HSR25-124_Fire_Systems_Monitoring___Maintenance_IFB_-_FINAL.pdf

HSR25-124

INVITATION FOR BIDS

Notice to Prospective Bidders

May 18, 2026

You are invited to review and respond to this Invitation for Bids (IFB) entitled HSR25-124 Fire Alarm Suppression Systems and Fire Sprinkler Systems Monitoring, Maintenance and Repair Services for Nine (9) California High-Speed Rail Authority Properties in Fresno, CA. This IFB is advertised in the California State Contracts Register through Cal eProcure at:

http://www.caleprocure.ca.gov

Please note that you must register with Cal eProcure in order to download IFB packages and any other provided documents from the Cal eProcure website.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. The California High-Speed Rail Authority (Authority and/or State) is not responsible for the failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein.

Note that this agreement will include the State of California General Terms and Conditions (GTCs 02/2025) and Contractor Certification Clauses (CCC 04/2017) that may be viewed and downloaded at the Internet site:

http://www.dgs.ca.gov

The contact person for this IFB is:

Lorraine Delfin-Carpio California High-Speed Rail Authority

Phone: (916) 908-1113 Email: L.DelfinCarpio@hsr.ca.gov and contracts@hsr.ca.gov

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

Lorraine Delfin-Carpio Contract Analyst http://www.caleprocure.ca.gov/ http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Bidder Security

4. Prevailing Wage

5. Schedule of Events

6. Mandatory Pre-Bid Conference

7. Written Questions

8. Executive Order N-6-22 – Russia Sanctions

9. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI)

10. Submission of Bid

11. Bid Opening

12. Disposition of Bids

13. Evaluation and Selection

14. Notice of Intent to Award Contract

15. Protest

16. Notice of Contract Award

17. Standard Conditions of Service

18. Required Documents (Awarded Contractor)

19. Bid Preference(s)

20. Bid Incentive(s)

STANDARD AGREEMENT FORM (SAMPLE)

MONITORING CONTRACT (NON-PUBLIC WORKS)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

EXHIBIT F – Equipment by Building

MAINTENANCE AND REPAIR CONTRACT (PUBLIC WORKS)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

EXHIBIT F – Non-collusion Declaration

EXHIBIT G – Equipment by Building

Contract #

REQUIRED BID DOCUMENTS CHECKLIST

ATTACHMENT 1 – Bid/Bidder Certification Sheet

ATTACHMENT 2 – Cost And Rate Sheet

ATTACHMENT 3 – Payee Data Record

ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

ATTACHMENT 5 – Darfur Contracting Act

ATTACHMENT 6 – California Civil Rights Laws Certification

ATTACHMENT 7 – California Disabled Veteran Business Enterprise Participation Requirement and Incentive

ATTACHMENT 8 – Contractor Certification Clauses

ATTACHMENT 9 – Bidder’s Bond (If total bid exceeds $461,000.00)

ATTACHMENT 10 – Organizational Conflicts of Interest Disclosure Statement

EXHIBIT F – Non-collusion Declaration

DIR Registration – Copy of Department of Industrial Relations (DIR) Registration for the Bidder and all subcontractors the Bidder intends to utilize to perform Work under the Agreement.

CA FLS

Certification

– Copy of California Fire/Life Safety Technician Certification (Blue Card) issued by the DIR for at least two (2) permanent staff

C-10 License – Copy of a C-10 Electrical Contractor license issued by the California Department of Consumer Affairs, Contractors State License Board (CSLB)

C-16 License – Copy of a C-16 Fire Protection Contractor license issued by the California Department of Consumer Affairs, CSLB

The remainder of this page is intentionally left blank.

1. Purpose and Description of Services

A. The prospective bidder (Bidder) awarded an Agreement under this IFB shall provide all labor (including administrative costs for all personnel), materials, tools, equipment, travel, and supervision necessary to perform monthly monitoring, inspections, service tests, equipment certifications, installations, and equipment replacements for the Fire Alarm Suppression Systems and Fire Sprinkler Systems for nine (9) Authority properties located in Fresno, California, and adhere to all applicable local, state, and federal codes. Term: July 1, 2026 or upon Department of General Services (DGS) contract approval, whichever occurs later, through July 30, 2028, with an Authority option to extend for twelve (12) months additional. See Exhibit A, Scope of Work, Monitoring Contract (Non-Public Works), and Maintenance and Repair Contract (Public Works) for a complete description of services.

B. This is a single award solicitation. Two (2) contracts will be awarded to one (1) bidder based upon the lowest responsive and responsible bid for the cumulative total of the monitoring, installation, maintenance, and repair services.

(1). A contract will be executed for the monitoring services portion of the agreement, which is not defined as public works (HSR25-124 Monitoring Contract).

(2). A second contract will be executed for the public works installation, maintenance, and repair services, which will require a payment bond for the entire amount of that agreement and will include payment of prevailing wages (HSR25-125 Maintenance and Repair Contract).

(3). Note: Both contracts will be awarded to the same bidder based upon the lowest cumulative total, irrespective of the individual subtotals of the monitoring, maintenance, and repair bid amounts.

2. Bidder Qualifications

A. The bidder shall possess a valid C-10 Electrical Contractor and a C-16 Fire Protection Contractor License issued by the Contractors State License Board (CSLB). All subcontractors that the bidder intends to utilize to perform work under the agreement shall possess all applicable contractor licenses for the work they shall perform under the contract. The bidder’s contractor license number shall be indicated on the Bid/Bidder Certification Sheet (Attachment 1). The names of all subcontractors that the bidder intends to utilize and their contractor license number (if applicable) shall be indicated on the Bidder Declaration & Subcontractor/Supplier List (Attachment 4). All bidder and subcontractor contractor licenses shall be current and active from the time of the bid opening.

B. The bidder must employ, on permanent staff, at least two (2) personnel who have been trained and certified in the testing, maintenance, and repair, possessing California Fire/Life Safety Technician Certification (Blue Card) regulated by the California Industrial Relations (DIR), as required by the Authority Having Jurisdiction (AHJ), such as the local fire marshal or other regulatory agency.

3. Bidder Security

A. Bidder shall submit one of the following forms of bidder security (equal to 10% of the total bid amount) at the time of bid submittal if the total bid amount exceeds $461,000.00:

(1). Bid bond executed by an admitted surety insurer and made payable to the California High-Speed Rail Authority. Utilize the Bidder’s Bond form in Attachment 9.

(2). Cash

(3). Cashier’s check

(4). Certified check.

4. Prevailing Wage

A. In accordance with the provisions of Labor Code Sections 1720, the bidder and their proposed subcontractor(s) shall adhere to the payment of prevailing wages as determined by the California Department of Industrial Relations (DIR). The prevailing wage rate determinations can be downloaded from the DIR’s internet website at:

http://www.dir.ca.gov. Copies of the DIR’s downloadable prevailing wage rate determinations are also on file at Authority Headquarters and are available to any interested party on request. Additional questions regarding prevailing wage determinations shall be referred to the DIR’s Division of Labor Statistics and Research, Prevailing Wage Unit, at: http://www.dir.ca.gov.

B. In the event the bidder’s total bid amount exceeds $25,000.00, the bidder and all subcontractors that the bidder intends to utilize to perform work under the agreement shall be a registered public works contractor with the DIR. The bidder shall provide proof of DIR registration for the bidder and all subcontractors that the bidder intends to utilize to perform work under the agreement with their bid. All bidder and subcontractor public works contractor registrations with the DIR shall be active from the time of the bid opening through the term of the agreement, and shall remain active following the term of the agreement until all certified payroll records in connection with the agreement have been submitted to the DIR Labor Commissioner.

http://www.dir.ca.gov/

5. Schedule of Events

A. Event Date Time

(1). IFB available to prospective bidders: May 18, 2026 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 6.)

May 27, 2026 9:00 a.m.

(3). Written questions regarding IFB are due by:

(Note: See additional info in Section 7.)

May 29, 2026 5:00 p.m.

(4). Written responses to questions released by: June 1, 2026 5:00 p.m.

(5). Final date for bid submission:

(Note: See additional info in Section 10.)

June 3, 2026 3:00 p.m.

(6). Date of bid opening:

(Note: See additional info in Section 11.)

June 3, 2026 3:00 p.m.

(7). Proposed start date of agreement: July 1, 2026 Or upon DGS approval

N/A

6. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled for 9:00 a.m. on May 27, 2026 at the Authority’s Central Valley California Regional Headquarters Office, 1111 H Street, Fresno, CA 93721, for the purpose of discussing concerns regarding this IFB.

B. Potential bidders must be present at the designated meeting location noted above, at the time specified in Section 5, Schedule of Events, above. Potential bidders who are not at the designated meeting location at the specified time shall not be allowed to participate in the mandatory pre-bid conference.

C. Potential bidders must be present at the meeting location noted above, at the time specified in Section 5, Schedule of Events, to sign in on the pre-bid conference sign-in sheet at the mandatory pre-bid conference in order to be eligible to submit a bid.

Signing in on the pre-bid conference sign-in sheet shall be the only acceptable proof that a potential bidder attended the pre-bid conference. Signing in on a building security/visitor log, providing a business card, or providing any other type of proof shall not be considered as acceptable proof of attending the mandatory pre-bid conference. If a bid is submitted by a potential bidder who failed to sign in on the pre-bid conference sign-in sheet, the bid shall remain unopened and be returned to the bidder.

D. In the event a potential bidder is unable to attend the mandatory pre-bid conference, an authorized representative may attend on their behalf. The representative may only sign in for one (1) company. Subcontractors may not represent a potential bidder at a mandatory pre-bid conference. No bid shall be accepted unless the potential bidder or their authorized representative signed in on the pre-bid conference sign-in sheet at the mandatory pre-bid conference.

E. Potential bidders who need assistance to attend the mandatory pre-bid conference due to a physical impairment, a reasonable accommodation shall be provided by the Authority upon request. The potential bidder must contact the contact person indicated on the cover page of this IFB package no less than five (5) business days prior to the scheduled date and time of the mandatory pre-bid conference to arrange for a reasonable accommodation.

7. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in Section 5, Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at: https://caleprocure.ca.gov/pages/index.aspx.

8. Executive Order N-6-22 – Russia Sanctions

A. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

9. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI)

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

B. 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 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.

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

https://caleprocure.ca.gov/pages/index.aspx https://www.bing.com/ck/a?!&&p=a8c654d458f64172434e1459118a607616d5f98a0656a1f8d60b14a0af6c7b29JmltdHM9MTY1NjAxODM0NSZpZ3VpZD1mZmQwMTExYy00NWIyLTQ3MDMtODg5Mi0yMzk5MjIxMDVjNTEmaW5zaWQ9NTE2NQ&ptn=3&fclid=3fb5cd13-f338-11ec-9401-126f8b8caa1c&u=a1aHR0cHM6Ly93d3cuZ292LmNhLmdvdi93cC1jb250ZW50L3VwbG9hZHMvMjAyMi8wMy8zLjQuMjItUnVzc2lhLVVrcmFpbmUtRXhlY3V0aXZlLU9yZGVyLnBkZg&ntb=1

D. 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.

E. 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.

10. Submission of Bid

A. Bids must be submitted via mail or hand delivered no later than the date and time specified in Section 5, Schedule of Events.

(1). Bids submitted via mail or hand delivered must be enclosed in an envelope or under sealed cover. The exterior of the envelope or sealed cover must be clearly marked with all of the following information:

a. BIDDER’S NAME

b. BIDDER’S ADDRESS

c. BID PROPOSAL # HSR25-124, DO NOT OPEN UNTIL JUNE 3, 2026, AT 3:00 PM, ATTN: LORRAINE DELFIN-CARPIO.

(2). Bids shall be mailed or hand delivered to the following address:

California High-Speed Rail Authority Contracts and Procurement Branch Attn: LORRAINE DELFIN-CARPIO 770 L Street, Suite 620, MS 2 Sacramento, CA 95814

(3). Mailed bids not enclosed in an envelope or under sealed cover shall be rejected.

B. Bids must be received by the Authority no later than the date and time specified in Section 5, Schedule of Events. Any bid received after the specified due date and time shall remain unopened and will be returned to the bidder.

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. In addition, do not submit bid documents within a binder or folder.

Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the bid requirements.

D. All required bid documents submitted must be printed single-sided. Bids that include required bid documents that are printed double-sided shall be deemed non-responsive.

E. All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm.

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

G. Costs for developing bids in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the Authority.

H. An individual who is authorized to bind the bidding company/firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must 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, shall not be considered.

J. A bidder may withdraw their bid by submitting a written withdrawal request to the Authority, 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 the bid submission deadline.

K. The Authority may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum.

L. Bidders are cautioned not to rely on the Authority during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proofread them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications.

Bidders 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 shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 7920 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the Authority will treat the entire bid as a public record, except for any information the Authority is required to redact under California law.

11. Bid Opening

A. For security reasons, if you plan to attend the public bid opening, you must call the contact person indicated on the cover page of this IFB no less than twenty-four (24) hours prior to the bid opening date and time so that arrangements can be made for entrance into the Authority building.

B. The bid opening shall be held at: Authority Headquarters 770 L Street, Suite 800, Sacramento, CA 95814. At the sole discretion of the Authority, this bid opening may be held virtually.

12. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California and shall be regarded as public records under the California Public Records Act (Government Code Section 7920 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium that discloses any aspect of a bidder's bid shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

13. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The Authority shall put each bid through a process of evaluation to determine its responsiveness to the Authority's needs.

C. Pursuant to Public Contract Code Section 1103, a bidder may be deemed not responsible, and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the Authority determines that the cost is not reasonable or otherwise in the best interest of the Authority. There is no requirement to award an agreement if, in the opinion of the Authority, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements may be rejected. If, in the opinion of the Authority, such information was intended to mislead the Authority in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The Authority may reject any or all bids. At the Authority’s sole discretion, it may seek clarification regarding bid documents or information and may waive any immaterial deviation in a bid. The Authority's waiver of immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

The Authority will not waive material deviations in a bid, which include but are not limited to deviations that affect the total price of the bid or give a bidder an advantage over other bidders.

G. A bid may be rejected if it contains any alterations of form or other irregularities of any kind. The Authority does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

H. The final selection shall be made on the basis of the lowest responsible responsive bid.

In the event there is a tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

14. Notice of Intent to Award Contract

A. Upon written request by any bidder via email, regular mail, or personal delivery prior to award of the agreement, the Authority shall email bidders and post in a publicly accessible place a written notice of intent to award the agreement no less than five (5) business days prior to awarding the agreement. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to award of the agreement.

B. Whenever an agreement is awarded under a procedure that provides for competitive bidding, but the agreement is not to be awarded to the lowest bidder, the Authority shall:

(1). Notify the lowest bidder in writing by email, overnight courier, or personal delivery no less than five (5) business days prior to the award of the agreement.

15. Protest

A. If any bidder, prior to the award of the agreement, files an initial protest with the Authority and the Department of General Services (DGS) 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 DGS has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the Authority and DGS, the protesting bidder shall file a full and complete written statement with the Authority and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person.

C. A written protest must be sent by email to DGS, Office of Legal Services (OLS) at OLSProtests@dgs.ca.gov, as well as the Contract Analyst listed on the cover letter of this IFB.

16. Notice of Contract Award

A. The Authority shall email or mail bidding contractors a written notice of contract award.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:OLSProtests@dgs.ca.gov

17. Standard Conditions of Service

A. Following the release of the written notice of contract award, the Authority shall email or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the agreement can be fully executed.

B. Services shall be available on the expressed date set by the Authority after all approvals have been obtained and the agreement is fully executed.

C. All performance under the agreement shall be completed on or before the termination date of the contract.

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

18. Required Documents (Awarded Contractor)

A. Prior to approval of the agreement, the awarded contractor shall provide the Authority with all of the following required documents within ten (10) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the Authority with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded contractor for signature, the Authority, at its sole discretion, may deem the awarded contractor as non-responsive and may rescind the contract award:

(1). Contractor Certification Clauses

a. The awarded contractor shall sign and submit to the Authority, page one

(1) of the Contractor Certification Clauses (CCC 04/2017) which can be found on the Internet at: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard- Contract-Language.

(2). Insurance Requirements

a. The awarded contractor shall provide the Authority with all of the following certificate(s) of insurance (Note: The Authority shall not be responsible for any premiums or assessments on insurance policies):

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1 million per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom a claim is made, or suit is brought, subject to the Contractor’s limit of liability.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

B. The insurance policy shall include the following additional insured endorsement that shall be supplied under a form acceptable to DGS, Office of Risk and Insurance Management (ORIM):

(1). The State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed for the State of California.

2. Automobile Liability Insurance

A. By signing this Agreement, the Contractor certifies that the Contractor and any of their employees or subcontractors using a vehicle in the performance of work under this Agreement possess valid automobile liability coverage in accordance with California Vehicle Code Sections 16450 to 16457, inclusive. The Authority reserves the right to request proof at any time.

3. Worker’s Compensation

A. Employer liability limits of not less than $1 million are required if the awarded contractor employs any person, in any manner, who is subject to the Workers' Compensation Laws of California. The awarded contractor shall maintain statutory workers' compensation and employer’s liability coverage for all of its employees who will be engaged in the performance of the agreement. If the awarded contractor does not employ any person, in any manner, so as to not become subject to the Workers’ Compensation laws of California, the awarded contractor shall contact the Authority Contract Analyst to request a Workers’ Compensation Exemption Certification form. This form shall be completed by the awarded contractor and submitted to the Authority prior to approval of the agreement.

B. The awarded contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

(3). Payment Bond

a. Per Public Contract Code Section 7103, the awarded contractor shall provide a payment bond equal to one-hundred percent (100%) of the total amount payable under the contract if the awarded contractor’s total bid amount exceeds $25,000.00. The payment bond must be printed on Standard Form 807 (STD 807) and must include the contract number and the description of work to be performed under the contract. The payment bond must be executed by the Contractor and a corporate surety authorized to transact a general surety business in the State of California.

(4). Performance Bond

a. The awarded contractor shall provide a performance bond equal to one hundred percent (100%) of the total amount payable under the Agreement if the awarded contractor’s total bid amount exceeds $10,000.00 guaranteeing faithful performance of the work. The performance bond shall be issued by a corporate surety authorized to transact a general surety business in the State of California.

19. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business (SB) or Microbusiness (MB) Preference

a. Government Code Section 14835 et seq. requires that a five percent (5%) preference be given to contractors who qualify as a certified SB or MB.

b. To claim the SB preference, your company/firm must have its principal place of business located in California and be certified by the California Department of General Services (DGS). If the prospective Contractor is claiming the five percent (5%) SB preference, complete Section 15 of Attachment 1 – Bid/Bidder Certification Sheet.

c. This preference shall not be awarded to a noncompliant bidder and shall not be used to achieve any applicable minimum requirements.

d. A certified SB bidder(s) shall have precedence over non-SB bidder(s) in the application of the SB preference.

e. SB Preference information can be found at the following website:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro- Accordion-List/OSDS/OSDS?search=OSDS.

(2). Non-Small Business (Non-SB) Preference

a. Non-SB preference information can be found at the following website:

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to a California-certified Small Business or a California-certified Micro Business).

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=OSDS https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=OSDS

(3). Target Area Contract Preference Act (TACPA) (Only applicable if the lowest bid received exceeds $100,000.00.)

a. TACPA preference information can be found at the following website:

http://www.dgs.ca.gov (Note: Only California-certified Small Business bidders and California-certified Micro Business bidders can use a TACPA preference to displace another California-certified Small Business bidder or California-certified Micro Business bidder).

20. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

(1). Disabled Veteran Business Enterprise (DVBE) Participation Incentive

a. Per Military and Veterans Code Section 999.5 and California Code of Regulations (CCR) Title 2, Division 2, Chapter 3, Subchapter 10.6, Sections 1896.99.100 and 1986.99.120, as incentive between three percent (3%) and five percent (5%) is included in this solicitation. The DVBE incentive will be applied during the evaluation process for responsive bids offering DVBE participation.

b. If the prospective Contractor intends to claim the preference, the Contractor must identify the DVBE firm and percentage of bid price by completing Attachment 4 – Bidder Declaration & Subcontractor/Supplier List.

c. See Attachment 7 for DVBE Participation Incentive information (Note:

DVBE Participation Incentive cannot displace a direct award to a California-certified Small Business or a California-certified Micro Business).

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

SAMPLE

EXHIBIT A

SCOPE OF WORK

MONITORING CONTRACT (NON-PUBLIC WORKS)

1. BACKGROUND AND PURPOSE

A. The California High-Speed Rail Authority is responsible for planning, designing, building, and operating the first high-speed rail system in the State. California high-speed rail will connect the mega-regions of the state, contribute to economic development and a cleaner environment, create jobs, and preserve agricultural and protected lands.

B. The California High-Speed Rail Authority may enter into agreements with private and public entities for design, construction, and operation of high-speed rail trains, including all tasks and segments thereof pursuant to California Public Utilities Code Section 185036. Additional authority for a State agency to enter into this Agreement (Agreement) includes Public Contract Code Section 10335, et seq.

C. This Agreement is between the California High-Speed Rail Authority (Authority and/or State), an agency of the State of California, and [Contractor Name], a [form of entity] (Contractor). The Authority and Contractor are collectively referred to herein as the “Parties,” or individually as “Party.” The purpose of this Agreement is for the Contractor to provide services, as described in Section 3, Scope of Work of this Exhibit A, Scope of Work, Monitoring Contract (Non-Public Works), to the Authority.

D. All inquiries during the term of this Agreement will be directed to the Contract Managers and Authority Task Manager identified below:

AUTHORITY CONTRACTOR

Contract Manager (ACM): TBD Task Manager (ATM): TBD Contract Manager: TBD Address: TBD

Phone: TBD Phone: TBD Phone: TBD Email: TBD Email: TBD Email: TBD

E. The Contract Managers and Authority Task Manager may be changed without amendment as specified in Exhibit D, Special Terms and Conditions, Monitoring Contract, Section 2 of this Agreement.

2. Communication regarding emergency response services shall be directed to the following law enforcement agency:

California Highway Patrol (CHP)

Phone: TBD

EXHIBIT A

3. SCOPE OF WORK

A. The Contractor agrees to provide the California High-Speed Rail Authority (Authority) all labor (including administrative costs for all personnel), materials, tools, equipment, travel, and supervision necessary to perform monthly monitoring services for the Fire Alarm Suppression Systems and Fire Sprinkler Systems at the Authority properties described herein below, for the term of this Agreement. The Contractor is responsible for field verifying all dimensions and existing site conditions pertinent to this Agreement.

B. The services shall be performed at the following nine (9) locations listed below and will be referred to collectively herein as “Authority Property.” A full list of equipment for each Authority Property is further detailed in Exhibit F, Equipment By Building, Monitoring Contract (Non-Public works).

(1). Assessor’s Parcel Number (APN): 510-050-04 (High-Speed Train [HST] No:

MF-10-0083-01-01)

a. 4727 West Shaw Ave., Fresno, CA 93722

b. 4741 West Shaw Ave., Fresno, CA 93722

c. 4753 West Shaw Ave., Fresno, CA 93722

(2). APN: 508-020-16S (HST No: MF-10-0049-01-01)

a. 5631 North Golden State Blvd., Fresno, CA 93722

(3). APN: 508-020-15S (HST No: MF-10-0048-01-01)

a. 5661 North Golden State Blvd., Fresno, CA 93722

(4). APN: 508-020-17S (HST No: MF-10-0050-01-01)

a. 5581 North Golden State Blvd., Fresno, CA 93722

b. 5591 North Golden State Blvd., Fresno, CA 93722

c. 5595 North Golden State Blvd., Fresno, CA 93722

d. 5599 North Golden State Blvd., Fresno, CA 93722

C. Commencement of Work

(1). The Contractor shall commence work under this Agreement on the specified start date provided by the Authority Contract Manager (ACM) following the execution of this Agreement by the State. The ACM shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement.

D. Detailed description of work to be performed and duties of all parties:

(1). Summary of Work

a. The Contractor shall provide monthly monitoring services for the Fire Alarm Suppression Systems and Fire Sprinkler Systems.

b. The Authority Contract Manager (ACM) will provide access to all areas requiring Contractor access.

c. The Contractor shall maintain the details of all system components at the Authority Property including, but not limited to, system type, panel location, panel make and model, and any and all codes required to leave the system in the “as is” state.

1. Codes referenced herein include, but are not limited to, dealer code, installer code, access code, and/or account number. In the event any of these codes or system component details changes, or within twenty-four (24) hours of the Authority’s request, the new codes or system component details shall be immediately provided in Excel format to the ACM.

E. All work dates and times must be approved by the ACM before work is performed.

(1). Monthly Monitoring

a. The Contractor shall perform monthly monitoring for the Fire Alarm Suppression Systems and Fire Sprinkler Systems via Contractor provided cellular connectivity.

b. Should any of the systems be activated, the Contractor shall immediately contact and alert the current specified law enforcement agency. The Authority will provide the contact information for applicable law enforcement agencies at the onset of this Agreement and may update the contact information from time to time. In addition, the Contractor shall immediately call the applicable Authority Property to verify the activation.

Should the applicable Authority Property be unoccupied, the Contractor shall immediately contact the ACM.

c. Should any of the systems go into a battery back-up mode, the Contractor shall immediately contact the ACM via email and follow-up phone call.

d. The Contractor shall provide the ACM with a report detailing the cause of any false alarms via email and follow-up phone call within twenty-four (24) hours of the false alarm.

e. Any charges or fines assessed to the Authority or Authority Property due to false alarms as a result of the Contractor’s error shall be paid by the Contractor.

F. Supervisory Signal

(1). Within two (2) hours of receiving a notice of a supervisory signal (low battery), the Contractor shall notify the ACM, by email and follow-up phone call.

G. Factory Trained Technicians

(1). All service technicians shall be factory trained and certified to work on the equipment installed at all Authority Property. Certifications of each technician shall be verified by the ACM.

(2). All field technicians shall be factory trained and authorized by the manufacturer to make any system program changes or system diagnostics. Manufacturer authorization shall be verified by the ACM. Field technicians shall be equipped with factory issued software and laptops that allow on-site program changes or system diagnostics.

H. Discrepancies

(1). Should there arise any error, discrepancy, or doubt as to the intent and purpose of Exhibit A, Scope of Work, Monitoring Contract (Non-Public Works) the Contractor shall immediately refer to the ACM for further instructions before proceeding with the work affected. Applicable building codes shall have precedence over any discrepancies.

I. Meetings

(1). The ACM and the Contractor shall attend a meeting at the Authority office, on a mutually agreed upon day and time, within one (1) week after the execution of the Agreement to perform a walk-through of the Authority Properties. Additional meetings may be scheduled at the request of either the ACM or the Contractor.

Should either party request a meeting, the other party shall respond within forty-eight (48) hours with an agreed-upon day and time, to take place within one (1) week.

J. Notice to Proceed

(1). The Authority will issue a Notice to Proceed (NTP) to the Contractor to commence work after the execution of the Agreement by both Parties. No Work shall be initiated by the Contractor prior to execution of the Agreement and the NTP has been provided by the ACM.

K. Contract Transition

(1). The first thirty (30) days and last thirty (30) days of this Agreement term are hereby identified as “Contract Transition” for transitioning the performance of services under existing agreements to new agreements with different vendors (when applicable) to prevent service interruptions.

L. Transition In Phase

(1). The first thirty (30) days of this Agreement term is hereby identified as the “Transition In” phase. During this phase, the current contractor shall assist in the transition of services required under this Agreement to the new incoming Contractor, when applicable.

a. The Contractor shall submit a transition schedule to the ACM within two

(2) business days of the contract start date. The transition schedule shall include proposed date for installation, the toll-free number through which the alarm(s) will be monitored and panel model to ensure the transition is completed by the end of the transition period. The transition schedule must be approved by the ACM.

1. The Contractor shall obtain emergency contact information from the ACM at the initial on-site visit.

b. The Contractor shall provide to the ACM the phone number of the central police station once the transition is complete.

(2). Once all work is completed for the transition visit, the Contractor shall obtain signature from the ACM on a work order detailing the work, in order to verify the Transition In Phase was completed.

M. Transition Out Phase

(1). The last thirty (30) days of this Agreement term are hereby identified as the “Transition Out” phase. During this phase, the Contractor shall assist in the transition of services required under this Agreement to the new incoming contractor, when applicable.

a. The Contractor shall provide a copy of the Authority Property panel type, number of billable signals, panel phone number, and any and all codes required to transition the system such as, but is not limited to, dealer code, installer code, access code, and/or account number to the ACM in the form of an Excel spreadsheet, no later than thirty (30) days to the end date of this Agreement.

b. The Contractor shall assist the Authority and the new contractor during the “Transition In” phase by providing all codes required to support the transition of the system, such as, but is not limited to, dealer codes, installer codes, access codes, and/or account numbers, as well as unrestricted programming access into the panel during normal Authority business hours to panels for reprogramming purposes. Normal Authority business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except state holidays as indicated in the following website:

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

c. The Contractor shall continue to provide services to the Authority Property under this Agreement until the transition has been successfully completed or the contract expires, whichever occurs first.

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

d. All services shall be fully transitioned to the incoming contractor within thirty (30) days of the new contract start date.

e. The Contractor’s last invoice shall be pro-rated in accordance to the actual date they stopped performing services at an Authority Property, following completion of the “Transition Out” phase. NOTE: If the incoming contractor encounters a lock-out on an alarm or fire panel due to the omission or negligence of the current Contractor and the current Contractor is unwilling to provide assistance, the panel will be replaced at the expense of the current Contractor and the replacement charge will be deducted from the last invoice.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Budget Contingency Clause

A. It is mutually agreed that this Agreement shall be of no further force and effect if the Budget Act of the current year and/or any subsequent years, if applicable, covered under this Agreement does not appropriate sufficient funds for the Work identified in Exhibit A. In this event, the Authority shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Agreement and the Contractor shall not be obligated to perform any provision of this Agreement.

B. After execution or commencement of this Agreement, if the funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this Project, the Authority shall have the option to either: 1) cancel this Agreement with no further liability occurring to the Authority; or 2) offer an amendment to the Agreement to reflect the reduced amount.

C. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government or the California State Legislature for the purpose of this Authority program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the United States of America or California State Legislature during the Agreement term, that affects the provisions, terms, or funding of this Agreement in any manner.

2. Invoice and Payment

A. For services satisfactorily rendered in accordance with the terms of this Agreement, and upon receipt and approval of the invoices by the ACM, the Authority agrees to compensate the Contractor for actual hours worked in accordance with Exhibit B, Budget Detail and Payment Provisions, Monitoring Contract (Non-Public Works), Section 2, Invoice and Payment, Subsection A (1). Rates for Monthly Monitoring.

EXHIBIT B

(1). Rates for Monthly Monitoring:

A. Monthly Monitoring Cost

Item

Assessor’s Parcel Number (APN), High-Speed Train (HST) Number, and Address

Monthly Rate x Number of Months = Total Cost

A1. APN: 510-050-04 (HST No: MF-10-0083-01-01)

(1) Address:

4727 West Shaw Ave., Fresno, CA 93722

$ TBD x 24

$ TBD

(2) Address:

4741 West Shaw Ave., Fresno, CA 93722

$ TBD x 24

$ TBD

(3) Address:

4753 West Shaw Ave., Fresno, CA 93722

$ TBD x 24

$ TBD

A2. APN: 508-020-16S (HST No: MF-10-0049-01-01)

(1) Address:

5631 North Golden State Blvd., Fresno, CA 93722

$ TBD x 24 x $ TBD

A3. APN: 508-020-15S (HST No: MF-10-0048-01-01)

(1) Address:

5661 North Golden State Blvd., Fresno, CA 93722

$ TBD x 24 = $ TBD

A4. APN: 508-020-17S (HST No: MF-10-0050-01-01)

(1) Address:

5581 North Golden State Blvd., Fresno, CA 95382

$ TBD x 24 = $ TBD

(2) Address:

5591 North Golden State Blvd., Fresno, CA 95382

$ TBD x 24 = $ TBD

(3) Address:

5595 North Golden State Blvd., Fresno, CA 95382

$ TBD x 24 = $ TBD

(4) Address:

5599 North Golden State Blvd., Fresno, CA 95382

$ TBD x 24 = $ TBD

A5. Total [Sum of A1.(1) + A1.(2) + A1.(3) + A2.(1) +

A3.(1) + A4.(1) + A4.(2) + A4.(3) + A4.(4)] = $ TBD

B. The Contractor agrees to compensate all subcontractors with the same payment structure.

C. No payment shall be made in advance of services rendered.

D. If requested by the Authority, the Contractor shall provide payroll verification for any individual within thirty (30) days of the Authority’s request.

E. The Contractor shall not charge for invoicing or be reimbursed for the administrative act of invoicing the Authority for Work performed under the Agreement.

F. The total amount payable by the Authority for this Agreement shall not exceed the amount on the STD 213. It is understood and agreed that this total is the maximum amount payable to the Contractor and that the actual amount of Work requested by the Authority, and payment therefor, may be less.

G. The Contractor shall provide one (1) electronic original copy of the invoice for payment.

Invoices shall be submitted no more…