CN240103_Electric_Doors,_Dock_Plates,_and_Levelers_IFB.pdf

California Department of Education Invitation for Bid (IFB) Electric Doors, Dock Plates, and

Levelers Preventative Maintenance and Repair Services – CN240103

Nutrition Services Division Analyst: Contract Analyst – Alexis Boyd

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: aboyd@cde.ca.gov Phone: 916-319-0525

Mandatory Site Inspection: May 9, 2024, at 10:00 am PST Bid Due Date: May 16, 2024, at 12:00 pm PST

Public Bid Opening: May 21 2024, at 9:00 am PST Contract Period: August 1, 2024 (or upon DGS Approval) – July 31, 2025

One-Year Option to Renew: August 1, 2025 – July 31, 2026 One-Year Option to Renew: August 1, 2026 – July 31, 2027

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Electric Doors, Dock Plates, and Levelers Preventative Maintenance and Repair Services – CN240103

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. MANDATORY SITE INSPECTION

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

II. BUDGET CONTINGENCY CLAUSE (rev. 9/2012)

III. PAYMENT

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

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.2 – CONTRACTOR’S BID FORM (OPTION TO RENEW)

EXHIBIT B.3 – CONTRACTOR’S BID FORM (OPTION TO RENEW)

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

II. TERMINATION FOR TARGETS OF ECONOMIC SANCTIONS; EXECUTIVE

ORDER N-6-22 – RUSSIA SANCTIONS

III. RESOLUTION OF DISPUTES

IV. LOSS LEADER

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

VI. PROHIBITION OF DISCRIMINATION

VII. HEALTH AND SAFETY

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. AMENDMENTS

V. OPTION TO RENEW

VI. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

VII. EMPLOYEES

VIII. PERMITS, LAWS, AND REGULATIONS

IX. QUALITY CONTROL

X. CONTROL OF WORK

XI. GUARANTEE

XII. PREVAILING WAGE

XIII. MATERIALS AND EQUIPMENT

XIV. CLEAN UP

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 42

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 - BIDDER CERTIFICATION

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids for electric door, dock plate, and leveler quarterly inspection, preventative maintenance, and repair services for the CDE’s Sacramento Distribution Center (SDC), located at 401 North 3rd Street, Sacramento, CA 95811, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on August 1, 2024. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

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

II. IFB SCHEDULE

Activity Action Date Invitation for Bid Advertisement May 2, 2024 Mandatory Site Inspection May 9, 2024 at 10:00 am PDT Bids Due May 16, 2024 at 12:00 pm PDT Public Bid Opening May 21, 2024 at 9:00 am PDT

Contract Start Date August 1, 2024, or upon contract/DGS approval, whichever is later

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

IV. SUBCONTRACTING

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

The Bidder Declaration form can be found at:

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

A. Commercially Useful Function

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

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

2 CCR § 1896.71(b).)

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

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

V. DVBE PROGRAM REQUIREMENT

Section 10115 et seq. of Public Contract Code, and Section 999 et seq. of the Military and Veterans Code requires a goal of three percent (3%) certified California Disabled Veteran https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Business Enterprise (DVBE) participation for all contracts on an agency-wide basis of $25,000.00 and over unless exempted due to the services provided.

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

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

VI. PREFERENCE PROGRAMS

A. Small Business Preference

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

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

B. DVBE Incentive Option

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

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

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

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

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

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

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

Certification can be verified on Cal eProcure at:

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

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

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

Bidders/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Disclosure & Factsheet to be completed by the Bidder/Offeror.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state

VIII. BIDDER REQUIREMENTS

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

The bidder must possess a valid and current D-28 Doors, Gates and Activating Devices Contractor’s License issued by the Department of Consumer Affairs, Contractor’s State License Board. The bidder must provide a copy of their valid and current D-28 Contractor’s license in their submitted bid package.

Any technician conducting work under this agreement shall be at the journeyman level. A journeyman is a person who has completed an apprenticeship program, or is an experienced worker, not a trainee, and is fully qualified and able to perform a specific trade without supervision.

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Alexis Boyd, at aboyd@cde.ca.gov, 916-319-0525. The CDE reserves the right to rephrase or not answer any question submitted.

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

The CDE reserves the right, at its sole discretion, for any reason, including price, rates, costs, etc., to cancel or modify this IFB, in whole or in part, prior to the award of any contract. The CDE may waive any immaterial deviation or defect in a bid proposal. The CDE’s waiver of a deviation or defect shall in no way modify the IFB documents or excuse the Contractor from https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf mailto:aboyd@cde.ca.gov full compliance with the IFB specifications if awarded the contract. The CDE may reject any bid for any deviation or defect.

If you would like to request a copy of this IFB in an alternate format, including Word, please contact Alexis Boyd, by phone at 916-319-0525, or by e-mail at aboyd@cde.ca.gov.

X. BID DOCUMENTS AS PUBLIC RECORD

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

XI. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Thursday, May 9, 2024 at 10:00 am PST, at the Sacramento Distribution Center, located at 401 North 3rd Street, Sacramento, California, 95811.

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

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

XII. BID SUBMISSION

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

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

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

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

The bid shall be returned in a sealed envelope marked “SEALED BID – ELECTRIC DOORS, DOCK PLATES, AND LEVELERS PREVENTATIVE MAINTENANCE AND REPAIR

SERVICES – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: Alexis Boyd – CN240103 – IFB

1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – ELECTRIC DOORS, DOCK PLATES, AND LEVELERS PREVENTATIVE

MAINTENANCE AND REPAIR SERVICES – DO NOT OPEN

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

The deadline for submission of sealed bids is Thursday, May 16, 2024, at 12:00 pm PST.

The bids will be publicly opened and read on Tuesday, May 21, 2024, at 9:00 am PST, at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB. Bids not received at the location by the date and time specified will not be accepted. Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

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

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

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

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

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

Every component of the bid cost/price/rate is subject to reasonableness of cost justification.

If any portion of the cost is rejected by the CDE, then the entire bid may be rejected.

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

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – Alexis Boyd – CN240103, 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

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

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

XIII. BID SUBMISSION REQUIREMENTS

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

Bid Submission.

A. Attachment 1 – Required Attachment Checklist

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

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

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

C. License

The bidder must possess a valid and current D-28 Doors, Gates and Activating Devices Contractor’s License issued by the Department of Consumer Affairs, Contractor’s State License Board. A photocopy of the bidder’s current and valid license must be included in the bid package. Any technician conducting work under this agreement shall be at the journeyman level.

D. Insurance Certificate

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

Workers Compensation:

1. Commercial General Liability, AND

2. Automobile Liability, AND

3. Workers’ Compensation

Proof of coverage and limits for the above required terms are required in the bid submission package. The additional insured language (see Exhibit E, Article II. Certificate of Insurance Requirements) will be required as a condition of the contract award.

E. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at:

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

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

The STD 204 form must be completed and submitted with an original signature. The STD 204 form can be found at: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

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

G. Generative Artificial Intelligence (GenAI) Disclosure and Factsheet (STD 1000)

The STD 1000 form must be completed and submitted with an original signature. See General Information, Article VIII. Generative Artificial Intelligence (GenAI) Disclosure Notification for more information. The STD 1000 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

H. Attachment 2 – Certification of Workers’ Compensation Insurance

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

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

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

J. Attachment 4 – California Civil Rights Certification

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

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

K. Attachment 6 – Bidder Certification

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

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

L. Conditional Attachments

1. Subcontracting

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

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

2. Small Business Preference

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

The bidder must submit proof of Small Business certification. Failure to submit a copy of your proof of certification for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid. Certification can be verified on Cal eProcure at:

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

3. DVBE Incentive Option

If bidder intends to apply for the DVBE Incentive the following documents are required.

Failure to submit any of the documents for this bid will not be cause for bid rejection;

however, DVBE incentive will not be considered or granted for your bid.

• Bidder Declaration (GSPD-05-105). Bids must include a GSPD-05-105 form completed in accordance with the instructions on the form. The GSPD-05-105 form can be found at: https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05- 105.pdf.

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

XIV. BASIS OF AWARD

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

The contract shall be awarded on the basis of the responsive and responsible bidder submitting the lowest average Grand Total for electric door, dock plate, and leveler quarterly inspection, preventative maintenance, and repair services as stated on the Contractor’s Bid https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx 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

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

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

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

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

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container.

The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

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

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

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

XV. OPTION TO RENEW

The contract awarded through this IFB would expire on July 31, 2025; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (August 1, 2025 – July 31, 2026) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period August 1, 2025 – July 31, 2026. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2025.

Costs for the second one-year option to renew (August 1, 2026 – July 31, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period August 1, 2026 – July 31, 2027. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2026.

XVI. CONTRACT AWARD PROTEST PROCEDURES

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

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

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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE:

The Contractor will provide quarterly inspections, preventative maintenance, and repair services on the electric doors, dock plates, and levelers for the California Department of Education’s (CDE) Sacramento Distribution Center (SDC), located at 401 North 3rd Street, Sacramento, CA 95811, as described herein.

II. CONTRACT MONITORS:

The CDE assigns Daniel Turk, DTurk@cde.ca.gov, (916) 323-1217, as the State Contract Monitor to oversee this project. Said State Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms, or conditions of this agreement without a formal contract amendment.

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

III. LOCATION:

All inspections, preventative maintenance, and repair services will be performed at the CDE’s SDC, located at 401 North 3rd Street, Sacramento, California 95811.

IV. EQUIPMENT/INVENTORY LIST:

A. Electric Doors

Door # Location Make Model

1. Door #1 Main Dock #1 Liftmaster Professional IZD-301

2. Door #2 Main Dock #2 Liftmaster Professional IZD-301

3. Door #3 Main Dock #3 Overhead Door IZD-301

4. Door #4 West Wall Warehouse Door Liftmaster IZD-301

5. Door #5 East Wall Warehouse Door Liftmaster 093 A3 60789/

MJ1211

6. Door #6 Warehouse to Mechanic Shop Door Power Master EJ106197FL/H

7. Door #7 South Wall Mechanic Shop Door

R&S Automation Power Master 100664/H

8. Door #8 North Dock Bifold Door Leeson C4T17DH3B

B. Dock Plates and Levelers

Dock # Location Make Serial Number

1. Dock #1 Main Dock Area Kelley Services 61627917

2. Dock #2 Main Dock Area Kelley Services 61627915

3. Dock #3 Main Dock Area Kelley Services 61627916

4. Dock #4 Main Dock Area Kelley Services 61543023

5. Dock #5 Main Dock Area Kelley Services 61627914

6. Dock #6 North-end dock Kelley Services Manual Lip-up Dock N/A

7. Dock #7 North-end dock Kelley Services Manual Lip-up Dock N/A

C. The CDE has the right to add new equipment to the Equipment/Inventory List, or remove any equipment that has been replaced, as deemed necessary by the CDE Contract Monitor.

V. CONTRACTOR QUALIFICATIONS:

A. The Contractor must possess a valid and current D-28 Doors, Gates, and Activating Devices Contractor license issued by the Department of Consumer Affairs, Contractor’s State License Board. California Code of Regulations Title 16, Division 8, Article 3.

Classifications.

B. Any of the Contractor’s technician(s) conducting work under this agreement must be at the journeyman level. CCR Title 8, § 205 defines “journeyman” as:

1. Completed an accredited apprenticeship in his/her craft, or

2. Completed the equivalent of an apprenticeship in length and content of work experience and all other requirements in the craft which has workers classified as journeyworkers in the apprenticeable occupation.

VI. INSPECTION AND PREVENTATIVE MAINTENANCE SERVICES:

A. Inspection and preventative maintenance services of the equipment listed in Article IV.

Equipment/Inventory List, will be completed on a quarterly basis, once every three months, as scheduled by the CDE Contract Monitor.

B. Cleaning, oiling, topping off fluid, and ordinary mechanical adjustments are to be performed during preventative maintenance, except where specified otherwise.

C. The Contractor will supply all necessary tools, supplies, oils, lubricants, and/or parts used during inspection and preventative maintenance service, and all costs shall be included in the “Quarterly Service Rate for Inspection and Preventative Maintenance” as stated in Exhibit B, Contractor’s Bid Form. If it is determined during inspection and preventative maintenance that additional repair(s) and/or parts, that are not included in the preventive maintenance service are needed, that work, and any parts used will be deemed as a repair service as outlined in Article VII. Repairs.

D. The Contractor is responsible for providing a scissor lift to enable the technician(s) to access and service all electric doors and dock plate levelers. The expense of the scissor lift for use in the preventive maintenance service must be included in the “Quarterly Service Rate for Inspection and Preventative Maintenance” as stated in Exhibit B, Contractor’s Bid Form, and will not be charged separately. No other equipment charges are permitted without preapproval from the CDE Contract Monitor, or CDE Designee. The CDE will not pay truck or mileage charges for any services.

E. Electrical Doors:

All work performed must follow all safety procedures and follow the appropriate Manufacturer’s Manual. Inspection and preventative maintenance will include, but is not limited to:

1. Hardware:

a. Inspect and ensure all nuts, bolts, set screws, and anchors are tight throughout the doors, including motor mounting bolts, wall mounting hardware, floor anchors, and sprocket set screws.

b. Inspect and secure all brackets and track guards.

c. Inspect both side columns, including checking the entire length of both brush seals for wear and damage, and replace as a repair when necessary.

2. Roller and Spring:

a. Inspect, secure, and lubricate main springs, and adjust tension on main spring, as needed.

b. Inspect and secure drum and adjust as needed.

c. Inspect and secure the coupler and adjust as needed.

3. Weather Seal:

a. Inspect the entire length of the weather seal for wear and damage. Weather seal is mounted on the underside of the head assembly, on the back side of the fabric roll.

b. If replacement is necessary, the Contractor must obtain approval from the CDE Contract Monitor prior to replacing.

4. Close Limit Switch:

a. Inspect the Close Limit switch with the door in the closed position, checking the vinyl loop on the bottom bar for positioning, and ensure it complies with the Manufacturer’s Manual specifications.

b. If the Close Limit switch is not in compliance, the Contractor must inform the CDE Contract Monitor, or CDE Designee if a repair is needed to make it compliant. If approved by the CDE Contract Monitor, replacements will be completed as a repair.

5. Open Limit Switch:

Inspect the Open Limit switch to see if the door travel allows the bottom bar assembly to stop with approximately half the plastic break away tab into the channel guide and adjust as needed.

6. Motor Brake:

Inspect the power drive brake assembly. If the door drifts past the set limits, adjust the motor brakes to ensure door stops at the defined limits.

7. Bottom Bar:

a. Inspect the hardware used to secure the breakaway assembly to the bottom bar and tighten as needed.

b. Inspect the reversing edge strip to ensure that it is tightly secured to the bottom bar, and tighten as needed.

c. Inspect the vinyl seal along the bottom bar assembly for tears and abrasions.

Replace any worn or damaged parts as needed.

8. Kill Switch:

Inspect and adjust both kill switches on each end of the bottom bar assembly, taking all safety precautions recommended in the Manufacturer’s Manual.

9. Chain Hoist:

a. Inspect chain hoist, pull ropes, and cables, lubricating chain hoist and gearbox as needed.

b. Inspect and lubricate head shaft bearings, rollers, and hinges.

c. Operate door both manually and electronically to ensure lubricant is distributed evenly and all parts are in working order.

10. Counterweight Straps:

Inspect both counterweight straps for tears and frayed edges. Inspect each strap for abrasions that may indicate a seized pulley or misaligned drum roll. Inspect the entire length of each strap, releasing the motor brake and manually moving the door to the fully open and closed positions. If either strap is worn or damaged, replace the counterweight strap as a repair service.

11. Electrical Connection:

a. Inspect all electrical connections in the power drive system, making sure they are all secure and tight.

b. Inspect the electrical connections in the junction box located in the head assembly, making sure they are all secure and tight.

c. Inspect control panel electrical connections.

12. Lubrication:

a. Pillow Block Bearings: The Contractor will lubricate the grease fitting that supports the drum roll located at the opposite end of the drive motor gearbox assembly, using a lithium-based grease conforming to the National Lubricating Grease Institute consistency number NLGI Grade 2 standard, with an approved operating temperature of 30ºF to 200ºF.

b. Drive Motor Gearbox Assembly: The Contractor will check the oil level at the plug located on the gearbox. The gearbox assembly must be filled with Synthesized Hydrocarbon (SHC) 630 synthetic gear oil until a small amount of oil runs out of the lower plug hole. The Contractor will replace the O-ring on the refill plug, as needed, to maintain a tight seal.

13. Wall Anchors:

a. Inspect for loose or worn wall anchor(s), and tighten, repair, or replace wall anchor(s) as needed.

b. If wall anchors must be replaced, notify the CDE Contract Monitor or CDE Designee, as the door will need to be removed from service if any repairs are needed in accordance with building codes.

F. Dock Plate Levelers:

All work performed shall follow all safety procedures and follow the appropriate Manufacturer’s Manual. Inspection and preventative maintenance will include, but is not limited to:

1. Hardware:

a. Inspect condition of rear curb angle and welds to dock angles. Inspect the deck for any sign of dishing or structural wear. Inspect rear deck hinge. Clean, lubricate, and inspect front lip hinge. Inspect all structural components and shims for broken welds. Lubricate rear hinge and all pivot points inside.

b. Clean pit of debris. Inspect dock bumper condition and note any signs of wear or replacements needed. The Contractor must inform the CDE Contract Monitor, or CDE Designee, if a replacement or repair is needed. If approved by the CDE Contract Monitor, this will be completed as a repair.

2. Hydraulic System:

a. Inspect the hydraulic system and check for any wear or abnormal noise, refilling fluid as needed. Inspect lip and main cylinders bracket and mounting pins. Inspect cylinder shaft seals for oil leaks. Inspect hydraulic hoses and fittings for oil leaks.

The Contractor must inform the CDE Contract Monitor, or CDE Designee, if a replacement or repair is needed. If approved by the CDE Contract Monitor, this will be completed as a repair.

3. Electrical Connection:

a. Inspect all electrical connections and ensure they are secure and tight.

b. Operate unit and listen for any abnormal electrical noises. The Contractor must inform the CDE Contract Monitor, or CDE Designee, if a replacement or repair is needed. If approved by the CDE Contract Monitor, this will be completed as a repair.

c. Inspect control panel electrical connections.

4. Lubrication:

a. Lubricate all moving parts and tracks with grease-type per industry standards.

b. Inspect, Lubricate, and adjust hold-down as needed.

5. Labels:

a. Inspect safety labels for placement and condition. All labels should be intact, clean, and clearly legible. Replace as needed.

VII. REPAIR SERVICE:

A. Repair service will consist of any service outside of the preventative maintenance listed in Article VI. Inspection and Preventative Maintenance. If repairs are necessary, the Contractor will contact the CDE Contract Monitor, or CDE Designee, to verify if the repairs would be under warranty. If repairs are not covered by a warranty, the Contractor will submit a written cost estimate for recommended repairs to the CDE Contract Monitor. The Contractor is not guaranteed repair work.

B. The CDE Contract Monitor, or CDE Designee must review the cost estimate prior to authorizing any services. No repair work shall be conducted without the prior approval of the CDE Contract Monitor, or CDE Designee. The CDE Contract Monitor will notify the Contractor, in writing via email, of any repair service approved. Parts for approved repair services will be billed against “Materials/Parts/Freight/Tax”, in accordance with Exhibit B.

C. The “Repair Hourly Rate” provided in Exhibit B must be inclusive of all costs associated with any repair work, including but not limited to: planning, permits, labor, travel, costs associated with locating parts, disassembly of any machinery or piping needed to replace and repair equipment. Only parts and materials may be itemized in accordance with Article X. Parts, and Exhibit B. Repair service costs must be itemized in accordance with Exhibit B.

D. The Contractor is responsible for obtaining and providing a scissor lift, or any other equipment required for repairs. With prior approval from the CDE Contract Monitor, the CDE will reimburse the Contractor separately for the scissor lift and any other equipment rental needed for repairs, in accordance with Exhibit B. The CDE will not pay truck or mileage charges for any services.

E. The response time from when the CDE Contract Monitor initiates a repair request, to the time the repair work commences, must not exceed 24 hours for any repair, unless an extension of time is approved by the CDE Contract Monitor.

F. The Contractor must provide repair services, as requested, and approved by the CDE Contract Monitor. The work must be completed within 48 hours of the approval, taking into consideration the nature and degree of the difficulty of the work involved and the availability of necessary parts.

G. All requests for repair service will be billed at the “Repair Hourly Rate” in accordance with Exhibit B, Contractor’s Bid Form, provided such repairs are not the result of prior incomplete or inadequately performed repair work. No overtime hourly rates will be accrued or paid. No mileage, travel time, or fuel costs shall be charged for the purpose of locating and/or purchasing parts. Hourly labor charges will begin at the arrival time at the CDE’s SDC, verified by the CDE Contract Monitor or CDE designee.

H. At the completion of the repair service, the CDE Contract Monitor will verify that all work has been completed by the Contractor.

VIII. EMERGENCY REPAIRS:

Occasionally, the CDE will inform the Contractor that a serious condition exists that needs immediate attention. The Contractor must temporarily mitigate the emergency, within a six

(6) hour period, to the satisfaction of the CDE Contract Monitor, until the necessary repair or replacement can be completed. The Contractor must complete the emergency repair within a 48-hour period from the time of the CDE Contract Monitor or CDE Designee’s initial request, taking into consideration the nature and degree of the difficulty of the work involved and the availability of necessary parts.

A. The Contractor will contact the CDE Contract Monitor, or CDE Designee, to verify if the repairs would be covered under warranty. If repairs are not covered by a warranty, the Contractor will submit a written cost estimate for recommended repairs to the CDE Contract Monitor. The Contractor is not guaranteed repair work.

B. The CDE Contract Monitor, or CDE Designee, must review the cost estimate prior to authorizing any services. No emergency repair work will be conducted without the prior approval of the CDE Contract Monitor, or CDE Designee.

C. The Contractor must commence service within two (2) hours of the CDE’s initial request unless a time extension is approved by the CDE Contract Monitor.

D. Emergency repairs will be billed at the “Emergency Repair Hourly Rate” in accordance with Exhibit B, Contractor’s Bid Form, provided such emergency repairs are not the result of prior incomplete or inadequately performed repair work. No overtime hourly rates will be accrued or paid. No mileage, travel time, or fuel costs shall be charged for the purpose of locating and/or purchasing parts. Hourly labor charges will begin at the arrival time at the CDE’s SDC, verified by the CDE Contract Monitor or CDE designee.

E. At the completion of the emergency repair service, the CDE Contract Monitor will verify that all work has been completed by the Contractor.

IX. REPORTS:

A. A detailed report will be completed by the Contractor, to be dated and signed by the Contractor and CDE Contract Monitor, or CDE Designee, following each service.

The report must include:

1. Type of visit (inspection and preventive maintenance, repair, emergency repair)

2. Date and time of arrival and departure

3. Technician’s name (first and last)

4. Appropriate equipment number/make/model serviced

5. Detailed description of work performed:

a. Total cost of service

b. General description of condition of parts

c. Breakdown of labor and parts

d. Receipts

e. Material used for repair including cost

6. Detailed report of future work needed, including itemized cost.

B. At the completion of service, the CDE Contract Monitor will verify that all work was completed by the Contractor, by reviewing and signing the written report.

X. PARTS:

A. The charges for parts and materials will not exceed the Contractor's wholesale costs, excluding tax, plus:

1. 40% for parts $1,999.00 and below ($100.00 parts + 40% + 8.75% sales tax) = $152.25

2. 30% for parts $2,000.00 and above ($2,000.00 parts + 30% + 8.75% sales tax) = $2,827.50

B. Only original manufacturer parts and materials may be used. If original manufacturer parts are not available, the CDE Contract Monitor will decide an appropriate resolution.

Replaced parts will be left at the SDC for CDE inspection. All work will be guaranteed for at least 90 days, and costs for recalls will be borne by the Contractor. Receipts are required for parts that exceed $300.00.

C. No mileage, travel time, or fuel costs will be charged for the purpose of locating and/or purchasing parts. It is the Contractor’s responsibility to have the necessary tools and equipment required to perform contracted services; cost for additional tools or equipment will not be charged to the State.

D. The Contractor will be allowed to recover freight or shipping costs for parts with no allowance for markup by:

1. Itemizing the cost of freight or shipping on the invoice.

2. Attaching a copy of the freight or shipping invoice (original whenever possible) to the invoice. Only actual costs will be paid by the CDE.

3. When the freight or shipping invoice includes costs not specifically associated with the billing, the Contractor will only charge the cost associated with the billing and note the freight or shipping invoice accordingly. For example, if a freight or shipping invoice for three items, at $10.00 each, for a total invoice cost of $30.00, but only one of the parts pertains to the billing, then the Contractor would charge the CDE $10.00.

XI. SERVICE SCHEDULE:

A. All inspections for preventative maintenance services are to be performed every three months (August, November, February, and May) for equipment listed under Article III.

Electric Doors, Dock Plates, and Levelers. The preventative maintenance will be scheduled with the CDE Contract Monitor within the first week of the month when services will be rendered unless otherwise scheduled by the…