C5612055-D-IFB_Package-AC_Chiller_Maintenance.pdf

Invitation for Bid Contract Bid Number C5612055-D

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated: December 2023

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

April 2, 2024

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

A/C Chiller Preventative Maintenance, Inspection, Calibrations, and Repairs

BID NUMBER C5612055-D

RETURN BID TO: CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov

Please see Bid Submittal instructions for CDCR’s new electronic bid submittal process.

You are invited to review and respond to this IFB C5612055-D, titled A/C Chiller Preventative Maintenance, Inspection, Calibrations, and Repairs Service Contract, for the California Department of Corrections and Rehabilitation (CDCR), California Institution for Men (CIM). In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Government Code 14838, the California Department of Corrections and Rehabilitation (CDCR) is required to meet the State’s twenty-five percent (25%) Small Business (SB) participation requirement. Certified SBs and micro-businesses (MB) are encouraged to submit bids. See Section Small Business Preference Program, page 13, in this IFB for requirements.

The designated contact person for this IFB is:

Contract Analyst: Heather Temple California Department of Corrections and Rehabilitation Email address: heather.temple@cdcr.ca.gov Phone: (279) 210-3759

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

Technical questions regarding this solicitation will be addressed in writing and accordance with the Questions and Answers portion of this IFB. See Section Letters of Inquiry, page 9, for more details.

Sincerely, Heather Temple

Contract Analyst mailto:CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov mailto:heather.temple@cdcr.ca.gov

BID PACKAGE OVERVIEW

PROJECTED TIMETABLE

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

PROHIBITION ON TAX DELINQUENTS

BIDDER RESPONSIBILITIES & THE BID PACKAGE

BID SUBMITTAL

WALK-THROUGH

LETTERS OF INQUIRY

PUBLIC BID OPENING

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

BASIS FOR AWARD

PROTEST AWARD

GENERAL PREVAILING RATE OF WAGES

AGREEMENT EXECUTION

EXTENSION OF TERM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

SMALL BUSINESS PREFERENCE PROGRAM

NON-SMALL BUSINESS PREFERENCE REQUEST

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS: SMALL/MICRO BUSINESS

AND DVBES

BIDDER PROVIDING FACILITY(IES)

ATTACHMENTS

Table of Contents

BID PACKAGE OVERVIEW

This IFB package contains the following documents (except as otherwise indicated).

Please note that you must comply with the requirements contained in all documents.

• Bid Submittal Checklist

• Bidder Acknowledgment/Certification (OBS 300)

• Sample Standard Agreement (STD 213)

• Scope of Work (Exhibit A)

• Equipment List (Exhibit A-1)

• Service Report Sample (Exhibit A-2)

• Budget Details and Payment Provisions (Exhibit B)

• Rate Sheet (Exhibit B-1) Electronically downloaded bid package includes an Excel spreadsheet file in addition to the PDF version (for additional information, see Exhibit B-1, first paragraph).

• General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 04/2017.

• Special Terms and Conditions (Exhibit D)

• CDCR 2301 PREA Policy Information for Volunteers and Contractors (Exhibit E)

• Service Technician Training (Attachment 1)

• Service Technician References (Attachment 2)

• Standard Contractor Certification Clauses (CCC)

• Payee Data Record (STD 204)

• Payee Data Record Supplement (STD 205)

• Supplemental Vendor Payee Data Record Form

• Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555)

• Darfur Contracting Act (OBS 1500)

• Sample Certificate of Insurance

• California DVBE Bid Incentive Instructions – Selecting Incentive Option

• Bidder Declaration (GSPD-05-105) https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

• DVBE Declarations (DGS PD 843)

• DVBE Bid Incentive Request and Acknowledgement (OBS 554)

PROJECTED TIMETABLE

The following dates are set forth for informational and planning purposes only and are subject to change.

IFB Available to Prospective Bidders April 2, 2024

Notification of Intent to Participate in Walk-Through

April 9, 2024

Mandatory Walk-Through April 23, 2024, at 9:00 a.m.

Letters of Inquiry Submission Date April 25, 2024

Submission of Bid April 30, 2024, by 11:00 a.m.

Public Bid Opening May 1, 2024, at 2:00 p.m.

Anticipated Date for Commencement of Services July 1, 2024

Term End Date of Agreement June 30, 2027

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

Bidder qualifications and licensing requirements (if any) are specified below and/or in Exhibit A. Unless otherwise stated, the bidder shall meet all qualifications and licensing requirements at the time of the bid opening.

PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the Board of Equalization (BOE) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists.

(a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

(b) This section shall apply to any contract executed on or after July 1, 2012.

BIDDER RESPONSIBILITIES & THE BID PACKAGE

Bidders are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a bid. If the language is unclear or ambiguous, it is the bidder’s responsibility to request clarification or assistance before submitting a bid. Please note that no verbal information will be binding upon the State unless the State issues such information in writing as an official addendum. If the IFB is modified prior to the final bid submission date, the State will issue an addendum to all bidders that received a bid package.

Bidder shall provide rate(s) on Rate Sheet (Exhibit B-1). Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on Exhibit B-1 are CDCR’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item

Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

3. The amount of the total bid will be rounded up to the nearest whole dollar when the Agreement documents resulting from this bid are prepared.

All required documents listed in the Bid Submittal Checklist must be included within the bid package. No bid will be considered unless it is submitted with the CDCR Bidder Acknowledgement/Certification form (OBS 300) and Exhibit B-1 Rate Sheet and is in conformance with the submission requirements of this IFB. Additionally, a signed copy of all pages of the Contractor Certification Clause (CCC) must be submitted to CDCR with the completed bid package. The State reserves the right to request clarification of any documents included with this bid.

The bid must be for the entire activity described herein. 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. Additionally, bids may be rejected if the bid proposal shows any alterations of form, additions not called for, a conditioned or incomplete bid, or erasures and/or irregularities of any kind. Any bid amounts changed after the amounts are originally inserted MUST be initialed through DocuSign by the bidder.

Failure to submit required documentation may result in the rejection of your bid.

BID SUBMITTAL

Bids must be submitted electronically, with all necessary bid submission documents in a clear, legible Portable Document Format (PDF), the documents are fully responsive and lack any deficiency, to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov no later than the time and date specified in the Projected Timetable. Any bid received in any other manner will NOT be considered. Bid submission time will be recorded using the electronic time stamp associated with receipt of the email submission. CDCR will provide an automated email response confirming receipt of each submission received showing the date and time the submission was received. If a confirmation receipt is not received, please contact CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov to confirm your bid was received. Confirmation receipt is not a representation by CDCR that the submitted bid is responsive and complete.

Any electronic bid received after the Submission of Bid date and time specified in the Projected Timetable will NOT be considered. Bidders are ultimately responsible for ensuring timely receipt of their bid. It is recommended that Bidders submit bids at least one (1) hour in advance of the bid submission deadline to allow for confirmation of bid submission.

Bid submissions with attached PDF documents in excess of forty (40) Megabytes in size risk being undeliverable. The State’s mail server may automatically reject excessively large emails. Bidder may submit multiple emails if file size exceeds forty (40) Megabytes. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc. Links to files stored on the internet (e.g., Google Drive, Dropbox) in lieu of attachments are not acceptable, and any documents stored at such links will not be reviewed.

The subject line of the electronic bid must be titled:

BID FOR A/C Chiller Preventative Maintenance, Inspection, Calibrations, and Repairs- BID NO.

C5612055-D- Attention: Heather Temple. Bids that are not properly marked may be disregarded.

Please see example below for further assistance.

The body of the email of the electronic bid must only contain the following:

DO NOT OPEN

BID NUMBER: C5612055-D

ATTENTION: Heather Temple

COMPANY NAME:

In submitting a bid, the bidder accepts the terms and conditions expressed herein. Costs incurred for developing bids and in anticipation of award of the Agreement are the responsibility of the bidder and shall not be charged to the State.

Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear one of the following DocuSign, or Adobe Acrobat Sign signature, or a scanned document of an original ink signature. An unsigned bid may be rejected.

A bidder may modify a bid after its submission by withdrawing the original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered. A bid may be withdrawn from consideration by submitting a written withdrawal request to CDCR via email to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov, signed by the bidder or an authorized agent. Bids will not be opened until the Public Bid Open date and time. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

All documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

WALK-THROUGH

Notification of Intent to Participate in Walk-Through

Bidders and/or their representative(s) planning to attend the walk-through held on institution grounds must provide their driver’s license or DMV identification card number, date of birth, and complete name to secure a Gate Clearance for admittance. Please contact Sonia Ramos at (909) 606-7074 or Sonia.ramos1@cdcr.ca.gov by the date specified in the Projected Timetable to arrange for your participation in the mandatory walk-through.

mailto:ISCBids@cdcr.ca.gov mailto:Sonia.ramos1@cdcr.ca.gov

Any interested bidder or bidder’s representative who requires reasonable accommodation to participate in the walk-through must contact the contract analyst identified in this package two (2) weeks before the scheduled walk-through to identify what reasonable accommodation(s) is required.

At the time of attendance at the walk-through, bidders and/or their representatives will be required to bring their driver’s license or state DMV identification card to be admitted onto institution grounds.

NOTE: Bidders and/or their representatives will not be admitted onto institution grounds unless professionally and appropriately dressed in clothing distinct from that worn by inmates at the institution.

Specifically, blue denim pants and blue chambray shirts, orange/red/yellow/white/chartreuse clothing and/or yellow rainwear shall not be worn onto institution grounds. Contractors should contact the institution regarding clothing restrictions before any planned visit(s) to the institution to ensure the Contractor and/or their representatives are in compliance.

Additionally, electronic and communication devices such as pagers, cell phones, cameras/micro-cameras, and/or sound recording devices are not permitted on institution grounds and must be left in the bidder’s and/or their representative’s locked vehicle.

Mandatory Walk-Through

NOTE: PARTICIPATION IN THE WALK-THROUGH IS MANDATORY. ANY BIDDER INTENDING TO

SUBMIT A BID MUST EITHER ATTEND OR SEND A REPRESENTATIVE TO THE WALK-THROUGH.

FAILURE TO ATTEND OR PROVIDE REPRESENTATION WILL RESULT IN THE BIDDER’S

ELIMINATION FROM THE BIDDING PROCESS.

The mandatory walk-through will be held at 9:00 a.m. at the California Institution for Men (CIM) located at 14901 Central Avenue, Chino, CA 91710 on the date specified in the Projected Timetable. The escort will meet bidders at the front gate. The purpose of this walk-through is to provide bidders an opportunity to examine the work site before bidding in order to have full knowledge of the area(s) and/or specific equipment affecting the work that may not be specifically described herein.

Specific questions during the walk-through should be limited to the work site. Actual questions regarding the Scope of Work and/or Terms and Conditions of the IFB should be directed to the contact person identified in the cover letter of this IFB.

LETTERS OF INQUIRY

The purpose of these letters is to provide bidders the opportunity to ask questions and/or provide feedback to CDCR on the specifics of the IFB and/or DVBE requirements. While some input may be incorporated into the IFB, remarks and explanations submitted may not necessarily change provisions of the IFB. Any modifications to the IFB as a result of these inquiries will be documented by an addendum and forwarded to all bidders.

Any inquiries related to the specifics of the IFB and/or DVBE requirements, if applicable, be submitted by email to allow CDCR time to research and prepare a response. Bidders will still, however, have the opportunity to ask questions at the walk-through. Submit your letter of inquiry via email by the date specified in the Projected Timetable directly to Heather Temple, Contracts Management Branch at E-mail: heather.temple@cdcr.ca.gov.

PUBLIC BID OPENING

All bids received by the due date and time will be opened and read at a virtual public bid opening. Bids will be opened publicly over Microsoft Teams conference-call utilizing the call in number below. No mailto:heather.temple@cdcr.ca.gov subscription or account is required to access the public bid opening. The time of the public bid opening will be as outlined in the Projected Timetable.

Call in: 1-916-701-9994 Pass code: 340347063#

At the time of the public bid opening, the dollar amount of each bid, claimed preference, and the name of each company bidding shall be read. The contract award is subject to a complete review of the entire bid proposal for compliance and adherence to the IFB requirements, verification of all calculations and claimed preferences, and compliance with DVBE Mandatory participation requirements, if applicable.

Final results may change as a result of formal bid evaluation.

Bid opening will be audio only with no opportunity for questions and answers.

Bid Results can also be requested by contacting the contract analyst listed in this solicitation following the public bid opening.

EXECUTIVE ORDER N-6-22 – RUSSIAN 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

BASIS FOR AWARD

The award of an Agreement, if it is to be awarded, will be made to the lowest responsible bidder whose bid complies with all requirements prescribed herein. In the event a bidder submits more than one (1) bid for the same institution/service under this bid process, the State shall select the lowest bid and reject all other bids from this bidder.

In the event of tie bids, except as provided in Government Code §14838(f), CDCR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit B-1, if applicable. If not applicable or if there is a discount tie, a coin toss or lot drawing will be used to determine the bidder entitled to the contract award. The coin toss or lot drawing will be officially witnessed and all affected bidders will be advised of the tiebreaker method and invited to attend.

The State is not required to award an Agreement and reserves the right to reject any and all bids and to waive any immaterial deviations in the bid. The State’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

PROTEST AWARD

Information regarding the protest of an award may be found by going to State Contracting Manual - Volume 1, under Chapter 6: Contract Award Protests.

A protest to this bid must adhere to Public Contract Code (PCC) Section 10345.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-6.pdf?la=en&hash=33EED4E1173B84AE93CFDD3D3268B13618EA189F

The envelope containing the written protest must clearly state: "Protest Concerning IFB Number C5612055-D for the California Department of Corrections and Rehabilitation". Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

Department of General Services Office of Legal Services Attn: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

EMAIL OR MAIL DELIVERY

E-mail: m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

Department of Corrections and Rehabilitation Office of Business Services Contracts Management Branch 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827

GENERAL PREVAILING RATE OF WAGES

In accordance with the provisions of Section 1774 of the California Labor Code, the Contractor and any subcontractors shall conform to the general prevailing rate of wages as determined by the Director of the Department of Industrial Relations. Copies of the wage rate determinations or any amendments thereto issued by the Director of the Department of Industrial Relations are on file with CDCR.

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, A-1, A-2, B, B-1, D, and E.

This Agreement will not include a copy of the Exhibit C, General Terms and Conditions for Private Contractors, which is incorporated into the Agreement by reference only on the STD 213. Exhibit C may be downloaded from the Internet at Standard Contract Language for Non - IT Services.

After award, the Standard Agreement will be forwarded to the Contractor for signature via DocuSign.

Upon receipt, the Contractor must sign the Agreement and return the Agreement with any required documentation in accordance with the time frame specified in the transmittal letter. In the event the State has not received the signed Agreement and the required documentation within the specified time frame, the award may be rescinded and awarded to the next lowest responsible bidder.

This Agreement is not valid unless and until approved by the Department of General Services, or, under its authority CDCR. The State has no legal obligation unless and until the Agreement is approved. Any work commenced by the Contractor prior to approval may be considered voluntary and the Contractor may have to pursue claim for payment by filing with the DGS Government Claims Program. When the Agreement is fully approved, a copy will be forwarded to you.

mailto:OLSProtests@dgs.ca.gov mailto:m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

EXTENSION OF TERM

This Agreement may not be amended to extend the term except where necessary to complete performance of the original agreement and not to provide for additional services.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

This IFB is exempt from the DVBE requirement. However, the State is committed to achieving legislatively established goals for the participation of DVBEs in all state contracting and seeks to use certified DVBE business whenever possible. Therefore, the State requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

CDCR is committed to meeting and exceeding the three percent (3%) goal for Disabled Veteran Business Enterprise (DVBE) participation in State contracting activities, set forth in Military and Veterans Code

999. The DVBE Incentive Program applies to all contracting activities for services including public works, construction, services, leasing, materials testing, and other related contracts. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DVBE participation. This incentive is for bid computation only.

To be eligible for the DVBE incentive, the business must:

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form

(OBS 554) and submit with bid proposal.

2. Have a completed DVBE application on file with DGS, OSDS by 5:00 p.m. on the date bids are due.

For certification and preference approval process information, contact the OSDS by telephone at (916)

375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

Award Based on Low Price

The incentive shall be equal to a bidder’s DVBE participation level (rounded to the nearest two decimal places).

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

1. The incentive is subject to a minimum of one percent (1%) and a maximum of five percent (5%) and will not exceed $500,000. Bids with DVBE participation of more than five percent (5%) will be calculated with a five percent (5%) incentive.

2. Bidders with DVBE participation of less than the required percentage listed in the solicitation will be deemed non-responsive and eliminated from any further participation.

3. The Small Business Preference (five percent (5%) up to $50,000) may be combined with the DVBE incentive but will not exceed a combined total of $500,000.

4. The DVBE incentive is computed from the lowest responsive and responsible bid price.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

SMALL BUSINESS PREFERENCE PROGRAM

Current law requires state departments to support the success of small businesses, including microbusinesses, in participation in contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to contract with certified Small/Micro Businesses whenever possible.

A Small/Micro Business enterprise is defined as a business certified by the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS) in which:

1. The principal office is located in California

2. The officers are domiciled in California

3. The business is independently owned and operated

4. The business, with any affiliates, is not dominant in its field of operation; and

a. For Small Business, either:

(1) The business, together with any affiliates, has one hundred (100) or fewer employees and averaged annual gross receipts of $16,000,000 or less over the previous three years, or

(2) The business is a manufacturer with one hundred (100) or fewer employees

b. For Micro Business, either:

(1) The business, together with any affiliates, has twenty-five (25) or fewer employees and averaged annual gross receipts of $5,000,000 or less over the previous three years, or

(2) The business is a manufacturer with twenty-five (25) or fewer employees.

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

To claim the Small/Micro Business preference, which may not exceed $50,000 for any bid, your firm must:

1. Have a completed application (including proof of annual receipts) on file with the DGS, OSDS, by

5:00 p.m. on the date bids are due, and

2. Receipt of documents verified by such office.

Therefore, if you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

NON-SMALL BUSINESS PREFERENCE REQUEST

Pursuant to Title 2, CCR Section § 1896, et seq., and GC Section § 14838, et seq., a bid preference of five percent (5%) is available to a responsive non-small business claiming no less than twenty-five percent (25%), Small Business/Micro Business (SB/MB) subcontractor participation with one or more SB/MB enterprises. This preference is considered only if the tentative low bidder is not a certified SB/MB.

In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the bidder.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

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

To be eligible for the non-small business preference, the business prime vendor must complete and submit the Non-Small Business Preference Request and Subcontractor Acknowledgement form (OBS

555) with their bid proposal.

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro Business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro Business.

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000.

The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

To be eligible for the NVSA Small/Micro Business Preference, the business concern must:

1. request preference at the time of bid submission, and

2. must possess a valid certification prior to bid submission.

An SB/NVSA is not subject to the same standards as other certified Small/Micro businesses. SB/NVSA standards are identified in Military and Veterans Code Section 999.51(a) (3).

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

CDCR must identify all contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in the submitted original GSPD-05-105, the Contractor shall notify the Office of Business Services (OBS), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or DVBE status.

CDCR asks that you encourage any subcontractor(s) and/or consultant(s) not currently certified as a Small/Micro business or DVBE that may meet the certification requirements specified herein to become certified through the DGS, OSDS. Please provide those subcontractor(s)/consultant(s) the OSDS contact and certification information provided above.

If you are a certified Small/Micro business enterprise and fail to complete the Prime Contractor information of the CDCR Bidder Acknowledgement/Certification form (OBS 300), your business shall be classified as a large business, which will preclude your bid from receiving the five percent (5%) Small/Micro business preference and can cause incorrect reporting of Small/Micro business and large business participation by CDCR.

If you are a certified DVBE and fail to specify that information on the CDCR Bidder Acknowledgement/Certification form, (OBS 300) your business shall be classified as a large business, which will preclude your bid from receiving any range of the DVBE incentive and cause incorrect reporting of DVBE participation by CDCR.

BIDDER PROVIDING FACILITY(IES)

Bidders providing facility(ies) for their services must specify the complete address(es) of the facility(ies) where the services will be performed in the appropriate section on the Bidder Acknowledgement/Certification form (OBS 300) in the spaces provided.

The bidder hereby authorizes the State to insert the bidder’s facility(ies) as listed in the CDCR Bidder Acknowledgement/Certification form (OBS 300) into the contract Exhibit A, Scope of Work.

ATTACHMENTS

BID SUBMITTAL CHECKLIST

A/C Chiller Preventative Maintenance, Inspection, Calibrations, and Repairs

IFB No. C5612055-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package. Place a check mark or “X” next to each document being submitted to the State. Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid will consist of the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted to the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bidder

Acknowledgement/Certification (OBS 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Rate Sheet (Exhibit B-1)

_____ Payee Data Record (STD 204)

_____ Payee Data Record Supplement (STD 205)

_____ Supplemental Vendor Payee Data Record Form

_____ Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555), if applicable.

_____ Darfur Contracting Act (OBS 1500)

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

Contractor Certification Clauses (CCC)

Copy of current and valid C-20 California Contractors State License Board specialty license or a “B” license with a subcontractor who possesses the required specialty license.

Copy(ies) of Service Technician Training form (Attachment 1) and/or Service Technician References form

(Attachment 2) for each service technician providing services under this Agreement. Refer to Exhibit A, Scope of Work, for the requirements.

GSPD-05-105 Bidder Declaration

STD 843 DVBE Declarations, if applicable.

DVBE Bid Incentive Request and Acknowledgement (OBS 554), if applicable.

NOTE TO BIDDER: In addition to the above, the Contractor shall furnish the following to CDCR upon award.

_____ Proof of Worker’s Compensation, if applicable (If exempt, please cite the legal code that exempts you from this requirement.)

_____ Proof of Commercial General Liability Certificate

_____ Proof of Automobile Insurance Certificate

Bidder Acknowledgement/Certification (OBS 300) Bid No. C5612055-D California Department of Corrections and Rehabilitation (CDCR)

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (DVBE) requirements, if applicable, and such addenda thereto as may be issued before the public bid opening date, at the rates set forth by the bidder in Exhibit B-1, Rate Sheet. Exhibit B-1 Rate Sheet must be submitted with this Bidder Acknowledgement/Certification form.

Exhibit B-1 Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

By virtue of submitting this bid, the undersigned is accepting the terms and conditions expressed in this IFB. Any and all services performed outside the scope of this Agreement shall be at the sole risk and expense of the bidder.

COMPANY NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE AND ZIP CODE: CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER: FAX NUMBER:

FEDERAL ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

TAX STATUS [ ] Individual/Sole Proprietor [ ] Estate or Trust [ ] Partnership

[ ] Corporation (State in which incorporated _______) [ ] Other: ______________________

By signing this document, I CERTIFY UNDER PENALTY OF PERJURY, that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of California.

PRINT NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:

Bidding Preferences Claimed (Check only the preferences claimed) Preferences: Certification Number/Expiration Date DGS certified Small Business

DGS certified Micro Business

Non-Small Business Subcontractor Preference (committing use of 25% or more of DGS certified Small/Micro Business Subcontractors) include the OBS 555

DGS certified Disabled Veteran Business Enterprise

DVBE Incentive requested by bidder (include the completed OBS 554 with bid) NVSA preference request TACPA Attach all applicable forms

Bidder Providing Facility(ies) If the bidder is supplying the facility(ies) for services, please specify the complete address(es) of the facility(ies) where services will be provided (use additional sheets if necessary). The bidder hereby authorizes the State to insert the bidder’s facility(ies) listed below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

2. The term of this Agreement is:

SAMPLE

SAMPLE

TBB Bid Number C5612055-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A Scope of Work

A/C CHILLER PREVENTATIVE MAINTENANCE, INSPECTION, CALIBRATIONS, AND

REPAIRS

1. INTRODUCTION

The Contractor shall provide all labor, including travel and per diem, parts, materials, supplies, transportation, equipment, and every other item of expense necessary to perform preventative maintenance, inspection, calibration, and repair services for the equipment specified herein for the California Department of Corrections and Rehabilitation (CDCR), California Institution for Men located at 14901 Central Avenue, Chino, CA 91710.

Services shall be applicable to all equipment listed on Exhibit A-1, List of Equipment, and billed per Exhibit B-1, Rate Sheet. The State reserves the right to add equipment similar to the list established and delete equipment that has become obsolete. Additional equipment will be serviced at the unit rates specified in Exhibit B-1, Rate Sheet. The Contractor shall be notified in writing by the Institution Contract Liaison or designee of the equipment that has been added or removed from the list.

In the event a scheduled service date must be cancelled or rescheduled, by the Contractor or the State, notification must be provided verbally and followed up in writing (via email) no later than twenty-fours (24) hours prior to the scheduled service date.

The State assumes no responsibility for any work commenced by the Contractor and will not reimburse the Contractor for any work performed prior to approval and scheduling by the Institution Contract Liaison or designee.

The Contractor shall report to the Institution Contract Liaison or designee upon arrival at the institution to pick up the Exhibit A-2, Service Report. Upon completion of either the maintenance/inspection or repairs, the Contractor shall return to the Institution Contract Liaison or designee, the Exhibit A-2, Service Report for signature. Invoices will only be paid if accompanied by an approved Exhibit A-2, Service Report by either the Institution Contract Liaison or designee.

2. LICENSE/PERMIT/CERTIFICATION REQUIREMENTS

The Contractor shall possess and maintain throughout the term of this Agreement, a valid “C-20” Warm-Air Heating, Ventilating, and Air Conditioning California State License Board specialty license or a “B” license with a subcontractor who possesses the required specialty license.

A Contractor located within the State of California must provide a business license from the city/county in which the company is headquartered. However, if the company is a corporation, a copy of the incorporation documents must be submitted. A Contractor outside the State of California must provide a copy of their business license or incorporation paper from the respective state showing that the company is in good standing in that state.

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

TECHNICIAN QUALIFICATIONS

The Contractor shall provide a minimum of two (2) service technicians who have either:

a. Factory trained on York Chillers. The Contractor shall provide the State with proof of the required training for each of the service technicians providing services under this Agreement by completing the enclosed Service Technician Training (Attachment 1) and attaching copies of training certificates.

-OR-

b. A minimum of five (5) consecutive years of experience, within the last five (5) years, proceeding the term of the contract, in maintaining and repairing York Chillers. The Contractor shall provide the State with a minimum of three (3) letters of professional (not personal) reference for at least five (5) consecutive years of experience in maintaining and repairing the equipment specified, for each of the experience in maintaining and repairing the equipment specified, for each of the service technicians providing services under this Agreement. The references must be enclosed on the Service Technician References form (Attachment 2) and include the following:

• Technician’s name

• Type of equipment serviced by make and model.

• Verification that the service was satisfactory.

• Current telephone number and address of the person giving the reference.

The Contractor shall submit a certification of competency for the personnel performing the required work to the Institution Contract Liaison or designated representative.

Only qualified service technicians shall perform services. Apprentices or trainees are not acceptable.

3. PREVENTIVE MAINTENANCE AND SCHEDULE

The Contractor shall perform all inspection and maintenance services as specified herein and as necessary to maintain the optimum level of efficiency for each specified piece of equipment. Services shall include, as applicable, but not limited to: cleaning; oiling;

lubrication; adjustment; calibration; alignment; timing; replacement of any filters;

inspection of all mechanical parts; inspection and operational testing of each piece of equipment; furnishing all necessary lubricants, cleaning supplies, and testing equipment;

and providing any necessary repairs and parts replacement. The Contractor shall replace all parts requiring replacement in accordance with the Parts Replacement Section specified herein.

Maintenance services shall be paid by the State at the Maintenance Services Rate specified in Exhibit B-1, Rate Sheet.

Upon approval of the Agreement, the Contractor shall provide the requested services on the dates specified by the State. The Contractor shall perform services during designated business hours of 7:00 a.m. to 3:00 p.m., Monday through Friday, State holidays excluded.

Any services performed by the contractor are to be inspected by the Institution Contract Liaison or designee after completion. The State is solely responsible for determining acceptability of the work performed and the operability of the equipment.

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

4. MAINTENANCE SPECIFICATIONS

These services are to be scheduled at the request of the institution. The Contractor shall provide the following maintenance services:

ANNUAL MAINTENANCE SERVICES

a. Check evaporator fan blades and motors for proper operation.

b. Check evaporator and condenser for leaks and proper operation.

c. Check all safety and operating controls for proper calibration, including overloads.

d. Check oil and refrigerant levels (approach temperature for refrigerant level).

e. Take oil and refrigerant samples for analysis if necessary.

f. Replace drier cores (if necessary).

g. Clean auxiliary water strainer in the chilled water system.

h. Check wiring connections in the control panel, starter panel, magnetic starter, inspect contacts.

i. Check compressor heaters for proper operation.

j. Clean terminal board with safety solvent and meg compressors.

k. Log operation and report any defects to the Contract Liaison or designee.

l. Check for excess vibration on chiller units, via vibration analysis.

m. Check all electrical connections of all tracer components, Thermal Interface Materials, Programmer Controller Module, Temperature Control Module, Specific Cooling Power, etc. Coat with antioxidant. Tighten if necessary.

n. Upload Preventive Chiller Maintenance based Printer Control Language routines and archive.

o. Check installed options for software upgrade advantages, if any.

p. Check components for damage, moisture, vibration, dust, static, etc.

q. Verify correct date and time in Preventative Chiller Maintenance. Update if necessary.

SEMI-ANNUAL SERVICES

a. Check evaporator and condenser water pressure drops (adjust if needed).

b. Check all safety and operating controls for proper set points.

c. Check oil and refrigerant levels (approach temperature for refrigerant level).

d. Check wiring connection in control panel and starter panel.

e. Check purge operation and blow down water, if necessary.

f. High-side leak check with chiller operation.

g. Log operation and report any defects to the Institution Contract Liaison or designee.

EDDY TESTING

a. The condenser for each chiller unit shall be tested every three (3) years.

b. The evaporator for each chiller shall be tested every five (5) years.

c. Provide the Institution Contract Liaison or designee with the written test results upon completion of the testing.

LEAK CHECK

a. Perform leak check on condenser and evaporator (with Hyper Watt Pressurizer).

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

5. REPAIR SERVICES

The Contractor shall provide unlimited visits for any repair services requested or necessary to keep the equipment fully operational. Repair services that are not provided during regularly scheduled maintenance visits shall be paid by the State at the Contractor’s Hourly Repair Rate, as specified in Exhibit B-1, Rate Sheet. Any parts requiring replacement will be replaced in accordance with the Parts Replacement section.

Repair services will be provided upon telephone request from the Institution Contract Liaison of designee. The Contractor shall respond to requests for repair service within twenty-four (24) hours. Every effort shall be made to perform repair services during normal business hours, Monday through Friday, 7:00 a.m. to 3:00 p.m., State holidays excluded.

However, the State may, at its discretion, allow access to the equipment during non-business hours when necessary. Non-emergency repair services performed outside of normal business hours as specified herein must be approved in advance in writing by the Institution Contract Liaison or designee.

The Contractor shall make every attempt to complete repairs on the same working day.

Unless the repair requires part(s) that must be ordered, no repair may take longer than five (5) working days to complete. When a delay in repair will occur due to part(s) that must be ordered, written notification must be presented to the Institution Contract Liaison or designee immediately.

6. EMERGENCY SERVICE REPAIR

The Contractor shall provide any necessary emergency repairs upon request from the Institution Contract Liaison or designee. The Contractor shall provide the requested services on the date(s) specified by the State. The Contractor shall respond to request for emergency repair within two (2) hours of telephone notification by the Institution Contract Liaison or designee. The Contractor’s technician team shall be on site within twelve (12) hours of telephone notification. Whenever possible, emergency repairs will be performed during normal business hours, Monday through Friday, 7:00 a.m. to 3:00 p.m., State holidays excluded. The State may, at its discretion, allow access to the equipment during non-business hours when necessary. The Contractor shall obtain prior approval in writing from the Institution Contract Liaison or designee for emergency repair services performed outside of designated business hours.

Emergency services provided by the Contractor, if at the specific request of the State, will be charged at the Contractor’s…