A231009871_IFB.pdf

Gavin Newsom Governor

Nancy Ward Director

INVITATION FOR BID

Notice to Prospective Bidders

IFB A231009871

Third Party Logistics (3PL) Provider

You are invited to review and respond to the California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES, Invitation for Bid (IFB) A231009871, Third Party Logistics (3PL) Provider. In submitting your bid, you must comply with these instructions found herein.

Note that all agreements entered into with Cal OES will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at the Internet site:

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

Bidders are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission of bids is the responsibility of the bidder and cannot be overemphasized. Please ensure insurance requirements and, if applicable, prevailing wages are considered in your bid amounts.

It is the opinion of Cal OES that this IFB is complete and without need of explanation.

However, if you have questions, or need any clarifying information, the contact person for this IFB is:

Miranda Wilson California Governor’s Office of Emergency Services

Purchasing Division, Contracts Unit contractsunit@caloes.ca.gov

Please submit questions, including requests for hard copies of IFB documents, to the email address listed above referencing the IFB number in the subject line of the email. Note that no verbal information given will be binding upon the State unless such information is issues in writing as an official addendum. Questions via phone calls or in person are not accepted.

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 mailto:contractsunit@caloes.ca.gov

Any attempt by a bidder to initiate contact with any member of Cal OES staff, other than the Cal OES Contract Analyst, regarding this IFB may disqualify the Bidder from further consideration.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES IFB #A231009871

TABLE OF CONTENTS

A. PURPOSE AND DESCRIPTION OF SERVICES

B. BIDDER MINIMUM QUALIFICATIONS

D. BID REQUIREMENT INFORMATION

E. PREFERENCE AND INCENTIVE PROGRAMS

F. REQUIRED ATTACHMENTS

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

ATTACHMENT 7 - DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 8 - COST SHEET

ATTACHMENT 9 - REFERENCES

ATTACHMENT 10 - RESUMES

ATTACHMENT 11 - CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 12 - IRAN CONTRACTING ACT CERTIFICATION

ATTACHMENT 13 - SAMPLE AGREEMENT

A. PURPOSE AND DESCRIPTION OF SERVICES

Cal OES is seeking qualified Contractors to provide Third Party Logistics (3PL) Provider services. The contractor is responsible for meeting all of the required licenses and certifications required to perform the scope of services set forth in this solicitation.

B. BIDDER MINIMUM QUALIFICATIONS

Contractor must certify, by signing the Bid/Bidder Certification Sheet, Attachment 2 that they are in possession of the following qualification requirements:

The Contractor shall have a minimum of

a) The Contractor must have a minimum of three (3) years of proven experience with managing warehouse operations and working with state and federal governments in emergency management capacities.

b) The Contractor must have a minimum of three (3) years of direct warehousing experience to include receiving, storing, managing, and distributing commodities within a single facility for a state and/or federal governmental entity.

c) The Contractor must possess the necessary certifications to operate forklifts and other material handling equipment (MHE) necessary to complete the associated tasks in this Agreement.

C. SUBCONTRACTING PROVISIONS

Subcontracting Provisions, if allowable, are referenced in Exhibit A, Statement of Work.

D. BID REQUIREMENT INFORMATION

1. KEY ACTION DATES

The following dates are set forth for informational and planning purposes only and are subject to change:

2. BIDDER’S CONFERENCE/WALKTHROUGH

a) A Mandatory Bidder’s conference/walkthrough is scheduled at the date and time shown in the above table, for the purpose of Third Party Logistics (3PL) Provider. Please check in at time of arrival.

b) In the event a potential prime contractor is unable to attend a mandatory Bidder’s conference/walkthrough, an authorized representative may attend on their behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a potential prime contractor at a mandatory Bidder’s conference/walkthrough. No bid will be accepted unless the Bidder or his authorized representative will be in attendance at a mandatory conference/walkthrough.

ACTION

DATE AND TIME

IFB Available to Prospective Bidders March 25, 2024

Mandatory Bidder’s Conference/Walkthrough

April 9, 2024, 2:00 PM (PST) 2299 Kids Way Dixon, CA 95620 Contact: Ron Williams

(916) 201-7752

April 11, 2024, 2:00 PM (PST) 1435 Sherborn Street Corona, CA 92879 Contact: Ron Williams

(916) 201-7752

Deadline to Submit Questions April 15, 2024 received by 2:00 PM (PST)

Deadline for Responses to Questions April 16, 2024

Final Date for Submission of Bid April 19, 2024 received by 11:00 AM (PST)

Bid Opening April 19, 2024 at 3:00 PM (PST)

Proposed Award Date April 30, 2024

Term Start Date May 1, 2024, or upon approval, whichever is later

Term End Date of Agreement April 30, 2026

c) For Bidders who need assistance due to a physical impairment, a reasonable accommodation will be provided by Cal OES, upon request.

The Bidder must email contractsunit@caloes.ca.gov at least forty-eight

(48) hours prior to the Bidder’s conference/walkthrough in order that arrangements can be made in advance of arrival time.

3. WRITTEN QUESTIONS

Bidders are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a bid. If the language is unclear or ambiguous, it is the Bidder’s responsibility to request clarification or assistance before submitting a bid. Bidders may submit questions via email to contractsunit@caloes.ca.gov referencing the IFB number in the subject line of the email. To ensure a response, questions must be received by the date given in Key Action Dates.

Question and Answer Sets will be provided to all Bidders without identifying the submitters and will be posted as an official document.

4. SUBMISSION OF BID

a) All bids must be submitted electronically and received by Cal OES by the date and time shown in Key Action Dates.

b) Bids must be delivered by emailing contractsunit@caloes.ca.gov by the proposal submission deadline. It is up to the Bidder to ensure that electronic documents are viewable by Cal OES (provide in standard MS Office and/or Adobe formats for example).

c) Bids must bear a signature, on all documents requiring a signature, of a person authorized to bind the bidding firm.

d) It is the Bidder’s responsibility for ensuring that the bid is received by the submission deadline. Any bid received after the scheduled closing time for the receipt of bids will not be considered.

e) All bids shall include the documents identified in Attachment 1, Required Attachment Checklist. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

f) 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.

g) 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 Cal OES.

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

i) 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.

j) A bidder may withdraw its bid by submitting a written withdrawal request to Cal OES, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

k) Cal OES may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

l) Where applicable, the bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

m) No oral understanding or agreement shall be binding on either party.

n) Introduction letters, expensive bindings, colored displays, promotional materials, etc., should not be included in the bid submission. Emphasis should be concentrated on conformance to the IFB instructions, responsiveness to the IFB requirements and completeness and clarity of content.

5. REJECTION OF BID SUBMISSIONS

a) A bid submission not received by the date and time specified in Key Action Dates will be rejected.

b) The bid submission must not contain false or misleading statements or provide references which do not support an attribute or condition claimed by the Bidder. If, in the opinion of CAL OES, such information was intended to mislead CAL OES 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 submission.

c) Deviations in the bid submission, whether or not intentional, may cause the bid submission to be non-responsive and not considered for award.

d) Unless previously approved by the State through the written questions process identified in Section 3, any material submitted by any Bidder in the final bid submission that is marked “CONFIDENTIAL” or “PROPRIETARY” may cause the entire bid submission to be deemed non-responsive and rejected.

e) Cal OES does not accept alternate contract language from a prospective

Contractor. A bid with such language will be considered a counter proposal and will be rejected. Additionally, the General Terms and Conditions are not negotiable.

f) Cal OES is not required to award a contract. Cal OES reserves the right to reject any or all bids and to waive informalities and minor irregularities in bids received and to accept all or any portion of a bid, if deemed in the best interest of the State and not contrary to law. Cal OES’ waiver of any immaterial deviation or defect will in no way modify the IFB documents or excuse the contractor from full compliance with the IFB specification, if awarded the contract.

g) 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.

6. EVALUATION AND SELECTION

a) The bid opening will be held via conference call. To receive conference call dial-in instructions contact contractsunit@caloes.ca.gov prior to opening date and time.

1) During the bid opening, Cal OES will read aloud and record the Bidder’s

Name and their Grand Total Combined Amount from the Attachment 7, Cost Sheet.

b) The Cal OES Contract Analyst will further verify and evaluate the bid submissions as described in the IFB to determine lowest responsive responsible bidder. The further review may include, but is not limited to:

1) Validation of References;

2) Cost Sheet calculations have been verified;

3) SB Preferences have been evaluated, confirmed and calculated;

4) DVBE Participation Incentives have been evaluated, confirmed and calculated;

5) Largest tax delinquents eligibility confirmed;

6) Corporate standing has been verified with State of California, Secretary of State; and

7) Commercially Useful Function (CUF) analysis

8) Verification of required documents

c) During further review, if any of the required documents are missing, incomplete, modified or contain alterations, the evaluation committee may reject the bid submission as non-responsive.

d) The documents provided by the Contractor in their bid submission enable

Cal OES to evaluate for responsiveness. Cal OES reserves the right to ask clarifying questions during evaluation.

e) Cal OES will determine the validity of references and signatory authority of winning bidder prior to awarding contract or posting Notice of Intent to Award.

f) Nothing in this section will require the awarding of the contract if no bids are received offering a contract price that, in the opinion of Cal OES, is a reasonable price.

7. AWARD AND PROTEST

a) Contract award, if made, will be awarded to the Bidder whose bid has the lowest responsive responsible submission.

b) In the event of a tie, representatives of Cal OES will flip a coin to determine the winning bidder. The coin flip will be witnessed and documented by two (2) or more Cal OES employees.

c) 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.

d) Upon written request by any bidder, notice of the proposed award shall be posted online on the Cal eProcure webpage for this solicitation at least five (5) working days prior to awarding the Agreement.

e) If any bidder, prior to the award of Agreement, files a protest with the

Department of General Services (DGS), Office of Legal Services, and OES on the grounds that the (protesting) bidder is the lowest responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or DGS has decided the matter (Public Contract Code §10345).

f) Within five (5) days after filing the initial protest, the protesting bidder shall file with DGS and OES a detailed written statement specifying the grounds for the protest. The written protest must be sent to the

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

A copy of the detailed written protest should be mailed to OES, Contracts Manager, 3650 Schriever Avenue, Mather, CA 95655 or emailed to ContractsUnit@Caloes.ca.gov

It is suggested that any protest be sent certified or registered mail.

8. DISPOSITION OF BIDS

a) Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code § 6250 et seq.) and subject to review by the public.

9. PERFORMANCE OF SERVICE

a) Upon award of the contract, the winning Bidder must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract.

This COI will identify the required insurance as indicated in the attached Sample Standard Agreement (STD 213), Insert Exhibit D, Additional Provisions.

b) Upon award of the contract, the winning Bidder agrees to execute the contract on the State’s Standard Agreement (STD 213), including all mailto:OLSProtests@dgs.ca.gov mailto:OLSProtests@dgs.ca.gov mailto:ContractsUnit@Caloes.ca.gov

Exhibits. The Agreement must be signed by an individual authorized to bind the firm contractually.

10. AGREEMENT EXECUTION AND PERFORMANCE

a) Performance shall start not later than ten (10) days after approval of the Contract, or on the express date set by Cal OES 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, Cal OES, 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.

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

11. TAX DELINQUENT STATUS VERIFICATION

a) Effective July 1, 2012, Public Contract Code 10295.4, requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

b) At the time of bid evaluation, prior to contract award and execution, the State will verify all proposing firms and identified subcontractors as not listed as tax delinquent by the Franchise Tax Board and the California Department of Tax and Fee Administration. Any proposing firms or subcontractor listed as tax delinquent shall result in a proposal rejection and will not be considered for contract award. Proposing firms wanting further clarification can refer to the statute above or to the websites listed below for additional information.

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

E. PREFERENCE AND INCENTIVE PROGRAMS

Preference and Incentive Programs are each identified below. When the Bidder satisfies the requirements and requests bid preferences and incentives, the https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

Bidder must clearly identify in their bid submission for which of the programs it qualifies. Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

California Government Code (GC) section 14835, et seq., requires a preference be given to Bidders who are California Certified Small Business (SB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

a) A 5% preference, (not to exceed $50,000) is available to a certified SB. A

Bidder claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB.

Questions regarding certification should be directed to the OSDS at (916) 375-4940.

To be considered as a certified SB, the Bidder must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for IFB Submission. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement- Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business- Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a commercially useful function relevant to the Scope of Work included in this IFB may qualify the Bidder for a SB preference.

b) Non-Small Business Subcontractor Preference (if subcontracting is allowable in Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Bidder claiming this preference must list one or more SB subcontractor(s), whom the Bidder commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this IFB may be used to qualify the Bidder for the Non-Small Business Subcontractor Preference.

2. DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value.

The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. Under Senate Bill 115, Section 999.5, an incentive program was established.

Cal OES shall waive the DVBE participation requirement for this solicitation.

However, pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to a Bidder who provides DVBE participation.

The DVBE Incentive is as follows:

Confirmed DVBE Participation (Bidder Declaration)

Incentive Amount

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

A Bidder is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Bidder commits to use a certified DVBE(s) as subcontractor(s) (if subcontracting is allowable in Exhibit A, Statement of Work).

a) Certified DVBE Bidder incentive considerations:

1) Commit to performing 1% or more of the contract bid value with the prime bidders’ firm or in combination with another DVBE(s)

2) Document DVBE participation on the Bidder Declaration GSPD-05-

105, Attachment 6.

3) Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager.

b) Non-DVBE Bidder incentive considerations:

1) Commit to using certified DVBE(s) for 1% or more of the bid value.

2) Document DVBE participation on the Bidder Declaration GSPD-05- 105, Attachment 6.

3) Submit a completed Disabled Veteran Business Enterprise

Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager for each certified DVBE subcontractor.

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

c) Locating DVBE Subcontractors

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

To begin your search, click on “Small Business/Disabled Veteran Business Enterprise,” then click “Search for Certified SB/DVBE Firms.”

Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at: www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to:

OSDSHelp@dgs.ca.gov

3. APPLYING PREFERENCE AND INCENTIVES

a) Preferences and incentives are used for bid tabulation purposes to determine the lowest responsive responsible bidder. Strict adherence to the laws and regulations to apply the preferences and incentives will be followed. If awarded the contract, the preference and/or incentive does http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov not alter the amount of the resulting contract. Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance to statutory, regulatory and contractual requirements.

b) The SB preference of 5% will be applied when a responsible Bidder that is not a CA certified SB or a NS claiming 25% CA certified SB subcontractor participation submits the lowest responsive responsible bidder proposal.

(Note: NS claiming SB subcontractor preference cannot remove an award from a certified SB.)

c) The DVBE incentive will be applied to each qualified Bidder’s verified DVBE participation percentage from the number 1 ranked lowest responsive responsible bidder proposal, regardless if Bidder is an SB/DVBE. If a SB is ranked number 1 after SB preference has been applied, the DVBE incentive is only calculated for Bidders certified as SBs.

F. REQUIRED ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor Certification Clauses

4. Darfur Contracting Act Certification

5. Payee Data Record, STD 204 & STD 205

6. Bidder Declaration Sheet, GSPD-05-105

7. DVBE Declarations, DGS PD 843 (if applicable)

8. Cost Sheet

9. References

10. Resumes

11. California Civil Rights Laws Certification

12. Iran Contracting Act Certification

13. Sample Agreement (reference only)

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to Cal OES. For your bid to be responsive, all required attachments must be returned.

Company Name: _____________________________

ATTACHMENT REQUIRED ATTACHMENT NAME

Attachment 1 YES Required Attachment Checklist

Attachment 2 YES Bid/Bidder Certification Sheet

Attachment 3 YES Contractor Certification Clauses

Attachment 4 YES Darfur Contracting Act Certification

Attachment 5 YES Payee Data Record, STD 204 & STD 205

Attachment 6 YES Bidder Declaration Sheet, GSPD-05-105

Attachment 7 YES (If applicable) DVBE Declarations, DGS PD 843

Attachment 8 YES Cost Sheet

Attachment 9 YES References

Attachment 10 YES Resumes

Attachment 11 YES California Civil Rights Laws Certification

Attachment 12 YES Iran Contracting Act Certification

Attachment 13 NO Sample Agreement

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The bid must be transmitted via email in accordance with IFB instructions.

A. Our all-inclusive bid is submitted as detailed in Attachment 7, Cost Proposal.

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

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

1. Company Name 2. Telephone Number

2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as:

a. California Small Business b. Disabled Veteran Business Enterprise

Yes No Yes No If yes, enter your service code below: If yes, enter certification number:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDC, if an application is pending:

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES IFB A231009871

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3

Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office.

This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDC.

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

A Bidder must complete the Contractor Certification Clauses located at the following internet site:

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

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

A Bidder must complete the Darfur Contracting Act Certification located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

A Bidder must complete the Payee Data Record and the Supplement form (as needed), located at the following internet sites:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

A Bidder must complete the Bidder Declaration, located at the following internet site:

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

When completing the declaration, if subcontracting is allowable in Exhibit A, Statement of Work, Bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract.

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

ATTACHMENT 7 - DVBE DECLARATIONS, DGS PD 843

A Bidder must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), located at the following internet site (if applicable):

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

ATTACHMENT 8 - COST SHEET

Refer to Exhibit B-1 in Sample Agreement.

ATTACHMENT 9 - REFERENCES

List three (3) clients served in the past five (5) years for which the bidding firm provided similar services. List the most recent first. References should provide evidence that Contractor meets the minimum qualifications as stated in this IFB and provides similar services as stated in SOW, Exhibit A.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address

REFERENCE 3

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address

ATTACHMENT 10 - RESUMES

Bidder will provide detailed resumes of all staff who will be utilized to complete this project. Resumes should provide evidence that staff meet the qualifications as stated in this IFB and provides similar services as stated in SOW Exhibit A.

ATTACHMENT 11 - CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

A Bidder must complete the California Civil Rights Laws Certification located at the following internet site:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS- LAWS-ATTACHMENT.ashx https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.ashx https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.ashx

ATTACHMENT 12 - IRAN CONTRACTING ACT CERTIFICATION

A bidder must complete the Iran Contracting Act Certification located at the following internet site:

https://www.dgs.ca.gov/-/media/A7EE965578CA4CC1A63087423C7BED0C.ashx https://www.dgs.ca.gov/-/media/A7EE965578CA4CC1A63087423C7BED0C.ashx

ATTACHMENT 13 - SAMPLE AGREEMENT

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this IFB. Please review it carefully and present any questions in writing to the contact identified for this IFB.

2. The term of this Agreement is:

SAMPLE

California Governor’s Office of Emergency Services Contractor Name- TBD Third Party Logistics Agreement No. A231009871

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EXHIBIT A

STATEMENT OF WORK (SOW)

THIRD PARTY LOGISTICS (3PL) PROVIDER

1. OBJECTIVE

The California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES” requires TBD, hereinafter referred to as “Contractor”, to manage two (2) Cal OES warehouses. These warehouses are designed to store and distribute all hazards and medical emergency countermeasure equipment and commodities throughout the State.

The warehouses are located at:

Corona Warehouse 1435 Sherborn Street Corona, CA 92879

Dixon Warehouse

2299 Kids Way Dixon, CA 95620

2. TERM/PERIOD OF PERFORMANCE

A. The period of performance for the Agreement shall be May 1, 2024, or upon approval, whichever is later, through April 30, 2026, with the option to extend for one (1) additional twelve (12) month term, at the original rates evaluated and considered.

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

C. Consistent with the terms and conditions of the original solicitation, and upon mutual consent, Cal OES and the Contractor may execute written amendments to alter the method, price, or schedule of the work, subject to the limitations set forth by the California Public Contract Code, section 100 et seq, and the California State Contracting Manual, Volume 1.

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3. BUDGETED AMOUNT

The initial award of this Agreement shall not exceed $TBD and there is no obligation on Cal OES’s part to utilize the entire amount. Any increases in the budgeted amount will be at the rates evaluated and considered herein.

4. QUALIFICATIONS

A. The Contractor must have a minimum of three (3) years of proven experience with managing warehouse operations and working with state and federal governments in emergency management capacities.

B. The Contractor must have a minimum of three (3) years of direct warehousing experience to include receiving, storing, managing, and distributing commodities within a single facility for a state and/or federal governmental entity.

C. The Contractor must possess the necessary certifications to operate forklifts and other material handling equipment (MHE) necessary to complete the associated tasks in this Agreement.

5. PROJECT TASKS AND DELIVERABLES

The Contractor must perform project tasks and/or deliverables including, but not limited to, the following:

A. Project Task 1: Inventory Control

i. Inventory Implementation Phase (First 90 Days)

a. Contractor shall perform a full physical inventory and tagging (as needed) of all commodities, equipment, and assets, medical and non-medical, at each Cal OES warehouse. A full physical inventory and barcode tagging must be completed at each physical warehouse location no later than May 13, 2024, or ninety (90) days following the start of the contract, whichever is later.

Inventory should be updated daily in real time for Cal OES review.

ii. Inventory Management

a. All items in inventory must be tagged with a barcode label that is compatible with the inventory software platform. Barcodes should be able to facilitate receipt and shipment of product via handheld scanner.

b. Cycle counts must be performed, at a minimum, on a weekly basis, and as requested by the Cal OES Contract Manager.

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c. An expiry report must be provided, at a minimum, on a weekly basis (no later than Monday by 4:00 PM PT), and as requested by the Cal OES Contract Manager. The report must be provided in both a hard copy and digital format.

d. Stock rotation must be performed, with products expiring the earliest being shipped out first. If an expiration date is not applicable to a given product, then inventory should be shipped out on a first in, first out (FIFO) basis, unless otherwise directed by the Cal OES Contract Manager.

e. Contractor must process all outbound orders received during normal business hours on the same day as receipt of the order.

f. The Contractor must notify the Cal OES Contract Manager of any inventory discrepancies immediately upon discovery including but not limited to:

inventory loss due to Contractor negligence, damage, theft, data entry issues, poor inventory management related to inaccurate cycle counting, or physical inventory numbers. The Contractor may be responsible for losses due to negligence.

iii. Warehouse Management System/Inventory Management System

a. Contractor shall complete the following requirements no later than May 13, 2024, or ninety (90) days following the start of the contract, whichever is later.

b. Contractor shall provide a Warehouse Management System (WMS) / Inventory Management System (IMS), an Order Management System (OMS), and Reporting Engine System (RES) that shall, at a minimum, contain the following functionality:

1. WMS/IMS:

i. Capable of tracking and managing assets that are deployed to an external location for a given period.

ii. Capable of tracking expiration dates with automated notifications set (at desired intervals) to notify users of upcoming expiring product.

iii. Capable of managing multiple warehouse locations.

iv. Capable of managing items in any unit of measure (UOM) from full pallets to a single count item.

v. Ability to search items within the system.

vi. The Contractor’s Enterprise resource planning (ERP) must have capability for virtual warehousing, allowing for mobile inventory management and the ability to create a virtual warehouse anywhere

4 | P a g e a response is needed. This ERP must allow for items to move from inventory without degradation, as deployed from the virtual site, and rapid inventory emergency response management across the State.

vii. The ability to provide an accurate count of all commodities, equipment, and property located at each Cal OES warehouse location.

viii. The ability to track item expiration dates and lot numbers. Integration with the Food & Drug Administration’s National Drug Code database is preferred.

2. OMS:

i. The ability to ship and receive product, including the generation of shipping labels, Bills of Lading (BOL), pick list, and tracking information.

ii. The ability to create a virtual warehouse to track and account for non-consumable items that are deployed to an external site for an extended period of time.

iii. The ability to produce scannable barcodes to label items in inventory.

Barcodes should be able to facilitate receipt and shipment of product.

iv. The ability to view aggregate inventory across all geographic locations with the ability to filter by geographic location.

v. Be customizable.

vi. The WMS functionality must allow for the ad hoc creation of auxiliary storage locations. These locations will be used to track and manage assets that are deployed to a location in the field. The Contractor’s ERP application shall maintain, track, and manage all product rotations, the reporting of product shelf life, and the quarantine program.

3. RES:

i. The Contractor’s reporting capability shall be robust and highly customizable.

ii. A standard set of reports shall be static and system generated according to a pre‐determined schedule, then pushed out via email to a designated set of recipients as directed by the Cal OES Contract Manager.

iii. Examples of such reports include on‐hand inventory, outbound order detail, inbound order detail, product expiration, inventory accuracy, cycle counts, etc.

iv. In addition to the standard set of reports, users must be able log into the system to view information in real time and create their own ad hoc reports.

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c. The Contractor shall provide a demonstration of how to load data into the system to Cal OES.

d. The Contractor must provide WMS/IMS, OMS, and RES program training (in-person) to the Cal OES Contract Manager (and to additional Cal OES staff identified by the Cal OES Contract Manager).

e. The Contractor must provide a system user manual in hard copy as well as an electronic version.

f. The Contractor must provide the Cal OES Contract Manager with a separate administrator account for the WMS/IMS, OMS, and RES programs. Additional accounts, with varying levels of security access, may be created for Cal OES staff at the discretion of the Cal OES Contract Manager.

g. The Contractor must ensure an accurate inventory of warehouse commodities and provide the Cal OES Contract Manager with an exportable report of data in a file format approved by the Cal OES Contract Manager.

h. The Contractor shall provide the Contract Manager a means to retain access to the WMS/IMS, OMS, and RES programs and related data if the contract is terminated for any reason. Such means may include, but are not limited to, a subscription and/or license service. Contractor shall provide, within thirty (30) days, a file containing all data belonging to Cal OES, in a usable format if the Agreement is terminated for any reason by either party.

B. Project Task 2: Warehouse Management

i. Staffing

a. The Contractor shall provide four (4) full-time staff at each Cal OES location, for a total of eight (8) full-time staff, to assist with the management of day-to-day warehouse operations. The dedicated full-time staff will support operations and be on-site from 7:00 AM – 4:00 PM PT, Monday - Friday, excluding observed state holidays, unless otherwise directed in writing by the Cal OES Contract Manager. The Cal OES Contract Manager may reduce staffing, if needed, to serve operational needs at his or her discretion.

b. In addition to the above, the Contractor shall also assign an experienced representative to serve as a single point of contact and third-party logistics (3PL) representative on-site at the Dixon Warehouse. The Contractor shall take direction from the Cal OES Contract Manager or his or her designee.

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c. The Contactor shall provide a detailed staffing plan to Cal OES Contract Manager within seven (7) days of the contract award for approval, prior to commencement of services under this Agreement.

d. The Contractor shall provide a staffing reconciliation report for the prior month. Report shall include each staff person who worked at each site, hours/days worked and will accompany end of month invoicing.

e. The Cal OES Contract Manager may request surge staffing should the need arise. All such requests will be in writing. The Contractor must provide a cost estimate for the additional staffing prior to the staff working on site. Surge staffing must be provided within four (4) hours of the request.

ii. Responsibilities

a. Contractor staff must be trained and certified in the use of forklifts, pallet jacks, and any other warehouse management equipment required to perform day to day duties. Contractor shall provide Cal OES copies of all certificates prior to that staff member performing work in the warehouses.

b. Contractor shall be responsible for recertifying Contractor staff on the use of MHE and ensuring compliance with any and all applicable Occupational Safety and Health Administration (OSHA) requirements, as well as state and federal labor and employment laws. Contractor agrees to indemnify Cal OES for any and all complaints, grievance, or causes of action related to violations of OSHA or state or federal labor and employment laws related to their contract staff.

c. A physical copy of a warehouse operations and material handling equipment safety plan will be onsite at the warehouse within thirty days (30) days after services begin. Copies of all staff certifications must be provided prior to work commencing, shall be maintained by Contractor throughout the duration of the contract, and available to the Cal OES Contract Manager at any time.

d. Contractor staff shall prepare product for shipment, palletize product, load trucks, prepare Bills of Lading (BOL), and follow industry standards when preparing items for shipping.

e. Contractor must provide all equipment and shipping supplies required to perform the services outlined in this Agreement including, but not limited to, forklifts, pallet jacks, laptops, printers, toner, paper, workstations, barcode scanners, etc., and shipping supplies including, but not limited to, stretch

7 | P a g e wrap, stretch wrap tool, packing tape, pallet caps, shipping labels, label printers, etc.

f. The Contractor shall deliver a Monthly Status Report to the Cal OES Contract Manager by the 4th business day of each month, including at a minimum:

i. Tasks completed.

ii. Tasks in progress.

iii. Tasks at risk for delay, or at issue, as soon as possible after identified (and outside of the monthly status report as needed).

iv. Contractor’s actions to address that risk or issue and any recommended next steps to further resolve the risk or issue.

v. Expenditures incurred and percent of budget expensed.

vi. Staffing schedule

vii. Next steps.

C. Project Task 3: Documentation Management

i. All documents, reports, or other deliverables created by the Contractor must be provided to the Cal OES Contract Manager in both electronic and hardcopy formats.

ii. The Cal OES Contract Manager must review and approve any data and data products (including any reports) prior to distribution or dissemination in any format.

All such data products are confidential, proprietary, and the sole property of Cal

OES.

iii. Contractor must leave any property barcodes or other property location information in place upon expiration or termination of this Agreement.

iv. All documents, plans, reports, and products created are confidential, proprietary, and the intellectual property of Cal OES. No such products can be distributed, published, or otherwise disseminated without explicit written permission from the Cal OES Contract Manager. All draft documents require sign off from the Cal OES Contract Manager.

6. ACCEPTANCE OF SERVICES

Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. The approval process is outlined in the Performance Section of this SOW. Acceptance criteria shall consist of the following:

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A. The Contractor is responsible for obtaining approval from Cal OES Contract Manager before beginning any services.

B. The Contractor shall meet all timelines and deliverable due dates as described herein.

C. It shall be Cal OES’s sole determination as to whether services have been successfully completed and are acceptable.

D. The Contractor costs related to rework of unacceptable work products shall be the cost of the Contractor and shall not be billed to Cal OES.

7. CONTRACTOR RESPONSIBILITIES

A. This serves as a notice under Executive Order N-6-22 that as a contractor or grantee, compliance with the economic sanctions…