Final Date for Quote Submission 11/5/2025 2:00 PM

Quote Evaluation by HCD 11/7/2025 N/A

Tentative Agreement Start Date December 1, 2025, or upon HCD approval, whichever occurs later.

N/A

2. Written Questions

Bidder may request clarification of the intent, content, or procedural matters regarding the RFQ process or the Department’s advertising and public awareness campaigns by submitting written questions electronically via e-mail to the e-mail addresses listed on page 1 of this solicitation. To ensure a response, questions must be received by the scheduled date and time given in Section B.1, Key Action Dates. Inquiries received after the question submittal deadline will only be addressed at HCD’s discretion. Question and answer sets will be provided to all Bidders without identifying the submitters. ALL

QUESTIONS MUST BE SUBMITTED IN WRITING.

Note: it is the responsibility of the Bidder to check Cal eProcure for questions and/or changes within the RFQ as all questions, answers, and addendums will be posted. HCD will not be held responsible for inaccurate quotes due to Bidder’s oversight in reviewing any and all information via Cal eProcure.

3. Submission of Quote

a. Quotes must be submitted to the HCD Contracts Analyst listed on page 1 of this RFQ and to ServiceContracts@hcd.ca.gov by the due date listed above in Section B.1, Key Action dates. Any response received after this date and time will not be considered. A postmark shall not be accepted as meeting the deadline if received after the specified due date and time. It is the Bidder’s responsibility to ensure timely delivery of the response.

b. This RFQ and the Contractor’s Quote, in response to this document, may be made a part of the contract. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Scope of Work (SOW) of this RFQ.

c. Quotes shall provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this RFQ. The Quote must be complete and accurate.

d. Quotes must include all required documentation listed on the Attachment 1, Required Attachment Checklist.

e. All documents contained in the Quote package that require a signature must be signed by an authorized individual. The signature must indicate the title or position that the individual holds in the firm. An unsigned Quote may be rejected.

f. If the Quote is made under a fictitious name or business title, the actual legal name of

Bidder must be provided.

mailto:ServiceContracts@hcd.ca.gov

g. A Quote 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 Quotes and may waive any immaterial deviation in a Quote. HCD’s waiver of immaterial defect shall in no way modify the RFQ document or excuse the Bidders from full compliance with all requirements if awarded the Agreement.

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

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

HCD reserves the right to reject all Quotes.

j. Bidders are cautioned not to rely on the Department during the evaluation to discover and report to the Bidders any defects and errors in the submitted documents.

Bidders, before submitting their documents, should carefully proof them for errors and adherence to the RFQ requirements.

k. More than one (1) Quote from an individual, firm, 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) Quote for the work contemplated herein will cause the rejection of all Quotes submitted by that Bidder. If there is reason for believing that collusion exists among the Bidders, none of the participants of such collusion will be considered in this solicitation.

l. HCD does not accept alternate agreement language from a prospective contractor. A

Quote with such language shall be considered a counter Quote and will be rejected.

The State’s General Terms and Conditions (GTC) and General Provisions- Information Technology are not negotiable.

m. If the size of your response documents exceeds the email size limit, please compress your files into a single ZIP file before submission. This will help ensure all necessary documents are included and transmitted successfully. Before submitting, please verify that the ZIP file was created successfully and that all files are accessible within

it. Additionally, please ensure the ZIP file is clearly labeled with your company name and the RFO number for ease of identification.

4. Quote Evaluation and Award Process

a. Each Quote will be checked for the presence or absence of required information in conformance with the submission requirements of this RFQ.

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

c. Award, if made, will be to the responsive lowest cost Bidder.

5. Award and Protest

a. Award of contract, if made, will be in accordance with the RFQ information on

Evaluation of a responsible Bidder whose Quote complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within 45 days after the scheduled date for the Agreement Award as specified in the RFQ; however, a Bidder may extend the quote beyond 45 days in the event of a delay of contract award.

b. The State reserves the right to determine the successful Bidder either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the Bidders specify otherwise in its Quote, the State may accept any item or group of items of any Quote. The State reserves the right to modify or cancel in whole or in part its RFQ.

c. There are no protest rights for this solicitation.

6. Disposition of Quotes

All documents submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. Should a Bidder desire to keep any or all components of their response to this RFQ confidential, the Bidder would need to obtain a protective order from a court of competent jurisdiction.

7. 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 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 any 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: https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

CDTFA: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

8. Agreement Execution and Performance

a. Performance shall start after all approvals have been obtained and the Agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

b. All performance under the agreement shall be completed on or before the termination date of the agreement.

c. Should, during the course of the resulting contract, it become necessary to modify the terms of the contract, these modifications may be made by mutual agreement by the contracting parties through a written amendment to the contract. A contract amendment will not be effective unless in writing and until fully executed by both parties. No oral understanding or agreement will be binding on either the Contractor or the HCD unless incorporated through the proper contract process. HCD reserves the right to amend the Agreement to add term extensions and to add additional funds according to the needs of the program.

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

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a quote, Contractor represents that it is not a target of Economic Sanctions.

Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s quote any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

10. Generative Artificial Intelligence (GENAI)

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

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief 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.

Section C – Preference and Incentive Programs

HCD is awarding this Agreement using the Informal Competitive RFQ method and is therefore awarding the responsive Bidder with the lowest quote. The examples listed below represent an example of how Small Business Preference and Disabled Veteran Business Enterprise incentive is applied to the lowest cost quote. For our purposes, the SB preference and DVBE incentive will be applied to the quotes in which the preference and/or incentive are applicable and based upon the lowest cost.

1. Small Business Preference

a. Small businesses will be granted the five percent (5%) small business preference on a quote evaluation by an awarding department when a responsible non-small business has submitted the lowest-priced quote pursuant to a solicitation evaluation method described in Section 1896.8, of the California Code of Regulations.

b. If SB preference is claimed, it shall be 5% of the net quote price of the lowest responsive and responsible quote of a business that is not eligible for the SB preference (CCR Section 1896.8(a)). The SB preference is not applied when the lowest responsive, responsible Bidder is eligible for the SB preference. The net quote price is the value of the quote excluding sales and use tax, finance charges, postage and handling charges. Shipping charges are also excluded from the net cost unless the shipping charge is included in the evaluation such as FOB Origin, Freight Collect or FOB Destination. The net quote price includes any evaluation corrections and applicable discounts.

2. Disabled Veteran Business Enterprise Program and Incentive

a. HCD hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement for this RFQ.

b. The allowable incentive percentage(s) are between 1% and 5% and is based on confirmed DVBE participation.

c. An incentive for Bidders who include DVBE participation is available and encouraged for this RFQ. For evaluation purposes only, the State shall apply an incentive to quotes that include California certified DVBE participation and confirmed by the HCD. The incentive amount will vary in conjunction with the percentage of DVBE participation in accordance with the following formula:

DVBE Incentive Participation DVBE Incentive

5% or Over 5%

4% to 4.99% Inclusive 4%

3% to 3.99% Inclusive 3%

2% to 2.99% Inclusive 2%

1% to 1.99% Inclusive 1%

d. Information submitted by the bidder to claim the DVBE incentive will be verified by

HCD. Only the DVBEs who shall perform a commercially useful function relevant to the SOW included in this RFQ may be used to qualify the bidder for a DVBE incentive. All DVBE bidders and their proposed subcontractors must submit a copy of the Declarations Form (Std. 843). See Attachment 6 in the Required Attachment Checklist (Attachment 1).

e. Calculation of Multiple Preferences: In the event that 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 (f), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB bidder is the apparent awardee unless another SB bidder is also a DVBE or has subcontracted with DVBE firms.

Note: in accordance with Government Code section 14838, subdivision (f), 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.

f. Adherence to the DVBE Requirements:

i. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the quote or offer may be cause for agreement termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in Military & Veterans Code section 999.9; Contractor must immediately notify the HCD’s SB/DVBE Advocate that the substitution of a DVBE subcontractor is requested.

ii. Failure of Contractor to adhere to the certification requirements of Military and Veterans Code section 999.5, subdivision (d) may be used as evidence of the Bidder’s non-responsibility in future solicitations.

g. Commercially Useful Function (CUF) Disclaimer

i. 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 quotes deemed non-responsive. A SB/MB or DVBE is deemed to perform a commercially useful function when the business does all of the following:

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

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

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

• 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.

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

• Agreements resulting from this solicitation shall afterwards be monitored for compliance with CUF for the duration of the agreement.

Section D – Required Attachments Attachment 1: Required Attachment Checklist

A complete Quote or Quote package must consist of the items identified below.

Complete this checklist to confirm the items submitted in the Quote. Check off each item that is included with the response to HCD. For a Quote to be responsive, all required attachments must be returned signed, as applicable. For any attachment that is not applicable, mark N/A and return with the Quote. This checklist must also be returned with your Quote package.

Attachment Name/Description

☐ Attachment 1 Required Attachment Checklist

☐ Attachment 2 Quote Cover Letter

☐ Attachment 3 Cost Quote

☐ Attachment 4 Bidders Declaration (GSPD-05-106)

☐ Attachment 5 Payee Data Record (STD 204)

☐ Attachment 6 DVBE Declaration Form (STD. 843) (if applicable)

☐ Attachment 7 Payee Data Record Supplement (STD 205) (Optional)

☐ Attachment 8 Confidentiality Statement

☐ Attachment 9 Small Business certification (if applicable) *

☐ Attachment 10 Commercially Usefully Function Certificate (if applicable)

☐ Attachment 11 Department of Toxic Substances Control Certification**

*Bidders must provide a copy of their active Small Business Certification and attach it to the Quote submission as Attachment 9.

**Bidders must provide a copy of their active Department of Toxic Substances Control Certification and attach it to the Quote submission as Attachment 11.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-106.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

Attachment 2: Quote Cover Letter

(See Page 3 of this solicitation)

Attachment 3: Cost Quote Bidder’s Name:

HCD reserves the right to make mathematical corrections to Cost Quote and/or contact the Bidder for clarification purposes.

I hereby certify that I am authorized to sign this Cost Quote and warrant that the cost shown above is accurate and represents an unconditional offer to HCD.

Signature

Date Signed

Printed Name

Title

Service Item Labor Category/Service Description

Unit of Measure Cost

Standard Packaging

Bulk pack equipment within HCD building(s) onto carts and/or bins in a manner appropriate to the disposition of the equipment.

Per Hour

Onsite set-up and Solid-State Drive and/or Hard Disk Drive physical destruction

Physically destroy Solid- State Drive and/or Hard Disk Drive. Per piece

Solid-State Drive and/or Hard Disk Drive removal

Remove Solid-State Drive and/or Hard Disk Drive from applicable equipment and as needed. Provide Drive(s) to HCD personnel witnessing the removal.

Per 30 minutes

E-waste Recycling E-waste recycling Per pound

Total Cost $

Attachments 4-7

These attachments can be accessed via the links included in Attachment 1, Required Attachment Checklist

Attachment 8: Confidentiality Statement

As an authorized representative and/or corporate officer of the company named below, I warrant my company, and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFQ-ITS 25-96-019 or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them.

I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply with this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above.

I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one.

(Signature of representative) (Date)

(Typed name of representative)

(Typed name of company)

Attachment 9: Small Business certification (if applicable) *

Attachment 10: Commercially Useful Function Certification

STATE OF CALIFORNIA

COMMERCIALLY USEFUL

FUNCTION CERTIFICATION

HCD ADM 142 (NEW 12/23)

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

ADMINISTRATION AND MANAGEMENT DIVISION

Business and Contract Service Branch

COMMERCIALLY USEFUL FUNCTION CERTIFICATION

Bidder Name:___________________________________________

On January 1, 2004, Chapter 623, Statutes of 2003, became effective and required all Small Businesses, Micro- Businesses, and Disabled Veteran Business Enterprises (DVBE) to perform a “commercially useful function” in any contract they perform for the State. If you answer "No" to any of the following questions, you are not CUF compliant.

A business that is performing a commercially useful function is one that does ALL of the following:

1) Is responsible for execution of a distinct element of the work of the contract

2) Carries out its obligation by actually performing, managing, or supervising the work involved

3) Performs work that is normal for its business, services and function

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

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

If Bidder is a Small Business (SB) or DVBE they must provide certification for themselves as well as a certification for each subcontractor claiming preference points for the agreement. The Bidder must provide a written statement detailing the role, services and/or goods they (if they are a SB/DVBE) and/or their subcontractor(s) will provide to meet all of the above five Commercially Useful Function (C.U.F.) requirements as certification that they and/or their subcontractors are performing a commercially useful function.

Print Name of Vendor being certified with a C.U.F.

(Bidder’s Signature)

Attachment 11: Department of Toxic Substances Control Certification

Section E: Contract Exhibits Exhibit A: Scope of Work

1. Services and Mission

TBD, hereafter referred to as the (“Contractor”), agrees to provide to the Department of Housing and Community Development, hereafter referred to as (“HCD” or “Department”) with universal/electronic waste (E-Waste) pick up services (“Work”) as described herein.

HCD’s Mission is to promote safe, affordable homes and vibrant, inclusive, sustainable communities for all Californians. HCD 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.

2. Location and Hours

Work must be provided during the hours of 8:00 am to 5:00 pm, Pacific Standard Time (PST) Monday through Friday, excluding State observed holidays, as applicable. HCD does not anticipate the need to perform services during afterhours. However, when the need arises during afterhours, after 5:00 PM or before 8:00 AM (PST), scheduling of a date and time will be mutually agreed upon by HCD and the Contractor. There will be no increase in hourly rates for extended hours or days.

Work will be provided at the following locations:

A. HCD Headquarters 651 Bannon Street, Suite 400 Sacramento, CA 95811

B. 9342 Tech Center Drive, Suite 550, Sacramento, CA 95826

C. 3220 S Higuera Street, Suite 101A, San Luis Obispo, CA 93401

D. 1530 Hilton Head Road, Suite 107, El Cajon, CA 92019

E. 3737 Main Street, Suite 400, Riverside, CA 92501

3. Term and Commencement of Work

A. The period of performance for the Agreement will be 12/1/2025 or Upon HCD approval, whichever is later, through 11/30/2027, with the option to extend for one (1) additional twelve (12) month term at the original rates evaluated and considered. Agreement shall not exceed a three-year term.

B. The Contractor will not be authorized to deliver or commence the performance of services as described in this Scope of Work (SOW) until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement or after the Agreement end date will be considered voluntary on the part of the Contractor and non-compensable.

C. The Contractor’s anticipated level of effort and rendering of services for this Agreement may fluctuate over the Agreement term. The Contractor must apply resources commensurate with the activity level as needed by HCD to meet fluctuating demands.

4. The Agreement Representatives

Department of Housing and Community Development TBD

Section/Unit: Information Technology Branch *Contractor Representative:

*Contract Manager & Classification title: Contractor Title:

Address: 651 Bannon Street, Suite 400

Sacramento, CA 95811

Address:

Phone No.: (916) Phone No.:

Email: Email:

*Both parties will have the right to change the Contract Manager/Representatives from time to time throughout the term of this Agreement. Such change will not require the consent of HCD or the Contractor. The changing party will notify the other party, in writing, of the name of the new Contract Manager/Representative within 30 days of his or her appointment to such position. Such written notice will not constitute, nor require, an amendment to this Agreement.

5. Specifications and Detailed Description of Work

A. The Contractor will perform Universal/E-Waste transport, pick-up, recycling, and in-person physical destruction of Solid-State Drive (SSD)/Hard Disk Drive (HDD) services. Services will be in compliance with all applicable federal, state, county and local statues, laws, rules and regulations, and ordinances as set forth by the California Environmental Protection Agency (Cal/EPA), California Department of Toxic Substance Control (DTSC), and the U.S. Environmental Protection Agency

(EPA).

B. The Contractor will provide the following services:

1) Pick up all Universal/E-Waste items; examples of such items are listed, but not limited to, on Exhibit A, Attachment 1, HCD Universal/E-Waste List.

2) Provide all personnel, transportation, necessary equipment, tools, materials, and supplies, including trucks equipped with liftgates or ramps to load and transport all Universal/E-Waste items safely.

3) Provide a lead site contact with the ability to effectively communicate both orally and in writing to receive directions from HCD personnel and disseminate to other Contractor staff.

4) Make staff available during agreed timeframes and coordinate pick up of all items with the HCD Contract Manager.

a. HCD Contract Manager will coordinate with the Contractor and give ten (10)-day notice to the Contractor when arranging pickup times. If HCD needs to adjust the schedule, the HCD Contract Manager will give the Contractor 48-hour advance notice.

5) Provide personnel that will personally remove the Universal/E-Waste items throughout the HCD buildings.

a. Contractor staff will be responsible for removing all items from locations identified by HCD Contract Manager and transferring them down to the loading dock area(s).

b. The HCD Contract Manager or designee will escort Contractor personnel throughout the HCD building.

6) Contractor will remove HDD and/or SSD from applicable field office equipment as needed under the supervision of HCD personnel and provide it to the HCD personnel. HCD personnel will deliver removed HDD/SSD to HCD Headquarters for destruction, when needed.

a. HDD and or SSD removal tasks will be managed by HCD IT Staff for equipment located at a Sacramento office.

7) Provide onsite data physical destruction of the SSD’s and/or HDD’s and recycle all residual materials offsite.

a. Examples of acceptable destruction of the SSD’s and/or HDD’s include, but are not limited to, punching a hole, cutting in half, smashing flat, drilling or shredding.

b. HCD Contract Manager or designee will observe during the destruction for confirmation.

8) Properly recycle all Universal/E-Waste items per California Code of Regulations, Title 22, Division 4.5, Chapter 23, Article 7.

6. Contractor Responsibilities

The Contractor must:

A. Be a Department of Toxic Substances Control authorized Universal/E-Waste collector and utilize an authorized E-Waste recycler. The Contractor must provide their certifications for their authorization from the Department of Toxic Substances to HCD Contracts Office.

B. Assume all responsibility and liability for the proper, lawful and safe packaging, loading, unloading, transportation, weighing, re-use, storage, and recycling of products accepted under the terms of this Agreement, from the time of receipt by the Contractor until the final disposal of the waste at an approved site.

C. Assumes responsibility for disposal charges, including any disposal fees and other costs related to Universal/E-Waste recycling services.

D. Assure that all materials that test as characteristic hazardous waste under California Law remain within the United States until the waste has been processed to the point at which it can be considered a commodity ready for use in a new product.

1) This requirement applies to all characteristic materials, including those with exemptions, such as circuit boards.

E. Not allow any characteristically hazardous material accepted to be sent to solid waste (non-hazardous waste) landfills or incinerators for disposal or energy recovery, either directly or through intermediaries.

F. Must perform work in a manner that will not disrupt staff during working hours and in a manner acceptable to building management.

7. Personnel Requirements, Knowledge, and Experience

A. Physical Requirements: Contractor personnel must have the ability to lift heavy materials/items up to 70 lbs. and at times heavier with assistance. Contractor personnel must not have physical restrictions with regards to bending, prolonged standing and stooping.

B. Interpersonal Skills: Ability to interact effectively and cooperatively with HCD staff.

C. Knowledge and Experience: Proper handling of Universal/E-Waste pickup and recycling to comply with all federal, state, and local regulations.

D. Safety: Knowledge of and ability to apply safety practices in the movement of materials, equipment, and avoidance of damage and personal injury.

E. Appearance: Contractor and all personnel will be required to dress in the same identifying uniform for security reasons.

8. Clean up/Disposal

Upon completion of the work, all surfaces (including carpet, walls, furniture, and equipment) must be clean of any foreign material due to work performance under this agreement. Contractor will be responsible for the removal of all Contractor’s trash. Onsite dumpsters will not be available for any trash disposal related to pick-up services.

9. Acceptance Criteria

It will be the State’s sole determination as to whether a task has been successfully completed and acceptable to the State. The HCD Contract Manager must approve the invoice before payment can be processed.

10. HCD Responsibilities

HCD will:

A. Provide Contractor personnel with access to building(s) including freight elevators, passenger elevators, suites, offices, and cubicles.

B. Make HCD staff available during agreed upon timeframes.

C. Direct Contractor personnel to location(s) where services are to be rendered and explain what services are needed.

D. Ensure a list of items for pick up are provided to the Contractor upon scheduling of E-Waste removal.

E. Coordinate pick up services with the Contractor.

F. Remove any State and/or HCD asset tags, labels, and other identifying information after collection of Universal/E-Waste.

11. Amendments

A. HCD reserves the right to amend this Agreement at any time during this Agreement term, should it become necessary to complete the agreed upon Work and upon approval by DGS where applicable.

B. HCD reserves the right to amend this Agreement at any time during this Agreement to extend the term; not exceed a three-year term, and to add additional funds at the same rates and terms originally evaluated and considered.

C. All Amendments will be completed utilizing the STD 213A and replacing applicable exhibits in their entirety and may require DGS approval where applicable.

Exhibit A, Attachment 1

HCD Universal/E-Waste List

Example Items

AC Adaptor Personal Computer devices

Amplifier Phone base Barcode Scanner Modem

Calculator Monitor Camera Mouse

Check Scanner Multi-Function Printer (MFP) Conference Phone Ram Memory

Desk Light Power Inverter Desktop Printer Power Outlet Extender Docking Station Projectors

Electronic Equipment MISC. Remote Electronic hole punch Router

Fax Scanner Firewall Security Camera Gateway Server

Hard Disk Drives (HDD) Shredder Headset Solid State Drive (SSD)

Headset Lifter Speaker Jet Direct Card or Print Server Staple Remover

Jetpack Stapler Keyboard Storage Appliance/SAN’s/NAS

KVM (Keyboard, Video, Mouse) Switch Storage area network (SAN) Laptop Surge Protector

Matrix Printer Surface Pro Pen Microphone Telephone

Miscellaneous cables, adapters, and power cords Typewriter Mobile Devices: Tablet Computers & Smartphones TV’s/Television monitors up to 70”

Mobile Hotspot Uninterruptible power supply (UPS) Network Firewalls USB Hub Network Flukes Video Camera Network Printers Wireless Access Point Network Routers Webcam

Network Switches Wireless Access Point

Exhibit B: Budget Detail and Payment Provisions

1. Agreement Amount

The total amount of this Agreement shall not exceed $TBD.

2. Budget Detail

The awarded Bidder’s cost quote information will be inserted here.

*This is an all-inclusive contract. HCD will not reimburse for any travel or other direct costs.

3. Invoicing and Payment

A. Contractor shall invoice on a service basis, with the total of all invoices not to exceed the amounts shown in Section 2, Budget Detail of this Exhibit.

B. For services satisfactorily rendered, and upon receipt and approval of the invoices, HCD agrees to compensate the Contractor the invoiced amount.

C. Invoices must include this Agreement number, a Purchase Order number, a description of services completed, and dates services were completed. The Purchase Order number will be provided at a later time by the Contract Manager.

Handwritten Agreement number is not acceptable.

D. Invoices shall be submitted, not more frequently than monthly, in arrears, to:

Accounting Division Accounts.Payable@hcd.ca.gov 651 Bannon Street, Suite 400

(916) 263-6612

4. Budget Contingency Clause

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

B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this contract, HCD shall have the option to either cancel this Agreement with mailto:Accounts.Payable@hcd.ca.gov no liability occurring to HCD or offer an agreement amendment to Contractor to reflect the reduced amount.

5. Prompt Payment Clause

Payment will be made in accordance with and within the time specified in Government Code, Title 1, Division 3.6, Part 3, Chapter 4.5 (commencing with Section 927).

6. Deadline for Submission and Payment of Final Invoice

A. No later than ninety (90) calendar days after the last day of the Agreement term, Contractor will deliver a properly completed final invoice (“Final Invoice”) to HCD in such form, containing such information, and accompanied by such supporting documentation as HCD may require.

B. The Final Invoice will be clearly marked “Final Invoice.” Contractor will maintain, and provide the Contract Manager upon request, a dated return receipt, tracking information, or written confirmation of receipt from an HCD employee as proof of timely delivery.

C. The Final Invoice will contain all of HCD’s payment obligations under this Agreement that are not included in previous invoices accepted by HCD, received by HCD and pending acceptance, or disputed and pending resolution under Section 21 of Exhibit D (“Disputes”).

D. Except as provided in paragraph F, payment of the Final Invoice will be full and final satisfaction of all of HCD’s undisputed payment obligations under this Agreement.

E. Except as provided in paragraph F, Contractor waives the right to receive any payment under this Agreement that is either:

1) Requested after the Final Invoice deadline in paragraph A.

2) Requested for a deliverable that HCD receives after termination of the Agreement.

F. This section will apply except to the extent expressly otherwise provided in this Agreement, agreed to in writing by the Contract Manager upon a determination of good cause, or otherwise required by law.

Exhibit C: General Provision- Information Technology DGS PD

Department of General Services Procurement Division, INFORMATION TECHNOLOGY - GENERAL PROVISIONS - NON-CLOUD GOODS & SERVICES, DGS PD 403-ITGP (Non- Cloud)

• Current Version (Revised and Effective 2/20/2025) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

Exhibit D: HCD Additional Terms and Conditions

1. Interpretation

In the interpretation of this Agreement, any inconsistencies between the State of California Information Technology General Provisions -Non-Cloud Goods & Services, DGS PD 403-ITGP (effective 2/20/2025) and the terms of this Agreement and exhibits or attachments shall be resolved in favor of the Information Technology General Provisions -Non-Cloud Goods & Services, DGS PD 403-ITGP (effective 2/20/2025)

2. Publications and Reports

A. Unless otherwise provided for in this Agreement, Contractor shall:

1) Incorporate any comments or revisions required by HCD into any publication or report and shall not publish any material until it receives final written HCD approval from the Contract Manager.

2) Furnish one copy of each publication and report required plus one reproducible original. Any publication or report produced in PDF must be supplied to HCD in an unlocked, Word or Excel format.

B. Illustrations, maps and graphs in summaries and publications and reports shall be developed in a manner which allows the complete illustration to be contained on a single 8-1/2 by 11 page unless specific written approval is given to the contrary.

C. Graphs, illustrations and printed materials shall be printed in a single color throughout each publication unless prior written HCD approval is granted.

D. Contractor’s name shall appear only on the cover and title page of publications and reports and summaries. Covers and title pages will read as follows:

DEPARTMENT OF HOUSING & COMMUNITY DEVELOPMENT

TITLE OF PUBLICATION

BY (CONTRACTOR)

E. HCD retains…