HSR26-35

INVITATION FOR BIDS

Notice to Prospective Bidders

November 4, 2026

You are invited to review and respond to this Invitation for Bids (IFB) entitled HSR26-35 – Janitorial Services at the California High-Speed Rail Authority Bakersfield Office. 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 # HSR26-35

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

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

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

7. Submission of Bid

8. Bid Opening

9. Disposition of Bids

10. Evaluation and Selection

11. Notice of Intent to Award Contract

12. Protest

13. Notice of Contract Award

14. Standard Conditions of Service

15. Required Documents (Awarded Contractor)

16. Small Business and Disabled Veteran Business Enterprise Goals

17. Bid Preference(s)

18. Bid Incentive(s)

STANDARD AGREEMENT FORM (SAMPLE)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

EXHIBIT F – Wage and Benefit Summary

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

DIR PROOF – Proof of Department of Industrial Relations Registration

1. Purpose and Description of Services

A. The Contractor agrees to provide the California High-Speed Rail Authority (Authority) with Janitorial Services at the Authority’s Bakersfield Office. Term: January 1, 2027, or upon contract approval, whichever occurs later, through December 31, 2029, with an Authority option to extend for twelve (12) additional months. See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. All licensing shall be current and in good standing for the duration of the contract.

(1). Bidder shall submit a bid that complies with Government Code Section 19134 if utilizing employees to perform janitorial services or if not meeting Welfare and Institutions Code 19404 (see Attachment 2, Cost Sheet for additional information).

(2). Bidder shall be required to comply with the provisions of Labor Code Sections 1060 – 1065 if awarded the contract (see Exhibit F, Employee Wages and Benefits and Displaced Janitor Opportunity Act (Labor Code Sections 1060- 1065) for additional information).

(3). Bidder shall be required to comply with the Property Service Workers Protection Act (Labor Code Sections1420-1434) and shall provide the California Department of Industrial Relations (DIR) registration number with the bid (see Attachment 1).

3. Schedule of Events

A. Event Date Time

(1). IFB available to prospective bidders: Wednesday, November 4, 2026

N/A

(2). Optional Pre-Bid Site Walk-Through:

(Note: See additional info in Section 4.)

Thursday, November 12, 2026

1:00 PM

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

(Note: See additional info in Section 8.)

Tuesday, November 17, 2026

5:00 PM

(4). Written responses to questions released by: Friday, November 20, 2026

5:00 PM

(5). Final date for bid submission:

(Note: See additional info in Section 9.)

Wednesday, November 25, 2026

2:00 PM

(6). Date of bid opening:

(Note: See additional info in Section 10.)

Wednesday, November 25, 2026

2:00 PM

(7). Proposed start date of agreement: January 1, 2027, or upon approval

N/A

4. Optional Pre-Bid Site Walk-Through

A. An optional pre-bid site walk-through is scheduled for the purpose of discussing concerns regarding this IFB at the date and time specified in Section 3, Schedule of Events, at the following location:

Bakersfield Office 34722 7th Standard Road, Bakersfield, CA 93314

B. Each bidder must RSVP to confirm interest in attending the optional pre-bid conference no later than one (1) business day prior to the event by emailing:

Valerie.Flurry@hsr.ca.gov

C. Potential bidders must be present to attend the optional pre-bid conference no later than the time specified in Section 3, Schedule of Events. The Authority reserves the right to prohibit potential bidders who arrive after the specified time or who did not RSVP from signing in and attending the optional pre-bid conference.

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

5. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in Section 3, Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at: https://caleprocure.ca.gov/pages/index.aspx.

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

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

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

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 or hand delivery no later than the date and time specified in Section 3, Schedule of Events.

(1). Bids submitted 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 # HSR26-35, DO NOT OPEN UNTIL NOVEMBER 25, 2026 AT 2:00 PM, ATTN: VALERIE FLURRY

(2). Bids shall be submitted 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). Any bid that is not submitted in a sealed envelope or sealed package shall be rejected.

B. Bids must be received by the Authority no later than the date and time specified in Section 3, Schedule of Events. Any bid received after the specified due date and time shall remain unopened and will be returned to the bidder.

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

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

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

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

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

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

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

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

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

9. Bid Opening

A. The bid opening shall be held virtually on Microsoft Teams. To request an invitation to the virtual bid opening, please send an email to Valerie Flurry at Valerie.Flurry@hsr.ca.gov at least one (1) hour prior to the bid submission date and time specified in Section 3, Schedule of Events.

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

3. 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.

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 percent (25%) 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 15 of Attachment 1 – Bid/Bidder Certification Sheet.

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

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

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

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

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

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

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

(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, Title 2 CCR 1896.99.100, and Title 2 CCR 1896.99.120, 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 a California-certified Small Business or a California-certified Micro Business).

The remainder of this page is intentionally left blank.

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: Contract Manager:

Address:

Address:

Phone: Phone:

Email: Email:

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) with Janitorial Services, which includes all labor, tools, materials, equipment, and supervision; pay all taxes, insurance, license and permit fees, travel costs, and other costs incidental to the work to perform Janitorial Services at the 51,119 square foot Bakersfield Office for the term of this Agreement.

B. The services shall be performed at:

Bakersfield Office:

34722 7th Standard Road, Bakersfield, CA 93314

C. Commencement of Work

(1). The Contractor shall commence work under this Agreement on the specified start date provided by the Authority Contract Manager following the execution of this Agreement by the State. The Authority Contract Manager 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 Monday through Friday, after Authority business hours at 5:00 pm (PT) and completed no later than 7:00 am (PT) the following business day. Monthly and as needed services shall be performed on the first Monday of each scheduled service month. All daily, monthly, and as needed services are described in Section 2, Scope of Work, Subsection D. All work dates and times outside of the approved schedule must be approved by the Authority Contract Manager before work is performed.

(3). All workdays shall exclude state holidays, or as indicated at CalHR’s website:

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

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

(1). Unless expressly stated otherwise, the Contractor shall perform Janitorial Services in the Authority Property.

a. Arrival and Departure

1. The Contractor’s assigned workers shall sign in and out of the

Authority Logbook upon arrival and departure (must provide legible full name, date, time, and employer name). The location of the logbook shall be coordinated between the Authority Contract Manager and the Contractor.

b. One-Time Start-Up Deep Cleaning

1. The Contractor shall perform a comprehensive one-time start-up deep cleaning of the Authority’s Bakersfield Office prior to the commencement of regular janitorial services. This service shall include all labor, tools, materials, equipment, supervision, and supplies necessary to restore all areas of the facility to a high standard of cleanliness and sanitation. The work shall be performed outside of normal Authority business hours and must be scheduled with and approved in advance by the Authority Contract Manager.

A. The Contractor shall vacuum, sweep, and mop all floor surfaces throughout the facility, including hard flooring, tile, luxury vinyl flooring, and carpeted areas.

B. The Contractor shall perform detailed spot treatment on carpets, mats, and upholstered furniture.

C. The Contractor shall dust all accessible and hard-to-reach surfaces, including tops of cabinets, shelving, windowsills, light fixtures, vents, partitions, door frames, ledges, picture frames, and mini blinds.

D. The Contractor shall clean interior and exterior entrance doors, frames, and surrounding surfaces.

E. The Contractor shall deep clean and sanitize all restrooms, including toilets, urinals, sinks, partitions, dispensers, chrome fixtures, and flooring.

F. The Contractor shall treat floor and sink drains, urinals, and toilets with bacterial enzyme cleaner per manufacturer instructions.

G. The Contractor shall refill all restroom dispensers and ensure the presence of soap, paper towels, toilet seat liners, and toilet paper, including providing a minimum of two extra rolls per restroom.

H. The Contractor shall empty and clean sanitary napkin waste receptacles and provide a receptacle if one is not present.

I. The Contractor shall thoroughly clean and sanitize all kitchen, breakroom, and common area surfaces, including sinks, counters, cabinets, chairs, tables, and chrome fixtures.

J. The Contractor shall clean the interior and exterior surfaces of appliances such as refrigerators, microwaves, coffee makers, and water coolers unless otherwise directed.

K. The Contractor shall clean kick plates, waste receptacles, and drinking fountains, if applicable.

L. The Contractor shall clean all interior glass surfaces including interior windows, lobby windows, glass partitions, and entryway glass.

M. The Contractor shall spot clean exterior glass adjacent to building entrances.

N. The Contractor shall clean plexiglass protection shields using cleaners appropriate for use on plexiglass.

O. The Contractor shall clean and disinfect high-touch surfaces such as door handles, push plates, countertops, tables, desks, telephones, keyboards, computer mice, touch screens, light switches, elevator buttons, and other frequently touched surfaces in accordance with Authority protocols.

P. If approved, the Contractor shall apply floor finish or polish to resilient and luxury vinyl flooring and use high-speed buffing equipment to restore appearance and remove residue.

Q. The Contractor shall ensure all janitorial equipment is clean, odor-free, and in proper working condition.

R. The Contractor shall clean and organize the janitorial storage room and provide the Authority Contract Manager with a list of supplies and materials used in the start-up deep cleaning.

S. The Contractor shall remove and dispose of all trash, debris, and cleaning waste generated during the deep cleaning.

T. The Contractor shall replace broken or damaged waste receptacles as needed.

U. The Contractor shall notify the Authority Contract Manager of any hazardous conditions, maintenance issues, or items in need of repair discovered during the start-up cleaning within twenty-four (24) hours.

c. Daily Services:

1. The Contractor shall vacuum, sweep, and damp mop all flooring in restrooms, kitchens, and break rooms.

2. The Contractor shall vacuum, sweep, and mop hallways, lobby, office area, and conference rooms without carpet.

3. The Contractor shall vacuum all carpeted areas and mats.

4. The Contractor shall spot clean carpets and mats.

5. The Contractor shall empty office waste baskets and trash receptacles located in the breakrooms, kitchens, restrooms, and outside the building.

6. The Contractor shall clean sinks, tables, chairs, and all chrome fixtures in the kitchen area.

7. The Contractor shall clean and deodorize the toilets, urinals, sinks, and all chrome fixtures in restrooms.

8. The Contractor shall spot clean restroom partitions.

9. The Contractor shall clean restroom mirrors.

10. The Contractor shall empty sanitary napkin waste receptacles located in restrooms. All women’s bathrooms should have a designated receptacle for sanitary napkin disposal. If one is not available, the Contractor shall supply one. If the bathroom is a gender-shared facility, it shall be considered a women’s restroom for purposes of the sanitary napkin waste receptacles.

11. The Contractor shall fill toilet paper dispensers (and leave at minimum two [2] extra rolls for each bathroom), soap dispensers, paper towel dispensers, and toilet seat liner dispensers. In the event that there is no working soap dispenser available, the Contractor shall supply one, either disposable or fixed.

12. The Contractor shall provide and use bacterial enzyme cleaner to treat all floor and sink drains, urinals, and toilets per product manufacturer instructions.

13. The Contractor shall clean all chrome fixtures, metal surfaces, exterior and interior windows, and mini blinds.

14. The Contractor shall dust windowsills, tops of cabinets, filing cabinets, door sashes, ledges and tops of partitions, light fixtures, picture frames, and window coverings.

15. The Contractor shall clean inside and outside exterior doors.

16. The Contractor shall clean woodwork, partitions, baseboards, and walls.

17. The Contractor shall dust and polish office furniture.

18. The Contractor shall clean waste baskets, kick plates, and drinking fountain (if applicable).

19. The Contractor shall provide plastic bag liners for waste baskets.

20. The Contractor shall keep the janitor closet orderly.

21. The Contractor shall clean entrance doorway windows and window coverings.

22. The Contractor shall empty cigarette ash containers outside the building if applicable.

23. The Contractor shall set lights for the night, secure the building, activate alarms, and exit through designated doors.

24. The Contractor shall immediately report fires to the Authority Contract Manager.

25. The Contractor shall report hazardous conditions and items in need of repair to the Authority Contract Manager within twenty-four (24) hours.

d. Disinfecting:

1. All surfaces shall be cleaned before disinfecting.

2. Disinfecting shall include antiviral disinfectant wiping down hard surfaces and antiviral disinfectant spraying. All surfaces shall be properly disinfected to prevent the spread of disease while minimizing exposure to harmful chemicals.

3. All cleaned surfaces (porous and non-porous) shall be disinfected using the appropriate disinfectant for the surfaces being disinfected.

4. Allow disinfectants to remain on surfaces until air-dried.

e. Monthly Services (the first Monday of each month):

1. The Contractor shall clean the inside and outside of the windows in the lobbies on the first Monday of each month.

f. As Needed Services:

1. The Authority shall supply new light bulbs and fluorescent light tubes. The Contractor shall replace burned-out light bulbs and fluorescent light tubes with new light bulbs and fluorescent light tubes. The Authority Contract Manager or designee shall verbally inform the Contractor when a light bulb or fluorescent light tube is burned out, and the Contractor shall remove and dispose of burned-out light bulbs and fluorescent light tubes, replacing them with new bulbs and tubes as directed. If the Contractor notices burned-out light bulbs or tubes, the Contractor shall replace light bulbs or tubes without verbal notice from the Contract Manager. In the event that replacing the light bulb or tube does not solve the problem, the Contractor shall notify the Authority Contract Manager or designee of the problem.

2. The Contractor shall replace plastic trash cans if they are broken or damaged.

3. The Contractor shall replace or refill air freshener devices in every bathroom. If no air freshener device is available, the Contractor shall supply one, either disposable or fixed.

4. The Contractor shall clean all mops, rags, and mop buckets to keep odor-free.

5. The Contractor shall apply the appropriate type of floor finish or polish to all hard, resilient, and Luxury Vinyl Type floors. Apply floor finish with a looped nylon mop and spray buff with a high-speed buffer.

6. The Contractor shall operate a spray buffing machine, wet carpet extractor, and other equipment to ensure the areas are clean and dry.

g. Supplies:

1. The Contractor shall supply the Authority Contract Manager, or designee, with a list of proposed supplies, including manufacturer, size, and weight, prior to the commencement of work. All materials used must be approved in advance by the Authority Contract Manager or designee. All supplies and materials required to service and maintain the location will be furnished at the Contractor’s expense. All costs associated with supplies and materials are included in Attachment 2, Cost Sheet, and no additional compensation will be paid for the following items:

A. Liquid cleansers for hard surfaces, such as wood, metal, tile, and sinks. Polishes for wood, chrome, and metal surfaces.

B. Liquid scouring cleansers.

C. Air fresheners and/or dispensers.

D. Plastic trash cans (to be replaced if they are broken).

E. Trash bag liners for the trash cans and sanitary napkin receptacles.

F. Protective toilet seat covers.

G. Paper towels.

H. Hand soap and dispensers.

I. Rubber floor mats.

J. Urinal mats.

K. Toilet paper.

2. The Authority will provide all storage space for supplies. The secured storage room must be kept in a neat and orderly fashion and shall only be used for the storage of janitorial supplies and materials.

3. The Material Safety Data Sheet (MSDS) for each product must be displayed at the storage location per Occupational Safety and Health Administration (OSHA) regulations. The Contractor shall have a thorough knowledge of the Environmental Protection Agency (EPA) regulations and warnings on labels of all chemicals and cleaners used. All Contractor’s employees shall be instructed as to the proper usage of all chemicals and cleaners.

h. Equipment:

1. The Contractor shall furnish all equipment necessary to perform the services for this Agreement, including, but not limited to, the following:

A. Brooms

B. Dust mops

C. Wet mops, including but not limited to looped nylon mops

D. Mop buckets

E. Brushes

F. Cleaning rags

G. Polishing rags

H. Carpet Vacuums

I. Carpet Extractors

J. Buffing machines

2. The Contractor shall furnish all applicable oil and related products associated with the use of power equipment. The cost for these items shall be included in the bid price, and no additional compensation will be paid for these items.

3. The Contractor shall not remove Authority supplies and equipment from the Authority premises or use Authority supplies and equipment for any purpose other than for cleaning and disinfection of the office(s) identified in this Agreement.

i. Additional Agreement Requirements:

1. The Contractor shall maintain its registration with the Department of Industrial Relations (DIR) Labor Commissioner’s Office, in accordance with the California Property Service Workers Protection Act, for the term of this Agreement.

2. When two (2) or more employees are working a shift, one (1) must be designated as a supervisor.

3. The Contractor shall attend a monthly meeting with the Authority Contract Manager on a mutually agreed-upon day and time to evaluate services.

4. The Contractor shall be responsible for the office building keys from the time of possession until the termination of the Agreement.

Should the Contractor or the Contractor’s employees lose possession of the building keys for any duration of time during the term of the Agreement, the Contractor shall immediately notify the Authority Contract Manager, via phone call and follow-up e-mail, and the Contractor shall be assessed the costs of rekeying the building and making copies of the new keys. In the event the keys are found later, the Authority shall not reimburse the Contractor the cost of rekeying the site.

5. Within twenty-four (24) hours of the termination of the Agreement for any reason, the Contractor shall return to the Authority Contract Manager all the building keys.

6. If the Contractor’s employees are not available for services due to vacation, sick leave, or other absences, the Contractor shall notify the Authority Contract Manager, or designee, via phone or email within twenty-four (24) hours. A substitute janitor shall be available for days when the normal janitor will not be available. Failure to provide a replacement janitor will result in a deduction in a prorated manner of the monthly invoice for the days in which no janitor was provided. Prolonged or frequent failure to provide janitorial services or supplies may be considered grounds for termination of the Agreement for default in accordance with Exhibit D, Section 8, Termination.

j. Notice To Proceed

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

k. Non-Exclusivity of Services

1. Notwithstanding anything to the contrary contained in this Agreement, the services described herein are not exclusive, and the Authority reserves the right to enter into other agreements covering the same or similar services, or to perform the same or similar services itself or through its agents, consultants, and/or contractors.

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 consideration under this Agreement, and the Contractor shall not be obligated to perform any provision of this Agreement.

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

C. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government or the California State Legislature for the purpose of this Authority program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the United States of America or 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 Authority Contract Manager, the Authority agrees to compensate the Contractor for actual hours worked in accordance with Exhibit B, Attachment 1 – Cost Sheet. Rates shall not exceed the rates identified in Exhibit B, Attachment 1 – Cost Sheet.

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

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

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

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

F. 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

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

H. 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.

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

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

3. Invoice Content

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

(1). Agreement number, date prepared, and billing period.

(2). The Contractor’s hourly rates by individual, as identified on Exhibit B, Attachment 1 – Cost Sheet. Each invoice shall include actual hours incurred, cumulative hours incurred to date, and budgeted hours per individual by workplan category or task (as specified in Exhibit B, Attachment 1 – 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…