FV169009_Lead_and_Asbestos_IFB.doc

Providing Agency's Name

Agreement Number

Page _ of _

FAIRVIEW DEVELOPMENTAL CENTER

2501 Harbor Blvd.

Costa Mesa, CA 92626

(714) 957-5384 (714) 957-5614 FAX

May 11, 2016 You are invited to review and respond to this Invitation for Bid (IFB), entitled FV169009 – Asbestos and Lead Physicals, effective July 1, 2016 through June 30, 2018. In submitting your bid, you must comply with these instructions.

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 www.ols.dgs.ca.gov/Standard+Language. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

The Disabled Veteran Business Program (DVBE) Participation Goal Program is being waived in this solicitation.

In the opinion of Fairview Developmental Center, this Invitation for Bid 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:

Joan Gomez Personnel Director

(714) 957-5131 Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

"The effective date of this contract/amendment is either the start date or the approval date by the Department of General Services, whichever is later. No work shall commence until the effective date."

Katrina Opendo

Staff Services Analyst

“Building Partnerships, Supporting Choices”

STATE OF CALIFORNIA S HEALTH AND HUMAN SERVICES AGENCY EDMUND G. BROWN JR., Governor

DEPARTMENT OF DEVELOPMENTAL SERVICES

Table of Contents

Section Page

A) Purpose and Description of Services ……………………………………………..……….2

B) Bidder Minimum Qualifications …………………………………………………………….2

C) Bid Requirements and Information ………………………………………………………..2

1) Key Action Dates ……………………………………………………………………….2

2) Optional Site Inspection ………………………………………………………………...2

3) Submission of Bid ……………………………………………………………………….2

4) Evaluation and Selection ……………………………………………………………….4

5) Award and Protest ………………………………………………………………………4

6) Disposition of Bid ………………………………………………………………………..5

7) Agreement Execution and Performance ……………………………………………..5 D) Preference Programs ……………………………………………………………………….5 Small Business Preference …………………………………………………………………5 E) Required Attachments ………………………………………………………………………5

1) Required Attachment Check List ………………………………………………………6

2) Bid/Bidder Certification Sheet

3) Bid Proposal

4) Bidder References

5) Payee Data Record (STD 204)

6) Contractor's Certification Clauses (CCC) (page 1)

7) Small Business Identification Questionnaire

8) Darfur Contracting Act 2008

9) General Liability Insurance Certificate

10) Secretary of State Business Entity Detail (if applicable)

F) Sample Standard Agreement (STD 213)

1) Exhibit A, Scope of Work

2) Exhibit B, Budget Detail and Payment Provisions

3) Exhibit C, General Terms and Conditions

4) Exhibit D, Special Terms and Conditions

5) Exhibit E, Sexual Harassment Prevention Policy Directive

6) Exhibit F, Statement of Assurance for Protection of Personal Information HIPAA Confidentiality Agreement

A) Purpose and Description of Services

Contractor will provide complete asbestos and lead physical examination, which will be performed by a physician. Contractor is to provide the necessary respiratory certification and lab test for staff from Fairview Developmental Center upon request of the Project Representative.

B) Bidder Minimum Qualifications

1) Bidder must provide three (3) references for services performed within the last ten (10) years. The Scope of Work should be similar to the scope in this Agreement.

2) Bidder’s place of business must be within a thirty-mile (30 mi) radius from the facility during the entire term of the Agreement. Vendors providing onsite services must also provide an alternative offsite facility that can process full and/or partial examinations at the same cost as the onsite examinations.

C) Bid Requirements and Information

1) Key Action Dates

Event

Date

IFB available to prospective bidders

May 11, 2016 Final Date for Bid Submission

May 25, 2016 @ 3:00 p.m.

Bid Opening

May 25, 2016 @ 3:00 p.m.

Notice of Intent to Award

May 27, 2016 Proposed Award Date

June 3, 2016 2) Optional Site Inspection An optional site inspection is available for prospective bidders. Please contact Joan Gomez, Personnel Director at (714) 957-5131 to schedule and appointment.

3) Submission of Bid

a) All bids must be submitted under sealed cover and sent to DDS/Fairview Developmental Center by dates and times shown in Section C, Bid Requirements and Information, Item 1) Key Action Dates, (page 2). The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "DO NOT OPEN", as shown in the following example:

FV169009

Lead and Asbestos Physicals 2501 Harbor Blvd.

Costa Mesa, CA 92626

DO NOT OPEN

Bids not submitted under sealed cover may be rejected. A minimum of 1 copy of the bid must be submitted.

b) All bids shall include the documents identified in Section E, Required Attachment Checklist (see page 7). Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

d) Mail or deliver bids to the following address:

U.S. Postal Service Deliveries

Hand Deliveries

(UPS, Express Mail, Federal Express)

Fairview Developmental Center

Attn: Accounting Department

2501 Harbor Blvd.

Costa Mesa, CA 92626

e) 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.

f) 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. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's 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.

g) 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.

h) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet, page 8. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

i) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

j) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

k) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

l) The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

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

n) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

o) The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

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

4) Evaluation and Selection

a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b) The State will evaluate each bid to determine its responsiveness to the published requirements.

c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

d) Award if made, will be to the lowest responsive responsible bidder.

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 telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and Fairview Developmental Center 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 Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to the awarding agency. It is suggested that you submit any protest by certified or registered mail.

e) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at www.dgs.ca.gov/contracts. This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years.

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 (Government Code Section 6250 et seq.) and subject to review by the public.

b) Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency.

7) Agreement Execution and Performance

a) Performance shall start not later than the express date set by the awarding agency 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, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State 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) Preference Programs

Small Business Preference: http://www.dgs.ca.gov/pd/Home.aspx E) Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this agreement.

ATTACHMENT 1

REQUIRED ATTACHMENT CHECK LIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package also.

Attachment Attachment Name/Description

Attachment 1 Required Attachment Check List

Attachment 2 Bid/Bidder Certification Sheet

Attachment 3 Bid Proposal

Attachment 4 Bidder References

Attachment 5 Payee Data Record (STD 204)

Attachment 6 Contractor Certification Clauses (CCC 307)

Attachment 7 Small Business Identification Questionnaire

Attachment 8 Darfur Contracting Act 2008

Attachment 9 General Liability Insurance in accordance with the contract requirement as described in Exhibit D, Page 2-3, Section 10 of the attached sample contract.

Attachment 10 If applicable, Business Entity Detail from the Secretary of State “Corporation” portal must have an “Active” status to provide service with the State. Go to http://kepler.sos.ca.gov/ to print the entity detail.