California Department of Education Invitation for Bid (IFB) Large Equipment Preventative

Maintenance and Repair Services – DR260090

California School for the Deaf, Riverside Analyst: Contract Analyst – McKinley Carlisle

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: mcarlisle@cde.ca.gov Phone: (916) 445-6826

Mandatory Site Inspection: June 9, 2026 at 10:00 am PDT Bid Due Date: June 16, 2026 at 2:00 pm PDT

Public Bid Opening: June 18, 2026 at 10:00 am PDT Contract Period: September 23, 2026 – September 22, 2027

One-Year Option to Renew: September 23, 2027 – September 22, 2028 One-Year Option to Renew: September 23, 2028 – September 22, 2029

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Large Equipment Preventative Maintenance and Repair Services – DR260090

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. MANDATORY SITE INSPECTION

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. EQUIPMENT INVENTORY

IV. SERVICE SCHEDULE

V. CONTRACTOR REQUIREMENTS

VI. PREVENTATIVE MAINTENANCE

VII. REPAIRS

VIII. MAINTENANCE REPORT

IX. PARTS AND TRANSPORTATION ALLOWANCE

X. 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 (Page 1 of 2)

EXHIBIT B.2 – CONTRACTOR’S BID FORM (Page 1 of 2)

EXHIBIT B.3 – CONTRACTOR’S BID FORM (Page 1 of 2)

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 47

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

ATTACHMENT 8 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide large equipment preventative maintenance and repair services for the California School for the Deaf, Riverside (CSDR), located at 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 23, 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 June 2, 2026

Mandatory Site Inspection June 9, 2026 at 10:00 am PDT

Bids Due June 16, 2026 at 2:00 pm PDT

Public Bid Opening June 18, 2026 at 10:00 am PDT

Contract Start Date September 23, 2026

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; OR requires a minimum three percent (3%) 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.

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.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

VIII. BIDDER REQUIREMENTS

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

The bidder must ensure that the technicians to be used in fulfillment of this contract must possess a minimum of one (1) year of experience maintaining and repairing similar equipment listed in Exhibit A, Article III. Equipment Inventory.

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 McKinley Carlisle, mcarlisle@cde.ca.gov, (916) 445-6826. 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 McKinley Carlisle, mcarlisle@cde.ca.gov, (916) 445-6826.

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, June 9, 2026 at 10:00 am PDT at the California School for the Deaf, Riverside located at 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 Office. Please bring a copy of the IFB with you to the Mandatory Site Inspection.

Note: Bids from Contractors who do not attend, or who are more than 10 minutes late, or who leave the mandatory site inspection early will be rejected and returned unopened.

XII. BID SUBMISSION

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

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

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

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

The bid shall be returned in a sealed envelope marked “SEALED BID – Large Equipment Preventative 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: McKinley Carlisle –DR260090– IFB 1430 N Street, Suite 2213 Sacramento, CA 95814 SEALED BID – Large Equipment Preventative 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, June 16, 2026 at 2:00 pm PDT.

The bids will be publicly opened and read on Thursday, June 18, 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 – McKinley Carlisle – DR260090, 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. 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. Environmental/Pollution Liability, AND

4. 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.

D. 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.

E. 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.

F. 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.

G. 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.

H. Attachment 4 – California Civil Rights Certification

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

I. 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.

J. Attachment 8 – Iran Contracting Act Certification

The Iran Contracting Act Certification form must be fully completed, signed and dated with an original signature.

K. Conditional Attachments

1. Subcontracting

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

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

2. Small Business Preference

If bidder intends to apply for the Small Business Preference the Attachment 5 Small Business Preference Sheet must be completed and submitted with original signature.

The bidder must submit proof of Small Business certification. Failure to submit a copy of your proof of certification for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

3. DVBE Incentive Option

If bidder intends to apply for the DVBE Incentive the following documents are required. Failure to submit any of the documents for this bid will not be cause for bid rejection; however, DVBE incentive will not be considered or granted for your bid.

Bidder Declaration (GSPD-05-105). Bids must include a GSPD-05-105 form completed in accordance with the instructions on the form. The GSPD-05-105 form can be found at:

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

DVBE Certification. Bids must include a copy of the DVBE certification for each DVBE contractor/subcontractor. DVBE certification can be verified and printed from Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

XIV. BASIS OF AWARD

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

The contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total for large equipment preventative maintenance and repair services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Grand Total will be computed by adding the Grand Total from each of the three bid forms, Exhibit B.1, B.2, and B.3, and then dividing the amount by three.

Charges for the bidder’s operating expenses such as: all labor, materials, parking, permits, insurance, equipment rental, and 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 September 22, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (September 23, 2027 – September 22, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period September 23, 2027 – September 22, 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 23, 2028 – September 22, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period September 23, 2028 – September 22, 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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall provide preventative maintenance and as-needed repair services on large equipment located at the California School for the Deaf, Riverside (CSDR), 3044 Horace Street, Riverside, CA 92506, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Ryan Moynihan, rmoynihan@csdr-cde.ca.gov, (951) 248-7700 as the CDE Contract Monitor to oversee this project. Said CDE Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this Agreement without a formal contract amendment.

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

III. EQUIPMENT INVENTORY

Description Model Number Serial Number Qty.

1. Forklift, Diesel, Lift-King LK6M42 LT0603 1

2. Forklift, Electric, Toyota 7FBEU15 19583 1

3. Pallet Jack, Electric, Toyota 7HBW23 7HBW23-34595 1

4. Tractor, Diesel, Ford 445D KD5PW2 A422681 1

5. Tractor, Bobcat 863 514450945 1

6. Forklift, Toyota 8FDU15 30162 1

7. Trencher, Ditch Witch, Walk behind RT12 CMWRT12XPB0001077 1

8. Lift, Scissor, Genie GS- 2669RT GS6916F-9924 1

9. Lift, Scissor, JLG 2630ES 0200194571 1

10. Lift, Single Man, Genie GR-20 GRP-49879 1

11.

Generac Generac Generac Generac

MLTS

MLTS

MLTS

MLTS

3017127085 3017127084 3018495944 3018495945

12.

Rider, Mower, John Deere Rider, Mower, John Deere Rider, Mower, John Deere Rider, Mower, John Deere

TC1445DTCT120930

TC1445D081148

TC1545X030059

2TC0600HICC0150040

Description Model Number Serial Number Qty.

13.

Whisper Watt, Multi-quip Whisper Watt, Multi-quip Whisper Watt, Multi-quip Whisper Watt, Multi-quip Whisper Watt, Multi-quip

5696529 5696535 5696537 5696553 5696555

14. Rider, Mower, John Deere Z920M 1TC920MAJHX051153 1

15. Gator, John Deere

HP815E

HP815E

HPX OPS

1M0815EAJJM010734

1M0815EACJM010735

MOHXOPA019457

The CDE has the right to add new equipment or remove any equipment that has been damaged or replaced, as deemed necessary.

IV. SERVICE SCHEDULE

A. Service hours will begin at 7:00 a.m. and will end no later than 3:30 p.m., Monday through Friday, excluding state holidays.

B. The Contractor will coordinate the date and time of maintenance with the CDE

Contract Monitor or State Designee, via email or phone.

V. CONTRACTOR REQUIREMENTS

The Contractor and all technicians to be used in fulfillment of this contract must possess a minimum of one (1) year of experience maintaining and repairing similar equipment listed in Exhibit A, Article III. Equipment Inventory.

VI. PREVENTATIVE MAINTENANCE

The Contractor will perform maintenance for the equipment listed in Exhibit A, Article Ill, Equipment Inventory, to be completed two (2) times during the term of this contract.

A. Forklift, Diesel, Lift-King Diesel, Model LK6M42:

The Contractor will perform maintenance services to include, but is not limited to:

1. Blow out the radiator core and clean the machine with compressed air.

2. Clean and lubricate the grease fittings.

3. Change the oil and filter element.

4. Check the transmission and differential oil levels, and fill as needed.

5. Clean or replace the air filter, as needed.

6. Inspect the hose connections, and replace as needed.

7. Check the lift operation, grease the chain and rails as needed.

8. Check the battery connections for tightness, corrosion and fluid levels, fill as needed.

9. Check the hydraulic oil level, fill as needed.

10. Check the fuel, oil, and water systems for leaks.

11. Check the radiator for the proper coolant level, fill as needed.

12. Inspect the brake pedal linkage for proper adjustment, adjust as needed.

13. Check the master cylinder fluid level, and fill as needed.

14. Check the parking brake for proper operation.

15. Check all accessory drive belts for proper tension.

16. Complete a safety inspection, to include a visual inspection for loose or missing nuts, bolts, and screws.

17. Check that the alarms, horns, and lights are working.

18. Check all tires for the correct air pressure.

Parts, lubricant, and oil are not to be installed without prior approval of the CDE Contract Monitor.

B. Forklift, Electric, Toyota, Model 7FBEU15:

1. Run self-diagnostics with built-in analyzer capabilities and a programmable maintenance hour meter.

2. Check the full hydrostatic power steering air conditioning (AC) hydraulic motor system for proper operation.

3. Check the battery connections for tightness and corrosion and the fluid levels, add fluids as needed.

C. Pallet Jack, Electric, Toyota, Model 7HBW23:

1. Check the electrical, hydraulic, and mechanical components for proper operation.

2. Check the programmable service indicator, routine maintenance, and service needs through the display for proper operation.

3. Check the self-diagnostics provided through the digital display for proper operation.

4. Check the polyethylene stability wear pads for proper operation.

D. Tractor, Diesel, Ford 445D Model KD5PW2:

1. Change the oil and oil filter, the hydraulic fluid and fluid filter, and check the condition of the inner air filter, and clean out the element.

2. Check the battery connections for tightness and corrosion and the fluid levels, add fluids as needed.

3. Check the engine and hydraulics for leaks.

4. Check the radiator hoses and clamps for tightness and corrosion, replace as needed.

5. Check the hydraulic fluid level, top off as needed.

6. Check the front and rear axle oil level, fill as needed.

7. Check all of the tires for correct air pressure and check wheel lug nuts for proper tension. ·

8. Check all of the belts for proper tension and wear, replace as needed.

9. Lube all grease fittings. For location of fittings see the CDE Contract Monitor.

10. Check the water/sediment separator, drain as needed.

11. Check and clean the hydraulic system breather on loader.

E. Tractor, Bobcat, Model 863:

1. Blow out the radiator core and clean the machine with compressed air.

2. Clean grease fittings and lubricate.

3. Change the engine oil and oil filter.

4. Check the transmission and differential oil level, top off as needed.

5. Clean the air filter, replace as needed.

6. Inspect the hose connections, replace as needed.

7. Check the battery fluids, add as needed.

8. Check the connections making sure they are tight and free of corrosion.

9. Check the hydraulic oil level, add as needed.

10. Check all accessory drive belts for proper tension and excessive wear, replace as needed. This includes:

a. Operational check: requires the Contractor to turn on the machine and check to make sure all controls are operating properly.

b. Safety check: requires the Contractor to visually inspect for loose or missing nuts, bolts, and screws. Check the tires for correct air pressure and check the brakes for proper function.

F. Forklift, Toyota, Model 8FDU15:

1. Check the battery fluid levels and add fluid, as needed.

2. Change the oil, oil filter, and air filter.

3. Check the hydraulic fluid level and top off, as needed.

4. Check all of the hydraulic hoses, pistons for leaks, and worn seals.

5. Check all of the tires for correct air pressure.

6. Check all of the belts for proper tension and excessive wear.

G. Trencher, Ditch Witch, Walk behind, Model RT 12:

1. Check the battery connections making sure they are clean and tight.

2. Check fluid levels and add fluid, if needed.

3. Change the oil and oil filter.

4. Check the air filter and clean or replace, as needed.

5. Check the hydraulic fluid level and top off, as needed.

6. Check all of the hydraulic hoses, pistons for leaks, and worn seals, replace as needed.

7. Check all of the tires for correct air pressure.

Parts, lubricants, and oil are not to be installed without prior approval of the CDE

H. Lift, Scissor, Genie, GS-2669RT:

1. Test the flashing beacons for proper operation and notify the CDE Contract Monitor of any needed repairs. As equipped test the following:

a. Test the drive brakes for proper operation.

b. Test drive the speed-stowed position and raised position.

c. Test the down limit switch for proper operation.

d. Check the level sensor and pothole limit switches for proper operation.

e. Test the platform gate proximity switches and the extension deck limit switch for proper operation.

f. Test the down limit switch descent delay controller, switches, check place cards and decals, control tags, hose and cables, wear pads, handrails, and chains for proper operation.

The Contractor will notify the CDE Contract Monitor of any needed repairs after inspection, as outlined above in items a though f.

2. Drive Chassis:

a. Inspect the electrical contacts for proper operation.

b. Inspect the fuel tank for proper operation.

c. Check the valve venting system for proper operation.

d. Confirm the proper brake configuration.

e. Check the drive hub oil level and fastener torque for proper operation.

f. Check the module tray latch components for proper operation.

g. Visual inspection of the hydraulic oil, and the lift cylinder hydraulic hoses for proper operation.

h. Inspect the hydraulic filters for proper operation.

i. Test the function pump for proper operation.

j. Inspect the battery for proper operation.

k. Inspect the electrical wiring for proper operation.

l. Check the exhaust system for proper operation.

m. Inspect the engine air filter for proper operation.

n. Grease the steer yokes.

o. Check the coolant levels, oil level, oil, fuel and coolant systems for leaks, fuel system filter/water separator inspect/drain, fuel hoses and clamps bands, fan belt tension and damage, air filter, and oil filter, lube and grease as needed.

p. Add the required fluids, repair or replace any defective parts if needed with prior approval from the CDE Contract Monitor.

q. Check the drive chassis controller, switches, place cards and decals, control tags, hose and cables, wear pads, handrails and chains for proper operation.

inspection, as outlined above in items a though q.

3. Chassis:

a. Check the chassis batteries for proper operation.

b. Check the battery charger for proper operation.

c. Check the hydraulic pump/motor for proper operation.

d. Check the hydraulic filter for proper operation.

e. Check the hydraulic hoses and tubing for proper operation.

f. Check the valves for proper operation.

g. Check the hydraulic oil tank for proper operation.

h. Check the hydraulic tank breather for proper operation.

i. Check the lift cylinder for proper operation.

j. Check the limit switch for proper operation.

k. Place cards and decals for proper operation.

l. Check the wheel and tire assemblies for proper operation.

m. Check the drive motors for proper operation.

n. Check the drive brake for proper operation.

o. Check the steering cylinder for proper operation.

p. Check the steering components for proper operation.

q. Check the wheel bearings for proper operation.

r. Check the scissor arms for proper operation.

s. Check the safety pro for proper operation.

t. Check the wear pads for proper operation.

u. Check the pivot pins/bolts for proper operation.

v. Check the control tags for proper operation.

w. Check the hoses and cables for proper operation.

x. Add required fluids, repair or replace any defective parts as needed with prior approval from the CDE Contract Monitor.

y. Change the oil, oil filter, and clean or replace the air filter as needed.

z. Change the transaxle oil and oil filter, replace the fuel filter as needed.

i. Change rear axle oil on 4WD models.

ii. Check the battery connections making sure they are clean and tight.

iii. Check battery fluid, and top off, as needed.

iv. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation and notify the CDE Contract Monitor for any repairs needed.

v. Check hydraulic fluid levels, top off as needed.

vi. Check all tires for correct air pressure.

vii. Check all belts for proper tension and excessive wear and lube all grease fittings. For location of fittings see the CDE Contract Monitor.

inspection, as outlined above in items a though z.

I. Lift, Scissor, JLG 2630ES:

2. Change the oil, oil filter, and clean or replace the air filter as needed.

3. Change the transaxle oil and oil filter, replace the fuel filter as needed.

4. Change the rear axle oil on 4WD models as needed.

5. Check the battery connections making sure they are clean and tight.

6. Check the batter fluid, and top off, as needed.

7. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation.

8. Check the hydraulic fluid levels, top off as needed.

9. Check all tires for correct air pressure for proper operation.

10. Check all belts for proper tension and excessive wear.

11. Lubricate all grease fittings. For location of fittings see the CDE Contract Monitor.

J. Lift, Single Man, Genie GR-20:

1. Check the platform controller, switches, place cards and decals, control tags, hose and cables, wear pads, and handrails for proper operation.

inspection.

2. Chassis:

a. Check the chassis batteries for proper operation.

b. Check the battery charger for proper operation.

c. Check the electrical wiring for proper operation.

d. Check the tires and wheels for proper operation.

e. Check the lift chain for proper operation.

f. Check the clean and lube columns for proper operation.

g. Check the sequencing cables for proper operation.

h. Check the emergency stop for proper operation.

i. Check the key switch for proper operation.

j. Check the horn for proper operation.

k. Check the drive brake for proper operation.

l. Check the drive speed-stowed-raised-slow for proper operation.

m. Check the alarm for proper operation.

n. Check the flashing beacons for proper operation.

o. Check the hydraulic oil for proper operation.

p. Check the hydraulic breather cap for proper operation.

q. Check the grease platform for proper operation.

r. Inspect the mast for proper operation.

s. Inspect/lubricate the chains for proper operation.

t. Check the hydraulic filter for proper operation.

inspection as outlined above in items a through t.

K. Whisper Watt, Multi-quip:

The Contractor shall perform maintenance services to include, but is not limited to:

1. Check the battery connections making sure they are clean and tight. Check the battery fluid levels and add, as needed.

2. Change the oil and oil filter.

3. Check the air filter and clean or replace, as needed.

4. Do a test run of the motor for proper operation.

L. Generac(s):

1. Change oil, oil filter, and clean or replace air filter as needed.

2. Check for fuel or oil leaks.

3. Check the hoses for proper function.

4. Check the battery for proper function.

5. Check the transfer switch, verify voltage/frequency.

6. Maintenance timer on the controller must be reset to clear warnings.

M. Rider Mowers, John Deere, Model # 1445 (Serial# 1TC1445DTCT120930, Serial #

TC1445D081148):

2. Change transaxle oil and oil filter.

3. Replace fuel filter.

4. Change rear axle oil on 4WD models.

5. Check battery connections making sure they are clean and tight.

6. Check battery fluid, and top off, as needed.

7. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation.

8. Check hydraulic fluid level, and top off as needed.

9. Check all tires for correct air pressure.

10. Check all belts for proper tension and excessive wear. Lube all grease fittings. For locations of fittings see the CDE Contract Monitor.

N. Rider Mowers, John Deere, Model # 1545 (Serial# TC1545X030059, Serial #

2TC0600HKC0150040):

2. Change transaxle oil and oil filter.

3. Replace fuel filter.

4. Change rear axle oil on 4WD models.

5. Check battery connections making sure they are clean and tight.

6. Check battery fluid, and top off, as needed.

7. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation.

8. Check hydraulic fluid level and top off as needed.

9. Check all tires for correct air pressure.

O. Rider, Mower, John Deere, Model # Z920M (Serial # 1TC920MAJHX051153):

2. Change transaxle oil and filter.

3. Replace fuel filter.

4. Change rear axle oil on 4WD models.

5. Check battery connections making sure they are clean and tight.

6. Check battery fluid and top off, as needed.

7. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation.

8. Check all hydraulic fluid levels, and top off as needed.

9. Check all tires for correct air pressure.

P. Gator Mower, John Deere, Model #HP815E, (Serial # 1M0815EAJJM010734, Serial #1MO815EACJM010735), Model # HPX-OPS (Serial #MOHXOPA019457)

1.Change oil, oil filter and clean or replace air filter as needed.

2. Change transaxle oil and oil filter.

3. Replace fuel filter.

4. Change rear axle oil on 4WD models.

5. Check battery connections making sure they are clean and tight.

6. Check battery fluid and top off, as needed.

7. Check all hydraulic hoses, pistons for leaks, and worn seals for proper operation.

8. Check all tires for correct air pressure.

9. Check all tires for correct air pressure.

10. Check all belts for proper tension and excessive wear. Lube all grease fittings. For locations of fittings see the CDE Contract Monitor.

VII. REPAIRS

A. Repair service will consist of any service outside the preventative maintenance listed in Exhibit A, Article V. Repairs will be billed at an hourly rate plus the cost of parts and sales tax, in accordance with Exhibit B. The Contractor will provide the CDE Contract Monitor with a written estimate of the recommended repairs. The State maintains the right to competitively bid any and all repairs, which affects the parts allowance that is recommended in Contractor’s report/ analysis provided to the school, based on any testing and/or inspections provided by the Contractor or due to equipment failure.

B. The CDE Contract Monitor will notify the Contractor, in writing via email or fax, of any repair service approved. Parts for approved repair services will be billed against the Parts Allowance and labor, in accordance with Exhibit B.

C. Once approved, the Contractor will contact the CDE Contract Monitor, within forty-eight (48) hours, to make arrangements for repair services, and inform the CDE Contract Monitor of any delays (i.e., receiving parts, scheduling mechanics, etc.).

D. All service/work will be conducted at the CSDR campus unless the Contractor's equipment needed to repair and/or diagnose the equipment is not transportable.

Approval from the CDE Contract Monitor is required before any equipment leaves the CSDR campus. Equipment will only be transported, at the parts and transportation rate as stated in Exhibit B, after the CDE Contract Monitor has given approval.

1. Upon completion of the repair service, the Contractor will provide a written report to the CDE Contract Monitor that includes the following:

a. Time of arrival

b. Time of departure

c. Make and model of the equipment repaired

d. Serial number of the equipment repaired

e. Detailed description of the work performed at the location, including:

i. Total cost of service

ii. General description of condition of parts repaired

iii. Detailed report of further repair work needed, including an estimated cost.

2. At the completion of the repair service, the CDE Contract Monitor will verify that all work has been completed by the Contractor, by reviewing and signing the written report.

VIII. MAINTENANCE REPORT

A detailed maintenance report will be completed, dated, and signed by the CDE Contract Monitor, or State Designee, after every preventative maintenance performed. A copy of the completed maintenance report, signed by the CDE Contract Monitor or State Designee, will be provided to the CDE Contract Monitor or State Designee, within two (2) business days.

The maintenance report will indicate:

A. Time of arrival B. Time of departure C. Make and model of the equipment serviced D. Serial number of the equipment serviced E. Detailed description of the work performed at location, including:

1. Total cost of service

2. General description of condition of parts serviced

3. Detailed report of additional repair work needed, including estimated cost

4. Provide an itemized estimate for repairs needed

5. If the need for minor repair work is identified on the inspection report, these repairs will be discussed with the CDE Contract Monitor, or State designee, at the time of submission of the report, including an itemized cost estimate. If authorized by the

CDE Contract Monitor, or State Designee, and after receiving written confirmation, the Contractor may proceed with the repair.

6. Service technicians are required to have the CDE Contract Monitor, or State Designee, verify their time of arrival and their departure from CSDR.

IX. PARTS AND TRANSPORTATION ALLOWANCE

A. Parts:

The parts allowance is for charges for minor repair parts and materials, excluding parts and materials such as oil, filters, and lubricants used during the preventive maintenance tasks, and shall not exceed the Contractor’s wholesale costs, excluding tax, plus:

1. 40% for parts $1,999.00 and below ($100.00 parts x 40% x 8.75% sales tax) =

$152.25

2. 30% for parts $2,000.00 and above ($2,000.00 parts x 30% x 8.75% sales tax) =

$2,827.50

Only original manufacturer parts and materials shall be used. Replaced parts will be left at CSDR for CDE inspection.