California Department of Education Invitation for Bid (IFB) Access Control System Service &

Maintenance – DR260068

Analyst: Contract Analyst – Chyra Love 1430 N Street, Suite 2213

Sacramento, CA 95814 Email: clove@cde.ca.gov Phone: (916) 323-5591

Mandatory Site Inspection: April 14, 2026, at 10:00 am PDT Bid Due Date: April 23, 2026, at 2:00 pm PDT

Public Bid Opening: April 30, 2026, at 10:00 am PDT Contract Period: September 1, 2026 (or upon DGS Approval) – August 31, 2027

One-Year Option to Renew: September 1, 2027 – August 31, 2028 One-Year Option to Renew: September 1, 2028 – June 30, 2029

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Access Control System Service & Maintenance – DR260068

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. MANDATORY SITE INSPECTION

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. CONTRACTOR QUALIFICATIONS

IV. CONTRACTOR ACCESS AND RESPONSIBILITIES

V. SERVICE SCHEDULE

VI. VACS FUNCTIONAL TESTING, INSPECTION, MAINTENANCE, AND REPAIR

DOCUMENTATION AND REPORTING

VII. SOFTWARE MAINTENANCE AND SUPPORT

VIII. AS NEEDED MAINTENANCE AND TECHNICAL SERVICES

IX. VACS FUNCTIONAL TESTING

X. CAMPUS WIDE EMERGENCY LOCKDOWN

XI. HARDWARE AND CONDUCTOR REPAIRS (LABOR AND MATERIALS)

XII. PARTS AND LABOR ALLOWANCES

XIII. SOFTWARE SUPPORT

XIV. REGULATORY REQUIREMENTS

XV. 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 (OPTION TO RENEW)

EXHIBIT B.3 – CONTRACTOR’S BID FORM (OPTION TO RENEW)

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. OWNERSHIP OF MATERIALS AND DATA (Rev. 1/20)

V. AMENDMENTS

VI. OPTION TO RENEW

VII. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

VIII. EMPLOYEES

IX. PERMITS, LAWS AND REGULATIONS

X. QUALITY CONTROL

XI. CONTROL OF WORK

XII. GUARANTEE

XIII. PREVAILING WAGE

XIV. MATERIALS AND EQUIPMENT

XV. CLEAN UP

EXHIBIT F – EQUIPMENT INVENTORY AND BUILDING LIST

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 52

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 annual testing, inspection, repair, maintenance, and programming of the Vanderbilt Access Control System (VACS) and related components located at California School for the Deaf, Riverside (CSDR), 3044 Horace Street, Riverside, CA 92506, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on September 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 April 3, 2026

Mandatory Site Inspection April 14, 2026 at 10:00 am PDT

Bids Due April 23, 2026 at 2:00 pm PDT

Public Bid Opening April 30, 2026 at 10:00 am PDT

Contract Start Date September 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.

The three percent (3%) DVBE participation percentage must be based on the total contract dollar value. A proposal will be disqualified if DVBE requirements are not met.

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, to be used in fulfillment of this contract, must possess a valid and current C- 7 Low Voltage Systems or C-10 Electrical Contractor’s License issued by the Department of Consumer Affairs (DCA), Contractors State License Board.

The bidder must certify that three (3) key employees to be used in fulfillment of this contract have completed the Vanderbilt Hardware and Software training. The bidder wil provide a letter issued by Vanderbilt industries to confirm their current status and the three (3) key employees that have completed the training.

The bidder must be an established VACS Contractor that has, and currently mainintains, a locally run and operated business for at least five (5) years.

The bidder must certify that they have worked on a minimum of five (5) projects representing relevant customers with similar scopes of work, which must include school districts and other public entities.

Bidders must be located within 50 miles of the CSDR campus.

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 Chyra Love, clove@cde.ca.gov, (916) 323-5591. 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 Chyra Love, by phone at (916) 323-5591 or by e-mail at clove@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 Tuesday, April 14, 2026 at 10:00 am PDT at the California School for the Deaf, Riverside, 3044 Horace Street, Riverside, CA 92506.

Attendees must arrive on time and be present at the Mandatory Site Inspection until it has been concluded by CDE staff. Attendees more than 10 minutes late to the Mandatory Site Inspection will not be allowed to participate. Attendees must report to the Front 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 mailto:clove@cde.ca.gov mailto:clove@cde.ca.gov

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 – ACCESS CONTROL SYSTEM SERVICE & MAINTENANCE – 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: Chyra Love – DR260068 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – ACCESS CONTROL SYSTEM SERVICE & MAINTENANCE – DO NOT

OPEN

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

The deadline for submission of sealed bids is Thursday, April 23, 2026 2:00 pm PDT.

The bids will be publicly opened and read on Thursday, April 30, 2026 at 10:00 am PDT at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB.

Bids not received at the location by the date and time specified will not be accepted.

Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

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

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

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

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

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

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

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

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – Chyra Love – DR260068, 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

The bidder, and all employees, to be used in fulfillment of this contract must possess a valid C7 – Low Voltage Systems License, OR a C10 – Electrical Contractor’s License issued by the Department of Consumer Affairs, California State License Board. A photocopy of the bidder’s current and valid license must be included in the bidder’s bid package.

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 and Article III. Workers’ Compensation:

1. Commercial General Liability, AND

2. Automobile Liability, AND

3. Workers’ Compensation

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

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

E. Contractor Certification Clauses (CCC 04/2017)

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

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 and responsible bidder submitting the lowest average Grand Total for annual testing, inspection, maintenance, and programming of the VACS and related components as 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, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, 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.

XV. OPTION TO RENEW

The contract awarded through this IFB would expire on August 31, 2027; however, the CDE may exercise the options to renew for two additional years.

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

Costs for the second one-year option to renew (September 1, 2028 – June 30, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period September 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 March 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 testing, inspection, repair, maintenance, and programming of the Vanderbilt Access Control System (VACS) and related components, for the California School for the Deaf, Riverside (CSDR), located at 3044 Horace Street, Riverside, CA 92506, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Jose Contreras, (951) 248- 7700, jcontreras@csdr-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. CONTRACTOR QUALIFICATIONS

A. The Contractor must ensure that a minimum of three (3) key employees, to be used in fulfillment of this contract, have completed the Vanderbilt Hardware and software training. The Contractor will provide a letter issued by Vanderbilt industries to confirm their current status and the three (3) key employees that have completed the training.

B. The Contractor must have a valid and current C-7 Low Voltage Systems or a C-10 Electrical Contractor’s License issued by the Department of Consumer Affairs (DCA), Contractors State License Board (CSLB).

C. The Contractor will provide the CDE Contract Monitor with copies of documentation, which confirms service personnel comply with the required qualifications as specified herein. The Contractor must confirm the status of personnel before they can perform any service on the items of equipment listed in Exhibit F, Equipment Inventory and Building List. The CDE Contract Monitor may request a copy of these documents at any time during the duration of this contract.

D. The Contractor must ensure they have worked on a minimum of five (5) projects representing relevant customers with similar scopes of work, which must include school districts and other public entities. The Contractor must certify and include the following information:

1. Project Name and Organization

2. Contact Name and Title

3. Address

4. Telephone Number mailto:jcontreras@csdr-cde.ca.gov

E. The Contractor must be an established VACSs Contractor that has, and currently maintains, a locally run and operated business for at least five (5) years.

F. The Contractor must be located within fifty (50) miles of the CSDR campus.

1. The Contractor must respond to the CSDR within one (1) hour of being contacted by the CDE Contract Monitor and shall dispatch a technician to the school site within two (2) hours of initial contact.

IV. CONTRACTOR ACCESS AND RESPONSIBILITIES

A. The Contractor must maintain a fully equipped service organization capable of furnishing adequate inspection, service and maintenance of the VACS. The Contractor must maintain a twenty-four (24) hour service response program and have been regularly engaged in the business providing services required by this contract. They must be fully prepared with necessary capital, machinery and materials as required or specified in this contract.

B. The Contractor must maintain engineering and service departments capable of rendering advice regarding installation, adjustments, and programming of the VACS.

C. The Contractor will provide phone access Monday through Friday, from 7:00 a.m. to

3:30 p.m. An answering service or automated device will not be acceptable unless the Contractor can guarantee a response to calls within one (1) hour of the message being left.

D. In accordance with California Education Code (CEC) Sections 33192, 33195.3, and

45125.1, the CSDR requires background checks and Department of Justice (DOJ) clearance for any individual installing or servicing on school property. The Contractor must adhere to this requirement and provide DOJ clearance information for all employees assigned to the project, upon the contract start.

V. SERVICE SCHEDULE

A. Services will be conducted during the normal business hours of 7:00 a.m. to 3:30 p.m., Monday through Friday excluding state holidays, unless otherwise indicated.

B. If disruptive maintenance and/or repairs to the VACS are required to be done at times outside the scheduled testing, (such as placing a ladder in a classroom to access a control box or if work requires setting off lock down functions in buildings) the Contractor must make disruptive repairs during the hours of 7:00 a.m. to 8:00 a.m., Monday through Friday, excluding state holidays.

C. The Contractor will conduct all tests requiring the audible and/or visual notification equipment (horns, bells, chimes, Visual Public Address (VPA) equipment etc.) of the VACS during periods that the CSDR is not in session, Saturday, Sunday, and State holidays, on a date pre-approved by the CDE Contract Monitor.

1. The test date will be scheduled at least seventy-two (72) hours in advance of such tests.

2. VPA equipment consists of:

a. LCD Displays

b. Electronic Message Boards

c. Flashing Lights

d. Monitors

VI. VACS FUNCTIONAL TESTING, INSPECTION, MAINTENANCE, AND REPAIR

DOCUMENTATION AND REPORTING

A. Testing, inspections, maintenance and repair of all VACS components and circuitry will be documented for proper system management. Within five (5) working days of the completion of each functional test, inspection, maintenance activity or repair, the Contractor will provide the CDE Contract Monitor with a written report that delineates and certifies the specific work that was completed while on site at CSDR.

1. The written report will identify the VACS items that passed the test, items that failed the test, and the required repairs necessary to be made.

2. The report will delineate inspections, maintenance, and repairs accomplished while on site, and any deficiencies found that require additional services.

B. The report will, at a minimum, include the following:

1. Technician’s name and date

2. Time of arrival and departure

3. List of VACS items tested, inspected, serviced and/or repair services performed

4. Test results for any VACS functional tests performed

5. List of VACS items that failed functional tests and cost to repair and/or replace

6. Any other potential hazards to the VACS noted by the Contractor

7. Detailed report of future work needed, if applicable, with cost estimates and timeline

C. Upon completion, the Contractor will provide all required information from the report in both hard copy, and via email, to the CDE Contract Monitor.

1. The Contractor will provide a complete list of deficiencies identified during the testing, with recommendations for the required repairs, that includes a detailed itemized cost estimate that may be charged to the allowance, if approved by the CDE Contract Monitor.

2. The Contractor will not be guaranteed repair work. Such work, if authorized by the CDE Contract Monitor, will be in addition to the regular testing/maintenance charges.

3. The CDE maintains the right to obtain additional outside bids for the specified repair work.

D. In addition to the reports required above; prior to signing out and leaving the site after completing a scheduled test, maintenance activity, and/or repair, the Contractor will give the CDE Contract Monitor a written notice of any VACS item(s) found not to be properly functioning, that presents an imminent safety or security hazard.

E. The Contractor will provide a placard on every control panel displaying certification documentation, including the date and time of the test, the inspector’s signature, and owner information.

VII. SOFTWARE MAINTENANCE AND SUPPORT

A. The Contractor will provide annual software maintenance and support as specified in Exhibit A, Article Xlll, Software Support, below.

B. The software maintenance and support will include:

1. All software upgrades published during the year (v5.36 and above)

2. Annual system health check

3. All published firmware upgrades for the VACS equipment

VIII. AS NEEDED MAINTENANCE AND TECHNICAL SERVICES

A. The Contractor will provide a fixed hourly rate, for the as-needed services, including technical services outside of the scheduled testing, inspection, and maintenance or software support agreement.

B. The Contractor will provide professional recommendations in regard to emergency functions and procedures, via hard copy or email, to the CDE Contract Monitor.

C. The Contractor will provide a written proposal for required hours needed to develop recommendations to the requested emergency functions and procedures.

1. If approved by the CDE Contract Monitor, the cost shall be charged against the labor allowance, in accordance with Exhibit B, at the emergency rate.

IX. VACS FUNCTIONAL TESTING

A. The Contractor will provide testing, inspection, and maintenance of the VACS equipment, system components, and circuitry, as listed in Exhibit F, Equipment Inventory and Building List, along with all related software and wiring.

B. The Contractor will provide a fixed hourly rate, in accordance with Exhibit B, for the as-needed services, including technical services outside of the scheduled testing, inspection, and maintenance of software support agreement.

C. Every VACS device and control function associated with the system will be tested at least once annually, to assure proper operation and functionality as designed. The testing procedures for the equipment will comply with the manufacturer’s suggested methods and will be documented as requested in Exhibit A, Article VI.

1. All VACS devices will be tested, including but not limited to, the control panels, batteries, power supply, conductors, annunciators, interface equipment, readers, door controllers, electric panic bars, latches, strikes, electronic locks, electronic panic hardware, peripheral devices, and initiating devices, fuses, lamps, and notification appliances.

2. Testing of the VACS devices includes inspection, functional testing, cleaning, and sensitivity testing, utilizing only manufacturer’s approved testing equipment and performed in accordance with the manufacturer’s instructions, and requirements specified herein to verify operation, electrical contact condition, reporting function, and ensuring proper mounting.

D. The VACS Functional Testing will include the following items and procedures during the testing.

1. At each trimester functional testing, the Contractor will perform real time verification of all control panel functions, including controlled, monitored, or reporting to the control panel.

a. The testing procedures for the control panel will include, but is not limited to, all responses and indications for each device that is tested without exception. Complete testing will be performed and verified for each device prior to beginning testing of any subsequent VACS device.

b. A quarter of the school’s VACS control panels, and their related devices, will be tested during each quarter period.

2. The Control panel and door lock power supply testing will include all input and output voltages, in addition to battery voltages. The Control Panel and lock power supply will be tested for compliance with the manufacturer's specifications and documented accordingly, as requested in Exhibit A, Article

VI.

a. Control panels will be tested for correct standby power conditions.

b. Control panels will also be tested for all required reporting activities for each device connected to the system, and for their specific functionality.

c. Power supplies will be tested for compliance with the manufacturer’s recommended charging voltage, and for correct output voltage.

3. The Contractor will confirm all VACS devices function as designed, and are installed to ensure the school’s security, access, and controls are in good working order.

4. The Contractor will confirm the system programming and network connectivity is functioning as designed and installed to ensure the remote monitoring and control of all aspects of the system are operational through the CSDR local area network.

E. VACS testing and inspection will be in accordance with the following schedule and frequency:

1. The Contractor will perform one (1) functional test per year, per VACS device.

2. The test will include, but is not limited to, all applicable input and output voltage readings, proper grounding, lamp test, and all control, notification, and alarm circuits.

3. The initial test will be accomplished within one (1) month of the contract start date.

4. The Contractor will test approximately a quarter of the VACS devices, each quarter, until all VACS devices have been tested, within one (1) year of the start date.

5. The testing and inspection schedule will include testing and inspection of all

VACS devices within a building to prevent partial testing of any building during a quarterly tests/inspection.

a. The initial test will include testing of a quarter of the VACS devices.

b. Three (3) months from the initial test, the Contractor will test an additional quarter of the VACS devices.

c. Six (6) months from the initial test, the Contractor will test an additional quarter of the VACS devices.

d. One (1) month prior to the end of the contract period, the Contractor will accomplish testing of the final quarter of the VACS devices.

F. Any VACS device or programming found to not be working, or reporting as designed and installed, will be reported to the CDE Contract Monitor in the specified report, as outlined in Exhibit A, Article VI.

G. All work will be performed during periods when the CSDR is not in session, Saturday, Sunday, and state holidays, to prevent disruption to school personnel or activities on a date pre-approved by the CDE Contract Monitor.

H. VACS batteries will be tested during the initial testing, within one (1) month of the contract start date, and again six (6) months from the initial test, in accordance with the manufacturer’s recommendations.

1. The Contractor must ensure batteries are clean, in good condition, and properly charged before and after every test.

2. Prior testing, the Contractor will ensure VACS equipment software is protected from loss, in case it is affected by testing.

3. The Contractor will log recharging voltage on the report, as requested in

Exhibit A, Article VI.

4. Upon completion of each test, the Contractor will provide a report as requested in Exhibit A, Article VI, to the CDE Contract Monitor that delineates any batteries that failed.

I. The Contractor will inspect, test, and maintain the VACS to ensure that it is functioning correctly, with the automatic door opening systems, and that the VACS is properly coordinated with the automatic door equipment, to ensure systems operate as intended.

J. Any problems noted with the door closers, and positive latching associated with system testing, will be reported as requested in Exhibit A, Article VI, to the CDE Contract Monitor.

K. At the initial or subsequent quarterly tests/inspections, if any individual component cannot be properly repaired, due to obsolescence, lack of commercial availability of standard parts, and/or excessive wear or deterioration, the Contractor will notify the CDE Contract Monitor of such condition for required action to be taken, through the report as requested in Exhibit A, Article VI.

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

X. CAMPUS WIDE EMERGENCY LOCKDOWN

The Contractor will provide a one-time software programming for campus wide lockdown function for the buildings and fencing system at the CSDR. The software programming will include the following:

A. Within the first quarter of the approved contract, the Contractor will provide programming to four (4) CSDR installed VACS Readers, operated in four (4) separate buildings, to be designated by the CDE Contract Monitor.

1. Each of the four (4) buildings will include a dedicated reader to activate and deactivate two (2) different campus wide lockdowns.

2. One (1) lockdown will be for the access-controlled doors on the campus buildings, and the other lockdown will be for the campus VACS Access Controlled perimeter fence gates.

B. The readers are to be connected to the VACS, to provide campus wide lockdown from any one (1) of the four (4) locations as delineated above, based on the programmed credentials provided by Contractor.

1. CSDR will provide the Contractor with the appropriate cardkeys or fobs to be programmed, to activate and deactivate campus wide lockdowns.

2. The Contractor will pick up the cardkeys or fobs, upon contract start date, at the

CSDR.

C. Wiring will be concealed where possible. Wiring will be in metal wire mold if exposed indoors and in electric metallic tubing (EMT) exposed outdoors.

D. Upon the contract start date, the Contractor will provide all system and credential programming of the VACS system to activate and deactivate campus wide lockdowns for buildings and perimeter fence gates.

E. The sequence of operations for the lockdown will include:

1. Activate door lockdown with appropriate credential.

a. All VACS Access Controlled doors will go into locked mode.

b. While in locked mode, doors will be free to exit while being locked to entry traffic, without specially coded cardkey or fob.

c. Specially coded card or fob can be used to activate (unlock) lock downed doors.

d. When the system is in locked mode, an LED light on, or adjacent to, readers will be illuminated.

2. Once emergency is over, a separate programmed credential will be required and provided to deactivate lockdown.

a. All locked doors will be returned to their pre-emergency programming.

b. The LED light, on or adjacent to, readers will turn off.

3. Activate gate lockdown with appropriate credential.

a. All VACS Access Controlled gates will close and go into locked mode.

b. Blue strobe lights along fence will illuminate.

c. Card readers and keypads will be deactivated from allowing entry into the campus.

d. Card readers and keypads allowing exiting from the site will be restricted to specially programmed cards, fobs, and codes.

e. Existing request to exit sensors that automatically open gates for traffic exiting the site will be deactivated.

f. Vehicles requesting to exit during a lockdown will be required to have school security locally activate the gate.

g. When gates are in a locked mode…