CTC_REQUEST_FOR_QUOTE_24STC022.pdf

Commission on Teacher Credentialing 651 Bannon Street, Suite 600 Sacramento, CA 95811 (916) 327-3166 www.ctc.ca.gov Administrative Services Division – Fiscal and Business Services Section

November 1, 2024

To: Interested Vendors

Re: REQUEST FOR QUOTE – 24STC022

CONFIDENTIAL SHREDDING SERVICES

The Commission on Teacher Credentialing (CTC) is soliciting quotes from Certified Small Business Vendors to provide services as specified in the attached Exhibit A, Scope of Work (SOW). The resulting contract agreement will be written for a term of three (3) years and is anticipated to start in November 2024.

By submitting a quote, your company agrees to provide the services requested and to comply with the terms and conditions stated in Exhibit B. Budget Detail and Payment Provisions, Exhibit C.* General Terms and Conditions, Exhibit D. Additional Provisions, and Exhibit E. Insurance Requirements.

A mandatory walk through will be held on Thursday, November 7, 2024, at 2:30 p.m.

Interested vendors will meet at May Lee State Office Complex (MLSOC) located at 651 Bannon Street, Sacramento, CA 95811 in the Southeast Tower lobby. Please email at alice.cho@ctc.ca.gov to confirm your plans to attend this walk-through.

If you are interested in providing this service, please attend the mandatory walk-through and complete the enclosed Attachment 1, Quote Form; and return to my attention via email at alice.cho@ctc.ca.gov. Please follow up if you do not receive an email confirming receipt of your quote by the next business day.

CTC requests that the quotes be submitted no later than 3:00 pm, Thursday, November 14, 2024. Altered, incomplete, or late quotes may not be accepted. CTC reserves the right to reject any and all quotes.

The Contract shall be awarded to the vendor with the lowest responsible quote.

Additional forms for completion will be sent to the winning vendor before the contract agreement execution. Should you have any questions regarding the requirements of this Request for Quote, I can be reached via e-mail at alice.cho@ctc.ca.gov.

Alice Cho Contract Analyst Fiscal and Business Services

*Attached by reference. May be viewed at https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

Attachments mailto:alice.cho@ctc.ca.gov mailto:alice.cho@ctc.ca.gov

Contractor Name Contract Number 24STC022

Exhibit A

(Standard Agreement)

SCOPE OF WORK

1. INTRODUCTION

CONTRACTOR NAME (hereinafter called “Contractor”) agrees to provide the Commission on Teacher Credentialing (hereinafter called “CTC”) the services described herein: furnish all supplies, materials, tools, equipment, labor, personnel, and supervision; pay all taxes, insurance, bonds, license and permit fees, travel and all other direct and indirect costs necessary to provide Onsite Confidential Destruction Services.

A. The Contractor shall perform onsite mobile shredding for the complete destruction of materials that are confidential and/or contain sensitive information typically once a month. However, additional services may be requested within the same month.

B. Services shall be provided approximately every four to six weeks during normal business hours of 8:00 a.m. to 4:00 pm, Monday through Friday, except State holidays. Dates and times mutually agreed upon between the Contractor and CTC.

2. PROJECT REPRESENTATIVES

The Project Representatives during the term of this Agreement will be:

California Commission on Teacher Credentialing (CTC) Contractor TBD Section/Unit: Fiscal and Business Services

CTC Contract Manager*: Diana Flores Project Manager: TBD

Address: 651 Bannon Street, Suite 600 Sacramento, CA 95811 Address: TBD

Business Phone Number: (916) 327-7105 Business Phone Number: TBD

Email: diana.flores@ctc.ca.gov Email: TBD *Any reference to the CTC Contract Manager will also include a designee.

3. SERVICES TO BE PROVIDED

A. Services shall be performed at May Lee State Office Complex (MLSOC) 651

Bannon Street, Sacramento, CA 95811, and shall be provided in such a manner as to not disrupt other state agencies in the immediate vicinity. The Contractor shall park its vehicle in such a manner that it shall not block parked vehicles, emergency vehicles, emergency exits, or shall park as directed by the CTC Contract Manager. The Contractor shall conform to all zoning requirements involving noise. The Contractor shall park under loading dock bay 5 and 6 located on North 6th street.

B. The Contractor shall provide CTC with five (5) 96-gallon four (4) wheeled secure rolling bins, with locking capability, at no cost, to store confidential documents until such time that the bins are emptied, and contents are shredded. The bins shall be delivered and stored in a designated area of CTC as mutually agreed upon by both parties. If a 96-gallon bin is not full, CTC shall have the option of instructing the Contractor not to shred the current contents of the bin. No cost shall occur if the contents of the bin are not emptied and shredded.

C. The Contractor shall provide onsite mobile shredding service for the complete destruction of confidential documents including but not limited to paper, paper clips, sticky notes, glossy paper, NCR paper, fax paper, and hanging file folders.

Services to be provided in accordance with specifications contained herein.

D. Upon arrival the Contractor will need to sign in with the loading dock master readily available during business hours.

E. CTC will provide a staff member (destruction witness) to meet the Contractor at the Southwest tower (SW) loading dock to be escorted to CTC Southeast tower (SE) 5th floor. The Contractor shall be responsible for moving bins from the SE 5th floor CTC mail alcove to the secure Mobile Shredding truck at the SW loading dock for shredding services.

F. The Contractor shall ensure that the content of bins is completely destroyed beyond recognition in pieces small enough and in a manner that makes it impossible to recognize or reconstruct information such as names, addresses, telephone numbers, social security numbers, etc.

G. After bins have been serviced onsite, they must be returned to the SE 5th Floor

CTC mail alcove by the Contractor. Multiple trips between buildings may be required depending on the number of full bins needing to be serviced.

H. The Contractor shall take all shredded materials after the service is completed.

Shredded material shall be recycled by a secure recycling service, at no cost to CTC. There shall be no debris left on the premises.

I. At completion of services, a Contractor provided receipt is required to acknowledge the number of bins serviced. Receipt shall be signed by the Contractor and CTC Contract Manager with copies maintained by both parties.

Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. INVOICING AND PAYMENT

A. For services satisfactorily rendered and upon receipt and approval of the invoices, the State agrees to compensate the Contractor in accordance with the rates specified herein.

B. Invoices shall be submitted on Contractor’s letterhead, signed by an authorized representative, and include the following:

• The Agreement Number 24STC022

• Time period covered/service date(s).

• Detailed statement of services completed.

C. Invoices shall be mailed to:

California Commission on Teacher Credentialing Attn: Accounting Liaison 651 Bannon Street, Suite 600 Sacramento, CA 95811

Or submitted via email to:

Accounting@ctc.ca.gov

2. PROMPT PAYMENT CLAUSE

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

3. BUDGET CONTINGENCY CLAUSE

A. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, CTC shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Agreement and the Contractor shall not be obligated to perform any provisions of this Agreement.

B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an Agreement amendment to the Contractor to reflect the reduced amount.

mailto:Accounting@ctc.ca.gov

Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

4. PAYMENT RATE

The Contractor shall provide Onsite Confidential Destruction Services in accordance with Exhibit A, at the following rate:

$ TO BE DETERMINED, Per Bin Serviced**

*Services typically occur once a month. However, additional services may be requested within the same month.

**The Contractor shall only charge CTC for the number of bins emptied per visit. Cost per bin shall be inclusive of all costs. No additional charges or fees will be allowed.

Exhibit D

ADDITIONAL PROVISIONS

1. AGENCY LIABILITY

The Contractor warrants by execution of this Agreement, that no person or selling agency has been employed or retained to solicit or secure this Agreement upon agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, CTC shall, in addition to other remedies provided by law, have the right to annul this Agreement without liability, paying only for the value of the work actually performed, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.

2. EXPATRIATE CORPORATIONS

California Public Contract Code section 10286.1 a State agency shall not enter into any contract with an expatriate corporation or its subsidiaries.

3. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

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

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

4. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) TECHNOLOGY USE &

REPORTING

During the term of the contract, the Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. The Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology. At the direction of the State, the Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts

Exhibit D functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the contract. The State is entitled to seek any and all relief it may be entitled to as a result of such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

5. PERMITS AND LICENSES

The Contractor shall be an individual or firm licensed to do business in California and shall obtain at Contractor’s expense all license(s) and permit(s) required by law for accomplishing all work required relating to this Agreement.

6. CANCELLATION

A. CTC reserves the right to cancel this Agreement without cause, upon thirty (30) calendar days advance written notice to the Contractor.

B. CTC may, at its option, immediately cancel the Agreement if any emergency arises which causes the closure of the facility.

C. CTC reserves the right to cancel or terminate this Agreement immediately for cause. The term "for cause" shall mean that the Contractor fails to meet the terms, conditions, and/or responsibilities of this Agreement.

D. Agreement cancellation/termination shall be effective as of the date indicated in notification from CTC to the Contractor. The notice shall stipulate any final performance, invoicing, or payment requirements.

E. In the event of early cancellation/termination, the Contractor shall be entitled to compensation for services performed satisfactorily under this Agreement and expenses incurred up to the date of cancellation in support of this Agreement.

Exhibit D

7. TAX

The State of California and the Contractor will each bear their own respective Federal, State and local tax liabilities arising from this Agreement. It is expressly understood that neither the State nor the Contractor will assign, shift, pass on or otherwise assume the tax liabilities of the other party.

8. TAX DELINQUENCIES CONTRACT BAN

The State of California shall not enter into any contract for goods or services with a Contractor whose name appears on either list of the five hundred (500) largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code.

9. BRAND OR TRADE NAMES

Pursuant to California Public Contract Code section 3400, the contract does not require the Contractor to supply specific brand or trade name material, product, or services, except for services by the Contractor or by subcontractors listed pursuant to California Public Contract Code sections 4100 et seq. Whenever an item is specified by brand, trade name, or specific entity, the item shall be deemed to be followed by the term “or equal” unless the specifications provide that use of the item listed is necessary, in the public interest or to match other similar items already used or to be used.

10. SMALL BUSINESS AND DVBE PARTICIPATION – COMMERCIALLY USEFUL

FUNCTIONS

This solicitation and any resulting Agreement shall be subject to all requirements as set forth in the following code: Government Code Sections 14837, 14839, 14842,

14842.5 and MVC Sections 999, 999.6, 999.9

In part, these codes involve requirements for businesses to qualify as a California certified Small Business (SB), Micro-business (MB) and/or DVBE and perform a commercially useful function to be eligible for award and must be “domiciled” in California. The Contractors found to be in violation of certain provisions within these code sections may be subject to loss of certification, penalties and Agreement cancellation.

11. INCONSISTENT TERMS

If the Contractor discovers any inconsistent terms, omissions or errors in the contract documents, has any questions concerning interpretation or clarification of the contract documents, or if it the Contractor believes the performance of the work or any matters

Exhibit D related to the work is not sufficiently detailed or explained in the contract, then, before commencing work, the Contractor shall immediately notify the State in writing and request interpretation, clarification or additional detailed instructions concerning the work.

12. RIGHT TO BAR

CTC reserves the right to bar any Contractor’s employee from the work site.

13. SETTLEMENT OF DISPUTES

In the event of a dispute, the Contractor shall file a “Notice of Dispute” with the CTC’s Director or his/her designee within ten (10) days of discovery of the problem. Within ten (10) days, the Director or his/her designee shall meet with the Contractor and the CTC Contract Manager for the purpose of resolving the dispute.

14. FORCE MAJEURE

Neither party shall be liable to the other for any delay in or failure of performance, nor shall any such delay in or failure of performance constitute default, if such delay or failure is caused by “Force Majeure.” As used in this section, “Force Majeure” is defined as follows: Acts of war and acts of God such as earthquakes, floods, and other natural disasters such that performance is impossible.

15. CONTRACTOR NAME CHANGE

The Contractor shall provide a written notice to the State at least thirty (30) days prior to any changes to the Contractor’s current legal name.

16. STATE HOLIDAYS

CTC offices will be closed on any holiday that falls on or is observed on a weekday, unless otherwise stated. CTC observes the holidays identified on the California Department of Human Resources web-site:

http://www.calhr.ca.gov/employees/Pages/state-holidays.aspx

17. ELECTRONIC SIGNATURES

Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for this Agreement. Documents that are referenced by this Agreement may still require manual signatures.

http://www.calhr.ca.gov/employees/Pages/state-holidays.aspx

Exhibit E

INSURANCE REQUIRMENTS

1. GENERAL PROVISIONS

A. Coverage Term: Coverage must be in force for the complete term of this Agreement. If insurance expires during the term of this Agreement, a new certificate must be received by CTC Contract Manager at least ten (10) days prior to the expiration of the insurance. Any new insurance must continue to comply with the original terms of this Contract.

B. Policy Cancellation or Termination and Notice of Non-Renewal: Contractor shall provide, to CTC Contract Manager within five (5) business days, following receipt by the Contactor, a copy of any cancellation or non-renewal of insurance required by this Agreement. In the event the Contractor fails to keep, in effect at all times, the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event, subject to the provisions of this Contract.

C. Deductible / Self-Insured Retention (SIR): the Contractor is responsible for any deductible or self-insured retention contained within their insurance program. All insurance required by this contract must allow the State to pay and/or act as the contractor’s agent in satisfying any self-insured retention (SIR). The choice to pay and/or act as the contractor’s agent in satisfying any SIR is at the State’s discretion.

D. Primary Clause: Any required insurance contained in this Agreement shall be primary, and not excess or contributory, to any other insurance carried by the State.

E. Insurance Carrier Required Rating: All insurance companies must carry a rating acceptable to the Department of General Services, Office of Risk and Insurance Management (ORIM). If the Contractor is self-insured for a portion or all of its insurance, review of financial information including a letter of credit may be required. Department of General Services, ORIM Website:

https://www.dgs.ca.gov/ORIM.

F. Endorsements: Any required endorsements requested by the State must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

G. Inadequate Insurance: Inadequate or lack of insurance does not negate Contractor's obligations under this Agreement.

https://www.dgs.ca.gov/ORIM

H. The Contractor shall include all its Subcontractors as insureds under Contractor's insurance or supply evidence of insurance to the State equal to the policies, coverages, and limits required of the Contractor.

I. The State will not be responsible for any premiums or assessments on the policy.

2. COVERAGE REQUIREMENTS

A. Commercial General Liability

1) The Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage liability. The policy shall include coverage for liabilities arising out of premises, operations, independent contractors, products, completed operations, personal and advertising injury, and liability assumed under an insured Agreement. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to Contractor's limit of liability. The policy must include:

California Commission on Teacher Credentialing (CTC), State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed for the State of California under this Agreement. The additional insured endorsement must accompany the certificate of insurance.

2) This endorsement must be supplied under form acceptable to the Department of General Services, Office of Risk and Insurance Management.

B. Automobile Liability

The Contractor shall maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles. The same additional insured designation and endorsement required for general liability is to be provided for this coverage.

C. Workers’ Compensation and Employer’s Liability

The Contractor shall maintain statutory workers’ compensation and employer's liability coverage for all its employees who will be engaged in the performance of the Agreement. Employer's liability limits of $1,000,000 are required. When work is performed on State owned or controlled property the workers' compensation policy shall contain a waiver of subrogation in favor of the State. The waiver of subrogation endorsement shall be provided to CTC Contract Manager.

REQUEST FOR QUOTE 24STC022

ATTACHMENT 1

ON-SITE CONFIDENTIAL DESTRUCTION SERVICES

QUOTE FORM

BY COMPLETING AND SUBMITTING THIS QUOTE FORM, THE VENDOR:

Certifies that all conditions and qualifications are met and in effect on the date of the quote.

1. Certifies that he/she is an official authorized to obligate the company or firm.

2. Guarantees that the quoted prices will be valid for 180 days.

3. Certifies their company is a Small Business certified by the California Department of General Services.

Full Legal Name of Company

SB / DVBE Number Federal I.D. Number

Name and Title of Person Submitting Quote Date

Mailing Address Telephone Number

City State Zip Fax Number

Email Address

Is business sole proprietorship? YES NO

If answer is YES, Social Security Number must be provided:

The Contractor shall provide Onsite Confidential Destruction Services in accordance with Exhibit A, at the following rate:

$ ______________, Per Bin Serviced**

*Services typically occur once a month. However, additional services may be requested within the same month.

**The Contractor shall only charge CTC for the number of bins emptied per visit. Cost per bin shall be inclusive of all costs. No additional charges or fees will be allowed.

3 Attachment 1 Quote Form