DC250029_Fire_Alarm_Testing,_Monitoring,_and_Repair_Services.pdf

California Department of Education Invitation for Bid (IFB) Fire Alarm Testing, Monitoring, and

Repair Services – DC250029

Diagnostic Center Central California Analyst: Contract Analyst – Alexis Boyd

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: aboyd@cde.ca.gov Phone: 916-319-0525

Mandatory Site Inspection: February 4, 2025 at 10:00 am PST Bid Due Date: February 11, 2025, at 2:00 pm PST

Public Bid Opening: February 13, 2025, at 9:00 am PST Contract Period: July 1, 2025 (or upon DGS Approval) – June 30, 2026

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

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Fire Alarm Testing, Monitoring, and Repair Services – DC250029

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. MANDATORY SITE INSPECTION

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. CONTRACTOR’S QUALIFICATIONS:

IV. EQUIPMENT/INVENTORY LIST:

V. DESCRIPTION OF SERVICES:

VI. REPAIRS:

VII. PARTS AND MATERIALS:

VIII. REGULATORY REQUIREMENTS:

IX. SERVICE SCHEDULE:

X. COORDINATION:

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

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

III. PAYMENT

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

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.2 – CONTRACTOR’S BID 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

VIII. GENAI TECHNOLOGY USE & REPORTING

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKER’S COMPENSATION

IV. AMENDMENTS

V. OPTION TO RENEW

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 .. 41

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is solicitating bids to provide programming and monitoring for the Digital Alarm Communicator System (DACT), provide inspection, testing, maintenance, and repair services for the fire alarm system, fire sprinkler system, and fire extinguishers at the California Department of Education’s (CDE) Diagnostic Center Central California (DCCC), located at 1818 W. Ashlan Avenue, Fresno, CA 93705, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on July 1, 2025. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

Award of a contract as a result of this IFB shall be contingent on DGS approval, CDE executive approval, funding and program authorization provided to and by the CDE.

II. IFB SCHEDULE

Activity Action Date Invitation for Bid Advertisement January 28, 2025 Mandatory Site Inspection February 4, 2025, at 10:00 am PST Bids Due February 11, 2025, at 2:00 pm PST Public Bid Opening February 13, 2025, at 9:00 am PST

Contract Start Date July 1, 2025, 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 Program Requirement for information.

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

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

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

IV. SUBCONTRACTING

The bidder responding to this IFB must serve as the Prime Contractor and will be the responsible entity in ensuring that all services and activities are competently and successfully completed. If any portion of the work outlined in Exhibit A, Scope of Work, is to be subcontracted out, or performed by anyone other than the bidder, a Bidder Declaration Form (GSPD-05-105) must be completed and submitted as part of the bid submission. The Bidder Declaration Form must bear the original signature of the person authorized to bind the bidder.

The Bidder Declaration form can be found at:

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

A. Commercially Useful Function

Bids must propose that Prime bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State.

Commercially useful function is defined as: 1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of service and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

A small or microbusiness/DVBE contractor, subcontractor or supplier is not performing a “commercially useful function” if its role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of small business or microbusiness/DVBE participation. (GC § 14837(d)(4);

Tit. 2 CCR § 1896.15.) (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

V. DVBE PROGRAM REQUIREMENT

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

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

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

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

VI. PREFERENCE PROGRAMS

A. Small Business Preference

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

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

B. DVBE Incentive Option

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

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

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

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

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

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

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

Certification can be verified on Cal eProcure at:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

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

Bidder/Offeror/Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI, including GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting & Factsheet (STD 1000) to be completed by the Bidder/Offeror/Contractor.

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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror/Contractor GenAI Reporting & Factsheet (STD 1000), 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.

VIII. BIDDER REQUIREMENTS

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

The Bidder, and its employees to be used in fulfillment of this contract, must possess current and valid C-10 Electrical Contractor AND C-16 Fire Protection Contractor’s Licenses, issued by the Department of Consumer Affairs, Contractor’s State License Board. A valid “A” license issued by the Office of the State Fire Marshal (OSFM) may be substituted for the C-16 license.

A C-10 Contractor not holding a C-16 or valid OSFM “A” license may subcontract with a C-16 Fire Protection Contractor. The bidder must provide a copy of their current and valid C-10 AND C-16 or OSFM “A” Contractor’s Licenses in their submitted bid package.

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Alexis Boyd, at aboyd@cde.ca.gov, 916-319-0525. 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 Alexis Boyd, by phone at 916-319-0525, or by e-mail at aboyd@cde.ca.gov.

X. BID DOCUMENTS AS PUBLIC RECORD

All bids and related documents submitted in response to this IFB become the property of the State of California and are considered public records and are subject to disclosure upon request, pursuant to Government Code Section 6250 et seq. All contracts awarded and all attachments thereto will become public records.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf mailto:aboyd@cde.ca.gov

XI. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Tuesday, February 4, 2025 at 10:00 am PST the Diagnostic Center Central California (DCCC), located at 1818 W. Ashlan Ave., Fresno, CA 93705.

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 Administration Building. 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.

XII. 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 – FIRE ALARM TESTING, MONITORING, 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: Alexis Boyd – DC250029 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – FIRE ALARM TESTING, MONITORING, 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, February 11, 2025 at 2:00 pm PST.

The bids will be publicly opened and read on Thursday, February 13, 2025 at 9:00 am PST, at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB. Bids not received at the location by the date and time specified will not be accepted. Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

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

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

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

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

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

Every component of the bid cost/price/rate is subject to reasonableness of cost justification. If any portion of the cost is rejected by the CDE, then the entire bid may be rejected.

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

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – Alexis Boyd – DC250029, 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.

XIII. 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 XII. 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 the Grand Total.

C. Licenses:

The Bidder, and its employees to be used in fulfillment of this contract, must possess current and valid C-10 Electrical Contractor AND C-16 Fire Protection Contractor’s Licenses, issued by the Department of Consumer Affairs, Contractor’s State License Board. A valid “A” license issued by the Office of the State Fire Marshal (OSFM) may be substituted for the C-16 license. A C-10 Contractor not holding a C-16 or valid OSFM “A” license may subcontract with a C-16 Fire Protection Contractor. The bidder must provide a copy of their current and valid C-10 AND C-16 or OSFM “A” Contractor’s Licenses in their submitted bid package.

D. Insurance Certificates:

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 and Article III.

Workers Compensation:

1. Commercial General Liability, AND

2. Automobile Liability, AND

3. Workers’ Compensation

Proof of coverage and limits for the above required terms are required in the bid submission package. The additional insured language (see Exhibit E, Article II. Certificate of Insurance Requirements) will be required as a condition of contract award.

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.

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

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. Generative Artificial Intelligence (GenAI) Disclosure and Factsheet (STD 1000):

The STD 1000 form must be completed and submitted with an original signature. See General Information, Article VIII. Generative Artificial Intelligence (GenAI) Disclosure Notification for more information. The STD 1000 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

H. 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.

I. 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.

J. Attachment 4 – California Civil Rights Certification:

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

K. Conditional Attachments:

1. Subcontracting

If bidder intends to subcontract any portion of the work outlined in Exhibit A, Scope of Work, the Bidder Declaration (GSPD-05-105) form must be completed and submitted with original signature. The GSPD-05-105 form can be found at:

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

2. 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.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

3. 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

XIV. 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 for fire alarm monitoring, testing, and repair services as stated on the Contractor’s Bid Forms, Exhibits 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, Exhibits B.1, B.2, and B.3, and then dividing the amount by three.

Charges for the bidder’s operating expenses such as: transportation, fuel, parking, permits, certifications, licenses, insurance, labor, materials, equipment, rentals, taxes, and/or any other overhead expenses necessary 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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf 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.

XV. OPTION TO RENEW

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

Costs for the first one-year option to renew (July 1, 2026 – June 30, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period July 1, 2026 – June 30, 2027. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2026.

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

XVI. 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 California Department of Education Office of Legal Services Contracts Office ATTN: Bid Protest Coordinator ATTN: Contract Manager 707 3rd Street, 7th Floor, Suite 7-330 1430 N Street, Suite 2213 West Sacramento, CA 95605 Sacramento, CA 95814 EMAIL: OLSProtests@dgs.ca.gov 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 provide programming and monitoring for the Digital Alarm Communicator System (DACT), provide inspection, testing, maintenance, and repair services for the fire alarm system, fire sprinkler system, and fire extinguishers at the California Department of Education’s (CDE) Diagnostic Center Central California (DCCC), located at 1818 W. Ashlan Avenue, Fresno, CA 93705, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Shanon McClain, smcclain@dcc-cde.ca.gov, (559) 228-2233, as the CDE Contract Monitor to oversee this project. Said Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms, or conditions of this agreement without a formal contract amendment.

The Contractor must assign a Contractor Contract Monitor to oversee this project. Said Contractor Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms, or conditions of this agreement without a formal contract amendment.

III. CONTRACTOR’S QUALIFICATIONS:

A. The Contractor, and its employees to be used in fulfillment of this contract, must possess current and valid C-10 Electrical Contractor AND C-16 Fire Protection Contractor’s Licenses, issued by the Department of Consumer Affairs, Contractor’s State License Board. A valid “A” license issued by the Office of the State Fire Marshal (OSFM) may be substituted for the C-16 license. A C-10 Contractor not holding a C-16 or valid OSFM “A” license may subcontract with a C-16 Fire Protection Contractor. The Contractor must provide a photocopy of the required licenses, at the request of the CDE Contract Monitor, for any and all employees to be used in fulfillment of this contract.

B. The Contractor will provide the CDE Contract Monitor with documentation which confirms service personnel comply with one or more of the required qualifications specified in

10.5.1.3 of the National Fire Protection Association (NFPA) 72/2019. Documentation must be provided to the CDE Contract Monitor before service personnel perform any service or maintenance on any of the equipment listed in Article IV. Equipment/Inventory List.

IV. EQUIPMENT/INVENTORY LIST:

DESCRIPTION PART # QTY

1. EST Fire Alarm Panel iO500GD 1

2. Dual Line DACT SA-DACT 1

3. Batteries 12V17A 18AH 2

4. LCD Remote Annunciators RLCD-CR 2

5. 10 Amp Booster Power Supply BPS10A 1

6. Single output module w/ synch SIGA-CC1S 1

7. Addressable Single Monitor Module SIGA-CT1 1

8. Addressable Dual Monitor Module SIGA-CT2 1 mailto:smcclain@dcc-cde.ca.gov

9. Addressable Photoelectric Smoke Detector SIGA-PS 233

10. Addressable 135°F Heat Detector SIGA-HFS 7

11. Addressable Photoelectric Smoke Detector (Duct Detector) SIGA-PS 9

12. Addressable Single Monitor Module SIGA-CT1 9

13. Manual Pull Station SIGA-278 17

14. Addressable Control Relay Module SIGA-CR 2

15. Multi-Candela Horn Strobe (Wall) G1RT-HDVM 18

16. Multi-Candela Strobe (Wall) G1RF-VM 85

17. Multi-Candela Horn Strobe (Wall) 757-7A-T 3

18. Waterproof Horn 757-1A-T 9

19. Bell 10” 24VDC 439D-10AW-R 1

20. Door Holder 1508-AQN5 14

21. Fire Sprinkler Flow Switch TBD 1

22. FS OS&Y Tamper Switch TBD 1

23. Fire Sprinkler Heads Various 416

24. Fire Sprinkler Riser N/A 1

25. Pressure Gauge TBD 1

26. Control Valve TBD 1

27. Main Drain Valve TBD 1

28. Spare Sprinkler Heads and Storage Rasco, Reliable, Tasco & Globe 1 set

29. Piping N/A

30. 10-lb Dry Chemical Portable Fire Extinguisher Multiple 3

31. 5-lb Dry Chemical Portable Fire Extinguisher Multiple 10

Total 853 *CDE reserves the right to replace, add, or remove equipment as needed.

V. DESCRIPTION OF SERVICES:

A. DACT Dialer Purchase, Install, and Programming:

Should the Contractor determine that a new Digital Alarm Communicator System (DACT) dialer is required to function with the monitoring services system, the Contractor shall be responsible for purchasing and installing a new DACT dialer at DCCC within seven (7) days of the contract start date, in an area designated by the CDE Contract Monitor. The CDE Contract Monitor will coordinate a date and time for the installation with the Contractor.

1. The Contractor will provide any required programming of the existing, or new, DACT dialer within seven (7) days of the contract start date.

2. Should a new dialer be needed, the existing system shall remain in operational condition until the new equipment is in place and in service.

B. Fire Alarm Monitoring:

The Contractor will provide central station service fire alarm monitoring, via DACT dialer, for the DCCC 24 hours a day, seven (7) days a week. Fire alarm monitoring will consist of:

1. Monitoring will be performed by a central station service, or by a qualified remote supervising station, that meets all of the criteria in the current NFPA 72, National Fire Alarm and Signaling Code.

2. In the event of an alarm, the Contractor will report the fire alarm/supervisory condition to the following officials by identifying the specific location by name and address:

a. Upon receipt of an Alarm condition:

i. Immediately notify the Fresno Fire Department within 90 seconds.

ii. Notify the CDE Contract Monitor, or CDE designee, within three (3) minutes of receiving the alarm.

b. Upon receipt of a Supervisory condition:

i. Notify the CDE Contract Monitor, or CDE designee, within three (3) minutes of receipt.

ii. The Fresno Fire Department shall not be notified on receipt of a supervisory condition.

3. Emergency contacts for the DCCC, will be given to the Contractor upon the contract start date.

4. The Contractor will provide to the CDE Contract Monitor, via email, a written report within five (5) working days after the end of each month, indicating all activity for that month, including: alarm, supervisory, and communication line trouble conditions received. The report shall identify the date, time, and location of each event, with the actions taken, persons contacted, and when they were contacted.

C. Quarterly Fire Alarm Inspection, Testing, and Maintenance:

1. Fire alarm testing will be completed in accordance with the following schedule and testing frequency outlined in NFPA 72, using the date of execution or renewal as the starting date for determining when each test must be conducted. If a conflict exists between required NFPA frequency and the specified schedule, the most stringent shall apply.

a. The initial test must be completed within one (1) month of the contract start date.

The Contractor will test ¼ of the fire alarm devices every three (3) months, which will include devices from each fire alarm initiating circuit, until all devices have been tested within one (1) year of the contract start date.

i. Every three months, a different ¼ of the fire alarm devices are to be tested. One month prior to the end of the contract period, the Contractor shall accomplish testing of the final ¼ of the fire alarm devices.

b. Device batteries will be tested during the initial test, and again six (6) months from the initial test.

2. All fire alarm components and circuitry must be tested and documented for proper functioning as required by the NFPA 72. Within five (5) working days of the completion of each functional test, the Contractor will provide the CDE Contract Monitor a written report certifying that such test has been completed. The written report shall identify devices that passed the test, items that failed the test, and required repairs to be made.

3. The Contractor shall perform one (1) functional test per year, on each fire alarm device.

Each quarter, ¼ of the devices will be tested, once per year. As specified in NFPA 72, all fire alarm devices shall include, but are not limited to, the fire alarm control panel (FACP), batteries, power supply, conductors, annunciators, interface equipment, initiating devices, notification appliances, and DACT dialer.

a. Each test shall include, but is not limited to, all applicable input and output voltage readings, proper grounding, lamp test, and all alarm circuits.

b. As required by NFPA 72, the Contractor will provide annual testing and maintenance of the heat detectors, heat shall not be used on non-restorable units. Functionality will be tested mechanically and electrically.

c. For non-restorable spot-type heat detectors, after the first 15 years and at five (5) year intervals thereafter, at least two (2) detectors out of every 100, or a fraction thereof, shall be removed and tested by an approved agency. The detectors that have been removed will be replaced with new detectors. If a failure occurs on any of the detectors removed, additional detectors will be removed and tested as a further check on the installation until there is proven to exist either a general problem involving faulty detectors, or a localized problem involving individual defective detectors.

i. Testing of the fire alarm devices includes inspection, functional testing, cleaning, sensitivity testing, fire alarm control panel functional tests, and testing peripheral devices utilizing only UL approved testing equipment and performed in accordance with NFPA 72, manufacturer’s instructions, and requirements of the Authority Having Jurisdiction (AHJ).

ii. Testing of the manual pull stations includes activating pull stations to verify operation, inspecting electrical contacts, and ensuring proper mounting.

4. The Contractor will test all lead acid batteries in the fire alarm system twice per year, in accordance with the requirements of NFPA 72 and manufacturer’s recommendations.

a. Prior to testing, the Contractor must ensure that any fire alarm equipment software which may be affected by the test is protected from any loss.

b. The Contractor is to ensure batteries are clean, in good condition, and properly charged before and after every test.

c. The Contractor will log the recharging voltage on the written report specified in

Exhibit A, Article V. Description of Services, Item C.2.

5. As required by NFPA 72, the Contractor will test and document all auxiliary functions such as interfaces for automatic smoke dampers and magnetic door holders once per year.

6. The Contractor will test the fire alarm control panel (FACP) during the initial test. The testing will include, but not be limited to, functional operations, fuses, interfaced equipment, lamps/LEDs, primary power supply (input and output voltages, proper grounding, and transponders) as specified in NFPA 72.

a. The Contractor will test and document results of the fire alarm notification appliances at least once per year per the contract schedule and testing frequency outlined in NFPA 72. Notification appliances include, but are not limited to, audible, visual devices and audible textual notification appliances.

b. Any problems noted with door closers and positive latching associated with magnetic door holder activation must be reported to the CDE Contract Monitor.

7. At the initial or subsequent tests/inspections, if any individual component cannot be properly repaired, due to obsolescence, lack of commercial availability of standard parts, and/or excessive wear or deterioration, the Contractor will notify the CDE Contract Monitor of such condition for required action to be taken.

8. The Contractor will clean, recalibrate, and retest any device that fails prior to making a determination that device needs to be replaced.

9. Prior and subsequent to testing or shutting down of the fire alarm system, the Contractor shall provide notifications as required in 14.2.4 of NFPA 72/2019.

10. Software Support:

a. The Contractor will maintain any newly installed software within the functional limitations of the installed hardware and/or software that may be required for the new DACT dialer. This may include providing software patches, revisions, and/or bug fixes to standard software that may be periodically created by the DACT dialer manufacturer to maintain system operations.

b. Third-party applications and/or software including, but not limited to, operating system(s), web browsers, local area network (LAN) and computerized maintenance management systems, and any labor to implement functional enhancements not required to keep system functional and code compliant, will be the sole responsibility of the DCCC.

c. The DCCC is solely responsible for, and agrees to purchase, any and all hardware, firmware, and/or software that may hereafter be required to improve performance of the software installed on DCCC’s system, only if the DCCC desires the improved performance. The Contractor is not responsible for providing any improvements that are not required to keep the system functional and code compliant. Third party software that is not required to keep system functional and code compliant which adds, enhances, or improves functional performance of DCCC’s system are excluded under this Agreement, and will be provided at DCCC’s request when and if available, and at DCCC’s expense.

d. Upon request, the Contractor will provide documentation, including passwords for programming, to operate all supplied license software. Upon termination of this Agreement, all documentation, including software and passwords for programming, will become operational property and responsibility of the DCCC, provided the DCCC abides by the terms of the License Agreement for Software Products.

D. Quarterly Fire Sprinkler Inspection, Testing, and Maintenance:

1. Fire sprinkler inspection, testing, and maintenance will be completed in accordance with the following schedule and testing frequency outlined in NFPA 25, using the date of execution or renewal as the starting date for determining when each test must be conducted. If a conflict exists between required NFPA frequency and the specified schedule, the most stringent shall apply.

a. The Contractor will provide four (4) quarterly tests and one (1) annual test on the fire sprinkler system, with the initial quarterly test being completed within one (1) month of the contract start date.

i. The remaining three (3) tests will be completed concurrently with the fire alarm functional testing.

ii. The annual test of the fire sprinkler system will be completed concurrently with the fourth quarterly fire alarm functional testing.

b. Fire sprinkler devices include, but are not limited to, gauges, control valves, alarm devices, hydraulic nameplate, piping and fittings, sprinklers, fire department connections, alarm valves, backflow preventers, hangers, seismic braces, main drain, supervisory, precaution valve, spare sprinklers, and information signage. (The fire sprinkler heads were replaced in June of 2018).

c. Prior and subsequent to testing or shutting down the fire sprinkler system, the Contractor must provide notifications as required in 4.1.4 of NFPA 25/2020.

d. Within five (5) working days of the completion of each fire sprinkler system inspection and functional test, the Contractor will provide the CDE Contract Monitor a written report certifying that such services have been completed. The written report shall identify devices that passed the inspections and tests, items that failed the inspections and tests, and the required repairs to be made.

i. Additionally, the report will include a narrative delineating any minimum clearance deficiencies observed as defined in 5.2.1.2 of NFPA 25/2020.

E. Annual Fire Extinguisher Maintenance:

1. Maintenance on ten (10) 5-lb and three (3) 10-lb dry chemical portable fire extinguishers, as listed in Exhibit A, Article IV. Equipment/Inventory List, will be provided in accordance with Section 575 of the Fire Extinguisher Law & Regulations published by the OSFM.

2. Upon completion of the maintenance procedures prescribed by Section 575 of the OSFM Fire Extinguisher Law & Regulations, each portable fire extinguisher will be fitted with an Annual Maintenance Tag in accordance with the OSFM Fire Extinguisher Law & Regulations.

F. Reprogramming of Device Points:

1. Within thirty (30) days from commencement of the Agreement, the Contractor will reprogram test device points that are being read incorrectly at the fire alarm panel. Four

(4) heat detectors and 45 smoke detectors are to be reprogrammed to correctly read their proper and actual location.

2. The Contractor will thoroughly test all device points after completing the reprogramming to ensure their locations are correct.

3. The cost of labor to reprogram the test device points shall be charged against “Device

Point Reprogramming”, according to Exhibt B. No costs for mileage, travel time, or fuel will be charged for the purpose of completing the reprogramming of devices.

VI. REPAIRS:

A. Repairs to fire alarm and fire sprinkler system components listed in Exhibit A, Article IV.

Equipment/Inventory List, and associated conductors found to be faulty or damaged, outside of regularly scheduled testing, inspection, and maintenance, shall be separate from the costs of the DACT dialer installation, monitoring, and inspection/testing costs. Such repairs shall be charged according to the hourly repair rates in accordance with Exhibit B.

If approved by the CDE Contract Monitor, marginally functioning components may also be repaired or replaced by the Contractor. The CDE maintains the right to competitively bid any parts and labor repairs, which affects the parts and labor allowances.

B. All written requests for repair services, outside of the regularly scheduled inspection, testing, and maintenance, will be billed at the hourly repair rate, plus the cost of parts and sales tax, in accordance with Exhibit B, provided such requests are not the result of prior incomplete or inadequately performed repairs. No overtime-hourly rates will be accrued or paid.

C. In the event that repairs are necessary, prior written approval/authorization is required from the CDE Contract Monitor, or CDE designee, for repairs outside of the regularly scheduled inspection, testing, and maintenance. Should repairs be necessary because regular maintenance cannot keep the equipment in satisfactory operating condition, the Contractor will notify the CDE Contract Monitor, or CDE designee. The Contractor must verify if the equipment and/or parts are under warranty, if they are not, the Contractor will 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. The Contractor will not be guaranteed repair work. Such work, if authorized, will be in addition to the regularly scheduled inspection and maintenance charges.

D. No mileage, travel time, or fuel charges shall be charged for the purpose of traveling from port to port. Hourly charges will begin at arrival time, to be verified at the DCCC by the CDE Contract Monitor, or CDE designee.

E. Non-emergency repairs, which prevent the system from functioning properly, shall be completed within 48 hours of the CDE Contract Monitor’s initial request,…