5249944_IFB_Uniform_and_Mat_Rental_and_Cleaning.docx

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES

PROCUREMENT DIVISION

Invitation for Bid (IFB) 5249944 Uniform and Mat Rental and Cleaning Services April 15, 2024

Opening The State of California, Department of General Services Procurement Division (DGS-PD) is conducting this Invitation for Bid (IFB) to establish Master Service Agreements (MSA) for Uniform and Mat Rental and Cleaning Services.

The IFB is organized as follows:

1. TABLE OF CONTENTS: A quick list of all sections contained in the IFB.

2. SECTION 1 – INTRODUCTION AND OVERVIEW: Provides the scope of the IFB and introduces the procurement official for the IFB.

3. SECTION 2 – RULES GOVERNING COMPETITION: Provides the rules the Bidder must follow for competing in this IFB process.

4. SECTION 3 – BIDDING REQUIREMENTS: Identifies requirements and obligations for the Bidder.

5. SECTION 4 – COST: Explains how cost is to be presented in the bid.

6. SECTION 5 – BID FORMAT: Explains how the Bidder is to organize and submit its bid.

7. SECTION 6 – EVALUATION: Explains how the State will evaluate bids.

8. SECTION 7 – ATTACHMENTS: Lists the relevant attachments to the IFB. Refer IFB Section 5 to verify which attachments must be returned with the bid.

TABLE OF CONTENTS

SECTION 1 – INTRODUCTION AND OVERVIEW

The Department of General Services, Procurement Division (hereinafter referred to as “DGS-PD”) is requesting bids from qualified firms to establish a Master Service Agreement(s) (hereinafter referred to as “MSA”, or “Agreement”) for Uniform and Mat Rental and Cleaning Services to be used by state agencies. The Uniform and Mat Rental and Cleaning Services MSA will be mandatory for DGS, Facilities Management Division, and will be non-mandatory for all other state agencies. Local governmental agencies’ use of the Uniform and Mat Rental and Cleaning Services MSA is optional. A local governmental agency is any city, county, city and county, district, or other local governmental body or corporation, including California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges empowered to expend public funds, hereinafter collectively, with state agencies, referred to as “User Agencies”.

Scope A. The scope of services is described in Attachment 3 – Proposed Agreement, Exhibit A – Scope of Work. The Bidder shall perform all required Uniform and Mat Rental and Cleaning Services as described in Attachment 3 – Proposed Agreement, Exhibit A – Scope of Work.

The services will be provided in twelve (12) Regions. The twelve (12) Regions are comprised of the counties depicted in Attachment 3 – Proposed Agreement, Exhibit A – Scope of Work, Section 8, Service Region Map by County.

Awards will be made by Region as described in IFB Section 6 – Evaluation. Bidders are not required to bid on all Regions, but Bidders must bid on at least one (1) Region and all Service Categories within each Region bid. Each Region has potential for multiple awards in accordance with IFB Section 6, Evaluation.

The term of the MSAs resulting from the IFB will be for a three (3) year period with two (2) optional one (1)-year amendments to extend at the discretion of the State. Any option year extension shall have the same terms and conditions. All rates shall be firm fixed for the MSA term, including any option year extension. All agreements entered into by User Agencies (“User Agreements”) issued against the MSAs must be fulfilled/completed in its entirety within twelve (12) months following the MSA End Date.

Historical Spend The historical value based on expenditures cannot be determined because this is the first MSA for Uniform and Mat Rental and Cleaning Services. However, the estimated State Annual Spend from fiscal years 2019 through 2022 across various State departments totaled $51,825,257.95.

DGS-PD does not guarantee the volume that will be transacted under the resulting MSAs. MSAs are zero-dollar ($0) agreements. Expenditure is at the User Agency level.

Bidder Reminder The IFB contains instructions for Bidders to submit a complete bid. The IFB addresses all requirements and responsibilities that Bidders must meet to be eligible for consideration.

Bidders should:

1. Carefully read the entire IFB.

2. Ask appropriate questions in a timely manner if clarification is necessary.

3. Make sure that all procedures and requirements of the IFB are accurately followed and appropriately addressed.

4. Thoroughly understand every requirement in the IFB before submitting a bid.

5. Submit bid by the required date and time.

Procurement Official The Procurement Official contact information for the IFB is listed below:

Melissa Loscher Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (279) 799-4525 Email: melissa.loscher@dgs.ca.gov All correspondence must be directed to only this person, unless otherwise identified in the IFB or changed by addendum to the IFB. The Procurement Official or designee shall be the single point of contact. Oral communications directly with procurement officers and employees concerning the IFB shall not be binding on DGS-PD.

Emailed bid submittals must be sent per IFB Section 5, Bid Format, to the bid submission email address identified below.

Bid submission email: msasolicitations@dgs.ca.gov Key Action Dates Key Action Dates are identified below in Pacific Time (PT) and may be adjusted via addendum.

All submissions must be received by the Procurement Official by the time and date indicated above. All bids received by the Bid Receipt Deadline will be opened and read at a public bid opening. Bid openings will be conducted through Microsoft Teams. All participating Bidders and interested parties may attend by using the Microsoft Teams access information below:

Location of Web Link to attend Public Bid Opening:

Click here to join the meeting Meeting ID: Meeting ID: 228 983 174 285

Passcode: 554taQ Or call in (audio only): +1 916-245-8850 Phone Conference ID: 586 971 934# Participants are encouraged to call in on time to the Public Bid Opening in order to be admitted.

Americans with Disabilities Act (ADA) To meet and carry out compliance with the nondiscrimination requirements of Title II Americans with Disabilities Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in the procurement process, or for persons having questions regarding reasonable accommodation for the procurement process, please contact the Procurement Division at (916) 375-4400 (main office). Procurement Division's TTY/TDD (telephone device for the deaf) and California Relay Service numbers are listed below. You may also directly contact the Procurement Official for this procurement.

IMPORTANT: To ensure that the State can meet your accommodation, it is best that requests are received at least ten (10) business days before the scheduled event or deadline due date for procurement documents.

The Procurement Division TTY telephone number is:

1. Sacramento Office: (916) 376-1891 The California Relay Service Telephone Numbers are:

1. Voice: 1-800-735-2922 or 1-888-877-5379

2. TTY: 1-800-735-2929 or 1-888-877-5378

3. Speech to Speech: 1-800-854-7784

SECTION 2 – RULES GOVERNING COMPETITION

Section 2 of the IFB provides the instructions for the competitive process.

Identification of IFB Requirements Requirements The words "should" or "may" in the IFB indicate desirable attributes or conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of the bid.

Proposing Requirements and Conditions General A bid is an irrevocable offer for one hundred eighty (180) calendar days following the scheduled date for submission of bids in IFB Section 1.5, Key Action Dates. A Bidder may extend its offer in the event of a delay of award.

IFB Documents The IFB includes instructions which prescribe the format and content of bids to be submitted, and the Proposed Agreement (Attachment 3) that will be executed between DGS-PD and a successful Bidder.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the IFB, refer to IFB Section 2.2.3, Questions Regarding the IFB for instructions to submit inquires. If applicable, modifications will be made by addenda issued pursuant to IFB Section 2.2.4, Addenda.

If the IFB contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify DGS-PD of the error prior to the Bid Receipt Deadline as defined in IFB Section 1.5, Key Action Dates and is awarded an MSA, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

Questions Regarding the IFB Bidders requiring clarification of the intent or content of the IFB, or on procedural matters regarding the competitive bid process, may request clarification by submitting questions to the Procurement Official listed in IFB Section 1.4, Procurement Official. Bidders should clearly identify the questions, suggest changes or comments, and specify the associated IFB section and page number. Bidders should clearly identify in the email subject line “IFB 5249944 Questions”. Questions must be received in the designated email inbox by the scheduled date and time specified in IFB Section 1.5, Key Action Dates.

At the sole discretion of DGS-PD, questions may be paraphrased or consolidated. If a Bidder submits a written question deemed not to be within scope or after the scheduled date, DGS-PD does not guarantee that an answer will be provided. Oral answers shall not be binding on DGS-PD.

Addenda DGS-PD reserves the right to modify or cancel, in whole or in part, the IFB.

DGS-PD may modify the IFB by issuance of an addendum. Addenda will be numbered consecutively. The Bidder is required to meet all requirements of the most current addendum including, if applicable, any updated forms.

Oral and written answers to questions shall not be binding on the State unless included by addendum.

Bidding Steps Preparation Bids are to be prepared in such a way as to provide straightforward and concise information. Promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the IFB instructions, responsiveness to the IFB requirements, and on completeness and clarity of content.

Before submitting each document, the Bidder should carefully proofread it for errors and adherence to the IFB requirements.

Bidder’s Cost Costs for developing bids are entirely the responsibility of the Bidder and shall not be chargeable to DGS-PD.

Completion of Bids Bids must be complete in all respects in accordance with the IFB Section 5, Bid Format. A bid may be rejected if it is conditional or incomplete or if it contains any alterations of form or other irregularities of any kind. A bid will be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

False or Misleading Statements Bids which contain false or misleading statements may be rejected. If, in the opinion of DGS-PD, 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 may be the basis for rejection of the bid.

Signature of Bid Bidder must complete the Agreement Cover Letter (https://www.dgs.ca.gov/-/media/1DCB49CFFD9642C4ADD9FCEDAB5C1D95.ashx) and include it with its bid. The Agreement Cover Letter must be signed by an individual who is authorized to bind the proposing firm contractually. The acceptable signature format is specified in IFB Section 5, Bid Format. An unsigned bid shall be rejected.

Delivery of Bid Bidder must submit its bid as required in IFB Section 5, Bid Format. Any risks associated with delivery of bid, including, but not limited to, untimely delivery, undelivered email, etc., is the responsibility of the Bidder.

Withdrawal and Resubmission/Modification of Bid A Bidder may withdraw its bid by submitting a written notification of withdrawal signed by the Bidder authorized in accordance with IFB Section 2.3.5, Signature of Bid, at any time prior to the bid submission date and time specified in accordance with IFB Section 1.5, Key Action Dates. The Bidder may thereafter submit a new or modified bid prior to such bid submission date and time. Modification offered in any other manner, oral or written, will not be considered. Should a Bidder submit multiple emails and no notification of withdrawal by the bid due date and time, DGS-PD will deem the last bid submittal received by the submission date and time as the final to be evaluated.

Rejection of Bids DGS-PD may reject any or all bids and may waive any immaterial deviation or defect in a bid. DGS-PD's waiver of any immaterial deviation or defect shall in no way modify the IFB documents or excuse the Bidder from full compliance with the IFB specifications if awarded the MSA.

Evaluation and Selection Process General Bids will be evaluated in accordance with IFB Section 6, Evaluation.

Evaluation Questions During the evaluation and selection process, DGS-PD may request the Bidder's representative to answer specific questions in writing to clarify its submitted information but will not allow the Bidder to change its bid.

DGS-PD requires assurance that the Bidder selected has all the resources to successfully perform. These include but are not limited to: personnel with the skills required; financial resources sufficient to complete performance under the MSA; and experience in similar endeavors. If, during the evaluation process, DGS-PD is unable to assure itself of the Bidder's ability to perform under the MSA if awarded, DGS-PD has the option of requesting from the Bidder any information that it deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be notified and will be permitted three (3) business days to submit the requested information. At its sole discretion, DGS-PD reserves the right to extend the Bidder response time to submit the requested information.

Errors in the Bid An error in the bid may be cause for rejection of the bid; however, DGS-PD may, at its sole option, correct obvious clerical errors, and arithmetic errors. If the Bidder's intent is clearly established based on review of the complete bid submittal, DGS-PD may, at its sole option, correct an error based on that established intent. Bidders are cautioned to not rely on DGS-PD to discover and report to the Bidder any defects and/or errors in the submitted documents.

Notice of Intent to Award A Notice of Intent to Award will be publicly posted on the DGS-PD webpage (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Award-Notifications) and sent via email to any Bidder who submits a written request for notice and provides an email.

Protest Bidders have the right to protest the award. Submit protests to both DGS-PD and the Department of General Services, Office of Legal Services (DGS-OLS) within five (5) business days of the Notice of Intent to Award.

Department of General Services, Procurement Division Uniform and Mat Rental and Cleaning Services

IFB 5249944

Submit any protest electronically by email, or by certified or registered mail to both:

This document is not required to be submitted with bid.

Department of General Services

PD/MAPS

Attn: Procurement Official 707 3rd Street, 2nd Floor West Sacramento, CA 95605 Email: Masters@dgs.ca.gov Department of General Services Office of Legal Services Attention: Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

Within five (5) calendar days after filing the initial protest, the protestant shall file with DGS-OLS and DGS-PD a detailed statement specifying the grounds for the protest.

NOTE: The burden is on the protestant to ensure the protest and detailed statements are received timely. Protestants are strongly encouraged to submit protest electronically rather than risk delays through US mail.

Public Record All documents submitted in response to this IFB will become the property of the State of California. All bids will be regarded as public records under the California Public Records Act (Government Code (GC) Section 6250 et seq.). Bidders should be aware that marking any document "confidential" or "proprietary" in a bid may exclude it from consideration for award and will not prevent the document from being made public. The State cannot prevent the disclosure of public documents.

SECTION 3 – BIDDING REQUIREMENTS

This section contains bidding requirements for this IFB. Cost requirements are outlined in IFB Section 4, Cost. Bidders must submit required forms with the bid as specified in IFB Section 5, Bid Format.

Agreement Cover Letter By signing the Agreement Cover Letter (https://www.dgs.ca.gov/-/media/1DCB49CFFD9642C4ADD9FCEDAB5C1D95.ashx) and submitting a bid, a Bidder is agreeing to accept all terms and conditions outlined within Attachment 3 – Proposed Agreement. Any alteration of Attachment 3 by a Bidder will result in rejection of its bid.

Failure to submit the signed Agreement Cover Letter with the bid in accordance with IFB Section 2.3.5, Signature of Bid will result in the bid being considered non-responsive. Bidder also agrees to comply with all applicable statutes, rules, regulations, and orders of the United States and the State of California.

Contractor Certification Clauses Bidders are required to submit a completed Contractor Certification Clauses (CCC 04/2017) (https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE) with their bid.

California Secretary of State Certification If Bidder is a Corporation, Limited Liability Company (LLC), Limited Liability Partnership (LLP), or a Limited Partnership (LP), or another entity type, Bidder must be registered at the time of bid submission with the California Secretary of State (SOS) (https://www.sos.ca.gov/business-programs) and in “Active” status if required by law.

If Bidder is “doing business as” (dba), whereas the name under which they operate its business differs from its legal, registered name, the Bidder must provide a Fictitious Business Name (FBN) filing with their bid. If Bidder’s dba is listed on the SOS certification, no FBN is needed. DGS-PD reserves the right to request clarification.

California Civil Rights Laws Certification Pursuant to Public Contract Code (PCC) Section 2010, any Bidder entering into or renewing a contract over one hundred thousand dollars ($100,000) on or after January 1, 2017, shall certify all the following:

1. That they are in compliance with the Unruh Civil Rights Act (Section 51 of the California Civil Code).

2. That they are in compliance with the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code).

(a) That any policy that they have against any sovereign nation or peoples recognized by the government of the United States, including, but not limited to, the nation and people of Israel, is not used to discriminate in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code).

(b) Any policy adopted by a person or actions taken thereunder that are reasonably necessary to comply with federal or state sanctions or laws affecting sovereign nations, or their nationals shall not be construed as unlawful discrimination in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code.

Bidders must submit a completed California Civil Rights Laws Certification (https://www.dgs.ca.gov/-/media/divisions/pd/acquisitions/solicitation document attachments/california civil rights law.pdf) with their bid.

California Iran Contracting Act Pursuant to the Iran Contracting Act of 2010 (PCC Sections 2200 through 2208 are “the Act”), vendors are ineligible to bid on, submit a bid for, enter into, or renew any contract with the state for goods or services of one million dollars ($1,000,000) or more if the vendor engages in investment activities in Iran, as defined in the Act. Prior to submitting a bid or bid and prior to executing any state contract or renewal for goods or services of one million dollars ($1,000,000) or more, a vendor must complete and return the Iran Contract Act Certification form with their bid response certifying that it is not on the list of ineligible vendors prohibited from doing business with the State of California.

Bidders must submit a completed Iran Contracting Act Certification (http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_3.pdf) with their bid.

California Darfur Contracting Act Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. For such a company to bid on or submit a bid for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services (DGS) to submit a bid.

A scrutinized company is a company doing business in Sudan as defined in PCC Section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a bid for a contract with a State agency for goods or services (PCC Section 10477(a)), unless written permission from the Director of DGS to bid on this procurement has been granted (PCC Section 10477(b)).

A Bidder must submit a completed Darfur Contracting Act form (http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf) with their bid if their company currently or within the previous three (3) years has had business activities or other operations outside of the United States. Failure to submit this form with their bid will result in the bid being considered non-responsive.

If a Bidder has not conducted business outside of the United States in the last three (3) years, this section does not apply.

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, 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 any time prior to agreement execution, or, if determined after agreement execution, shall be grounds for termination by the State.

Payee Data Record By submitting a bid, Bidder is agreeing to submit a completed Payee Data Record (STD 204) (http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf) within five (5) days of the State’s written request.

Federal Debarment, Suspension, Ineligibility, and Voluntary Exclusion Expenditures from the MSAs resulting from the IFB may involve Federal funds. The Federal Department of Labor requires all state agencies which are expending Federal funds to have in the contract file, a certification by the Bidder that they have not been debarred nor suspended from doing business with the Federal government.

Bidders must submit the Federal Debarment Certification form (http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_2.pdf) with their bid.

Prohibition of Delinquent Taxpayers PCC Section 10295.4 prohibits the DGS from entering into an agreement for goods or services with any taxpayer, whose name appears on either the 500 largest tax delinquencies list maintained by the California Department of Tax and Fee Administration (CDTFA), or the Franchise Tax Board (FTB) pursuant to Revenue and Taxation Code Sections 7063 and 19195. Respectively, Section 10295.4 provides no exceptions to these prohibitions.

By submitting a bid for this IFB, Bidder certifies that it is not included on either the FTB or CDTFA lists found at:

1. FTB List (https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html).

2. CDTFA List (https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm).

Subcontractors If a Bidder proposes the use of a subcontractor for any portion of the MSA, the Bidder must describe the subcontractor and the portion of the work the subcontractor will be performing under the MSA according to the instructions on the Bidder Declaration Form (GSPD-05-105) (http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf) and include the form with their bid.

The Bidder agrees that all requirements will be adhered to and that requirements will apply to subcontractors even if subcontractor concurrence is not specifically defined.

Permits, Licenses, and Authorizations Bidder must possess the following permits, licenses, and authorizations:

· A United States Department of Transportation (US DOT) Number issued by the Federal Motor Carrier Safety Administration (FMCSA) (https://www.fmcsa.dot.gov/registration/do-i-need-usdot-number)

· A Carrier Identification (CA) Number per California Vehicle Code (CVC) Section 34507.5 issued by the California Highway Patrol (CHP) (https://www.chp.ca.gov/Programs-Services/Programs/Commercial-Vehicle-Section)

· Motor Carrier Permit (MCP) issued by the California Department of Motor Vehicles (DMV) (https://www.dmv.ca.gov/portal/vehicle-industry-services/motor-carrier-services-mcs/motor-carrier-permits/) Bidders must provide their permit, license, and authorization information on Attachment 2 – Narrative Response. “Pending”, “In Progress”, or similar statuses for Bidder’s permits, licenses, and authorizations will not be accepted. If the State cannot verify and confirm the permit, license, and authorization information for the Bidder, then the bid will be considered non-responsive.

Insurance Requirements A successful Bidder awarded a MSA must maintain in force applicable insurance in accordance with Exhibit D – Insurance Provisions. By submitting a bid to this IFB, Bidder agrees to provide required insurance to DGS within thirty (30) calendar days of the MSA execution. Refer to Attachment 3 – Proposed Agreement, Exhibit D – Insurance Provisions for the applicable insurance requirements and coverage limits.

Preferences/Incentives Small Business Preference A five (5) percent bid preference is available to Bidders certified as a small business in accordance with GC Section 14835 et seq.

Bidders claiming the small business preference must be certified by California as a small business. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. PT on the bid due date, and the OSDS must be able to approve the application as submitted. The Small Business regulations concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals can be viewed in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, section 1896 et seq.) (https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=IABE101D0D49111DEBC02831C6D6C108E&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)).

Bidders claiming the Small Business preference must include the Bidder Declaration Form (GSPD-05-105) (http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf) in the bid.

Small Business Nonprofit Veteran Services Agencies (SB/NVSA) SB/NVSA prime Bidders meeting requirements specified in the Military and Veterans Code (MVC) Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the five (5) percent small business preference. If applicable, claim the preference on Attachment 2 – Narrative Response. SB/NVSAs claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

Non-Small Business Subcontractor Preference A non-small business (Non-SB) Bidder may receive a preference of five (5) percent if the business commits to subcontract at least twenty-five (25) percent for every User Agreement with one or more California certified small businesses or microbusinesses.

If applicable, claim the preference on Attachment 2 – Narrative Response and include the Bidder Declaration Form (GSPD-05-105) (http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf) in the bid. Bidders who are claiming a Non-SB Subcontracting preference must identify certified SB(s) Subcontractors.

Bidders who commit to subcontracting a percentage to SBs shall do so for each User Agreement and must do so for the entire term of the MSA. Failure to maintain SB subcontracting percentages will be considered a breach of contract and may result in termination of the MSA.

Bidder understands and agrees that should award of this contract be based in part on their commitment to use the SB subcontractor(s) identified in their bid, per 2 CCR Section 1896.10, a SB subcontractor may only be replaced if the Bidder submits a request in writing to DGS. The substitution request must include at least the following:

(1) An explanation of the reason for the substitution.

(2) The Bidder must substitute a small business with another small business. However, if the small business substitution cannot occur, the Bidder must include a written justification and the steps that were taken to try to acquire a new small business subcontractor and how that portion of the contract will be fulfilled.

(3) A description of the work to be performed, identified both as a task(s) and as a dollar amount or percentage of the overall contract that the substituted business will perform. The substituted business(es), if approved, shall be required to perform a commercially useful function in the contract as defined in 2 CCR Section 1896.15.

The request for substitution of a SB and DGS’s approval or disapproval cannot be used as an excuse for noncompliance with any other provision of law, including but not limited to, the Subletting and Subcontracting Fair Practices Act (PCC Section 4100 et seq) or any other contract requirements relating to substitution of subcontractors.

Failure of the Bidder to subcontract with the SBs listed on its bid to the State or follow these substitution rules may be grounds for DGS to apply such sanctions as GC Sections 14842 and 14842.5 and as State law permits. In the event such sanctions are imposed, the Bidder shall be notified in writing and entitled to a hearing pursuant to 2 CCR Sections 1896.18 and 1896.20.

Pursuant to GC Section 14841, upon completion of the contract for which a commitment to achieve SB participation was made, the contractor shall report to the awarding department the actual percentage of SB participation that was achieved.

Disabled Veteran Business Enterprise (DVBE) Program Requirements and Incentive This IFB does not require a minimum DVBE participation percentage. The DVBE participation requirement has been waived.

This IFB provides an incentive for DVBE participation. California DVBE Bid Incentive Instructions (https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEIncentiveRequireGoodIT.pdf?la=en&hash=2032FF4DC210FE8B58DC069DBEB45542D48CEA9A) include information about the DVBE incentive.

While DVBE Participation is not required, DVBE participation is encouraged, and the DVBE Incentive will apply to this IFB as described below.

The DVBE Incentive Program applies to this IFB. It is separate from the DVBE Participation Program and was established in MVC Sections 999 et seq., and Title 2, California of Regulations, Sections 1896.99 (2 CCR Section1896.99) et seq., to encourage bidders to partner with DVBE subcontractors.

The incentive is used only for evaluation purposes to arrive at the successful bidder and does not alter the amounts of the actual bid. DGS shall apply a DVBE Bid incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration, GSPD-05-105, and confirmed by DGS. The DVBE incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation.

Any responsive Bidder with the confirmed DVBE participation per the table below is eligible to receive the incentive. Bidders who are not responsive regardless of the amount of DVBE participation are not eligible to receive the incentive.

The following percentages will apply for awards based on low price:

Application of the DVBE Incentive CANNOT displace a California certified SB.

Bidder understands and agrees that should award of this contract be based in part on their commitment to use the DVBE subcontractor(s) identified in their bid or offer, per MVC Section 999.5, a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Bidder to seek substitution and adhere to the DVBE participation level identified in the IFB may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC Section 999.9; and PCC Section 10115.10.Pursuant to GC Section 14841, upon completion of the contract for which a commitment to achieve DVBE participation was made, the Bidder shall report to the awarding department the actual percentage of DVBE participation that was achieved.

If applicable, Bidder must claim the incentive on Attachment 2 – Narrative Response and provide the following with their bid:

· Bidder Declaration Form (GSPD-05-105) (http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf)

· DVBE Declaration Form (DGS PD 843) (www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf) Withhold: Upon completion of a contract for which a commitment to utilize DVBE subcontractors was made, the contractor shall certify compliance with MVC Section 999.5(d) by submitting a complete and accurate Prime Contractor’s Certification – DVBE Subcontracting Report (STD 817). Pursuant to MVC Section 999.7, ten thousand dollars ($10,000) will be withheld from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor complies with the certification requirements of subdivision (d) of MVC Section 999.5. Prime contractor shall be given thirty (30) days’ notice to cure the defect. If, after thirty (30) calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, DGS shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000). To ensure accuracy and completeness of Contractor’s certification of payments to DVBE subcontractors, DGS may request proof of payment. All information provided by Contractors and contract records shall be retained for a minimum of six (6) years from date of receipt.

Commercially Useful Function (CUF) Suppliers, whether the Bidder or a subcontractor, who have a California certification for one (1) or more of the socio-economic programs (i.e., DVBE or SB), must perform a commercially useful function in the resulting MSA. CUF is defined in the MVC Section 999(b)(5)(B) for DVBE and in the GC Section 14837(d)(4)(A) for small business.

A Contractor, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation.

Bidders must describe compliance with CUF requirement for each certified supplier (Bidder or subcontractors) on the Commercially Useful Function (CUF) Worksheet (https://www.dgs.ca.gov/-/media/FC6C6EF221D14DB2BD23864C27DE8A48.ashx) for each certified business identified, including the Bidder or subcontractors. If the Bidder or subcontractor has a California certification for one (1) or more of the socio-economic programs (i.e., DVBE or SB), completed CUF worksheets must be submitted with the bid.

Bidders may be required to submit additional written clarifying information regarding CUF to DGS. Failure to submit the requested written information, as specified, may be grounds for rejection of the bid.

Narrative Response Bidder must submit a completed Attachment 2 – Narrative Response with their bid. Failure to submit the completed Attachment 2 – Narrative Response with the bid will result in the bid being considered non-responsive.

Bidder’s Minimum Qualifications Experience Bidder must possess at least two (2) years of experience in commercial uniform and mat rental cleaning services.

California Driver’s License Bidders’ staff must also have an appropriate California Driver’s License for the class of vehicle they operate. Bidders must attest to meeting these requirements in Attachment 2 – Narrative Response.

Environmentally Preferable Purchasing PCC Sections 12400–12404 establishes the Environmentally Preferable Purchasing (EPP) Program. This regulation requires agencies to purchase goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose. This comparison must take into consideration, to the extent feasible, raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, disposal, energy efficiency, product performance, durability, safety, the needs of the State, and cost. The State encourages Bidders to provide services to help reduce the State’s carbon footprint through its supply chain. Bidders shall indicate usage of any of the below EPP conditions on Attachment 2 – Narrative Response. The State reserves the right to request additional information or clarification.

0. ENERGY STAR®

Bidders are encouraged to use ENERGY STAR® (https://www.energystar.gov/productfinder/product/certified-commercial-clothes-washers/results) certified commercial washers for uniform and mat rental and cleaning services as described in this solicitation.

0. Green Power Partnership (GPP) or Green-e® Certified If Bidders intend to use Green Power Partnership (GPP) (https://www.epa.gov/greenpower) or Green-e® (https://www.green-e.org/) certified energy to power uniform and mat rental and cleaning services as described in this solicitation, Bidders are to provide valid and current certificates for applicable facilities at the request of the State.

0. Safer Choice or Green Seal If Bidders intend to use US EPA Safer Choice (https://www.epa.gov/saferchoice) or Green Seal (https://greenseal.org/splash/) certified laundry products for uniform and mat rental and cleaning services as described in this solicitation, Bidders are to provide valid and current certificates for applicable laundry products at the request of the State.

0. Textile Take-Back Programs If Bidders intend to divert spent textiles at their end-of-life through their textile take-back services for uniform and mat rental and cleaning services as described in this solicitation, Bidders are to provide a narrative of the textile take-back services in Attachment 2 – Narrative Response.

0. US EPA SmartWay If Bidders intend to use US EPA SmartWay (https://www.epa.gov/smartway/learn-about-smartway) certified transportation services for uniform and mat rental and cleaning services as described in this solicitation, Bidders are to provide valid and current certificates for applicable transportation at the State’s request.

SECTION 4 – COST

Section 4 of the IFB provides the instructions for Cost Requirements.

Cost Requirements DGS-PD requires that each Bidder’s bid be in the format outlined in this section. Bidders are advised that failure to comply with the instructions listed in this section, such as incomplete submissions, use of alternative pricing structures or different formats, may result in the rejection of its bid for non-responsiveness.

Documentation to Submit with Bid

0.0.4.1 Cost Workbook

Bidder shall use Attachment 1 – Cost Workbook to enter cost information for each Region proposed.

DGS-PD may, at its sole option, correct discrepancies and arithmetic errors.

0.0.4.1.1 Instructions

1. Download Attachment 1 – Cost Workbook from Cal eProcure website (https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx).

2. Rename the file to Attachment 1 – Cost Workbook (Insert Bidders’ Name) and save.

3. Complete the worksheets following the Cost Workbook Instructions.

a. Bidders must enter their rates for each Service Category and Region.

b. Bidders are not required to bid on all Regions, but Bidders must bid on at least one (1) Region and all Service Categories within a Region.

c. A blank or N/A entry will be understood as Bidder not bidding on that Category for that Region.

d. A $0 entry will be understood as Bidder providing that Service Category for that Region at no charge to the State.

e. Rates provided must be rounded to the nearest whole cent (e.g., $19.88).

f. Bidders must complete and submit a copy of its Cost Workbook in Microsoft Excel format.

g. Rates are all inclusive of travel, storage bins, clothing racks, and other materials. Refer to Attachment 3 – Proposed Agreement, Exhibit A – Scope of Work.

h. Bidders must enter information in yellow boxes only.

i. Bidders must not alter the Cost Workbook in any way other than entering required information. Alternative Service Categories or cost workbooks will not be accepted.

4. Submit Attachment 1 – Cost Workbook separately as specified in IFB Section 5, Bid Format.

SECTION 5 – BID FORMAT

The below instructions describe the required bid format. Each Bidder is responsible for following instructions. Failure to do so may result in rejection of the bid.

All documentation submitted for the bid must be in English.

All documentation must be signed with a verifiable digital signature or a wet ink signature. A scan copy of a wet ink signature is acceptable.

Bid Delivery Bids must be submitted via email as follows:

1. Including all required IFB attachments.

2. Emailed to msasolicitations@dgs.ca.gov.

Bids must be received in the designated email inbox by the scheduled date and time specified in IFB Section 1.5, Key Action Dates. Bids received after this date and time will not be considered; therefore, it is the responsibility of the Bidder to make sure its bid is received on time.

Bidder should clearly identify in the email Subject Line “Bid Response for IFB 5249944”. Emailed submissions should not exceed twenty-five (25) megabytes (MB). DGS-PD’s mail server may automatically reject excessively large emails.

Electronic Bid Submittal Formats It is the Bidder’s responsibility to ensure that electronically submitted documents are readable by DGS-PD. Required documents should be submitted in Microsoft Word, Microsoft Excel, or Adobe PDF. To ensure electronically submitted documents are readable, Bidders should submit electronic documents that meet the following standards:

1. Microsoft – Office Suite Standard 2010.

2. Microsoft – Office Professional Plus 2010.

3. Adobe Acrobat Pro DC

4. Sans Serif ADA font (Preferred 12-point Arial).

5. Zip files are discouraged.

Electronic submissions not compatible with these standards, or submissions unable to be read, may result in the bid being rejected.

Bid Content Bids must include separate attachments for each of the following:

1. Bidding Requirements as described in IFB Section 3, Bidding Requirements.

2. Attachment 1 – Cost Workbook Cost information must not be included in any attachments for the Bidding Requirements as described in IFB Section 3, Bidding Requirements.

Bid Attachments Bidders must provide the documents listed below in the bid.

The list above is only a tool to assist participating Bidders in compiling its bid response. Bidders are encouraged to carefully read the entire IFB. The need to verify all documentation and responses prior to the submission of bids cannot be over emphasized.

SECTION 6 – EVALUATION

This section describes the evaluation process.

Bid Opening Bid submissions will not be opened by the Procurement Official until the Public Bid Opening date and time indicated in IFB Section 1.5, Key Action Dates. If the Bidder is uncertain the State will be able to open an attachment, it may resubmit its bid in accordance with IFB Section 2.3.7 Withdrawal and Resubmission/Modification of Bid.

Evaluation of Bids Validation Against Requirements Bids will be evaluated for compliance with the IFB requirements. Bids determined to be non-compliant will not move on to Cost Analysis.

Cost The required Cost Workbook will be checked for mathematical accuracy.

Cost Analysis

1. The Bidder's Cost Workbook will be evaluated on each Region’s Basis of Award (Item 53 under each Region tab of the Attachment 1 – Cost Workbook).

2. Each Region’s Basis of Award will be based on the Cumulative Service Categories Total (Item 52 under each Region tab of the Attachment 1 – Cost Workbook). The Service Category Totals for each item (Items 1 – 51 under each Region tab of the Attachment 1 – Cost Workbook) will be summed to determine the Cumulative Service Categories Total.

3. The Weekly Rental Rate (Per Item) rate will be multiplied by the amount listed in the Estimated Weekly Rental Usage for each item. The Replacement Charge (Per Item) will be multiplied by the amount listed in the Estimated Weekly Replacement Usage for each item. These two sub-totals will then be added together to calculate the Service Category Total for each item.

4. The amounts listed in the Estimated Weekly Rental Usage and…