CN250024_Reprographics_Services_IFB.pdf

California Department of Education Invitation for Bid (IFB) Reprographics Services–

CN250024

Communications Division Analyst: Contract Analyst – McKinley Carlisle

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: mcarlisle@cde.ca.gov Phone: (916) 445-2826

Bid Due Date: March 13, 2025 at 2:00 pm PST

Public Bid Opening: March 18, 2025 at 10:00 am PST Contract Period: July 1, 2025 – June 30, 2026

One-Year Option to Renew: July 1, 2026 – June 30, 2027 One-Year Option to Renew: July 1, 2027 – June 30, 2028

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Reprographics Services–

CN250024

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. BID SUBMISSION

XII. BID SUBMISSION REQUIREMENTS

XIII. BASIS OF AWARD

XIV. OPTION TO RENEW

XV. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. CONTRACTOR SPECIFICATIONS

IV. NON-RUSH ORDERS

V. RUSH ORDERS

VI. PRINTING SPECIFICATIONS

VII. PRINTING EQUIPMENT

VIII. SUBCONTRACTING

IX. USE OF MATERIALS

X. BRAND SPECIFICATIONS

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 FORMS

EXHIBIT B.3 – CONTRACTOR’S BID FORMS

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

II. TERMINATION FOR TARGETS OF ECONOMIC SANCTIONS; EXECUTIVE

ORDER N-6-22 – RUSSIA SANCTIONS

III. RESOLUTION OF DISPUTES

IV. LOSS LEADER

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

VI. PROHIBITION OF DISCRIMINATION

VII. HEALTH AND SAFETY

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

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

V. AMENDMENTS

VI. OPTION TO RENEW

VII. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

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 46

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 7 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide reprographics services for the CDE Communications Division, CDE Press Unit, located at 1430 N Street, Suite 3207, Sacramento, CA 95814, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on July 1, 2025. 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 February 25, 2025 at 12:00 pm PST.

Bids Due March 13, 2025 at 2:00 pm PST

Public Bid Opening March 18, 2025 at 10:00 am PST

Contract Start Date July 1, 2025

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

Subcontracting will NOT be allowed for this contract. All printing must be done at the same location as the printing business address.

V. DVBE PROGRAM REQUIREMENT

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

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

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

VI. PREFERENCE PROGRAMS

A. Small Business Preference

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

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

B. DVBE Incentive Option

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

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

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

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

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

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

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

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

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

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

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

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

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

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

VIII. BIDDER REQUIREMENTS

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

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Contract Analyst McKinley Carlisle, mcarlisle@cde.ca.gov, (916) 445-4826. The CDE reserves the right to rephrase or not answer any question submitted.

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

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

If you would like to request a copy of this IFB in an alternate format, including Word, please contact McKinley Carlisle, mcarlisle@cde.ca.gov, (916) 445-4826.

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

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: McKinley Carlisle – CN250024 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – REPROGRAPHICS SERVICES – DO NOT OPEN

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

The deadline for submission of sealed bids is Thursday, March 13, 2025 at 2:00 pm.

The bids will be publicly opened and read on Tuesday, March 18, 2025 at 10:00 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 – McKinley Carlisle – CN250024, 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.

XII. 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. Proposal form must contain the proposed bid cost for Grand Total.

C. 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 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 contract award.

D. 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.

E. 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.

F. 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.

G. 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.

H. Attachment 4 – California Civil Rights Certification

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

I. Attachment 7 – Iran Contracting Act Certification

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

J. Conditional Attachments

1. 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

2. 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

XIII. BASIS OF AWARD

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

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

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

Charges for the bidder’s operating expenses such as: labor, material, equipment, pick up, transportation, fuel, parking, shipping, and delivery 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.

XIV. OPTION TO RENEW

The contract awarded through this IFB would expire on June 30, 2026 however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (July 1, 2026 – June 30, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period July 1, 2026 – June 30, 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.

Costs for the second one-year option to renew (July 1, 2027 – June 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period July 1, 2027 – June 30, 2028. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2027.

XV. CONTRACT AWARD PROTEST PROCEDURES

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

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

California Department of Education Contracts Office ATTN: Contract Manager

1430 N Street, Suite 2213 Sacramento, CA 95814 EMAIL: ContractsOffice@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall provide reprographic services for non-rush and rush exhibit and display materials on an as-needed basis for the California Department of Education (CDE), Communications Division, CDE Press Unit, located at 1430 N Street, Suite 3207, Sacramento, CA 95814, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Jesse Medina, jmedina@cde.ca.gov, (916) 445-4910 as the CDE Contract Monitor to oversee this project. Said CDE 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. CONTRACTOR SPECIFICATIONS

A. The Contractor must have PC and Mac workstations with at least two operators on staff proficient in Mac OS 12 (Mac OS Monterey) or latest version.

B. The Contractor must have, on their printing premises, the following Mac software, including the latest version of Adobe Creative Cloud. The Contractor must ensure that the latest version of Adobe Creative Cloud consists of the following:

1. Adobe InDesign CC 2024 or latest version,

2. Acrobat Pro DC or latest version,

3. Adobe Photoshop CC 2024 or latest version,

4. Adobe Illustrator CC 2024 or latest version.

C. The Contractor must have Windows 10 Professional or latest version, Microsoft

Office 2024 or latest version, on their printing premises.

D. The Contractor must have the ability to match color samples sent by the CDE Contract Monitor. The Contractor must have specialist who can do color correlation.

E. The Contractor must have the ability to have various laminate thicknesses and encapsulate capability.

F. The Contractor must have the ability to mount color prints on gator board or foam core and be able to trim these materials.

G. The Contractor must be able to provide vinyl banners with grommets for indoor and outdoor use, with UV protection and stitching finish.

H. The Contractor must be able to provide retractable banner stands, material, and hardware.

I. The Contractor must be able to provide banners on various flexible materials including poplin, canvas, and adhesive vinyl.

J. The Contractor must be able to provide a small proof of the whole display or exhibit and a section at 100 percent to the CDE Contract Monitor along with a signoff sheet.

The CDE Contract Monitor must sign off on the approval sheet before the Contractor completes the display or exhibit.

K. The Contractor must be able to provide samples of materials, upon request of the

CDE Contract Monitor, for what they can print on exhibits, displays, and banners.

L. The Contractor must be able to provide specifications of flame-retardant materials used for display and exhibit items, as requested by the CDE Contract Monitor.

IV. NON-RUSH ORDERS

A. The Contractor must respond by phone or email within two (2) hours from the CDE Press phone or email request for reprographic services.

B. The Contractor must pick up all non-rush order(s) from the CDE Press, located at, 1430 N Street, Suite 3207, Sacramento, CA 95814, between the hours of 8:00 a.m.

and 4:30 p.m., Monday through Friday, but within 24 hours of the CDE Press request for services if electronic submission is not possible.

C. The Contractor must deliver completed orders to the CDE Contract Monitor, located at 1430 N Street, Suite 3207, Sacramento, CA 95814, between the hours of 8:00 a.m.

and 4:30 p.m., Monday through Friday, excluding state holidays, within five (5) business days.

1. All projects that will be shipped to a location other than CDE Headquarters must be packaged to protect from damage and must meet the postal service shipping requirements.

D. The Contractor must be able to provide same day estimates.

E. All delivered projects must be packaged to protect from damage during transport and delivery. Specific packaging instructions will be provided by the Contractor, via email or phone call, by the CDE Contract Monitor.

F. The CDE Contract Monitor will determine which projects require proofs.

G. All non-rush orders will be in email, CD, DVD, or flash drive format.

H. If non-rush orders are deemed unacceptable, the CDE Contract Monitor will contact the Contractor, via email or phone call, to notify them that a reprint is necessary. The Contractor must reprint and deliver, at no additional cost to the CDE.

V. RUSH ORDERS

A. The Contractor must respond to the CDE Contract Monitor by phone call or email, within two (2) hours, for rush reprographic services.

B. The Contractor will be required to pick up from the CDE, a hard copy, CD, DVD, or flash drive of the rush order, at 1430 N Street in Sacramento, California, 95814, within two (2) hours of the rush order request if email submission is not possible.

C. The Contractor must be able to provide color printing and mounting on gator board or foam core for up to four (4) easel signs, size 30” x 36” or larger, with a turnaround time of two (2) hours.

D. If the easel sign(s) are unacceptable, the CDE Contract Monitor will call or email the

Contractor to alert them that a reprint is necessary. The Contractor must reprint and deliver, at no additional cost to CDE, the corrected job to the CDE Contract Monitor that same day and within two (2) hours.

E. The Contractor must deliver the rush job back to the CDE Contract Monitor.

Occasionally, if the rush job will be used for a presentation or conference within the Sacramento area, the CDE may designate a CDE employee to pick up the rush job from the Contractor’s site and the Contractor must be available for the CDE employee’s pick-up between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding state holidays.

F. The Contractor must be able to provide overnight services when and if requested by the CDE Contract Monitor. For example, it may be necessary to have the Contractor pick-up an order from the CDE at 4:30 p.m. and deliver it back to the CDE by 8:00 a.m., the following morning.

G. All delivered projects must be package to protect from damage during transport and delivery. Specific packaging instructions will be provided to the Contractor, via email or phone call, by the CDE Contract Monitor.

H. All projects that will be shipped to a location other than CDE Headquarters must be packaged to protect from damage and must meet the postal service shipping requirements.

I. The CDE Contract Monitor will determine which projects require proofs.

J. The CDE Contract Monitor will provide the Contractor with due dates for all projects via email.

VI. PRINTING SPECIFICATIONS

All orders, both non-rush and rush, must meet these specifications, as described by project.

A. TEN-PANEL LOBBY DISPLAY:

1. Divide 160” x 82” Adobe InDesign file into 10 panels of 32” x 41”.

2. Print color on presentation bond paper, trim is critical.

3. Proof of entire display at 40” x 20.75”.

4. Proof of one display panel at 100 percent, at 32” x 41” color print.

5. Encapsulate each panel with 5 mil matte front and 5 mil gloss back.

6. The CDE Contract Monitor will determine when proofs will be returned to the

Contractor.

B. SIX-PANEL LOBBY DISPLAY:

1. Divide 96” x 82” Adobe InDesign file into 6 panels of 32” x 41”.

2. Print color on presentation bond paper, trim is critical.

3. Proof of entire display at 40” x 20.75”.

4. Proof of one display panel at 100 percent, a 32” x 41” color print.

5. Encapsulate each panel with 5 mil matte front and 5 mil gloss back.

6. The CDE Contract Monitor will determine when proofs will be returned to the

C. SMALL LOBBY DISPLAY POSTERS:

1. Print color on presentation bond paper of 40” x 20.75”, trim is critical.

2. Print color on presentation bond paper of 30” x 15.375”, trim is critical.

3. Encapsulate 3 mil matte both front and back.

4. The CDE Contract Monitor will determine when proofs will be returned to the

D. PRESS CONFERENCE CHART:

1. 30” x 36”, 24” x 36”, and 18” x 24” color and black & white print on presentation bond paper.

2. Mount color print on 3/16” white gator board and encapsulate 3 mil matte on the front.

3. All press conference charts must be packaged to protect from damage.

E. . RETRACTABLE BANNER STAND

1. SINGLE SIDED:

a. 34” by 84” color, 3-year warranty against manufacturer defects in materials, quality, or workmanship.

b. Hardware must be made out of lightweight aluminum with carrying case for easy travel.

c. Banner material: 7 mil Instant Dry Universal Display Film with block-out backing compatible with Dye and Pigments Inks.

2. DOUBLE SIDED:

materials, quality, or workmanship.

b. Hardware must be made out of lightweight aluminum with carrying case for easy travel.

backing compatible with Dye and Pigments Inks

3. SINGLE WITH REPLACEABLE GRAPHIC SYSTEM ROLLER

materials, quality, or workmanship.

b. Hardware must be made out of lightweight aluminum with carrying case for easy travel.

backing compatible with Dye and Pigments Inks.

4. MINI BANNER

a. 12” x 21” color, 3-year warranty against manufacturer defects in materials, quality, or workmanship.

b. Hardware must be made out of lightweight aluminum with carrying case for easy travel.

backing compatible with Dye and Pigment Inks.

F. VINYL BANNER INDOOR AND OUTDOOR

1. 36” X 96” color print on 12 oz. white, gloss, matte, and satin vinyl for exterior use.

2. Hemmed (finished size and white stitching) or heat welded.

3. Use Solvent of UV inks only.

4. Gold finish grommet: 3/8”.

5. Roll each finish banners in a tube.

G. TABLE PRESENTATION MATERIALS

1. 6 feet full-size tablecloth, Cyan, Magenta, Yellow, Black (CMYK) , white cloth and machine washable material, blue surge stitched all edges, waterproof.

2. 8 feet full table runner, CMYK, white cloth and machine washable material, blue surge stitched all edges, waterproof.

3. 28” table runner, CMYK, white cloth and machine washable material, blue surge stitched all edges, water proof.

4. 57” table runner, CMYK, white cloth and machine washable material, blue surge stitched all edges, water proof.

5. Print on Dibond material at least 20” or higher cut in custom shape with no white edge showing.

6. Various sizes of conference posters printed on poplin cloth (maximum 44” x

88”).

H. SCAN AND PRESENTATION MATERIALS:

1. At least 18” x 24” or higher color hardcopy at 300 dpi, burned to a CD, DVD, flash drive, or via email.

2. Bainbridge Mounting Board: 10” x 20” black.

3. Scotch mate Hook Velcro: Hook & Loop 1” X 150’, white & black.

4. Crescent Perfect Mount Self-Adhesive Mounting Boards: 32” X 40”

5. Self-Adhesive Foam Core Board: 30” x 40”, Black & White

I. BANNER DISPLAY STEP AND REPEAT OR BACKDROP BANNER WITH AND

WITHOUT STAND

1. 120” x 96” color print on 18 oz. matte vinyl with pole pockets.

2. 120” x 96” color print on 13 oz. vinyl with pole pockets.

3. 120” x 96” color print on wrinkle-resistant tension cloth fabric with pole pockets.

4. Adjustable frame stand with a minimum of 69” x 36” and a maximum of 120” x

96” with carrying case.

J. PODIUM GRAPHIC

1. Podium ultra-removable adhesive graphics.

2. Full color and black & white.

3. Sizes included: 13” x 17”, 13” x 19”, 17” x 19”, and 14” x 22”.

4. Unmounted or mounted on foam core or gator board.

K. METAL NAME BADGE DIGITAL COLOR PRINT WITH MAGNETIC FASTNER 3” x

2” x 1/16”

1. Gold metal name badge.

2. Silver metal name badge.

VII. PRINTING EQUIPMENT

Once the contract is awarded, the CDE reserves the right to make an unscheduled visit to ensure the Contractor has the appropriate equipment at the printing business address.

VIII. SUBCONTRACTING

No subcontracting will be allowed for this contract. All printing to be done at the same location as the printing business address

IX. USE OF MATERIALS

All materials used, or created, in the production of print services outlined in this Scope of Work are the property of the California Department of Education. The Contractor is prohibited from using, distributing or selling any part of the materials (electronic and/or hard copies) at any stage for any use other than to carry out the services outlined in this Scope of Work. Any improper use will be considered a breach of contract and will be grounds for termination of said contract. Should the Contractor engage in any of the activities outlined in this article, the Contractor will forfeit any future contracting opportunities for same or similar services.

X. BRAND SPECIFICATIONS

Any and all brands mentioned in this Scope of Work must be used, with no replacements or substitutions allowed. If a specific brand is not available during the course of the contract, the Contractor will provide a written explanation of why the brand is not available, and propose up to three alternatives. The CDE Contract Monitor must provide their approval before the Contractor may use an alternative option. If there are no comparable alternative products or brands that meet the same requirements, the Contractor will work with the CDE Contract Monitor to achieve a solution. The CDE will not pay for price increases due to the unavailability of a specific product or brand.

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this agreement.

Invoices shall include the Agreement Number CN250024 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education Communications Division Attention: Jesse Medina 1430 N Street, Suite 3207 Sacramento CA, 95814 Email: jmedina@cde.ca.gov

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

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government or the California State Legislature for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature that may affect the provisions, terms or funding of this Agreement in any manner.

C. It is mutually agreed that if the Congress or the State Legislature does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds.

D. Pursuant to GC, Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent upon the receipt of federal funds by a state agency.

E. CDE has the option to terminate the Agreement under the 30-day termination clause or to amend the Agreement to reflect any reduction in funds.

III. PAYMENT

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

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

In accordance with the requirements set forth in the Military and Veterans Code (MVC), Section 999.7, the State shall withhold from the final payment amount to the Contractor, $10,000.00, or the full final payment if less than $10,000.00, until the prime Contractor complies with the certification requirements of MVC 999.5(d) by submitting to the State a completed an accurate Prime Contractor’s Certification – DVBE Subcontracting Report (STD. 817) form and proof of payment to DVBE(s). Such retained amount shall be held by the State and shall be released pending receipt of a complete and accurate STD. 817 and proof of payment to the DVBE(s). If the Std. 817 form is late or incomplete, the State will allow the Contractor to cure within 30 days to meet the certification requirements. If the Contractor does not comply by the given deadline, the withheld amount will be permanently deducted. (See Exhibit E, Contract Requirements Related to DVBE Participation Compliance)

EXHIBIT B.1

EXHIBIT B.1 – CONTRACTOR’S BID FORM

Reprographics Services – CN250024

Contract Period: July 1, 2025 – June 30, 2026

The undersigned Contractor hereby proposes to furnish all labor, material, and equipment necessary to perform all the work required for reprographic services for reprographics services on an as-needed basis, in accordance with the Terms and Conditions contained herein this Invitation for Bid. Charges for the Contractor’s operating and overhead expenses incurred in the performance hereof must be included as part of the bidder’s following rates. Services shall be paid on an as needed basis. For full Item Descriptions, please see Exhibit A, Scope of Work, Printing Specifications:

ITEM DESCRIPTION COST PER ITEM*

1. TEN PANEL LOBBY DISPLAY $ ______________

2. SIX PANEL LOBBY DISPLAY $ ______________

3. SMALL LOBBY DISPLAY POSTERS $ ______________

a. 40” x 20.75” Poster $ ______________

b. 32” x 15.375” Poster $ ______________

4. PRESS CONFERENCE CHART

a. 30” x 36” Color Poster Print $ ______________

b. 24” x 36” Color Poster Print $ ______________

c. 18” x 24” Color Poster Print $ ______________

d. 30” x 36” B/W Poster Print $ ______________

e. 24” x 36” B/W Poster Print $ ______________

f. 18” x 24” B/W Poster Print $ ______________

g. 30” x 36” Poster Mounting $ ______________

h. 24” x 36” Poster Mounting $ ______________

i. 18” x 24” Poster Mounting $ ______________

5. RETRACTABLE BANNER STAND

a. Single Sided $ ______________

ITEM DESCRIPTION COST PER ITEM*

b. Double Sided $ ______________

c. Single with Replaceable Graphic System roller $ ______________

d. Mini $ ______________

6. VINYL BANNER INDOOR AND OUTDOOR

a. 36” X 96” Vinyl Banner Indoor $ ______________

b. 36” X 96” Vinyl Banner Outdoor $ ______________

7. TABLE PRESENTATION MATERIALS

a. 6 feet full-size table tablecloth $ ______________

b. 8 feet full table runner $ ______________

c. 28” table runner $ ______________

d. 57” table runner $ ______________

e. Print on Dibond material $ ______________

f. Print on poplin cloth $ ______________

8. SCAN AND PRESENTATION MATERIALS

a. 18” x 24” scan $ ______________

b. 10” x 20” Black Bainbridge Mounting Board $ ______________

c. 1” x 150’. Scotchmate Hook Velcro (Black) $ ______________

d. 1” x 150’. Scotchmate Hook Velcro (White) $ ______________

e. 32” x 40” Crescent Perfect Mount Self-Adhesive Mounting Boards

f. 30” x 40” Self-Adhesive Foam Core Board (Black) $ ______________

g. 30” x 40” Self-Adhesive Foam Core Board (White) $ ______________

9. BANNER DISPLAY STEP AND REPEAT OR BACKDROP

BANNER WITH AND WITHOUT STAND

a. 120” x 96” 18 oz. matte vinyl with pole pockets $ ______________

b. 120” x 96” 13 oz. vinyl with pole pockets $ ______________

c. 120” x 96” wrinkle-resistant tension cloth fabric with pole pockets

d. Adjustable frame stand with a minimum 69” x 36” and a maximum of 120”

10. PODIUM GRAPHIC ULTRA-REMOVABLE ADHESIVE GRAPHIC

a. 13” X 17” color $ ______________

b. 13” X 17” black and white $ ______________

c. 13” x 17” mounting $ ______________

d. 13” x 19” color $ ______________

e. 13” x 19” black and white $ ______________

f. 13” x 19” mounting $ ______________

g. 17” x 19” color $ ______________

h. 17” x 19” black and white $ ______________

i. 17” x 19” mounting $ ______________

j. 17” x 19” mounting $ ______________

k. 14” x 22” color $ ______________

l. 14” x 22” black and white $ ______________

m. 14” x 22” mounting $ ______________

11. METAL NAME BADGE DIGITAL COLOR PRINT WITH

MAGNETIC FASTNER 3” x 2” x 1/16”

a. Gold metal name badge $ ______________

b. Silver metal name badge $ ______________

GRAND TOTAL: $___________________

*Costs are inclusive of all materials, equipment, and labor used to produce each item.

This bid form must be completed in its entirety. An unsigned bid form may result in disqualification.

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip: ________________________________________________________

Email: ______________________________________________________________

Phone: _____________________________________________________________

Signature: ___________________________________________________________

Printed Name/Title: ____________________________________________________

Federal ID #:__________________________________________________________

Questions regarding completion of this form should be brought to the attention of: McKinley Carlisle, by email at mcarlisle@cde.ca.gov or by phone at (916) 445-6826.

. EXHIBIT B.2

EXHIBIT B.2 – CONTRACTOR’S BID FORMS

Reprographics Services – CN250024

OPTION TO RENEW: Contract Period: July 1, 2026 – June 30, 2027

The undersigned Contractor hereby proposes to furnish all labor, material, and equipment necessary to perform all the work required for reprographic services for reprographics services on an as-needed basis, in accordance with the Terms and Conditions contained herein this Invitation for Bid. Charges for the Contractor’s operating and overhead expenses incurred in the performance hereof must be included as part of the bidder’s following rates. Services shall be paid on an as needed basis. For full Item Descriptions, please see Exhibit A, Scope of Work, Printing Specifications:

ITEM DESCRIPTION COST PER ITEM*

1. TEN PANEL LOBBY DISPLAY $ ______________

2. SIX PANEL LOBBY DISPLAY $ ______________

3. SMALL LOBBY DISPLAY POSTERS $ ______________

a. 40” x 20.75” Poster $ ______________

b. 32” x 15.375” Poster $ ______________

4. PRESS CONFERENCE CHART

a. 30” x 36” Color Poster Print $ ______________

b. 24” x 36” Color Poster Print $ ______________

c. 18” x 24” Color Poster Print $ ______________

d. 30” x 36” B/W Poster Print $ ______________

e. 24” x 36” B/W Poster Print $ ______________

f. 18” x 24” B/W Poster Print $ ______________

g. 30” x 36” Poster Mounting $ ______________

h. 24” x 36” Poster Mounting $ ______________

i. 18” x 24” Poster Mounting $ ______________

EXHIBIT B.2

c. Single with Replaceable Graphic System roller $ ______________

7. TABLE PRESENTATION MATERIALS

a. 6 feet full-size table tablecloth $ ______________

b. 8 feet full table runner $ ______________

c. 28” table runner $ ______________

d. 57” table runner $ ______________

e. Print on Dibond material $ ______________

f. Print on poplin cloth $ ______________

8. SCAN AND PRESENTATION MATERIALS

a. 18” x 24” scan $ ______________

b. 10” x 20” Black Bainbridge Mounting Board $ ______________

c. 1” x 150”. Scotchmate Hook Velcro (Black) $ ______________

d. 1” x 150”. Scotchmate Hook Velcro (White) $ ______________

e. 32” x 40” Crescent Perfect Mount Self-Adhesive Mounting Boards

f. 30” x 40” Self-Adhesive Foam Core Board (Black) $ ______________

g. 30” x 40” Self-Adhesive Foam Core Board (White) $ ______________

c. 120” x 96” wrinkle-resistant tension cloth fabric with pole pockets

d. Adjustable frame stand with a minimum 69” x 36” and a

a. 13” X 17” color $ ______________

b. 13” X 17” black and white $ ______________

c. 13” x 17” mounting $ ______________

d. 13” x 19” color $ ______________

e. 13” x 19” black and white $ ______________

f. 13” x 19” mounting $ ______________

g. 17” x 19” color $ ______________

h. 17” x 19” black and white $ ______________

i. 17” x 19” mounting $ ______________

j. 17” x 19” mounting $ ______________

k. 14” x 22” color $ ______________

l. 14” x 22” black and white $ ______________

m. 14” x 22” mounting $ ______________

11. METAL NAME BADGE DIGITAL COLOR PRINT WITH

MAGNETIC FASTNER 3” x 2” x 1/16”

a. Gold metal name badge $ ______________

b. Silver metal name badge $ ______________

GRAND TOTAL: $___________________

*Costs are inclusive of all materials, equipment, and labor used to produce each item.

This bid form must be completed in its entirety. An unsigned bid form may result in disqualification.

Bidder Name: ________________________________________________________

Phone: _____________________________________________________________

Signature: ___________________________________________________________

Printed Name/Title: ____________________________________________________

Federal ID #:__________________________________________________________

. EXHIBIT B.3

EXHIBIT B.3 – CONTRACTOR’S BID FORMS

Reprographics Services – CN250024

OPTION TO RENEW: Contract Period: July 1, 2027 – June 30, 2028

The undersigned Contractor hereby proposes to furnish all labor, material, and equipment necessary to perform all the work required for reprographic services for reprographics services on an as-needed basis, in accordance with the Terms and Conditions contained herein this Invitation for Bid.