CN250111_Summer_Food_Service_Program_Banners_2026_IFB.pdf

California Department of Education Invitation for Bid (IFB) Summer Food Service Program Banners

2026– CN250111

Nutrition Services Division Analyst: Contract Analyst – McKinley Carlisle

1430 N Street, Suite 2213 Sacramento, CA 95814

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

Question and Answer Due Date: October 28, 2025 at 2:00 pm PDT Bid Due Date: November 13, 2025 at 2:00 pm PST

Public Bid Opening: November 18, 2025 at 9:00 am PST Contract Period: March 15, 2026 – June 30, 2026

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Summer Food Service Program Banners 2026– CN250111

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. DVBE PROGRAM REQUIREMENT

V. PREFERENCE PROGRAMS

VI. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION6

VII. BIDDER REQUIREMENTS

VIII. IFB DOCUMENTS

IX. BID DOCUMENTS AS PUBLIC RECORD

X. QUESTIONS AND ANSWERS

XI. BID SUBMISSION

XII. BID SUBMISSION REQUIREMENTS

XIII. BASIS OF AWARD

XIV. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. CONTRACTOR REQUIREMENTS

IV. BANNER SPECIFICATIONS

V. PRINTING AND DELIVERY

VI. PROOFING

VII. CDE RESPONSIBILITIES

VIII. SCHEDULE

IX. SUBCONTRACTING

X. USE OF MATERIALS

XI. INVOICING

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

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

III. PAYMENT

EXHIBIT B.1 – CONTRACTOR’S BID FORM

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. CONTRACTS FUNDED BY THE FEDERAL GOVERNMENT (Rev. 04/2025)

II. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

III. CERTIFICATE OF INSURANCE REQUIREMENTS:

IV. WORKERS’ COMPENSATION

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

VI. AMENDMENTS

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

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – BIDDER CERTIFICATION

ATTACHMENT 7 – BIDDER REFERENCES

ATTACHMENT 8 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 9 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide all necessary work to provide Summer Food Service Program Banners 2026 to the Nutrition Services Division (NSD) 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 March 15, 2026. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required.

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 October 21, 2025

Questions Due to the CDE October 28, 2025 at 2:00 pm PDT

CDE Response November 6, 2025 (TENATIVE)

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

Public Bid Opening November 18, 2025 at 9:00 am PST

Contract Start Date March 15, 2026

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

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

IV. 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.

V. 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

VI. 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.

VII. 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.

Bidder must possess on-site equipment and software that can produce high-quality printing from digital files.

Bidder must have a proficient Adobe Creative Cloud (Illustrator, Photoshop, and InDesign) operator on staff.

The bidder to be used in fulfillment of this contract must possess at least three (3) years’ experience in printing vinyl banners. The bidder must provide at least two (2) professional references.

VIII. 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) 445-6826. 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) 445-6826.

IX. 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.

X. QUESTIONS AND ANSWERS

Bidders may submit questions, requests for clarification, concerns, and/or comments (hereinafter referred to collectively as “questions”) regarding this IFB. All questions must be submitted in writing. The bidder must include their name, e-mail address, and telephone number with its submission of questions. The bidder should specify the relevant section and page number of the IFB for each question submitted. Questions must be received by 2:00 pm PDT on Tuesday, October 28, 2025. CDE will post the questions and answers on the Cal eProcure advertisement and e-mail the questions and answers to everyone who has submitted a question by Thursday, November 6, 2025 (tentative). At its discretion, the CDE may respond to questions that are submitted late or not in proper form. The CDE reserves the right to rephrase or not answer any question submitted.

All questions must be submitted either by e-mail to McKinley Carlisle at mcarlisle@cde.ca.gov.

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 – SUMMER FOOD SERVICE PROGRAM BANNERS 2026 – 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 – CN250111 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – SUMMER FOOD SERVICE PROGRAM BANNERS 2026 – 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 November 13, 2025 at 2:00 pm PDT.

The bids will be publicly opened and read on November 18, 2025 at 9:00 am PDT at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

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

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

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

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

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

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

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

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

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

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

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

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – McKinley Carlisle – CN250111, 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 Contractor’s Bid Form

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 Total Combined Cost.

C. Insurance Certificate

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

Workers Compensation Requirements:

1. Commercial General Liability, AND

2. Workers’ Compensation

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

J. Attachment 7 – Bidder References

Bidder shall provide the names and addresses of at least two (no more than five) specific agencies for which the applicant has provided vinyl banner printing services. References that prove to be negative, or which prove to be inaccurate as cited in a bid, will result in disqualification of the bid by the CDE.

K. Attachment 9 – Iran Contracting Act Certification

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

L. 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. 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 and responsible bidder submitting the lowest Total Combined Cost.

Following the bid opening, the CDE will review the bids for preliminary compliance with bid requirements. Following the preliminary compliance review, the CDE will check the references provided on Attachment 6 for the lowest, preliminarily qualified bidder to determine if the low bidder is responsible and responsive to the IFB.

Upon the successful completion of the bid review and references check, the contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest Total Combined Cost and satisfactory references, as outlined above.

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

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

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

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

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

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

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

XIV. 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 8 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 all necessary materials, labor, packaging, and delivery services to provide vinyl banners to the California Department of Education (CDE) Nutrition Services Division (NSD), 401 North 3rd Street, Sacramento, California 95811.

The Contractor will provide all required printing, packaging, and delivery of 3,750 banners, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Kristina Ricci, kricci@cde.ca.gov, 916-322-8314, 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 REQUIREMENTS

A. The Contractor and any technicians of the Contractor performing work under this agreement must possess at least three (3) years’ experience in printing vinyl banners.

The bidder must provide at least two (2) professional references.

B. The Contractor must have a proficient Adobe Creative Cloud (Illustrator, Photoshop, and InDesign) operator on staff.

C. 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:

a. Adobe InDesign CC 2017 or latest version

b. Acrobat Pro DC or latest version

c. Adobe Photoshop CC 2017 or latest version

d. Adobe Illustrator CC 2017 or latest version

D. The Contractor must be able to print all banners at their address and must possess on-site equipment and software that can produce high-quality printing from digital files. No subcontracting will be allowed for this contract.

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

F. The Contractor must be able to provide vinyl banners with grommets for outdoor use, with UV protection, and heat weld finish.

IV. BANNER SPECIFICATIONS

The Contractor will use Adobe Creative Cloud (Illustrator, Photoshop, and InDesign) software to create and edit the banner design.

The Contractor must have sufficient equipment to print a total of 3,750 single-sided banners, in two languages, to the specifications herein:

A. Quantity:

a. 2,250 English Banners

b. 1,500 Spanish Banners

B. Dimensions: Banners will be 3’ x 6’, hemmed in size.

C. Hem: 1” hem on all sides

D. Edging: Heat welded

E. Ink: Solvent of UV or latex inks only; multicolor with color contrast; full coverage

F. Material: 12 or 13 ounces white, gloss vinyl with UV protection for exterior use

G. Grommets

a. Gold finish grommets.

b. 3/8” in size.

c. Four grommets at the top and four grommets at the bottom.

i. Grommets should be centered 1” from the left side edge of the banner and 1” in from the right-side edge of the banner, one at 24” from the edge, and one at 48” from the edge.

d. All grommets should be placed within the hem.

H. Quality Assurance

a. All materials and workmanship must meet commercial quality standards for outdoor signage. This includes the use of durable, weather-resistant, high-resolution outdoor materials.

b. The Contractor must replace defective or incorrect prints at no cost to the CDE.

I. Packaging: Each banner will be individually packaged and clearly labeled English or Spanish, and in mailing tubes large enough for rolled 3’ x 6’ banners.

V. PRINTING AND DELIVERY

A. The Contractor will print 3,750 (2,250 English and 1,500 Spanish) banners per the specifications in Article IV, Banner Specifications. The CDE has the right to increase or decrease the total number of banners.

B. The Contractor will individually package printed banners in mailing tubes large enough for rolled 3’ x 6’ banners.

C. All 3,750 banners must be received at the Sacramento Distribution Center by May 15, 2026. Delivery hours must be between 8 a.m. to 1:30 p.m.

D. Individually packaged banners will be grouped for bulk shipment, placed on pallets, and distinctly labeled as either English or Spanish for clear identification.

E. Job includes printing, packaging, and delivery.

F. The Contractor will provide tracking numbers for each shipment of banners. This information may be sent via email to the CDE Contract Monitor within 24 hours of shipment.

G. The Contractor will deliver, in bulk, and insured, all packaged banners to:

Nutrition Services Division Sacramento Distribution Center

Attention: Summer Meals Banners 401 North 3rd Street

Sacramento, CA 95811

VI. PROOFING

A. The Contractor will contact the CDE Contract Monitor for delivery of proof-related materials, as well as the delivery arrangements of all banners.

B. The Contractor will deliver two (2) full-size banner proofs—one (1) English and one (1) Spanish—per the specifications in Article IV, Banner Specifications to the CDE Contract Monitor. The proofs shall be hand delivered or overnight-mailed to:

California Department of Education Nutrition Services Division

SFSP Summer Meals Banners 1430 N Street, Suite 4503 Sacramento, CA 95814

C. The banner proofs must be packaged exactly as they will be received in their final form.

D. The Contractor will include a proof approval sheet with each banner proof provided, including approval of the packaging.

E. If additional banner proofs are necessary, the Contractor will provide a revised banner proof, either hand-delivered or overnight-mailed to the address indicated above.

F. The Contractor will provide all necessary work to provide the vinyl banners to the CDE NSD. This includes all materials, printing services, packaging, and delivery.

G. The Contractor will not begin producing any banners until receiving final approval in writing, on the Contractor’s proof approval sheets, from the CDE Contract Monitor that the proofs are acceptable.

VII. CDE RESPONSIBILITIES

A. The CDE Press Graphic Designer will provide to the Contractor an Adobe Creative Cloud (Illustrator, Photoshop, and InDesign) file containing the digital images of the banner designs (English and Spanish). If the Contractor does not have an upload feature, the CDE Press Graphic Designer will package up the files and provide an electronic folder through www.box.com where the Contractor can obtain the files online.

B. The CDE Contract Monitor, and the CDE Press Graphic Designer will review the proof to ensure that all specifications have been met. The CDE Contract Monitor will notify the Contractor by email of the results of the review along with the proof sheet.

C. The CDE Contract Monitor shall document approval or any changes to the full-size proof on the proof approval sheet to be provided by the Contractor.

VIII. SCHEDULE

A. Within five business days of the contract start date, the CDE Press Graphic Designer will provide to the Contractor an electronic PDF file via email with all the native files (if needed) containing the digital images of the banner designs (English and Spanish).

B. Within five business days of receipt of the electronic files, the Contractor must hand deliver or overnight mail the full-size banner proof along with a proof approval sheet to the CDE Contract Monitor.

C. Within five business days of receipt of the full-size banner proof, the CDE Contract Monitor and the CDE Press Graphic Designer will review the banner proof for approval and will provide feedback to the Contractor using the proof approval sheet on the full-size proof.

D. Within five business days upon receipt of the proof approval sheet, the Contractor must either hand-deliver or overnight mail to the CDE Contract Monitor the second full-size banner proof, along with a second proof approval sheet (if needed).

E. Within five business days upon the receipt of the second banner, the CDE Contract Monitor and the CDE Press Graphic Designer will review the second full-size banner proof and will provide feedback to the Contractor using the proof approval sheet (if needed).

F. If after the second review additional banner proofs are needed, the Contractor will have five business days upon receipt of the proof approval sheet to provide a revised banner proof, either hand-delivered or overnight mailed to the CDE Contract Monitor.

G. If after the second review additional banner proofs are needed, the CDE Contract Monitor and the CDE Press Graphic Designer will have five business days to review and provide feedback to the Contractor using the proof approval sheet, which will be mailed to the Contractor.

H. Within ten business days prior to delivery of all banners, the Contractor shall contact the

CDE Contract Monitor by email to make delivery arrangements.

IX. SUBCONTRACTING

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

X. 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, Contractor will forfeit any future contracting opportunities for same or similar.

XI. INVOICING

A. The invoice must be received within 30 calendar days after receipt of banners.

B. All payment requests by the Contractor will be submitted on Contractor’s preprinted letterhead and must identify the agreement number, invoice number, invoice date, services provided, and service period.

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 CN250111 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education Nutrition Services Division Attention: Kristina Ricci 1430 N Street, Suite 4503 Sacramento, CA 95814 Email: kricci@cde.ca.gov

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

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of federal and/or state 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 and/or California Government for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions, imposed by the federal or California government 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 or the federal or state executive branch does not disburse sufficient funds, this Agreement shall be amended to reflect any reduction in funds actually received by CDE.

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 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 that the CDE actually receives.

III. PAYMENT

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

EXHIBIT B.1 – CONTRACTOR’S BID FORM

Summer Food Service Program Banners 2026 IFB – CN250111

Contract Period: March 15, 2026 – June 30, 2026

The undersigned Contractor hereby proposes to furnish all printing, travel, transportation, fuel, parking, equipment, taxes, permits, insurance and/or any other overhead expenses necessary to perform all the work required for printing of 3,750 3’ x 6’ banners in accordance with the terms and conditions contained herein:

1. Total cost for printing 3,750 banners: $

2. Total cost for packaging 3,750 banners in individual mailing tubes: $

3. Total cost for delivery (bulk delivery and insured) of 3,750 banners: $

4.

Total cost of first proof in English (including creation, packaging, and delivery of banner)

5.

Total cost of first proof in Spanish (including creation, packaging, and delivery of banner):

6.

Total cost of all additional proofs—English or Spanish, if necessary (including creation, packaging, and delivery to CDE):

TOTAL COMBINED COST (Add Lines 1 through 6): $

The CDE may increase or decrease the number of banners required at the discretion of the CDE Contract Monitor.

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 C – GENERAL TERMS AND CONDITIONS

GTC 02/2025 will be incorporated by reference and made part of this Agreement. The GTC 02/2025 document can be viewed at https://www.dgs.ca.gov/OLS/Resources/Standard-Contract- Language

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

The State reserves the right to terminate this agreement subject to 30 days written notice to the Contractor. Contractor may submit a written request to terminate this agreement only if the State should substantially fail to perform its responsibilities as provided herein.

However, the agreement can be immediately terminated for cause. The term “for cause” shall mean that the Contractor fails to meet the terms, conditions, and/or responsibilities of the contract. In this instance, the contract termination shall be effective as of the date indicated on the State’s notification to the Contractor.

This agreement may be suspended or cancelled without notice, at the option of the Contractor, if the Contractor or State’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render services as a result of any action by any governmental authority.

II. TERMINATION FOR 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.

III. RESOLUTION OF DISPUTES

If the Contractor disputes any action by the project monitor arising under or out of the performance of this contract, the Contractor shall notify the project monitor of the dispute in writing and request a claims decision. The project monitor shall issue a decision within 30 days of the Contractor's notice. If the Contractor disagrees with the project monitor's claims decision, the Contractor shall submit a formal claim to the Superintendent of Public Instruction or the Superintendent's designee. The decision of the Superintendent shall be final and conclusive on the claim unless the decision is arbitrary, capricious, or grossly erroneous or if any determination of fact is unsupported by substantial evidence. The decision may encompass facts, interpretations of the contract, and determinations or applications of law. The decision shall be in writing following an opportunity for the contractor to present oral or documentary evidence and arguments in support of the claim.

Contractor shall continue with the responsibilities under this Agreement during any dispute.

IV. LOSS LEADER

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

Unless the scope of work expressly provides that the CDE shall be responsible for all 508 compliance:

A. Contractor shall, in accordance with California Government Code section 7405 (which requires state agencies to comply with Section 508 of the federal Rehabilitation Act of 1973 (Section 508)), ensure that any and all Information and Communications Technology (ICT) deliverables developed, procured, or maintained as a result of this contract shall comply with state and federal accessibility requirements, including: (i) the California Department of Education’s (CDE) Web Content Accessibility Guidelines (WCAG) 2.0 at the AA level found at:

http://www.w3.org/TR/WCAG20/, (ii) the CDE’s Web Standards found at:

https://www.cde.ca.gov/re/di/ws/webstandards.asp, and (iii) the CDE’s Web Application Review Team (WebART) review process found at:

https://www.cde.ca.gov/re/di/ws/webartproc.asp.

B. The definition of “Information and Communications Technology” or “ICT” includes but is not limited to: computer hardware, software, cloud services, websites, web content, web or mobile application, office documents (e.g., MS Word, MS Excel, MS PowerPoint, PDF), multimedia, social media, email, and electronic devices.

C. Contractor shall employ a section 508 compliance expert with qualifications and experience acceptable to the CDE to: (i) advise Contractor during ICT deliverable development, and (ii) certify in writing on behalf of Contractor that the ICT deliverables are fully compliant with the standards in subsection A above and Section 508 prior to submission to, or use by, the CDE. Such certification shall also include a statement describing precise methods by which compliance was determined, along with the results of testing. The Contractor is responsible for any costs associated with breach of such certification.

D. Upon CDE’s request, the Contractor must provide to the CDE all source files for ICT deliverables to the CDE for the purpose of improving accessibility. This may include non-proprietary code, unedited pictures and video, and original documents prior to PDF conversion among others.

VI. PROHIBITION OF DISCRIMINATION

In addition to the non-discrimination requirements in General Terms and Conditions attached as Exhibit C, Contractor and its subcontractors shall comply with Education Code section 220, which prohibits any person from discriminating on the basis of any characteristic that is contained in the definition of hate crimes set forth in Section 422.55 of the Penal Code, including immigration status, in any program or activity conducted in connection with this contract.

VII. HEALTH AND SAFETY

Contractors are required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, Contractors are also required to comply with the state agency’s specific health and safety requirements and policies. Contractors agree to include in any subcontract related to performance of this Agreement, a requirement that the subcontractor comply with all applicable health and safety laws and regulations, and upon notice, the state agency’s specific health and safety requirements and policies.

EXHIBIT E – ADDITIONAL PROVISIONS

I. CONTRACTS FUNDED BY THE FEDERAL GOVERNMENT (Rev. 04/2025)

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

This contract is valid and enforceable only if sufficient funds are made available to the State by the United States Government for Fiscal Year(s) covered by this agreement for the purposes of this program. In addition, this contract is subject to any additional restrictions, limitations, or conditions enacted by the Congress or imposed by the federal government, which may affect the provisions, terms, or funding of this contract in any manner.

It is mutually agreed that if Congress does not appropriate sufficient funds for the program or the federal government does not disburse sufficient funds for this program, this contract shall be amended to reflect any reduction in funds.

The department has the option to void the contract under the 30-day cancellation clause or to amend the contract to reflect any reduction of funds.

The recipient shall comply with the reporting requirements set forth in Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part 200.

II. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

By signing this agreement, the Contractor certifies that it has appropriate systems and controls in place to ensure that state funds will not be used in the performance of this contract for the acquisition, operation or maintenance of computer software in violation of copyright laws.

III. CERTIFICATE OF INSURANCE REQUIREMENTS:

A. Commercial General Liability:

Contractor shall furnish to the CDE, a Certificate of Insurance, issued by an insurance carrier licensed to write general liability insurance in the State of California, stating liability insurance is presently in effect for the Contractor of not less than one million dollars ($1,000,000.00) per occurrence for bodily injury and property damage liability combined.

B. Certificate of Insurance Requirements:

Each Certificate(s) of Insurance must provide the following additional insured language:

The State of California, its officers, agents, employees, and servants are included as additional insured, but only insofar as the operations under this contract are concerned.

Contractor is responsible to notify the State within 5 business days of any cancellation, non-renewal or material change that affects required insurance coverage.

Contractor agrees that the insurance provided shall be in effect at all times during the term…