HSR26-03_As-Needed_Office_Moving_Services.pdf

HSR26-03

INVITATION FOR BIDS

Notice to Prospective Bidders

June 11, 2026

You are invited to review and respond to this Invitation for Bids (IFB) entitled HSR26-03 – As-Needed Office Moving, Storage Services and Freestanding Modular Systems Furniture Reconfiguration. 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

IFB/Agreement#HSR26-03

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Prevailing Wage

4. Schedule of Events

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. Small Business and Disabled Veteran Business Enterprise Goals

18. Bid Preference(s)

19. 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 – Ethan Conrad Properties, 770 L Street Handbook

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

ATTACHMENT 9 Organizational Conflicts of Interest Disclosure Statement

ATTACHMENT 10 Insurance Confirmation Attachment

IFB/Agreement#HSR26-03HSR26-03

1. Purpose and Description of Services

A. As-Needed Office Moving, Storage Services, and Freestanding Modular Systems Furniture Reconfiguration for the California High-Speed Rail Authority. Term: August 1, 2026 or upon contract approval, whichever occurs later, through July 31, 2029. See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. The bidder shall possess either a valid Motor Carrier Permit issued by the California Department of Motor Vehicles (DMV) or a valid license issued by the California Bureau of Household Goods and Services (BHGS) for office moves between buildings that involve transportation over public streets and highways. The Contractor’s Motor Carrier Permit or license issued by the BHGS shall be current and active from the time of the bid opening.

B. The bidder shall possess a valid C61/D34 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 contract 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 in good standing from the time of the bid opening through the term of the contract.

3. Prevailing Wage

A. In accordance with the provisions of Government Code Section 14920, 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) if the bidder’s total bid amount exceeds $2,500.00. Copies of the prevailing wage rate determinations are on file at Authority Headquarters and can be obtained by contacting the contact person indicated on the cover page of this IFB package. Additional questions regarding prevailing wage determinations shall be referred to the DIR’s Division of Labor Statistics and Research, Prevailing Wage Unit: http://www.dir.ca.gov.

B. 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.

C. 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.

4. Schedule of Events

A. Event Date Time

(1). IFB available to prospective bidders: Thursday, June 11, 2026

N/A

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

(Note: See additional info in Section 5.)

Thursday, June 18, 2026

3:00PM

(3). Written responses to questions released by: Tuesday, June 23, 2026

5:00PM

(4). Final date for bid submission:

(Note: See additional info in Section 8.)

Wednesday, July 1, 2026

2:00PM

(5). Date of bid opening:

(Note: See additional info in Section 9.)

Wednesday, July 1, 2026

2:00PM

(6). Proposed start date of agreement: August 1, 2026, or upon approval by

DGS

N/A

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 4, 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.

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 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.

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 no later than the date and time specified in Section 4, 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 # HSR26-03, DO NOT OPEN UNTIL JULY 1, 2026 AT

2:00PM, ATTN: VALERIE FLURRY

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

California High-Speed Rail Authority Contracts and Procurement Branch 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 4, 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.

The remainder of this page is intentionally left blank.

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 for 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 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.

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 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.

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 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.

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.

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.

14. Notice of Contract Award

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

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.

(2). Insurance Requirements

a. Some Authority locations have their own specific insurance requirements.

The information provided in this section is a general overview and reflects the highest insurance limits required across all locations. Please refer to the Insurance section for the exact requirements applicable to each site.

b. 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 ($1,000,000.00) per occurrence and $2 million ($2,000,000.00) general aggregate limit 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.

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

A. Coverage shall provide limits of not less than $1 million ($1,000,000.00) 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 a 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. Excess or Umbrella Liability

A. Coverage shall provide Excess or Umbrella Liability insurance on a follow-form basis with respect to the Commercial General Liability, Employers’ Liability, and Commercial Automobile Liability insurance with limits of not less than $5 million ($5,000,000.00) each occurrence and $5 million ($5,000,000.00) annual aggregate.

4. Cargo Liability

A. Coverage shall provide limits of not less than Two Hundred Thousand Dollars ($200,000.00) covering Authority’s property while it is in the care, custody, or control of the awarded contractor.

5. Worker’s Compensation

A. Coverage shall provide employer liability limits of not less than $1 million ($1,000,000.00) bodily injury by accident each accident, $1 million ($1,000,000.00) bodily injury by disease policy limit, and $1 million ($1,000,000.00) bodily injury each employee 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.

6. Property Insurance

A. All-risk, replacement cost property insurance to protect against loss of owned or rented equipment and tools brought onto and/or used on any Property by the Service Contractor.

17. Small Business (SB) and Disabled Veteran Business Enterprise (DVBE) Goals

A. This IFB incorporates by reference the Authority’s revised SB/DVBE Program, which establishes a twenty-five (25%) percent SB utilization goal, inclusive of a three percent (3%) goal for Microbusinesses (MB). Additionally, the SB/DVBE Program sets a three percent (3%) DVBE participation goal.

(1). Small Business Goal

a. The Contractor shall commit to meet or exceed the overall twenty-five percent (25%) SB utilization goal, inclusive of a three percent (3%) goal for Microbusinesses (MB) for this Agreement as established by the SB Program.

1. SB means a business certified by the California Department of

General Services (DGS)/ Office of SB and DVBE Services (OSDS) in accordance with GC § 14837 (d)(1) and 2 CCR 1896.12(a).

2. Microbusiness means an SB certified by the Department of General Services/OSDS in accordance with GC § 14837 (d)(2) and 2 CCR 1896.12(b).

(2). Disabled Veteran Business Enterprise Goal

a. The Contractor shall commit to meet or exceed the overall three percent

(3%) goal for Disabled Veteran Business Enterprise for this Agreement as established by the SB Program.

1. Only State of California OSDS-certified DVBEs who will perform a

Commercially Useful Function shall be used to satisfy the DVBE requirement. The term “DVBE contractor, subcontractor or supplier” means any Person that satisfies the ownership (or management) and control requirements of CCR Title 2 § 1896.81, is certified in accordance with CCR Title 2 § 1896.84, and provides services or goods that contribute to the fulfillment of the contract requirements by performing a CUF as required in MVC § 999(B).

18. 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 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 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).

(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).

19. 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 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

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 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. The Contractor agrees to provide the California High-Speed Rail Authority (Authority) all labor, tools, materials, travel, delivery of boxes, and equipment necessary to perform as-needed office moving, transportation and delivery of office furniture and equipment, and office moves including packing and unpacking, modular systems furniture reconfiguration (MSF), storage services between and within a fifty (50) mile radius of the Sacramento, Fresno, San Jose and Los Angeles regional office locations, California Department of General Services (DGS) Transit Storage Center and State Records Center, and the Contractors storage space for the term of this Agreement.

B. The Authority's regional offices, DGS Transit Storage Center, and State Records Center are located at the following addresses. Please note these addresses are subject to change pending moves. In the event of an address change, the Authority shall notify the Contractor within ten (10) business days.

(1). Sacramento Office - 770 L Street, Sacramento, CA 95814

(2). Fresno Office(s) - 1111 H Street, Fresno, CA 93721

(3). San Jose Office - 160 West Santa Clara Street, San Jose, CA 95113

(4). Los Angeles Office - 355 S. Grand Avenue, Los Angeles, CA 90012

(5). DGS Transit Storage Center - 1700 National Drive, Sacramento, CA 95834

(6). State Records Center - 3240 Industrial Blvd. West Sacramento, CA 95691

(7). Railhead Facility – The official address has not yet been assigned. The location is between Merced Avenue and Jack Avenue, West of Poplar Avenue and East of Highway 43 in Wasco, California.

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, including, but not limited to, a Notice to Proceed (NTP).

D. The services shall be performed during the following times:

(1). Authority normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m.

(2). After hours and before business hours, Monday through Friday, 6:00 p.m.

to 7:00 a.m.

(3). Authority weekend hours, Saturday and Sunday, 8:00 a.m. to 5:00 p.m. and;

(4). Most office moves and MSF are required to take place before or after normal Authority business hours or Saturdays per the ACM's request. The Authority does not guarantee a minimum or maximum number of hours for this Agreement.

Therefore, the Authority does not guarantee the full amount of this Agreement to be paid where services are not rendered. All work dates and times must be approved by the ACM before work is performed.

E. The Authority shall make every effort to provide the Contractor with advance notice with a minimum of five (5) calendar days’ written notice for moving and transportation services in Sacramento, Fresno, San Jose, or Los Angeles. Depending on the size of the move, exceptions to this provision would include adjusting set timeframes due to unforeseen circumstances or based on the emergency needs of the Authority. The Authority reserves the right to adjust the moving schedule and time(s) as mutually agreed upon for each individual move.

F. Billable hours shall begin when the Contractor's personnel arrive at the Authority's designated site and shall end when items are delivered and placed, as specified by the Authority, at the new location.

G. Overtime shall not accrue due to the Contractor's failure to provide personnel and equipment at the Authority designated place and time. The Authority shall not pay overtime rates unless the Contractor's personnel have worked over eight (8) hours on the Authority work plan for the day overtime is charged for work that is pre-approved by the ACM.

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

(1). Contractor’s Responsibilities for Moving

a. The Contractor shall furnish all labor and materials to move the Authority's furniture, fixtures, and equipment between the Authority Regional Office locations, to and from the DGS Transit Storage Center and State Records Center, the Contractor's storage space, and within a fifty (50) mile radius of all office locations identified in this Exhibit A, Scope of Work, Section 2.

b. Furniture, fixtures, and equipment include, but are not limited to the following:

1. Furniture, filing cabinets, office décor, files, boxes, office contents/supplies, books/binders, telephones, computers and related hardware/components, modular partitions/offices, chairs and desks, fixtures, equipment, and salvaged or recycled items.

c. The Contractor shall provide at the primary job site, all necessary tools and equipment, including but not limited to:

1. Bob-tail truck with rail-type lift gate

2. Electric pallet jack

3. Partition carts

4. Library carts

5. Computer carts designed to transport computer equipment

6. Battery-powered drill/screwdriver

7. Safe jacks

8. Furniture pads

9. Cellular Communications (Lead and Helpers)

10. Masonite

11. Doorstops

12. Dollies – four (4) wheel

13. Boxes

14. Heavy-duty or industrial vacuum cleaner

15. Carpet sliders/skates for moving conventional or component furniture

d. In the event the ACM determines the need for boxes to facilitate the move, the Contractor and the ACM shall coordinate the delivery of boxes in advance of the move date. The Contractor shall deliver the boxes within forty-eight (48) hours of the ACM’s request. The ACM shall be responsible for ensuring the boxes are packed prior to the moving services beginning.

The Contractor shall be responsible for ensuring the closure of the boxes (if applicable).

e. The Contractor shall provide a minimum of two (2) employees: one (1) driver/mover/lead and one (1) helper. All additional employees shall be pre-approved by the ACM.

f. The Contractor’s on-site lead-mover shall be responsible for loading, palletizing, shrink wrapping, and unloading all equipment.

g. The Contractor shall be responsible for scheduling, supplying, installing, and uninstalling all materials required to fully protect items at the starting, enroute, and ending locations as required by the building owners and building managers at each location. Specific items that require protection include, but are not limited to: elevators, lobby floors, doorframes, interior wall edges, and floor coverings.

h. The Contractor shall be solely responsible for obtaining all elevator weight limits prior to a move and ensuring that move loads do not exceed the elevator capacity.

i. The Contractor shall be responsible for neatly placing all contents, including seating, inside workstations and hard-walled offices.

j. The Contractor shall be responsible for coordinating the delivery of boxes, equipment, building protection, elevator usage, and parking and building access, with the ACM or their designated representative.

k. When requested by the ACM, the Contractor shall attend a pre-move walk-through to review the procedure and document any existing damage to the facility, furniture, or equipment to be moved.

l. The Contractor shall provide cellular communications with the Contractor’s supervisors at the point of origin and point of destination at all times during a move and ensure that personal telephone calls are restricted to break times only. The Contractor shall provide the ACM and their designated representative with contact information, including all cellular telephone numbers prior to beginning any work.

m. The Contractor shall obtain all required permits, including parking, that are legally required for each move. Copies of all required permits shall be provided to the ACM or their designated representative prior to each move. Private vehicle parking on site will not be provided.

n. The Contractor shall protect all items, including but not limited to:

conventional furniture, electronic equipment, computers, printers/copiers, fax machines, modular furniture, and all exposed books and plans against bad weather. All equipment carts must be shrink-wrapped (i.e., side and top) to prevent theft and water damage.

o. The Contractor shall provide additional bob-tail trucks or tractor trailers upon request, and provide continuous supervision for all trucks, whether fully or partially loaded (i.e., one person per truck). The Contractor shall not leave any loaded truck without supervision at any time unless locked and fully secure.

p. The Contractor shall be responsible for the removal and proper disposal of all trash or debris resulting from a move. On-site dumpsters will not be available for trash disposal.

q. The Contractor and Authority shall be responsible for identifying, in advance of a move, an acceptable means of moving all items that cannot fit in the specified elevators.

(2). Contractors’ Responsibilities for Freestanding Modular Systems Furniture (MSF)

a. The Contractor shall provide experienced/journey-level movers with knowledge of modular furniture components.

b. The Contractor shall install, reconfigure, repair, lift, adjust, disassemble, palletize, inventory, move, store and transport new, existing, and surplus freestanding modular systems furniture (MSF) components manufactured by California Correctional Training and Rehabilitation Authority (CALCTRA), or provided and installed by an approved Contractor under a separate agreement. This Agreement excludes installing, reconfiguring, repairing, adjusting, disassembling, and transporting new, existing, and surplus non-freestanding MSF components that require seismic bracing per the California Building Code. This agreement also excludes installing electrical wire and network cabling to and through MSF components. The Contractor shall not bolt, secure, mount, affix, un-bolt, un-secure, un-mount, or un-affix MSF components to/from the floor, ceiling, walls, or any other structural components under this Agreement.

c. The Contractor shall install, reconfigure, repair, lift, adjust, and disassemble new, existing, and surplus free-standing MSF components at the various Authority regional offices. The Contractor shall transport new and surplus freestanding MSF components to and from the various Authority regional offices, DGS Transit Storage Center, and/or Contractor’s storage center.

d. Moving or reconfiguring modular furniture that is connected to a building by bolts, cable, etc., is not covered under this Agreement per the following statement:

“This Agreement is for office moving services for free-standing office furniture (including moving modular systems furniture parts not connected to the building) and equipment and shall not call for or authorize the un-bolting, un-securing, un-mounting, or un-affixing (or bolting, securing, mounting, or affixing) of any office furniture or equipment to the floor, ceiling, walls, or realty. Such activities are not a part of this Agreement and shall not be performed by the Contractor.”

e. The Contractor shall perform work at new offices, existing offices undergoing furniture repairs or re-configurations (including ergonomic adjustments of work surface heights, etc.), existing offices being renovated, and existing offices that are closed.

f. The Contractor shall work with the ACM or their designated representative to identify which panels, components, and parts shall be used to configure, assemble, and disassemble the MSF.

g. The Contractor shall employ and provide an MSF journey level employee to act as a lead person for all Authority MSF projects. Additionally, upon request by the ACM or their authorized representative, the Contractor shall employ and provide an additional MSF journey level employee to act as lead-installer when multiple Authority projects are scheduled.

h. Work plans shall be submitted by the ACM or their authorized representative via email. Only the ACM or their authorized representative shall submit work plans, arrange access to the Authority regional offices, and oversee MSF projects. The Authority office managers shall provide site-specific service information only. In the event that an Authority employee requests additional work outside of a work request submitted by the ACM or their authorized representative, the Contractor shall obtain prior written approval from the ACM or their authorized representative before performing the additional work. Failure to obtain prior written approval from the ACM or their authorized representative may result in the Contractor not being compensated for the additional work.

i. The Contractor shall provide the ACM or their authorized representative with a work request receipt confirmation within one (1) Authority business day after receiving the work request. The Contractor shall provide the ACM or their authorized representative with a proposed work schedule that includes work dates and estimated start and finish times, number of installers, and the name of the Lead Installer within three (3) Authority business days after providing the ACM or their authorized representative with a work request receipt confirmation. The Contractor shall begin performing services within one (1) week following the receipt of the Authority’s work request unless otherwise requested by the ACM. Larger-scale projects shall be requested and coordinated by the Authority as far in advance as possible.

(3). Contractors’ Responsibility for Storage

a. Upon request by the ACM or their designated representative, the Contractor shall provide secured on-site or secured off-site short-term storage (vaulted storage units are acceptable) of Authority property, including, but not limited, to MSF components for no more than ninety (90) days as indicated:

1. The storage facility shall be located no farther than twenty-five (25) miles from the Sacramento Authority office located at: 770 L Street, Sacramento, CA 95814 and must have the flexibility, for the ACM or their designated representative to have access Monday through Friday from 8:00 a.m. to 5:00 p.m. (or within two [2] hours difference of the timeframe), as needed.

2. The Contractor shall provide the name and address of the storage facility to the ACM upon execution of the Agreement.

b. The storage space options shall be approximately 800 square feet.

c. The storage space options shall be of adequate size to leave all items accessible to the ACM or their designated representative, should they require access. If applicable, the Contractor shall provide to the ACM one

(1) set of keys and/or codes to access the storage facility.

d. The Authority shall be responsible for logging and tracking any items removed from storage, and any items returned to storage, and shall provide the Contractor with written notice (e-mail is acceptable) within twenty-four (24) hours.

e. If storage is required longer than ninety (90) days, the Authority may enter into a separate agreement with a vendor of the Authority's choice to obtain necessary storage services.

(4). Authority Responsibility

a. The Authority shall issue details on services requested, including the date of the move and any special conditions of existing furniture facilities.

b. The Authority shall include, at a minimum, the following information:

1. Authority contact information

2. Requested move date

3. Work hours

4. Location (to and from)

5. Request for pre-move/scope walk-through (if applicable)

6. Scope of work

7. Inventory of items

8. MSF (assembly, disassembly, install, transport, or storage)

c. The ACM shall provide the Contractor with an inventory list of items to be transported to the next location. The inventory list shall be signed by the Contractor and the ACM.

d. Any items of particular value shall be identified by the ACM and the value noted on the inventory list.

e. The Authority shall note and label any fragile items that require special handling.

f. The Authority shall contact the Contractor via email and courtesy call within no less than two (2) business days of the service needs to postpone or reschedule the move for a later date and time. The rescheduling shall be at a mutually agreed-upon time by the ACM and the Contractor at no expense to the Authority. Should the Authority elect to cancel a job within twenty-four (24) hours of the arranged date and time, any cancellation fee shall not exceed 10% (ten percent) of the move cost plus materials that have been supplied and utilized by the Contractor.

(5). 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.

(6). Lockable Transportation

a. The Contractor shall transport furniture, files, and equipment in a fully enclosed vehicle that is lockable.

(7). Uniform Clothing

a. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing while performing services under this Agreement. The Contractor shall ensure that every employee and supervisor is in uniform when on-site at an Authority office. Uniform clothing shall clearly identify the Contractor’s name in a manner that is easily identifiable via a permanently affixed badge or monogram.

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…