CN260018_Alarm_Monitoring_Maintenance_and_Repair_Services.pdf

California Department of Education Invitation for Bid (IFB) Alarm Monitoring, Maintenance, and Repair Services – CN260018

Nutrition Services Division Analyst: Contract Analyst – Nikki Garcia

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: NGarcia@cde.ca.gov Phone: 916-319-0940

Mandatory Site Inspection: February 24, 2026, at 10:00 am PST Bid Due Date: March 10, 2026, at 12:00 pm PST

Public Bid Opening: March 12, 2026 at 10:00 am PST Contract Period: July 1, 2026 (or upon DGS Approval) – June 30, 2027

One-Year Option to Renew: July 1, 2027 – June 30, 2028 One-Year Option to Renew: July 1, 2028 – June 30, 2029 mailto:NGarcia@cde.ca.gov

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Alarm Monitoring, Maintenance, and Repair Services – CN260018

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

NOTIFICATION

VII. BIDDER REQUIREMENTS

VIII. IFB DOCUMENTS

IX. BID DOCUMENTS AS PUBLIC RECORD

X. MANDATORY SITE INSPECTION

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. CURRENT EQUIPMENT/INVENTORY LIST

IV. MINIMUM QUALIFICATIONS

V. EQUIPMENT REPLACEMENT AND UPGRADE

VI. SYSTEM MONITORING

VII. ACTIVITY REPORT

VIII. SYSTEM INSPECTION AND MAINTENANCE

IX. REPAIRS

X. REPAIR REPORTS

XI. PARTS AND ALLOWANCE

XII. CDE RESPONSIBILITIES

XIII. SCHEDULE

XIV. COORDINATION

XV. SUBCONTRACTING

XVI. 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 B.2 – CONTRACTOR’S BID FORM

EXHIBIT B.3 – 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. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. AMENDMENTS

V. OPTION TO RENEW

VI. CONTRACT REQUIREMENTS RELATED TO TACPA PREFERENCE

REQUIREMENTS

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 37

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide monitoring, and maintenance services of the burglar alarm, temperature alarm, and security gate system, as well as maintenance and repair services as needed for the security cameras at the Sacramento Distribution Center (SDC), 401 North 3rd Street, Sacramento, CA 95811, 24 hours per day, 7 days per week, and 365 days per year, 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, 2026. 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 17, 2026

Mandatory Site Inspection February 24, 2026 at 10:00 am PST

Bids Due March 10, 2026 at 12:00 pm PST

Public Bid Opening March 12, 2026 at 10:00 am PST

Contract Start Date July 1, 2026, or upon contract/DGS approval, whichever is later

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. 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 V. 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 https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California

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

C. Target Area Contract Preference Act (TACPA) Preference

Preference will be granted to California-based companies in accordance with GC § 4530–4535.3 whenever contracts for goods and services are in excess of $100,000 and the bidder meets certain requirements as defined in the California Code of Regulations (2 CCR § 1896.30) regarding labor needed to produce the goods or provide the services being procured.

This IFB includes the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid.

The TACPA workplace and workforce preferences will be evaluated for this IFB.

California-based companies seeking TACPA preferences will need to complete and submit the following preference forms with the bid:

• TACPA Preference Request form STD 830:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

• Bidder’s Summary of Contract Activities and Labor Hours form DGS/PD 526:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

Information regarding this preference program may be obtained at the DGS-PD website, https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Request-Target-Area-Contract-Preference?search=TACPA. By submitting TACPA preference forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code section 4535 and provided in 2 CCR 1896.40 in addition to requirements specified on the TACPA form STD 830.

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.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=4535.&lawCode=GOV https://govt.westlaw.com/calregs/Document/IB6959FB0FA6A11DE8C6E96BC63A3F6F5?viewType=FullText&listSource=Search&originationContext=Search+Result&transitionType=SearchItem&contextData=(sc.Search)&navigationPath=Search%2fv1%2fresults%2fnavigation%2fi0ad720f200000180dc9fa61d346ef6d5%3fppcid%3dda49fab88d1d4a6d9177c26f3ebfaf26%26Nav%3dREGULATION_PUBLICVIEW%26fragmentIdentifier%3dIB6959FB0FA6A11DE8C6E96BC63A3F6F5%26startIndex%3d1%26transitionType%3dSearchItem%26contextData%3d%2528sc.Default%2529%26originationContext%3dSearch%2520Result&list=REGULATION_PUBLICVIEW&rank=1&t_T2=1896.40&t_S1=CA+ADC+s https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

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.

The bidder must possess a current and valid C28 – Lock and Security Equipment Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board at all times during the duration of the contract.

The bidder must possess a valid Alarm Company Operator license issued by the California Bureau of Security and Investigative Services to perform these services.

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 Nikki Garcia, NGarcia@cde.ca.gov, 916-319-0940. 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 Nikki Garcia, by e-mail at NGarcia@cde.ca.gov.

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. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Tuesday, February 24, 2026, at 10:00 am PST at the Sacramento Distribution Center, 401 North 3rd Street, Sacramento, CA 95811.

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

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

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 – Alarm Monitoring, Maintenance, and Repair Services – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: Nikki Garcia – CN260018 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814 SEALED BID – Alarm Monitoring, Maintenance, and Repair Services – DO NOT OPEN

Sealed bids may be submitted via mail to the address above. Or may be hand delivered to the CDE Mail Room located on the first floor of the CDE building at 1430 N Street, Sacramento, CA 95814. If hand 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 Tuesday, March 10, 2026 at 12:00 pm PST.

The bids will be publicly opened and read on Thursday, March 12, 2026 at 10:00 am PST at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2219, 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 – Nikki Garcia – CN260018, 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 Total Cost.

C. Licenses/Certification/Educational Degree

The bid package must include a copy of the bidder’s current and valid C28 – Lock and Security Equipment Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board at all times during the duration of the contract.

The bid package must include a copy of the bidder’s valid Alarm Company Operator license issued by the California Bureau of Security and Investigative Services to perform these services.

D. Insurance Certificate

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

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 II.

Certificate of Insurance Requirements) will be required as a condition of contract award.

E. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

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

The STD 204 form must be completed and submitted with an original signature. The STD 204 form can be found at:

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

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

G. 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.

H. 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.

I. Attachment 4 – California Civil Rights Certification

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

3. TACPA Preference

If bidder intends to apply for the TACPA Preference the TACPA Preference form (STD 830) and Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 526) form must be completed and submitted with original signature.

• TACPA Preference Request form (STD 830). Bids must include a STD 830 form completed in accordance with the instructions on the form. The STD 830 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

• Bidder’s Summary of Contract Activities and Labor Hours form DGS/PD 526.

Bids must include a DGS/PD 523 form completed in accordance with the instructions on the form. The DGS/PD 526 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

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 average Total Cost.

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

The lowest average Total Cost will be computed by adding the Total Cost 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: to furnish all 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.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

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, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (July 1, 2027 – June 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, 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.

Costs for the second one-year option to renew (July 1, 2028 – June 30, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period July 1, 2028 – June 30, 2029. 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 2028.

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 mailto:OLSProtests@dgs.ca.gov mailto:CONTRACTSOFFICE@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor will replace and upgrade existing alarm control system and other required equipment; provide monitoring, and maintenance services of the burglar alarm, temperature alarm, and security gate system; and maintenance and repair services as needed for the security cameras at the Sacramento Distribution Center (SDC), 401 North 3rd Street, Sacramento, CA 95811, 24 hours per day, 7 days per week, and 365 days per year. The Contractor will provide monitoring and full parts and labor services in accordance with provisions of this agreement, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Daniel Turk, DTurk@cde.ca.gov, 916-323-1217, 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. CURRENT EQUIPMENT/INVENTORY LIST

A. DMP XR40 Control/communicator panel B. DMP 690 alpha numeric digital backlit keypad with three built-in panics C. Altronix power supply with battery backup and transformer D. DMP 714-8 eight-zone expander E. RJ31X telephone jack & double-ended cord F. lntellisense glass-break detectors G. Generic commercial steel door and roll-up door contacts H. Detection Systems interior motion detectors I. Indoor plastic siren J. United Security Products, AD 2001, Automatic Voice/Pager Dialer K. Battery-12 volt L. Watchnet HOMI Video Recorder, Model ENR3-32Al-6T M. Watchnet exterior security cameras, Model MPIX-SOVOV-IRMAI, (quantity 12) N. Cabling and power cords connected to all security system component O. Wireless remote controls for exterior gates (quantity 20) mailto:DTurk@cde.ca.gov

IV. MINIMUM QUALIFICATIONS

A. The Contractor must possess a current and valid C28 – Lock and Security Equipment Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board at all times during the contract. Contractor must provide copy of license upon request from the CDE Contract Monitor.

B. The Contractor must possess a valid Alarm Company Operator license issued by the California Bureau of Security and Investigative Services to perform these services.

Contractor must provide copy of license upon request from the CDE Contract Monitor.

V. EQUIPMENT REPLACEMENT AND UPGRADE

A. Contractor will provide an upgraded advanced monitoring and programming system as well as an alarm system compatible with existing equipment located at the SDC.

The new system will allow for:

1. Receiving text and email alerts to any number of recipients on all alarm events -alarms, arming/disarming, troubles, power loss, and more.

2. Viewing live status of system and zones, and control of security system using mobile application (app) or computer.

B. The Contractor will install all required universal equipment to include, but not limited to, a new alarm panel and other required equipment, LTE cellular communicator, LCD keypads and zone expanders that will allow for all of the existing devices throughout the center to be utilized with the new control equipment. This new system will allow for utilizing remote programming capabilities including user management and viewable history of the burglary and temperature alarms, at the SDC.

C. Equipment replacement and upgrade is only for the contract period of July 1, 2026, through June 30, 2027, and will occur within the first six months of the contract period. Replacement and upgrade services will be billed at the flat rate stated for Equipment Upgrade Installation as stated in Exhibit B Budget Detail and Payment Provisions.

D. The Contractor’s equipment must be compatible with and utilize the existing equipment located at the SDC wherever possible. Any upgrades and/or replacements that are required, the Contractor shall install only universal equipment (equipment that can be monitored and later updated by any provider). Installation will be scheduled by the CDE Contract Monitor during the normal business hours of 6 a.m. to 2 p.m., Monday through Friday, excluding state holidays.

E. The Contractor will provide 20 remote control access devices for the exterior automatic gates.

F. Should the Contractor install equipment that is not universal, the Contractor will replace equipment and install universal equipment at no additional cost to the CDE.

G. Standard monitoring of security gate access control, security (burglar) system, and temperature monitoring of the current system will be in full effect until the new system is in place. Any delays in completing the equipment replacement within the first year must be approved by the CDE Contract Monitor.

VI. SYSTEM MONITORING

A. Standard Monitoring (includes Security Gate Access Control, Security (Burglar) System, and Temperature Monitoring)

1. Contractor will provide standard monitoring of the burglary alarm, temperature alarm, and security gate access control system at the SDC, 24 hours per day, 7 days per week, and 365 days per year. The contractor will not provide monitoring of security cameras.

2. When an alarm has been triggered for an unauthorized entry or burglary outside of the normal business hours of 6 a.m. and 2 p.m., Monday through Friday, excluding state holidays, the Contractor will exhaust all emergency contact staff immediately before dispatching the California Highway Patrol (916-861-1299). A list of emergency contact staff will be provided to the Contractor upon contract start.

3. When an alarm has been transmitted for trouble, including but not limited to: a tripped motion sensor, unauthorized or miscode entry, door contact, or a temperature increase, the Contractor will alert emergency contact staff in the order provided by the CDE Contract Monitor.

4. The Contractor must contact the CDE Contract Monitor and inform them of alarm type and zone identification at the time the alarm is reported.

5. The Contractor is responsible for any emergency response charges if the alarm call is due to faulty maintenance and/or repairs caused by the Contractor.

6. The Contractor must maintain the ability and compatibility to perform maintenance and service on the equipment listed in Exhibit A, Article III located at the SDC. If any updates are necessary, the cost will be at the Contractor’s expense.

B. The Contractor will provide continuous cellular backup service that is compatible with the burglary alarm and temperature alarm at the SDC, 24 hours per day, 7 days per week, and 365 days per year.

1. The Contractor will provide continuous cellular backup by a device that alerts the

Contractor the moment an alarm is triggered at the SDC.

2. The Contractor will provide continuous cellular backup service that is compatible with the system installed at the SDC.

C. The selected alarm/access control system must have the capability to provide viewing live status of system and zones, and control of security system using mobile app or computer and access to the history and activity information for security and temperature alarm. The Contractor must also provide notifications of alarm events through text and email alerts to any number of recipients. This capability either from an app or cellular communicator will allow the SDC to view the following information:

A. An opening and closing log identifying the name and/or identification code of the person(s) arming and disarming the security system to the facility, as well as a time stamp that indicates the exact time and zone the security system was armed or disarmed.

B. A report on all alarm and trouble activity transmitted to the Contractor, including:

date, time, type of alarm, zone, and steps taken by the Contractor to notify CDE emergency contacts and the California Highway Patrol.

D. If the replacement system does not allow CDE to add, edit or delete alarm panel access codes, then when requested, Contractor will add, edit, or delete alarm panel code to the system within two business days of request from the CDE Contract Monitor or CDE designee.

VII. ACTIVITY REPORT

The Contractor will provide activity reports that are Web accessible by the CDE Contract Monitor and all CDE designees to allow for viewing, printing, downloading, and exporting electronically on an as needed basis. User access to the reports will be managed by the CDE Contract Monitor and CDE designees. All access to the system must be validated with a unique username and password. This activity report must include, but is not limited to, the following information: (1) the name and identification code of the person(s) arming and disarming the security system to the facility, and (2) a time stamp that indicates the exact time the security system was armed, disarmed, or an alarm was triggered.

VIII. SYSTEM INSPECTION AND MAINTENANCE

A. The Contractor will provide biannual inspection in April and October of each year, of burglary alarm, temperature alarm, and security gate control system, which must include the following:

1. Checking all equipment for proper operation

2. Making minor adjustments to equipment (as necessary)

3. Making minor adjustments to system programming (as necessary)

4. Cleaning of equipment including removal of cobwebs, dust, and debris from exterior cameras (as necessary)

B. Equipment that fails while still under warranty shall be reported immediately to the

CDE Contract Monitor for appropriate corrective action.

1. The CDE Contract Monitor shall coordinate with the Contractor to schedule any necessary repairs.

2. Any emergency repair services that needs to be done outside of the regular work hours listed in Article XIII. Schedule, must be coordinated and approved by the CDE Contract Monitor. Only the CDE Contract Monitor will be allowed to authorize work outside of the regular work hours listed above.

3. Only the CDE Contract Monitor, or CDE designee, shall be authorized to request service.

C. The Contractor is responsible for having the necessary equipment required to perform contracted services. A scissor lift may be necessary to perform biannual maintenance or repairs to the security cameras. The Contractor is responsible for obtaining and providing the scissor lift. The CDE will reimburse the Contractor separately for the scissor lift rental with the CDE Contract Monitor or CDE designee preapproval, in accordance with Exhibit B. The CDE will not pay truck or mileage charges for any services.

D. Repairs identified during the biannual inspection as being due to normal wear and tear shall be included in the biannual detailed service report including the estimated cost to complete repairs. Repairs shall be completed within 48 hours of notifying and obtaining approval from the CDE Contract Monitor, excluding weekends and holidays. All repairs shall be scheduled with the CDE Contract Monitor and must be preapproved.

E. The Contractor must maintain the ability and compatibility to perform maintenance and repair on the equipment listed in Exhibit A, Article III located at the SDC. If any updates are necessary, the cost will be at the Contractor’s expense.

F. Equipment that fails while still under warranty shall be reported to the CDE

Contract Monitor for appropriate corrective action.

IX. REPAIRS

A. Emergency Repair

1. Repairs required which prevent the system from functioning properly shall be completed within 24 hours of being notified, including weekends and holidays.

Repairs shall be scheduled with the CDE Contract Monitor. Services needed must be completed within a 24 hour period, any delays in completing repairs within 24 hours, due to the ordering of parts, or equipment required for repairs, shall be reported and approved by the CDE Contract Monitor.

2. Repairs required from misuse of the system, fire, earthquake, or flood which prevents the system from functioning properly shall be separately invoiced. The Contractor shall report findings, estimated costs, and coordinate scheduling of repair with the CDE Contract Monitor.

3. All requests for emergency repair service will be billed at the emergency repair labor rate set forth in Exhibit B, provided such requests are not the result of prior incomplete or inadequately performed repairs.

4. In the event repairs are necessary, the Contractor will notify the CDE Contract Monitor and submit an itemized cost estimate to the CDE Contract Monitor. The estimate will be broken down by separate line items for each item to be repaired.

Each line item shall include required materials, cost for materials, labor cost to complete the work, and cost of full replacement, if necessary.

5. The CDE Contract Monitor has the authority to request a written estimate prior to authorizing any repair services. Contractor will not be guaranteed repair work.

6. Only the CDE Contract Monitor, or CDE designee, shall be authorized to request service. Requests for service made by anyone other than the CDE Contract Monitor, or CDE designee, shall not be honored. Services not authorized by the CDE Contract Monitor, or CDE designee, will not be paid for.

7. The CDE Contract Monitor shall inform the Contractor of authorized CDE designee, or changes to CDE designee in writing.

B. Non-emergency Repair

1. In general, nonemergency repairs shall be completed within 48 hours of the CDE Contract Monitor’s initial request taking into consideration the nature and degree of the difficulty of the work involved.

2. Repairs required from misuse of the system, fire, earthquake, or flood which prevents the system from functioning properly shall be separately invoiced. The Contractor shall report findings, estimated costs, and coordinate scheduling of repair with the CDE Contract Monitor.

3. All requests for repair service will be billed at the repair labor rate set forth in Exhibit B, provided such requests are not the result of prior incomplete or inadequately performed repairs.

4. In the event repairs are necessary, the Contractor will notify the CDE Contract Monitor and submit an itemized cost estimate to the CDE Contract Monitor. The estimate will be broken down by separate line items for each item to be repaired.

Each line item shall include required materials, cost for materials, labor cost to complete the work, and cost of full replacement, if necessary.

5. The CDE Contract Monitor has the authority to request a written estimate prior to authorizing any repair services. Contractor will not be guaranteed repair work.

6. Only the CDE Contract Monitor, or CDE designee, shall be authorized to request service. Requests for service made by anyone other than the CDE Contract Monitor, or CDE designee, shall not be honored. Services not authorized by the

CDE Contract Monitor, or CDE designee, will not be paid for.

7. The CDE Contract Monitor shall inform the Contractor of authorized CDE designee, or changes to CDE designee in writing.

X. REPAIR REPORTS

A. A detailed inspection or repair report shall be completed, dated, and signed after each service. A copy of the report shall be provided to the CDE Contract Monitor, and must include the following:

1. Identify the service that was performed

2. Equipment worked on

3. Detailed description of work performed including:

a. Appropriate building, refrigerator, and/or freezer zone identification number

b. Breakdown of labor versus parts cost

c. Receipts on parts exceeding $300.00.

d. Material used for repair and cost

e. Total cost of service

f. Detailed report of future work needed, including estimated cost

4. Technician name

5. Date of service

6. Time of arrival

7. Time of departure

8. Detailed report of future work needed, including estimated cost

B. Inspection and repair reports must be signed by both the CDE Contract Monitor and the Contractor at the end of each visit.

XI. PARTS AND ALLOWANCE

A. Only original manufacturer parts and materials shall be used. Replaced parts shall be left at the location for state inspection. All work shall be guaranteed for a minimum of 90 days and costs for recalls shall be borne by the Contractor.

B. Charges for parts and materials shall not exceed Contractor’s wholesale costs, excluding tax, plus 30 percent.

1. For example, a part costing $2,000 would be calculated in the following manner:

Mark up $2,000 x 30% = $600

a. Tax $2,000 x 8.75% = $175

b. Total $2,000 (part) + $600 (markup) + $175 (tax) = $2,775

C. Receipts are required for parts that exceed $300.00. Additional parts beyond general service must have prior specific authorization of the CDE Contract Monitor before any work is done and/or parts are purchased and installed.

D. No mileage, labor, travel time, or fuel charges shall be charged for the purpose of locating or purchasing parts. It is the contractor’s responsibility to have the necessary tools and equipment required to perform contracted services, cost for additional tools or equipment shall not be charged to the State.

E. In addition to the parts markup, the Contractor may recover freight or shipping costs for parts. There is no allowance for markup on the freight or shipping by:

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

2. Attaching a copy of the freight or shipping invoice (original whenever possible) to the invoice.

3. When the freight or shipping invoice includes costs not specifically associated with the billing, the Contractor will only charge the cost associated with the billing and note the freight or shipping invoice accordingly.

a. Example: Freight or shipping invoice is for three (3) items; each item costing $10.00 per item with a total invoice cost of $30.00; and only one of the parts pertains to the billing. Then the Contractor would charge the department $10.00.

XII. CDE RESPONSIBILITIES

A. The CDE Contract Monitor will immediately contact the Contractor if a false alarm situation is initiated. The CDE emergency contact staff will provide the Contractor’s dispatch operator with the account number or password.

XIII. SCHEDULE

A. Performance of any on site work shall be done during the regular work hours of the SDC, 6 a.m. to 2 p.m., Monday through Friday, excluding all state holidays.

1. A link to a complete list of state holidays can be found at http://www.calhr.ca.gov/employees/pages/state-holidays.aspx.

2. Any emergency repair services that needs to be done outside of the regular work hours listed above must be coordinated and approved by the CDE Contract Monitor.