EDIS90325_IFB_Final.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

April 23, 2025

INVITATION FOR BID (IFB) EDIS90325

DAILY MAIL PICKUP AND DELIVERY SERVICES

Bidders are invited to review and respond to the State Controller’s Office (SCO) Invitation for Bid (IFB) Number EDIS90325, Daily Mail Pickup and Delivery Services. To submit a bid for these services, the Bidder must comply with the instructions contained in this document as well as the requirements stated in the Agreement, Exhibit A, Scope of Work (SOW). By submitting a bid, the bidding firm agrees to the terms and conditions stated in this IFB.

Read the attached document carefully. The Bidder is solely responsible for ensuring that SCO receives the complete bid in accordance with the Bid requirements, prior to the date and time specified in the solicitation. Bidders should review, correct all errors, and confirm compliance with the IFB requirements. Bids received after the specified deadline will not be considered for review. SCO reserves the right to cancel this IFB without cause at any time prior to award.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the Bid documents. SCO is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to check the website periodically will be at the Bidder’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Agreements Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx, and the information in the herein IFB, the information in the attached IFB shall take precedence.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Agreement-Language. If you do not have internet access, a hard copy can be provided.

In the opinion of SCO, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please send an email to SCOBids@sco.ca.gov by the Written Questions Submittal Deadline in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

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

State Controller’s Office IFB Number EDIS90325

Table of Contents A. Description of Services B. IFB Content

1. Administrative Requirements

2. Bidder’s Minimum Qualifications

3. Licenses and Certifications

C. Bid Requirements and Information

1. Key Action Dates

2. Written Questions and Answers

3. Submission of Bid

4. Evaluation and Selection

5. Award and Protest

6. Disposition of Bids

7. Agreement Execution and Performance D. Background Check

E. Participation, Preference, and Incentive Programs

F. Required Attachments………………………………………………………………………………………………..12

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2

BIDDER CERTIFICATION SHEET

ATTACHMENT 3

CONTRACTOR POINT OF CONTACT

ATTACHMENT 4

PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (STD 205*)

ATTACHMENT 5

BIDDER DECLARATION (Written) (GSPD-05-105)

ATTACHMENT 6

CONTRACTOR CERTIFICATION CLAUSES (CCC 04/2017)

ATTACHMENT 7

SECRETARY OF STATE CERTIFICATION OF STATUS*

ATTACHMENT 8

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (DGS PD 843)*

ATTACHMENT 9

DARFUR CONTRACTING ACT CERTIFICATION (DGS PD 1)*

ATTACHMENT 10

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

ATTACHMENT 11

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)

ATTACHMENT 12

ACKNOWLEDGEMENT OF AGREEMENT EXHIBITS, INSURANCE, AND POLICIES

ATTACHMENT 13

BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 14

CONTRACTOR/CONSULTANT CONFIDENTIALITY

DISCLOSURE ACKNLOWLEDGEMENT (ISO-004B)

ATTACHMENT 15

CONTRACTOR/CONSULTANT ORGANIZATION

INFORMATION SECURITY AGREEMENT (ISO-004C)

ATTACHMENT 16

COST WORKSHEET

Agreement Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B – Attachment 1, Cost Worksheet Exhibit C – General Terms and Conditions (GTC 02/2025)** Exhibit D – Special Terms and Conditions

*Submit only if applicable.

**Incorporated by reference only.

A. Description of Services

The State Controller’s Office (SCO) is seeking a contractor to provide daily mail pickup and delivery services of United State Postal Services (USPS) mail cages and/or mail pallets for the SCO Disbursements Bureau located at 3301 C Street, Sacramento CA 95816.

See the Agreement, Exhibit A, Scope of Work, for a complete description of services.

Agreement Term

The term of this agreement shall be for three years with the options to amend to add funds and to adjust the frequency of services as deemed necessary by SCO. The rates on Attachment 16 Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by SCO with a 30-day written notice to the Contractor.

Contractors are cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and the Agreement is not approved for any reason, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO contact in the Agreement, Exhibit A. Scope of Work, Section D. Contacts, Item

2. are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. IFB Content

In order to be responsive to this IFB, the following requirements must be met. Failure to respond to and submit these items with the required information may result in disqualification.

These requirements are Mandatory Pass/Fail.

1. Administrative Requirements

a. Completion of all required Attachments listed on Attachment 1, Required Attachment Checklist.

b. On Attachment 2, Bidder Certification Sheet, the Bidder must complete, sign, and return the

Attachment. The Bidder will include any necessary supporting documentation (references, certifications, licenses, insurance acknowledgement, etc.) necessary to validate the Bidder’s qualifications.

Attachment 2 must be signed by an individual authorized to bind the business contractually and must identify the title or position that the individual holds in the business.

2. Bidder’s Minimum Qualifications

a. The Bidder must have a minimum of three years of experience, within the last five years, performing daily mail pickup and delivery services. Proof of experience via capability statement or business experience listed must be provided with the submitted bid.

b. Bidder can provide a truck with a payload capacity of at least 7,000 lbs., a rear cargo space of at least 700 cubic feet, a lift gate, and a rear door height of at least 70”.

c. The Bidder shall be located or have a field office within 50 miles of the Sacramento metropolitan area.

d. The Bidder must possess a valid California Department of Motor Vehicles (DMV)-Issued Motor Carrier Permit, as required by California Code, Vehicle Code (CVC) Section 34620. A copy of the permit must be included in the bid submission packet.

e. The Bidder must provide a minimum of two (2) drivers possessing valid California Commercial Driver's Licenses (CDL). A copy of each CDL must be included in the bid submission packet.

3. Licenses and Certifications

a. The Bidder must provide copy of a valid California city or county business license (if applicable);

or, if a corporation is located within the State of California, incorporation documents; or letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

b. Bidders shall obtain, at their expense, all license(s) or permit(s) required by law for accomplishing any work required in connection with this agreement.

c. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license within 30 days following the expiration date. In the event the Contractor fails to keep all required licenses in effect at all times, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

C. Bid Requirements and Information

1. Key Action Dates

EVENT DATE

Release of IFB April 23, 2025

Written Questions Submittal Deadline April 29, 2025

SCO Response to Written Questions May 2, 2025

Final Date for Bid Submission** May 14, 2025 – 2:00 p.m. PT*

Evaluation of Bid Submissions May 14 – May 16

Cost Opening May 19, 2025

Proposed Award Date May 20, 2025

Estimated Agreement Start Date July 1, 2025

*Pacific Time (PT) **Dates after the Final Date for Bid Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

2. Written Questions and Answers

a. Bidders may submit questions for clarification of the content of this IFB to SCOBids@sco.ca.gov.

b. Questions must be submitted by the date and time specified in Section C, Bid Requirements and

Information, Item 1. Key Action Dates.

c. The subject line of the email should read, IFB EDIS90325 Questions – Company Name.

d. The Bidder must reference the section and page number about which they are inquiring.

e. Written Questions and Answers will be provided without identifying the submitter. At the sole discretion of SCO, SCO may paraphrase questions for clarity.

f. Questions and Answers will be issued via an addendum to this IFB and posted to Cal eProcure.

3. Submission of Bid

a. Bidders must submit their bids in Portable Document Format (PDF) to SCOBids@sco.ca.gov by the date and time specified in Section C, Bid Requirements and Information, Item 1. Key Action Dates. All bids must be submitted in at least two (2) separate emails. Subject line must include the IFB number, Title, and be marked Bid or Cost.

1) Email #1 (Bid) must include the Bidder’s submission in PDF format with the subject line identifying the submission as BID—Company Name. Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this IFB.

2) Email #2 (Attachment 16 Cost Worksheet) must include the Bidder’s cost in PDF format with the subject line identifying the submission as COST—DO NOT OPEN. The Cost email shall remain unopened and separate from the sealed bid email until the public cost opening.

3) Email Requirements:

a) Bidders shall ensure that emails do not exceed a file size of 20 megabytes.

b) Bidders shall ensure that emails do not contain scripts, executable files, password protection, or macros, which may make their emails undeliverable.

c) Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Bids containing links to external sources will be rejected.

d) If email #1, identified as BID, should exceed acceptable file size, the Bidder shall split the email into multiple emails to ensure delivery.

e) Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f) An automatic reply from SCObids@sco.ca.gov confirms receipt of bidders’ emails.

Automatic replies only confirm receipt of emails and do not assess bidders’ responsiveness to the IFB requirements in the email content or in any attachments therein.

g) LATE BID SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

b. Bids not submitted in two (2) separate emails and marked as indicated may be rejected.

c. If the Bid is made under a fictitious name or business title, the actual legal name of the Bidder must be provided.

d. All bids shall include the documents identified in Attachment 1, Required Attachment Checklist.

Bids not including the proper required attachments may be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

e. It is the Bidder’s responsibility to provide all necessary information for SCO to evaluate the Bid, verify requested information, and determine the Bidder’s ability to perform the services defined in the Standard Agreement, Exhibit A, Scope of Work, Exhibit A through Exhibit D.

f. All documents requiring a signature must bear the signature of a person authorized to bind the bidding firm.

g. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

h. SCO may reject any or all bids. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind.

i. SCO may waive an immaterial deviation in a bid. SCO waiver of an immaterial deviation shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the Agreement.

j. Costs incurred for developing bids and in anticipation of award of the Agreement are entirely the responsibility of the Bidder and shall not be charged to the State of California.

k. An individual who is authorized to bind the Bidder contractually shall sign Attachment 2, Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

l. A bidder may modify a bid after its submission or withdraw its bid by submitting a written withdrawal request to SCO, signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission. A bidder’s modification offered in any other manner, oral or written, will not be considered. Bids may not be withdrawn without cause subsequent to the Final Date for Bid Submission.

m. SCO may modify the IFB prior to the Final Date for Bid Submission by issuing an addendum that shall be posted to Cal eProcure.

n. SCO reserves the right to reject all bids. SCO is not required to award an agreement.

o. Before submitting a response to this solicitation, bidders should review, correct all errors, and confirm compliance with the IFB requirements.

p. SCO does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable.

q. No oral understanding or agreement shall be binding on either party.

4. Evaluation and Selection

a. During Evaluation of Bids, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b. SCO will evaluate each bid to determine its responsiveness to the published requirements.

c. Bids that contain false or misleading statements that do not support an attribute or condition claimed by the Bidder, may be rejected.

d. The Cost Opening will occur via Microsoft Teams per IFB Section C. Bid Requirements and Information, Section 1. Key Action Dates. All bidders will be sent an invitation to attend via the contacts listed on Attachment 3, Contractor Point of Contact in the Bid submission.

e. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 3, Contractor Point of Contact, please email request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

f. Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link no later than the morning of the Cost Opening identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

g. Award will be made to the responsive, responsible bidder with the lowest total cost.

h. In the event of a precise tie, if Government Code (GC) Section 14838(f) does not apply to the

Bidders, a witnessed coin toss will be conducted by the Procurement Official. If a coin toss is needed, the Procurement Official will schedule and arrange for the coin toss and non-partisan witnesses, notifying the participating bidders of the outcome of the coin toss.

5. Award and Protest

a. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the Agreement is not to be awarded to the low bidder, the low bidder shall be notified by email, overnight courier, or personal delivery five (5) working days prior to the award of the Agreement.

b. If requested in writing by any bidder who has submitted a bid a notice of the proposed award shall be posted in a public place in the SCO, 300 Capitol Mall, 15th Floor, Sacramento, CA 95814, and on the Small Business and Disabled Veteran Business Enterprises Advocate and Liaison page on SCO Website under “Notice of Intent to Award Agreement” at:

https://www.sco.ca.gov/sco_sb_dvbe_advocate.html for five (5) working days prior to awarding the Agreement. If SCO is awarding to the lowest responsible bidder, and no requests have been made to publicly post a letter of intent, the SCO may award the Agreement without delay.

c. If any bidder, prior to the award of agreement, files a written protest with SCO and the Department of General Services (DGS), Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, on the grounds that the (protesting) Bidder is the lowest responsive responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. It is suggested that you submit any protest by certified or registered mail.

d. Within five (5) days after filing the protest, the protesting bidder shall file with the DGS, Office of

Legal Services and the SCO, a detailed written statement specifying the grounds for the protest with DGS, OLS, and SCO. The written protest must be sent to DGS, OS, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO, at SCOBids@sco.ca.gov, Attention: Contracts Office.

6. Disposition of Bids

a. Upon bid opening, all documents submitted in response to this IFB will become the property of the

State of California and will be regarded as public records under the California Public Records Act GC Section 6250 et seq. and subject to review by the public.

7. Agreement Execution and Performance

a. Service shall start on the express date set by SCO and the Contractor, after all approvals have been obtained and the Agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, SCO - upon five (5) days’ written notice to the Contractor - reserves the right to terminate the Agreement. In addition, the Contractor shall be liable to SCO for the difference between contractor's bid price and the actual cost of performing work by the second lowest bidder, or by another contractor.

b. All performance under the Agreement shall be completed on or before the termination date of the Agreement.

D. Background Check

1. The resulting Agreement requires the Bidder’s proposed key staff, including any subcontractors that have access to confidential and sensitive information/resources, access to SCO work areas and facilities, or the work areas of SCO customers on behalf of SCO, to pass a Live Scan background check.

2. Upon notice of award, SCO will provide the Contractor with all necessary forms and locations for each proposed key staff to complete the background check process. SCO will be responsible for payment of background check fees.

3. Background checks must be completed and passed prior to contractor and/or subcontractor staff beginning work on the Agreement. If a key staff does not pass the criminal background check process, the Contractor must replace the proposed key staff with a new candidate that meets all requirements identified in this solicitation. Replacement of key staff is subject to SCO approval.

4. At the discretion of SCO, SCO may cancel award of the Agreement to a contractor subject to failed background checks. Contractors and subcontractors will be held to the same background check standards as SCO employees.

5. The Contractor shall ensure that each of its employees, and any subcontractor staff, are made aware of, understand, and comply with the provisions of SCO criminal background checks. Any additional or replacement to the Agreement will be subject to the same terms.

E. Participation, Preference, and Incentive Programs

The Preference and Incentive Programs listed below may be combined but will not exceed a combined total of 15 percent of the Bid amount or $100,000 per bid, whichever is less. No bid price will be reduced by more than $100,000, and all preference and incentive cost adjustments are for bid evaluation purposes only and do not alter the actual cost offered by the Bidder.

A Small Business (SB)/Microbusiness (MB) and a Disabled Veteran Business Enterprise (DVBE) must have current and valid certification through DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. Pacific Time (PT) on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website at. https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled- Veteran-Business- Enterprise?search=Office%20of%20Small%20business%20and%20DVBE%20Services

In compliance with GC Section 14837 and Military & Veterans Code (M&VC) Section 999, certified SB/MB and DVBE contractors must perform a commercially useful function (CUF).

1. Disabled Veteran Business Enterprise (DVBE) Program Participation

a. The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

b. DVBE must have current and valid certification through DGS OSDS. Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m.

PT on the Final Date for Proposal Submission and OSDS must be able to approve the application as submitted.

2. Disabled Veteran Business Enterprise (DVBE) Incentive

a. Firms that are DVBEs or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid, not to exceed five (5) percent. The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible bidders proposing DVBE participation. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FB

CA257A3ED083F3DBB85ECEEB37013CBCF0545C

b. The incentive shall be applied as follows:

DVBE Participation Level Incentive Applied

3.01 – 3.49% 1%

3.5 – 3.99% 2%

4.0 – 4.49% 3%

4.5 – 4.99% 4%

5.0 OR MORE 5%

c. The incentive is subject to a minimum of one (1) percent and a maximum of five (5) percent. Bids with DVBE participation of more than five (5) percent will be calculated with a five (5) percent incentive.

d. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

e. The required list of California certified DVBE subcontracts must be provided on Attachment 5, Bidder Declaration (Written) (GSPD-05-105) 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.

f. The Bidder must submit Attachment 8, Disabled Veterans Business Enterprise (DVBE)

Declarations (DGS PD 843), signed by the DVBE owner/manager.

g. When the awarded contractor has a certified DVBE perform an element of work for the

Agreement, the awarded contractor shall complete a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817) within 60 days of expiration of the Agreement, and submit to

SCO.

Small Business (SB) Preference Program

a. Current law encourages state departments to first consider a SB/MB Enterprise for contracting opportunities. SCO is committed to supporting SB/MB participation in state contracting and seeks to use certified SBs/MBs whenever possible.

b. Section 14835, et seq., of the California GC requires that a five percent preference be given to bidders who certify as a SB/MB. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

c. The SB/MB Preference may not exceed $50,000 for any bid. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

3. Non-Small Business Preference Request

a. A five percent bid preference is available to a non-small business claiming 25 percent California certified SB subcontractor participation. If claiming the non-small business subcontractor preference, the Bid must include a list of the SB(s) with which you commit to subcontract in an amount of at least 25 percent of the net bid price with one or more California certified SBs. Each listed certified SB must perform a Commercially Useful Function in the performance of the Agreement as defined in GC Section 14837(d)(4).

b. The required list of California certified SB subcontractors must be provided on Attachment 5, Bidder Declaration (Written) (GSPD-05-105) 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.

c. In granting the Non-Small Business Preference, no bid price will be reduced by more than

$50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

d. A non-small business is defined as a responsive/responsible bidder that is not certified by the

DGS OSDS as a SB/MB enterprise.

4. Ties between Certified SB/MB and DVBE Businesses

Per GC 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

F. Required Attachments

This bid package requires completion of all Attachments referenced on the required Attachment 1, Required Attachment Checklist. Exclusion of any required attachments may result in a bidder’s disqualification.

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST

Bidder’s Name:

(Please print clearly or type.)

A complete bid will consist of the items identified below. Place initials next to each item that you have submitted to SCO. For your bid to be responsive, all required attachments must be returned. Further review is subject to SCO discretion. This checklist must be signed and returned with your bid.

Requirement Description Submitted to SCO

Attachment 1 Required Attachment Checklist

Attachment 2 Bidder Certification Sheet

Attachment 3 Contractor Point of Contact

Attachment 4 Payee Data Record (STD 204) and Payee Data Record Supplement

(STD 205*)

Attachment 5 Bidder Declaration (Written) (GSPD-05-105)

Attachment 6 Contractor Certification Clauses (CCC 04/2017)

Attachment 7 Secretary of State Certification of Status*

Attachment 8 Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)*

Attachment 9 Darfur Contracting Act Certification (DGS PD 1)*

Attachment 10 Generative Artificial Intelligence (GenAI) Disclosure

Attachment 11 California Civil Rights Laws Certification (DGS OLS 04)

Attachment 12 Acknowledgement of Agreement Exhibits, Insurance, and Policies

Attachment 13 Bidding Preferences and Incentives

Attachment 14 Contractor/Consultant Organization Information Security Agreement

(ISO-004b)

Attachment 15 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004c)

Attachment 16 Cost Worksheet (Submit in a separate email)

Additional Requirement

Copies of licenses and certifications required to meet the minimum qualifications.

Requirement

Proof of experience via resumes, capabilities statement, or business experience listed

California Certified SB/MB Certification

Additional Requirement

Copy of valid California city or county business license (if applicable); or an affidavit that the business is in good standing with the state, province, or country in which business is headquartered

Copy of valid, current California DMV-issued Motor Carrier Permit (MCP)

Authorized Signature and Title Date

ATTACHMENT 2

BIDDER CERTIFICATION SHEET

The Bidder Certification sheet must be completed, signed, and returned with the Bid package. An individual who is authorized to bind the Bidding firm contractually shall sign the Attachment 2, Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

1. Bidder has a minimum of three years of experience, within the last five years, in performing daily mail pickup and delivery services.

2. Bidder can provide a truck with a payload capacity of at least 7,000 lbs., a rear cargo space of at least

700 cubic feet, a lift gate, and a rear door height of at least 70”.

3. Bidder is located or has a field office within 50 miles of the Sacramento metropolitan area.

4. Bidder possesses a valid California Department of Motor Vehicles (DMV)-Issued Motor Carrier Permit, as required by California Code, Vehicle Code (CVC) Section 34620.

5. Bidder can provide a minimum of two (2) drivers possessing valid California Commercial Driver’s

Licenses (CDL).

6. Our all-inclusive bid is submitted as detailed in Attachment 16, Cost Worksheet.

7. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

1. Company Name 2. Telephone Number 2a. Fax Number

2b. E-mail Address:

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Proposer’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business Enterprise

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your certification number below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending:

Completion Instructions for Bidder Certification Sheet

Complete the numbered items on the Bidder Certification Sheet by following the instructions below.

Item Numbers Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two (2) or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two (2) or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13 Must be completed. These items are self-explanatory.

If certified as a California Certified SB/MB, place a check in the "Yes" box, and enter your certification number on the line. If you are not certified, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

ATTACHMENT 3

CONTRACTOR POINT OF CONTACT

The contact person regarding this IFB is:

Name & Title:

Address:

Phone Number: Fax Number

Cell Phone Number:

(optional)

Email:

If awarded an agreement, the representative for services will be:

Name & Title:

Address:

Phone Number: Fax Number

Cell Phone

Number:

(optional)

Email:

If awarded an agreement, direct all agreement inquiries to:

Name & Title:

Address:

Phone Number: Fax Number

Cell Phone Number:

(optional)

Email:

If awarded an agreement, the name of the company officer authorized to sign the Agreement is:

Name & Title:

Address:

ATTACHMENT 4

PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (STD 205*)

Payee Data Record (STD 204) is required and must be submitted.

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

*Only use Payee Data Record Supplement (STD 205) to provide a remittance address if different from the mailing address for information returns, or to make subsequent changes to the remittance address.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 5

BIDDER DECLARATION (Written) (GSPD-05-105)

All bidders must complete and sign the Bidder Declaration (Written) (GSPD-05-105) and include it with the Bid.

When completing the declaration, bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an agreement are contractually obligated to use the subcontractors for the corresponding work identified unless SCO agrees to a substitution, and it is incorporated by amendment to the Agreement.

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

ATTACHMENT 6

CONTRACTOR CERTIFICATION CLAUSES (CCC 04/2017)

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC- 042017.pdf?la=en&hash=4DC414511AE378794200BA43EBF91C758EE

ATTACHMENT 7

SECRETARY OF STATE CERTIFICATION OF STATUS*

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP). Required document(s) may be obtained at the following website:

https://bizfileonline.sos.ca.gov/

ATTACHMENT 8

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (DGS PD 843)*

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

This form is only required if the SB/MB is also a certified DVBE.

ATTACHMENT 9

DARFUR CONTRACTING ACT CERTIFICATION (DGS PD 1)*

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

NOTE: The fill and print forms are available at the links provided. Please email SCOBids@sco.ca.gov if you are unable to access the provided links. Attachments 4, 5, and 6 must be signed, completed, and submitted with the Bid.

ATTACHMENT 10

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

"The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these 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.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief 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."

Bidder / Offeror must check the appropriate box from the choices below.

☐ Generative Artificial Intelligence (GenAI) will be used while providing services during the term of this agreement and may materially impact (check all that apply):

☐ Functionality of the system ☐ Risk to the State ☐ Contract performance

☐ Generative Artificial Intelligence (GenAI) will not be used while providing services during the term of this agreement.

Name of Bidder / Offeror:

Signature and Date:

ATTACHMENT 11

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)

Pursuant to Public Contract Code Section 2010, if a bidder or proposer executes or renews an agreement over $100,000 on or after January 1, 2017, the Bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For agreements over $100,000 executed or renewed after January 1, 2017, the Contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (§12960 of the GC); and

2. EMPLOYER DISCRIMINATORY POLICIES: For agreements over $100,000 executed or renewed after

January 1, 2017, if a contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the GC).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 12

ACKNOWLEDGEMENT OF AGREEMENT EXHIBITS, INSURANCE, AND POLICIES

Bidder’s Name: _____________________________________________________________ (Please print clearly or type)

Complete and return a signed copy of this attachment with the Bid.

Agreement

Exhibit A, Scope of Work

Exhibit B, Budget Detail and Payment Provisions

Exhibit B, Attachment 1, Cost Worksheet.

Note: Attachment 16, Cost Worksheet to be inserted upon agreement award

Exhibit C, General Terms and Conditions (GTC 02/2025) version available here:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February- 2025.pdf

Exhibit D, Special Terms and Conditions

The Bidder acknowledges their ability to meet the requirements within the Agreement:

Bidder must provide insurance certificates within 10 business days of agreement award. See Exhibit D, Special Terms and Conditions, Section A. Insurance Requirements for complete requirements.

I certify that we have received, reviewed, and accepted all requirements in this IFB, Agreement, and Exhibits and can meet the insurance requirements.

Authorized Signature Date

Name of Contractor Firm

Name and Title (Please Print)

ATTACHMENT 13

BIDDING PREFERENCES AND INCENTIVES

Bidder must check the appropriate box from the choices below for each type of preference or incentive.

1. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE:

☐ I am a DGS certified DVBE. A copy of my California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843) form is attached.

☐ I am not a DGS certified DVBE, but three (3) percent or more of the revenue will be going to a DGS certified DVBE subcontractor(s) performing a commercially useful function, and therefore, I am claiming the DVBE incentive.

Bidder must submit a complete Attachment 5, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified DVBE subcontractor. Bidder must also submit Attachment 8, California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843), for each DVBE subcontractor, signed by the DVBE owner/manager.

☐ I am not claiming the DVBE incentive.

2. SMALL BUSINESS (SB) PREFERENCE:

☐ I am a Department of General Services (DGS) certified SB and claim the SB Preference.

My DGS SB certification number is: _________________

☐ I am not a DGS certified SB, but 25 percent or more of the revenue from the award will go to a DGS certified SB subcontractor performing a Commercially Useful Function; and therefore, I am claiming the preference.

Bidder must submit a complete Attachment 5, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified SB subcontractor.

☐ I am not claiming the DGS SB Preference.

Name of Bidder:

Signature and Date:

State of California—Controller’s Office

CONTRACTOR / CONSULTANT CONFIDENTIALITY

AND NON-DISCLOSURE ACKNOWLEDGEMENT

ISO-004b (Rev. 02/15)

300 Capitol Mall, Suite 603 Sacramento, CA 95814 Form Contact Info. Ph: (916) 445-1720 Email: infosec@sco.ca.gov

Section 1 — Contractor Information Contractor / Consultant Organization Name Date of Request

Contractor / Consultant Name (First M.I. Last) Work Phone

Title Work Email Address

Section 2 — Agreement

As a contractor or consultant of the California State Controller's Office (SCO) you may have access to financial, statistical, personal, or technical information classified as confidential or sensitive by the SCO. In addition you may be authorized access to data processing resources that are created, maintained, or used within the SCO and must be protected. This confidentiality and non-disclosure agreement between you and the SCO is to protect the information assets that may be disclosed to you by the SCO. This Agreement shall be construed under the laws of the State of California.

By signing below I acknowledge that:

1. I will access or use SCO information assets only when relevant and necessary in the ordinary course of performing my authorized official duties conducted on behalf of the organization referenced in this document. I further understand that unauthorized access, attempted access or illegal use of any computer systems, information asset, and/or information of the State of California may be a public offense punishable under Section 502 of the California Penal Code;

2. I will not disclose SCO information classified as confidential or sensitive unless authorized to do so by the SCO;

3. I will immediately notify the SCO Information Security Office; SCO Information Systems Division; and the appropriate SCO contract / agreement administrator of any violation of SCO administrative policy or information security standards; or violation of requirements, terms, or conditions of this agreement; and any actual or suspected information security incidents;.

4. I will not disclose, change, modify, delete, or circumvent any SCO required authentication and authorization process without the approval of authorized SCO personnel;

5. I will not change, modify, remove, or circumvent any SCO required security controls or protocols without written approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee;

6. I will ensure that all data processing resources (i.e., PCs, notebooks, laptops, servers, USB and flash drives, etc.) and other equipment (i.e., cellular phones, personal digital assistants (PDAs), audio or image recorders, etc.) I bring into SCO owned or leased facilities are approved by the SCO, and meet SCO information technology and information security acceptable use standards, and SCO Information Security Policy;

7. I shall only utilize and access SCO managed electronic mail and Internet access services while utilizing SCO provided data processing resources or networks. I will not connect to, or access, any non-SCO managed resource or service from within the SCO network or via any SCO data process resource without the approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee; and,

8. I will comply with all applicable SCO administrative, technical, and information security policies and standards.

I have read and understand the responsibilities stated above and will comply with the SCO administrative and information security requirements and standards listed on this form. I acknowledge and agree to use SCO information assets in accordance with the terms outlined in this form. I understand that failure to comply with these responsibilities may result in immediate cancellation of authorization to use SCO information assets or disciplinary action in accordance with applicable laws and regulations or civil and criminal prosecution in accordance with applicable statutes.

By signing this form, I acknowledge that I have read, understand and agree to its contents and realize the penalties for non-compliance with its terms.

Section 3 — Approval Signature Legal Signature Date

Return completed acknowledgement to the SCO Information Security Office, 300 Capitol Mall, Suite 603, Sacramento, CA 95814

ATTACHMENT 14

State Controller's Office

State of California—Controller’s Office Contractor/Consultant Organization Information Security Agreement ISO-004c (Rev. 2/15)

300 Capitol Mall, Suite 603 Sacramento, CA 95814 Form Contact Info. Ph: (916) 445-1720 Email: infosec@sco.ca.gov

Section 1 — Contractor / Consultant Organization Contact Information Contractor / Consultant Organization Name

Street Address City State Zip Code

Organization Contact Name Title Work Phone Work Email

Section 2 — SCO Contract / Agreement Administrator Information SCO Division SCO Contract / Agreement Administrator Name

Title Work Phone Work Email Address

Section 3 — SCO Information Security Terms And Conditions Contractors and consultants authorized to use SCO information assets shall comply with all applicable SCO administrative policy and information security standards, and the terms, conditions, and requirements stated on this agreement. The intent of this agreement is to comply with California State Administration Manual (SAM) requirements (Ref. SAM § 5305.8 (2) e (1) et.al) and statute.

General Terms and Conditions:

1. SCO information assets shall only be accessed or utilized for SCO authorized business purposes;

2. All SCO authorized organization employees or agents shall sign an SCO provided “Confidentiality and Non-Disclosure Acknowledgement” prior to being granted access to, or use of, SCO information assets;

Contractor / Consultant Organization Responsibilities The Contractor / Consultant organization listed in Section I of this agreement agrees to comply with, implement, enforce, and monitor compliance with the following requirements:

3. The organization shall ensure that only SCO authorized organization employees or agents utilize SCO information assets. The organization is solely responsible for ensuring that authorized employees or agents are not security risks, and upon the SCO’s request, the organization will provide the SCO with any information reasonably necessary for SCO to evaluate security issues relating to any authorized employee or agent;

4. The organization shall ensure that all authorized organization employees or agents understand and adhere to SCO administrative policy and information security standards;

5. The organization shall immediately notify the SCO of any changes or withdrawals of their employees or agents authorized by the SCO to access or utilize SCO information assets;

6. The organization shall ensure that SCO authorized organization employees or agents take all reasonable and appropriate measures to protect the confidentiality, integrity, and availability of SCO information classified as confidential or sensitive, or as requiring protection by state or federal statute;

7. The organization shall ensure that SCO authorized organization employees or agents take all reasonable and appropriate measures to protect the confidentiality, integrity and availability of SCO data processing resources, specifically;

a. The organization and its employees or agents shall only access the SCO’s information, network, and network resources through SCO managed data processing resources and network connections;

b. The organization and its employees or agents shall not change, modify, delete, or circumvent the configuration of any provided SCO owned or leased data processing equipment without written approval of SCO Information Systems…