HSR26-07

INVITATION FOR BIDS

Notice to Prospective Bidders

August 6, 2026

You are invited to review and respond to this Invitation for Bids (IFB) entitled HSR26-07 – Industrial Door / Residential Door / Rollup Door Maintenance and Repair Services. 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 addenda, modifications, and updates to the bid documents. The California High-Speed Rail Authority (Authority and/or State) is not responsible for the failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

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

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

http://www.dgs.ca.gov

The contact person for this IFB is:

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 HSR26-07

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Bidder Security

4. Prevailing Wage

5. Schedule of Events

6. Written Questions

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

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

9. Submission of Bid

10. Bid Opening

11. Disposition of Bids

12. Evaluation and Selection

13. Notice of Intent to Award Contract

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 – Non-collusion Declaration

EXHIBIT G – Standard California Nondiscrimination Construction Contract Specifications

EXHIBIT H – Pictures of Doors Currently Requiring Maintenance

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 – Bidder’s Bond

ATTACHMENT 10 – Organizational Conflicts of Interest Disclosure Statement

The remainder of this page is intentionally left blank.

1. Purpose and Description of Services

A. The purpose of this IFB is to enter into an agreement with a contractor that will provide the Authority with all labor, supervision, equipment, materials and incidentals, and pay all taxes, insurance, bonds, license and permit fees, travel costs, and other costs, incidental to work to install / repair / replace industrial door locks, handles and exit panic / push bar devices, doors / rollup doors on a scheduled and/or emergency basis to Authority owned residential and commercial properties located in California’s Central Valley. Term: September 1, 2026, or upon contract approval, whichever occurs later, through August 31, 2028, with an Authority option to extend for twelve (12) months. See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. The bidder shall possess a valid C61 / D28 Doors, Gates and Activating Devices 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 agreement. 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 licenses shall be current and active from the time of the bid opening throughout the term of the agreement.

B. The bidder shall possess a valid C60 Welding 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 agreement. 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 licenses shall be current and active from the time of the bid opening.

C. DIR Registration: Bidders must be registered with the DIR Pursuant to California Labor Code Sections 1770, 1773, and 1773.1.

3. Bidder Security

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

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

(2). Cash

(3). Cashier’s check

(4). Certified check

4. Prevailing Wage

A. In accordance with the provisions of Labor Code Sections 1770-1776, the bidder and their proposed subcontractor(s) shall adhere to the payment of prevailing wages as determined by the California Department of Industrial Relations (DIR). The prevailing wage rate determinations can be downloaded from the DIR’s internet website at:

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

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

5. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: Thursday, August 6, 2026 N/A

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

(Note: See additional info in Section 6.)

Friday, August 14, 2026 5:00 PM

(3). Written responses to questions released by: Wednesday, August 19, 2026 5:00 PM

(4). Final date for bid submission:

(Note: See additional info in Section 9.)

Tuesday, August 25, 2026 2:00 PM

(5). Date of bid opening:

(Note: See additional info in Section 10.)

Tuesday, August 25, 2026 2:00 PM

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

N/A

The remainder of this page is left blank intentionally.

6. Written Questions

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

7. 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.

8. 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.

9. Submission of Bid

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

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

a. BIDDER’S NAME

b. BIDDER’S ADDRESS

c. BID PROPOSAL # HSR26-07, DO NOT OPEN UNTIL August 25, 2026, AT 2:00 PM, ATTN: VALERIE FLURRY

(2). Bids shall be mailed or hand-delivered 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 or hand-delivered bids not enclosed in an envelope or under sealed cover shall be rejected.

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

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

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

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

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

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

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

H. An individual who is authorized to bind the bidding company/firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

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

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

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

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

M. 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.

10. Bid Opening

A. For security reasons, if you plan to attend the public bid opening, you must call or email 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.

11. 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.

12. 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 may 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.

13. Notice of Intent to Award Agreement

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 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.

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

1. Commercial General Liability

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

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 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. Workers’ Compensation

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

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

(3). Payment Bond

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

(4). Performance Bond

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

18. 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 MBs for this agreement as established by the SB/DVBE Program.

1. SB means a business certified by DGS / Office of SB and DVBE

Services (OSDS) in accordance with GC § 14837 (d)(1) and 2 CCR §1896.12(a).

2. MB means an SB certified by DGS / 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 DVBE for this agreement as established by the SB/DVBE Program.

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

Commercially Useful Function (CUF) 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 2 CCR § 1896.81, is certified in accordance with 2 CCR § 1896.84, and provides services or goods that contribute to the fulfillment of the contract requirements by performing a CUF as required in Military and Veterans Code (MVC) § 999(B).

19. Bid Preference(s)

A. The following preferences are applicable to this IFB:

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

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

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

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

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

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

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

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

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

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to an SB or an MB).

(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 SB bidders and MB bidders can use a TACPA preference to displace another SB bidder or MB bidder).

20. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

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

a. Per MVC § 999.5 and 2 CCR § 1896.98, an 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 an SB or an MB).

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 Authority with all labor, supervision, equipment, materials and incidentals, and pay all taxes, insurance, bonds, license and permit fees, travel costs, and other costs, incidental to work to install, repair, and replace industrial door locks, handles and exit panic / push bar devices, doors / rollup doors, as more specifically described below in Section 2.C of this Exhibit A (Work), on a scheduled and/or emergency basis to Authority owned residential and commercial properties located in California’s Central Valley for the term of this Agreement.

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). The services shall be performed during normal business hours, Monday through Friday, 8:00 A.M. to 5:00 P.M., excluding State holidays, unless prior approval is obtained from the ACM. All work dates and times outside of the approved schedule must be approved by the ACM before work is performed.

C. Detailed description of work to be performed and duties:

(1). General

a. Scope of Work

1. The Contractor will perform Work as requested by the ACM through Task Orders (TO) for properties located within the Central Valley of California. The Central Valley includes the counties of Merced, Madera, Fresno, Tulare, Kern, and Kings. The Contractor will not provide any services outside of the TO.

2. The Contractor shall remove, transport, and legally dispose of all materials and/or debris that remain after Work is complete.

3. The Work may include:

A. Lubing all points of friction, including but not limited to, rollers, bearings, gears, and guides;

B. Ensuring the doors are balanced, the motor limiters are properly adjusted, the drive chains are tight, and the manual system is in proper working order;

C. Inspecting and testing all door functions, including but not limited to: the electrical wiring and connections, chains, chain shafts, gears, and bearings (if applicable);

D. Oiling all moving parts, aligning, and tightening drive chain on gate (if applicable);

E. Greasing chain shafts, bearings, etc.;

F. Chain lube, inspection, and link replacement;

G. Gate wheel grease and inspection;

H. Welding and/or repair of the gate structures and “V” groove wheel track (when applicable);

I. Adjustments for gates for proper clearances and tolerances;

J. Push Bar repair or replacement, as needed, and adjusting the tension on the Push Bar to comply with State Fire Marshal Code;

K. Door closer mechanism repair/adjustment / replacement;

L. Installing doors, tracks, and operating equipment, complete with necessary hardware, anchors, inserts, and equipment supports, in accordance with manufacturer’s installation instructions (if requested);

M. After installation, the Contractor shall lubricate all moving parts, adjust the tension on the springs for easy operation, tighten all hardware, and perform an inspection and safety check to ensure safe and proper operation of the complete door system;

N. Ensuring all roll-up doors properly close at the end of each day while Work is being completed. If not possible, the Contractor shall provide some type of security measure while the building is open;

O. Providing replacement parts to any of the above, as needed.

4. Materials shall conform to the following specifications:

A. Hardware shall be commercial grade and door locks should be bolt and slide style;

B. All new doors shall be a minimum of twenty-four (24) gauge;

C. Door color shall be approved by ACM prior to installation (when applicable).

5. The Contractor shall handle materials in such a manner as to prevent damage. Damaged materials shall be replaced at the Contractor’s sole expense.

6. All debris and/or material shall be properly and legally disposed of at a local city/county landfill or other authorized commercial dump site.

7. The Contractor shall not confront any unauthorized non-Authority person who is on site during Work. The ACM or designee shall direct the Contractor as to where to go and/or what to do while the ACM contacts the proper “Law Enforcement” authority to resolve the situation.

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

9. 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 redo the Work and bring the Work up to city or local ordinances. Any Work done on a callback, including any materials required, will be at the Contractor’s expense, including trucks used to pick up trash and debris.

10. If a third “call back” is needed to complete and/or correct a single Work item or Task Order, the Contractor is hereby advised that this shall be considered a poor work record and may constitute grounds for Agreement termination.

b. Requirements

1. The Contractor shall secure all necessary permits from applicable cities, counties, states, or other local jurisdictions, such as the State Fire Marshal, for any Work performed under this Agreement. All permits shall be inclusive of the Contractor’s bid rates.

2. While it is not necessary to obtain building permits to perform Work on Authority-owned properties, Work may be subject to inspection by local agency code enforcement, such as the State Fire Marshal.

The ACM will also inspect it.

3. The Contractor must also have any licenses and certifications required by the local jurisdiction in which Work is to be performed.

4. The Contractor must keep fully informed of all existing state laws, any changes made to 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.

5. The Contractor must perform the Work with the resources available within its own organization. The Contractor’s employees must be bona fide employees of the Contractor to perform the Work under this Agreement. The Contractor’s employees cannot be obtained through a subcontract with another firm, nor may they be leased.

Additionally, no “Pick up labor” or “Day labor” may be used on any Work.

6. The Contractor shall document each project site with electronic photos before any Work is done on-site. After the Work has been deemed completed, the contractor shall document the project site with electronic photos. Before-and-after photos will be taken from the same perspective to provide consistent visual comparison.

7. The Contractor hereby unconditionally guarantees that all Work will be done in accordance with the requirements of the Agreement and further guarantees that Work under the Agreement will be and will remain free of defects in workmanship for a period of one (1) year and materials for a period of ninety (90) days from the date of completion unless a longer guarantee period is specifically called for in the relevant TO.

8. License Requirement:

A. Contractor State License Board (CSLB) C61 / D28 (Doors, Gates, Activating Devices).

B. Contractor State License Board (CSLB) C60 (Welding Contractor)

9. Miscellaneous/Unforeseen Repairs

A. It will be probable that, during routine services, the need for a repair is discovered. A small fund has been set aside under this Agreement that will support miscellaneous and/or unforeseen repairs. During these times, the Contractor shall provide a legible proposal to repair the equipment. This will include a list of all parts required, cost per part, the estimated number of hours required to complete the repairs, and specify the equipment in need of repair. The Contractor will take pictures of what needs repair and include the pictures in the proposal that will be given to the ACM. No Work shall commence without the ACM’s approval of the cost for repair. If Work is approved by the ACM, the ACM will write up a corresponding TO and submit it to the Contractor for completion.

(2). Authority Equipment Parts

a. Malfunctioning Authority equipment parts shall be replaced by the Contractor with new equipment parts provided by the Contractor upon written approval by the ACM or their designee. All malfunctioning equipment parts that are replaced by the Contractor shall become the property of the Authority. Replacement equipment parts installed by the Contractor that fail, break, or do not perform properly due to not being installed in accordance with all equipment manufacturer requirements, all applicable standards, codes, and regulations, and all local, city, county, state, and federal requirements shall be replaced by the Contractor at no cost to the Authority.

(3). Authority Equipment Replacement

a. Malfunctioning or outdated Authority equipment shall be replaced by the Contractor with new equipment provided by the Contractor upon written approval by the ACM or their designee. All malfunctioning or outdated Authority equipment that is replaced by the Contractor shall become the property of the Authority. Replacement equipment installed by the Contractor that fails, breaks, or does not perform properly due to not being installed in accordance with all equipment manufacturer requirements, all applicable standards, codes, and regulations, and all local, city, county, state, and federal requirements shall be replaced by the Contractor at no cost to the Authority.

(4). Service Calls

a. The Contractor shall respond to equipment maintenance and/or repair service calls placed by the Authority during regular Authority business hours (8:00 AM to 5:00 PM, Monday through Friday, excluding state holidays). The Contractor shall also respond to equipment emergency repair service calls placed by the Authority outside of regular Authority business hours (5:00 PM – 8:00 AM), Monday through Sunday, including state holidays. When the Authority places a service call to the Contractor during regular Authority business hours, the Contractor shall begin performing Work for the Authority within nine (9) business hours following the Authority’s service call. When the Authority places an emergency service call to the Contractor outside of regular Authority business hours, the Contractor shall begin performing Work for the Authority within two (2) hours following the Authority’s service call.

(5). Trained Technicians

a. Work shall be performed by trained and qualified technician(s).

(6). Noise Abatement

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

(7). Meetings

a. The ACM and the Contractor shall attend a Kick-Off meeting at the Authority office, at a mutually agreed-upon date and time, within one (1) week after the execution of this Agreement to perform a walk-through of the premises. Additional meetings may be scheduled at the request of either the ACM or the Contractor. Should either Party request a meeting, such Party shall propose dates and times for the meeting, to take place within one (1) week of such Party’s request, and the other Party shall respond within forty-eight (48) hours with an agreed-upon date and time.

b. The ACM and the Contractor shall attend a Safety Training meeting at the Authority office, on a mutually agreed-upon day and time, within one (1) week after the execution of this Agreement. Additional meetings may be scheduled at the request of either the ACM or the Contractor. Should either Party request a meeting, such Party shall propose dates and times for the meeting, to take place within one (1) week of such Party’s request, and the other Party shall respond within forty-eight (48) hours with an agreed-upon date and time.

(8). Waste Transportation and/or 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 Work 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.

(9). 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 any agent of the Contractor.

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 of California 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 the California State Legislature during the Agreement term that affects the provisions, terms, or funding of this Agreement in any manner.

2. Invoice and Payment

A. For services satisfactorily rendered in accordance with the terms of this Agreement, and upon receipt and approval of the invoices by the ACM, the Authority agrees to compensate the Contractor for actual hours worked on an actual cost basis not to exceed the loaded hourly billing rates, inclusive of actual hourly rate, fringe, indirect/overhead, general and administrate, and fees, identified in Attachment 2, Cost Sheet.

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

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

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

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

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

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

Invoices shall be submitted no more than monthly in arrears and no later than thirty (30) days after completion of each billing period or upon completion of a task to:

Financial Office California High-Speed Rail Authority

770 L Street, Suite 620 MS 3 Sacramento, CA 95814 accountspayable@hsr.ca.gov

H. The Contractor shall also electronically submit one (1) additional courtesy copy of the invoice and supporting documentation to the ACM or designee at the email address identified in Exhibit A, Scope of Work.

I. If requested by Authority, Contractor shall provide paper copies of the invoice for payment, receipts, and other documentation identified in Section 3, Invoice Content, of this Exhibit B.

J. The date of invoice delivery shall be the date the Authority receives the electronic original copy to the Financial Office at the email address listed in Section 2, Invoice and Payment, Subsection G of this Exhibit B.

3. Invoice Content

A. An invoice shall consist of, but not be limited to, the following:

(1). Agreement number, date prepared, maintenance service hours, repair service hours, emergency hours, repair or replacement parts, and billing period.

(2). The Contractor’s loaded hourly billing rates by individual, as identified on Attachment 2, Cost Sheet. Each invoice shall include actual hours incurred, cumulative hours incurred to date, and budgeted hours for each individual by workplan category or task (as specified in Attachment 2, Cost Sheet, and by reference to Task Orders, as applicable) during the billing period.

(3). Actual, allowable other direct costs, including special equipment if requested by the Authority, miscellaneous costs, and materials.

(4). If applicable, an indication of whether the Contractor is certified as a California

Certified Small Business (SB), Microbusiness (MB), Small Business for the Purpose of Public Works (SB-PW), or Disabled Veteran Business Enterprise (DVBE). Subcontractor and vendor invoices shall also indicate whether a subcontractor or vendor is an SB, MB, SB-PW, or DVBE.

(5). The Contractor shall retain supporting documentation of amounts invoiced for audit purposes, available to the Authority upon request. The Contractor shall include appropriate provisions in each of its subcontracts/subagreements to secure adequate supporting documentation to verify all subcontractor services and expenses invoiced for payment under this Agreement.

(6). By workplan category or task (as specified in Attachment 2, Cost Sheet, and by reference to Task Orders, when applicable): cumulative amounts, budgeted by Agreement, billed to date, current billing, and balance of funds.

(7). Documentation to support the progress of the Work performed during the billing period. The ACM may require additional descriptions, documentation and information required for invoicing as necessary.

(8). A narrative that documents the progress of the Work, including a description of Contract’s activities performed under this Agreement during the billing period.

(9). The Postconsumer-Content Certification Form, CalRecycle Form 74: The Contractor shall report in its invoice to the Authority on a monthly basis the percentages of…