Addendum__2_24-11021-000.pdf

STATE OF CALIFORNIA — DEPARTMENT OF STATE HOSPITALS GAVIN NEWSOM, GOVERNOR

ACQUISITIONS AND BUSINESS SERVICES OFFICE

1600 Ninth Street, Room 101

Sacramento, CA 95814

January 16, 2025

ADDENDUM #2

INVITATION FOR BID (IFB) NUMBER: 24-11021-000

SERVICES: “Medication Dispensing Unit Installation.”

The Department of State Hospitals (DSH) – Atascadero is issuing this Addendum to modify and clarify the above referenced IFB in the following manner:

Item # 1: Attachment # 5. Bidder Rate Sheet. (See following pages)

Item # 2: Exhibit B. Budget Detail and Payment Provisions. (See following pages)

Item # 3: Questions with Responses

Item #1 - Changes in details to Attachment 5, Bidder Rate Sheet.

ATTACHMENT 5

Bidder’s Rate Sheet

The undersigned hereby proposes to furnish all labor, materials, supplies, tools, equipment, transportation, licenses, permits, prevailing wages, insurance, bonds, personnel, and any other services necessary to provide:

1. Prepare Med Rooms to replace existing medication dispensing units in medical rooms, including installation of new anchor plates, casework and fixture removal, patch and paint, electrical outlet and data jack extensions, fire-stopping at penetrations in fire rated construction, and other incidentals as required for a complete installation of the medication dispensing unit equipment to the Department of State Hospitals (DSH) – Atascadero pursuant to the terms and conditions of the Agreement, per Exhibit A, Scope of Work.

2. By submitting a bid, the bidder agrees that his or her final bid constitutes an irrevocable offer which shall be valid for 180 calendar days from the bid submission date and includes all applicable sales tax.

DESCRIPTION OF SERVICES Single or

Double

Price Each TOTAL

Prepare Med Rooms to replace existing medication dispensing units.

Bldg 24 – Unit 24 – Med Room 3

Single

Bldg 508A – Unit 1 – Med Room 6 Bldg 508A - Unit 2 – Med Room 6 Bldg 508A – Unit 2 – Office 14 Bldg 508A – Unit 3 – Med Room 6

Bldg 509A – Unit 4 – Med Room 9 Bldg 509A – Unit 5 – Med Room 13

Bldg 510A – Unit 6 – Med Room 44 Bldg 510A – Unit 7 – Med Room 45

Bldg 511 – Unit 8 – Med Room 44 Bldg 511 – Unit 9 – Med Room 44

Bldg 512 – Unit 10 – Med Room 13 Bldg 512 – Unit 11 – Med Room 13

Bldg 513 – Unit 12 – Med Room 13 Bldg 513 – Unit 13 – Med Room 13

Bldg 514 – Unit 14 – Med Room 46 Bldg 514 – Unit 15 – Med Room 47

Bldg 515 – Unit 16 – Med Room 30 Bldg 515 – Unit 17 – Med Room 30

Bldg 516 – Unit 18 – Med Room 30 Bldg 516 – Unit 19 – Med Room 30

Bldg 517 – Unit 20 – Med Room 58 Bldg 517 – Unit 21 – Med Room 58

Bldg 518 – Unit 22 – Med Room 7 Bldg 518 – Unit 23 – Med Room 7

Bldg 519 – Unit 25 – Med Room 7 Bldg 519 – Unit 26 – Med Room 7

Bldg 520 – Unit 27 – Med Room 11 Bldg 520 – Unit 28 – Med Room 11

Bldg 521 – Unit 29 – Med Room 22 Bldg 521 – Unit 30 – Med Room 22

Bldg 522 – Unit 31 – Med Room 22 Bldg 522 – Unit 32 – Med Room 22

Bldg 523 – Unit 33 – Med Room 22 Bldg 523 – Unit 34 – Med Room 22

Bldg 972 – Control Office 22

(2) Training Units in Administration Bldgs on the hill, outside STA- Mount Baseplates only (Not in Plan Set)

Grand Total for all 51 Units

Unforeseen Allowance (Allowance includes Taxes)

$40,000.00

TOTAL BID AMOUNT

3. Any service requiring parts will require actual receipt for the part when invoicing DSH-A. A purchase order or purchase estimate is not to be used in place of a receipt.

4. Bonding must be included in cost above.

5. DSH-A will not pay freight, shipping, travel, or gas surcharges, etc.

6. The bidder shall set forth the bid proposal in clear, legible figures in the space provided.

7. The DSH-A does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the DSH-A. The estimates provided are a good faith estimate and are not a guarantee of business and is subject to change depending on the best interest of DSH-A. The bids received will be used solely for comparison. The DSH-A makes no guarantee, expressed, or implied for actual work required. However, the actual rates quoted by the bidder shall be binding for the term of the agreement.

Is preference as a small business requested for this bid? Yes, OSDS Ref. # Application in Process No If yes, please include a copy of your OSDS Certification Approval Letter, or if not certified yet, a copy of evidence of application and the Small Business and Certification Request (STD 811) with this bid.)

The DVBE incentive program is being applied on this project. Refer to the DVBE Program Requirements for details.

Indicate your organization type: Sole Proprietorship Partnership Corporation, Corporation # Not Applicable

List below the information requested for all subcontractors.

Name/Address Type of Work to be Performed

License Number

Subcontract Amount ($)

1.

2.

Contractor’s Company/Business Name (Print or Type) Address

Contractor’s License Number Official’s Name and Title Signing (Print or Type)

Contractor’s License Classification License Expiration Date

MO DAY YR

Valid Telephone Number

By signing this bid, the bidder/contractor certifies under penalty of perjury the accuracy of the representations made on this bid form.

CONTRACTOR NAME: Contractor’s/Official’s Signature: Date:

Item # 2 – Changes in details to Exhibit B

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. INVOICING AND PAYMENT:

A. For services satisfactorily rendered, and upon receipt and approval of the invoice submitted as described herein, the DSH-A agrees to compensate Contractor in accordance with the rates specified in section 5, Budget Detail.

B. The DSH-A is not responsible for services performed by Contractor outside of this agreement, nor for services performed other than as outlined in Exhibit A, Scope of Work.

C. The DSH-A makes no guarantee, either written or implied, as to the actual amount of funds that will be expended under this Agreement.

D. Contractor shall not bill or seek reimbursement from DSH-A for any goods or services if Contractor received or will receive reimbursement or funding for such goods or services under any federal program, such as the CAREs Act or FEMA disaster relief, except when Contractor has billed Medicare and seeks the difference between the Medicare payment and the DSH contract price.

2. INSTRUCTIONS TO CONTRACTOR:

A. To expedite the processing of invoices submitted to the DSH-A for payment, all invoice(s) shall be submitted to the DSH-A for review and approval at either:

Department of State Hospitals – Atascadero Attention: Accounting Office

10333 El Camino Real Atascadero, CA 93422

Or

DSHAccounting@dsh.ca.gov

B. Contractor shall submit one original and two copies of each invoice, unless emailed.

C. Contractor shall type, not handwrite, each invoice on company letterhead. The DSH-A may provide an invoice template, if requested, mailto:DSHAccounting@dsh.ca.g which may be used in lieu of company letterhead.

D. Contractor shall clearly note Contractor’s name and address on each invoice. The name on the invoice must match the Payee Data Record (Std. 204) and the name listed on this Agreement.

E. Contractor shall list and itemize in accordance with section 5, Budget Detail, all services or deliverables provided on each invoice.

F. Contractor shall include the following on each submitted invoice:

i. Date(s) during which the services or deliverables were provided and the date in which the invoice was generated.

ii. Agreement number, which can be found on the Standard Agreement Form (Std.

213).

iii. Small Business certification number, if applicable

iv. Professional license number, if applicable

v. Invoice total.

vi. Contractor’s name as it appears on the Std. 213. If Contractor has both a legal and a fictitious name listed on the Std. 213, Contractor may, at its discretion, invoice using the full name as indicated on the Std. 213, or either of the two names listed.

3. BUDGET CONTINGENCY CLAUSE:

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

B. If funding for any Fiscal Year (FY) is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an Agreement amendment to Contractor to reflect the reduced amount.

C. If this Agreement overlaps Federal and State FY’s, should funds not be appropriated by

Congress or approved by the Legislature for the FY in which the Agreement was entered into, and/or any subsequent years covered under this Agreement, the State may exercise its option to cancel this Agreement.

D. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions enacted by Congress or the Legislature which may affect the provisions or terms of funding of this Agreement in any manner.

E.

DESCRIPTION OF SERVICES Single or

Price Each TOTAL

Prepare Med Rooms to replace existing medication dispensing units.

Bldg 24 – Unit 24 – Med Room 3

Bldg 508A – Unit 1 – Med Room 6 Bldg 508A - Unit 2 – Med Room 6 Bldg 508A – Unit 2 – Office 14 Bldg 508A – Unit 3 – Med Room 6

Bldg 509A – Unit 4 – Med Room 9 Bldg 509A – Unit 5 – Med Room 13

Bldg 510A – Unit 6 – Med Room 44 Bldg 510A – Unit 7 – Med Room 45

Bldg 511 – Unit 8 – Med Room 44 Bldg 511 – Unit 9 – Med Room 44

Bldg 512 – Unit 10 – Med Room 13 Bldg 512 – Unit 11 – Med Room 13

Bldg 513 – Unit 12 – Med Room 13 Bldg 513 – Unit 13 – Med Room 13

Bldg 514 – Unit 14 – Med Room 46 Bldg 514 – Unit 15 – Med Room 47

Bldg 515 – Unit 16 – Med Room 30 Bldg 515 – Unit 17 – Med Room 30

Bldg 516 – Unit 18 – Med Room 30 Bldg 516 – Unit 19 – Med Room 30

Bldg 517 – Unit 20 – Med Room 58 Bldg 517 – Unit 21 – Med Room 58

Bldg 518 – Unit 22 – Med Room 7 Bldg 518 – Unit 23 – Med Room 7

Bldg 519 – Unit 25 – Med Room 7 Bldg 519 – Unit 26 – Med Room 7

Bldg 520 – Unit 27 – Med Room 11 Bldg 520 – Unit 28 – Med Room 11

Bldg 521 – Unit 29 – Med Room 22 Bldg 521 – Unit 30 – Med Room 22

Bldg 522 – Unit 31 – Med Room 22 Bldg 522 – Unit 32 – Med Room 22

Bldg 523 – Unit 33 – Med Room 22 Bldg 523 – Unit 34 – Med Room 22

Bldg 972 – Control Office 22

(2) Training Units in Administration Bldgs on the hill, outside STA- Mount Baseplates only (Not in Plan Set)

Grand Total for all 51 Units

Unforeseen Allowance (Allowance includes Taxes)

$40,000.00

TOTAL BID AMOUNT

Item # 3 – Questions submitted with responses.

1. Sheet T0.1 has listed OSFM permits numbers for multiple buildings. Are there any other permits required on this project?

No.

2. Will materials for cabinet work be provided by DSH Atascadero?

Demo and removal of cabinets or section of will be the responsibility of the Contractor.

Any rework, additions to or restructuring of any cabinetry will be done by Hospital Maintenance Personnel.

3. Will materials for flooring be provided by DSH Atascadero?

Yes.

4. Will rooms be unoccupied during the construction?

Yes. For the work specific to the Medical Room. [i.e. conduit runs may be through occupied (by Patients and Staff) areas]. Additionally, the conduit runs / electrical will probably commence prior to the work in the Medical Room proper, to minimize the down time of the Medical Rooms.

5. Is there a location where the demolished material can be disposed of?

There will be space provided outside of the STA for a contractor furnished haulaway container or equal for the contractor to store and remove demo materials from the site.

6. Will we be allowed to leave a locked container (toolbox) onsite, overnight within the secured area?

In most cases / areas there will be provisions to store a locked rolling cart or toolbox within the Unit such as a Janitors Closet, Exam Room, Storage Room Etc. This will be at the discretion of DPS (Dept of Police Services) which are the escorts for the project.

7. Will the new medicine cabinets be delivered to the installation location by others?

No. The Base Plates and Cabinets will be stored at a central location on site. It is the responsibility of the contractor to move them to the required location as needed.

8. Will the cabinets be readily available and onsite when the work begins?

Yes. Reference question #7. The cabinets may not be there at the start of construction, but the base plates will be.

9. Will new medicine cabinets be installed by others?

Yes. The installation and commissioning of the cabinets on the base plates which are contractor installed, will be by others.

10. How many units (locations) can be worked on at once?

Probably no more than two (i.e. first and second floors).

11. If escorts are required, how many escorts will be available?

The typical process is two.

12. Are any third party inspections the responsibility of DSH Atascadero?

Yes. That will occur through DGS CIMB Services and the DSFM.

13. What hours will we be permitted to work?

8:00 am through 4:30 pm is Plant Ops work hours. This will be the norm for the project unless there are extenuating circumstances.

14. If escorts are required, will our hours be limited to the escort’s hours?

Yes. Same as question 13.

15. Will a dust containment be required?

Yes.

16. If a dust containment is required, will rooms be unoccupied?

Yes, except for conduit runs, they could be in occupied areas as indicated in question #4.

17. What is the period of performance?

We fully anticipate this work to be completed by year end of 2025.

18. If inspections delay our progress, will additional time be given for construction completion?

This will be addressed on a one-off basis depending on circumstances if required.

All other requirements and conditions of this IFB remain in full force and effect.

Sincerely, Carolynn La Rue

Associate Governmental Program Analyst