Bid Notice-Fire Alarm Monitoring_ Testing _ Repair.pdf

California Department of Education Invitation for Bid (IFB) Fire Alarm Monitoring, Testing, and

Repair Services – DR260130

California School for the Deaf, Riverside Analyst: Contract Analyst – McKinley Carlisle

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: mcarlisle@cde.ca.gov Phone: (916) 445-6826

Mandatory Site Inspection: September 29, 2026 at 10:00 am PDT Bid Due Date: October 6, 2026 at 2:00 pm PDT

Public Bid Opening: October 8, 2026 at 9:00 am PDT Contract Period: December 1, 2026 – November 30, 2027

One-Year Option to Renew: December 1, 2027 – November 30, 2028 One-Year Option to Renew: December 1, 2028 – November 30, 2029

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Fire Alarm Monitoring, Testing, and Repair Services – DR260130

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. MANDATORY SITE INSPECTION

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. DESCRIPTION OF SERVICES

IV. EQUIPMENT INVENTORY

V. DACT DIALER PROGRAMMING

VI. FIRE ALARM MONITORING

VII. FIRE ALARM FUNCTIONAL TESTING

VIII. FIRE SPRINKLER INSPECTION, TESTING AND MAINTENANCE

IX. HARDWARE AND CONDUCTOR REPAIRS (Labor and Parts)

X. PARTS ALLOWANCES

XI. SOFTWARE SUPPORT

XII. CONTRACTOR ACCESS AND RESPONSE

XIII. CONTRACTOR QUALIFICATIONS

XIV. REGULATORY REQUIREMENTS

XV. COORDINATION

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

II. BUDGET CONTINGENCY CLAUSE (rev. 04/2025)

III. PAYMENT

IV. DVBE PARTICIPATION WITHHOLD (1/1/2022)

EXHIBIT B.1 – CONTRACTOR’S BID FORM (page 1 of 2)

EXHIBIT B.2 – CONTRACTOR’S BID FORM (page 1 of 2)

EXHIBIT B.3 – CONTRACTOR’S BID FORM (page 1 of 2)

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

II. TERMINATION FOR TARGETS OF ECONOMIC SANCTIONS; EXECUTIVE

ORDER N-6-22 – RUSSIA SANCTIONS

III. RESOLUTION OF DISPUTES

IV. LOSS LEADER

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

VI. PROHIBITION OF DISCRIMINATION

VII. HEALTH AND SAFETY

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. OWNERSHIP OF MATERIALS AND DATA (Rev. 1/20)

V. AMENDMENTS

VI. OPTION TO RENEW

VII. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

VIII. EMPLOYEES

IX. PERMITS, LAWS AND REGULATIONS

X. QUALITY CONTROL

XI. CONTROL OF WORK

XII. GUARANTEE

XIII. PREVAILING WAGE

XIV. MATERIALS AND EQUIPMENT

XV. CLEAN UP

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 48

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – BIDDER CERTIFICATION

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 8 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide fire alarm monitoring, testing, and repair services at the California School for the Deaf, Riverside (CSDR) in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on December 1, 2026. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

Award of a contract as a result of this IFB shall be contingent on DGS approval, CDE executive approval, funding and program authorization provided to and by the CDE.

II. IFB SCHEDULE

Activity Action Date

Invitation for Bid Advertisement September 22, 2026

Mandatory Site Inspection September 29, 2026 at 10:00 am PDT

Bids Due October 6, 2026 at 2:00 pm PDT

Public Bid Opening October 8, 2026 at 9:00 am PDT

Contract Start Date December 1, 2026

III. ELIGIBLE BIDDERS

Public or private corporations, agencies, organizations, associations, or individuals may submit a sealed bid in response to this IFB. The bidder must be legally constituted and qualified to do business within the State of California (registered with the California Secretary of State), if applicable. Bidders must be a legally cognizable public agency, sole proprietorship, partnership, or corporation (fully incorporated by the deadline for submitting bids). Failure to meet the foregoing requirement will result in disqualification.

Bidders who have had a contract terminated by the CDE in the past 18 months may be automatically disqualified.

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation; OR requires a minimum three percent (3%) DVBE participation.

See General Information, Article V DVBE Participation Goals for information.

B. Targets of Economic Sanctions; Executive Order N-6-22 – Russia Sanctions:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

IV. SUBCONTRACTING

The bidder responding to this IFB must serve as the Prime Contractor and will be the responsible entity in ensuring that all services and activities are competently and successfully completed. If any portion of the work outlined in Exhibit A, Scope of Work, is to be subcontracted out, or performed by anyone other than the bidder, a Bidder Declaration Form (GSPD-05-105) must be completed and submitted as part of the bid submission. The Bidder Declaration Form must bear the original signature of the person authorized to bind the bidder. The Bidder Declaration form can be found at:

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

A. Commercially Useful Function

Bids must propose that Prime bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State.

Commercially useful function is defined as: 1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of service and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

A small or microbusiness/DVBE contractor, subcontractor or supplier is not performing a “commercially useful function” if its role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of small business or microbusiness/DVBE participation. (GC § 14837(d)(4);

Tit. 2 CCR § 1896.15.) (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

V. DVBE PROGRAM REQUIREMENT

Section 10115 et seq. of Public Contract Code, and Section 999 et seq. of the Military and Veterans Code requires a goal of three percent (3%) certified California Disabled Veteran Business Enterprise (DVBE) participation for all contracts on an agency-wide basis of $25,000.00 and over unless exempted due to the services provided.

This solicitation is exempt from DVBE participation, however the DVBE incentive still applies (see Article VI. Preference Programs).

The CDE is committed to achieving legislatively established goals for the participation of DVBEs in all contracting and seeks to use certified California DVBE business whenever possible.

VI. PREFERENCE PROGRAMS

A. Small Business Preference

A five percent (5%) bid preference is available and will be applied in accordance with Attachment 5. The small business preference will be applied to those bidders declaring their eligibility by completing Attachment 5. The bidder must include proof of Small Business certification, if applying for the preference. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

Information regarding this preference program may be obtained on the DGS website, https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/How-to-do-business-with-the-state-of-California

B. DVBE Incentive Option

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to responsive and responsible bidders who provide DVBE participation as outlined below. The incentive amount for awards based on the lowest responsive/ responsible bid received will vary in conjunction with the percentage of DVBE participation. The incentive is only given to those bidders who are responsive to the DVBE Program Requirements and DVBE participation in the resulting contract. The following represents the percentages that will be applied:

Confirmed DVBE Participation of 5% or more, the DVBE Incentive is 5%.

Confirmed DVBE Participation of 4% to 4.99%, the DVBE Incentive is 4%.

Confirmed DVBE Participation of 3% to 3.99%, the DVBE Incentive is 3%.

In order to receive the incentive bidders must document DVBE participation commitment by completing and submitting the Bidder Declaration (GSPD-05-105) with the Bid. The GSPD-05-105 form can be found at:

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

The bidder must also include proof of DVBE certification, if applying for the incentive.

Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

VIII. BIDDER REQUIREMENTS

Bidders must be responsible and have the capability to professionally carry out the terms of this contract. Those bidders who have had a contract terminated with the CDE in the past 18 months will be disqualified and will not be considered in the award process.

The bidder must possess a valid and current C-10 – Electrical and C-16 – Fire Protection License issued by the Department of Consumer Affairs, Contractor’s State License Board.

A valid “A” license issued by the Office of the State Fire Marshal (OSFM) may be substituted for the C-16 license.

A C-10 Contractor not holding a C-16 or valid OSFM “A” license may subcontract with a C-16 Fire Protection Contractor. The bidder must provide a copy of their valid and current licenses in their submitted bid package.

The bidder and its employees must have at least two (2) years of experience and be authorized to service the fire alarm and fire sprinkler equipment listed in Exhibit A, Article IV, Equipment Inventory.

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Contract Analyst McKinley

Carlisle, mcarlisle@cde.ca.gov, (916) 445-6836. The CDE reserves the right to rephrase or not answer any question submitted.

The CDE reserves the right to amend or modify the IFB document prior to the final bid submittal date identified herein by issuing an addendum to all parties. The CDE will not be bound by verbal representations or interpretations.

The CDE reserves the right, at its sole discretion, for any reason, including price, rates, costs, etc., to cancel or modify this IFB, in whole or in part, prior to the award of any contract. The CDE may waive any immaterial deviation or defect in a bid proposal. The CDE’s waiver of a deviation or defect shall in no way modify the IFB documents or excuse the Contractor from full compliance with the IFB specifications if awarded the contract. The CDE may reject any bid for any deviation or defect.

If you would like to request a copy of this IFB in an alternate format, including Word, please contact McKinley Carlisle by phone at (916) 445-6826 or by email at mcarlisle@cde.ca.gov.

X. BID DOCUMENTS AS PUBLIC RECORD

All bids and related documents submitted in response to this IFB become the property of the State of California and are considered public records and are subject to disclosure upon request, pursuant to Government Code Section 6250 et seq. All contracts awarded and all attachments thereto will become public records.

XI. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Tuesday, September 29, 2026 at 10:00 am PDT at the California School for the Deaf, Riverside located at 3044 Horace Street, Riverside, CA 92506.

Attendees must arrive on time and be present at the Mandatory Site Inspection until it has been concluded by CDE staff. Attendees more than 10 minutes late to the Mandatory Site Inspection will not be allowed to participate. Attendees must report to the Front Office. Please bring a copy of the IFB with you to the Mandatory Site Inspection.

Note: Bids from Contractors who do not attend, or who are more than 10 minutes late, or who leave the mandatory site inspection early will be rejected and returned unopened.

XII. BID SUBMISSION

Each bidder shall submit to the CDE two sealed copies of their bid meeting the specifications described in this IFB.

1. One (1) original set of bid documents which must bear the original signature of the individual authorized to do so, and

2. One (1) copy of the bid documents with a photocopy of the original signature.

All bid package documents must bear the original signature of the individual authorized to sign the contract. No electronic signatures will be accepted as original. Original signature shall mean a manual handwritten signature or mark in wet ink.

The bid shall be returned in a sealed envelope marked “SEALED BID – FIRE ALARM MONITORING, TESTING, AND REPAIR SERVICES – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: McKinley Carlisle – DR260130– IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – FIRE ALARM MONITORING, TESTING, AND REPAIR SERVICES –

DO NOT OPEN

Sealed bids may be submitted via mail to the address above. Or may be hand delivered to the CDE Mail Room located on the first floor of the CDE building at 1430 N Street, Sacramento, CA 95814. If hand delivering, bidder must check in with the security desk (present valid ID). Security personnel will not accept bids.

The deadline for submission of sealed bids is Tuesday, October 6, 2026 at 2:00 pm PDT.

The bids will be publicly opened and read on Thursday, October 8, 2026 at 9:00 am PDT at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB.

Bids not received at the location by the date and time specified will not be accepted.

Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

By submitting a bid, prospective bidders certify that they meet all qualifications specified herein and agree to comply with all terms and conditions of this IFB. After announcement of the apparent successful bidder, there will be no negotiations of the terms and conditions of this IFB or the bidder's submitted proposal between the CDE and the apparent successful bidder.

Bids shall not be qualified or conditioned. Any bid response modifying, amending, or proposing alternate language to the terms and conditions of the IFB will be invalid and inapplicable. Bids submitted must be complete in all respects and may be rejected if incomplete or contain irregularities of any kind.

The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected.

There is no requirement to award a contract if, in the opinion of the CDE, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

If no submissions are received containing bids offering a cost/price/rate, which in the opinion of the CDE is a reasonable cost/price/rate, CDE is not required to award an Agreement (Public Contract Code Section 10344 [d]).

Every component of the bid cost/price/rate is subject to reasonableness of cost justification. If any portion of the cost is rejected by the CDE, then the entire bid may be rejected.

The cost of bid development is the responsibility of the prospective bidder and shall not be chargeable to the CDE.

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – McKinley Carlisle – DR260130, 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

Clarification may be requested by the CDE Contracts Office during the review of the bids for the purpose of clarifying ambiguities in the information presented in the bid response. The CDE reserves the right, at its sole discretion, to overlook, correct, or require a bidder to remedy any obvious clerical or incidental mathematical errors on a bid form. Bidders may be required to initial corrections.

Any failure by the bidder to acquaint itself with available information will not relieve them from responsibility for estimating properly, the difficulty, or cost of successfully performing the work.

XIII. BID SUBMISSION REQUIREMENTS

The bid submission package must be submitted to the CDE and must include the following required forms fully completed and signed where applicable. One original set and one full copy of the bid documents listed herein must be included in the bid package. See Article XII. Bid Submission.

C. Attachment 1 – Required Attachment Checklist

The Required Attachment Checklist is to be used to ensure and confirm compliance with the bid submission requirements. The checklist must be completed and submitted as the cover of your bid package.

D. Exhibit B.1, Exhibit B.2, and Exhibit B.3 Contractor’s Bid Forms

Contractor's Bid Form: must be completed and submitted with an original signature by the individual legally authorized to bind the bidder. Proposal form must contain the proposed bid cost for Grand Total.

E. Licenses/Certification

The bidder must possess a valid and current C-10 – Electrical and C-16 – Fire Protection License issued by the Department of Consumer Affairs, Contractor’s State License Board.

A valid “A” license issued by the Office of the State Fire Marshal (OSFM) may be substituted for the C-16 license.

A C-10 Contractor not holding a C-16 or valid OSFM “A” license may subcontract with a C-16 Fire Protection Contractor. The bidder must provide a copy of their valid and current licenses in their submitted bid package.

F. Insurance Certificate

The bidder must possess and provide a copy of their insurance certificates meeting the terms outlined in Exhibit E, Article II. Certificate of Insurance Requirements and Article III. Workers’ Compensation:

1. Commercial General Liability, AND

2. Workers’ Compensation

Proof of coverage and limits for the above required terms are required in the bid submission package. The additional insured language (see Exhibit E, Article II.

Certificate of Insurance Requirements) will be required as a condition of contract award.

G. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

H. Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205)

The STD 204 form must be completed and submitted with an original signature. The STD 204 form can be found at:

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

The STD 205 form must be completed and submitted with an original signature if the bidder must identify a remittance address that is different from the mailing address identified on the STD 204. The Payee Data Record Supplemental STD 205 can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

I. Attachment 2 – Certification of Workers’ Compensation Insurance

The Certification of Workers’ Compensation Insurance form must be fully completed, signed and dated with an original signature.

J. Attachment 3 – Darfur Contracting Act Certification, or Attachment 3a – Darfur Contracting Act Certification Supplemental

The Darfur Contracting Act Certification or the Darfur Contracting Act Certification Supplemental must be fully completed, signed and dated with an original signature.

K. Attachment 4 – California Civil Rights Certification

The California Civil Rights Certification must be fully completed, signed and dated with an original signature.

L. Attachment 6 – Bidder Certification

The Bidder Certification must be fully completed and dated with an original signature.

Bidders must demonstrate responsibility and the capability to professionally carry out the terms of this contract through the bidder certification.

M. Attachment 8 – Iran Contracting Act Certification

The Iran Contracting Act Certification form must be fully completed, signed and dated with an original signature.

N. Conditional Attachments

1. Subcontracting

If bidder intends to subcontract any portion of the work outlined in Exhibit A, Scope of Work, the Bidder Declaration (GSPD-05-105) form must be completed and submitted with original signature. The GSPD-05-105 form can be found at:

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

2. Small Business Preference

If bidder intends to apply for the Small Business Preference the Attachment 5 Small Business Preference Sheet must be completed and submitted with original signature.

The bidder must submit proof of Small Business certification. Failure to submit a copy of your proof of certification for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

3. DVBE Incentive Option

If bidder intends to apply for the DVBE Incentive the following documents are required. Failure to submit any of the documents for this bid will not be cause for bid rejection; however, DVBE incentive will not be considered or granted for your bid.

Bidder Declaration (GSPD-05-105). Bids must include a GSPD-05-105 form completed in accordance with the instructions on the form. The GSPD-05-105 form can be found at:

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

DVBE Certification. Bids must include a copy of the DVBE certification for each DVBE contractor/subcontractor. DVBE certification can be verified and printed from Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

XIV. BASIS OF AWARD

Following the public bid opening, the CDE Contracts Office will review the low bid for compliance with the bid requirements, specified herein, and to determine if the low bidder is responsible and responsive to this IFB.

The contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total for fire alarm monitoring, testing, and repair services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Grand Total will be computed by adding the Grand Total from each of the three bid forms, Exhibit B.1, B.2, and B.3, and then dividing the amount by three.

Charges for the bidder’s operating expenses such as: travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance and/or any other overhead expenses must be included as part of the bidder’s rates.

All bid responses must comply with the requirements outlined herein. Failure to do so will disqualify the bid. If it is determined not to be in the best interest of the State, the State reserves the right to not award a contract in response to this IFB.

THE STATE RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container. The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

Small business bidders, meeting the IFB specifications, shall have precedence over non-small business bidders in that the application of any bidder preference for which non-small business bidders may be eligible under any other provision of law shall not result in the denial of the award to a small business bidder.

In the event of a precise tie between the low responsible bid of bidder meeting the specifications of a small business, and the low responsible bid of a bidder meeting the specifications of a disabled veteran-owned small business, the contract shall be awarded to the veteran-owned small business.

Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted in a public place in the offices of the contracting agency at least five working days prior to awarding the contract.

XV. OPTION TO RENEW

The contract awarded through this IFB would expire on November 30, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (December 1, 2027 – November 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period December 1, 2027 – November 30, 2028. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in June 2027.

Costs for the second one-year option to renew (December 1, 2028 – November 30, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period December 1, 2028 – November 30, 2029. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in June 2028.

XVI. CONTRACT AWARD PROTEST PROCEDURES

If prior to the award, any bidder files a protest with the CDE against the awarding of the contract on the grounds that it is the lowest responsive/responsible bidder meeting the specifications of the IFB, the contract shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. Protests shall be limited to those bases specified in Public Contract Code section 10345 (Attachment 7 describes the protest procedures to be followed by a bidder filing a protest). The protest shall be sent to:

Department of General Services Office of Legal Services ATTN: Bid Protest Coordinator 707 3rd Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 EMAIL: OLSProtests@dgs.ca.gov

California Department of Education Contracts Office ATTN: Contract Manager 1430 N Street, Suite 2213 Sacramento, CA 95814 EMAIL: ContractsOffice@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall provide the California Department of Education (CDE) with all labor, travel, transportation, fuel, parking, equipment, equipment rental, permits, licenses, certifications, insurance and/or any other overhead expenses necessary to conduct the installation, programming, and monitoring of the Digital Alarm Communicator Transmitter (DACT) dialer and provide annual testing, inspection, and maintenance of the fire alarm system, fire sprinkler system, and related components for the main fire alarm system and gym system (as listed in Exhibit A, Article IV, Equipment Inventory List) at the California School for the Deaf, Riverside (CSDR), as described herein.

II. CONTRACT MONITORS

The CDE assigns insert Alex Bratcher, abratcher@csdr-cde.ca.gov, (951) 248-7700 as the State Contract Monitor to oversee this project. Said State Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this agreement without a formal contract amendment.

The Contractor must assign a Contractor Contract Monitor to oversee this project. Said Contractor Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this Agreement without a formal contract amendment.

III. DESCRIPTION OF SERVICES

The CSDR is located at 3044 Horace Street, Riverside, CA 92506. The work shall include, but is not limited to the following:

A. Fire Alarm Monitoring:

Provide central station service fire alarm monitoring as described herein. The Contractor shall provide and install equipment and/or programming required to monitor the fire alarm system through the DACT dialer via communication with the central station.

B. Fire Alarm Functional Testing:

Testing, inspection, and maintenance of the fire alarm and fire suppression equipment and system components (as listed in Exhibit A, Article IV, Equipment Inventory) along with all related piping.

C. Fire Sprinkler Inspection, Testing and Maintenance:

Testing, inspection, and maintenance of the fire sprinkler system and components (as listed in Exhibit A, Article IV, Equipment Inventory) along with all related piping.

IV. EQUIPMENT INVENTORY

TABLE 1: Fire Control Instruments, Fire Alarm, and Fire Sprinkler equipment list:

ITEM NO. ITEM QUANTITY

1. Smoke Detectors 1644

2. Duct Detectors 48

3. Fire Smoke Damper 40

4. Heat Detectors 255

5. Manual Pull Stations 216

6. Strobes 1020

7. Horn/Strobes 274

8. Horns 21

9. Bells 58

10. Remote Annunciators 25

11. Notification Alarm Circuit/Signal Alarm Circuit 49

12. Fire Alarm Control Panels 34

13. Batteries 172

14. Dialer 1

15. Door Holders 46

16. Fire Sprinkler Systems 28

17. Fire Sprinkler Outside Stem FS & Yoke Valve

Stem Tamper Switches OS&Y

18. Flow Switches 28

19. Fire Sprinkler System with Antifreeze 7

20. Fire Sprinkler Heads 85

21. Fire Sprinkler Risers 111

22. Pressure Gauges 28

23. Control Valves 28

24. Main Drain Valves 54

25. Fire Sprinkler Heads & Storage 22

26. Fire Sprinkler Piping System 28

27. Power Supply (SNAC) 4

28. Conductors (Circuit Strings) 29

29. Alarm Valves 1

30. Information Signage 1

31. Hydraulic Nameplate 1

V. DACT DIALER PROGRAMMING

The existing system has a properly functioning DACT dialer. If the existing DACT dialer is not compatible, then the Contractor shall replace the DACT dialer with a new compatible DACT dialer. The Contractor shall be responsible for purchasing and installing the equipment within seven (7) days of the contract start date. The Contractor will coordinate a date and time for installation with the CDE Contract Monitor.

A. The Contractor shall provide any required programming of the existing or new DACT dialer within seven (7) days of the start date of the contract.

B. The existing system shall remain in operational condition until new equipment (if required) is placed in service. The Contractor will ensure that service will not be interrupted.

VI. FIRE ALARM MONITORING

A. The Contractor shall provide central station service fire alarm monitoring for the CSDR, via DACT dialer, twenty-four (24) hours a day, seven (7) days a week.

B. Monitoring shall be performed by an Underwriter Laboratory (UL) listed central station service or by a qualified remote supervising station, which meets all of the criteria in current National Fire Protection Association 72 (NFPA 72).

C. In the event of an alarm, the Contractor will report fire alarm/supervisory condition to the following officials by identifying the specific building by name and address:

1. Upon receipt of an alarm condition, the Contractor will:

a. Immediately notify the Riverside Fire Department within ninety (90) seconds.

b. Notify CSDR’s Security Department, Plant Operations Office, Chief of Plant Operations, and Chief Engineer, within three (3) minutes of receiving a supervisory condition notification.

D. The Contractor shall provide the CDE Contract Monitor within five (5) working days after the end of each month, a written report indicating all activity for that month including fire alarms, supervisory and communication line trouble conditions received. The report shall identify the date, time, and location of each event.

E. Emergency contacts for CSDR will be provided to the Contractor upon contract start.

VII. FIRE ALARM FUNCTIONAL TESTING

A. Fire Alarm testing shall be in accordance with the following specified schedule and testing frequency outlined in NFPA 72, using the execution or renewal of the contract as the starting date for determining when each test must be conducted. If a conflict exists between required NFPA frequency and specified scheduled, the most stringent shall apply.

1. The initial test shall be accomplished within one (1) month of the contract start date. The Contractor shall test one quarter (¼) of the fire alarm devices each quarter until all devices have been tested within one (1) year of the start date.

a. The initial test shall include testing of one quarter (¼) of the fire alarm devices,

b. Three (3) months from initial test, the Contractor shall test an additional one quarter (¼) of the fire alarm devices.

c. Six (6) months from the initial test, the Contractor shall test an additional one quarter (¼) of the fire alarm devices.

d. One (1) month prior to the end of the contract period, the Contractor shall accomplish testing of the final one quarter (¼) of the fire alarm devices.

2. Batteries shall be tested during the initial testing within one (1) month of the contract start date and again six (6) months from the initial test.

B. All fire alarm components and circuitry shall be tested and documented for proper functioning, as required by NFPA 72 within five (5) working days of the completion of each functional test, The Contractor shall provide the CDE contract monitor a written report certifying that such have been completed. The written report shall identify devices that passed the test, items that failed the test, and required repairs to be made.

C. The Contractor shall perform one (1) functional test per year per initiating device.

1. The test shall include, but not limited to all applicable input and output voltage readings, proper grounding, lamp test, and all alarm circuits.

2. As specified in NFPA 72, all fire alarm devices shall be tested, which includes but is not limited to, the fire alarm control panels (FACP’s), batteries, power supply, conductors, annunciator’s, interface equipment, initiating devices, notification appliances, and DACT dialer.

a. As required by NFPA 72, the Contractor shall provide annual testing and maintenance of the heat detectors. Heat shall not be used on non-restorable units. Functionality shall be tested mechanically and electrically.

b. For non-restorable spot type heat detectors, after the first fifteen (15) years and at five (5) year intervals thereafter, at least two (2) detectors out of every one hundred (100) or a fraction thereof shall be removed and tested by the Contractor. The detectors that have been removed shall be replaced with new detectors. If a failure occurs on any of the detectors removed, additional detectors shall be removed and tested as a further check on the installation until there is proven to exist either a general problem involving faulty detectors or a localized problem involving individual defective detectors.

3. Annual testing of the fire alarm devices includes inspection, functional testing, cleaning, sensitivity testing, fire alarm control panel functional tests, and testing peripheral devices utilizing only UL approved testing equipment and performed in accordance with NFPA 72, manufacturer’s instructions, and requirements of the Agency having jurisdiction.

4. Annual testing of the manual pull stations shall include activation pull stations to verify operation, inspecting electrical contacts, and ensuring proper mounting.

D. The Contractor shall test all lead acid batteries in the fire alarm system twice per year, in accordance with the requirements of NFPA 72 and manufacturer’s recommendations.

1. The Contractor is to ensure batteries are clean, in good condition, and properly charged before and after every test.

2. Prior to testing, the Contractor shall ensure fire alarm equipment software possibly affected by the test is protected from loss.

3. The Contractor shall log recharging voltage on the written report specified in Exhibit A, Article VII, Section B.

4. Upon completion of each test, the Contractor shall provide a report to the

CDE Contract Monitor that delineates any batteries that failed.

E. As required by NFPA 72, the Contractor shall test and document all auxiliary functions such as interfaces for automatic smoke dampers and magnetic door holders once per year.

F. Annual maintenance, testing, and repair on the DACT dialer shall be in accordance with the requirements of NFPA 72 and manufacturer’s instructions.

G. The Contractor shall test the FACP’s during the initial test. The testing shall include, but not limited to functional operations, fuses, interfaced equipment, lamps/LED’s primary power supply (input and output voltages, proper grounding, and transponders) as specified in NFPA 72.

H. The Contractor shall test and document results of the fire alarm notification appliances at least once per the contract schedule and testing frequency outlined in

NFPA 72.

1. Notification appliances include, but not limited to, audible, visual devices, and audible textual notification appliances.

2. Any problem noted with door closers and positive latching associated with magnetic door holder activation shall be reported to the CDE Contract Monitor.

I. At the initial or subsequent tests/inspections, if any individual component cannot be properly repaired, due to obsolescence, lack of commercial availability of standard parts, and/or excessive wear or deterioration, the Contractor shall notify the CDE Contract Monitor of such condition for required action to be taken.

J. The Contractor shall clean, recalibrate, and retest any device that fails prior to making a determination that the device needs to be replaced.

K. Prior and subsequent to testing or shutting down the fire alarm system, the

Contractor shall provide notifications to the CSDR and the monitoring company as required by NFPA 72.

VIII. FIRE SPRINKLER INSPECTION, TESTING AND MAINTENANCE

A. Fire sprinkler inspection, testing and maintenance shall be in accordance with the following specified schedule and testing frequency outlined in NFPA 25, using the execution or renewal of the contract as the starting date for determining when each test must be conducted. If a conflict exists between NFPA frequency and specified schedule, the most stringent shall apply.

1. The Contractor shall provide, as delineated in NFPA 25, quarterly tests four

(4) times per year and an annual test once (1) per year on the fire sprinkler systems. The initial quarterly test will be accomplished within one (1) month of the contract start date.

a. The remaining three (3) inspections/testing shall be accomplished concurrently with the fire alarm functional testing.

b. Annual inspections/tests of the fire sprinkler systems shall be accomplished concurrent with the fourth quarterly fire alarm and fire sprinkler testing.

c. The Annual Fire Sprinkler Inspection, Testing and Maintenance rate identified in Exhibit B, Contractor’s Bid Forms will include the rate to perform the tasks of the annual inspections/tests and fourth quarterly fire sprinkler testing.

2. Fire sprinkler devices in the quarterly and annual inspections and testing include, but are not limited to gages, control valves, alarm devices, hydraulic nameplate, piping and fittings, sprinklers, fire department connections, alarm valves, backflow preventers, hangers, seismic braces, main drain, supervisory, precaution valve, spare sprinklers, and information signage.

3. The fire sprinkler systems were originally installed when the buildings were constructed and/or went under major renovation. The fire sprinklers in the circa fifty (50) buildings that have not been renovated, were replaced in approximately 2003.

4. Prior and subsequent to testing or shutting down the fire sprinkler systems, the Contractor shall provide notifications to the CSDR and monitoring company as required by NFPA 25.

5. Within five (5) working days of the completion of each fire sprinkler system inspection and functional test, the Contractor shall provide the CDE Contract Monitor a written report certifying that they have been completed. The written report shall identify devices that passed the inspections and tests, items that failed the inspection and tests, and required repairs to be made.

a. The report shall additionally include a narrative delineating any minimum inspections and tests and required repairs to be made.

IX. HARDWARE AND CONDUCTOR REPAIRS (Labor and Parts)

A. Repair costs for labor shall be separate costs from the DACT dialer installation, monitoring, inspection, and testing costs, as indicated in Exhibit B.

B. During the term of this contract, the Contractor shall make repairs under prevailing wage rates to fire alarm (hardware and conductor – Inside Wireman) and fire sprinkler system (fire sprinkler system repair and piping – Pipefitter) components listed in Exhibit A, Article IV, Equipment Inventory, and associated conductors found to be faulty or damaged, upon approval of the CDE Contract Monitor, to ensure continued system operational performance.

1. The Contractor shall provide written cost proposals for all repairs listed in the testing report. The proposals shall be broken down by separate line items for each item to be repaired.

a. Each line item shall include required material item, cost for material, and labor cost to complete the work.

2. Replaced components shall be new or reconditioned components of compatible design as required to maintain the CSDR’s system.

3. The use of new or reconditioned components will be based upon commercial availability of parts and/or components. Original manufacturer parts and materials are preferred to be used.

a. If original manufacturer parts are unattainable, the CDE Contract Monitor, or designee will decide the appropriate resolution.

4. If approved by the CDE Contract Monitor, marginally functioning components may also be repaired.

5. If repairs are approved per Exhibit A, Article X, Parts Allowances, costs for materials shall be charged to the parts and labor allowances at the rate specified in Exhibit B.

C. On system that require compliance with UL standards and/or California State Fire

Marshal (CSFM), only UL and CSFM approved products shall be used for component replacement.

D. The CDE Contract Monitor, or CDE designee, has the authority to request an estimate prior to authorizing any services.

E. The Contractor will not be guaranteed repair work. Such work, if authorized, will be in addition to the regular testing/maintenance charges.

F. Non-Emergency Repairs, which prevent the system from functioning properly, shall be completed within forty-eight (48) hours of the CDE Contract Monitor’s initial request, taking into consideration the nature of the degree of the difficulty of the work involved, excluding weekends and state holidays.

G. Emergency repairs, which prevent the system from functioning properly, shall be completed within twenty-four (24) hours of being notified, including weekends and state holidays.

1. Emergency repairs shall be scheduled with the CDE Contract Monitor.

2. Emergency repair services needed must be completed within a twenty-four

(24) hour period, any delays in completing repairs within twenty-four (24) hours, due to the ordering of parts (or equipment) for repairs shall be reported and approved by the CDE Contract Monitor.

H. The CDE maintains the right to competitively bid any and all repairs, that are recommended in the Contractor’s report/analysis provided to the school, based on the testing and inspections provided by the Contractor or due to system failure.

X. PARTS ALLOWANCES

A. The Contractor shall notify and obtain approval of the CDE Contract Monitor before replacement of any component or combination of components with a total (Material and Taxes) cost exceeding one hundred dollars ($100.00).

B. The charges for parts and materials shall be charged against the “Parts Allowance” and shall not exceed the Contractor's wholesale costs, excluding tax, plus 30% i.e., $100.00 parts cost + 30% markup + 8.75% sales tax or current sales tax rate = $141.38. Replaced parts shall be left at the CSDR campus for state inspection. All work shall be guaranteed for at least sixty (60) calendar days and costs for recalls shall be borne by the Contractor.

C. No mileage, travel time, or fuel charges shall be charged for the purpose of locating and/or purchasing parts. It is the Contractor's responsibility to have the necessary tools and equipment required to perform the contracted services. Costs for additional tools or equipment shall not be charged to the state.

XI. SOFTWARE SUPPORT

A. The Contractor shall maintain any existing or newly installed software within the functional limitations of the installed hardware and/or software that may be required for the proper functioning of the fire alarm system and DACT dialer. This shall include providing software patches, revisions, and bug fixes to standard software that may be periodically created by the manufacturer(s) to maintain system operations.

B. Labor costs for the programming required when failed addressable equipment has to be replaced shall be shown on the written cost proposal specified in Exhibit A, Article IX, Hardware and Conductor Repairs.

C. Third-party applications and/or software including, but not limited to, operating system(s), web browsers, local area network (LAN) and computerized maintenance management systems and any labor to implement functional enhancements not required to keep system functional and code compliant, will be the CDE’s sole responsibility.

D. The CDE shall be solely responsible for and agrees to purchase any and all hardware, firmware, and/or software that may hereafter be required to improve performance of the software installed on the CDE’s system, only if the CDE desires the improved performance. The Contractor shall not be responsible to provide any improvements that are not required to keep the system functional and code compliant. Third party software that is not required to keep the system functional and code compliant, which adds, enhances, or improves the functional performance of CDE’s system are excluded under this agreement and will be provided at CDE’s request when and if available and at CDE’S expense.

E. Upon request, the Contractor will provide documentation to operate all supplied licensed software. Upon termination of this Agreement, all documentation, including software, will become operational property and responsibility of the CDE, provided that the CDE…