CAAM_IFB___25233_Exhibition_Installation_Services.pdf

State of California California African American Museum

IFB Number 25233

600 State Drive, Exposition Park, Los Angeles, CA 90037 T 213.744.2084 www.caamuseum.org

Invitation for Bid

Notice to Prospective Bidders IFB No. 25233

Exhibition Installation Services

August 6, 2025

The California African American Museum (CAAM) is seeking bids from qualified exhibition installation contractors to provide comprehensive, museum-standard exhibition installation services for multiple exhibitions. The selected contractor will work in close collaboration with CAAM’s curatorial, registrar, and exhibition teams. The scope of work requires the contractor to meet museum-quality standards and expedited timelines, ensuring high-quality execution that meets CAAM's specific and demanding requirements. The primary objective is to deliver end-to-end services encompassing art handling, installation, transportation, fabrication, and logistical support for a diverse range of media and exhibition formats, ensuring alignment with CAAM’s artistic vision and public mission.

You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB Number 25233.

This IFB is advertised on the CaleProcure website and the award for the IFB will also be posted at: https://www.caleprocure.ca.gov/pages/index.aspx

In submitting your bid, you must comply with all the instructions herein. Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language#@ViewBag.JumpTo

If you do not have internet access, have any questions or require clarification for the information contained herein, please contact Joycelyn Caparas at (213) 800-1349 or email at jcaparas@caamuseum.org.

BID SUBMISSION DEADLINE: Thursday, August 28, 2025, at 1:30 PM (PST).

There may be periodic updates. It is incumbent on each bidder to continue to check the contract website, https://caleprocure.ca.gov for additional information.

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

Joycelyn Caparas Procurement and Contract Specialist https://www.caleprocure.ca.gov/pages/index.aspx https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo https://caleprocure.ca.gov/

Table of Contents

Invitation for Bid Table of Contents

I. GENERAL INFORMATION

A. Purpose B. Availability C. Period of Performance

II. BIDDER MINIMUM QUALIFICATIONS AND ADMONISHMENT

III. BID REQUIREMENTS AND INFORMATION

Key Action Dates A. Mandatory Pre-Bid Conference/Walkthrough B. Virtual Opening of Sealed Cost Bid C. Written Questions D. Submission of Bid E. IFB Response Content F. Evaluation and Selection G. Award and Protest H. Disposition of Bids I. Agreement Execution and Performance

IV. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business (SB) or Microbusiness (MB) Preference B. Disabled Veteran Business Enterprise (DVBE) Incentive C. Commercially Useful Function (CUF)

V. PROPOSED AGREEMENT

Attachment 1 – Required Documentation Checklist Attachment 2 – Bid/Bidder Certification Sheet Attachment 3 – Cost Sheet Attachment 4 – Payee Data Record Attachment 5 – Contractor’s Certification Clauses (Effective 4/2017) Attachment 6 – Bidder’s References Attachment 7 – Letter of Recommendation Attachment 8 – Darfur Contracting Act Certification Sheet Attachment 9 – Bidder Declaration Form Attachment 10 – Certificate of Insurance Attachment 11 – California Seller’s Permit Attachment 12 – California Civil Rights Laws (DGS OLS 04) Attachment 13 – Small Business (SB) or Microbusiness (MB) and/or Disabled Veteran Business

Enterprise (DVBE) Certification Attachment 14 – Disabled Veteran Business Enterprise Declaration (DGS PD 843) Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit C – General Terms and Conditions Exhibit D – Special Terms and Conditions Exhibit E – Additional Provisions Exhibit F – Contract Term and Option to Extend Exhibit G – Sample Standard Agreement

Please continue to check https://caleprocure.ca.gov for contract information and additional addendums.

I. GENERAL INFORMATION

A. Purpose

The California African American Museum (CAAM) is seeking bids from qualified exhibition installation contractors to provide comprehensive, museum-standard exhibition installation services for multiple exhibitions. The selected contractor will work in close collaboration with CAAM’s curatorial, registrar, and exhibition teams. The scope of work requires the contractor to meet museum-quality standards and expedited timelines, ensuring high-quality execution that meets CAAM’s specific and demanding requirements.

The primary objective is to deliver end-to-end services encompassing art handling, installation, transportation, fabrication, and logistical support for a diverse range of media and exhibition formats, ensuring alignment with CAAM’s artistic vision and public mission.

B. Availability

The selected contractor must be able to meet the requirements of this IFB and be ready to begin work within ten (10) business days of the contract award date specified in Section III.A, Key Action Dates, unless otherwise coordinated by the CAAM’s Procurement and Contract Specialist. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this IFB. All replacement personnel are subject to approval by the State.

C. Period of Performance

Agreement shall tentatively begin on September 15, 2025, and end on September 14, 2026, with the options of two (2) one-year extensions. This date is contingent on State approval of the agreement. Any changes to the period of performance must be done as a written Amendment to the Agreement by the California African American Museum.

The Contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

D. Contract Term and Option to Extend

The initial term of the contract resulting from this solicitation shall be for one (1) year from the effective date of the contract. The California African American Museum (CAAM) shall have the sole option to extend the contract for up to two (2) additional one-year terms, for a potential maximum term of three (3) years.

Bidders must submit cost proposals for each year individually:

• Year One (Initial Term)

• Year Two (Option Year 1)

• Year Three (Option Year 2)

By submitting a bid, the bidder acknowledges and agrees that:

1. Bids are being submitted for the full three-year period (initial term plus two option years).

2. The extension of the contract beyond the initial term is at the sole discretion of CAAM.

3. If CAAM elects to exercise any of the option years, the contractor is obligated to perform the work for the applicable option year(s) at the price proposed in its bid.

4. Failure to honor pricing for optional years may result in disqualification or termination of the contract.

II. BIDDER MINIMUM QUALIFICATIONS AND ADMONISHMENT

A. The bidder must have a minimum of ten (10) to fifteen (15) years of demonstrated experience in museum exhibition installation services and must have completed at least three (3) projects in museums or galleries within the past year with references that validate expertise in museum quality standards. Bidder shall complete the Bidder References form to satisfy this requirement. Clients listed on this attachment may be contacted by the California African American Museum Center for information verification.

B. The bidder must complete and submit to the awarding agency the Payee Data Record (Std. 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf. No payment shall be made unless a completed Std. 204 has been returned to the awarding agency.

C. The Bidder must provide a Certificate of General Liability Insurance providing proof of insurance to the California African American Museum with their bidding package. The bidder must review the Insurance Requirements included in this bid and ensure they can meet these requirements before submitting their bid. Once the contract has been awarded, the State’s Office of Risk and Insurance Management (ORIM) will review the winning bidder’s insurance certificate and/or proof of self-insurance documentation before execution of the Agreement. The winning bidder will have ten (10) business days to correct and comply with all insurance requirements after the certificate of insurance is reviewed by ORIM. Refer to Additional Provisions, Exhibit E for the applicable specific insurance requirements and coverage limits.

D. Additional Document Submittal - Additional documentation required as a condition of the contractual agreement can be found in Exhibit D, Special Terms and Conditions.

E. This IFB contains the instructions governing the requirements for a bid, and the format for bid information to be submitted, and the material to be included therein, follows. This IFB also addresses the requirements that Bidder’s must meet to be eligible for consideration.

FOR A BIDDER TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN THIS IFB,

THE BIDDER MUST TAKE THE RESPONSIBILITY TO:

• CAREFULLY READ THE ENTIRE IFB.

• FOR THE SAKE OF CLARIFICATION, ASK APPROPRIATE QUESTIONS IN A TIMELY

MANNER.

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

• SUBMIT ALL APPRORIATE DOCUMENTS, COMPLETE AND BY THE REQUIRED DATE

AND TIME.

IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST

ELEMENTS IN THEIR FINAL BID, SINCE THEY WILL NOT HAVE THE OPTION TO CHANGE

ANY INFORMATION AFTER THE TIME OF SUBMITTAL.

III. BID REQUIREMENTS AND INFORMATION

Key Action Dates

Listed below are the important dates and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this IFB.

Event Date Time

IFB available to Prospective Bidders 8/8/2025 1:00 PM

Mandatory Pre-Bid Conference/Walkthrough

8/18/2025 10:30 AM

Final Date to Submit Written Questions

8/21/2025 4:00 PM

Written Responses to Questions Released by

8/25/2025 4:00 PM

Final Date for Bid Submission 8/28/2025 1:30 PM

Virtual Opening of Sealed Cost Bid 8/28/2025 1:45 PM

Notice of Intent to Award Released by 8/28/2025 4:00 PM

Proposed Award Date 9/8/2025 4:00 PM

Ready-for-Use, Contract Start Date 9/15/2025

All dates after the Final Date for Bid Submission are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

A. Mandatory Pre-Bid Conference/Walkthrough

1. A mandatory pre-bid conference/walkthrough will be held at the date and time mentioned in the Key Action Dates above. It will be held at the California African American Museum for the purpose of discussing concerns regarding this IFB. Please arrive at least 15 minutes before the scheduled. Prime bidders arriving late at the pre-bid conference/walkthrough will not be admitted. Furthermore, any bid submitted by a prime bidder who was late will be rejected.

2. In the event a potential prime contractor is unable to attend the mandatory pre-bid conference/walkthrough, an authorized representative may attend on their behalf.

The representative may only sign-in for one (1) company. Subcontractors may not represent a potential prime contractor at a mandatory pre-bid conference/walkthrough. No bid will be accepted unless the bidder or his/her authorized representative is in attendance.

3. For contractors who need assistance due to physical impairment, reasonable accommodation will be provided by the awarding agency upon request for the pre-bid conference/walkthrough. The Contractor must call Joycelyn Caparas at

(213) 800-1349 or email at jcaparas@caamuseum.org by the morning prior to the scheduled date and time of the pre-bid conference to arrange for a reasonable accommodation.

B. Virtual Opening of Sealed Cost Bid

1. Opening of sealed cost bid will be held virtually, via Zoom, at date and time indicated above. For invitation to virtual opening of sealed cost bid, please contact Joycelyn Caparas at (213) 800-1349 or email at jcaparas@caamuseum.org.

2. The Contractor must call Joycelyn Caparas at (213) 800-1349 or email at jcaparas@caamuseum.org by the morning prior to the scheduled date and time of the virtual opening of sealed cost bid to arrange for a reasonable accommodation.

C. Written Questions

All questions regarding the content of this IFB must be submitted electronically to Joycelyn Caparas, jcaparas@caamuseum.org and must be received by the Key Action Date identified above. Questions not submitted electronically by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all questions and answers will be distributed electronically to all bidders.

D. Submission of Bid

1. All bids must be submitted under sealed cover and sent to the California African

American Museum by dates and times shown in Section III, Bid Requirements and Information, Item A. Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "SEALED COST BID - DO NOT OPEN", as shown in the following example:

Exhibition Installation Services California African American Museum

600 State Drive Los Angeles, CA 90037

SEALED COST BID - DO NOT OPEN

2. Bids not submitted under sealed cover will be rejected.

3. The Contractor must submit a minimum of two hard copies of the completed attachments identified in Attachment 1, Required Attachments Checklist, via mail (i.e., USPS, UPS, FedEx, etc.) or via hand-delivery to the California African American Museum at the following address:

mailto:jcaparas@caamuseum.org

Attn: Joycelyn Caparas 600 State Drive

E. IFB Response Content

1. The documents listed in Attachment 1, Required Bid Documents Checklist, must be returned with your bid package. Only submit the required bid documents, not the entire IFB package. Unless otherwise noted, failure to include the required documents will be cause for bid rejection.

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

3. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

4. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a 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.

5. Costs incurred for developing bids and in anticipation of the award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California.

6. A bidder may modify a bid after its submission by withdrawing its 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.

7. A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

8. The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who have been furnished an IFB for bidding purposes.

9. The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

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

11. Where applicable, bidder should carefully examine work sites and specifications.

Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

12. 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.

The State’s General Terms and Conditions (GTC) are not negotiable.

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

F. Evaluation and Selection

1. At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

2. The required cost schedules will be checked for mathematical accuracy. Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

3. The bidder with the lowest cost bid received for this IFB will be deemed the Apparent Bid Winner. The Apparent Bid Winner will then be evaluated on the total extended cost for the contracted term and checked for mathematical accuracy.

4. In the event of a tie bid, a tiebreaker must be conducted to award the contract per State Contract Manual Volume 1, Chapter 5.45. The permissible tiebreaker will be a coin toss and must be observed by witnesses. The bidders who submitted the tie bids will be invited to witness the event.

G. Award and Protest

1. Award of bid will be issued on the date listed in Section III.A, Key Action Dates. The award will be made to the responsive bidder with the lowest cost bid.

2. The successful bidder must enter into a contractual agreement with the State of California, California African American Museum in the form of a Standard Agreement Std. 213. A draft Standard Agreement Std. 213 is included for reference in Exhibit F.

3. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

In addition, the California African American Museum will post a Notice of Contract Award on https://caleprocure.ca.gov.

4. Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

5. If any bidder, prior to the award of agreement, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and the (insert name of awarding agency) on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

6. Within five (5) days after filing the initial protest, the protesting bidder shall file with the

Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to the awarding agency. It is suggested that you submit any protest by certified or registered mail.

7. Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf. No payment shall be made unless a completed Std. 204 has been returned to the awarding agency.

8. Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at https://www.dgs.ca.gov/- /media/Divisions/OLS/Resources/CCC-1005.pdf. This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years.

H. Disposition of Bids

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

2. Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency.

I. Agreement Execution and Performance

1. Performance shall tentatively start on September 15, 2025. This date is contingent on State approval of contract. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-1005.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-1005.pdf

IV. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business (SB) or Microbusiness (MB) Preference

Prime bidder and/or subcontractor(s) who have been certified as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS) must provide a copy of current certification(s) with bid response.

Bidder claiming the 5% certified SB or MB preference, or prime bidder who is committing to subcontract 25% or more of their net bid price to one or more SB or MB, must also complete Attachment 8, Bidder Declaration (GSPD-05-105).

Additional References: https://www.dgs.ca.gov/PD. Questions regarding the certification approval process or the SB program should be directed to the Department of General Services, Procurement Division at (800) 559-5529 or (916) 375-4940. For the 24-hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or proposers using the SB preference shall be granted a preference consisting of 5%, the highest responsible bidder’s total score.

The standard contract language for the SB program can be found at the internet web site as follows: https://www.dgs.ca.gov/PD.

B. Disabled Veteran Business Enterprise (DVBE) Incentive

Note: There is no DVBE participation requirement, however, the DVBE incentive still applies.

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime bidder is a certified DVBE or commits to subcontracting to DVBE(s), prime bidder may be eligible to receive a bid preference provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). If prime bidder and/or subcontractor(s) is certified as a DVBE by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS), prime bidder and/or subcontractor(s) must submit completed DGS PD 843 (Disabled Veteran Business Enterprise Declaration) form(s) to the State.

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on Attachment 8, Bidder Declaration (GSPD-05-105) and confirmed by the State. The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5% DVBE participation and the incentive will be equal to the participation offered as defined below:

https://www.dgs.ca.gov/PD https://www.dgs.ca.gov/PD

Confirmed DVBE Participation of: DVBE Incentive:

1% to 1.99% inclusive 1% 2% to 2.99% inclusive 2% 3% to 3.99% inclusive 3% 4% to 4.99% inclusive 4% 5% or Over 5%

Per Military Veteran Code (MVC) 999.5, a prime contractor who commits to subcontracting to a DVBE must complete the Prime Contractor Certification (Std. 817) upon completion of work to certify the following: (1) The total amount the prime contractor received under the contract; (2) The name and address of the DVBE that participated in the performance of the contract and the contract number; (3) The amount and percentage of work the prime contractor committed to provide to one or more DVBEs under the requirements of the contract and the amount each DVBE received from the prime contractor; and, (4) That all payments under the contract have been made to the DVBE.

Contractor also agrees to certify on Prime Contractor’s Certification DVBE Subcontractor Report (Form STD 817) that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of the award of contract or with any subsequent amendment.

Upon request by the awarding department, the prime contractor shall provide proof of payment for the work.

Per Military Veteran Code (MVC) 999.7, if a prime contractor who commits to subcontracting to a DVBE fails to return a completed Std. 817 to the awarding department, then the awarding department shall withhold, on a contracts entered into on or after January 1, 2021, ten thousand dollars ($10,000) from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor who committed to subcontracting to a DVBE complies with the certification requirements of subdivision (d) of Section 999.5. A prime contractor that fails to comply with the certification requirement shall, after notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the awarding department shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000).

C. Commercially Useful Function (CUF)

(Refer to item 1.b. of the “BIDDER DECLARATION Instructions”)

A California certified SB, MB, or DVBE business must be deemed to perform a Commercially Useful Function (CUF) by meeting ALL of the following CUF requirements for Contract/Purchase Order (PO) award consideration:

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

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.

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

V. PROPOSED AGREEMENT

Attached to this IFB are the documents that constitute the proposed agreement; these are:

Exhibit A, Scope of Work Exhibit B, Budget Detail and Payment Provisions Exhibit C, General Terms and Conditions Exhibit D, Special Terms and Conditions Exhibit E, Additional Provisions Exhibit F, Contract Term and Option to Extend Exhibit G, Sample Standard Agreement

Bidder must review the proposed agreement before signing and submitting their bid package.

The terms and conditions are not negotiable. States do not accept alternate language from a bidder. A bid with such language will be considered a counter proposal and will be rejected.

Attachment 1 – Required Documentation Checklist

A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned.

This checklist should be returned with your bid package also.

Attachment Attachment Name/Description

_____ Attachment 1 Required Attachments Check List

_____ Attachment 2 Bid/Bidder Certification Sheet

_____ Attachment 3 Cost Sheet

_____ Attachment 4 Payee Data Record

_____ Attachment 5 Contractor Certification Clauses (Effective 4/2017)

_____ Attachment 6 Bidder References

_____ Attachment 7 Letter of Recommendation

_____ Attachment 8 Darfur Contracting Act Certification Sheet

_____ Attachment 9 Bidder Declaration Form (GSPD-05-105)

_____ Attachment 10 Certificate of Insurance

_____ Attachment 11 California Seller’s Permit

_____ Attachment 12 California Civil Rights Laws (DGS OLS 04)

The following are additional attachments required for Bidders claiming the Small Business (SB), Microbusiness (MB), or Disabled Veteran Business Enterprise (DVBE) preference explained in Section IV. Preference Programs:

_____ Attachment 13 Small Business (SB) or Microbusiness (MB) and/or Disabled Veteran Business Enterprise Declaration (DVBE) Certification

_____ Attachment 14 Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Please continue to check https://caleprocure.ca.gov for contract information and additional addendums.

Attachment 2 – Bid/Bidder Certification Sheet

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions. Failure to sign the Bid/Bidder Certification Sheet is cause for rejection.

Do not return Section III, Bid Requirements and Information

A. Our all-inclusive bid is $______________________.

B. Our bids are detailed in Attachment 3, Cost Sheet.

C. All required attachments are included with this certification sheet.

D. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. ☐ Sole Proprietorship 5. ☐ Partnership 6. ☐ Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business

Certification and Resources (OSBCR) as:

a. California Small Business

Yes ☐ No ☐ If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes ☐ No ☐

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSBCR, if an application is pending:

See Completion Instructions for Bid/Bidder Certification Sheet on following page.

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

4 Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

5 Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

6 Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

8 Enter your corporation number assigned by the California Secretary of State’s Office. This information is used to check if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line.

If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

Attachment 3 – Cost Sheet

Line No. Service Description Year Service

Period Qty Cost per exhibition design

Total Cost per

Service Period

Exhibition installation services encompassing art handling, transportation, fabrication, and logistical support

Year 1 (Initial Term)

9/15/2025 to 9/14/2026

*10 Exhibitions $ $

Exhibition installation services encompassing art handling, transportation, fabrication, and logistical support

Year 2 (Option Year 1)

9/15/2026 to 9/14/2027 services encompassing art handling, transportation, fabrication, and logistical support

Year 3 (Option Year 2)

9/15/2027 to 9/14/2028

*10

Total Cost $

*The quantity of 10 listed on the cost sheet “Quantity” column represents an estimated 10 exhibitions per year. However, the scope of exhibition installation services will vary depending on the size of the gallery or theater gallery where each exhibition will be displayed.

The cost quoted on the above Cost Sheet by the bidder shall be binding for the term of the Agreement.

Billing Cycle:

Monthly Quarterly Annually Upon Completion Itemized

Note: All services performed are paid in arrears according to the billing cycle indicated above.

(Upon contract award, response from the awarded contractor in the Cost Sheet in Attachment 3 of this IFB will be copied in Exhibit B of the proposed agreement.)

Attachment 4 – Payee Data Record

Bidders must complete and submit a Payee Data Record, Std. 204. The form can be found at the following link: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

If remittance address information is different from the mailing address identified on Std. 204, Payee Data Record Supplement (Std. 205) can be found on the following website:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

Submittal of Std. 204 is required. Submittal of Std. 205 is optional.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

Attachment 5 – Contractor’s Certification Clauses (Effective 4/2017)

Contractor Certification Clauses (Effective 04/2017) (CCC 4/2017) may be viewed and downloaded at the following link: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo

The signature of an individual who is authorized to legally bind the prospective Contractor to the clauses listed must provide an originally signed copy of the Contractor’s Certification Clauses with the bid package.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo

Attachment 6 – Bidder’s References

A. Bidders must provide at least three (3) professional and verifiable projects completed in museums or galleries with references that validate expertise in museum-quality standards within the past year as described in this IFB. Failure to provide required references may result in the rejection of the bid.

B. Bidders must provide exact dates of service to validate services performed within the past year. Failure to provide exact dates may result in the rejection of the bid.

C. By submitting this information, the Bidder authorizes the California African American Museum to contact these references and visit sites.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service

Brief description of services provided within the past year:

REFERENCE 2

Name of Firm Street Address City State Zip Code Contact Person Telephone Number

REFERENCE 3

Name of Firm Street Address City State Zip Code Contact Person Telephone Number

Attachment 7 – Letter of Recommendation

The letter of recommendation serves to provide third-party validation of the bidder’s qualifications, experience, and ability to deliver comprehensive, museum-standard exhibition installation services. It should reflect the bidder’s performance on similar projects, particularly those completed in museum or gallery settings, and speak to their adherence to industry standards, creativity, professionalism, and collaborative approach. This letter will be used as part of the evaluation process to assess the bidder’s suitability for the scope of work described in the solicitation package.

Attachment 8 – Darfur Contracting Act Certification Sheet

A. Pursuant to PCC § 10478, if a bidder or proposer currently or within the previous three years has had business activities or other operations outside of the United States, it must certify that it is or is not a “scrutinized” company as defined in PCC § 10476.

B. To be eligible to submit a bid or proposal, please initial one of the three (3) paragraphs below. If Paragraph 1 or Paragraph 2 is initialed provide Printed Name/Title of Person Initialing, Company Name, and Federal ID Number in table below. If Paragraph 3 is initialed, complete Certification for Paragraph 3 below.

1. _______

Initials We do not currently have, and have not had within the previous three years, business activities or other operations outside of the United States.

OR

2. _______

Initials We are a scrutinized company as defined in PCC § 10476, but we have received written permission from the Department of General Services (DGS) to submit a bid or proposal pursuant to PCC § 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

OR

3. _______ Initials

+ certification below

We currently have or have had, within the previous three years, business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in

PCC § 10476.

CERTIFICATION FOR PARAGRAPH 3

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the clause listed above in Paragraph 3. This certification is made under the laws of the State of California.

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

Printed Name and Title of Person who initialed Paragraph 1 or Paragraph 2

Company Name Federal ID Number

Attachment 9 – Bidder Declaration Form

All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless a written request for substitution is submitted, and the State agrees to it.

Bidder Declaration (GSPD 05-105) can be found on the following website:

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

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

Attachment 10 – Certificate of Insurance

For a bid to be deemed responsive, a certificate of insurance must be submitted according to the requirements stated in Exhibit E, Additional Provisions. The following is a sample certificate.

Attachment 11 – California Seller’s Permit

A. Does your company have a presence in California? ☐ Yes ☐ No

1. If yes, proceed to Question B.

2. If no, initial each statement below that is applicable to your company:

Company is located outside of California

Company does not have any office, sales room, warehouse, or place of business in California.

Company does not have any sales representative(s), agent(s), or canvasser(s) located in California

Company does not receive any rental payments from the lease of tangible personal property in California

Note: A California Retailer’s Seller’s Permit or Certification of Registration is required for this award unless all the exemptions listed above are applicable. As a company, you are responsible for self-certifying that each item supporting a Seller’s Permit exemption is or not applicable.

B. Do you intend to sell or lease good or services that would ordinarily be subject to sales tax if sold at retail?

☐ Yes ☐ No

1. If no, action is not required.

2. If yes, provide both items listed below.

a. Provide CA Retailer’s Seller’s Permit Number:

b. Attach a copy of your company’s California Retailer’s Seller’s Permit or Certification of Registration, and if applicable, the permit or certification of all participating affiliates, issued by the California State Board of Equalization (BOE), which is pursuant to all requirements set forth in Sections 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract Code.

C. This attachment and, if applicable, a copy of your company’s California Retailer’s Seller’s Permit or Certification of Registration must be returned with your IFB response. Failure to do so may render your bid non-responsive and result in bid rejection.

Attachment 12 – California Civil Rights Laws (DGS OLS 04)

Pursuant to Public Contract Code section 2010, a person that submits a bid or proposal to, or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of $10,000 or above shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the contract is renewed, all of the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960) of the Government Code): and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

Link to the California Civil Rights Laws (DGS OLS 04) Form:

https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx

Attachment 13 – Small Business (SB) or Microbusiness (MB) and/or Disabled Veteran

Business Enterprise (DVBE) Certification

If prime bidder and/or subcontractor(s) is certified as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS), prime bidder and/or subcontractor(s) should provide a copy of current certification(s) with bid response.

If the Bidder is claiming the 5% certified Small Business or micro business preference or is committing to subcontract 25% or more of their net bid price to one or more Certified Small Businesses or microbusinesses, complete Attachment 8, Bidder Declaration GSPD-05-105, and attach a copy of the certification (Attachment 12). The following is a sample certification.

Attachment 14 – Disabled Veteran Business Enterprise Declaration (DGS PD 843)

If prime bidder is a certified Disabled Veteran Business Enterprise (DVBE) or if prime bidder is subcontracting to a certified DVBE, prime bidder and/or subcontractor(s) must complete the Disabled Veteran Business Enterprise Declaration (DGS PD 843) form and submit DGS PD 843(s) with bid response. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the DGS PD 843 form(s).

DVBE incentive outlined in IV. B. will not be applied if DGS PD 843 form(s) is not returned with IFB response.

The DGS PD 843 form can be found on the Internet at:

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

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

Exhibit A – Scope of Work

A. Service and Work: The contractor is responsible for coordinating exhibition installations, deinstallations, and permanent collection rotations for multiple exhibitions at the California African American Museum’s (CAAM) scheduled during the service period from 9/15/2025 to 9/14/2026, with the options of two (2) one-year extensions. The contractor agrees to provide to the CAAM all materials, supplies, equipment, and labor necessary to complete exhibition installation services. The contractor works with staff to create and implement strategic plans for the installation of the exhibitions in line with CAAM’s institutional and curatorial goals as described in the responsibilities and functions below.

The selected contractor to provide the following services.

1. Art installation and deinstallation

• Deploy appropriately staffed, professionally trained installation teams.

• Install a variety of artwork mediums, including but not limited to: paintings and flat works on canvas; framed photographs and prints; kinetic/static sculptures;

audiovisual components; wall texts and didactics; specialized lighting; multimedia and interactive works

• Provide all necessary tools, materials, and equipment to complete complex installations safely and according to museum best practices.

2. Artwork transportation

• Provide soft-packing or crating for outgoing artworks.

• Transport artworks of various sizes including works up to 87 x 300 inches

• Offer specialized handling for oversized or delicate pieces.

• Manage local pickup and delivery within 20 miles of the museum.

3. Fabrication

• Design and build museum-grade pedestals and stands customized to artwork specifications.

• Source fabrication of plexiglass display cases and related components.

4. Artist collaboration

• Offer on-site consultation and assistance to artists during installation phases.

• Help materialize artistic concepts while upholding safety and conservation standards.

5. Storage and condition reporting

• Provide secure, climate-controlled short-and long-term storage.

• Conduct condition reporting on incoming/outgoing artwork as requested.

• Receive, inspect, and document artwork shipments.

6. Installation planning and coordination

• Attend and contribute to planning meetings at all stages of exhibition development.

• Maintain an up-to-date installation timeline for all projects.

• Coordinate receipt and documentation of artworks for installation.

• Identify special tools, hardware, or materials as needed.

B. Deliverables:

• Secure and professional handling, installation, deinstallation of artwork.

• Execution of all installations in accordance with established timelines.

• Weekly status updates via phone or email; monthly reports summarizing activities and progress

• Monthly itemized accounting of hours worked, and projects completed.

• On-site presence for the duration of each exhibition installation period

• Timely response to CAAM inquiries within 24 hours unless otherwise agreed upon.

• All exhibition installation services must adhere to current museum standards.

• Exhibition installations and fabrications must incorporate environmentally responsible materials and prioritize reusability.

• Services must reflect and support the institution’s curatorial vision and enhance the overall visitor experience; Consideration should be given to aesthetics, flexibility, and visitor engagement within the gallery…