DRR15082_EEI_Curriculum_IFB.pdf

DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY

Notice to Prospective Bidders

February 10, 2016

You are invited to review and respond to this Invitation for Bids (IFB), entitled DRR15082 “EEI Curriculum Printing, Storage, & Fulfillment Project”. In submitting your bid, you must comply with the instructions herein.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions, Special Terms and Conditions and Contractor Certification Clauses which are referenced in Section II of this package. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the Department of Resources Recycling and Recovery (CalRecycle) this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is:

Melissa Mojonnier contracts@calrecycle.ca.gov

Phone: 916.341.6048 Fax: 916.319.7345

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Melissa Mojonnier Contract Administrator mailto:contracts@calrecycle.ca.gov

Department of Resources Recycling and Recovery IFB Number DRR15082

Table of Contents Section I Overview

General Information CalRecycle Contact Information

Service Needed Contract Budget Contract Term Process Type Process Schedule

Section II Rules and Conditions Introduction Commitment Antitrust Claims

Contractor’s Cost Information

Written Questions Addenda

Modification of Submittals Errors in Submittals

Unreliable List Electronic Waste Recycling Use Tax

Small Business (SB) Preference Disabled Veterans Business Enterprise (DVBE) Preference

Target Area Contract Preference Act (TACPA) Maximum Combined Preferences and Rules for Award

Subcontractors

Section III Bid Submittal Requirements Introduction Deadline Addressing

Number of Copies Document Printing

Cover Letter Qualifications and Resources Organization References Contractor Eligibility

Contractor Licenses and Certifications Cost Breakdown

Section IV Evaluation and Selection Introduction Grounds for Rejection Bid Opening Award of Agreement Rejection of Award

Notice of Intent to Award Protest of Award

Section V Description of Work Background

Contractor Responsibilities Control of Work Tasks

Section VI Definition and Terms

Attachments Cost Bid Sheet Darfur Contracting Act Contractor Status Form Client References

Recycled-Content Certification Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) Subcontractor Payment

Certification Iran Contracting Act

Bid Completion Checklist SAMPLE Standard Agreement (STD 213)

Section I Overview

General Information CalRecycle promotes a zero waste California in partnership with local government, industry, and the public.

This means managing the estimated 76 million tons of waste generated each year by reducing waste whenever possible, promoting the management of all materials to their highest and best use, and protecting public health and safety and the environment.

CalRecycle Contact Information Department of Resources Recycling and Recovery

Physical Address: 1001 I Street, Sacramento, CA 95814 CalRecycle Contracts Unit, MS-19A

Mailing Address: PO Box 4025, Sacramento, CA 95812-4025 Attn: Contracts Unit, MS-19A

Phone: (916) 341-6048

FAX: (916) 319-7345

EMAIL: contracts@calrecycle.ca.gov

Any documents delivered in person must be received in the Visitor`s & Environmental Service Center located in the lobby of the CalEPA Headquarters Building at 1001 I Street, Sacramento, CA 95814.

Service Needed While CalRecycle encourages digital use of the Education and the Environment Initiative (EEI) Curriculum, surveyed teachers throughout California have consistently conveyed the need for the EEI Curriculum in print form. Even though today’s classrooms are becoming more technologically equipped, there is still a need for students to use printed materials for effective learning, especially in the early grades. The purpose of this contract is to print, store, package, and prepare for shipping EEI materials to educators.

Fulfillment and shipments may include as few as one Teacher Kit of a curriculum unit. The Contractor shall provide all services associated with being a printing and fulfillment house for the EEI Curriculum. The Contractor will NOT be responsible for shipping costs.

Contract Budget This contract is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purposes of this program. In addition, this contract is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of this contract in any manner.

Subject to availability of funds and approval by CalRecycle, there is a current maximum budget of $720,000 for the 24 months potentially covered by this contract (12 months plus 12-month option). The initial contract award will be $480,000.00 with the balance of budgeted funds being added via amendment if the option is exercised. Furthermore, CalRecycle is currently seeking additional funding for these materials and reserves the right to amend the budget for this Contract to add up to an additional $960,000 (for a total budget of $1,680,000) if funding becomes available during the contract term.

mailto:contracts@ciwmb.ca.gov

Contract Term The term of this Agreement is expected to begin in April 2016 and will span approximately 12 months. This agreement may be extended at the sole option of CalRecycle up to an additional 12 months, subject to future fiscal year budget allocations and the granting of a waiver from the Office of State Publishing.

Process Type Invitation for Bid (IFB).

Process Schedule This process will be conducted to the following tentative schedule where all times are Pacific Time.

Advertisement Date February 10, 2016 Written Questions Due by 5:00 pm February 17, 2016 Submittal’s Due by 2:00 pm March 3, 2016 Bid Opening at 2:15 pm March 3, 2016

Section II Rules and Conditions

Introduction There are conditions that this IFB, submitting Bidders, bids and resulting Agreements are subject to and/or required to comply with.

Commitment Upon submittal of a Bid, the Contractor has committed to comply with the following requirements:

All items noted in IFB documents.

Special Terms and Conditions are included in the sample contract attached.

General Terms and Conditions (GTCs) and Contractor Certification Clauses (CCCs) are both available for viewing at http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx

The above terms, conditions, and/or requirements are not subject to negotiation. Any Bidder that reserves a right to negotiate or expresses any exception to the above terms, conditions, and/or requirements will be disqualified.

However, requests to revise any of the above terms, conditions, and/or requirements may be submitted during the formal question and answer period. Any such requests must include the current language, the proposed revised language, and the justification for the proposed revision. Any revisions are at the sole discretion of CalRecycle and will only be made under very limited circumstances in which the revisions apply to all Bidders and benefit or enhance the Contract.

If the Bidder fails to meet any of the requirements or comply with CalRecycle requests, CalRecycle can reject, disqualify, or remove the firm from the process. CalRecycle is not committed to award an Agreement resulting from this IFB.

Antitrust Claims In submitting a Bid Package to a public purchasing body, the Bidder offers and agrees that if the Bid Package is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the purchasing body pursuant to the Bid Package. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Bidder. (See Government Code Section 4552.)

If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the Bid Package price, less the expenses incurred in obtaining that portion of the recovery. (See Government Code Section 4553.)

Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. (See Government Code Section 4554.)

Contractor’s Cost All costs resulting from the contractor’s participation in the IFB process are at the firm’s expense. No costs incurred by the contractor participating in the IFB process will be reimbursed by CalRecycle.

Information All information obtained or produced during the course of the Agreement will be made available to CalRecycle.

Any information that qualifies as confidential or a trade secret(s) under the Public Records Act (PRA) or the Public Contract Code (PCC) and is thus exempt from disclosure under those statutes must so be marked by the Bidder prior http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx to submission to CalRecycle. Any claims of confidentiality or trade secret(s) except as to information that qualifies as such under the PRA or PCC may result in disqualification.

CalRecycle will hold information deemed confidential or trade secret(s) by the Bidder to the extent allowable by the California Public Records Act and the Public Contract Code.

Written Questions Bidders needing clarification of the requirements of this solicitation may submit questions to CalRecycle’s Contracts Unit. All inquiries must be received no later than 5:00 pm on February 17, 2016 regardless of postmark. If the inquiries are faxed, then the time and dated on the fax must not be later than the due date and time.

Questions, suggestions or objections regarding the content of this solicitation, including but not limited to the purpose, scope of work, etc., not submitted by the deadline for questions shall be deemed waived and may not be raised at a later time.

Oral communications with CalRecycle officers and employees shall be non-binding on the State and shall in no way exclude the Bidder of any obligations as set forth in this package.

All questions or inquiries regarding this solicitation shall be submitted using the contact information provided in Section I.

E-mails and/or faxes should be clearly marked “Questions Relating to SOLICITATION DRR15082”.

The questions and answers will be published in an Addendum to the IFB (see below, Addenda).

Addenda CalRecycle reserves the right to amend, alter, or change the rules and conditions of this IFB.

Any ambiguity, conflict, discrepancy, omission, or other error discovered in the IFB should immediately be reported to CalRecycle prior to the deadline for submission of written questions. CalRecycle will issue addenda to address such issues. Addenda will be available on the CalRecycle webpage for this particular solicitation at www.calrecycle.ca.gov/contracts.

Modification of Submittals A Bid submitted prior to the submittal deadline, can be withdrawn or modified by the submitting Bidder. The Bidder must:

Provide a written request.

Identify the requesting individual and their association to the Bidder.

A Bid cannot be withdrawn for modification after the submittal deadline has passed.

Errors in Submittals An error in a Bid package may be cause for rejection of that Bid.

CalRecycle may make certain corrections, if the Bidder’s intent is clearly established based on review of the complete Bid.

Unreliable List Any contractor or subcontractor currently on the CalRecycle Unreliable list is ineligible to apply for or participate in this contract.

Electronic Waste Recycling If the Contractor or any subcontractors participate in activities that result in the disposition of electronic components, they will comply with the provisions of PRC Chapter 8.5.

Use Tax If, during the course of the agreement, the Contractor will be involved in the re-sale of goods to the State, they must comply with the requirements of Section 6452.1, 6487, 6487.3, 7101, and 18510 of the Revenue and Taxation Code, in addition to Section 10295.1 of the Public Contract Code.

file:///C:/Users/KWong/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/F1SPLOY9/www.calrecycle.ca.gov/contracts

Small Business (SB) Preference The following information shall apply to both SBs and MBs.

Any Bidder competing in this process as a California Certified Small Business (SB) or Micro Business (MB), or as a non-SB certifying to subcontract a minimum of 25% of the total contract services to a California Certified SB or MB, will receive a five percent (5%) preference. Certification must be provided by the Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Services (OSDS). CalRecycle will apply the preference per State law and as described on the DGS website at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a "commercially useful function" in the performance of the contract as defined in Government Code Section 14837(d)(4).

The required list of California certified small business subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor. Use the SB/DVBE participation form to report this information.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must submitted to the office of Small Business and DVBE Certification (OSDC) no later than 5:00 p.m. on the bid due date, and the OSDC must be able to approve the application as- submitted. Questions regarding certification should be directed to the OSDC at (916) 375-4940. In no event shall the SB preference or non- SB subcontracting preference exceed $50,000 in any single bid.

The incentive is applied during the evaluation process and is only applied for responsive bids from responsible bidders proposing the percentage of SB participation for the incentive specified above. The SB preference will be applied when a responsible bidder that is not a CA certified SB or a non-SB claiming 25% CA certified SB subcontractor participation submits the lowest responsive bid.

For award based on low price, the incentive is applied by reducing the bid price by the amount of incentive as computed from the lowest responsive and responsible bid price. The computation is for evaluation purposes only.

Application of the incentive shall not displace an award to a small business with a non-small business.

A copy of the Bidder’s SB certification should be included with the Bid Package.

If the Bidder makes a commitment to achieve small business participation, then the Bidder, if awarded this contract, must within 60 days of receiving final payment (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved (Govt. Code § 14841). Refer to Attachment G to fulfill this requirement.

Disabled Veterans Business Enterprise (DVBE) Preference Any Bidder competing in this process as a California Certified Disabled Veterans Business Enterprise, or as a non- DVBE certifying to subcontract a minimum of 3% of the total contract services to a California Certified DVBE, will receive a preference as shown below:

1. Five (5%) and above participation level = bid will receive five percent (5%) preference.

2. Four (4%) participation level = bid will receive two percent (2%) preference.

3. Three (3%) participation level = bid will receive one percent (1%) preference.

Certification must be provided by the Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Services (OSDS).

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

A five percent (3-5%) bid preference is available to a non-DVBE claiming a minimum of three percent (3%) California certified DVBE subcontractor participation. If claiming the non-DVBE subcontractor preference, the bid response must include a list of the DVBE(s) with which you commit to subcontract in an amount of at least three percent (3%) of the net bid price with one of more California certified DVBEs. Each listed certified DVBE must perform a "commercially useful function" in the performance of the contract as defined in Government Code Section 14837(d)(4).

The required list of California certified DVBE subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor. Use the SB/DVBE participation form to report this information.

Bidders claiming a preference must commit to subcontract at least three percent (3%) of the net bid price with one or more California certified DVBEs. Completed certification applications and required support documents must submitted to the office of Small Business and DVBE Certification (OSDC) no later than 5:00 p.m. on the bid due date, and the OSDC must be able to approve the application as- submitted. Questions regarding certification should be directed to the OSDC at (916) 375-4940.

The incentive is applied during the evaluation process and is only applied for responsive bids from responsible bidders proposing the percentage(s) of DVBE participation for the incentive(s) specified above.

For award based on low price, the incentive is applied by reducing the bid price by the amount of incentive as computed from the lowest responsive and responsible bid price. The computation is for evaluation purposes only.

Application of the incentive shall not displace an award to a small business with a non-small business.

A copy of the Bidder’s DVBE certification should be included with the Bid Package.

For information on locating DVBE resources please go to the following website http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

A copy of the Bidder’s DVBE certification should be included with the Bid Package.

If awarded, the Bidder who has made a commitment to achieve disabled veteran business enterprise (DVBE) participation, must within 60 days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) certify in a report to the awarding department: (1) the total amount the prime contractor received under the contract; (2) the name and address of the DVBE(s) that participated in the performance of the contract; (3) the amount each DVBE received from the prime contractor; (4) that all payments under the contract have been made to the DVBE(s); and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation (Military & Veterans Code (M&VC) § 999.5(d)). Refer to Attachment G to fulfill this requirement.

Target Area Contract Preference Act (TACPA) If the budget for services outlined in this announcement, exceeds $100,000, CalRecycle will grant a preference for TACPA qualified Bidders.

The Bidder must provide reasonable demonstration of contract labor hours and certify that they will comply with the requirements of the TACPA.

If the Bidder is qualified for this preference, the TACPA Preference Request Form must be included in the Bid submittal.

The form may be downloaded at www.calrecycle.ca.gov/contracts/forms.

Maximum Combined Preferences and Rules for Award In combination with any other preferences (TACPA, SB or DVBE, participation), the maximum limit of the combined preferences is 15% of the bid amount and, in no case, more than $100,000.00 per solicitation.

Preference programs for TACPA or the non-SB subcontracting preference cannot displace a direct award to a certified SB. In the event of a tie between a SB/MB and a firm that is SB/MB and DVBE, the award shall be made to the firm that is SB/MB and DVBE.

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx http://www.calrecycle.ca.gov/contracts/forms

Subcontractors All subcontractors identified in the Bid, must be experts in their respective disciplines and capable of performing the tasks for which they are hired.

If awarded the agreement, the contractor must use all of the SB/MB and Disabled Veteran Business Enterprise firms identified on the Small Business/DVBE Participation Summary.

Contractor understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their proposal, per Military and Veterans Code 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the proposal and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the proposal may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC § 999.9; Public Contract Code (PCC) § 10115.10, or PCC § 4110 (applies to public works only).

CalRecycle reserves the right to approve substitutions of subcontractors, as long as, certified business participation levels remain unchanged.

Section III Bid Submittal Requirements

Introduction Failure to follow the instructions contained in this document may be grounds for rejection of a Bid.

CalRecycle may reject any Bid if it is conditional, incomplete or contains irregularities.

CalRecycle may waive an immaterial deviation in a Bid, if deemed in the best interest of CalRecycle.

Deadline The Bid package must be received by CalRecycle, at the address listed in Section I, Overview by 2:00 p.m. on March 3, 2016.

Bids received after the deadline will be considered late and returned to the Bidder unopened.

Addressing The Bid package must clearly state that it is in response to this IFB and note the IFB number listed with the direction of “Mailroom – do not open.”

Number of Copies The Bidder is required to submit all required documents in the following format:

One original, non-bound hard copy marked “Original” (do not include bid sheet in this copy).

One electronic copy on compact disc or USB flash drive viewable by Adobe Acrobat Reader (do not include bid sheet in this copy).

One complete, signed bid sheet in a sealed envelope marked “Bid – Do Not Open”.

It is the submitting Bidder’s responsibility to ensure that the electronic copy is formatted in Adobe Acrobat Reader and viewable by CalRecycle.

Document Printing All documents must be submitted double-sided on paper with a minimum of 100% post-consumer recycled content fiber.

Cover Letter The cover letter shall be signed by an individual who is authorized to bind the Bidder and shall indicate that person's title or position. The cover letter must be on the Bidder's company letterhead and contain the following information:

a. Name and address of the Bidder submitting qualifications;

b. Bidder’s Headquarters for purposes of this agreement, if awarded;

c. Name, telephone number, and e-mail address of a person who can be contacted if further information is required;

d. Name, title, address, telephone number, and e-mail address of individual(s) with authority to execute a binding Agreement on behalf of the Bidder;

e. Statement that the bidder will have qualified personnel available to meet the service needs;

f. Statement attesting to the fact of the percentage of post-consumer recycled content fiber paper used in the compilation of the IFB package; and

g. Statement stating that the Contractor and any Subcontractors to be used during the performance of the contract are eligible to contract with the State of California, pursuant to PCC 10286.

Qualifications and Resources The prospective contractor must have the experience, qualifications, and resources to perform the required tasks of the project.

Each Bid must include a description of the resources to be used on the project while demonstrating an individual or team members’ abilities to perform the work. The Bid must include resumes for the Project Manager, Personnel and Subcontractors, that include:

Experience Knowledge Educational Background Appropriate Licensing (if applicable)

Each Bid must include a detailed response, outlining information as to how the prospective contractor meets each of the following minimum qualifications.

1. At least five (5) years of experience successfully providing digital and offset printing services.

2. At least five (5) years of experience successfully providing fulfillment services that meet all of the following criteria:

Fulfillment of small orders and of one hundred (100) or more orders per day from a single client within five business days.

Assembly of multiple print materials into multiple distinctive, and complex kits on a per order basis

Inventory tracking.

Ordering and inventory analysis.

Maintenance of sufficient stock to avoid backorders.

Maintaining an effective Quality Assurance and Quality Control program.

Implementing contingency plans for immediate repair of any backorder situation.

Packaging, shipping, and tracking orders.

3. Must have the ability to:

Receive and interpret Excel spreadsheets with order information sent via email.

Access the internet in order to interface with CalRecycle’s web-based order management system.

Provide a minimum of 17,000 sq. ft. of available working/storage space to house inventory and perform fulfillment services.

Maintain an organized and labeled inventory of 500+ different curriculum components.

Compile components into 170 distinct kits.

Distribute kits as ordered.

Receive hundreds of pallets of curriculum materials without special packaging or delivery requirements.

Produce relevant, comprehensible inventory reports and detailed invoices.

Organization Provide a brief description of the organization’s services and activities, including:

Date of establishment

History

Location

Any known conflicts of interest

References The Bidder’s team must provide a minimum of three (3) verifiable references and/or experience that support the above qualifications.

CalRecycle reserves the right to seek references in addition to the client references provided by the Bidder, as it deems necessary.

If a reference or project experience is unable to be verified, it will be disregarded.

Contractor Eligibility The Bidder must include a written declaration, stating that the Contractor and any Subcontractors to be used during the performance of the contract are eligible to contract with the State of California, pursuant to PCC 10286.1.

Statement may be included in the cover letter.

Contractor Licenses and Certifications The Contractor shall be an individual or firm qualified to do business in California. Bids from business entities whose Business Entity Status with the California Secretary of State is anything other than “Active” will be rejected. Required documentation includes the following as applicable:

A copy of the Bidder’s registration with the Secretary of State.

Additionally, pursuant to the California Business and Professions Code, for services of a “professional” nature requiring a professional license issued by the CA Department of Consumer Affairs, Bidders must submit a copy of the appropriate license(s) for each team member who will provide “professional” services under the contract.

Cost Breakdown The bid must specify the total cost and include detailed project costs, as required in the Cost Bid Sheet (Attachment A). The costs identified, should take into consideration the length of the contract, rise in salaries and administrative overhead costs.

Failure to include on the Cost Bid Sheet budgeted costs for all tasks included in the Scope of Work will be grounds for disqualification.

The Cost Bid Sheet is a self-contained document for purposes of calculating cost points and evaluating whether all information required by the IFB has been submitted. Therefore, all information (such as explanations of $0 instead of itemized costs) must be included on the Cost Bid Sheet. Reference by incorporation to the Bid is not acceptable.

The amount identified on the cost breakdown may not be changed and will remain in effect for the life of the agreement.

Section IV Evaluation and Selection

Introduction CalRecycle will perform a Pre-Qualification Evaluation process to ensure that the Bidder has included all required documentation in the Bid submittal. The bid sheet must be in a separate sealed envelope marked “Bid – Do Not Open”.

If a Bid package does not meet all of the requirements set forth in this IFB, it will be considered non-responsive and rejected from further competition.

Grounds for Rejection All bids may be rejected whenever the determination is made that the bids received are not competitive, when the cost is not reasonable, or when the cost exceeds the amount expected.

Additionally, a bid may be rejected if:

It is received after the due date and time for submittal.

The bid submittal is unsigned.

The bid cost is not prepared as required by the IFB.

The Bidder has been prohibited from contracting with the State by the Department of Fair Employment and Housing.

The Bidder has received a substantive negative contract performance from the State.

Any items required by the IFB are not included with the submittal.

No bid may be rejected arbitrarily or without reasonable cause.

Bid Opening The qualified bids (sealed) will be opened publicly at the time set in Section I, Process Schedule, in Conference Room 110 of the CalEPA building located at 1001 I Street, Sacramento, CA 95814.

Award of Agreement Award of this Agreement will be to the lowest responsive responsible Bidder meeting all of the IFB requirements after preferences are applied as indicated in Section II Rules and Conditions.

In the event of a tie, CalRecycle shall utilize a tiebreaker to determine the winning Bidder. The tiebreaker will be determined based on which bidder has the most SB and DVBE participation identified in the bid package.

CalRecycle reserves the right to not award an Agreement.

Rejection of Award If the Bidder fails to enter into a satisfactory Agreement within a reasonable timeframe after the award is made, CalRecycle may deem that the Bidder has rejected the award.

CalRecycle reserves the right to disqualify the awardee and award the Agreement to the next lowest responsive responsible Bidder.

CalRecycle will notify the rejected lowest responsive Bidder, at least five (5) days prior to the award being made, of the decision not to award the agreement.

Notice of Intent to Award CalRecycle will post a notice of intent to award the agreement resulting from this IFB, only upon written request of any Bidder.

The request must be submitted to the contact contained in Section I, Overview.

If requested, the notice of intent to award will be posted on CalRecycle’s contract website at www.calrecycle.ca.gov/contracts and at the headquarters address noted in Section I, Overview five days prior to award of the contract.

Protest of Award A Bidder may protest the proposed award by filing an official protest with the Department of General Services. The protest must be filed after the notice of intent to award the contract, but before the actual award.

Within five (5) working days of the initial protest filing, the Bidder must submit a detailed written statement with information that supports that the Bidder should have been awarded the contract and the grounds for that position.

The Agreement will not be awarded until a decision has been made on the filed protest.

The protest documents should be sent via registered mail to the following parties:

Department of General Services Office of Legal Services Attn: Protest Coordinator 707 Third Street, 7th floor Sacramento, CA 95605 Fax (916) 376-6226

Department of Resources Recycling and Recovery Attn: Contracts Unit 1001 I Street, MS-19A Sacramento, CA 95814 Fax (916) 319-7390 Email contracts@calrecycle.ca.gov http://www.calrecycle.ca.gov/contracts mailto:contracts@calrecycle.ca.gov

Section V Description of Work

Background California is currently poised to lead the nation in environmental literacy as a result of the Education and the Environment Initiative (EEI), a landmark environment-based education effort. Pursuant to California law (Chapter 665, Statutes of 2003 [AB1548; Pavley], and Chapter 581, Statutes of 2005 [AB1721; Pavley]), the California Environmental Protection Agency developed a Kindergarten through 12th grade curriculum that teaches students about their relationship with the environment while simultaneously instructing them on required academic content standards.

The EEI Curriculum is now in use in California schools and CalRecycle and its partners share the vision that successful implementation of EEI materials in our classrooms will increase the environmental literacy of our citizens and promote a sustainable and prosperous future for our State.

CalRecycle oversees distribution of the 85 EEI curriculum units that teach Science and History/Social Science academic content standards using the environment as a context for learning. The State Board of Education approved all 85 units of the EEI Curriculum in early 2010.

Contractor Responsibilities The awarded Contractor will be responsible for the printing, storage, and order fulfillment of the curriculum units. As orders are submitted, the Contractor will assemble the required components as per the order, and ship them to the order address. The Contractor will be responsible for tracking inventory of print materials and maintaining a minimum level of inventory in stock.

The EEI Curriculum consists of 85 instructional units (with over 500 components) for Kindergarten through 12th grade (See Table 4). Every curriculum unit includes one Teacher’s Edition (TE) book, one Visual Aids (VA) book, and one Teacher’s Masters (TM) book. In addition, each unit may have additional components, such as a Student Edition, Student Workbook, Dictionary, Reader(s), Word Wall Cards, etc. All 85 instructional units can be found online at www.CaliforniaEEI.org. The TE books are password protected. The password to open those documents is:

“teacheei”.

Control of Work

1. CalRecycle Contract Manager has the authority to determine the quality and acceptability of the following:

Work to be performed

Rate and progress of the work

Fulfillment of the services provided by the Contractor

Compensation for services provided by the Contractor

These decisions will be deemed final and enforceable by CalRecycle Contract Manager when the Contractor fails to complete orders required by this Agreement.

2. The Contractor will designate a Project Manager who holds the following authority:

Act as the Contractor’s Representative for work to be provided under this Agreement

Act as the Contractor’s Representative regarding contractual matters relating to this Agreement

If during the course of the Agreement, it is deemed necessary to replace the Project Manager, CalRecycle Contract Manager approval is required.

Tasks

Task 1 – Print EEI Curriculum Materials as Directed by CalRecycle

CalRecycle shall provide the Contractor with periodic printing orders of EEI Curriculum units. Printing turnaround times shall be according to the chart below from the time the printing order is submitted to the printer by CalRecycle. * http://www.californiaeei.org/

Table 1: Print Turnaround Times

Description # of different EEI Units Total # of kits # of weeks to complete

Teacher Kits 1-10 1-20 1

Teacher Kits 11-20 1-20 1

Teacher Kits 21+ 1-20 2

Teacher Kits 1-10 21-50 1

Teacher Kits 11-20 21-50 2

Teacher Kits 21+ 21-50 2

Teacher Kits 1-10 50+ 1

Teacher Kits 11-20 50+ 2

Teacher Kits 21+ 50+ 3 *When a print order includes a variety of units, kits, and quantities that do not match the chart, the contractor shall develop a comparable production schedule for the print run and submit to CalRecycle for approval

Student Kits 1-5 1-500 2

Student Kits 6-15 1-500 2

Student Kits 16-25 1-500 3

Student Kits 25+ 1-500 4

Student Kits 1-5 501-1000 2

Student Kits 6-15 501-1000 3

Student Kits 16-25 501-1000 3

Student Kits 25+ 501-1000 4

Student Kits 1-5 1001+ 3

Student Kits 6-15 1001+ 4

Student Kits 16-25 1001+ 5

Student Kits 25+ 1001+ 6

# of different NGS wall maps # of copies # of Week/s to complete

NGS wall maps 1-4 1-400 2

NGS wall maps 1-4 400+ 2

NGS wall maps 5+ 1-400 3

NGS wall maps 5+ 400+ 3

Contractor shall print order(s) according to the following specifications:

General Specifications:

Ink Color: Full color, full bleeds.

Paper Stock: Recycled content for all paper stocks (minimum 30% post-consumer).

Table 2: Teacher’s Kit specifications, by component

Component Page Size/Trim Size Binding Paper Weight

Teacher's Edition 8.5” x 11” Wire-O or Plasticoil 80 lb. Book

100 lb. Cover

Big Books 11” x 17” and 17” x 11” Wire-O or Plasticoil 80 lb. Cover

Word Wall Cards 4.25” x 11” Trim and Collate 80 lb. Cover

Posters 12.75” x 18.75” Trim 80 lb. Book, Dull Coated

Information Cards 8.5” x 11” Trim and Collate 80 lb. Cover

NGS Wall Maps 26.75” x 35.5” folded to

13 3/8” x 8.875” Trim and fold 80 lb. recycled gloss text

Common Core Correlation Guide

8.5” x 11” double sided Stapled upper left corner 50 lb. Book

Fact Sheet 8.5” x 11” Folded 70 lb. Text

Alphabet Cards 14 x 11 Trim and Collate 80 lb. Cover

*Not all Teacher Kits include each of the components in Table 2. For specific unit components, refer to http://californiaeei.org/curriculum/

Table 3: Student Kit specifications, by component

Component Page Size/Trim Size Binding Paper Weight

Student edition 8.5” x 11” Saddle Stitched 50 lb. Book

Student workbook 8.5” x 11” Saddle Stitched 50 lb. Book

Dictionary 5.25” x 8.25” Saddle Stitched 50 lb. Book

Readers 5.25” x 8.25” Saddle Stitched 50 lb. Book

Reader-CA Natural Regions

8.5” x 11”” Saddle Stitched 80 lb. text/80 lb gloss cover

Student Map 11” x 17” Trim and Collate 80 lb. Cover

Game boards 11” x 17” Trim and Collate 80 lb. Cover

Newspaper 8.5” x 11” Folded in half

50 lb 100% recycled Aged

Newsprint Durotone text

CalRecycle will provide the Contractor with a set of the press ready files. For the purposes of bidding on this IFB, the bidder may download PDF versions directly from the www.CaliforniaEEI.org website. Note: Teacher’s Masters books and Visual Aid books will not be printed and therefore do not appear on the above chart.

*Not all Student Kits include each of the components in Table 3. For specific unit components, refer to

Task 2– Inventory Control and Storage of Curriculum

A. Contractor is responsible for receiving and storing an estimated 150 pallets of existing inventory that are components of some of the 85 curriculum units, including boxes of National Geographic Society wall maps.

B. Contractor shall properly store and protect from damage (using industry standards) all EEI Curriculum printed materials until fulfillment is requested by CalRecycle, as described in Task 3.

C. Contractor may receive and store large quantities of unit specific Next Generation Science Standards

Correlations Guides from CalRecycle on a regular basis for incorporation into select Teacher’s Kits for each fulfillment order.

D. Contractor is responsible for maintaining an accurate balance of all inventory at all times.

E. Contractor shall maintain accurate inventory information of EEI Curriculum, by unit kits, NGS maps, and

Common Core Correlations Guides.

F. Contractor shall report inventory status to CalRecycle on a weekly basis as specified in Task 3, B.2.

G. Contractor shall provide ordering trend reports and successfully forecast and report re-order quantities for each curriculum unit upon request by the CalRecycle contract manager. See Task 3, B.3. for more details.

H. At the end of the contract, and upon notice by the CalRecycle Contract Manager, the Contractor shall assemble and prepare in an organized fashion all remaining inventory for shipment to the location identified by CalRecycle. Contractor shall not be responsible for shipping costs.

Task 3 – Fulfillment, Shipping, and Communications

A. Fulfillment and Shipping

1. Contractor shall regularly receive fulfillment order requests from CalRecycle’s Contract Manager, or designee.

2. Fulfillment orders will be submitted to the Contractor either by an Excel spreadsheet sent via email or by a web-based fulfillment order submittal system if such a system is implemented by CalRecycle during the course of the contract.

3. Contractor must be willing to adapt to the possible use of a web-based fulfillment ordering system which would require the Contractor to access the internet daily to retrieve the fulfillment orders. In such a case, any required software license and/or training for the specific purpose of retrieving the fulfillment orders electronically, will be provided to the Contractor by CalRecycle.

4. A fulfillment order may consist of as few as one unit-specific kit to as many as a pallet of materials going to one shipping address.

5. For each fulfillment order, the Contractor will have access to the recipient’s name, unit kit(s) ordered, and mailing address.

6. Upon receipt of fulfillment order requests from CalRecycle’s Contract Manager or designee, Contractor shall pull and package fulfillment orders in unit-specific kits and quantities according to the specific fulfillment order requests. Fulfillment of orders shall be done within five business days of order submission by CalRecycle.

7. A Teacher’s Kit shall include components specified in Table 2 and a Student Kit shall include components specified in Table 3. In addition to components noted in the respective tables, each EEI fulfillment order shipped shall include:

a. One (1) CalRecycle approved cover letter (which specifies content of shipment)

b. Unit specific NGS wall map(s)

8. Any additional letter or materials included in the shipments other than approved cover letter insert must be pre-approved by CalRecycle.

9. Contractor shall ship to recipient identified by CalRecycle as indicated on each fulfillment order.

10. Contractor is not responsible for direct payment of shipping costs. CalRecycle shall specify the shipping vendor and provide the Contractor with shipping vendor account information and any special instructions.

11. Contractor shall input each tracking number and shipping date into CalRecycle’s order management/tracking system within 24 hours from the time and date the order is picked up by the shipping vendor.

12. Contractor shall provide and use 100% recyclable packaging materials for shipment of EEI Curriculum components.

13. Contractor shall consolidate shipping of units to the same address, when feasible, to minimize shipping costs

(e.g., box 1 of 5).

14. For bulk fulfillment orders going to the same address, the contractor shall palletize and inform CalRecycle’s shipping vendor of shipment size in advance of pick up by vendor.

15. Contractor shall have a one week turnaround (5 business days) on processing fulfillment orders from receipt date from CalRecycle to shipping date, unless given prior written approval from the Contract Manager.

16. Backlogs and Backorder Procedures:

i. Contractor shall promptly notify CalRecycle whenever there is a backlog of fulfillment orders and the reason for the backlog and an estimated date of when the backlog will be processed.

ii. Contractor shall immediately notify CalRecycle of any out-of-stock inventory and will begin implementing a backorder process in concert with CalRecycle.

iii. Contractor shall work with CalRecycle when alternative printing methods are implemented to fulfill backorders.

iv. Contractor will perform overtime or hire additional employees as needed to keep up with fulfillment and printing workloads.

17. Contractor shall put in place quality assurance and control mechanisms to ensure each fulfillment order shipped is accurate. See Task 3, C. for more details.

B. Communications

1. On a weekly basis, the Contractor shall provide a brief written summary of the week’s activities. This report shall contain:

a. the order numbers received from CalRecycle

b. the order numbers fulfilled by Contractor

c. the order numbers pending for next week’s fulfillment

d. the order numbers on backorder, if applicable

2. Contractor must provide the following inventory data as specified below:

a. Provide CalRecycle access to real-time inventory data (web-based)

b. Issue immediate email alerts when any unit’s inventory levels drop below the critical point as determined by CalRecycle’s Contract Manager

3. Provide ordering and inventory analytics within 24 hours of request by contract manager, to include:

a. Trending reports of most popular units ordered with quantity ordered, for a time frame specified by

CalRecycle’s Contract Manager

b. Projection of orders for upcoming month by unit, based on past ordering trends

c. Recommendation on quantities of specific unit kits to print and when

C. Quality Assurance & Control (QAQC)

1. Contractor shall respond to any inquiries made by CalRecycle’s Contract Manager or support staff regarding orders fulfillment discrepancies and inventory within 24 hours of the inquiry.

2. Contractor shall establish and implement QAQC strategies to assure the highest level of accuracy with fulfilling curriculum orders. The strategies shall be communicated to CalRecycle for concurrence.

CalRecycle reserves the right to recommend additional strategies for implementation by the Contractor.

3. Contractor shall immediately notify CalRecycle of any problems occurring such as with printing of materials, assembly and maintenance of stock, kitting of orders, or shipping deliveries.

4. Contractor shall repair and correct the identified problem(s) within 24 hours of notification by CalRecycle or self-identification by the Contractor, and shall keep CalRecycle apprised of the situation as it evolves.

5. In the event of a problem determined to be the fault of the contractor, the contractor shall assume any cost to remedy the issue. For example, the contractor shall pay to retrieve erroneous shipments from recipients and to re-ship to the proper recipient.

6. Contractor shall absorb any additional print costs that are the result of error on the Contractor’s part, such as lost materials, and poor print quality materials. Poor print quality materials include, but are not limited to, those that are too light, off-center, off-color, have dog-eared corners, smudges, or inconsistent ink coverage.

7. Contractor shall track and document all QAQC issues and provide explicit information on how the issues are being addressed. The Contractor shall keep CalRecycle apprised of issues as they are identified and provide CalRecycle with periodic updates on the effectiveness of implemented QAQC processes.

Table 4: List of 85 EEI Units For specific unit components and page counts refer to http://californiaeei.org/curriculum/.

Grade Title of Unit

K K.3.a. The World Around Me

K K.3.c. A Day in My Life

K K.4.5.-K.6.3. Some Things Change Some Things Stay the Same

1 1.2.a. Surviving and Thriving

1 1.2.c. Finding Shelter

1 1.2.d. Open Wide! Look Inside!

1 1.2.4. People and Places

1 1.4.2. On the Move

2 2.2.4. California Lands – Then and Now

2 2.2.a.-2.2.b. Cycle of Life

2 2.2.c.-2.2.d. Alike and Different

2 2.2.e.-2.2.f. Flowering Plants in Our Changing Environment

2 2.3.a.-2.3.b. The Earth Rocks

2 2.4.1. From Field to Table

2 2.4.2.-2.4.3. Dollars and Sense of Food Production

3 3.1.1.3.1.2. The Geography of Where We Live

3 3.2.2. California Indian People: Exploring Tribal Regions

3 3.3.a. Structuring for Survival in a Healthy Ecosystem

3 3.3.c.-3.3.d. Living Things in Changing Environments

3 3.5.1./3.5.2./3.5.2. California’s Economy – Natural Choices

4 4.1.3.-4.1.5. Reflections of Where We Live

4 4.2.1. California Indian Peoples and Management of Natural Resources

4 4.2.6. Cultivating California

4 4.2.a. Plants: the Ultimate Energy Resource

4 4.2.b. The Flow of Energy Through Ecosystems

4 4.2.c. Life and Death of Decomposers

4 4.3.3. Witnessing the Gold Rush

4 4.3.d. Microorganisms and the Human World

5 5.3.a. Earth’s Water

5 5.3.b. Changing States: Water, Natural Systems and Human Communities

5 5.3.c. Precipitation, People and the Natural World

5 5.3.d. Our Water: Sources and Uses

5 5.4.1. Human Settlement and the…