Addendum_3.pdf

October 25, 2024 Page 1 of 1

ADDENDUM NUMBER 3

TO

IFB - NUMBER 24C314000

CHP GOLDEN GATE AIR OPERATIONS

HVAC MAINTAINENCE SERVICES

Addendum #3 revises the IFB as follows:

1. IFB Cover page DVBE Participation Requirements are Waived.

2. Attachment 1 Required Checklist has been replaced with DVBE waived requirements

3. Attachment 4 Replaced with DVBE Waived incentive

4. Exhibit A Page 3 Includes removed Swamp Cooler.

5. Exhibit A Page 3 added Ice machine to be manufactured

6. Exhibit A Page 3 added Make, Model, and Serial Number to AC/HP Window Unit

If you have any questions, contact Rebecca Fielding Contract Services Unit at Rebecca.fielding@chp.ca.gov

State of California—Transportation Agency GAVIN NEWSOM, Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

Business Services Section, Contract Services Unit P.O. Box 942898 Sacramento, CA 94298-0001

(916) 843-3610

(800) 735-2929 (TT/TDD)

(800) 735-2922 (Voice)

Safety, Service, and Security An Internationally Accredited Agency

October 17, 2024

File No.: A19478.076.24C314000

Notice to Prospective Bidders

The Department of California Highway Patrol (CHP) invites prospective bidders to review and respond to the attached Invitation for Bids (IFB) Number 24C314000 entitled, “CHP Golden Gate Air Operations. When preparing and submitting a bid, compliance with the instructions found herein is imperative.

All Agreements entered into with the State of California will include, by reference, General Terms and Conditions (GTC) that may be viewed and downloaded at this Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language. If any prospective bidder lacks Internet access, a hard copy of these items can be obtained by contacting the person signing this letter.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on the Cal eProcure website: www.caleprocure.ca.gov., and the information herein, the information in this notice and in the attached IFB shall take precedence.

It is the bidder’s responsibility to monitor the website for any changes or updates. Bidders are advised to register at the website: www.caleprocure.ca.gov to receive notification in-reference to any changes or updates to this solicitation, and to receive notification of other bidding opportunities with the State of California.

I. Bid Due Date

Regardless of postmark or method of delivery, the CHP, Business Services Section, Contract Services Unit must receive bid packages no later than the time and date found in the Section B of the attached IFB, entitled “Time Schedule.” Refer to the attached IFB for detailed submission requirements.

I. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

California Law requires Disabled Veteran Business Enterprise (DVBE) participation;

however, the DVBE participation requirement has been waived by CHP for this solicitation. Bidders who opt to utilize DVBE participation are eligible to receive DVBE incentive. For more information regarding this option, see section M of the IFB entitled “Preference and Incentive Programs.”

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 http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/

IFB #24C314000

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST – MAINTENANCE

Qualification Requirements. I certify that I meet the following qualification requirements: Confirmed by CHP

Yes N/A

My firm has read and is willing to comply with the terms, conditions, and agreement exhibits addressed in the section N of the IFB, entitled “Agreement Terms and Conditions.”

Yes No

Yes N/A

My firm has a past record of sound business integrity and a history of being responsive to past contractual obligations. My firm authorizes the state to confirm this claim.

Yes No

REQUIRED ATTACHMENTS TO BE SUBMITTED WITH BID: Confirmed by CHP

� ATTACHMENT 1, Required Attachment Checklist � ATTACHMENT 2, Bid Form � ATTACHMENT 3, Non-Small Business Subcontractor Preference Request and Small/Micro

Business Subcontractor/Supplier Acknowledgement Form (Write N/A on Form if not applicable) � *ATTACHMENT 4a, STD. 843, Disabled Veteran Business Enterprise Declarations. The

DVBE participation requirement has been waived by CHP for this solicitation. Bidders who opt to utilize DVBE participation are eligible to receive DVBE incentive. SEE ATTACHMENT 4 for details and requirements.

� ATTACHMENT 5, GSPD-05-105, Bidder Declaration � ATTACHMENT 6, Client References � ATTACHMENT 7, CCC 04/2017 – Contractor Certification Clauses � ATTACHMENT 8, CHP 116 - Darfur Contracting Act (If option 2 is selected, a copy of written permission from DGS must be attached) � ATTACHMENT 9, STD. 204, Payee Data Record � ATTACHMENT 9A, STD 205 Payee Data Record Supplement � ATTACHMENT 10, CHP 78V, Conflict of Interest & Confidentiality Statement – Vendor � ATTACHMENT 11, STD 1000, Generative Artificial Intelligence (GenAI) Reporting and Factsheet

Yes No

REQUIRED DOCUMENTS TO BE SUBMITTED WITH BID:

Yes N/A

California Businesses � Copy of a current business license issued by the government jurisdiction in which the business is located unless no license is required. Attach an explanation if a license copy cannot be supplied or there is reason to believe no license is required.

Yes N/A

Corporations:

� Copy of the Certificate of Status issued by California’s Office of the Secretary of State or � Copy of the bidding firm’s active on-line status information downloaded from the California Business

Portal website. Attach an explanation if the required documentation cannot be supplied.

Yes No

Yes N/A

Nonprofit Organizations:

� Provide A copy of a current IRS determination letter indicating nonprofit or 501 (3) (c) tax exempt status.

Yes

Copy of License(s) and/or Certification(s):

� Copy of License(s): C-20 Warm -Air Heating, Ventilating and Air Conditioning

Yes No

Yes N/A

Addenda (Please check all Addenda received:

_____Addendum 1 _____Addendum 2 _____Addendum 3 _____Addendum 4 _____Addendum 5

ATTACHMENT 4

The State has established goals for the Disabled Veteran Business Enterprise (DVBE) Program participating in State contracts. For the purpose of this solicitation, the DVBE Program participation requirement is WAIVED; however, this solicitation does provide a:

CALIFORNIA DVBE INCENTIVE

PLEASE READ INSTRUCTIONS THROUGHLY

(Revised January 12, 2022)

AUTHORITY: The Disabled Veteran Business Enterprise (DVBE) Program is established in Military and Veteran Code (MVC) 999 §§ et seq., Public Contract Code (PCC) 10115 §§ et seq., and California Code of Regulations (CCR) Title 2, 1896 §§ et seq.

PURPOSE: The MVC 999 (a), known as the DVBE Program is established to address the special needs of disabled veterans seeking rehabilitation and training through entrepreneurship and to recognize the sacrifices of Californians disabled during military service. It is the intent of the Legislature that every state procurement authority honor California's disabled veterans by taking all practical actions necessary to meet or exceed the DVBE Program participation requirements (percentage/goal), hereafter referred to as DVBE participation, of at least the minimum of total contract value. (Refer to Section H, DVBE Program Definitions.)

INTRODUCTION: The DVBE Incentive is a state agency’s option to formally exempt the legislatively mandated DVBE Participation Program requirements. However, the California Highway Patrol (CHP) is providing the prime contractor/bidder the opportunity to take advantage of the DVBE Incentive. Choosing this option, the prime contractor/bidder shall be required to commit to subcontracting with a California-certified DVBE to perform a Commercially Useful Function (CUF) of at least the minimum DVBE Incentive percentage goal. (Refer to Section H, DVBE Program Definitions.)

Information submitted by the prime contractor/bidder to comply with the DVBE Incentive requirements will be verified by the CHP. If, during the verification process, evidence of an alleged violation is found, the State shall initiate an investigation in accordance with the requirements of MVC 999 §§ et seq., PCC 10115 §§ et seq., and follow investigatory procedures by the CCR 1896.80. Prime contractors/bidders found to be in violation of certain provisions may be subject to loss of certification, monetary and/or civil penalties, and/or contract termination.

Only DVBE’s certified by the State of California Department of General Services (DGS) Office of Small Business and DVBE Services (OSDS) may be used to satisfy the DVBE participation.

A. THE DVBE INCENTIVE. Under CCR, Title 2, 1896.99.100, PCC 10115, and MVC 999 – 999.6, the DVBE Incentive provides responsive and responsible contractors the opportunity to receive additional incentive calculations. The DVBE Incentive is applied at the time the solicitation is evaluated; and when a bidder/contractor selects a DGS-certified DVBE subcontractor to provide commodities and/or services in support of the overall contract effort. Application of the DVBE Incentive may place the bidder/contractor in line for contract award. The following are key elements of the DVBE Incentive program:

1. The DVBE Incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders/contractors proposing the required DVBE participation for the incentive specified in this solicitation.

2. When requesting the incentive application, the prime contractor/bidder must complete and return the required forms identified in Section C, Required DVBE Forms. The prime contractor/bidder who fails to submit all required forms and confirm the level of DVBE participation will be ineligible for the DVBE Incentive application.

B. MEETING DVBE PARTICIPATION REQUIREMENTS. In accordance with MVC 999 §§ et seq and PCC 10115 §§ et seq, as the prime bidder/contractor, you MUST be certified as a DVBE in good standing by DGS OSDS, as defined in MVC 999.2 or have selected and mutually agreed to partner with a certified DVBE subcontractor/supplier to provide commodities and/or services related to the performance of services identified in this solicitation.

1. Submission of the required DVBE form, Department of General Services Procurement Division (DGS PD) 843, Disabled Veteran Business Enterprise Declarations constitutes an agreement between the prime bidder/contractor and the certified DVBE subcontractor/supplier to fulfill the DVBE participation related to the final executed contract.

Any change, including substitution, to the DVBE subcontractor/supplier must be submitted in writing to the CHP Certified Business Advocate. (Refer to Section E, DVBE Substitutions.)

2. The DVBE subcontractor/supplier identified in this bid MUST meet the definition of a “CUF” as defined under MVC 999-999.6. A DVBE subcontractor/supplier not meeting CUF regulations will render the responding prime contractor/bidder ineligible for the DVBE Incentive application.

3. When returning the solicitation to CHP, prime contractors/bidders are to include a valid DVBE subcontractor/supplier’s certification for each DVBE subcontractor/supplier to be used in the performance of this contract. DVBE certification status can be verified at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx.

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

C. REQUIRED DVBE FORMS. The following required DVBE forms, also attached at the end of this document and can be view/downloaded at the CHP web site, www.chp.ca.gov/programs-services, click on Certified Business Advocate Program.

1. DGS PD 843, Disabled Veteran Business Enterprise Declarations. A properly completed DGS PD 843, shall be included when returning the solicitation to CHP. The DGS PD 843 MUST be signed by each subcontractor/supplier used in the performance of this contract.

2. DGS STD 817, Prime Contractor's Subcontracting Report. A properly completed DGS STD 817 shall be promptly submitted to CHP at the end of the contract term.

3. DGS PD 05-105, Bidder Declaration. A properly completed DGS PD 05-105, if required, shall be included when returning the solicitation to CHP.

D. THE DVBE INCENTIVE APPLICATION IS BASED ON LOW BID METHOD. The DVBE Incentive amount for awards based on low bid will vary in conjunction with the DVBE commitment. For evaluation purposes only, the net bid price of responsive bids will be reduced by the Small Business Preference amount, if applicable, and the DVBE Incentive amount as applied to the lowest responsive net bid. The DVBE Incentive adjustment for awards based on low bid cannot exceed five (5) percent or $100,000, whichever is less, of the number one ranked net bid price. When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed $100,000. The following percentages will apply for awards based on the low bid method:

https://www.chp.ca.gov/programs-services

REST OF PAGE INTENTIONALLY LEFT BLANK

1. DVBE INCENTIVE TABLE

Confirmed DVBE Commitment: DVBE Incentive:

5 00% or over 5% of lowest responsive bid

4.00 to 4.99% Inclusive 4% of lowest responsive bid

3.00 to 3.99% Inclusive 3% of lowest responsive bid

2.00 to 2.99% Inclusive 2% of lowest responsive bid

1.00 to 1.99% Inclusive 1% of lowest responsive bid

2. SAMPLE OF LOW BID METHOD CALCULATIONS:

Bidder: A B C

Responsive/Responsible Yes Yes Yes Net Bid Price $8100 $8150 $8300

Eligible SB/MB Preference (5%) None SB SB SB/MB Preference Amount $405 $405

Subtotal $8100 $7745 $7895 Initial Rank 3 1 2

Eligible DVBE Incentive 3% 3%

5%

Eligible Incentive amount $243 $243 $405 Evaluated Bid Price $7857 $7502 $7490

Final Rank 3 2 1 Results: Following the application of the SB preference, the lowest responsive, responsible bidder is a certified SB, Bidder B. All three bidders are eligible to receive the DVBE Incentive;

therefore, the incentive calculation is performed.

Step Action

1 Identify the net bid price of the #1 ranked bidder - Bidder A at $8100.

2 Using the lowest bid price as the figure to calculate the 5% SB preference for all three bidders. Bidder A $8100 x 0 = $0.00; Bidder B and Bidder C: $8100 x .05 = $405 3 Determine the corresponding percentage of DVBE Incentive for all three the bidders.

Bidder A and B have 3% = $243; Bidder C has 5% = $405 4 Subtract the SB preference amount and/or the DVBE Incentive amount from the net bid price of all three bidders:

Bidder A $8100 - $243 = $7857 Bidder B $8150 - $405 - $243 = $7502 Bidder C $8300 - $405 - $405 = $7490

AWARD: The award is to Bidder C.

REST OF PAGE INTENTIONALLY LEFT BLANK

E. DVBE SUBSTITUTIONS. Per CCR Title 2, Division 2, Chapter 3, Subchapter 10.5: A DVBE subcontractors shall be used per § 1896.70 unless a substitution request is submitted to CHP and subsequently approved by the Department of General Services. A DVBE subcontractor shall be replaced by another DVBE to perform the work originally stated. The substitution shall maintain, at minimum, the level of participation goal stated in the bid. In the absence of a DVBE, the replacement shall be a certified small business. The contractor shall simultaneously notify the DVBE and the awarding department of the intended substitution. The written notice shall contain the reasons for the substitution and be sent by certified mail. The contractor shall submit the following to the awarding department:

1. A copy of the written notice issued to the DVBE with proof of delivery. In the absence of proof of delivery, provide the certified mail receipts.

2. A copy of the DVBE’s consent or opposition to the substitution. In the absence of the consent or opposition, provide the returned and unopened certified mail.

3. The name and supplier/certificate number of the business being substituted and the name and supplier/certificate number of the proposed replacement. If a DVBE cannot be identified as a replacement, the contractor shall document the absence of DVBEs. In this case, the replacement shall be a certified small business. This documentation shall include but is not limited to:

(a) Contact with the SB/DVBE Advocates, CertifiedBusiness@chp.ca.gov, from awarding department and the Department of Veterans Affairs regarding the absence of DVBEs to perform the specific work.

(b) Search results from the Department of General Services website for DVBEs to perform the specific work.

(c) Communication with a DVBE Community Organization nearest the worksite regarding the absence of DVBEs, if applicable.

(d) Documented communication with DVBEs and small businesses describing the work to be performed, its percentage of the overall contract, the corresponding dollar amount, and their responses to the request.

4. The DVBE shall have up to five (5) business days from the postmark date to consent or oppose the substitution. A copy of the DVBE's reply shall be sent simultaneously by certified mail to the contractor and awarding department.

5. The awarding department shall review and compile the documents for submission to DGS for final approval/denial.

6. The DVBE substitution process shall not be used as an excuse for noncompliance with any provision of law. This includes, but is not limited to, the Subletting and Subcontracting Fair Practices Act (§ 4100 et seq., Public Contract Code) or any contract requirements relating to substitution of subcontractors.

mailto:CertifiedBusiness@chp.ca.gov

7. Contractors who proceed with work pending a substitution decision may be subject to contract termination, recovery of damages under rights, remedies and penalties. This is outlined in MVC 999.9, PCC 4110, or 10115.10 (applies to public works only).

F. REPORTING REQUIREMENTS AND PROCEDURES.

1. REPORTING REQUIREMENTS. Upon completion of an awarded contract for which a commitment to achieve a DVBE goal was made, the awarding agency is required to submit and collect from the prime contractor/bidder that entered into a contract with a DVBE subcontractor the prime contractor/bidder’s DVBE DGS STD 817form certifying all payments have been made to DVBE subcontractors pursuant to MVC 999.5.

Pursuant to MVC 999.7, the awarding agency is required to withhold $10,000 from the final payment or the full payment if less than $10,000 on contracts until the prime contractor/bidder complies with the certification requirements of MCV 999.5(d).

If the prime contractor/bidder, upon notification, does not comply with the certification requirements, the final payment is permanently deducted. The withholding applies to all procurement approaches with a DVBE subcontractor, as defined by MVC 999(b)(4).

Notwithstanding any other law, an awarding agency shall not withhold more than the amount specified on the final payment of any DVBE contract for the purposes of ensuring compliance with the certification requirements of MVC 999.5.

(a) Prime contractors/bidder is required to maintain records supporting the information submitted on the DGS STD 817form.

(b) A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation in the minimum amount of $2,500 and the maximum amount of $25,000. An action for a civil penalty under this subdivision may be brought by any public prosecutor in the name of the people of the State of California and the penalty imposed shall be enforceable as a civil judgment.

(c) The DGS STD 817is to be forwarded to the California Highway Patrol’s Business Services Section, Certified Business Advocate via U. S. mail at 601 North 7 Street, Sacramento, CA 95811, electronically at Certifiedbusiness@chp.ca.gov, or facsimile at 916 322-3166, for processing and inclusion in the contract file.

2. PROCEDURE. Prior to completion of any contract with the prime contractor/bidder that commit to achieve a DVBE participation goal, the awarding agency is required to withhold $10,000 from the final payment or the full payment if less than $10,000 until the prime contractor submits the DGS STD 817form certifying all payments have been made to the DVBE subcontractors.

Prime contractor/bidder is responsible for submitting the completed DGS STD 817to the awarding agency within 60 days from the completion of the contract.

mailto:Certifiedbusiness@chp.ca.gov

The awarding agency must give notice to prime contractor/bidder that fail to comply with the above reporting requirements. The prime contractor/bidder has 15 to 30 calendar days from date of notice to cure the defect or $10,000 from the final payment or the full payment if less than $10,000 is permanently deducted. The withholding applies to all procurement approaches with a DVBE subcontractor, as defined by MVC 999(b)(4).

The DGS STD 817form shall be retained in the procurement file.

G. RESOURCE AND INFORMATION. Should you have questions regarding the DVBE Incentive, documentation requirements, or assistance identifying and/or developing search criteria for potential DVBE contractor/suppliers for this solicitation, contact:

CHP Certified Business Advocate E-mail: Certifiedbusiness@chp.ca.gov Business: 916 843-3616 Facsimile: 916 322-3166

H. DVBE PROGRAM DEFINITIONS.

Agent/Broker – Pursuant to MVC 999.2, any individual, entity, or any combination thereof, that does not have title, possession, control, and risk of loss of materials, supplies, services, or equipment provided to an awarding department, unless one or more certified disabled veterans has 51 percent ownership of the quantity and value of the materials, supplies, services, and of each piece of equipment provided under the contract.

Commercially Useful Function - Pursuant to MVC 999 §§ et seq., a person or an entity is deemed to perform a CUF if a person or entity does all the following:

1. Is responsible for the execution of a distinct element of the work of the contract.

2. Carries out the obligation by performing, managing, or supervising the work involved.

3. Performs work that is normal for its business services and functions.

4. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

5. A subcontractor will not be considered as performing a CUF if its role is limited to that of an extra participant in a transaction, agreement, or project through which funds are passed in order to achieve the appearance of DVBE participation.

Note: A subcontractor will not be considered as performing a CUF if its role is limited to that of an extra participant in a transaction, agreement, or project through which funds are passed in order to achieve the appearance of DVBE participation.

Disabled Veteran – A disabled veteran, for purposes of DVBE certification eligibility, is defined as a veteran of the military, naval, or air services of the United States (US), with at least a ten percent service-connected disability and who is a resident of the State of California.

mailto:Certifiedbusiness@chp.ca.gov

Disabled Veteran Business Enterprise (DVBE) – Pursuant to the CCRS, Title 2, 1896.61(l): A DVBE is a business enterprise certified by the DGS OSDS as meeting all of the following criteria:

1. Any person or entity that satisfies the ownership (or management) and control requirements of CCR 1896.61(f); is certified in accordance with CCR 1896.70;

and provides services or commodities that contributes to the fulfillment of the contract requirements by performing a CUF.

2. Sole proprietorship owned by a disabled veteran; or a firm or partnership, 51 percent of the stock or partnership interests of which are owned by one or more disabled veterans.

3. Managed by and with the daily business operations controlled by one or more disabled veterans.

4. Sole proprietorship, corporation, or partnership with its home office located in the US which is not a branch or subsidiary of a foreign corporation, firm or other business.

DGS PD 843, DVBE Declarations – Upon award of a contract the prime contractor/bidder shall forward a copy of the DGS PD 843, DVBE Declaration to the DVBE subcontractor(s)/supplier(s) for completion and return to the bidder. Bidder must submit the completed DGS PD 843 at the same the bid is submitted to CHP. Bidders awarded a contract are contractually obligated to use the DVBE subcontractor/supplier for the work identified unless the DGS agrees to a substitution. The CHP shall be notified in writing that a substitution is requested, in turn, CHP shall forward all DVBE substitution request to DGS for final approval.

DGS PD 05-105, Bidder Declaration – All bidders responding to this solicitation must complete the DGS PD 05-105, Bidder Declaration and include it with their bid response.

When completing the declaration, bidders responding to the solicitation must identify all DVBE subcontractor/supplier proposed for DVBE participation in the contract. Bidder must submit the completed DGS PD 05-105 at the time the bid is submitted to CHP.

Bidders awarded a contract are contractually obligated to use the DVBE subcontractor/supplier identified on this form for the work identified unless the DGS agrees to a substitution. The CHP shall be notified in writing that a substitution is requested, in turn, CHP shall forward all DVBE substitution request to DGS for final approval.

Percentage/Goals – Pursuant to MVC 999 (b)(9), means a numerically expressed objective that awarding departments and contractors are required to make efforts to achieve.

Department of California Highway Patrol and TBD Upon Award

Agreement #24C314000

EXHIBIT A

(Standard Agreement)

SCOPE OF WORK

1. Contractor agrees to provide to the Department of California Highway Patrol (CHP) Golden

Gate Air Operations the services described herein: furnish all supplies, materials, tools, equipment, labor, personnel, and supervision; pay all taxes, insurance, bonds, license and permit fees, and all other direct and indirect costs necessary to provide Bay Door Services in accordance with the terms set forth in this Agreement.

A. License Requirement: Valid Local or County business license and Contractor State

License Board

B. Contractor shall provide a Certificate of Insurance in accordance with the Insurance Requirements found in this Agreement (Exhibit E).

2. The services shall be performed at:

CHP Golden Gate Operations 3500 Airport Road Napa, Ca 94558

3. The services shall be provided during:

Dates and times to be mutually agreed upon between CHP Project Representative and Contractor.

4. The project representatives during the term of this Agreement will be:

STATE AGENCY

CONTRACTOR

TBD Upon Award

NAME

Paul Leonard, Facilities Coordinator

NAME

TELEPHONE NUMBER

(916) 843-3825

EMAIL

Paul.leonard@chp.ca.gov

FAX NUMBER

Direct all inquiries to:

STATE AGENCY

CONTRACTOR

TBD Upon Award

SECTION/UNIT

Contracts

SECTION/UNIT

ATTENTION

Rebecca Fielding, Contract Analyst

ATTENTION

ADDRESS

601 N. 7th Street, Sacramento, CA 95811

ADDRESS

(916) 843-3623

EMAIL

Rebecca.Fielding@chp.ca.gov

Email

Agreement #24C314000

EXHIBIT A

1. GENERAL INSTRUCTIONS

A. On a quarterly basis the Contractor will perform maintenance, including changing filters, fan belts, water treatment chemicals, compressor oil, cleaning rags, oil, grease, and refrigerant, etc. The Contractor must inspect the facility and verify the list of equipment to be serviced and maintained according to the manufacturer’s specifications.

B. A logbook will be kept on site for each piece of equipment to be maintained by the Contractor. The logbook shall contain the date each quarterly maintenance was performed.

C. The frequency of quarterly maintenance shall be no more than ninety (90) days between services with the first service to be conducted within thirty (30) days of contract execution.

D. Contractor shall schedule the date and time the service is to be performed with the CHP on-site contact one (1) week prior to service. Contractor will check in with CHP on-site contact upon arrival and check out when the work is completed.

E. The specifications included in this Scope of Work will serve as a checklist for the maintenance services performed. Contractor will be required to bring the checklist each time the quarterly maintenance is performed. All items on the checklist will be checked off as performed. Upon completion, Contractor will provide the CHP on-site contact with the completed check list. The list will be signed and dated by both Contractor and the CHP on-site contact and filed in the appropriate logbook. Additionally, an extra copy shall be left with the CHP on-site contact. A copy of the list shall accompany the invoice prepared by Contractor for the quarterly maintenance.

F. Quarterly maintenance fee shall include the manufacturer’s recommended preventive maintenance parts or kit, including filters, fan belts, water treatment chemicals, compressor oil, cleaning rags, oil, and grease. Costs for recapture of refrigerant, as required by law, must also be included.

G. Filter replacement and installation must be compliant with Title 24, Part 6 regulations.

H. Any debris resulting from services provided shall be removed from the premises by the

Contractor.

I. The CHP reserves the right to have an independent consultant inspect the equipment at any time to ensure that the services being provided are in compliance with the contract specifications.

Agreement #24C314000

EXHIBIT A

2. LIST OF EQUIPMENT TO BE SERVICED INCLUDING

UNIT TYPE MOUNT MAKE MODEL SERIAL #

1 CAV

UNIT

ROOF CARRIER 48GCLM05A2A5A 4321C05782

2 CAV

UNIT

ROOF CARRIER 48HCDD08A2A5-

0A0G

4722P43189

3 CAV

UNIT

ROOF CARRIER 48GCLM05A2A5A0A

0A0

4221C05230

4 CAV

UNIT

ROOF CARRIER 50VT-C36-50 1722F46853

5 PACKAGED

UNIT

ROOF COLEMAN PCG4B480653X2B W2H0065863

6 GAS FURNACE HANGAR

INTERIOR

STERLING UNKNOWN UNKNOWN

7 GAS FURNACE HANGAR

INTERIOR

STERLING UNKNOWN UNKNOWN

8 GAS FURNACE HANGAR

INTERIOR

STERLING UNKNOWN UNKNOWN

9 GAS FURNACE HANGAR

INTERIOR

STERLING UNKNOWN UNKNOWN

10 GAS FURNACE HANGAR

INTERIOR

STERLING UNKNOWN UNKNOWN

11 ICE MACHINE FLOOR UNKNOWN UNKNOWN UNKNOWN

12 AC/HP

WINDOW UNIT

WALL

INTERIOR

OFFICE

KING HOME KHW18BTE UNKNOWN

13 EXHAUST FANS

3. QUARTERLY HVAC MAINTENANCE AND INSPECTION TASKS

A. Condensing Unit(s)

1. Inspect air conditioning system for refrigerant and oil leaks.

2. Clean outdoor coil if dirty. Comb fins.

3. Chemically clean condenser and evaporator coils once per year.

4. Measure and record compressor amperage draw.

5. Measure and record suction and discharge pressures.

Agreement #24C314000

EXHIBIT A

6. Measure and record suction superheat temperature.

7. Measure and record outdoor fan motor amperage draw.

8. Adjust refrigerant charge as needed. Add oil per manufacturer’s recommendations.

9. Lubricate outdoor fan motor

10. Inspect outdoor fan blade for cracks, corrosion, and defects. Clean as necessary.

11. Inspect cabinet for organic matter, corrosion, and defects. Clean as necessary.

12. Inspect compressor overloads, overheat, high- and low-pressure safety devices.

13. Inspect and verify the operation of compressor crankcase heaters

14. Check all belts for wear, proper tension, and alignment Replace worn or defective belts in sets.

15. Check all sheaves for alignment, wear, and tightness on shafts. Adjust misaligned sheaves as needed.

16. Check heat pump reversing valve for proper operation

B. Propane Furnaces

1. Check with operating or area personnel for deficiencies.

2. Inspect fuel system for leaks.

3. Inspect, clean and adjust electrodes and nozzles on oil burners or control valves and thermo-sensing bulbs on gas burners; lubricate oil burner motor bearings

4. Change fuel filter element on oil burner, where applicable.

5. Check for proper operation of burner primary controls, check, and adjust thermostat.

6. Replace air filters.

7. Check blower and motor for vibration and noise, lubricate bearings.

8. Check belts for wear and proper tension; tighten if required.

9. Check electrical wiring to burner controls and blower.

10. Check condition of flue pipe, damper, and stack.

11. Check furnace operation through complete cycle or up to ten minutes.

12. Clean area around furnace.

13. Inspect and clean firebox.

14. Clean blower and air plenum.

C. Motors For Condensing Unit(s), Air Handler(s), and Furnace(s)

Agreement #24C314000

EXHIBIT A

1. Lubricate fan motors per manufacturer’s recommendations

2. Check motor capacitors for leakage, swelling, and improper operation.

3. Inspect motor to fan or blower connection. Adjust and tighten as needed.

4. Check all belts for wear, proper tension, and alignment Replace worn or defective belts in sets.

5. Check all sheaves for alignment, wear, and tightness on shafts. Adjust misaligned sheaves as needed.

D. Electrical (Including Exhaust Fans)

1. Inspect all wiring and controls in indoor and outdoor unit. Vacuum all organic matter and dirt.

2. Inspect disconnect switch and fuses. Verify that fuses meet the manufacturer’s specified rating.

3. Check compressor and relay contacts for burnt contacts and poor wire insulation.

E. Air Handler and Window Units

1. Replace air filters with commercial grade pleated air filters.

2. Clean evaporator condensate drain pan. If necessary, flush condensate drain line until clean and free from obstruction. Install biocide tablets in condensate pan to prevent biological growth.

3. Measure and record supply air temperature differential.

4. Inspect supply and return air plenums for leaks.

5. Clean and inspect fan and blower blades for cracks, corrosion, and defects.

6. Inspect and clean enclosure. Repair loose insulation as required.

7. Check fusible linkage and all fire dampers

8. Check high-capacity filter.

Agreement #24C314000

EXHIBIT A

F. Economizer (Modulating or Fixed)

1. Inspect dampers, linkage, and operators for proper operation. Clean and service.

2. Exercise dampers, linkage, and operators.

3. Clean intake/exhaust openings and bird screens. Replace filter.

4. Inspect and verify enthalpy control operation.

G. Furnace (All Types)

1. Inspect combustion chamber and heat exchanger for corrosion.

2. Clean combustion chamber of residue (soot, dirt, and scale).

3. Inspect combustion vent for leaks

4. Verify that ignition system operates per manufacturer’s specifications.

5. Inspect and check controls, draft, and flame safeguard system for correct operation.

6. Clean and inspect fan and blower blades for cracks, corrosion, and defects.

7. Inspect and clean cabinet and enclosure.

8. Inspect furnace for complete combustion.

9. Inspect gas supply piping and components for leaks with soap solution.

H. Exhaust Fans

1. Lubricate fan motors per manufacturer’s recommendations.

2. Check motor capacitors for leakage, swelling, and improper operation.

3. Inspect motor to fan or blower connection. Adjust and tighten as needed.

4. Check all belts for wear, proper tension, and alignment. Replace worn or defective belts in sets.

5. Check all sheaves for alignment, wear, and tightness on shafts. Adjust misaligned sheaves as needed.

6. When belt guards are removed, ensure that they are properly and securely replaced.

Agreement #24C314000

EXHIBIT A

I. Ice Machine

1. Lubricate fan motors per manufacturer’s recommendations.

2. Inspect and clean cabinet and enclosure.

3. Replace or clean filter as per manufacturer’s recommendations.

J. Miscellaneous

1. Inspect curb, slab, supports, and isolation mounts. Clean as needed.

2. Take and record the ambient dry bulb and wet bulb temperatures with a calibrated instrument.

3. Record dry bulb and wet bulb temperatures for each zone.

4. Check thermometer for correct operation. Compare and record temperature with known calibrated instrument.

5. Remove, inspect, and thoroughly clean supply air diffusers and return air/register grilles.

Adjust flow where needed.

6. Check entire system for abnormal sounds or vibrations.

7. Place space thermostats in the “Fan-On” position to allow for continuous circulation, uniformity of temperature, and improved air quality.

8. Inspect all duct work throughout facility for leaks and loose insulation. This service should be done at the beginning of the contract year (e.g., contracts typically begin in July;

thereafter, the inspection should be done quarterly).

9. Complete the maintenance checklist and notify the CHP on-site contact of any deficiencies in a timely manner.

4. MISCELLANEOUS REPAIRS

There is no funding in this contract for miscellaneous repairs. If, during routine maintenance, the need for repair of state-owned equipment is discovered, the Contractor may provide a detailed proposal; however, no repair or replacement can be charged to this contract. The CHP will seek proposals according to state contracting or purchasing codes at which time the Contractor may participate in the process.

Prospective Bidders

II. Prevailing Wage Requirements

In accordance with the provisions of Section 1770, 1773 and 1773.1 of the Labor Code, the Director of the Department of Industrial Relations (DIR) has ascertained general prevailing wage rates in the county in which the work is to be performed. The rates of prevailing wage are determined by the Department of Industrial Relations, Labor Statistics and Research. The Prevailing Wage Rages as specified by the Department of Industrial Relations are available on the DIR website at:

https://www.dir.ca.gov/Public-Works/Prevailing-Wage.html

III. Public Works Contractor Registration Program

1. In accordance with the provisions of Code of Regulations Title 8, Section 16000, the Department of Industrial Relations has ascertained the work for this project to be performed as a public work. Refer to http://www.dir.ca.gov/t8/16000.html.

2. No Contractor or Subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)].

3. No Contractor or Subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5.

4. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Refer to http://www.dir.ca.gov/Public-Works/SB854.html for more information.

5. Contractor shall maintain its registration with the Department of Industrial Relations per the requirements set forth in Labor Code 1725.5 (a)(1) during the term of this Agreement.

IV. Funding Limit

The proposed agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the Agreement. In addition, the proposed Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the agreement in any manner. If full funding does not become available, CHP will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced activities.

V. Bidder Questions

In the opinion of the CHP, this Invitation for Bids is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, bidders shall submit requests in accordance with the instructions in section D of the IFB entitled “Bidder Questions.”

https://www.dir.ca.gov/Public-Works/Prevailing-Wage.html http://www.dir.ca.gov/t8/16000.html http://www.dir.ca.gov/Public-Works/SB854.html