25MLD007_IFB_-_FINAL.pdf

arb.ca.gov 1001 I Street • P.O. Box 2815 • Sacramento, California 95812 (800) 242-4450

INVITATION FOR BID

Notice to Prospective Bidders IFB No. 25MLD007

“March 20, 2026”

You are invited to review and respond to this Invitation for Bid (IFB) No. 25MLD007, entitled, “Lab Equipment Calibration, Certification, Repair, and Preventative maintenance”. In submitting your bid, you must comply with the instructions found herein.

This IFB is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued, interested parties are encouraged to register online at: https://caleprocure.ca.gov.

The California Air Resources Board (CARB) deadline for receipt of bids is “March 25th, 2026” no later than 11:00 am (PST). All bids must be submitted via electronic mail to Purchasing@arb.ca.gov. Faxed, hand delivered and mailed bids will not be accepted. Bids must be submitted no later than the date and time indicated under Section II. A. Key Action Dates and addressed as follows: Purchasing@arb.ca.gov. File size cannot exceed 50 Mega Bytes (MB). The naming convention of the bid must be in the following format: “IFB 25MLD007 [insert vendor name] Bid.” Bids must be received on or before the date and time specified herein and the email addresses provided below:

EMAIL IFB Bids to:

Purchasing@arb.ca.gov

CC: christy.miller@arb.ca.gov CC: aracely.coria@arb.ca.gov

You are advised that you are responsible for ensuring that your bid is received by the above listed contact person by the time and date required. Any bid reaching the contact person after the deadline date and time will be rejected.

In the opinion of the CARB, this IFB is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, the contact person for this IFB is listed below. All questions must be submitted in accordance with the IFB instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Christy Miller Email: christy.miller@arb.ca.gov

We appreciate your interest in this project and hope to receive a bid from you if this is within your area of expertise.

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:Purchasing@arb.ca.gov mailto:Purchasing@arb.ca.gov mailto:christy.miller@arb.ca.gov mailto:aracely.coria@arb.ca.gov mailto:christy.miller@arb.ca.gov mailto:aracely.coria@arb.ca.gov

California Air Resources Board

TABLE OF CONTENTS SECTION

I. SCOPE OF WORK

II. BID INSTRUCTIONS AND INFORMATION

A. IFB Key Action Dates B. Submission of Bid C. Bid Submission Withdrawal D. Bidder Responsibilities E. Minimum Bidder Qualifications F. General Requirements G. Bid Rejection H. Signature I. Bid Opening and Evaluation J. Disposition of Bids K. Selection and Award L. Standard Conditions of Service M. Socio-Economic and Preference Programs ................................................. ….10 N. Darfur Contracting Act Certification…………………………………………………11

DRAFT STANDARD AGREEMENT

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit A, Attachment 1 – Equipment List Exhibit A, Attachment 2 – Preventative Maintenance Checklist Exhibit A, Attachment 3 – Preventative Maintenance Exhibit A, Attachment 4 – Preventative Maintenance Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 – Contractor’s Cost Sheet Exhibit D – Special Terms and Conditions

ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor’s Cost Sheet 4 Bidder References 5 Payee Data Record (STD 204) 6 Payee Data Record (STD 205) (if applicable) 7 Contractor Certification Clauses (CCC 04/2017) 8 Bidder Declaration (GSPD-05-105) 9 DVBE Bid Incentive Instructions 10 Darfur Contracting Act Certification 11 California Civil Rights Laws Certification (if applicable)……………………………...…55 12 Detailed Response for Minimum Qualifications 13 COVID-19 Prevention Contractor Self-Certification……………………………………..57

I. SCOPE OF WORK

The California Air Resources Board (CARB) is seeking a Contractor who shall perform/provide preventative maintenance (PM), calibration, and repair on sixty-five (65) pipettes, four (4) gravimetric ovens, two (2) Caron environmental chambers, and two (2) Caron recirculating units as detailed in this Agreement. Contractor shall perform/provide PM on nine (9) refrigerators, one (1) walk-in refrigerator, ten (10) freezers, three (3) refrigerator-freezers, two (2) dishwashers, and two (2) Wasson-ECE TO-Clean canister cleaners with Edwards vacuum pumps. TO-Clean PM includes pump maintenance, and canister line ferrule replacement as detailed in this Agreement. Contractor shall perform weight accuracy certification on three (3) calibration weights and one (1) calibration weight set as detailed in this Agreement. Contractor shall provide and be responsible for all labor, parts, travel, and materials/equipment needed to perform the services.

The contract term shall be for thirty-six (36) months.

More detailed information can be found in the Draft Standard Agreement.

CARB’s budget for this project is $50,000.00. Bids exceeding this amount may be deemed non- responsive and ineligible for award.

II. BID INSTRUCTIONS AND INFORMATION

This section contains instructions for the organization and timely submission of your bid.

It also contains the bid requirements and other important information crucial for submittal of a responsive and responsible bid. It is the responsibility of the bidder to carefully read and follow all bid requirements within this Invitation for Bid (IFB). Compliance with the IFB instructions is mandatory for your bid to be considered for award. Failure to comply with the IFB instructions will cause your bid to be deemed non-compliant and non-responsive, thus, ineligible for award.

Please read and carefully follow the instructions listed in the following sections. The instructions are separated by category, each with its own requirements and necessary information for submission of a timely and responsive bid. All requirements and specifications in the IFB must be responded to, and all requested data must be supplied for a bid to be considered responsive.

A. IFB Key Action Dates

Below is the tentative time schedule for this IFB. The CARB reserves the right to modify the IFB and/or change the date and time at its sole discretion, prior to the date fixed for submission of bids, by the issuance of an addendum to all parties who received a bid package.

i. CARB reserves the right to modify or cancel in whole or part, this solicitation.

ii. Clarifications to solicitation will be given only in the form of addenda to all bidders.

Time Schedule Date Time

IFB Posted on Cal eProcure 03/20/2026 N/A Deadline for Submission of Written Questions 03/25/2026 10:00AM

Responses to Questions Posted 03/31/2026 4:00PM

Bid Submission Due 04/07/2026 11:00AM

Bid Opening [Virtual] 04/07/2026 2:00PM

Notice of Intent To Award [posted for 5 days] 04/14/2026 11:00AM

Estimated Contract Start Date 05/25/2026 N/A

Written questions must be submitted via electronic mail by the date and time indicated in Section II.A., IFB Key Action Dates. All written questions received prior to the date indicated for the Written Questions Deadline will be answered in the form of an addendum and posted online at https://caleprocure.ca.gov. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to all parties/participants.

All questions or concerns related to the IFB must be directed electronically to:

Acquisitions Branch

Contact: Christy Miller Email: christy.miller@arb.ca.gov

B. Submission of Bid

1. All bids RECEIVED by CARB must be submitted electronically and sent to CARB by the date and time shown in the time schedule in Section II. A., “IFB Key Action Dates.”

2. Time of delivery is of the essence and must be adhered to. Any bid received after the due date and time as outlined in the time schedule in Section II.A., “IFB Key Action Dates” will be rejected by CARB as not complying with a mandatory requirement of this IFB.

3. Bids must be submitted no later than the date and time indicated under Section II. A. Key

Action Dates and file size cannot exceed 50 Mega Bytes (MB).

4. The naming convention of the bid must be in the following format: “IFB 25MLD007 [insert vendor name] Bid.”

5. Bids must be submitted as a PDF attachment directly to the addresses listed below. Bids containing external links to websites or file-sharing services will not be evaluated and will be deemed non-responsive.

Purchasing@arb.ca.gov CC: christy.miller@arb.ca.gov CC: aracely.coria@arb.ca.gov

6. Bids received after this date and time will be rejected.

C. Bid Submission Withdrawal

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

D. Bidder Responsibilities https://teams.microsoft.com/meet/29676054619910?p=3IgSr3lGIeiQ3WUaEx https://caleprocure.ca.gov/ mailto:christy.miller@arb.ca.gov mailto:aracely.coria@arb.ca.gog mailto:Purchasing@arb.ca.gov mailto:christy.miller@arb.ca.gov mailto:aracely.coria@arb.ca.gov

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

2. Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to CARB. This includes, but is not limited to: delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, any and all travel related expenses incurred in the performance of completing the bid for submittal; or for any other purpose unless expressly included and itemized in the bid solicitation.

3. Prior to submission of bid, bidder shall examine any specifications and instructions or other materials required and included in the bid package to ensure that they meet all the requirements stated in this IFB.

4. It is the bidder’s responsibility to promptly notify the CARB Contract Analyst identified in the solicitation by email, if the bidder believes that the solicitation is unfairly restrictive, contains errors or conflicting language, or needs clarification. Such notification must be submitted no later than 72 hours prior to bid opening date and time. All such correspondence received after the 72-hour deadline will not be considered and deemed ineligible for review and/or response from CARB.

5. Before submitting a response to this IFB, the Bidder should review their response, correct all errors, and confirm compliance with the IFB requirements. It is the Bidder's responsibility to complete and submit all required attachments as listed on Attachment 1.

6. Bidder must complete and submit Bid/Bidder Certification Sheet, Attachment 2.

7. Bidder must complete and submit Contractor’s Cost Sheet, Attachment 3.

Submission of this attachment is mandatory. Failure to fully complete and return attachment with your bid will cause your bid to be rejected and deemed non-responsive.

8. References must be provided using Bidder References Form, Attachment 4.

Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your bid may cause your bid to be rejected and deemed non-responsive.

9. Bidder must complete and submit to CARB, the Payee Data Record (STD 204), Attachment 5, to determine if the selected bidder is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662. This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf. Contract payment cannot be made unless a completed STD 204 and/or Payee Data Record Supplemental STD 205 (if applicable) Attachment 6, has been returned to CARB.

This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

10. Bidder is responsible for reviewing, reading, understanding, and complying in full with the State’s General Terms and Conditions along with the Contractor Certification Clauses (CCCs) at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract-Language. The bidder must sign and return CCCs, Attachment 7.

11. The bidder must complete and submit Bidder Declaration Form, Attachment 8.

http://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/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

12. The Bidder must sign and submit to CARB, the Darfur Contracting Act Certification, Attachment 10.

13. The bidder must be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement.

14. The bidder must own and operate a legitimate business. If required by law, the bidder must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the Secretary of State must be registered prior to date of Agreement award. Evidence of registration shall be submitted with bid.

15. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, bidder agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the bidder fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

16. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, bidder agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the bidder fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

17. 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.

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

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

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

E. Minimum Bidder Qualifications

The bidder must provide a detailed response, outlining information as to how the bidder meets each of the minimum qualifications listed below. The bidder must provide their detailed response on Attachment 12, Detailed Response for Minimum Qualifications.

Bids that do not meet the minimum qualifications may be determined non-responsive and ineligible for award.

1. The California Air Resources Board (CARB), Monitoring and Laboratory Division (MLD) requires that all electronic pipette units to be calibrated at least annually by an outside vendor per Northern Laboratory Branch, MLD, Laboratory Quality Control Manual. MLD is looking for calibrations that are equivalent to ISO/IEC 17025:2017.

2. Calibration weights must be American Standards for Testing and Materials International (ASTM International) Class 1 or Class S or equivalent and certified as traceable to NIST mass standards.

3. The ovens, environmental chambers, recirculators, refrigerators, freezers, walk-in refrigerator, dishwashers, and TO-Cleans must also meet manufacturer’s recommendations, which is a one-year preventative maintenance inspection as applicable.

F. General Requirements

1. Insurance Requirements

It is the bidder’s responsibility to provide insurance and endorsements as described in the Draft Standard Agreement, Exhibit D, Special Terms and Conditions, if selected for award.

2. Subcontracts/Subcontractors

If subcontractors are to be used, the bidder must include the description of each person or firm and the work to be done by each subcontractor in Attachment 8, Bidder Declaration. Subcontractors, if any must be identified and their qualifications.

3. COVID-19 Prevention Contractor Self-Certification

As part of CARB’s ongoing efforts to protect the health and safety of its employees, CARB is requesting all vendors/contractors who perform work in person or on site to provide certification that the vendor’s/contractor’s employees and subcontractors have provided documentation to the vendor/contractor that the employees are either fully vaccinated against COVID-19 (as defined by the CDC), or have obtained a negative COVID-19 test result within seventy-two (72) hours of in-person or on-site work. The vendor/contractor does not need to provide the documentation of employees’ or subcontractors’ vaccination status or negative test result to CARB. If no employees or subcontractors of the vendor/contractor will interact with any CARB employees or perform work on site, CARB requests the vendor/contractor certify to this effect.

Additionally, all contractors who perform services under a contract with CARB are expected to, at their own expense, comply with all applicable health and safety laws and regulations. This includes, but is not limited to, all laws, regulations, and public health orders related to the COVID-19 pandemic. Bidder must sign and submit to CARB, the COVID-19 Prevention Contractor Self-Certification, Attachment 13.

G. Bid Rejection

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

2. Bids must be completed in all respects as required by the IFB. A bid will be rejected if it is conditional or incomplete, or if it contains any alterations of forms or other irregularities of any kind. The State may reject any or all bids and may waive any immaterial deviation in a bid. The State's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements, if awarded the agreement. A bid must be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

3. CARB reserves the right to reject any or all bids for any reason. The agency is not required to award an agreement. Each bid will be checked in detail to determine its compliance to the IFB requirements. If a bid fails to meet any IFB requirements, CARB will determine if the deviation is material; a material deviation will cause rejection of the bid. A non-material deviation (errors in mathematical computation, spelling, etc.) will be examined to determine when the deviation is acceptable. If accepted, the bid will be processed as if no deviation had occurred.

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

5. Bids received past the date and time specified in the table in Section II.A., “IFB Key Action Dates,” will be deemed non-responsive and rejected. Under no circumstances will any bids be accepted past the date and time stated in the table. All such bids received past the date and time will not be accepted.

H. Signature

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

2. All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm and must be duly authorized to sign the contract/agreement if awarded the bid.

I. Bid Opening and Evaluation

1. The bids will be publicly opened and read promptly at the time and place indicated in the IFB, as stated in the table in Section II.A., “IFB Key Action Dates.”

The bids will be virtually publicly opened and read on Microsoft Teams:

Meeting ID: 296 760 546 199 10 Passcode: XU6Mu3ri Join: https://teams.microsoft.com/meet/29676054619910?p=3IgSr3lGIeiQ3WUaEx

The Agreement will be awarded to the lowest responsive, responsible Proposer meeting the requirements outlines in this IFB.

2. A vendor’s bid must constitute an irrevocable offer for a period of at least 90 days following the scheduled date for contract award and execution.

3. CARB will put each bid through an administrative evaluation process pursuant to the published requirements to determine the bidder’s responsiveness to the IFB.

J. Disposition of Bids

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

K. Selection and Award

1. Award, if made, will be to the lowest responsive, responsible bidder.

2. Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted at least five working days prior to awarding the contract.

Notice of the proposed award shall be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx and online at https://www.arb.ca.gov/personnel/contracts/contractsoutside.htm

3. Whenever an agreement is awarded under a procedure which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by email five (5) working days prior to the award of the agreement.

4. Bidders may protest the proposed award(s) by filing a notice of protest with CARB and the Department of General Services (DGS), Office of Legal Services (OLS).

5. Protest notices should contain full contact information, including an email address, and must be filed with:

Acquisitions Branch Attention:

Alice Kindarara, Manager II, Branch Chief

IFB (25MLD007)

1001 I Street, 20th Floor Sacramento, CA 95814 Phone Number: (916) 322-8387 Email Address:

purchasing@arb.ca.gov

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7- 330 West Sacramento, CA 95605 Bid Protest Coordinator email address:

OLSProtests@dgs.ca.gov https://teams.microsoft.com/meet/29676054619910?p=3IgSr3lGIeiQ3WUaEx https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcaleprocure.ca.gov%2Fpages%2Findex.aspx&data=04%7C01%7CLaurie.Oineza%40arb.ca.gov%7Ce7a25abe4f6b4f4451bd08d9a4a32250%7C9de5aaee778840b1a438c0ccc98c87cc%7C0%7C0%7C637721842831800710%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=dLhbZMrXzhdU9REMCTRED5Yl09MI0P9vlzZr%2FxaojwY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.arb.ca.gov%2Fpersonnel%2Fcontracts%2Fcontractsoutside.htm&data=04%7C01%7CLaurie.Oineza%40arb.ca.gov%7Ce7a25abe4f6b4f4451bd08d9a4a32250%7C9de5aaee778840b1a438c0ccc98c87cc%7C0%7C0%7C637721842831800710%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=rnw4thP1QztCbugKnfNff8t2SccffwCGYQY6Ts2nULY%3D&reserved=0 mailto:purchasing@arb.ca.gov mailto:OLSProtests@dgs.ca.gov

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

7. The Agreement(s) shall not be awarded until either the protest has been withdrawn or the State has decided the matter.

8. Proposed contractor will receive a fully executed contract with all necessary terms and conditions and exhibits/attachments. Proposed contractor should carefully read the entire contract and be sure to sign contract and all required documents.

9. Such award, if made, will be made within sixty (60) days after opening of bids, if not sooner. Contract shall be signed by bidder and returned within ten (10) working days of receipt. If lowest responsive, responsible bidder refuses or fails to execute the contract, CARB may award the contract to the next lowest responsive, responsible bidder.

L. Standard Conditions of Service

1. Services shall be available on the express date set by the awarding agency and the

Contractor, 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. In addition, the Contractor shall be liable to the State for the difference between contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

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

3. The State does not accept alternate contract language from a prospective contractor. A bid with such language may be considered a counter proposal and may be rejected.

The State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) are not negotiable. The GTC and CCCs are included in the sample agreement attached to this package and may also be viewed at the Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language under Standard Contract Language.

4. The State does not negotiate rates and/or costs listed on any bid submitted.

5. No oral understanding or agreement shall be binding on either party. Any changes or alterations to the contract/agreement must be in writing and approved by both parties and/or Department of General Services’ Office of Legal Services, if required.

M. Socio-Economic and Preference Programs

1. Disabled Veteran Business Enterprise (DVBE) Incentive (Optional)

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE.

If a prime bidder is a certified DVBE or commits to subcontracting with DVBE(s), it may be eligible to receive an incentive provided that the DVBE provides a commercially https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l).

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration (GSPD- 05-105), Attachment 9, and confirmed by the State.

The incentive amount varies in conjunction with the percentage of DVBE participation in accordance with the “California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions,” Attachment 8.

Confirmed DVBE Participation of: DVBE Incentive:

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

5% or Over 5%

Bidders claiming the DVBE incentive must complete and return the Disabled Veteran Business Enterprise Declarations form (STD 843) found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

2. Small Business (SB) or Microbusiness (MB) Preference (Optional)

If bidder is claiming the 5 % certified SB or MB preference, or is committing to subcontract 25 % or more of their net bid price to one or more Certified SBs or MBs, complete Bidder Declaration (GSPD-05-105), Attachment 9, and attach a copy of the certification.

Additional References: https://www.dgs.ca.gov/PD-OSDS

Questions regarding the certification approval process or the Small Business program should be directed to the Department of General Services, Procurement Division at

(800) 559-5529 or (916) 375-4940. For the 24-Hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or bidders using the non-SB preference shall be granted a preference consisting of 5 % of the bid price of the lowest responsive bidder that is not a SB.

N. Darfur Contracting Act Certification (Mandatory Submittal)

Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three years has conducted business activities or other operations outside of the United States. For any contractor that submits a bid or proposal, the contractor must certify that it is either 1) not a scrutinized company; or 2) a scrutinized company that has been granted permission by the Department of General Services. This form must be completed and submitted with your bid. See Darfur Contracting Act Certification, Attachment 10.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.dgs.ca.gov/PD-OSDS

DRAFT STANDARD AGREEMENT

(TO BE INSERTED ONCE FINAL)

EXHIBIT A

SCOPE OF WORK

Contractor shall perform/provide preventative maintenance (PM), calibration, and repair on sixty-five (65) pipettes, four (4) gravimetric ovens, two (2) Caron environmental chambers, and two (2) Caron recirculating units as detailed in this Agreement. Contractor shall perform/provide PM on nine (9) refrigerators, one (1) walk-in refrigerator, ten (10) freezers, three (3) refrigerator-freezers, two (2) dishwashers, and two (2) Wasson-ECE TO-Clean canister cleaners with Edwards vacuum pumps. TO-Clean PM includes pump maintenance, and canister line ferrule replacement as detailed in this Agreement. Contractor shall perform weight accuracy certification on three (3) calibration weights and one (1) calibration weight set as detailed in this Agreement. Contractor shall provide and be responsible for all labor, parts, travel, and materials/equipment needed to perform the services.

A. EQUIPMENT

Contractor shall perform the services outlined in this Agreement on the equipment and components listed in Exhibit A, Attachment 1 − Equipment List. For the purpose of this Agreement, all equipment and components shall be referred to as “equipment” unless otherwise specified.

The State reserves the right to add equipment similar to the list specified in this Agreement and delete equipment that has become obsolete through a formal amendment.

Additional equipment will be serviced at the rates specified in Exhibit B, Attachment 1 – Contractor’s Cost Sheet.

B. RATES

Contractor shall be compensated for all costs associated with the services at the rate specified in Exhibit B, Attachment 1 – Contractor’s Cost Sheet.

C. GENERAL

1. Location:

Services shall be performed at CARB’s facility located below, unless otherwise specified.

Special Analysis Section (SAS) 1900 14th Street, Sacramento, CA 95811

Inorganics Laboratory Section (ILS) Laboratory Support Section (LSS) Organic Laboratory Section (OLS)

1927 13th Street, Sacramento, CA 95811

2. Normal Business Hours

All services shall be performed during the normal business hours of 8:00 AM to 5:00 PM (PST), Monday to Friday, unless otherwise specified. Excluded are State of California holidays, as per the California Department of Human Resources.

D. PREVENTATIVE MAINTENANCE

Preventative Maintenance – A schedule of planned maintenance actions aimed at the prevention of breakdowns and failures of equipment.

1. Contractor shall perform Preventative Maintenance (PM) services on the recirculating units, environmental chambers, gravimetric ovens, refrigerators, freezers, refrigerator-freezers, walk-in refrigerator, dishwashers, and TO-Cleans to keep the equipment and its components fully operational with the optimum level of efficiency.

2. PM shall include, but not be limited to: equipment checks, lubrication, cleaning, oiling, adjustments, calibration, alignment, timing, and operational testing.

a. Contractor shall clean interior and exterior surfaces of ovens.

b. Contractor shall clean interior and exterior surfaces of the Caron environmental chambers.

c. Contractor shall clean interior and exterior surfaces of the Caron recirculating units.

d. Contractor shall check Caron environmental chamber temperatures and humidity readings for accuracy to ensure settings can be maintained at 25.0°C and 50% relative humidity, respectively.

e. Contractor shall check oven temperatures for accuracy to ensure temperature can be maintained at 110.0°C.

f. Contractor shall inspect oven thermostat operation, circulating fans, door gaskets for proper sealing, condition of line cords and plugs, ground wire resistance, and leakage current.

g. Contractor shall ensure oven shelves are level and measure/record line voltage.

h. Contractor shall clean exterior surfaces and condenser coils of the refrigerators, freezers, and refrigerator-freezers.

i. Contractor shall check drip pans and drip tubes, check and record interior temperature, check blower fans and door gaskets on the refrigerators, freezers, and refrigerator-freezers.

j. Contractor shall perform electrical safety on the refrigerators, freezers, and refrigerator-freezers.

k. Contractor shall inspect and clean the dishwashers water fill valve, filter screen, and sump filter screen.

l. Contractor shall inspect the dishwashers door panel and door safety lock, upper and lower racks, detergent dispenser, and microprocessor control panel.

m. Contractor shall clean interior surface of the TO-Cleans.

n. Contractor shall check TO-Cleans oven temperatures for accuracy to ensure temperature is at 60.0°C.

o. Contractor shall inspect TO-Cleans stainless steel braided lines, thermostat operation, door gaskets for proper sealing, condition of line cords and plugs, and ground wire resistance.

p. Contractor shall replace each braided lines’ ferrule with new ferrules.

q. Contractor shall clean TO-Cleans motor fan-cover and enclosure.

r. Contractor shall inspect TO-Clean vacuum pump and hoses for tears and leaks.

s. Contractor shall inspect and clean TO-Clean vacuum pump filter and external fan cover.

t. Contractor shall perform an overall leak test on the TO-Clean systems.

u. Contractor will perform PM on the Environmental Chamber systems according to manufacturer’s Preventative Maintenance Checklist included in Exhibit A, Attachment 2 – Environmental Chamber Preventative Maintenance Check. One

(1) each calibration will be included in this PM service. See Calibration Section F.2.

v. Contractor will perform PM on the Condensate Recirculating systems according to manufacturer’s Preventative Maintenance Checklist included in Exhibit A, Attachment 3 – Condensate Recirculating System Preventative Maintenance Check.

w. Contractor will perform PM on the Walk-in Refrigerator according to the manufacturer’s Preventative Maintenance checklist included in Exhibit A, Attachment 4 – Preventative Maintenance Guidelines Air-Cooled Condensing Unit.

3. Contractor shall perform PM services on a quarterly basis for the walk-in refrigerator, and on an annual basis for the rest of the equipment. Dates of services will be mutually agreed upon by both parties upon approval of the Agreement.

4. Contractor shall be compensated at the applicable Preventative Maintenance Rate specified in Exhibit B, Attachment 1 – Contractor’s Cost Sheet.

5. The Contractor shall provide a written estimate to CARB for the cost needed to perform the preventative maintenance service. The written estimate must include the total estimate of all charges, including parts, labor, and taxes for the preventative maintenance. Contractor shall not perform preventative maintenance service(s) without CARB’s written authorization. Contractor shall contact CARB to obtain written authorization for all additional expenses not included in the original estimate

E. REPAIR

Repair Service – An unforeseen or sudden equipment malfunction in which unscheduled service visits are required.

1. Contractor shall perform an unlimited number of repair services as requested or necessary to keep the equipment fully operational.

2. Contractor shall perform repair services upon a written or telephone request from CARB. Contractor shall provide a service reference number to CARB upon receiving request for service.

3. Contractor shall perform repair services within three (3) business days of request.

F. CALIBRATION

1. Contractor shall perform calibration services on the pipettes on an as-needed basis, but at least annually.

2. Contractor shall perform calibration services on the environmental chambers on an as-needed basis, but at least quarterly.

3. Contractor shall perform calibration services upon a written or telephone request from CARB. Contractor shall provide a service reference number to CARB.

4. Contractor shall ensure all instruments used to verify accuracy and calibrate the equipment shall be certified and traceable to the National Institute of Standards Technology (NIST).

5. Contractor shall identify all calibrated equipment by placing inspection stickers on the equipment. Stickers shall show the date of calibration and/or date of service, and signature of service technician servicing the equipment.

6. Upon request, Contractor shall maintain an instrument logbook and provide a calibration certificate signifying that a continuing quality control program is in existence.

G. CERTIFICATION

1. Contractor shall perform weight accuracy certifications on calibration weights and the weight set on an annual basis.

2. Contractor shall ensure calibration weights must be American Standards for Testing and Materials International (ASTM International) Class 1 or Class S or equivalent and certified as traceable to NIST mass standards.

3. Contractor shall provide a certification report signifying that a continuing quality control program is in existence.

H. PARTS REPLACEMENT

1. Contractor shall replace any part that becomes worn or inoperable, or that otherwise affects the equipment’s operability in any way.

2. Contractor shall notify CARB prior to ordering and/or installing parts. A written estimate of the required part(s) must be submitted to and approved in writing to CARB, prior to replacement. Replacement parts will be invoiced as described herein and in accordance with Exhibit B, Attachment 1 - Contractor’s Cost Sheet.

a. Parts Replacement: For parts listed under Parts Replacement in Exhibit B, Attachment 1, Contractor’s Cost Sheet, parts shall be invoiced at the rates plus applicable taxes.

b. Miscellaneous Parts/Consumables: For parts not listed in the Parts Replacement section in Exhibit B, Attachment 1 – Contractor’s Cost Sheet, the charges for parts shall not exceed the Contractor’s wholesale costs, excluding tax, plus 10%. For example, ($100.00 + 10%) + ($100.00 x sales tax). Contractor shall provide copies of receipts for all parts purchased over $500.00. The cumulative cost for all miscellaneous parts/consumables under this Agreement may not exceed $5,000.00.

3. Contractor shall ensure that replacement parts are new, factory manufactured, or of equivalent quality. Consumables (i.e. Items that come in contact with a sample and thus can be contaminated or are expected to be replaced on a regular basis due to regular instrument use) are hereby excluded, with the exception of the consumables listed in Exhibit B, Attachment 1 – Contractor’s Cost Sheet and replacement fuses for the ovens. Contractor shall furnish replacement fuses for ovens as needed, at no additional cost to CARB.

4. Contractor shall dispose of replaced parts in accordance with all federal, State, city, and county rules and regulations.

I. EXCLUSIONS

Services provided under this Agreement do not include maintenance of accessories, attachments, machines, or other devices not specified herein. Also excluded are painting or refinishing of equipment, and the furnishing of supplies, accessories, or devices of any nature, except such items or equipment deemed necessary for the maintenance and repair of the equipment.

J. ACCEPTANCE

Services performed by the Contractor are to be inspected by CARB after completion.

CARB is solely responsible for determining acceptability of the work performed and the operability of the equipment.

K. WARRANTY

1. Parts: Contractor warrants all new and repaired parts only to the extent of the original warranty period.

2. Services: Contractor warrants all services performed for a minimum of six (6) months from the date of service performance.

3. Contractor shall correct any equipment failure that has occurred due to defective parts, or to poor workmanship, at no additional cost to the State, even if the contract expires. Correction shall be made within five (5) business days, or as mutually agreed upon by CARB and the Contractor.

L. RESPONSIBILITIES OF CARB

1. CARB staff shall not perform maintenance service or attempt repairs to equipment while such equipment is under this Agreement, unless mutually agreed to by CARB and the Contractor.

2. CARB shall permit the Contractor access to the equipment, subject to State's security regulations.

M. RESPONSIBILITIES OF THE CONTRACTOR

1. Services performed by the Contractor shall conform to the latest requirements of federal, State, city, and county regulations. Contractor is responsible for compliance with all applicable laws, codes, rules and regulations in connection with work performed under this Agreement.

2. Contractor shall repair or replace equipment, at CARB’s discretion, any equipment lost, damaged, or stolen while in Contractor’s possession. Replaced equipment will be of equivalent or better quality than equipment listed in the Scope of Work.

N. CONTRACT REPRESENTATIVES

The Contract Managers during the term of this Agreement shall be:

Agency:

Contractor: TBD

Division:

Section: TBD

Attention:

Attention: TBD

Address:

Address: TBD

Phone:

Phone: TBD

Email:

Email: TBD

The Administrative Contacts during the term of this Agreement shall be:

Agency:

Contractor: TBD

Division:

Section: TBD

Attention:

Attention: TBD

Address: Address:

TBD

Phone:

Phone: TBD

Email:

Email: TBD

Direct all questions to the Contract Managers. The parties may change their Contract Representative(s) upon providing ten (10) days written notice to the other party’s Contract Representative(s). The notifying party shall provide complete contact information for the replacement Contract Representative(s) to include the information provided above.

EXHIBIT A, ATTACHMENT 1

EQUIPMENT LIST

EQUIPMENT LOCATION MANUFACTURER MODEL VOLUME

Pipette ILS Eppendorf Research pro 50-1000 µL Pipette ILS Eppendorf Research pro 100-5000 µL Pipette ILS Eppendorf Research pro 100-5000 µL Pipette ILS Eppendorf Research pro 100-5000 µL Pipette ILS Eppendorf Research pro 100-5000 µL Pipette ILS Eppendorf Research pro 5-100 µL Pipette ILS Eppendorf Xplorer plus 0.5-10 mL Pipette ILS Eppendorf Xplorer plus 50-1000 µL Pipette ILS Eppendorf Xplorer plus 0.2-5 mL Pipette ILS Eppendorf Xplorer plus 0.2-5 mL Pipette ILS Thermo-Scientific E1-ClipTip 2-125 µL Pipette ILS Thermo-Scientific E1-ClipTip 2-125 µL Pipette ILS VWR Ergonomic HP 0.5-10 µL Pipette ILS VWR Ergonomic HP 100-100 µL Pipette ILS VWR Ergonomic HP 1-10 mL Pipette OLS Eppendorf Research pro 20-300 µL Pipette OLS Eppendorf Research pro 50-1000 µL Pipette OLS Eppendorf Research pro 100-5000 µL Pipette OLS Eppendorf Xplorer plus 15-300 µL Pipette OLS Eppendorf Xplorer plus 15-300 µL Pipette OLS Eppendorf Xplorer plus 15-300 µL Pipette OLS Eppendorf Xplorer plus 50-1000 µL Pipette OLS Eppendorf Xplorer plus 50-1000 µL Pipette OLS Eppendorf Xplorer plus 50-1000 µL Pipette OLS Eppendorf Xplorer plus 0.2-5 mL Pipette OLS Eppendorf Xplorer plus 0.3-5 mL Pipette SAS Biohit M5000 500-5000 µL Pipette SAS Biohit M5000 500-5000 µL Pipette SAS Rainin E4 XLS 500-5000 µL Pipette SAS Rainin E4 XLS 500-5000 µL Pipette SAS Rainin E4 XLS 1-10 mL Pipette SAS Rainin E4 XLS 1-10 mL Pipette SAS Rainin E4 XLS 20-300 µL Pipette SAS Rainin E4 XLS 20-300 µL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 500-5000 µL Pipette SAS Rainin E4 XLS 500-5000 µL Pipette SAS Rainin E4 XLS 10-100 µL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 100 µL-1 mL Pipette SAS Rainin E4 XLS 200 µL-2 mL Pipette SAS Rainin E4 XLS 200 µL-2 mL

EQUIPMENT LOCATION MANUFACTURER MODEL VOLUME

Pipette SAS Rainin E4 XLS+ 100-1000 µL Pipette SAS Rainin E4 XLS+ 100-1000 µL Pipette SAS Rainin E4 XLS+ 200-2000 µL Pipette SAS Rainin E4 XLS+ 200-2000 µL Pipette SAS Rainin E4 XLS+ 20-300 µL Pipette SAS Rainin E4 XLS+ 20-300 µL Pipette SAS Rainin E4 XLS+ 0.5-10 µL Pipette SAS Rainin E4 XLS+ 0.5-10 µL Pipette SAS Rainin E4 XLS+ 0.5-10 µL Pipette SAS Rainin E4 XLS+ 2-20 µL Pipette SAS Rainin E4 XLS+ 2-20 µL Pipette SAS Rainin E4 XLS+ 2-20 µL Pipette SAS Rainin E4 XLS+ 10-100 µL Pipette SAS Rainin E4 XLS+ 10-100 µL Pipette SAS Rainin E4 XLS+ 10-100 µL Pipette TBD TBD TBD TBD Pipette TBD TBD TBD TBD Pipette TBD TBD TBD TBD Pipette TBD TBD TBD TBD Pipette TBD TBD TBD TBD

EQUIPMENT LOCATION MANUFACTURER MODEL SERIAL

Oven SAS VWR 414005-112 110000714B5009

Oven SAS Sheldon Manufacturing Inc. SG03 01020024

Oven SAS Sheldon Manufacturing Inc. SG03 06030520

Oven SAS Sheldon Manufacturing Inc. SG03 06030620

EQUIPMENT LOCATION MANUFACTURER SERIAL

TO-Clean Canister Cleaning System OLS Wasson-ECE

Instrumentation 110241

TO-Clean Canister Cleaning System OLS Wasson-ECE

Instrumentation 090524 nXDS6i Scroll Pump OLS Edwards 200567651 nXDS6i Scroll Pump OLS Edwards 200569668

Refrigerator /

Freezer ILS VWR R411GA16 512EVA00000A

Refrigerator / Freezer SAS VWR 10FCEEVWA 1150408701190117

Refrigerator / Freezer SAS VWR 10FCEEVWA 1150478901190206

Refrigerator ILS American BioTech Supply ABT-HC-33C ABS-10232279-

Refrigerator ILS American BioTech Supply ABT-HC-33C ABS-9922969-2003

Refrigerator ILS American BioTech Supply ABT-HC-72 TBD

Refrigerator ILS VWR SCGP-3004 SYM-15D0182-

Refrigerator LSS Thermo-Scientific REL1204A22 0117601701101108

Refrigerator LSS VWR GDM-23-SCI-HC-

TSL01 10027749

Refrigerator LSS VWR GDM-23-SCI-HC-

TSL01 10044247

Refrigerator SAS VWR VWG30RSGA 1163079401190807 Refrigerator SAS VWR VWG30RSGA 1163079501190807

Freezer ILS Marvel Industries 6CAR 092105008 Freezer ILS VWR HCUCFS-

VWR-051902201914-

Freezer ILS VWR HCUCFS-

VWR-051907152353-

Freezer ILS VWR HCUCFS-

VWR-041905161173-

Freezer LSS VWR HCUCBI-0420 HQ-VWR-17D837-

Freezer OLS Marvel Industries 6CAR 092105006 Freezer OLS Marvel Industries 6CAR 092905077 Freezer OLS Marvel Industries 6CAR 101905078

Freezer OLS VWR HCUCFS-

HQ-VWR-18D5597-

1804-V52

Freezer OLS VWR HCUCFS-

VWR-

622506084689PW-

2508-V52

EQUIPMENT LOCATION MANUFACTURER MODEL SERIAL

Walk-in Refrigerator SAS

Heatcraft Refrigeration

Products, LLC.

LEM0185AS8AMBD2279 T21H26390

Environmental Chamber SAS Caron 031110-6020-1-

Environmental Chamber SAS Caron 05150-6020-1-11

Condensate Recirculating Unit SAS Caron CRSY102-1-1255 Condensate Recirculating Unit SAS Caron CRSY102-1-1257

Dishwasher LSS Labconco 170948230 I Dishwasher LSS Labconco 170948232 I

1g Weight OLS Troemner 1000150419 1g Weight OLS Mettler Toledo 1000160916

100g Weight OLS Mettler Toledo 1000161989 17 Piece Weight Set OLS Troemner 104181

EXHIBIT A, ATTACHMENT 2

ENVIRONMENTAL CHAMBER

PREVENTATIVE MAINTENANCE CHECKLIST

INSTRUCTIONS:

A. The serial numbers of all equipment checked in this preventative maintenance visit will be documented on Preventative Maintenance (PM) Check Sheet.

B. Operation and condition checks will be performed on all critical functions and components of the equipment.

C. Operation of external monitoring equipment is not within…