Addendum_2_Q_A_IFB_EDIS91523_Air_Filtration.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

300 Capitol Mall, Suite 1850, Sacramento, CA 95814 P.O. Box 942850, Sacramento, CA 94250

Phone: (916) 445-2636 Fax: (916) 322-1220

March 20, 2024

To All Prospective Bidders:

Addendum 2 to Invitation for Bid (IFB) EDIS91523 Air Filtration Equipment Services.

The purpose of this addendum is to notify potential bidders of the State Controller's Office (SCO) response to questions received for IFB EDIS91523. As a result of this addendum, the following sections have been changed:

# CHANGE

1 Exhibit A, Scope of Work, Section B. Contractor Responsibilities, Item 1., page 1, Amended 2 Exhibit A, Scope of Work, Section B. Contractor Responsibilities, Item 2., page 1, Removed 3 Exhibit A, Scope of Work, Section B. Contractor Responsibilities, Item 4.b., page 2, Amended 4 Exhibit A, Scope of Work, Section B. Contractor Responsibilities, Item 4.c., page 2, Added 5 IFB, C. Bid Requirements and Information, 1. Key Action Dates, page 4, Amended 6 IFB, C. Bid Requirements and Information, 2. Voluntary Site Walk-Through, a. page 4, Added 7 IFB, C. Bid Requirements and Information, 2. Voluntary Site Walk-Through, b. page 5, Added

Questions and Answers

1. Will bidders be able to perform a job walk?

Response: IFB, C. Bid Requirements and Information, 2. Voluntary Site Walk-Through, a. and b. have been added to read, “Bidders are invited to attend a site walk-through on Friday, March 22, 2024, at 9 a.m.

PST. The location of the site walk is 3301 C Street, Suite 759, Sacramento, CA 95816. Curtis Brock will be the bidders’ point of contact upon arrival.

No questions may be asked during the site visit, SCO staff will not be able to provide any information that is not already provided in IFB EDIS91523. Bidders will have an opportunity after the site walk to submit written questions to SCOBids@sco.ca.gov.”

IFB EDIS91523, Section C. Bid Requirements and Information, Item 1. Key Action Dates has been amended to accommodate site walk-through and subsequent time for bidders to submit questions and SCO to provide answers.

2. The hours state that the contractor must work on the nine-interior ceiling mounted air cleaners on the second working day of each week between 6 a.m. and 7:30 a.m. Can this time/day be adjusted for scheduling purposes?

mailto:SCOBids@sco.ca.gov

State Controller's Office

IFB EDIS91523

Addendum 2, Questions and Answers

Response: This requirement has been amended to read, “Provide weekly preventative maintenance and weekly air filter replacements on the nine-interior ceiling-mounted air cleaners on a consistent day and time agreed upon by SCO and the Contractor. The service will be provided Monday through Friday between 6:30 a.m. and 5:00 p.m.” Please see Exhibit A, Scope of Work, page 1.

3. What motors need to be replaced annually? Based off the equipment provided there does not appear to be motors in the equipment schedule. If there are motors, can a submittal be provided of this information?

Response: This requirement has been removed. Please see Exhibit A, Scope of Work, page 1 included with this addendum 2.

4. This work states on-call maintenance service to be provided between 6 a.m. – 5 p.m., is this only for service calls and quoted work?

Response: Per Exhibit A, Scope of Work, B.1., “Provide weekly preventative maintenance and weekly air filter replacements on the nine-interior ceiling-mounted air cleaners on a consistent day and time agreed upon by SCO and the Contractor. The service will be provided Monday through Friday between 6:30 a.m.

and 5:00 p.m.” and Exhibit A, Scope of Work, B.8., “Provide on-call maintenance services during SCO normal business hours of Monday through Friday between 6:00 a.m. to 5:00 p.m. PT.” The Scope of Work makes no reference to “quoted work”, SCO is unable to answer this question further.

5. Is there a dedicated area to clean the cells? Should they be chemically cleaned or rinsed off?

Response: Exhibit A, Scope of Work, B. Contractor Responsibilities 4.b. has been amended to read, “Take the 18 soiled cells and filters offsite to be cleaned and, subsequently, rotate them out the next week with the other 18 soiled cells and filters” and 4.c. to say, “Use industry recommended cleaning solution(s) to properly clean the 18 soiled cells and filters.”

All other information will remain the same.

Thank you, SCO Bids

MALIA M. COHEN

California State Controller

March 6, 2024

INVITATION FOR BID (IFB) EDIS91523

Air Filtration Equipment Services

Bidders are invited to review and respond to the State Controller’s Office (SCO) Invitation for Bid (IFB) EDIS91523 Air Filtration Equipment Services. To submit a bid, the Bidder must comply with the instructions contained in this document as well as with the requirements stated in the Agreement, Exhibit A, Scope of Work. By submitting a bid, your firm agrees to the terms and conditions stated in this IFB.

Read the attached document carefully. The Bidder is solely responsible for ensuring that SCO receives the complete bid in accordance with the Bid requirements, prior to the date and time specified in the solicitation. Bidders should review, correct all errors, and confirm compliance with the IFB requirements. Bids received after the specified deadline will not be considered for review. SCO reserves the right to cancel this IFB without cause at any time prior to award.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the Bid documents. SCO is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to check the website periodically will be at the Bidder’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Agreements Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx, and the information in the herein IFB, the information in the attached IFB shall take precedence.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Agreement-Language. If you do not have internet access, a hard copy can be provided.

In the opinion of SCO, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please send an email to SCOBids@sco.ca.gov by the Written Questions Submittal Deadline in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

Please note that no verbal information given will be binding upon SCO unless such information is issued in writing as an official addendum.

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx 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

IFB Number EDIS91523

TABLE OF CONTENTS

Sections Page A. Purpose and Description of Services………………………………………………………………………………..3 B. Bidder Minimum Qualifications……………………………………………………………………………………….3 C. Bid Requirements and Information…………………………………………………………………………………..4

1) Key Action Dates……………….………………………………………………………………………………….4

2) Written Questions and Answers…………………………………………………………………………………4

3) Submission of Bid…………………………………………………………………………………………………4

4) Evaluation and Selection…………………………………………………………………………………………6

5) Award and Protest…………………………………………………………………………………………...……7

6) Disposition of Bids………………………………………………………………………………………………...7

7) Agreement Execution and Performance………………………………………………………………………..7

D. Participation, Preference, and Incentive Programs………………………………………………………………..8

1) Disabled Veteran Business Enterprise (DVBE) Program Participation……………………………………..8

2) Disabled Veteran Business Enterprise (DVBE) Incentive…………………………………………………….8

3) Small Business (SB) Preference Program……………………………………………………………………..9

4) Non-Small Business Preference Request……………………………………………………………………...9

E. Required Attachments……………………………………………………………………………………………….10 Attachment 1, Required Attachment Checklist……………………………………………………………………11 Attachment 2, Bidder Certification Sheet………………………………………………………………………….12 Attachment 3, Cost Worksheet (Submit in a separate email)…………………………………………………...14 Attachment 4, Contractor Point of Contact………………………………………………………………………..15 Attachment 5, Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205*)………….16

Attachment 6, Contractor Certification Clauses (CCC 04/2017)………………………………………………..16 Attachment 7, Bidder Declaration (Written)(GSPD-05-105)…………………………………………………….16 Attachment 8, California Secretary of State Certification of Status*……………………………………………16 Attachment 9, Disabled Veteran Business Enterprises (DVBE) Declarations (DSGS PD 843)*……………16 Attachment 10, Darfur Contracting Act Certification (DGS PD 1)*………………………….………………….16 Attachment 11, California Civil Rights Laws Certification (DGS OLS 04)*…………………………………….16 Attachment 12, Insurance Acknowledgement…………………………………………………………………….17 Attachment 13, Acknowledgement of Agreement Exhibits and Policies……………………………………….18 Attachment 14, Bidding Preferences and Incentives……………………………………………………………..19 Attachment 15, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b).20 Attachment 16 Contractor/Consultant Organization Information Security Agreement (ISO-004c)….………21

Agreement (STD 213)

Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 – Cost Worksheet Exhibit C – General Terms and Conditions (GTC 04/2017)** Exhibit D – Special Terms and Conditions

*Submit only if applicable **Incorporated by reference

A. Purpose and Description of Services

The State Controller’s Office is seeking a contractor to provide weekly preventive and on-call maintenance services for the electronic air cleaner equipment listed on Exhibit A, Scope of Work, Section A. Equipment located at 3301 C Street, Sacramento, CA 95816.

See Agreement, Exhibit A, Scope of Work (SOW), for the complete description of services.

Agreement Term

The term of this agreement will be for a period of three years with the options to amend to add funds and adjust estimated quantities as deemed necessary by SCO. The rates quoted on Attachment 3, Cost Worksheet will not increase as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Representatives are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

The Contractor and SCO Representatives are referenced in Agreement, Exhibit A, Section E. Contacts, Item 1.

B. Bidder Minimum Qualifications

This requirement is Mandatory Pass/Fail.

The Bidder must meet the qualifications on Attachment 2, Bidder Certification Sheet, and submit documentation that substantiates their experience, knowledge, training, and include all certifications which will be evaluated on a pass/fail in order to be given further consideration.

The Attachment 2, Bidder Certification Sheet must be signed by an individual authorized to bind the business contractually and must identify the title or position that the individual holds in the business. Failure to satisfy all of these qualifications and requirements upon submittal will result in immediate rejection of the bid.

1. Administrative Requirements:

a. Complete and submit all required Attachments listed on Attachment 1, Required Attachment

Checklist.

2. The Bidder shall be a firm that has been in business at least three years within the last five years, routinely performing the type of services as those outlined in this IFB for other public or private entities.

3. Licenses and Certifications:

a. The Bidder must provide copy of a valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents; or letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

b. Bidders shall obtain, at their expense, all license(s) or permits required by law for accomplishing any work required in connection with this agreement.

c. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license within 30 days’ following the expiration date. In the event the Contractor fails to keep in effect at all times all required licenses, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

C. Bid Requirements and Information

1. Key Action Dates

Event Date IFB available to Prospective Bidders March 6, 2024 Written Questions Submittal Deadline March 13, 2024, by 2:00 p.m. PST* Written Questions and Answers Released March 15, 2024

March 20, 2024 Voluntary Site Walk Through March 22, 2024, at 9 a.m. PST Written Questions Submittal Deadline March 26, 2024 Written Questions and Answers Released March 29, 2024 Final Date for Bid Submission March 21, 2024, by 2:00 p.m. PST*

April 4, 2024 Evaluation of Bid Submission** March 21, 2024

April 4, 2024 – April 8, 2024 Cost Opening March 22, 2024, at 2:00 p.m.

April 9, 2024 Notice of Intent to Award March 22, 2024

April 10, 2024 Proposed Award Date April 2, 2024

April 18, 2024 Estimated Agreement State Date April 2, 2024

May 1, 2024

*Pacific Standard Time (PST)

**Dates after Final Date of Bid Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

2. Voluntary Site Walk-Through

a. Bidders are invited to attend a site walk-through on Friday, March 22, 2024, at 9 a.m. PST.

The location of the site walk is 3301 C Street, Suite 759, Sacramento, CA 95816. Curtis Brock will be the bidders’ point of contact upon arrival.

b. Questions may be asked during the site visit; SCO staff will not be able to provide any information that is not already provided in IFB EDIS91523. Bidders will have an opportunity after the site walk to submit written questions to SCOBids@sco.ca.gov.

3. Written Questions and Answers

a. Bidders may submit questions for clarification of the content of this IFB to SCOBids@sco.ca.gov.

b. Questions must be submitted by the date and time specified in Section C, Bid Requirements and

Information, Item 1. Key Action Dates.

c. The subject line of the email should read, IFB EDIS91523 Questions – Company Name.

d. The Bidder must reference the section and page number about which they are inquiring.

e. Written Questions and Answers will be provided without identifying the submitter. At the sole discretion of SCO, SCO may paraphrase questions for clarity.

f. Questions and Answers will be issued via an addendum to this IFB and posted to Cal eProcure.

4. Submission of Bid

a. Bidders must submit their bids in Portable Document File (PDF) to SCOBids@sco.ca.gov by the date and time specified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

All bids must be submitted in at least two separate emails. Subject line must include the IFB number, Title, and be marked Bid or Cost.

1) Email #1 (Bid) must include the Bidder’s submission in PDF format with the subject line identifying the submission as BID—Company Name. Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this IFB.

2) Email #2 (Attachment 3, Cost Worksheet) must include the Bidder’s cost in PDF format with the subject line identifying the submission as COST—DO NOT OPEN. The Cost email shall remain unopened and separate from the sealed bid email until the public cost opening.

3) Email Requirements:

a) Bidders shall ensure that emails do not exceed a file size of 20 megabytes.

b) Bidders shall ensure that emails do not contain scripts, executable files, or macros which may make their emails undeliverable.

c) Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Bids containing links to external sources will be rejected.

d) If email #1, identified as BID, should exceed acceptable file size, the Bidder shall split the email into multiple emails to ensure delivery.

e) Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f) An automatic reply from SCOBids@sco.ca.gov confirms receipt of bidders’ emails.

Automatic replies only confirm receipt of emails and do not assess bidders’ responsiveness to the IFB requirements in the email content or in any attachments therein.

g) LATE BID SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

b. Bids not submitted in two separate emails and marked as indicated may be rejected.

c. If the Bid is made under a fictitious name or business title, the actual legal name of the Bidder must be provided.

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

e. It is the Bidder’s responsibility to provide all necessary information for SCO to evaluate the Bid, verify requested information, and determine the Bidder’s ability to perform the services defined in the Agreement, Exhibit A, Scope of Work.

f. All documents requiring a signature must bear a signature of a person authorized to bind the bidding firm.

g. 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.

h. SCO may reject any or all bids. 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.

i. SCO may waive an immaterial deviation in a bid. SCO waiver of an immaterial deviation shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the Agreement.

j. 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 the State of California.

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

l. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the Final Date for Bid Submission. A bidder’s modification offered in any other manner, oral or written, will not be considered.

m. A bidder may withdraw its bid by submitting a written withdrawal request to SCO, signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission. Bids may not be withdrawn without cause subsequent to the Final Date for Bid Submission.

n. SCO may modify the IFB prior to the Final Date for Bid Submission by issuing an addendum that shall be posted to Cal eProcure.

o. SCO reserves the right to reject all bids. SCO is not required to award an agreement.

mailto:SCObids@sco.ca.gov

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

q. SCO does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 04/2017) are not negotiable.

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

5. Evaluation and Selection

a. During Evaluation of Bids, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b. SCO will evaluate each bid to determine its responsiveness to the published requirements.

c. Bids that contain false or misleading statements that do not support an attribute or condition claimed by the Bidder, may be rejected.

d. The Cost Opening will occur via Microsoft Teams. All bidders will be sent an invite to attend via the contacts listed on Attachment 4, Contractor Point of Contact in the Bid submission.

e. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 4, Contractor Point of Contact, please email request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

f. Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link the morning of the Cost Opening identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

g. Award of an agreement resulting from this IFB will be based on lowest total cost.

h. In the event of a precise tie, if Government Code (GC) Section 14838(f) does not apply to the

Bidders, a witnessed coin toss will be conducted by the Procurement Official. If a coin toss is needed, the Procurement Official will schedule and arrange for the coin toss and non-partisan witnesses, notifying the participating bidders of the outcome of the coin toss.

6. Award and Protest

a. 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, overnight courier, or personal delivery five working days prior to the award of the Agreement.

b. If requested in writing by any bidder who has submitted a bid a notice of the proposed award shall be posted in a public place in SCO, 300 Capitol Mall, 15th Floor, Sacramento, CA 95814, and on the Small Business and Disabled Veteran Business Enterprises Advocate and Liaison page on SCO Website under “Notice of Intent to Award Agreement” at:

https://www.sco.ca.gov/sco_sb_dvbe_advocate.html for five working days prior to awarding the Agreement. If SCO is awarding to the lowest responsible bidder, and no requests have been made to publicly post a letter of intent, SCO may award the agreement without delay.

c. If any bidder, prior to the award of agreement, files a written protest with SCO and the Department of General Services (DGS), Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, on the grounds that the (protesting) Bidder is the lowest responsive https://www.sco.ca.gov/sco_sb_dvbe_advocate.html responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. It is suggested that you submit any protest by certified or registered mail.

d. Within five days after filing the protest, the protesting bidder shall file with the DGS, Office of Legal

Services and SCO, a detailed written statement specifying the grounds for the protest with DGS, OLS, and SCO. The written protest must be sent to DGS, OS, 707 Third Street, 7th Floor, Suite 7- 330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO, at SCOBids@sco.ca.gov, Attention: Contracts Office.

7. 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 GC Section 6250 et seq. and subject to review by the public.

b. Bid packages may be returned only at the Bidder's expense, unless such expense is waived by

SCO.

8. Agreement Execution and Performance

a. Service shall start on the express date set by SCO and the Contractor, after all approvals have been obtained and the Agreement is fully executed.

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

Agreement.

D. Participation, Preference, and Incentive Programs

The following Preference and Incentive Programs may be combined but will not exceed a combined total of 15 percent of the Bid amount or $100,000 per bid, whichever is less. No bid price will be reduced by more than $100,000, and all preference and incentive cost adjustments are for bid evaluation purposes only and do not alter the actual cost offered by the Bidder.

A Small Business (SB)/Microbusiness (MB) and a Disabled Veteran Business Enterprise (DVBE) must have current and valid certification through the DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. PT on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website 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.

In compliance with GC Section 14837 and Military & Veterans Code (M&VC) Section 999, certified SB/MB and DVBE contractors must perform a commercially useful function (CUF).

1. Disabled Veteran Business Enterprise (DVBE) Program Participation

The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests the Bidder’s voluntary mailto:SCOBids@sco.ca.gov 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 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 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 participation in reporting any certified DVBEs that will be used in the performance of this contract. Each listed certified DVBE must perform a CUF in the performance of the Contract as defined in GC Section 14837(d)(4).

2. Disabled Veteran Business Enterprise (DVBE) Incentive

Firms that are DVBE’s or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid response, not to exceed five percent.

The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible bidders proposing DVBE participation. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA25

7A3ED083F3DBB85ECEEB37013CBCF0545C

The incentive shall be applied as follows:

Confirmed DVBE participation of: Incentive Applied

5.0% or more 5% 4.0% to 4.99% 4% 3.0% to 3.99% 3% 2.0% to 2.99% 2% 1.0% to 1.99% 1%

a. The incentive is subject to a minimum of one percent and a maximum of five percent. Bids with

DVBE participation of more than five percent will be calculated with a five percent incentive.

b. The required list of California certified DVBE subcontracts must be provided on Attachment 6, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the distinct element of work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

c. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

d. When the awarded contractor has a certified DVBE perform an element of work for the Agreement, the awarded contractor shall complete a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817) within 60 days of expiration of the Agreement, and submit to SCO.

3. Small Business (SB) Preference Program

a. Current law encourages state departments to first consider first a SB/MB Enterprise for contracting opportunities. SCO is committed to supporting SB/MB participation in state contracting and seeks to use certified SBs/MBs whenever possible.

b. Section 14835, et seq., of the California GC requires that a five percent preference be given to bidders who certify as a SB/MB. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

c. The SB/MB Preference may not exceed $50,000 for any bid. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

4. Non-Small Business Preference Request

a. A five percent bid preference is available to a non-small business claiming 25 percent California certified SB subcontractor participation. If claiming the non-small business subcontractor preference, the Bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least 25 percent of the net bid price with one or more California certified SBs. Each listed certified SB must perform a “commercially useful function” in the performance of the Agreement as defined in GC Section 14837(d)(4).

b. The required list of California certified SB subcontracts must be provided on Attachment 7, Bidder

Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the distinct element of work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

c. In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000.

This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

d. A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS

OSDS as a SB/MB enterprise.

5. Ties between Certified SB/MB and DVBE Businesses

Per GC 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

E. Required Attachments

This bid package requires completion of all Attachments referenced on the required Attachment 1, Required Attachment Checklist. Exclusion of any required attachments may result in bidder’s disqualification.

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST

Bidder’s Name: ___________________________________________________ (Please print clearly or type)

A complete bid or bid package will consist of the items identified below.

Complete, sign, and date this checklist to confirm the items in your bid. Please initial in the Submitted to SCO box next to each item that you are submitting to SCO. For your bid to be responsive, all required attachments must be returned. Further review is subject to SCO discretion. This checklist must be signed and returned with your bid submission.

Requirement Description Submitted to SCO

Attachment 1 Required Attachment Checklist Attachment 2 Bidder Certification Sheet Attachment 3 Cost Worksheet (Submit in a separate email) Attachment 4 Contractor Point of Contact Attachment 5 Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205*) Attachment 6 Contractor Certification Clauses (CCC 04/2017) Attachment 7 Bidder Declaration (Written) (GSPD-05-105) Attachment 8 California Secretary of State Certification of Status* Attachment 9 Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)*

Attachment 10 Darfur Contracting Act Certification (DGS PD 1)* Attachment 11 California Civil Rights Laws Certification (DGS OLS 04) Attachment 12 Insurance Acknowledgement Attachment 13 Acknowledgement of Agreement Exhibits and Policies Attachment 14 Bidding Preferences and Incentives

Attachment 15 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b)

Attachment 16 Contractor/Consultant Organization Information Security Agreement (ISO-004c)

Additional Requirement

Copy of valid California city or county business license (if applicable); or, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered

Additional Requirement

Copy of California Certified Small Business (SB)/Micro Business (MB) and/or Disabled Veteran Business Enterprise (DVBE) Certification

*Submit only if applicable.

Authorized Signature and Title Date

ATTACHMENT 2

BIDDER CERTIFICATION SHEET

Bidder’s Name: _____________________________________________________ Please print clearly or type.

Complete and return this attachment with the bid submission. An individual authorized to bind the bidding firm contractually shall sign Attachment 2, Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned Bidder Certification Sheet may be rejected.

A. Our all-inclusive bid is submitted as detailed in Attachment 3, Cost Worksheet.

B. Our firm has been in business at least three years within the last five years, routinely performing the type of services as those outlined in this IFB for other public or private entities.

C. All required attachments are included with this certification sheet and the Bid submission.

D. 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.

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 Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No If yes, enter your certification number below:

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 OSDS, if an application is pending:

Completion Instructions for 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 certification number 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 OSDS.

ATTACHMENT 3

COST WORKSHEET

Bidder’s Name: ___________________________________________________

Services shall include weekly preventive and on-call maintenance services for the air filtration equipment.

Rates below must include all labor, materials, taxes, travel, supplies, equipment, additional fees, and any other associated cost necessary to provide the contracted services. SCO will not pay for any costs not included in the Agreement Total.

Service Year Estimated Cost per Week

Estimated Number of Services per Year Total Cost

April 1, 2024 – March 31, 2025 $ 52 $

April 1, 2025 – March 31, 2026 $ 52 $

April 1, 2026 – March 31, 2027 $ 52 $

Weekly Preventive Service Total

On-Call Maintenance Services Estimated

Cost per On- Call Service

Estimated Number of On-Call Services per Year Total Cost

April 1, 2024 – March 31, 2025 $ 3 $

April 1, 2025 – March 31, 2026 $ 3 $

April 1, 2026 – March 31, 2027 $ 3 $

On-Call Maintenance Service Total

AGREEMENT TOTAL $

Note: The amounts of services listed above are only estimates. SCO does not expressly or by implication agree that any amount of work will be guaranteed and reserves the right to omit portions of the work as may be deemed necessary. However, the actual rates above by the Contractor shall be binding by the Contractor for the term of this agreement. Any amendments to this agreement will adhere to the rates on the Cost Worksheet.

ATTACHMENT 4

CONTRACTOR POINT OF CONTACT

Bidder’s Name: ________________________________________________________

The contact person regarding this IFB is:

Name & Title:

Address:

Phone Number:

Fax Number:

Cell Phone Number:

(optional)

E-Mail:

If awarded an agreement, the Project Coordinator for services will be:

Address:

Phone Number: Fax Number:

Cell Phone

If awarded an agreement, direct all agreement inquiries to:

Phone Number: Fax Number:

Cell Phone

If awarded an agreement, the name of the company officer authorized to sign the agreement is:

ATTACHMENT 5

PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (STD 205*)

Payee Data Record (STD 204) is required and must be submitted.

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

*Only use Payee Data Record Supplement (STD 205) to provide a remittance address if different from the mailing address for information returns, or to make subsequent changes to the remittance address https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6

CONTRACTOR CERTIFICATION CLAUSES (CCC 04/2017)

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC- 042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE

ATTACHMENT 7

BIDDER DECLARATION (WRITTEN) (GSPD-05-105)

All bidders must complete the Bidder Declaration (Written) GSPD-05-105 and include it with the Bid Submission. When completing the declaration, bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an agreement are obligated contractually to use the subcontractors for the corresponding work identified unless SCO agrees to a substitution, and it is incorporated by amendment to the Agreement.

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

ATTACHMENT 8

CALIFORNIA SECRETARY OF STATE CERTIFICATION OF STATUS*

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP). Required document(s) may be obtained at the following website:

bizfileOnline.sos.ca.gov

ATTACHMENT 9

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (DGS PD 843)*

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

ATTACHMENT 10

DARFUR CONTRACTING ACT CERTIFICATION (DGS PD 1)*

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

ATTACHMENT 11

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)*

http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf

*Submit only if applicable NOTE: The fill and print forms are available at the links provided. Please email SCOBids@sco.ca.gov if you are unable to access the links provided. Attachments 5, 6, and 7 must be submitted with the Bid.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://bizfileonline.sos.ca.gov/ https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf http://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf

ATTACHMENT 12

INSURANCE ACKNOWLEDGEMENT

Bidder’s Name: _____________________________________________________

Bidders must submit an acknowledgement of their ability to meet the insurance requirements and certificate(s) of coverage must be provided immediately upon notice of award.

I certify that we can meet the insurance requirements identified in the Agreement, Exhibit D, Special Terms and Conditions.

Authorized Signature Date

Name of Bidder

Name and Title (Please Print)

ATTACHMENT 13

ACKNOWLEDGEMENT OF AGREEMENT EXHIBITS AND POLICIES

Bidder’s Name: ________________________________________________________

This certification acknowledges that the Bidder has received, reviewed and accepted all provided exhibits of this IFB.

Exhibit Name Signature Exhibit A – Scope of Work Exhibit B - Budget Detail and Payment Provisions Exhibit B – 1, Cost Worksheet. (IFB Attachment 3, Cost Worksheet to be inserted upon contract award)

Exhibit C, General Terms and Conditions (GTC 04/2017) Exhibit D - Special Terms and Conditions

ATTACHMENT 14

BIDDING PREFERENCES AND INCENTIVES

THE BIDDER MUST COMPLETE ALL SECTIONS BELOW AND SUBMIT WITH ITS BID.

1. DVBE INCENTIVE:

Bidder must check the appropriate box from the choices below.

☐ I am a DGS certified DVBE. A copy of my DGS PD 843 form is attached.

☐ I am not a DGS certified DVBE, but a percentage of the revenue will be going to DGS certified DVBE Subcontractors performing a Commercially Useful Function, and therefore I am claiming the DVBE incentive.

Bidder must submit a complete Attachment 7: GSPD-05-105, Bidder Declaration (Written), indicating the percentage of the revenue that will be received by each DGS certified DVBE subcontractor. Bidder must also submit an Attachment 7, DGS PD 843 DVBE Declarations, for each DVBE subcontractor, signed by the DVBE owner/manager.

☐ I am not claiming the DVBE incentive.

2. SMALL BUSINESS PREFERENCE:

Bidder must check the appropriate box from the choices below.

☐ I am a DGS certified Small Business and claim the Small Business Preference.

My DGS Small Business certification number is: _________________

☐ I am not a DGS certified Small Business, but 25 percent or more of the revenue from the award will go to DGS certified Small Business subcontractors performing a Commercially Useful Function and therefore I am claiming the preference.

Bidder must complete and submit Attachment 7: GSPD-05-105 Bidder Declaration (Written), indicating the percentage of the revenue that will be received by each DGS certified Small Business subcontractor.

☐ I am not claiming the DGS Small Business Preference.

Name of Bidder:

Signature and Date:

ATTACHMENT 15

CONTRACTOR/CONSULTANT CONFIDENTIALITY AND NON-DISCLOSURE ACKNOWLEDGEMENT

(ISO-004b)

Insert page 1 of 1

ATTACHMENT 16

CONTRACTOR/CONSULTANT ORGANIZATION INFORMATION SECURITY AGREEMENT (ISO-004c)

Insert page 1 of 2

ATTACHMENT 16

CONTRACTOR/CONSULTANT ORGANIZATION INFORMATION SECURITY AGREEMENT (ISO-004c)

Insert page 2 of 2

State Controller’s Office

Exhibit A

SCOPE OF WORK

A. Description of Services

The Contractor shall provide weekly preventive and on-call maintenance services for the following equipment located at 3301 C Street, Sacramento, California 95816.

Equipment Room Honeywell Electronic Air Cleaner- Model F54C 770

Honeywell Electronic Air Cleaner- Model F54C 770

Honeywell Electronic Air Cleaner- Model F54C 770

Honeywell Electronic Air Cleaner- Model F54C 770

Smokemaster Electronic Air Cleaner- Model C12 770

Smokemaster Electronic Air Cleaner- Model C12 770

Smokemaster Electronic Air Cleaner- Model C12 759

Smokemaster Electronic Air Cleaner- Model C12 759

Smokemaster Electronic Air Cleaner- Model C12 759

Agreement Term

The term of this agreement will be for a period of three years, with the options to amend to add funds, and/or to add or delete equipment as deemed necessary by SCO. The rates in Exhibit B, Attachment 1, Cost Worksheet will not increase as a result of any amendment to this agreement. SCO may terminate this Agreement at any time by giving the Contractor 30 days written notice of its intention to do so.

Contractors are cautioned that no work shall begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and if for any reason the Agreement is not approved, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Representatives are responsible for Agreement cost to ensure it does not exceed the maximum of the Agreement without an executed amendment.

B. Contractor Responsibilities

The Contractor shall:

1. Provide weekly preventive maintenance and weekly air filter replacements on the nine-interior ceiling-mounted air cleaners on the second working day of each week, between the hours of 6:00 a.m. and 7:30 a.m. Pacific Time (PT). a consistent day and time agreed upon by SCO and the Contractor.

The service will be provided Monday through Friday between 6:30 a.m. and 5:00 p.m.

2. Replace up to nine motors completely and worn or defective parts, as needed, after receiving written approval from the SCO Contact in Section D.1.

3. Provide all labor, service costs, and parts necessary to conduct the weekly preventive maintenance service including a 15-foot ladder with which to perform weekly air filter replacements.

4. Provide 36 cells and filters for rotation on a weekly basis. The air cleaners require 18 cells and filters for proper operation.

a. Remove the 18 soiled cells, filters, and screens from the electronic air cleaners and replace them with the 18 clean cells, filters, and screens within one hour of their removal to limit the amount of downtime.

b. Clean the 18 soiled cells and filters and, subsequently, rotate them out the next week with the other 18 soiled cells and filters. Take the 18 soiled cells and filters offsite to be cleaned and, subsequently, rotate them out the next week with the other 18 soiled cells and filters.

c. Use industry recommended cleaning solution(s) to properly clean the 18 soiled cells and filters.

5. Provide on-call maintenance services, on-site, as needed to ensure proper and efficient operation. The Contractor shall respond to SCO contact within four hours of receiving the service call request to schedule an on-call maintenance service appointment.

6. Provide replacement of all standard parts or like transfer materials required to maintain equipment in accordance with the manufacturer’s performance specifications and the terms of this agreement, including the replacement of up to five motors annually, all at no extra cost to SCO.

7. Conduct maintenance at the worksite unless circumstances require the removal of parts of equipment, in which case, the Contractor will provide the site at which to conduct the repair. Replacement of parts must within five hours of removal.

8. Provide on-call maintenance services during SCO normal business hours of Monday through Friday between 6:00 a.m. to 5:00 p.m. PT. Work shall not be performed on weekends or State holidays.