DF260004_Copy_Machine_Maintenance_IFB.pdf

California Department of Education Invitation for Bid (IFB) Copy Machine Maintenance and

Repair Services – DF260004

California School for the Deaf, Fremont Analyst: Contract Analyst – Alexis Boyd

1430 N Street, Suite 2213 Sacramento, CA 95814

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

Bid Due Date: January 20, 2026, at 2:00 pm PST

Public Bid Opening: January 22, 2026, at 9:00 am PST Contract Period: July 1, 2026 (or upon DGS Approval) – June 30, 2027

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

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Copy Machine Maintenance and Repair Services – DF260004

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. BID SUBMISSION

XII. BID SUBMISSION REQUIREMENTS

XIII. BASIS OF AWARD

XIV. OPTION TO RENEW

XV. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. EQUIPMENT LIST

IV. CONTRACTOR QUALIFICATIONS

V. DESCRIPTION OF SERVICES

VI. SCHEDULE

VII. PARTS

VIII. 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

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 37

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide copy machine maintenance and repair services for the California School for the Deaf, Fremont (CSDF), located at 39350 Gallaudet Drive, Fremont, CA 94538, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on July 1, 2026. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

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

II. IFB SCHEDULE

Activity Action Date Invitation for Bid Advertisement January 6, 2026 Bids Due January 20, 2026 at 2:00 pm PST Public Bid Opening January 22, 2026 at 9:00 am PST

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

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

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

IV. 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).

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.

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

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 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.

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

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, and each technician to be used in fulfillment of this contract, must possess a valid and current Sharp Certification. The bidder must provide a photocopy of the required Sharp certification for the bidder and each technician to be used in fulfillment of this contract in their bid submission.

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 Alexis Boyd, 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 916-319-0252, 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.

XI. BID SUBMISSION

Each bidder shall submit to the CDE two sealed copies of their bid meeting the specifications described in this IFB.

1. One (1) original set of bid documents which must bear the original signature of the individual authorized to do so, and

2. One (1) copy of the bid documents with a photocopy of the original signature.

All bid package documents must bear the original signature of the individual authorized to sign the contract. No electronic signatures will be accepted as original. Original signature shall mean a manual handwritten signature or mark in wet ink.

The bid shall be returned in a sealed envelope marked “SEALED BID – COPY MACHINE MAINTENANCE AND REPAIR SERVICES – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: Alexis Boyd – DF260004 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – COPY MACHINE MAINTENANCE AND REPAIR SERVICES – DO NOT

OPEN

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

The deadline for submission of sealed bids is Tuesday, January 20, 2026 at 2:00 pm PST.

The bids will be publicly opened and read on Thursday, January 22, 2026 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 – DF260004, 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

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

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

XII. BID SUBMISSION REQUIREMENTS

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

Bid Submission.

A. Attachment 1 – Required Attachment Checklist

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

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

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

C. Certification

The bidder, and each technician to be used in fulfillment of this contract, must possess a valid and current Sharp Certification. The bidder must provide a photocopy of the required Sharp certification for the bidder and each technician to be used in fulfillment of this contract in their bid submission.

D. Insurance Certificate

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

1. Commercial General Liability, AND

2. Workers’ Compensation

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

E. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at:

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

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

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

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

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

G. Attachment 2 – Certification of Workers’ Compensation Insurance

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

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

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

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

I. Attachment 4 – California Civil Rights Certification

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

J. Conditional Attachments

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

XIII. BASIS OF AWARD

Following the public bid opening, the CDE Contracts Office will review the low bid for compliance with the bid requirements, specified herein, and to determine if the low bidder is responsible and responsive to this IFB.

The contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total for copy machine maintenance 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: labor, travel, transportation, fuel, parking, equipment, equipment rental, taxes, certifications, insurance and/or any other overhead expenses must be included as part of the bidder’s rates.

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

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

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container.

The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

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

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

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

XIV. OPTION TO RENEW

The contract awarded through this IFB would expire on June 30, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (July 1, 2027 – June 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period July 1, 2027 – June 30, 2028. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2027.

Costs for the second one-year option to renew (July 1, 2028 – June 30, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period July 1, 2028 – June 30, 2029. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2028.

XV. CONTRACT AWARD PROTEST PROCEDURES

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

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

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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor will provide copy machine maintenance and repair services for the Sharp copiers at the California School for the Deaf, Fremont (CSDF), located at 39350 Gallaudet Drive, Fremont, CA 94538, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Daniel Har, dhar@csdf-cde.ca.gov,

(510) 946-2477, 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 LIST

CSDF reserves the right to add, remove, or replace copiers from the following equipment list, as needed. The copy machines' location will be given to the Contractor upon the start of the contract, by the CDE Contract Monitor.

Model # Serial # CSDF Tag # Black/White and/or Color

Maintenance Agreement (HI/LO)

1. MX-4071 15055297 DF-008097 Blk/white and Color HI

2. MX-4071 15057967 DF-008108 Blk/white and Color LO

3. MX-4071 15057547 DF-008095 Blk/white and Color HI

4. MX-4071 15056157 DF-008093 Blk/white and Color HI

5. MX-4071 15057927 DF-008106 Blk/white and Color HI

6. MX-4071 15056947 DF-008105 Blk/white and Color HI

7. MX-4071 15058147 DF-008103 Blk/white and Color LO

8. MX-4071 15058007 DF-008104 Blk/white and Color LO

9. MX-4071 15057917 DF-008107 Blk/white and Color LO

10. MX-4071 15058157 DF-008099 Blk/white and Color LO

11. MX-4071 15057757 DF-008094 Blk/white and Color HI

12. MX-4071 15057877 DF-008091 Blk/white and Color HI

13. MX-4071 15057897 DF-008092 Blk/white and Color HI

14. MX-4071 15058097 DF-008089 Blk/white and Color HI mailto:dhar@csdf-cde.ca.gov

15. MX-4071 15057887 DF-008100 Blk/white and Color HI

16. MX-4071 15057907 DF-008102 Blk/white and Color LO

17. MX-4071 15058087 DF-008090 Blk/white and Color HI

18. MX-4071 15058127 DF-008101 Blk/white and Color LO

19. MX-4071 15055827 DF-008098 Blk/white and Color LO

20. MX-4071 15054807 DF-008096 Blk/white and Color LO

IV. CONTRACTOR QUALIFICATIONS

A. The Contractor, and all technicians to be used in fulfillment of this contract, must possess a valid and current Sharp Certification issued by Sharp. The Contractor must provide a photocopy of the required certification for the Contractor and all technicians who will be performing services outlined in Exhibit A, Scope of Work, to the CDE Contract Monitor, upon request.

B. The Contractor must ensure that only Sharp Certified Technicians will be used in performance of this contract.

V. DESCRIPTION OF SERVICES

A. Preventative Maintenance:

Preventative Maintenance will include, but is not limited to, cleaning, lubricating, adjusting, and replacing parts and drums, as needed, to keep machines in good operating condition.

The CDE Contract Monitor will schedule the preventative maintenance with the Contractor when each individual machine alerts that maintenance is due.

1. Parts to be included in the preventative maintenance cost includes, but is not limited to: drums, toner, transfer cleaner unit, secondary transfer kit, fuser roller, primary transfer kit, web cleaning roller, black developer, color developer, feed roller kit paper tray, doc feeder, (ADF) maintenance kit, fuse cleaning web maintenance kit, maintenance kit 200k, fuser heat roller kit, and black developer unit.

2. Upon completion of the scheduled preventative maintenance, the Contractor, or Contractor’s technician, must provide a written service report to the CDE Contract Monitor that includes the following:

a. Contract Number

b. Date and time of preventative maintenance

c. Name of technician performing preventative maintenance

d. Serial number and model of equipment serviced

e. Detailed description of preventative maintenance performed

f. Itemized list of parts, including the cost of each part

3. The Contractor will initial the maintenance log kept by the CDE Contract Monitor upon each preventative maintenance service visit. The CDE Contract Monitor will include a monthly meter reading, for the number of copies made, on the maintenance log at the time of service.

B. Repair Services:

Repair service will consist of any services not covered by preventative maintenance, required to keep the machines in good operating condition. The Contractor will provide an unlimited number of repair service calls, as needed, as determined by the CDE Contract Monitor. Repair service calls may apply to one or more copy machines.

1. The Contractor must respond within a maximum of two (2) business days from the initial CDE Contract Monitor call for repair services, and will be at the CSDF campus the following business day to begin the repair services.

2. Upon arrival, the Contractor will complete a full examination of the copier(s) to diagnose the problem.

3. Upon completion of examination, the Contractor will provide the CDE Contract Monitor with a written estimate for the cost of the repair(s). The estimate will be broken down by separate lines for each item to be repaired. Each line item will include the required materials, cost for materials, cost of labor to complete the work, and cost of full replacement if necessary.

4. If the cost of the repair(s) exceeds $300.00 dollars, the Contractor must obtain written approval from the CDE Contract Monitor before beginning work.

5. Upon authorization from the CDE Contract Monitor, the Contractor will replace, or repair parts, as needed, to resume normal operation of the copy machine(s).

6. Upon completion of repair service, the Contractor must provide a report to the CDE

Contract Monitor that includes the following:

a. Contract Number

b. Date and time of repair service

c. Name of technician performing repair service

d. Serial number and model of equipment repaired

e. Detailed description of repair(s) made

f. Itemized list of parts, including the cost of each part

7. Upon completion of the repair service, the CDE Contract Monitor will verify all work completed by the Contractor, and review and sign the written service report.

VI. SCHEDULE

All services must be rendered between the hours of 8:00 am and 11:30 am, or 1:00 pm and 3:30 pm, Monday through Friday, excluding State holidays. All work must be completed by 3:30 pm.

VII. PARTS

A. Costs of parts for routine preventative maintenance, outlined in Article V. Description of Services, A.1. must be included in the monthly preventative maintenance cost as stated in Exhibit B.

B. Additional parts beyond routine preventative maintenance service as outlined in Article V.

Description of Services, A.1, must have prior written authorization of the CDE Contract Monitor before any work is done, and/or parts are purchased and installed.

C. Original manufacturer parts and materials must be used. If original manufacturer parts are not available, the CDE Contract Monitor will decide an appropriate resolution.

Replaced parts shall be left at CSDF for State inspection. All work will be guaranteed for a period of 90 calendar days, and costs for recalls shall be borne by the Contractor. A receipt is required for parts that exceed $100.00.

D. The charges for parts and materials will not exceed the Contractor’s wholesale costs, excluding tax, plus 30%, i.e. $100.00 parts cost + 30% + 10.75% sales tax = $143.98.

E. No mileage, travel time, or fuel charges will 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 the contracted services, costs for additional tools or equipment will not be charged to the State.

VIII. COORDINATION:

A. The Contractor, and its employees, working on the CSDF campus, are required to sign in daily at the front office. The Contractor’s employees will be required to present a valid state issued driver’s license or a valid state issued identification card. If valid identification cannot be provided, access to CSDF will not be granted.

B. The Contractor, and its employees, will be issued a visitor’s badge, which must be worn at all times while on campus.

C. The Contractor, and its employees, will be escorted by a CSDF staff member at all times while on the CSDF campus.

D. The Contractor will be aware work under this contract may take place while CSDF is in session. During the school year students, staff, and families will occupy most buildings.

The Contractor must keep all paths of travel clear of debris, equipment, and personnel when students, faculty, and/or staff are in the area.

E. The Contractor will be aware of, and follow all health and safety laws and policies set forth by the federal, state, and local governments, as well as policies prescribed by the CSDF.

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 DF260004 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education California School for the Deaf, Fremont 39350 Gaulladet Drive Fremont, CA 94538 Attention: Daniel Har Email: dhar@csdf-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:dhar@csdf-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

EXHIBIT B.1 – CONTRACTOR’S BID FORM

IFB DF260004 – Copy Machine Maintenance and Repair Services

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

The undersigned Contractor hereby proposes to furnish all labor, tools, materials, parts for preventative maintenance, equipment, transportation, fuel, parking, insurance and/or any other overhead expenses necessary to perform all the work required for copy machine maintenance and repair services in accordance with the terms and conditions contained herein:

Model # Serial #

Maintenance Agreement

(HI/LO)

Black/White and/or Color

Minimum Copy Allowance Per Machine

Preventative Maintenance Rate

1. MX-4071 15055297 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

2. MX-4071 15057967 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

3. MX-4071 15057547 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

4. MX-4071 15056157 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

5. MX-4071 15057927 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

6. MX-4071 15056947 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

7. MX-4071 15058147 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

8. MX-4071 15058007 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

9. MX-4071 15057917 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

10. MX-4071 15058157 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

11. MX-4071 15057757 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

12. MX-4071 15057877 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

13. MX-4071 15057897 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

14. MX-4071 15058097 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

15. MX-4071 15057887 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

16. MX-4071 15057907 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

17. MX-4071 15058087 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

18. MX-4071 15058127 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

19. MX-4071 15055827 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

20. MX-4071 15054807 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

21. Monthly Overage Cost per B/W Copy $ /copy X 5,000 copies = $ /month

22. Monthly Overage Cost per Color Copy $ /copy X 5,000 copies = $ /month

Exhibit B.1

23. Total Monthly Cost (Add lines 1-22) =

24. Total Yearly Cost (Line 23 x 12 Months) =

25. Parts and Tax Allowance (Repair Services) = $15,000.00 GRAND TOTAL (Add lines 24 & 25) =

This bid form must be completed in its entirety.

An unsigned bid form may result in disqualification.

Bidder Name: ________________________________________________________________

Address: ____________________________________________________________________

City/State/Zip:________________________________________________________________

Phone: _____________________________________________________________________

Email: ______________________________________________________________________

Printed Name/Title:____________________________________________________________

Signature:__________________________________ Date: ____________________________

Federal ID #:_________________________________________________________________

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

Alexis Boyd, by email at aboyd@cde.ca.gov or by phone at (916) 319-0525

Exhibit B.2

EXHIBIT B.2 – CONTRACTOR’S BID FORM

IFB DF260004 – Copy Machine Maintenance and Repair Services

Contract Period: July 1, 2027 – June 30, 2028

The undersigned Contractor hereby proposes to furnish all labor, tools, materials, parts for preventative maintenance, equipment, transportation, fuel, parking, insurance and/or any other

Agreement

(HI/LO)

Black/White and/or Color

Minimum Copy Allowance Per Machine

Preventative Maintenance Rate

1. MX-4071 15055297 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

2. MX-4071 15057967 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

3. MX-4071 15057547 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

4. MX-4071 15056157 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

5. MX-4071 15057927 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

6. MX-4071 15056947 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

7. MX-4071 15058147 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

8. MX-4071 15058007 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

9. MX-4071 15057917 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

10. MX-4071 15058157 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

11. MX-4071 15057757 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

12. MX-4071 15057877 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

13. MX-4071 15057897 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

14. MX-4071 15058097 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

15. MX-4071 15057887 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

16. MX-4071 15057907 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

17. MX-4071 15058087 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

18. MX-4071 15058127 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

19. MX-4071 15055827 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

20. MX-4071 15054807 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

21. Monthly Overage Cost per B/W Copy $ /copy X 5,000 copies = $ /month

22. Monthly Overage Cost per Color Copy $ /copy X 5,000 copies = $ /month

Exhibit B.2

23. Total Monthly Cost (Add lines 1-22) =

24. Total Yearly Cost (Line 23 x 12 Months) =

City/State/Zip:________________________________________________________________

Phone: _____________________________________________________________________

Email: ______________________________________________________________________

Printed Name/Title:____________________________________________________________

Signature:__________________________________ Date: ____________________________

Federal ID #:_________________________________________________________________

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

Exhibit B.3

EXHIBIT B.3 – CONTRACTOR’S BID FORM

IFB DF260004 – Copy Machine Maintenance and Repair Services

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

The undersigned Contractor hereby proposes to furnish all labor, tools, materials, parts for preventative maintenance, equipment, transportation, fuel, parking, insurance and/or any other

Agreement

(HI/LO)

Black/White and/or Color

Minimum Copy Allowance Per Machine

Preventative Maintenance Rate

1. MX-4071 15055297 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

2. MX-4071 15057967 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

3. MX-4071 15057547 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

4. MX-4071 15056157 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

5. MX-4071 15057927 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

6. MX-4071 15056947 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

7. MX-4071 15058147 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

8. MX-4071 15058007 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

9. MX-4071 15057917 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

10. MX-4071 15058157 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

11. MX-4071 15057757 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

12. MX-4071 15057877 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

13. MX-4071 15057897 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

14. MX-4071 15058097 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

15. MX-4071 15057887 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

16. MX-4071 15057907 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

17. MX-4071 15058087 HI B/W & Color 10,000 B/W & 10,000 Color $ /month

18. MX-4071 15058127 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

19. MX-4071 15055827 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

20. MX-4071 15054807 LO B/W & Color 2,500 B/W & 2,500 Color $ /month

21. Monthly Overage Cost per B/W Copy $ /copy X 5,000 copies = $ /month

22. Monthly Overage Cost per Color Copy $ /copy X 5,000 copies = $ /month

Exhibit B.3

23. Total Monthly Cost (Add lines 1-22) =

24. Total Yearly Cost (Line 23 x 12 Months) =

City/State/Zip:________________________________________________________________

Phone: _____________________________________________________________________

Email: ______________________________________________________________________

Printed Name/Title:____________________________________________________________

Signature:__________________________________ Date: ____________________________

Federal ID #:_________________________________________________________________

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

EXHIBIT C – GENERAL TERMS AND CONDITIONS

GTC 02/2025 will be incorporated by reference and made part of this Agreement. The GTC 02/2025 document can be viewed at https://www.dgs.ca.gov/OLS/Resources/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

The State reserves the right to terminate this agreement subject to 30 days written notice to the Contractor. Contractor may submit a written request to terminate this agreement only if the State should substantially fail to perform its responsibilities as provided herein.

However, the agreement can be immediately terminated for cause.