DC260113_HVAC_Prev_Maint_Repair_Services_IFB.pdf

California Department of Education Invitation for Bid (IFB) HVAC Preventative Maintenance and Repair Services – DC260113

Diagnostic Center Central California Analyst: Contract Analyst – Kourtney Twist

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: ktwist@cde.ca.gov Phone: (916) 322-2482

Bid Due Date: August 31, 2026, at 2:00 pm PDT

Public Bid Opening: September 3, 2026, at 10:00 am PDT Contract Period: January 1, 2027 (or upon DGS Approval) – December 31, 2027

One-Year Option to Renew: January 1, 2028 – December 31, 2028 One-Year Option to Renew: January 1, 2029 – December 31, 2029 mailto:ktwist@cde.ca.gov

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) HVAC Preventative Maintenance and Repair Services – DC260113

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. EQUIPMENT INVENTORY LIST

IV. PREVENTATIVE MAINTENANCE

V. REPAIR SERVICES

VI. EMERGENCY REPAIRS

VII. PARTS

VIII. SERVICE REPORT

IX. CONTRACTOR’S REQUIREMENTS

X. WASTE

XI. SERVICE SCHEDULE

XII. COORDINATION

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. 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 40

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 - BIDDER CERTIFICATION

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide preventative maintenance and repair services for the heating, ventilation, and air conditioning (HVAC) system at the California Department of Education (CDE), Diagnostic Center Central California (DCCC), located at 1818 W. Ashlan Ave., 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 January 1, 2027.

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 August 12, 2026

Mandatory Site Inspection August 19, 2026 at 10:00 am PDT

Bids Due August 31, 2026 at 2:00 pm PDT

Public Bid Opening September 3, 2026 at 10:00 am PDT

Contract Start Date January 1, 2027, or upon contract/DGS approval, whichever is later

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

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

IV. 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).)

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

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).

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 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://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 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.

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 must possess a current and valid C-20 – Warm-Air Heating, Ventilating and Air-Conditioning Contractor License as issued by the California Department of Consumer Affairs, Contractor’s State License Board to bid on these services. The bidder must submit a photocopy of the bidder’s current and valid Contractor’s C-20 license.

The bidder must ensure that all technicians to perform work on this contract possess a current and valid Environmental Protection Agency (EPA) 608 Technician Certified (Universal) certification issued by an EPA certified program. The bidder must provide a list of any and all technicians to be used in the fulfillment of this contract.

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 Contract Analyst Kourtney Twist, ktwist@cde.ca.gov, (916) 322-2482. 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 Kourtney Twist, Contract Analyst by phone at (916) 322-2482 or by e-mail at ktwist@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.

XI. MANDATORY SITE INSPECTION

A Mandatory Site Inspection is scheduled for Wednesday, August 19, 2026 at 10:00 am PDT at the Diagnostic Center Central California, 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 – HVAC PREVENTATIVE MAINTENANCE AND REPAIR SERVICES IFB – 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: Kourtney Twist – DC260113 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – HVAC PREVENTATIVE MAINTENANCE AND REPAIR SERVICES IFB

– 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 Monday, August 31, 2026 at 2:00 pm PDT.

The bids will be publicly opened and read on Thursday, September 3, 2026 at 10:00 am PDT at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2315, 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 – Kourtney Twist

– DC260113, 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 Grand Total.

C. Licenses/Certification

Bidder must possess a current and valid C20 – Warm-Air Heating, Ventilating and Air- Conditioning License, issued by the California Department of Consumer Affairs, Contractor’s State License Board, to bid on these services. The bidder must submit a photocopy of the bidder’s current and valid Contractor’s C-20 license.

The bidder must certify that all technicians to be used in the fulfillment of this contract possess an Environmental Protection Agency (EPA) Section 608 Technician Certification (Universal) issued by an EPA certified program. The bidder must provide a completed Attachment 6 - Bidder Certification listing any and all technicians to be used in the fulfillment of this contract.

D. Insurance Certificate

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

1. Commercial General Liability, AND

2. Workers’ Compensation

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

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

E. Contractor Certification Clauses (CCC 04/2017)

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

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

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

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

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

G. Attachment 2 – Certification of Workers’ Compensation Insurance

The Certification of Workers’ Compensation Insurance form must be fully completed, signed and dated with an original signature.

H. Attachment 3 – Darfur Contracting Act Certification, or Attachment 3a – Darfur Contracting Act Certification Supplemental

The Darfur Contracting Act Certification or the Darfur Contracting Act Certification Supplemental must be fully completed, signed and dated with an original signature.

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

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 6 – Bidder Certification

The Bidder Certification must be fully completed and dated with an original signature.

Bidders must demonstrate responsibility and the capability to professionally carry out the terms of this contract through the bidder certification.

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

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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx 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/responsible bidder submitting the lowest average Grand Total for HVAC Preventative Maintenance and Repair 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: labor, material, equipment, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, certifications, insurance 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 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 December 31, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (January 1, 2028 – December 31, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period January 1, 2028 – December 31, 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 June 2027.

Costs for the second one-year option to renew (January 1, 2029 – December 31, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period January 1, 2029 – December 31, 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 June 2028.

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

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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall provide preventative maintenance and repair services for the heating, ventilation, and air conditioning (HVAC) system at the California Department of Education (CDE), Diagnostic Center Central California (DCCC), located at 1818 W.

Ashlan Ave., Fresno, CA 93705, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Jared Toste, (559) 978-3133, jtoste@dcc-cde.ca.gov, 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. EQUIPMENT INVENTORY LIST

Manufacturer Model Number Serial Number 1 Thermal Zone

(Ground Unit) MS418HP13240CA (Outdoor) MS418HP13240EA (Indoor)

6322302106 (Outdoor) (240-1373-C) 6322202303 (Indoor) (240-1373-E)

2 YORK (Roof) D1NH036N05606C (S)NON4276323 3 YORK (Roof) D1NH036N05606C (S)NON4276318 4 YORK (Roof) ZH090N10N4AAA5A N1A3443908 5 YORK (Roof) DF090N10N4AAA3 N0A5410188 6 CARRIER(Roof) 48NLX036-301BE 4293G00289

7 MITSUBISHI

(Ground Unit) PUH-18G6-US (Outdoor) PKH-18AG-US (Indoor)

77500490C (Outdoor) 81000619C (Indoor)

8 MITSUBISHI

(Ground Unit)

PUZ-A18NHA4 (Outdoor) PKA-A18HA4 (Indoor)

2YU00215A (Outdoor) 2XA06703A (Indoor)

9 MITSUBISHI

(Ground Unit)

PUZ-A18NHA4 (Outdoor) PKA-A18HA4 (Indoor)

2YU00214A (Outdoor) 2XA06681A (Indoor)

10 MITSUBISHI

(Ground Unit)

PUZ-A18NHA4 (Outdoor) PKA-A18HA4 (Indoor)

11U03117B (Outdoor) 2ZA07298A (Indoor)

11 MITSUBISHI

(Ground Unit)

MUHM-18CN-U1 (Outdoor) MSHM-09CN-U1 (Indoor) MSHM-09CN-U1 (Indoor)

93500446B (Outdoor) 93000603B (Indoor) 93000596B (Indoor)

12 YORK (Roof) DJ150N15N4AAA4 N0A5387028 13 Carrier (Roof) 48TCDD14A2A6A0A0G0 4120P38738 14 Carrier (Roof) 48TCDD14A2A6A0A0G0 4820P41279 15 YORK (Roof) D3NZ036N05606NXC W1B3483670 mailto:jtoste@dcc-cde.ca.gov

16 YORK (Roof) D5NZ060N06546NXA W1D3656495 17 YORK (Roof) D3NZ036N05606NXC W1B3483698 18 YORK (Roof) D3NZ036N05606NXC W1B3483661 19 YORK (Roof) DF090N10N4AAA3 N0N4359905 20 YORK(Ground) D1NP030N05606A S N0H6822136

21 ARES ECU

(Roof)

SE-1EI0E A6118

22 YORK (Roof) ZH150N15N4AAA5A N1N2344889 23 YORK (Roof) DF090N10N4AAA3 N0N4359907

IV. PREVENTATIVE MAINTENANCE

Preventative maintenance services shall be provided on a quarterly basis, during the months of March, June, September and December or as scheduled by the CDE Contract Monitor. The CDE Contract Monitor will coordinate with the Contractor to determine exact dates of service. Maintenance shall include air-conditioning and heating services as follows:

A. Air Conditioning Services (March & June)

1. Lubricate all bearings as needed

2. Check filters and replace as needed

3. Check refrigerant charge and operating pressures/temperatures

4. Check belts and adjust tension

5. Inspect units for possible refrigerant leaks

6. Check all safety controls

7. Check and tighten all electrical connections

8. Check evaporator coil

9. Check for proper operation of expansion device

10. Clean condensate drain

11. Clean condenser coil of dirt and debris

12. Inspect contactors

13. Inspect wiring for damage

14. Check voltage and amperage to motors and compressor

15. Cycle unit and test for proper operation

B. Heating Services (September & December)

1. Inspect and calibrate thermostat

2. Check filter and replace as required

3. Inspect heat exchanger for cracks

4. Clean burners and pilot

5. Lubricate all bearings as needed

6. Check for gas leaks

7. Inspect belt and adjust tension (belt will be provided, replaced, and installed by the Contractor, as needed)

8. Inspect flue and draft diverter

9. Check and calibrate fan control

10. Check and calibrate gas pressure

11. Inspect wiring for damage

12. Tighten all electrical connections

13. Test all safety controls

14. Check voltage and amperage to motors

C. Heat Pump Maintenance (September & December)

1. Lubricate all bearings as needed

2. Check filters and replace as needed

3. Check refrigerant change and operating pressure temperatures

4. Check belts and adjust tension. Replace and installed by contractor as needed

5. Inspect units for possible refrigerant leaks

6. Check all safety controls

7. Check and tighten all electrical connections

8. Check indoor and outdoor coils

9. Check for proper operation of expansion device

10. Clean and condensate drain

11. Clean outdoor coil of dirt and debris

12. Inspect contactors

13. Inspect wiring for damage

14. Check voltage and amperage to motors and compressor

15. Cycle unit and test proper operation

16. Check capacitor for proper operation and rating

17. Check and calibrate fan control

18. Inspect and calibrate thermostat

19. Check operation of auxiliary heating strips

V. REPAIR SERVICES

A. When a repair of the equipment listed in Article III, is needed and it is not covered under the listed Preventative Maintenance tasks in Article IV, the Contractor will notify the CDE Contract Monitor. The Contractor shall provide the CDE Contract Monitor with an itemized written detailed cost estimate of the required repair that is broken down by separate line items listing the materials, cost of materials, and labor hours/cost for repairs.

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

C. No additional mileage, travel time, or fuel costs shall be charged for traveling between worksites. Hourly charges will begin at the arrival time verified by the CDE Contract Monitor.

D. The charges for approved repair services are not covered under the quarterly preventative maintenance services.

E. No repairs shall be made without prior approval of the cost estimate by the CDE Contract Monitor. Once the repair work has been approved to be accomplished, the

CDE Contract Monitor shall schedule the work with the Contractor. Contractor will not be guaranteed repair work.

F. The Contractor shall guarantee all just services performed for a minimum of ninety

(90) days from the date of the service. If it is determined that failure has occurred due to defective parts or workmanship, the Contractor shall correct the failure at no additional expense to the CDE. Correction shall occur upon request for service by the CDE Contract Monitor.

VI. EMERGENCY REPAIRS

A. The CDE may require the Contractor to provide emergency HVAC repairs outside normal working hours (See Exhibit A, Article XI., Service Schedule). The Contractor must respond to within two (2) hours to initiate onsite service unless a time extension has been approved by the CDE Contract Monitor.

B. Emergency repairs will be billed at the Emergency Repair Rate set forth in Exhibit B, provided such emergency repairs are not the result of prior incomplete or inadequately performed work. No overtime hourly rates will be accrued or paid.

C. No mileage, travel time, or fuel costs shall be charged for traveling between worksites. Hourly charges will begin at the arrival time verified by the CDE Contract Monitor.

VII. PARTS

The charges for parts and materials shall not exceed the Contractor’s wholesale costs, excluding tax, plus thirty percent (30%), i.e.; $100.00 parts cost x thirty percent (30%) x 8.35% (applicable) sales tax = $140.86. Original manufacturer parts and materials are preferred to be used. If original manufacturer parts are unattainable, CDE Contract Monitor, or CDE designee, will decide appropriate resolution. Replaced parts shall be left at the location for State inspection. All work shall be guaranteed for a reasonable period of time and costs for recalls shall be borne by the Contractor. A receipt is required for parts that exceed one-hundred dollars.

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

Additional parts beyond general service must have prior specific authorization of the CDE Contract Monitor, before any work is done and/or parts are purchased and installed.

VIII. SERVICE REPORT

At the end of each service, preventative maintenance or repair, the Contractor shall provide a service report which includes the following, but is not limited to:

1. Identify the equipment serviced or repaired

2. Scheduled preventative maintenance completed, or provide a summary of completed work

3. Time of tech arrival

4. Time of tech departure

5. Detailed report of future work needed, including estimated cost for future repairs

The service report must be signed by both the CDE Contract Monitor and the Contractor at the time of service.

IX. CONTRACTOR’S REQUIREMENTS

A. The Contractor must possess a current and valid C-20 – Warm-Air Heating, Ventilating and Air-Conditioning Contractor License as issued by the California Department of Consumer Affairs, Contractor’s State License Board.

B. The Contractor must possess a current and valid Environmental Protection Agency (EPA) 608 Technician Certified (Universal) certification issued by an EPA certified program, for each technician providing services under this contract.

C. Should a new employee be hired, a copy of their EPA 608 Technician Certified

(Universal) certification must be provided to the CDE Contract Monitor via email before said technician performs any service or maintenance on any equipment listed in Exhibit A, Article III., Equipment Inventory.

X. WASTE

All waste must be disposed of in accordance with all state, federal, and local laws, including, but not limited to, the EPA Standards.

XI. SERVICE SCHEDULE

A. Days of Service: Monday through Friday except school or state holidays, unless otherwise approved by the CDE Contract Monitor. Upon execution of the contract, the CDE will provide the Contractor with a list of State recognized holidays.

B. Hours of Service: 7:00 am – 3:30 pm (all work must be completed by 3:30 pm).

XII. COORDINATION

A. Upon completion of work, the Contractor shall request a final inspection with the CDE Contract Monitor.

B. The Contractor and/or their employees working on-site are required to sign in at the front lobby on a daily basis. The Contractor’s employees will be issued a visitor’s badge which must be worn at all times while on DCCC campus.

C. The Contractor and their employees must be escorted by a DCCC staff member while on campus.

D. Work under this contract may take place during times that students and staff will occupy most of the building. Contractor shall keep all paths of travel clear of debris, equipment and personnel at all times.

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 DC260113 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education Diagnostic Center Central California Attention: Jared Toste 1818 W Ashlan Ave Fresno, CA 93705 Email: jtoste@dcc-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.

mailto:jtoste@dcc-cde.ca.gov

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

HVAC Preventative Maintenance and Repair Services IFB – DC260113 Contract Period: January 1, 2027 through December 31, 2027

The undersigned Contractor hereby proposes to furnish all labor, material, equipment, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, certifications, insurance and/or any other overhead expenses necessary to perform all the work required for preventative maintenance and repair services for the HVAC equipment at the Diagnostic Center Central California (DCCC) in accordance with the Terms and Conditions contained herein:

# DESCRIPTION RATE QUANTITY TOTAL

1 Preventative Maintenance Services $_______/ per quarter x 4 quarters = $__________

2 Repair Services $_________/ per hour x 35 hours* = $__________

3 Emergency Repair Rate $_________/ per hour x 12 hours* = $__________

4 Parts Allowance* = $4,000.00

GRAND TOTAL (add lines 1-4) $__________

*Amount for hours/parts is estimation only; CDE reserves the right to increase/decrease the amount of hours and/or parts

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

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip: ________________________________________________________

Email: ______________________________________________________________

Phone: _____________________________________________________________

Signature: ___________________________________________________________

Printed Name/Title: ____________________________________________________

License #:____________________________________________________________

Federal ID #:__________________________________________________________

Questions regarding completion of this form should be brought to the attention of: Kourtney Twist, by email at ktwist@cde.ca.gov or by phone at (916) 322-2482

EXHIBIT B.2 – CONTRACTOR’S BID FORM

HVAC Preventative Maintenance and Repair Services IFB – DC260113

OPTION TO RENEW: Contract Period: January 1, 2028 through December 31, 2028

The undersigned Contractor hereby proposes to furnish all labor, material, equipment, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, certifications, insurance and/or any other overhead expenses necessary to perform all the work required for preventative maintenance and repair services for the HVAC equipment at the Diagnostic Center Central California (DCCC) in accordance with the Terms and Conditions contained herein:

# DESCRIPTION RATE QUANTITY TOTAL

1 Preventative Maintenance Services $_______/ per quarter x 4 quarters = $__________

2 Repair Services $_________/ per hour x 35 hours* = $__________

3 Emergency Repair Rate $_________/ per hour x 12 hours* = $__________

4 Parts Allowance* = $4,000.00

GRAND TOTAL (add lines 1-4) $__________

*Amount for hours/parts is estimation only; CDE reserves the right to increase/decrease the amount of hours and/or parts

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

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip: ________________________________________________________

Email: ______________________________________________________________

Phone: _____________________________________________________________

Signature: ___________________________________________________________

Printed Name/Title: ____________________________________________________

License #:____________________________________________________________

Federal ID #:__________________________________________________________

Questions regarding completion of this form should be brought to the attention of: Kourtney

EXHIBIT B.3 – CONTRACTOR’S BID FORM

HVAC Preventative Maintenance and Repair Services IFB – DC260113

OPTION TO RENEW: Contract Period: January 1, 2029 through December 31, 2029

The undersigned Contractor hereby proposes to furnish all labor, material, equipment, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, certifications, insurance and/or any other overhead expenses necessary to perform all the work required for preventative maintenance and repair services for the HVAC equipment at the Diagnostic Center Central California (DCCC) in accordance with the Terms and Conditions contained herein:

# DESCRIPTION RATE QUANTITY TOTAL

1 Preventative Maintenance Services $_______/ per quarter x 4 quarters = $__________

2 Repair Services $_________/ per hour x 35 hours* = $__________

3 Emergency Repair Rate $_________/ per hour x 12…