BID-15-BFS-003(Linen_Services_Richmond_Lab).pdf

CALIFORNIA DEPARTMENT OF JUSTICE

Bureau of Forensic Services Headquarters P.O. Box 161089 Sacramento, CA 95816-1089

(916) 322-6185

April 14, 2016

Invitation for Bids No.: 15-BFS-003

Notice to Prospective Bidders

The California Department of Justice (DOJ) invites prospective bidders to review and respond to the attached Invitation for Bids (IFB) Number 15-BFS-003 entitled, “DOJ – Bureau of Forensic Services (BFS) - Richmond Linen Services for the BFS.” 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:

http://www.ols.dgs.ca.gov/Standard+Language/default.htm. 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 in the Department of General Services, FISCal website and the information herein, the information in this notice and in the attached IFB shall take precedence.

I. Bid Due Date

Regardless of postmark or method of delivery, the California Department of Justice Bureau of Forensic Services must receive bid packages no later than 3:00 p.m. on Friday, April 29, 2016. Refer to the attached IFB for detailed submission requirements.

II. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

The DVBE participation requirement has been waived for this solicitation. Bidders who provide 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.”

III. 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, DOJ

Prospective Bidders March 30, 2016 will either cancel the resulting agreement or amend it to reflect reduced funding and reduced activities.

IV. Bidder Questions

In the opinion of the DOJ, this Invitation for Bids is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, put all inquiries in writing and route them to DOJ according to the instructions in section D of the IFB entitled “Bidder Questions.”

Thank you for your interest in the service needs of the California Department of Justice.

Sincerely, Stacy Thomas Staff Services Manager I

Enclosures

Invitation for Bids 15-BFS-003

DOJ – Bureau of Forensic Services (BFS) – Richmond Linen Services

California Department of Justice

Bureau of Forensic Services Headquarters

P.O. Box 161089

Bureau of Forensic Services (BFS) – Richmond Linen Services Bid Number 15-BFS-003

Page i

Table of Contents

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Bidder Questions

1. What to include in an inquiry

2. Question deadline

3. How to submit questions

4. Verbal questions

E. Pre-Bid Conference

F. License/Permits/Insurance Papers

G. Scope of Work

H. Qualification Requirements

I. Bid Format and Content Requirements

1. General instructions

2. Bid format requirements

3. Bid content requirements

4. Required attachments/documentation

J. Submission of Bids

1. Submission instructions

2. Proof of timely receipt

3. Bidder costs

K. Bid Opening

L. Bid Requirements and Information

1. Non-responsive bids

2. Bid modifications after submission

3. Bid mistakes

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

b. Submitting a withdrawal request

c. Resubmitting a bid package

Page ii

5. Evaluation and selection

a. Bid Opening/Reading………………………………………………………………….. 13

b. Bid Package Review…………………………………………………………………... 13

c. Notice of Intent to Award……………………………………………………………… 13

6. Agreement award and protests

a. Agreement award

b. Settlement of tie bids

c. Protests

1) Who can protest

2) Grounds for protests

3) Protest time lines

4) Submitting a protest

7. Disposition of bids

8. Inspecting or obtaining copies of bids

a. Who can inspect or copy bid materials

b. What can be inspected/copied and when

c. Inspecting or obtaining copies of bid materials

9. Verification of bidder information

10. DOJ rights

a. IFB corrections

b. Collecting information from bidders

c. Immaterial bid defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. No agreement award or IFB cancellation

g. Agreement amendments after award

M. Preference and Incentive Programs

1. Small/Micro Business Preference (preference not to exceed $50,000)

2. Non-Small Business Subcontractor Preference (preference not to exceed $50,000)19

3. Disabled Veteran Business Enterprise (DVBE) Incentive

4. Nonprofit Veteran Service Agency (NVSA) Small business Preference (preference not to exceed $50,000)

5. Other Preference Programs………………………………………………………………. 20

N. Agreement Terms and Conditions

Page iii

1. Sample agreement forms/exhibits

2. Unanticipated tasks

3. Resolution of differences between IFB and agreement language

CALIFORNIA DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

BID INCENTIVE INSTRUCTIONS

Page iv

Required Attachments

Attachment # Attachment Name

Attachment 1 Bid Form

Attachment 2 Required Attachment/Certification Checklist

Attachment 3 Bid Evaluation Formula

Attachment 4 Client References

Attachment 5 CCC 307 – Contractor Certification Clauses

Attachment 6 Darfur Contracting Act Certification

Attachment 7 Std. 204, Payee Data Record

Attachment 8 Conflict of Interest & Confidentiality Statement - Vendor

Attachment 9 California Disabled Veteran Business Enterprise (DVBE) Program

Requirements; and Std. 843, Disabled Veteran Business Enterprise Declarations (Attachment 9a)

Attachment 10 Non-Small Business Subcontractor Preference Instructions and Small Business Subcontractor/Supplier Acknowledgment (Attachment 10a)

Attachment 11 GSPD-05-105, Bidder Declaration

Sample Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

Std. 213 Standard Agreement

Exhibit A Scope of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions (GTC 610). View or download at this Internet site: http://www.ols.dgs.ca.gov/Standard+Language/default.htm.

Exhibit D Special Terms and Conditions

Exhibit E Additional Provisions

A. Purpose and Description of Services

The California Department of Justice (DOJ) is soliciting bids from firms that are able to provide linen services for the DOJ, Bureau of Forensic Services (BFS), Richmond Lab. Bids must address all of the services described in section G of this IFB, entitled “Scope of Work,” including those terms in the referenced exhibits.

The DOJ intends to make a single agreement award to the responsive and responsible firm offering the lowest bid. This IFB is open to all eligible firms and/or individuals that meet the qualification requirements.

B. Time Schedule

Below is the tentative time schedule for this IFB:

C. Agreement Term

The term of the resulting agreement is expected to be two (2) years and is anticipated to be effective from 5/16/2016 through 5/15/2018. The agreement term may change if DOJ makes an award earlier than expected or if DOJ cannot execute the agreement in a timely manner due to unforeseen delays. DOJ reserves the right to extend the term of the resulting agreement as necessary to complete or continue the services. Agreement extensions are subject to satisfactory performance, funding availability, and possibly approval by Department of General Services (DGS).

The resulting agreement will be of no force or effect until it is signed by both parties and approved by DGS, if required. Bidder is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

D. Bidder Questions

Bidders shall immediately notify DOJ if clarification is needed regarding the services sought or questions arise about the IFB and/or its accompanying materials, instructions, or requirements. Put the inquiry in writing and transmit to DOJ as instructed below. At its discretion, DOJ reserves the right to contact an inquirer to seek clarification of any inquiry received.

Bidders that fail to report a known or suspected problem with this IFB and/or any accompanying materials or fail to seek clarification and/or correction of this IFB and/or any accompanying materials shall submit a bid at their own risk. In addition, if awarded the

Event Date Time (If applicable)

IFB Released Thursday, April 14, 2016

Questions Due Wednesday, April 20, 2016 3:00 p.m.

Bid Due Date Friday, April 29, 2016 3:00 p.m.

Bid Opening Monday, May 2, 2016 10:00 a.m.

Proposed Start Date of Agreement Monday, May 16, 2016 agreement, the successful bidder shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

If an inquiry appears to be unique to a single firm or is marked “Confidential,” DOJ will mail, email, or fax a response only to the inquirer if DOJ concurs with the bidder’s claim that the inquiry is sensitive or proprietary in nature. If DOJ does not concur, the inquiry will be answered in the manner described herein and the bidder will be so notified. Inquiries and/or responses that DOJ agrees should be held in confidence shall be held in confidence only until the Notice of Intent to Award is posted.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number, and fax number.

b. A description of the subject or issue in question or discrepancy found.

c. IFB section, page number or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

A bidder that desires clarification about specific IFB requirements and/or whose inquiry relates to sensitive issues or proprietary aspects of a bid may submit individual questions that are marked “Confidential." The bidder must include with its inquiry an explanation as to why it believes questions marked “Confidential” are sensitive or surround a proprietary issue.

2. Question deadline

Submit written questions and inquiries no later than the date and time stated in section B of this IFB, entitled “Time Schedule.”

DOJ will accept questions or inquiries about the following issues up to the bid due date:

a. DVBE participation.

b. How to complete DVBE attachments.

c. The reporting of IFB errors or irregularities.

3. How to submit questions

Submit questions or inquiries using one of the following methods.

U.S. Mail: Hand Delivery or Overnight Express:

Questions IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama P.O. Box 161089 Sacramento, CA 95816-1089

Questions IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama 1300 I Street, Suite 1150 Sacramento, CA 95814 Phone: (916) 327-7859

Fax: E-mail:

Questions IFB 15-BFS-003 California Department of Justice BFS Headquarters Sara Sonoyama Fax: (916) 322-7157

Questions IFB 15-BFS-003 Sara.sonoyama@doj.ca.gov

Bidders submitting inquiries by fax are responsible for confirming the receipt of all faxed materials by the question deadline.

Call DOJ at (916) 322-6185 to confirm fax transmissions.

Bidder warning: DOJ internal processing of mail may add 48 hours or more to the delivery time. If questions are mailed, consider using certified or registered mail and request a receipt upon delivery.

4. Verbal questions

DOJ reserves the right not to accept or respond to verbal questions and inquiries.

Spontaneous verbal remarks provided in response to verbal inquiries are unofficial and are not binding on DOJ unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential bidders.

Direct all verbal requests for DVBE assistance to DOJ, SB/DVBE Advocate at

(916) 323-9775 up to the bid due date.

E. Pre-Bid Conference

DOJ will not hold a Pre-Bid Conference for this IFB.

F. License/Permits/Insurance Papers

Contractor shall have and submit with bid all applicable insurance certificates, permits, license and other forms of documentation required to comply with applicable laws and regulations.

G. Scope of Work

The Contractor shall provide weekly rental of lab coats in sizes ranging from S to 4XL, and various sized mats in the quantities listed below for the Richmond Laboratory (lab garments should be of a high quality). The coats shall have 3 pockets on the exterior; one on the breast area, and one on each side of the front hip area. There will be a mix of white lab coats and blue lab coats, as listed. The Contractor shall allow the option of snap front and button front coats if available. The Contractor shall provide names, provided by the DOJ Jan Bashinski DNA Laboratory, embossed on the outer front of the coats. The Contractor shall also provide weekly cleaning of all necessary items. In regards to the cleaning of garments, the Contractor shall be responsible for scheduling/tracking weekly pick-ups of soiled garments and drop-offs of newly cleaned items. A tracking receipt must be given to the Laboratory contact at the time of pickup consisting of the employee #, name, and what type (white or blue coat) that is going out to launder. During the pick-up/drop-off of items the vendor’s representative shall be escorted by a DOJ lab employee.

All work shall be done by experts with an established reputation for executing their work by the very best methods. All services shall be subject to inspection by the Department at any and all times during the performance thereof. If through inspection it is determined that the services and/or materials furnished in connection therewith are not in accordance with the terms described, the Department may at its option have the work performed elsewhere, charging the Contractor with any cost occasioned thereby.

Listed below is a total inventory of items to be located at site:

Location & Contact

White Coats

Blue Coats

3x4 Mats

4x6 Mats

Scrapper Mats

Richmond Laboratory 1001 West Cutting Blvd, Suite 110 Richmond, CA 94804

298 124 9 3 5

DOJ reserves the right to amend the contract to increase or decrease the number of lab coats and mats during the term of the contract.

Invoicing

DOJ shall pay the Contractor at the rates specified in Attachment 1 (Bid Form) at the end of each week. Contractor will track items submitted for weekly laundering and will only be allowed to invoice for actual quantities laundered. Damaged and replacement coats will be invoiced as they occur and will be verified by the Laboratory’s onsite coordinator.

Contractor will invoice at the rates specified in Attachment 1 (Bid Form) for the contract term.

Failure to Perform

In the event the Contractor is unable to perform the services contracted for as to quality, quantity, or for any other reason violates the specifications set forth in this contract, such action shall constitute cause to null and void this contract.

It is understood and agreed that the DOJ reserves the right to obtain at its discretion the contracted services outside the terms of this Agreement.

Penalty Schedule

In the event the Contractor, or its subcontractor fails to provide services within the time period designated, damage will be sustained by the Department. Therefore, the parties agree that the Contractor will pay to the Department the actual cost incurred as the result of using another Contractor plus a late fee of $100.00 per occurrence. Such penalties will be deducted by the DOJ from amounts owed by the DOJ to the Contractor.

A repetition of late response time will be considered a failure to perform and will be considered cause for the Department to terminate the contract.

Insurance

1. General Provisions Applying to All Policies

a. Coverage term – Coverage needs to be in force for the complete term of the contract. If insurance expires during the term of the contract, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance. Any new insurance must still comply with the original terms of the contract.

b. Policy Cancellation of Termination and Notice of Non-Renewal – Contractor shall provide to the State within five (5) business days following receipt by contractor a copy of any cancellation or non-renewal of insurance required by this contract. In the event contractor fails to keep in effect at all times the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this contract upon the occurrence of such event, subject to the provisions of this Contract.

c. Deductible – Contractor is responsible for any deductible or self-insured retention contained within their insurance program.

d. Primary Clause – Any required insurance contained in the Contract shall be primary, and not excess or contributory to any other insurance carried by the State.

e. Insurance Carrier Required Rating – All insurance companies must carry a rating acceptable to the Office of Risk and Insurance Management. If the contractor is self-insured for a portion or all of its insurance, review of financial information including a letter of credit may be required.

f. Endorsements – Any required endorsement must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

g. Inadequate Insurance – Inadequate of lack of insurance does not negate the contractor’s obligations under the Contract.

2. Insurance Requirements

a. Commercial General Liability – Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage liability. The policy must include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal & advertising injury and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability. The policy must include:

Department of Justice, State of California, its officers, agents employees and servants are included as additional insureds, but only with respect to work performed under this contract.

This endorsement must be supplied under form acceptable to the Office of Risk and Insurance Management.

In the case of Contractor’s utilization of subcontractors to complete the contracted scope of work, contractors shall include all subcontractors as insureds under Contractor’s insurance or supply evidence of insurance to the State equal to policies, coverage and limits required of Contractor.

b. Automobile Liability – Contractor shall maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles.

The same additional insured designation and endorsement required for general liability is to be provided for this coverage.

c. Workers’ Compensation and Employers’ Liability – Contractor shall maintain statutory workers’ compensation and employers’ liability for all its employees who will be engaged in the performance of the contract. Employers’ liability limits of $1,000,000 are required.

When work is performed on State owned or controlled property the workers’ compensation policy shall contain a waiver of subrogation in favor of the State. The waiver of subrogation endorsement shall be provided.

H. Qualification Requirements

Failure to meet the following requirements by the bid due date will be grounds for DOJ to deem a bidder non-responsive. In submitting a bid, each bidder must certify that it possesses the following qualification requirements.

1. Bidder shall provide all personnel, labor, equipment, required materials, tools, supplies, certificates, licenses and/or permits, and insurance necessary to provide linen services.

All certificates, licenses and permits shall be current and in effect at the time of the bid, and throughout the term of the contract. Bidder shall have a regular place of business located within the State of California.

2. Bidders must certify their willingness to comply with all terms and conditions addressed in section N of this IFB, entitled “Agreement Terms and Conditions,” including those terms in the referenced exhibits.

3. (Corporations) Corporations must certify they are in good standing and qualified to conduct business in California

4. (Nonprofit Organizations) Non-profit organizations must certify they are eligible to claim nonprofit status.

5. Bidders must have a past record of sound business integrity and history of being responsive to past contractual obligations.

6. Before agreement execution, the winning bidder must supply proof of liability insurance that meets the requirements in Exhibit E entitled “Additional Provisions” that is included in the Sample Agreement Forms/Exhibits section of this IFB.

I. Bid Format and Content Requirements

1. General instructions

a. Each individual or firm may submit only one (1) bid. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) bid, DOJ will reject all bids submitted by that firm or individual.

b. Develop bids by following all IFB instructions and instructions or clarifications in question/answer notices, clarification notices, or IFB addenda.

c. Before preparing a bid, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood.

Agreement increases will not be allowed due to poor examination of work sites and/or specifications.

d. Arrange for timely delivery of the bid package to the specified address. Bidders are advised not to wait until shortly before the bid submission deadline to submit the bid.

2. Bid format requirements

a. Submit one (1) original bid package. Bid must be complete with a copy of all required attachments and documentation.

b. Bind bid package with a single staple in the upper left-hand corner.

c. Sign applicable IFB attachments/forms in ink, preferably in a color other than black.

Have a person who is authorized to bind the bidding firm sign each form that requires a signature. Signature stamps are not acceptable. Unsigned bids may be rejected.

3. Bid content requirements

This section specifies the order and content of each bid and where applicable, indicates form/attachment completion instructions.

When completing the attachments, follow the instructions in this section and any instructions appearing on the attachment. Unless otherwise indicated, do not submit supplemental information or other materials that DOJ has not requested.

Complete and assemble the following items. After completing and signing the applicable attachments, assemble all items in the order shown below and place them in a sealed envelope.

4. Required attachments/documentation

Attachment/Documentation Instructions

1 - Bid Form Complete this form entirely. Do not submit supplemental cost or rate sheets. Any corrections or changes to the dollar amounts entered on the Bid Form after the amounts are originally inserted must be initialed in ink by the bidder.

2 - Required Attachment/Certification Checklist

Check each item with “Yes” or “N/A," as applicable, and sign the form. If necessary, explain the choices on a separate sheet of paper.

If a bidder marks “Yes” or “N/A” and attaches an explanation to the checklist to clarify their choice, DOJ considers this a “qualified response." Any “qualified response," determined by DOJ to be unsatisfactory or insufficient to meet a requirement, may cause a bid to be deemed non-responsive.

3 - Bid Evaluation Form This form is to be completed by the DOJ employees performing the bid opening and is not required to be returned.

4 - Client References Identify three (3) clients serviced within the past five

(5) years that can confirm their satisfaction with the bidder’s services. If possible, identify clients whose needs were similar in scope and nature to the services sought in this IFB. List the most recent first.

5 - CCC-307 Contractor Certification Clauses

Complete and sign this form indicating a willingness and ability to comply with the Contractor Certification Clauses (CCC) appearing in this attachment.

6 - Darfur Contracting Act All bidders must complete this form. Read the form and select the one (1) option that is appropriate for the bidder. If bidder selects option 2, a copy of the written permission from DGS must be included.

7 - Std. 204, Payee Data Record

Complete and return this form.

8 - Conflict of Interest & Confidentiality Statement – Vendor

Read the statement and complete and sign the bottom of the form indicating willingness and ability to comply with the statement.

9a - Std. 843, Disabled Veteran Business Enterprise Declarations

Submission of this form is required when a certified DVBE contractor or subcontractor will provide materials, supplies, services, or equipment necessary for the performance of the proposed agreement.

Attachment/Documentation Instructions

10a - Small Business Subcontractor/Supplier Acknowledgement

Submission of this form is optional. Read and carefully follow the completion instructions in Attachments 10 and 10a. Complete and return Attachment 10a only if the bidding firm is not a certified small business, but is requesting a subcontractor bidding preference by committing to use one or more certified small business subcontractors for an amount equal to at least 25% of the total bid price.

11 - GSPD-05-105, Bidder Declaration

All bidders must complete this form. Instructions for completing this form are on the second page of this attachment.

Business License

(California Businesses Only) California businesses must submit a copy of a current business license issued by the governmental jurisdiction in which the business is located.

Submit an explanation if this documentation cannot be supplied or there is reason to believe no license is required.

Proof of Corporation status

(Corporations Only) Corporations must either submit a copy of the bidding firm’s most current Certificate of Status issued by the State of California, Office of the Secretary of State or submit a downloaded copy of the bidding firm’s on-line status information from the California Business Portal website of California’s Office of the Secretary of State.

Submit an explanation if this documentation cannot be supplied.

Proof of Non-profit status

(Non-profit Organizations Only)

Non-profit organizations must submit a copy of a current IRS determination letter indicating nonprofit or 501(3) (c) tax exempt status.

Submit an explanation if this documentation cannot be supplied.

J. Submission of Bids

1. Submission instructions

a. Assemble an original bid package.

b. Place bid package in a single envelope or package. Seal the envelope.

c. Mail or arrange for hand delivery of the bid package to the California Department of

Headquarters. Bids may not be transmitted electronically by fax or email.

d. Regardless of postmark or method of delivery, the DOJ Contract Services Unit must receive the bid package by the date and time stated in section B of this IFB, entitled “Time Schedule.” DOJ will not publicly open or read late bids.

e. Label and submit the bid package using one of the following methods.

Hand Delivery or Overnight Express: U. S. Mail:

IFB 15-BFS-003 (Do Not Open) California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama 1300 I Street, Suite 1150 Sacramento, CA 95814 Phone: (916) 327-7859

IFB 15-BFS-003 (Do Not Open) California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama

f. Bidder warning

1) DOJ's internal processing of mail may add 48 hours or more to the delivery time.

If the bid package is mailed, consider using certified or registered mail and request a receipt upon delivery.

2) For hand deliveries, allow sufficient time to locate parking. The building designated for hand deliveries is a secure facility; therefore bidders are required to remain in the lobby. Bidders should notify the clerk/security officer at the front desk of the nature of their business. The clerk/security officer will notify Sara Sonoyama. Bidders are warned not to surrender their bids in the care of a person other than Sara Sonoyama.

NOTE: It is the bidder's responsibility to ensure the bid is received by DOJ before the bid due date/time. DOJ is not responsible for bids received after the bid due date and/or time due to circumstances beyond DOJ's control.

2. Proof of timely receipt

a. Upon receipt of bid package, DOJ staff will stamp each bid package/envelope with a date/time stamp or handwrite date and time and initial. If a bid package is hand delivered, DOJ staff will give a bid receipt to the hand carrier upon request.

b. To be timely, DOJ BFS Headquarters must receive bid packages at the stated place of delivery no later than the stated time on the bid due date. Delivery to the DOJ mailroom or the presence of a U.S. postmark will not serve as proof of timely delivery.

c. DOJ will deem late bid packages non-responsive.

3. Bidder costs

Bidders are responsible for all costs of developing and submitting a bid package. Such costs cannot be charged to DOJ or included in any cost element of a bidder’s price offering.

K. Bid Opening

All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened and read at the following address, at the date and time stated in section B of this IFB, entitled “Time Schedule”:

California Department of Justice BFS Headquarters 1300 I Street, Suite 1150 Sacramento, CA 95814

L. Bid Requirements and Information

1. Non-responsive bids

In addition to any condition previously indicated in this IFB, the following occurrences may cause DOJ to deem a bid non-responsive.

a. Failure of a bidder to:

1) Meet bid format/content or submission requirements including, but not limited to, the sealing and/or labeling of the bid package.

2) Pass the Required Attachment/Certification Checklist review by not marking

“Yes” for each item listed or by not appropriately justifying, to DOJ satisfaction, all “N/A” designations.

b. If a bidder submits:

1) A bid that is conditional, materially incomplete or contains material alterations or irregularities of any kind to include obvious erasures.

2) Price information that contradicts the price/cost figures on the Bid Form or submits cost information in a format contrary to the IFB instructions.

3) False, inaccurate, or misleading information or falsely certifies compliance on any

IFB attachment.

c. If DOJ discovers at any stage of the bid process or upon agreement award that a bidder is unwilling or unable to comply with the agreement terms, conditions and/or exhibits cited in this IFB and/or the resulting agreement.

d. If other irregularities occur in a bid response that are not specifically addressed herein (i.e., the bidder places any conditions on performance of the scope of work, submits a counter offer/proposal, etc.). Any deviation from the specifications may be cause for rejection of the bid.

2. Bid modifications after submission

a. All bid packages are to be complete when submitted. However, an entire bid package may be withdrawn and the bidder may resubmit a new bid package.

b. To withdraw and/or submit a new bid package, follow the instructions appearing in the section L of this IFB, entitled “Bid Requirements and Information,” paragraph 4.

3. Bid mistakes

If prior to agreement award, award confirmation, or agreement signing, a bidder discovers a mistake in their bid that renders the bidder unable or unwilling to perform all scope of work services for the price/costs offered, the bidder must immediately notify DOJ and submit a written request to withdraw its bid following the procedures set forth in section L of this IFB, entitled “Bid Requirements and Information,” paragraph 4, b.

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

A bidder may withdraw its bid any time prior to the bid due date.

b. Submitting a withdrawal request

1) Submit a written withdrawal request signed by an authorized representative of the bidder.

2) Label and submit the withdrawal request using one of the following methods.

U.S. Mail: Hand Delivery or Overnight Express:

Withdrawal IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama P.O. Box 161089 Sacramento, CA 95816-1089

Withdrawal IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama 1300 I Street, Suite 1150 Sacramento, CA 95814 Phone: (916) 327-7859

Fax: E-mail:

Withdrawal IFB 15-BFS-003 California Department of Justice Headquarters Sara Sonoyama Fax: (916) 327-7859

Withdrawal IFB 15-BFS-003 Sara.sonoyama@doj.ca.gov

3) [For faxed requests] Bidders must call DOJ, BFS Headquarters, at

(916) 322-6185 to confirm receipt of a faxed withdrawal request. Follow-up the faxed request by mailing or delivering the signed original withdrawal request within 24 hours after submitting a faxed request.

An originally signed withdrawal request is generally required before DOJ will return/release a bid package to a bidder. DOJ may grant an exception if the bidder informs DOJ that the bidder will submit a new or replacement bid package immediately following the withdrawal.

c. Resubmitting a bid package

After withdrawing a bid package, bidders may submit a new bid package according to the submission instructions. Replacement bid packages must be received at the stated place of delivery by the due date and time stated in section B of this IFB, entitled “Time Schedule.”

5. Evaluation and selection

This section describes, in general, the process that DOJ will use to evaluate timely bid packages.

a. Bid opening/reading

All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened, read, and recorded.

b. Bid package review

1) After the bid opening and reading, bids are submitted to the BFS Headquarters for review and evaluation. One or more evaluators will convene to review each timely bid package to confirm its responsiveness to the IFB requirements. This is a pass/fail evaluation.

2) If deemed necessary by DOJ, additional bidder documentation may be collected to confirm the claims made by each bidder and to ensure that each bidder is responsive to all IFB requirements.

3) If the materials submitted by a bidder do not prove, support or substantiate the claims made on the Required Attachment/Certification Checklist, the bid will be deemed non-responsive and rejected from further consideration.

4) If applicable, DOJ will adjust bid amounts for any claimed preference following confirmation of eligibility with Department of General Services.

c. Notice of Intent to Award

DOJ will post a Notice of Intent to Award as soon as possible after the bid opening.

The Intent to Award will be posted as an Addendum to the IFB on the CSCR.

6. Agreement award and protests

a. Agreement award

1) Award of the agreement, if awarded, will be to the responsive and responsible bidder who offers the lowest cost. The lowest cost will be determined after DOJ adjusts bidder costs for applicable preferences and/or incentives.

b. Settlement of tie bids

1) In the event of a precise tie between the lowest responsive bid submitted by a certified small business or micro business and the lowest responsive bid submitted by a certified DVBE that is also a certified small business, the agreement will be awarded to the DVBE bidder per Government Code Section 14838 (f) et seq.

2) In the event of a precise tie between the lowest responsive bid submitted by a non-small business that was granted small business subcontractor preference and the lowest responsive bid submitted by a certified small business or micro business, the agreement will be awarded to the certified small business or micro business.

3) In the event of a precise tie between the lowest responsive bid submitted by a nonprofit veteran service agency (NVSA) that is a certified small business and the lowest responsive bid submitted by a certified DVBE that is also a certified small business, the agreement will be awarded to the certified DVBE.

4) In the event of a precise tie between the lowest responsive bid submitted by a non-small business that was granted the DVBE subcontractor incentive and the lowest responsive bid submitted by a certified small business or micro business, the agreement will be awarded to the certified small business or micro business.

5) In the absence of a California law or regulation governing a specific tie, DOJ will settle all other tie bids in a manner DOJ determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will DOJ settle a tie by dividing the work among the tied bidders.

c. Protests

1) Who can protest

Any bidder who submits a bid may file a protest if the bidder believes its bid package is responsive to all IFB requirements and its bid is the lowest dollar bid.

2) Grounds for protests

Protests are limited to the grounds described in Public Contract Code (PCC) Section 10345. DOJ will not make an award until all protests are withdrawn by the protestant, denied, or resolved to the satisfaction of Department of General Services (DGS).

3) Protest time lines

a) If an eligible bidder wishes to protest the intended agreement award, the bidder must file a “Notice of Intent to Protest” with both DOJ and DGS within five (5) working days after DOJ posts the Notice of Intent to Award. The Notice of Intent to Protest may be brief. Any Notice of Intent to Protest filed more than five (5) working days after DOJ posts the Notice of Intent to Award shall be untimely.

b) Within five (5) calendar days after filing a “Notice of Intent to Protest”, the protestant must file with both DOJ and DGS a full and complete written protest statement identifying the specific grounds for the protest. The statement must contain, in detail, the reasons, law, rule, regulation, or practice that the protestant believes DOJ has improperly applied in awarding the agreement.

4) Submitting a protest

A protest may be hand delivered, mailed, or faxed to the appropriate agencies.

Label, address, and submit an initial protest notice and/or a detailed protest statement using one of the following methods.

Hand Delivery, Mail or Overnight Express:

Fax:

Protest to IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama 1300 I Street, Suite 1150 Sacramento, CA 95814

Protest to IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Sara Sonoyama Fax: (916) 322-7157

Protest to DOJ IFB 15-BFS-003 Department of General Services Office of Legal Services Attention: Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Protest to DOJ IFB 15-BFS-003 Department of General Services Office of Legal Services

Fax: (916) 376-5088

For faxed protests

Faxed protests must be followed up by sending an original signed protest, with all supporting material, within seven (7) calendar days of submitting the faxed protest.

Call the telephone numbers below to confirm receipt of a fax transmission:

Department of General Services (916) 376-5080 California Department of Justice (916) 322-6185

7. Disposition of bids

a. All materials submitted in response to this IFB will become the property of the

California Department of Justice and, as such, are subject to the Public Records Act (GC Section 6250, et seq. and Civil Code section 1798, et seq.). DOJ will disregard any language purporting to render all or portions of any bid package confidential.

b. All documents submitted in response to this IFB and all documents used in the selection process (e.g., review checklists, letters of intent, etc.) will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and shall be available for public inspection.

8. Inspecting or obtaining copies of bids

a. Who can inspect or copy bid materials

Any person or member of the public can inspect or obtain copies of bid materials.

b. What can be inspected/copied and when

After the bid opening, all bids, bidders list, conference sign-in/attendance sheet, checklists and/or evaluation sheets become public records. These records shall be available for review, inspection and copying during normal business hours.

c. Inspecting or obtaining copies of bid materials

Persons wishing to view or inspect any bid related materials must identify the items they wish to inspect and must make an inspection appointment by contacting Sara Sonoyama at (916) 327-7859.

Persons wishing to obtain copies of bid materials may mail a written request to the DOJ office identified below. The requestor must identify the items they wish to have copied. Materials will not be released from DOJ premises for the purposes of making copies.

Unless waived by DOJ, a check made payable to DOJ covering copying and/or mailing costs must accompany the request. Copying costs, when applicable, are charged at a rate of thirty cents ($0.30) per page for regular copies and fifty cents ($0.50) per page for copies of microfilm or computer records. For computer records, each perforated section shall be considered one (1) page. DOJ will fulfill all copy requests as promptly as possible. Submit copy requests as follows:

Request for copies IFB 15-BFS-003 California Department of Justice Bureau of Forensic Services Headquarters Attn: Sara Sonoyama

9. Verification of bidder information

By submitting a bid, bidders agree to authorize DOJ to:

a. Verify any and all claims made by the bidder including, but not limited to verification of prior experience and the possession of other qualification requirements, and

b. Check any reference including those identified by a bidder or other resources known by the state to confirm the bidder’s business integrity and history of providing effective, efficient and timely services.

10. DOJ rights

In addition to the rights discussed elsewhere in this IFB, DOJ reserves the following rights.

a. IFB corrections

1) DOJ reserves the right to do any of the following up to the bid submission deadline:

a) Modify any date or deadline appearing in this IFB or the IFB Time Schedule.

b) Issue clarification notices, addenda, alternate IFB instructions, forms, etc.

c) Waive any IFB requirement or instruction for all bidders if DOJ deems said requirement or instruction unnecessary, erroneous or unreasonable.

d) Allow bidders to submit questions about any IFB change, correction or addenda. If DOJ allows such questions, specific instructions will appear in the cover letter accompanying the document.

2) If applicable, DOJ will mail, email, or fax written clarification notices or addenda to all persons/firms receiving this IFB.

Exceptions may occur, when DOJ decides, just before or on the bid due date, to extend the submission deadline. If this occurs, DOJ may notify potential bidders of the extension by fax, email, or by telephone. DOJ will follow-up any verbal notice in writing by fax or mail.

b. Collecting information from bidders

1) If deemed necessary by DOJ, DOJ may request a bidder to submit additional documentation following the bid opening and/or evaluation. DOJ will advise the bidders orally, via email, or in writing of the documentation that is required and the time line for submitting the documentation. DOJ will follow-up oral instructions in writing by fax, email, or mail. Failure to submit the required documentation by the date and time indicated may cause DOJ to deem a bid non-responsive.

2) At its sole discretion, DOJ reserves the right to collect, by mail, email, fax or other method, the following omitted and/or additional information.

a) Signed copies of any form submitted without a signature.

b) Data or documentation omitted from any submitted IFB attachment/form.

c) Information/material needed to clarify or confirm certifications or claims made by a bidder.

d) Information/material or form(s) needed to correct or remedy an immaterial defect in a bid package.

3) The collection of bidder documentation may cause DOJ to extend the date for posting the Notice of Intent to Award. If DOJ changes the posting date, DOJ will advise the bidder, orally, via e-mail, or in writing, of the alternate posting date.

c. Immaterial bid defects

1) DOJ may waive any immaterial defect in any bid package and allow the bidder to remedy those defects. DOJ reserves the right to use its best judgment to determine what constitutes an immaterial deviation or defect.

2) DOJ’s waiver of an immaterial defect in a bid package shall in no way modify this

IFB or excuse a bidder from full compliance with all bid requirements.

d. Correction of clerical or mathematical errors

1) DOJ reserves the right, at its sole discretion, to overlook, correct or require a bidder to remedy any obvious clerical or mathematical errors on a bid form.

2) If the correction of an error results in an increase or decrease in the total price, DOJ shall give the bidder the option to accept the corrected price or withdraw their bid.

3) Bidders may be required to initial corrections to costs and figures on the Bid

Form if the correction results in an alteration of the cost(s) offered.

4) If a mathematical error occurs in a total or extended price and a unit price is present, DOJ will use the unit price to settle the discrepancy.

e. Right to remedy errors

DOJ reserves the right to remedy errors caused by:

1) DOJ office equipment malfunctions or negligence by agency staff.

2) Natural disasters (i.e., floods, fires, earthquakes, etc.).

f. No agreement award or IFB cancellation

The issuance of this IFB does not constitute a commitment by DOJ to award an agreement. DOJ reserves the right to reject all bids and to cancel this IFB if it is in the best interest of DOJ to do so.

g. Agreement amendments after award

As provided in the Public Contract Code governing contracts (agreements) awarded by competitive bid, DOJ reserves the right to amend the agreement after DOJ makes an agreement award.

M. Preference and Incentive Programs

To confirm the identity of the lowest responsive bidder, DOJ will adjust the total bid cost for applicable claimed preference(s) and/or incentive(s). DOJ will apply preference and/or incentive adjustments to eligible bidders according to state regulations following verification of eligibility with Department of General Services (DGS), Office of Small Business and DVBE Services (OSDS).

1. Small/Micro Business Preference (preference not to exceed $50,000)

a. A responsive bidder, certified as a small/micro business in a relevant business category or type, will be granted a preference up to five percent (5%) of the lowest responsive bid. Small business means a responsive/responsible bidder that is certified by the California Department of General Services as a small business or microbusiness. The “service” category or business type will most likely apply to this procurement. Nonprofit Veteran Service Agencies (NVSA) are to view the instructions in section M of this IFB, entitled “Preference and Incentive Programs,” paragraph 4.

b. In granting small/micro business preference, no bid price will be reduced by more than five percent (5%). The cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

c. To be certified as a California small/micro business and eligible for a bidding preference the business concerned must meet the state’s eligibility requirements and must have submitted an application for small/micro business status (and be approved) no later than 5:00 p.m. on the bid submission deadline.

d. Firms desiring small/micro business certification must obtain the Small Business

Certification Application (i.e., STD 812 or other form) from DGS, OSDS, fully complete the application, and submit it to DGS as instructed in the application.

Prospective bidding firms desiring small business certification assistance, may contact the Department of General Services by the following means:

1) (916) 322-5060 (24 hour recording and mail requests), or

2) (916) 375-4940 (Small business assistance) or (800) 559-5529 (live operator-

Central receptionist), or

3) Internet address: http://www.pd.dgs.ca.gov/smbuss/getcertified.htm or

4) Fax: (916) 375-4950, or

5) Email: osdshelp@dgs.ca.gov

2. Non-Small Business Subcontractor Preference (preference not to exceed $50,000)

a. Non-small business means a responsive/responsible bidder that is not certified by the California Department of General Services as a small business or microbusiness.

b. If the tentative low bidder is not a certified DVBE or small/micro business, a bid preference up to five percent (5%) is available to a responsive non-small business claiming twenty-five percent (25%) small business subcontractor participation with one or more small businesses. This preference is authorized pursuant to Title 2, California Code of Regulations Section 1896.6 (b) and Government Code Section 14835.

c. If a bidder claims the non-small business subcontractor preference, the bid response must identify each proposed small business subcontractor, the participation percentage amount committed to each identified subcontractor, and substantial proof to enable verification of each subcontractor’s small business status.