CN260058_Alarm_Monitoring_and_Maintenance_Services_IFB.pdf

California Department of Education Invitation for Bid (IFB) Alarm Monitoring and Maintenance

Services – CN260058

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

Mandatory Site Inspection: March 18, 2026 at 10:00 am PDT Bid Due Date: March 26, 2026 at 2:00 pm PDT

Public Bid Opening: April 2, 2026 at 10:00 am PDT Contract Period: July 1, 2026 – 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

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Alarm Monitoring and Maintenance Services – CN260058

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 INVENTORY/EQUIPMENT LIST

IV. CONTRACTOR’S MINIMUM QUALIFICATIONS

V. SYSTEM MONITORING, MAINTENANCE, AND REPAIR

VI. PARTS AND ALLOWANCE

VII. CDE RESPONSIBILITIES

VIII. SCHEDULE

IX. COORDINATION

X. SUBCONTRACTING

XI. INVOICING

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

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

III. PAYMENT

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

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. OPTION TO RENEW

V. AMENDMENTS

VI. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

VII. EMPLOYEES

VIII. PERMITS, LAWS AND REGULATIONS

IX. QUALITY CONTROL

X. CONTROL OF WORK

XI. GUARANTEE

XII. PREVAILING WAGE

XIII. MATERIALS AND EQUIPMENT

XIV. CLEAN UP

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 43

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 7 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids for alarm monitoring, inspection, and maintenance services of the burglary alarm, temperature alarm, and access control security system at the Pomona Distribution Center, 2550 Fulton Road, Pomona, California 91767, 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 March 10, 2026

Mandatory Site Inspection March 18, 2026 at 10:00 am PDT

Bids Due March 26, 2026 at 2:00 pm PDT

Public Bid Opening April 2, 2026 at 10:00 am PDT

Contract Start Date July 1, 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.

The Bidder must possess a current and C-7 – Low Voltage Systems or C-10 – Electrical Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board and a current and valid Alarm Company Operator license issued by the California Bureau of Security & Investigative Services at all times during the contract.

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. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Wednesday, March 18, 2026 at 10:00 am PDT at CDE’s Pomona Distribution Center, located at 2550 Fulton Road, Pomona, CA 91767.

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

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: McKinley Carlisle – CN260058 - IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – ALARM MONITORING AND MAINTENANCE SERVICES– DO NOT

OPEN

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

The deadline for submission of sealed bids is Thursday, March 26, 2026 at 2:00 pm PDT.

The bids will be publicly opened and read on Thursday, April 2, 2026 at 10:00 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 – CN260058 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

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

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

XII. BID SUBMISSION REQUIREMENTS

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

A. Attachment 1 – Required Attachment Checklist

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

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

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

C. Licenses

The Bidder must possess a current and valid C-7 – Low Voltage Systems or C-10 – Electrical Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board and a current and valid Alarm Company Operator license issued by the California Bureau of Security & Investigative Services at all times during the contract. The bidder must submit a photocopy of the bidder’s current and valid C-7 or C-10 Contractor’s License and Alarm Company Operator license.

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 and Article III, 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 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. Attachment 7 – Iran Contracting Act Certification

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

K. 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 average grand total.

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

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

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

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

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

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

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

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

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

XIV. OPTION TO RENEW

The contract awarded through this IFB would expire on June 30, 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 December 2026.

Costs for the first second-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 December 2027.

XV. CONTRACT AWARD PROTEST PROCEDURES

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

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

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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall furnish all labor, materials, tools, equipment, taxes, permits, licenses, insurance or any other overhead expenses to provide monitoring and maintenance services of the burglary alarm, temperature alarm, and cardkey access control security system at the Pomona Distribution Center (PDC), 2550 Fulton Road, Pomona, California 91767, 24 hours per day, 7 days per week, and 365 days per year, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Craig Trisler, ctrisler@cde.ca.gov, (909) 596-7777, 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 INVENTORY/EQUIPMENT LIST

1. DMP XR150 control panel

2. DMP 263LTE cell communicator

3. DMP 1100XH wireless receiver

4. DMP 7060 Hardwired keypad

5. DMP 734 Access Module

6. Ademco 959 Overhead Door Contact

7. Surface Mount Door Contact (Metal Door)

8. DMP 1101 Wireless Door contact

9. DMP 1122 Wireless wall mount motion

10. DMP 1126 Wireless 360 ceiling motion

11. Altrox 12v DC, 4A Power Supply

12. ATW Dual Tone 25W Siren with Encloser

13. Ultratech 30W Siren

14. DMP 714 Zone expander

15. DMP 1346 Prox Cards

16. DMP 716 Expansion Module

17. Ademco Outdoor PIR Motion

18. DMP 1100R Repeater

19. SD 998 CNUQ electric door strike

20. 6005BK800 Prox Reader

21. 12VDC 1AMP Altronix Power Supply

22. MKBattery 7AH Batteries

23. FX360 Hardwired motion

24. Ademco Intellisence Request to Exit PIR

25. Push Button Request To Exit Door Release

26. SDC Crash Bar Assembly

27. Electrified Strike Assembly

28. Double Door Magentic Lock

IV. CONTRACTOR’S MINIMUM QUALIFICATIONS

A. The Contractor must possess a current and valid C-7 – Low Voltage Systems or C- 10 – Electrical Contractor’s License issued by the Department of Consumer Affairs, Contractors State License Board at all times during the contract.

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

V. SYSTEM MONITORING, MAINTENANCE, AND REPAIR

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

1. The Contractor will provide standard monitoring of the burglary alarm, temperature alarm, and cardkey or fob access control system at the PDC, 24 hours per day, 7 days per week, and 365 days per year.

2. Monitoring is the sole responsibility of the Contractor and cannot be subcontracted out to a third party.

3. 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 attempt to contact all staff identified as emergency contacts at the number(s) provided immediately and before dispatching the California Highway Patrol at 626-338-1164.

a. The CDE Contract Monitor will provide a list of emergency contact staff to the

Contractor upon contract start.

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

4. 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 contact emergency contact staff in the order provided per Exhibit A, Article V, A.3.a.

a. 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 PDC.

B. Cellular Backup

The Contractor will provide continuous cellular backup service that is compatible with the burglary alarm, temperature alarm, and cardkey or fob access control system at the PDC, 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 PDC.

C. CDE Staff Access Information

The Contractor will be responsible to add, change or delete any CDE staff members to the access control and alarm systems within 48 hours of receiving request from the CDE Contract Monitor or CDE designee; or, if the system allows, the Contractor shall grant the CDE Contract Monitor the ability to do so.

1. Updating of CDE staff information for the access control and alarm systems will be included in the monthly maintenance and monitoring cost and will not incur any separate charges to CDE.

D. Viewable History and Activity Information Alerts

The selected alarm/access control system must have the capability to: provide viewing of live status of system and zones, control the security system using a mobile application (app) or computer, and access historical and activity information for security and temperature alarms. This capability, either from a computer app or cellular device, will allow the PDC to view the following information:

1. 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.

2. 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, as applicable, the California Highway Patrol.

a. The Contractor must also provide notifications of alarm events to the recipients noted above through text and email alerts to any number of recipients, as directed by the CDE Contract Monitor.

E. Biannual Alarm and Cardkey Access System Inspection

1. The Contractor will conduct a biannual inspection in April and October of each year, of burglary alarm, temperature alarm, and cardkey access control system, which must include the following:

a. Checking all equipment for proper operation including initiating a test alarm and ensuring that all identified alarm contacts receive notification

b. Making minor adjustments to equipment (as necessary)

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

d. Cleaning of equipment (as necessary)

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

CDE Contract Monitor for appropriate corrective action.

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

4. Any emergency repair services completed outside of the regular work hours listed in Article VII. schedule, must be coordinated and approved by the CDE Contract Monitor in advance. Only the CDE Contract Monitor or CDE designee will be allowed to authorize work outside of the regular work hours listed above.

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

F. Repairs (Emergency and Non-emergency)

1. For all repairs:

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

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

c. Services not authorized by the CDE Contract Monitor or CDE designee, will not be paid for.

d. The Contractor shall report findings, estimated costs, and coordinate scheduling of repair with the CDE Contract Monitor.

2. Emergency Repair

a. System or equipment failures that prevent proper functioning shall be repaired and returned to fully operational status within 24 hours of notification, including weekends and holidays. 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.

b. 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.

c. The Contractor shall report findings, estimated costs, and coordinate scheduling of repair with the CDE Contract Monitor or designee.

d. Repairs shall be invoiced separately from other maintenance or inspection charges.

3. Non-emergency Repair

a. Unless approved by the CDE Contract Monitor, non-emergency repair 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.

G. Inspection and Repair Reports

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

a. Identify the service that was performed

b. Equipment worked on

c. Routine maintenance, repair or inspection

d. Technician name

e. Date of service

f. Time of arrival per the PDC vendor sign in log.

g. Time of departure per the PDC vendor sign in log.

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

Service report must be signed by both the CDE Contract Monitor and the Contractor at the end of each visit.

VI. PARTS AND ALLOWANCE

A. Only original manufacturer parts and materials shall be used.

B. Replaced parts shall be left at the location for state inspection.

C. All work shall be guaranteed for a minimum of 90 days and costs for recalls shall be borne by the Contractor.

D. Necessary tools or equipment required to perform contracted services shall not be an added charge.

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

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

a. Mark Up $2,000 x 30% = $600

b. Tax $2,000 x 10.25% = $205

c. Total $2,000 (part) + $600 (mark up) + $205 (tax) = $2,805.00

F. Receipts are required for parts that exceed $300.

G. No mileage, labor, travel time, or fuel charges shall be charged for the purpose of locating or purchasing parts.

H. In addition to the parts mark up, 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.

VII. CDE RESPONSIBILITIES

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

VIII. SCHEDULE

A. Performance of any onsite work shall be done during the regular work hours of the PDC, 6 a.m. to 2 p.m., Monday through Friday, excluding all state holidays, and will be scheduled with the CDE Contract Monitor one business day in advance.

B. For emergency repairs refer to Exhibit A, Article V, F.

IX. COORDINATION

A. All Contractor employees that are working on site are required to sign in and out at the PDC Front Office.

B. Upon completion of services, the Contractor will request a final inspection with the CDE Contract Monitor, or designee.

C. The Contractor must keep all paths of travel clear of debris, equipment, and personnel.

D. Upon approval of the contract, the Contractor will be notified by the CDE, and an approved contract will be forwarded to the Contractor. Upon receipt of this contract and before starting any work, the CDE Contract Monitor shall schedule a "Contract Kickoff Meeting" with the Contractor to familiarize the Contractor with the worksite, including the location of all alarm equipment.

1. A site map will be provided at the Contract Kickoff Meeting which will show the location of all alarm equipment, including temperature and motion sensors, and door access points.

2. The Contract Kickoff Meeting shall be scheduled within fifteen (15) days of receipt of the approved contract.

E. The Contractor is required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, the Contractor is also required to comply with the state agency’s specific health and safety requirements and policies.

F. The Contractor must provide current contact information for both regular business non-emergency services and contact information for needs outside of business hours to the CDE Contract Monitor or CDE designee.

X. SUBCONTRACTING

No subcontracting is allowed for this contract.

XI. INVOICING

A. The Contractor will submit only one invoice per month.

B. If more than one service per month is provided, then the Contractor must submit a consolidated invoice for all services completed within that month. Individual workorders must accompany the consolidated invoice.

C. No advance payments will be made. Payment will be made no more than monthly in arrears.

D. This contract is a Cost Reimbursement agreement, meaning the payment will be based upon the actual reimbursable costs as described in Exhibit B once the service has been fully completed.

E. All payment requests by the Contractor shall be submitted on the Contractor’s preprinted letterhead and must identify the agreement number, invoice number, invoice date, 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 CN260058 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education Pomona Distribution Center Attention: Craig Trisler 2550 Fulton Road Pomona, CA 91767 Email: ctrisler@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.

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

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

EXHIBIT B.1 – CONTRACTOR’S BID FORM

Alarm Monitoring and Maintenance Services – CN260058

Contract Period: July 1, 2026 – June 30, 2027

The undersigned Contractor hereby proposes to furnish all: travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance or any other overhead expenses necessary to perform all the work required for alarm monitoring and maintenance services of the burglary alarm, temperature alarm, and cardkey access control security system at the Pomona Distribution Center (PDC), 24 hours per day, 7 days per week, and 365 days per year, in accordance with the terms and conditions contained herein, at the following rates:

Service Monthly Rate Quantity* Total

1. Standard Monitoring $_____________/month x 12 months = $_________________

2. Cellular Back-up $_____________/month x 12 months = $_________________

Service Flat Rate Quantity Total

3.

Biannual Alarm and Cardkey Access System Inspection

$__________/inspection x 2 per year = $_________________

Service Hourly Rate Quantity* Total

4.

Non-emergency Labor (Repairs)

$_____________/hour x 36 hours = $_________________

5.

Emergency Labor (Repair)

$_____________/hour x 36 hours = $_________________

6. Parts (Repair)* (not to exceed) $6,000.00

Grand Total (add lines 1-6) $_________________

*Amount for quantity and parts are estimations only; the CDE reserves the right to increase/ decrease the amount for the quantity and/or parts as needed.

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: ___________________________________________________________

EXHIBIT B.1

Printed Name/Title: ____________________________________________________

License #:____________________________________________________________

Federal ID #:__________________________________________________________

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

EXHIBIT B.2 – CONTRACTOR’S BID FORM

Alarm Monitoring and Maintenance Services – CN260058

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

The undersigned Contractor hereby proposes to furnish all: travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance or any other overhead expenses necessary to perform all the work required for alarm monitoring and maintenance services of the burglary alarm, temperature alarm, and cardkey access control security system at the Pomona Distribution Center (PDC), 24 hours per day, 7 days per week, and 365 days per year, in accordance with the terms and conditions contained herein, at the following rates:

Service Monthly Rate Quantity* Total

1. Standard Monitoring $_____________/month x 12 months = $_________________

2. Cellular Back-up $_____________/month x 12 months = $_________________

Service Flat Rate Quantity Total

3.

Biannual Alarm and Cardkey Access System Inspection

$__________/inspection x 2 per year = $_________________

Service Hourly Rate Quantity* Total

4.

Non-emergency Labor (Repairs)

$_____________/hour x 36 hours = $_________________

5.

Emergency Labor (Repair)

$_____________/hour x 36 hours = $_________________

6. Parts (Repair)* (not to exceed) $6,000.00

Grand Total (add lines 1-6) $_________________

*Amount for quantity and parts are estimations only; the CDE reserves the right to increase/ decrease the amount for the quantity and/or parts as needed.

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

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip: ________________________________________________________

Email: ______________________________________________________________

EXHIBIT B.2

Printed Name/Title: ____________________________________________________

License #:____________________________________________________________

Federal ID #:__________________________________________________________

EXHIBIT B.3 – CONTRACTOR’S BID FORM

Alarm Monitoring and Maintenance Services – CN260058

Contract Period: July 1, 2028 – June 30, 2029

The undersigned Contractor hereby proposes to furnish all: travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance or any other overhead expenses necessary to perform all the work required for alarm monitoring and maintenance services of the burglary alarm, temperature alarm, and cardkey access control security system at the Pomona Distribution Center (PDC), 24 hours per day, 7 days per week, and 365 days per year, in accordance with the terms and conditions contained herein, at the following rates:

Service Monthly Rate Quantity* Total

1. Standard Monitoring $_____________/month x 12 months = $_________________

2. Cellular Back-up $_____________/month x 12 months = $_________________

Service Flat Rate Quantity Total

3.

Biannual Alarm and Cardkey Access System Inspection

$__________/inspection x 2 per year = $_________________

Service Hourly Rate Quantity* Total

4.

Non-emergency Labor (Repairs)

$_____________/hour x 36 hours = $_________________

5.

Emergency Labor (Repair)

$_____________/h…