HSR25-16

INVITATION FOR BIDS

Notice to Prospective Bidders

October 21, 2025

You are invited to review and respond to this Invitation for Bids (IFB) entitled HSR25-16 – Weekly Non-Chemical Landscape/Trash Pick-Up Maintenance Services – County of Fresno. 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 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 Internet site:

http://www.dgs.ca.gov

The contact person for this IFB is:

Valerie Flurry California High-Speed Rail Authority

Phone: (916) 908-0924 Email: Valerie.Flurry@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.

Valerie Flurry Contract Analyst http://www.caleprocure.ca.gov/ http://www.dgs.ca.gov/

IFB/HSR25-16

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Mandatory Pre-Bid Conference

5. Written Questions

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

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

8. Submission of Bid

9. Bid Opening

10. Disposition of Bids

11. Evaluation and Selection

12. Notice of Intent to Award Contract

13. Protest

14. Notice of Contract Award

15. Standard Conditions of Service

16. Required Documents (Awarded Contractor)

17. Bid Preference(s)

18. Bid Incentive(s)

STANDARD AGREEMENT FORM (SAMPLE)

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 – Commercial Property Photos

REQUIRED BID DOCUMENTS CHECKLIST

ATTACHMENT 1 – Bid/Bidder Certification Sheet

ATTACHMENT 2 – Cost 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 (CCC 04/2017)

Copy of CSLB License

– C-27 contractor license issued by the California Department of Consumer Affairs, Contractors State License Board (CSLB)

1. Purpose and Description of Services

A. The prospective bidder (Bidder) awarded an Agreement under this IFB shall provide weekly non-chemical landscape/trash pick-up maintenance services for Authority owned, tenant occupied commercial properties in the county of Fresno. See Exhibit A, Scope of Work, for a complete description of services.

B. Term: February 1, 2026, or upon contract approval, whichever occurs later, through January 31, 2028, with an Authority option to extend for twelve (12) months additional.

C. Executing an Agreement is not a guarantee of Work. The actual amount of Work requested by the Authority under the Agreement may be less than the total dollar value of the Agreement.

D. Note: Please be aware, due to the possibility of severe drought conditions, the Governor of California may issue an Executive Order to restrict water usage during the term of this Agreement. If an Executive Order to restrict water usage is issued during the term of this Agreement, the Authority may choose to not enforce certain provisions of Exhibit A. The Authority shall notify the contractor if any Executive Order is issued that could affect the provisions of this Agreement.

2. Bidder Qualifications

A. The bidder shall possess a valid C-27 (Landscaping) contractor license issued by the California Department of Consumer Affairs, 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 numbers (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 throughout the entirety of the agreement.

The remainder of this page is intentionally left blank.

3. Schedule of Events

A. Table of Events

Event Date Time

(1). IFB available to prospective bidders: October 21, N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 4.)

October 28, 9:00AM

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

(Note: See additional info in Section 5.)

1:00PM

(4). Written responses to questions released by: 5:00PM

(5). Final date for bid submission:

(Note: See additional info in Section 8.)

1:00PM

(6). Date of bid opening:

(Note: See additional info in Section 9.)

2:00PM

(7). Proposed start date of agreement:

November 4, November 7, November 14, 2025

November 14, February 1, 2026, or upon approval by both parties

N/A

4. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled to begin at 4753 W. Shaw Ave., Fresno, CA 93722, for the purpose of discussing concerns regarding this IFB. Following the initial meeting, the conference will proceed to two (2) additional locations: 5631/5661 N.

Golden State Blvd., Fresno, CA 93722, and then to 5591/5599/5595/5581 N. Golden State Blvd., Fresno, CA 93722. Although multiple address numbers are listed, each group of addresses is located within the same property. Attendees should anticipate spending approximately fifteen (15) to thirty (30) minutes at each location.

B. Potential bidders must be present at the designated initial meeting location 4753 W.

Shaw Ave., Fresno, CA 93722 at the time specified in Section 3, Schedule of Events.

Potential bidders who are not at the designated meeting location at the specified time shall not be allowed to participate in the pre-bid conference. The Authority reserves the right to prohibit potential bidders that arrive after the specified time from signing in and attending the pre-bid conference.

C. Potential bidders must be present at the meeting location notated above, at the time specified in the Schedule 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 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 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 two (2) business days prior to the scheduled date and time of the pre-bid conference to arrange for a reasonable accommodation.

F. 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.

5. 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 3, 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.

6. 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.

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

7. 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 GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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 to as a result of such non-disclosure.

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.

8. Submission of Bid

A. Bids must be submitted via mail or hand delivered no later than the date and time specified in Section 3, Schedule of Events.

(1). Bids submitted via mail 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 # HSR25-16, DO NOT OPEN UNTIL November 14, 2025 AT 2:00PM, ATTN: VALERIE FLURRY.

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

California High-Speed Rail Authority Contracts and Procurement Section Attn: VALERIE FLURRY 770 L Street, Suite 620, MS 7 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 3, 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 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 to not 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 proof them for errors and adherence to the IFB requirements.

M. 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 any information the Authority is required to redact under California law.

9. 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 620, Sacramento, CA 95814. At the sole discretion of the Authority this bid opening may be held virtually.

10. 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 which 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.

11. 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, or which provide references that do not support an attribute or condition claimed by the bidder, 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 responsive, responsible 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.

12. 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 public accessible place, a written notice of intent to award 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 which 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.

13. 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.

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. 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 contact 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.

14. Notice of Contract Award

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

B. The successful bidder must enter into a contractual agreement in the form of a Standard Agreement STD 213 and exhibits (see Standard Agreement Form (Sample)).

15. 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.

16. 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.

mailto:OLSProtests@dgs.ca.gov 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

(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 claim is made or suit is brought subject to the Contractor’s limit of liability.

B. The insurance policy shall include the following additional insured endorsement that shall be supplied under 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

A. Coverage shall provide limits of not less than $1 million combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired, and non-owned motor vehicles.

(1). The insurance policy shall include the following additional insured endorsement that shall be supplied under form acceptable to DGS, ORIM:

a. 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.

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, that 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.

17. 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 prospective Contractor is claiming the five percent (5%) SB preference, complete section 14 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 internet web site:

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 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 internet web site: 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).

18. 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 Title 2 CCR 1896.98 and incentive between one percent (1%) and three percent (3%) is included in this solicitation. The DVBE incentive will be applied during the evaluation process for responsive bids offering DVBE participation.

b. If prospective Contractor is claiming the three percent (3%) preference, complete section 14 Attachment 1 – Bid/Bidder Certification Sheet.

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).

http://www.dgs.ca.gov/

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

SAMPLE

EXHIBIT A

SCOPE OF WORK

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 nation. 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 2, Scope of Work, of this Exhibit A, to the Authority.

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

AUTHORITY CONTRACTOR

Contract Manager: TBD Contract Manager: TBD Address: TBD

Address: TBD

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

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

2. SCOPE OF WORK

A. (Contractor’s Full Business Name), hereinafter referred to as the Contractor, agrees to provide the Authority all labor, materials, tools, equipment, and supervision; pay all taxes, insurance, bonds, license and permit fees, travel costs and other cost incidentals necessary to perform weekly non-chemical landscape/trash pick-up maintenance services at Authority owned, tenant occupied commercial properties in the county of Fresno.

B. 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.

(2). Notice to Proceed

a. Schedule

1. The Authority will issue a Notice to Proceed (NTP) to the Contractor to commence Work after the execution of the Agreement by all parties.

C. The services shall be performed during the Authority’s regular business hours, Monday through Friday, excluding state holidays as indicated on the following website:

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx, between the hours of 8:00 a.m. and 5:00 p.m., except in cases of emergencies or in special circumstances where pre-approval has been obtained by the ACM. All work dates and times outside of the regular schedule must be pre-approved by the ACM at least forty-eight (48) hours before Work is performed unless otherwise specified herein.

D. The weekly non-chemical landscape/trash pick-up maintenance services shall be performed at the following locations:

(1). 5661/5631 North Golden State Blvd., Fresno, CA 93722 (2). 5599/5595/5591/5581 North Golden State Blvd., Fresno, CA 93722 (3). 4753/4741/4727 West Shaw Ave., Fresno, CA 93722

E. Detailed description of Work to be performed and duties of all parties:

(1). Administration

a. Contract Management

1. The Contractor shall manage its team and any Subcontractors, as defined below, capable of undertaking all Work. All Agreement tasks performed by such team and any Subcontractors shall be directed by the Contractor. The Contractor and any Subcontractors will work under the direction of the ACM and the Director of Real Property.

2. All Work will be requested by the ACM. The ACM is the day-to-day contact for the Contractor and may provide direction on Work that has been tasked.

3. The Authority may require, in writing, that the Contractor remove or terminate any employee or, Subcontractor that the Authority deems objectionable.

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

b. Types of Properties

1. The inventory of properties includes, but is not limited to, vacant, improved, and agricultural parcels; occupied and vacant buildings and other structures; single-family and multifamily residential properties; commercial and industrial structures, buildings and uses (in rural, agricultural, and urban settings); and other types of properties. Some properties are wholly or partially located within environmentally impaired, permitted, or sensitive areas. (See Exhibit F, Commercial Property Photos, for photographs of the Authority properties.)

c. Numbering of Properties

1. The Authority uses a tracking and monitoring system that applies a unique high-speed train number to each parcel of land (referred to as the “HST number”). Assignments to the Contractor will be made by HST number (including sub-parcels) and the Contractor will be required to keep records, prepare invoices, and label all communication by HST number, including sub-parcels.

2. The Contractor’s assignment and workload will be based on existing Authority inventory, timing of acquisitions, timing of Authority possession, disposals (excess land sales), exchanges, and tenant relocation(s). Work assignments specifying tasks, the schedule for performance, and HST number will be made by the ACM. Entering into this Agreement is not a guarantee of Work, volume of Work or billable time, and there is no guarantee of Work, volume of Work or billable time.

(2). Meetings and Safety Training

a. The ACM and the Contractor or Contractor’s designated employee shall attend an approximately one (1) hour long in person or virtual “kick-off” meeting, on a mutually agreed upon day and time, within one (1) week after the execution of the Agreement.

b. The ACM and the Contractor or Contractor’s designated employee shall attend an approximately one (1) hour long in person or virtual small business “kick-off” meeting, on a mutually agreed upon day and time, within one (1) week after the execution of the Agreement.

c. The general kick-off meeting and the small business kick-off meeting described above may be held concurrently.

d. 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 in writing via email within forty-eight (48) hours with a mutually agreed upon day and time, to take place within one (1) week.

e. The Contractor shall ensure that only qualified employee(s) that undergo the Authority Safety Program Division’s safety training, which will be administered prior to the start of the Work, are permitted on the property locations and that the Work shall be safely performed to the highest industry standards.

1. The safety training will be approximately one (1) hour long and can be administered in-person or online, via Microsoft Teams. The Contractor shall take all the necessary precautions provided in the Authority Safety Program Division’s safety training to prevent hazards, injuries, and/or damages to Authority property, any adjacent property, Authority staff, invitee(s), property owner(s) and property occupant(s), and/or the general public.

(3). General Landscape Responsibilities

a. The Contractor shall discuss property boundaries with the ACM at the start of the Agreement.

b. It is the Contractor’s responsibility to maintain the overall grounds in a neat and clean condition and to comply with all local landscape ordinances.

c. Regularly scheduled work dates and times must be approved by the ACM before Work is performed.

d. If the Contractor is using a portable blower, debris shall not be blown into any parking compounds, landscaping, planters, or patios.

e. The Contractor shall not spray any chemicals or other hazardous materials in connection with the landscaping services.

f. The Contractor shall not use or store on Authority property, any materials for which the federal label uses the signal words “caution”, “danger”, or “warning”.

(4). Weekly Landscape Services

a. Ground Cover Areas

1. Ground cover areas shall be maintained in a weed and grass free condition. All ground covers shall be maintained at no more than a one-foot (1’) height and trimmed back to keep within planted areas.

Ground covers shall not overhang onto or over curbs, sidewalks, streets, parking lots, or be left to grow in or on bushes, trees, buildings, or fences.

b. Shrubs and Trees

1. Existing shrubs and trees shall be pruned and shaped to develop proper growth and promote their healthy condition. Shrubbery shall be maintained at a three-foot (3’) maximum height, cut back so they do not overhang curbs, sidewalks, streets, or parking places to prevent any safety or security hazards.

2. If tree, plant, or shrubbery supports are required at any time during the Agreement, they shall be eliminated as soon as plants can become self-supporting. Tree supports that must remain shall be kept in good repair. Supports or braces shall be repositioned as often as necessary to prevent damage to the tree or shrub.

3. Side shoots or branches shall be “headed back” but shall be left on and encouraged on all thin or spindly tree trunks and on all trees still needing bracing or staking.

4. Sucker growth on all plant materials at or below soil level shall be removed. Pruning shall be provided to encourage a healthy natural growth pattern of each variety of tree, vine, or shrub. Shrubs shall be pruned back from walls and other pavement by two feet (2’) to allow the plant to grow out naturally and reduce the amount of pruning required.

5. Additional growth resulting from the fallen seedlings of existing plants/trees shall be promptly removed.

6. Minor pruning of trees, up to a height of eight feet (8’) from the ground, shall be done to keep branches clear of doorways, windows, driveways, or parking spaces and to eliminate any safety or security hazards. Any limbs and branches touching structures shall be pruned back to a minimum of two feet (2’) from the structure to provide clearance and free air circulation around the plant and to allow the new foliage to grow out naturally.

c. Cultivation

1. Shrub and flowerbeds shall be cultivated and weed free. Soil shall be maintained in a loose, friable, cultivated condition for the purpose of water penetration and soil aeration. Any eroded soil areas shall be repaired by the replacement of topsoil to bring them back to original grade, as required.

d. Other Weekly Services to Be Performed

1. The Contractor shall pick up bottles, cans, and any other debris or trash from the landscape and trash bin areas.

2. Grounds adjacent to any property borders shall be maintained including, but not limited to, removal of weeds and trash.

3. All drains in the parking lot must be cleaned to remove leaves and any other debris.

4. All cracks in sidewalks, curbs, parking lots, and other paved areas on Authority Property shall be kept free of living or dead vegetation.

5. Weeds shall be pulled, cut down, or mowed to ground level. The technique that is most effective to control and inhibit further growth shall be used.

6. Sidewalks and paved areas shall be swept and cleared of all debris or soil as a result of the Contractor’s Work.

7. All clippings, trimmings, cuttings, trash, and debris resulting from the Work of this Agreement shall be promptly removed from the site within the same day of service.

(5). Other Landscape Services to be Performed

a. Irrigation System and Watering

1. To ensure that the irrigation system is functioning properly, the Contractor, along with the ACM, shall test each station and controller or timer on a quarterly basis, or as requested by the ACM. In the event a shrub head or nozzle has become loose or broken, the Contractor shall notify the ACM immediately. Repairs to all irrigation system parts (e.g., sprinklers heads, risers, nozzles, drip irrigation lines) shall be performed by the Contractor. In the event any other irrigation parts become missing, damaged, or defective (e.g., mainline valve, controller/timer, PVC pipe), the Contractor shall turn off water immediately and notify the ACM. In the event the controller/timer is set incorrectly the Contractor shall re-adjust the controller/timer to cycle and soak method at no additional cost to the Authority.

2. When applicable, watering cycles shall be timed to cause the least inconvenience to building occupants and visitors, and be timed consistent with all local ordinances regarding water conservation.

The sprinkler system shall not be operated when extremely windy conditions are prevalent. Water cycles shall be timed to prevent runoff of excess water. It is desirable to cycle the system two (2) to three (3) times during a watering period to prevent runoff.

3. When watering lawns and shrubs, the Contractor shall ensure that sprinkler heads are adjusted and cleaned, so water is distributed evenly and all lawns, ground covers, shrubs and trees are adequately watered at all times. During prolonged periods of drought, watering guidelines established by local water districts shall apply.

4. Sprinkler heads shall be cleaned, adjusted, repaired, and maintained at a proper height continuously. Labor to repair or replace missing or broken heads and risers shall be provided by the Contractor. All repairs (such as to mainlines, valve head revisions, irrigation controller, and rain birds) are to be reported to the ACM.

Labor to repair or replace damage or abuse by the public shall be provided by the Contractor.

5. The Contractor shall report any vandalism and/or theft incidents to the ACM. Minor irrigation system parts broken or missing as a result of vandalism, shall be provided by the ACM to the Contractor;

labor shall be provided by the Contractor at no additional cost to the Authority. In the event of major vandalism, defined as costs exceeding $1,000.00, the ACM shall approve any costs for repairs in advance and services shall be handled under a separate agreement.

6. All irrigation repairs / irrigation replacement services shall be pre-approved in writing by the Authority Contract Manager prior to the commencement of work.

7. The Contractor will supply all irrigation parts and perform all irrigation repairs. Actual costs for all replacement parts shall be paid by the Contractor and reimbursed by the Authority in accordance with Exhibit B, Budget Detail and Payment Provisions, Section 2 Invoice and Payment and Section 3 Invoice Content.

8. Water main lines for any building located on the Authority properties shall not be shut off during regular business hours and without

(6). Work Performance and Inspection for All Services

a. The Contractor is expected to work in a professional and competent manner without direct supervision by the ACM.

b. The Contractor shall document each property site by electronic photos before any labor has taken place on-site. After Work has been deemed completed, the Contractor shall document each property site by electronic photo. Before and after photos shall be taken from the same perspective to document the Work. All photos taken must be date stamped and emailed to the Authority within twenty-four (24) hours.

c. Upon the completion of each job, the Contractor shall notify ACM within twenty-four (24) hours to have the Work inspected. The assigned Work is not complete until it is inspected and approved by ACM.

d. As determined by the ACM, any Work or material that may be found to be substandard or not in compliance with city or local ordinances will subject the Contractor to a call back to correct all issues and ensure the services are in compliance with city or local ordinances. Any Work done on a call back, including any materials required, will be at the Contractor’s expense, including but not limited to, trucks used to pick-up trash and debris.

e. If the Contractor must go back to the work site to complete the Work, the Contractor shall take before and after date stamped electronic photos. The “before” date stamped electronic photos and the “after” date stamped electronic photos will be taken from the same perspective to ascertain what was done to complete the Work.

f. If Work by the Contractor necessitates a third call back to complete and/or correct jobs, the Contractor may be advised that this is considered a poor work record and may constitute grounds for Contract Termination.

g. While it is not necessary to obtain building permits to perform the Work on Authority-owned properties, the Work may be subject to inspection by local agency code enforcement. When applicable the ACM will also inspect the property.

h. The Contractor must keep fully informed of all existing State Laws, future State Laws, and County and Municipal ordinances and regulations, which in any manner affect the Work, those engaged or employed in the Work, or the materials used in the Work to be performed.

(7). Noise Abatement

a. The Contractor shall ensure that all services are performed in compliance with all city and county noise abatement laws, ordinances, and regulations.

b. Noisy motors or equipment utilized by the Contractor shall be operated with minimum disturbance to the occupants of the building or adjacent buildings, if applicable.

(8). Final Cleanup

a. The Contractor shall leave each work site in a neat and clean condition.

The Contractor shall haul away and legally discard any materials or trash caused by Work actions from the job sites.

(9). Waste Transportation and Disposal

a. The Contractor shall be solely responsible for adhering to any and all local, city, county, state, and federal laws and regulations pertaining to the proper transportation and/or disposal of all waste products while performing services under this Agreement. The Contractor shall indemnify, defend, and hold harmless the state, its officers, agents, and employees from any and all claims, injuries, suits, damages, and losses arising out of or in connection with the improper transportation and/or disposal of all waste products.

(10). Loss/Damage

a. The Authority shall be relieved from all risks of loss or damage to all equipment/parts during periods of transportation by the Contractor or the Contractor’s agent.

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 Authority Contract Manager, the Authority agrees to compensate the Contractor in accordance with Exhibit B, Attachment 1 – Cost Sheet.