HSR26-79_Window_Washing_and_De-webbing_Informal_IFB_Final.pdf

HSR26-79

INFORMAL INVITATION FOR BIDS

Notice to Prospective Bidders

November 4, 2026

You are invited to review and respond to this informal Invitation for Bids (IFB) entitled HSR26-79 Interior/Exterior Window Washing and De-webbing Services in Bakersfield, California. (Informal IFB).

This informal IFB is advertised via email from:

Susie.Avalos@hsr.ca.gov

Bidders are advised to continuously check their emails for addenda, modifications, and updates to the informal 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 informal bid document updates, changes, or answers to questions sent via email. Failure to periodically check email 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 informal IFB is:

Susie Avalos Mejia California High-Speed Rail Authority

Phone: (916) 908-1127 Email: Susie.Avalos@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.

Susie Avalos Mejia Contract Analyst mailto:Susie.Avalos@hsr.ca.gov http://www.dgs.ca.gov/

Informal IFB/HSR26-79

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. Disposition of Bids

9. Evaluation and Selection

10. Notice of Intent to Award Contract

11. Protest

12. Notice of Contract Award

13. Standard Conditions of Service

14. Required Documents (Awarded Contractor)

15. Small Business and Disabled Veteran Business Enterprise Goals

16. Informal Bid Preference(s)

17. Informal 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 – Exterior Elevation – HSR Bakersfield

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 – Contractor Certification Clauses

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

ATTACHMENT 8 – Organizational Conflicts of Interest Disclosure Statement

1. Purpose and Description of Services

A. The awarded Contractor will provide the California High-Speed Rail Authority (Authority) with services related to interior/exterior window washing and de-webbing services, which include all labor, tools, materials, equipment, and travel necessary to perform the window cleaning services at the Bakersfield Authority Office.

B. Term: January 1, 2027 or upon approval by both parties, whichever occurs later, through December 31, 2029. See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

A. The bidder shall be in good standing and qualified to conduct business in the State of California at all times during the term of this Agreement.

3. Schedule of Events

A. Event Date Time

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

N/A

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

(Note: See additional info in Section 5.)

Monday, November 9, 2026

1:00 pm

(3). Written responses to questions released by: Friday, November 13, 2026

4:00 pm

(4). Final date for bid submission:

(Note: See additional info in Section 8.)

Thursday, November 19, 2026

2:00 pm

(5). Proposed start date of agreement: January 1, 2027, or upon approval by both parties, whichever occurs later

N/A

4. 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.

The remainder of this page is intentionally left blank.

https://caleprocure.ca.gov/pages/index.aspx

5. 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.

6. 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.

7. Submission of Informal Bids

A. Bids must be submitted by email to: Susie.Avalos@hsr.ca.gov or Contracts@hsr.ca.gov no later than the date and time specified in Section 3, Schedule of Events.

(1). Bids submitted should include the following in the subject line of the email:

a. Informal Bid# HSR26-79 Interior/Exterior Window Washing and De-webbing Services in Bakersfield, California.

B. Informal bids must be received by the Authority no later than the date and time specified in Section 3, Schedule of Events. Any informal bid received after the specified due date will not be considered.

https://www.bing.com/ck/a?!&&p=a8c654d458f64172434e1459118a607616d5f98a0656a1f8d60b14a0af6c7b29JmltdHM9MTY1NjAxODM0NSZpZ3VpZD1mZmQwMTExYy00NWIyLTQ3MDMtODg5Mi0yMzk5MjIxMDVjNTEmaW5zaWQ9NTE2NQ&ptn=3&fclid=3fb5cd13-f338-11ec-9401-126f8b8caa1c&u=a1aHR0cHM6Ly93d3cuZ292LmNhLmdvdi93cC1jb250ZW50L3VwbG9hZHMvMjAyMi8wMy8zLjQuMjItUnVzc2lhLVVrcmFpbmUtRXhlY3V0aXZlLU9yZGVyLnBkZg&ntb=1 mailto:Susie.Avalos@hsr.ca.gov mailto:Contracts@hsr.ca.gov

C. Informal bids shall include all required bid documents identified in the Required Documents Checklist. Only submit the required bid documents with your bid, not the entire informal IFB package. 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 documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm.

E. Informal 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.

F. 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.

G. 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.

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

I. 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. Informal bids may not be withdrawn without cause subsequent to the bid submission deadline.

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

K. 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 Informal IFB requirements.

8. 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.

9. 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. 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.

F. 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

G. 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.

10. 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.

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

11. 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.

12. Notice of Contract Award

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

13. 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.

14. 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:

mailto:OLSProtests@dgs.ca.gov

(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 Insurance

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

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

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.

15. 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).

16. 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).

17. 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.

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

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

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

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

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

SAMPLE

EXHIBIT A

SCOPE OF WORK

1. BACKGROUND AND PURPOSE

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

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

C. This Agreement is between the California High-Speed Rail Authority (Authority and/or

State), an agency of the State of California, and [Contractor Name], a [form of entity] (Contractor). The Authority and Contractor are collectively referred to herein as the “Parties,” or individually as “Party.” The purpose of this Agreement is for the Contractor to provide services, as described in Section 2, Scope of Work, of this Exhibit A, to the Authority.

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

AUTHORITY CONTRACTOR

Contract Manager: TBD Contract Manager: TBD Address: TBD Address: TBD Phone: TBD Phone: TBD Email: TBD Email: TBD

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

2. SCOPE OF WORK

A. The Contractor agrees to provide the California High-Speed Rail Authority (Authority) with services related to interior/exterior window washing and de-webbing services. The services shall include all labor, tools, materials, equipment, and travel necessary to perform the work at the Bakersfield Authority Office for the term of this Agreement.

Window washing and de‑webbing shall be performed in accordance with the service descriptions contained in this Scope of Work and shall include the cleaning of all designated glass surfaces, frames, sills, tracks, and mullions, as well as the removal of loose dust, debris, spider webs, insect residue, and related material from window‑adjacent surfaces as specified herein.

B. The services shall be performed at: 34598 7th Standard Road, Bakersfield, CA 93314

(1). The building is a single‑story structure with an estimated height of approximately twenty-five (25) feet.

(2). The building contains storefront glazing, with forty-eight (48) interior sidelights.

(3). For a more detailed representation of the building where the services will be performed, refer to Exhibit F, Exterior Elevation-HSR Bakersfield.

C. Commencement of Work

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

D. The services shall be performed during the Authority’s regular business hours, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m., except in cases of emergencies or in special circumstances where pre-approval has been obtained by the ACM. All work dates and times outside of the regular schedule must be pre-approved by the ACM at least forty-eight (48) hours before Work is performed unless otherwise specified herein. This excludes state holidays as indicated on the following website listed below.

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

(2). Service Frequency

a. The Contractor shall perform complete interior and exterior window washing and de-webbing services once every quarter, consisting of four

(4) full window washing cycles per calendar year.

1. The cycles shall be January–March (Q1), April–June (Q2), July–September (Q3), and October–December (Q4)

b. The services must be completed within each designated quarter. A deviation of no more than ten (10) business days outside the quarter may be permitted with ACM approval.

c. The Contractor will coordinate with the ACM and confirm scheduled date(s) for service at least two weeks in advance.

d. This frequency is fixed for the duration of the Agreement and shall be performed at regular intervals determined by the ACM.

(3). Rescheduling

a. Interior window washing may proceed as scheduled, while exterior window washing shall be postponed whenever inclement conditions exist. For exterior window cleaning services that cannot be performed due to unforeseen weather conditions, the Contractor and the ACM shall agree on a new service date within ten (10) business days of the originally scheduled date.

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

b. If the Contractor needs to reschedule services due to unforeseen circumstances, the Contractor shall notify the ACM at least twenty‑four

(24) hours in advance by phone, followed by an email if the ACM is unavailable. The Contractor and the ACM shall mutually agree upon a new service date within forty‑eight (48) hours.

c. If the Contractor must reschedule with less than twenty‑four (24) hours’ notice due to unforeseen circumstances, the Contractor shall notify the ACM immediately by phone and follow up with an email. The Contractor and ACM shall schedule a new service date at the earliest mutually available time.

(4). Arrival and Departure

a. 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 ACM and the Contractor.

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

(1). Responsibilities of the Contractor

a. The Contractor shall provide interior/exterior window washing and de-webbing services every quarterly window washing cycle.

b. The Contractor shall perform all window washing activities according to professional industry standards and in compliance with Occupational Safety and Health Administration (OSHA) regulations.

c. All non-chemical cleaning solutions, ladders, extension poles, water-fed pole systems, lifts, harnesses, and other equipment used must comply with safety regulations, be maintained in operational condition, and be appropriate for the height and design of the building.

d. If the Contractor determines that lifts, harnesses, or other elevated access equipment are required to perform the work, the Contractor shall notify the ACM in advance and obtain approval for the proposed work schedule.

Work requiring such equipment shall be coordinated with the Authority to avoid interference with normal business operations.

e. The Contractor shall ensure that personnel operating lifts, harnesses, or other elevated access equipment are properly trained, qualified, and experienced in their use. All equipment shall be operated in accordance with applicable OSHA requirements, manufacturer recommendations, and other applicable safety regulations.

f. The Contractor shall post clear, visible, and appropriate warning signs in all areas where window‑washing/de-webbing services are being performed. Signage must be placed in advance of work and remain in place for the duration of the service to ensure the safety of building occupants, visitors, and passersby. The Contractor is responsible for maintaining all signs in a secure and readable condition until the work area is fully cleared and safe for normal use.

1. Exterior Window Services

A. The Contractor shall wash all exterior windows of the Main Office Building, including exterior clerestory windows at approximately twenty-five (25) feet in height.

B. The Contractor shall dust all exterior window-related surfaces, including exterior window frames, sills, tracks, mullions, and surrounding ledges. Dusting shall remove loose dust, dirt, and debris to ensure exterior windows and adjacent surfaces are properly prepared for cleaning and maintained in a presentable condition.

C. The Contractor shall remove accumulated dirt, dust, soot, mineral deposits, hard water staining, insect residue, bird droppings, and atmospheric film resulting from environmental exposure that obstructs visibility or detracts from the building’s appearance.

D. The Contractor shall perform exterior de-webbing. Including the removal of spider webs, insect nests, debris clusters, and associated organic material from all exterior glazing surfaces, frames, mullions, soffits immediately adjacent to glazed elevations, entryways, and the perimeter zones surrounding exterior windows.

E. The Contractor shall use extension poles, and soft, non-damaging tools to remove these materials without scratching the glazing or damaging architectural finishes. Exterior de-webbing shall be completed prior to the exterior window washing to ensure contaminants do not interfere with the clarity of the finished cleaning.

F. The Contractor shall wash all exterior glazed surfaces every quarter. This requirement includes all exterior windows on every building elevation, exterior glass doors, sidelights, transoms, clerestory windows, curtain wall systems, storefront glazing, and architectural glass features.

G. Frames, mullions, sills, and accessible tracks shall be washed or wiped to remove visible residue or buildup.

H. The Contractor shall use professional-grade non-chemical cleaning solutions formulated for exterior glazing and appropriate for routine building maintenance. Cleaning products shall be no stronger than necessary to achieve satisfactory results, and harsh chemicals shall not be used.

All cleaning solutions applied to exterior windows shall be Green Seal certified or an equivalent environmentally responsible product, ensuring the glass is left free of haze, streaks, spotting, or chemical residue.

(1). Green Seal certified glass cleaners are listed here:

https://certified.greenseal.org/products/General+Purp ose+Cleaners/Glass

I. For this single‑story building the Contractor shall comply with all applicable California Division of Occupational Safety and Health (Cal/OSHA) window‑washing safety requirements.

Fall protection shall be used whenever work is performed at heights of 4 feet or more, or whenever window openings create a fall hazard as defined by Cal/OSHA (including any opening exceeding 18 inches in its smaller dimension). The Contractor shall utilize approved lift equipment, personal fall‑arrest systems, or other Cal/OSHA‑approved access methods appropriate to the building’s configuration.

J. All work shall be performed in a manner that prevents runoff from damaging landscaping, entering facilities, or creating slipping hazards near entrances.

(1). The Contractor shall comply with all applicable federal, State, Kern County, and City of Bakersfield laws, regulations, and ordinances relating to environmental protection and stormwater discharge, including but not limited to:

a. Kern County Ordinance Code § 14.26 et seq., which prohibits any non‑stormwater discharge and regulates stormwater quality and runoff permitting requirements;

b. City of Bakersfield Municipal Code Chapter 8.35, which expressly prohibits illicit discharges into the stormwater system and grants Authority inspection and enforcement powers.

(2). The Contractor shall implement appropriate best management practices (BMPs) to prevent detergents, grime, or wastewater from entering storm drains or landscaping, consistent with Kern County BMP standards.

https://certified.greenseal.org/products/General+Purpose+Cleaners/Glass https://certified.greenseal.org/products/General+Purpose+Cleaners/Glass

(3). The Contractor shall immediately cease any activity that results in or is likely to result in prohibited discharges. In the event of any accident or condition posing a risk of discharge, the Contractor shall notify the ACM without delay by telephone, followed by an email if the ACM is unavailable or does not respond.

2. Interior Window Washing Services

A. The Contractor shall wash all interior windows except those requiring the use of a lift.

B. The Contractor shall perform interior de‑webbing during every scheduled interior window washing cycle. Interior de‑webbing includes the removal of spider webs, insect nests, debris clusters, and associated organic material from all interior glazing surfaces, frames, mullions, ceiling and wall corners immediately adjacent to glazed elevations, interior entryways, and the perimeter zones surrounding interior windows. De‑webbing shall be completed prior to interior window washing to ensure surfaces are free of obstructions and conducive to effective cleaning.

C. The Contractor shall wash all interior glazed surfaces every quarter. This includes interior windows, glass partitions, conference room glazing, lobby glass walls, interior sidelights, transoms, interior glass doors, entry vestibule glass, and any interior architectural glazing.

D. The Contractor shall remove fingerprints, smudges, dust, handprints, residue from air circulation, and any marks caused by routine occupancy and use. Frames, mullions, and accessible tracks shall be wiped clean.

E. The Contractor shall protect all interior surfaces, including flooring, furniture, electronics, and workstations, from moisture or chemical overspray. Interior cleaning agents shall be low-odor, non-damaging, non-abrasive, and leave no film or residue on glass or adjacent surfaces. All interior glazing shall be washed to a standard that leaves the glass clean, clear, and free of streaks, haze, or residue.

3. Supplies and Materials

A. The Contractor shall provide all supplies required to perform the work, including non-chemical cleaning solutions, buckets, squeegees, microfiber cloths, extension poles, and any specialty chemicals necessary for removing mineral or environmental buildup.

(1). The cost for these items shall be included in the bid price, and no additional compensation will be paid for these items.

B. All non-chemical cleaning agents must be approved by the Authority before use and accompanied by current Material Safety Data Sheets (MSDS) stored onsite in accordance with OSHA regulations.

4. Additional Requirements

A. The Contractor shall assign trained personnel to perform all services under this Agreement. All assigned personnel shall possess the training and experience necessary to safely and effectively perform window washing operations.

B. The Contractor shall furnish all equipment necessary to safely and effectively perform window washing operations, including ladders, mechanical lifts, water-fed pole systems, ropes, harnesses, anchors, and any fall‑protection equipment approved for elevated surface cleaning. All equipment shall be used exclusively for cleaning Authority property and maintained in proper working condition.

(1). The Contractor shall ensure that all personnel comply with all applicable Cal/OSHA safety and equipment training requirements, including but not limited to fall protection, Mobile Elevating Work Platform (MEWP) / lift operation, and water‑fed pole system training.

These trainings must meet the standards set forth under Cal/OSHA § 3282 (Window Cleaning Operations) and Title 8 CCR § 3648 (Aerial Devices).

(2). All employees performing interior window‑cleaning work at height shall receive Cal/OSHA‑compliant fall‑protection training. For interior work, “working at height” means any work performed four (4) feet or more above a lower level, or near an interior window opening that presents a fall hazard, including openings with a clear dimension greater than eighteen (18) inches. Training shall cover hazard recognition, proper use of fall‑arrest systems, and safe use of ladders and elevated platforms.

C. The Contractor shall provide assigned workers with appropriate personal protective equipment (PPE) while performing services under this Agreement.

5. “Poor Conditions” Reporting Protocol

A. The Contractor shall immediately cease all work upon discovering any poor conditions, cracked or damaged glazing, deteriorated window seals, or any structural or safety concerns associated with the glazed surfaces. Work shall not resume until authorization is provided by the ACM.

B. Upon identification of any condition described above, the

Contractor shall notify the ACM by telephone without delay.

If the ACM is unavailable or does not respond, the Contractor shall follow up with an email. Notification shall occur within twenty‑four (24) hours of discovery.

C. When applicable, the Contractor shall document the identified condition with photographs and include such documentation in the follow‑up email to the ACM.

Photographs shall clearly depict the location and nature of the issue or deficiency.

(2). Responsibilities of the Authority

a. The Authority will ensure facility access by coordinating with on‑site security personnel, who will be responsible for granting entry to the Contractor as needed.

b. The Authority shall inspect all completed window washing services to verify that work has been performed in accordance with the standards set forth in this Agreement. All windows and glass surfaces shall be free of haze, streaks, spotting, and any other deficiencies. The Authority will document any observed deficiencies and notify the Contractor accordingly.

(3). Re-work/Workmanship

a. The Contractor shall take special care not to disturb or encroach on shrubbery surrounding the building. Contractor shall be responsible for the replacement cost of any shrubbery, trees, or ground cover damaged or destroyed during cleaning operations.

b. The Contractor shall use special care when performing work at or close to the railing surrounding the building. The Contractor shall be responsible for the replacement cost of any damage or destruction of railing or windows during the cleaning operation.

c. The Contractor shall respond to the request of the ACM for site visits in order to bring deficiencies to Contractor’s attention. All deficiencies shall be corrected by Contractor at no additional cost to the Authority.

d. Upon notification of deficiencies, the Contractor shall return to the facility within forty‑eight (48) hours to correct any work the Authority deems incomplete or not performed in accordance with required standards.

Corrective services shall be provided at no additional cost to the Authority.

e. The Contractor shall leave the work site in a clean and neat condition. If the work site is not left in a clean and neat condition, Contractor shall be called back to clean the work site as required at its sole expense. No invoice shall be paid unless the site has been cleaned to the satisfaction of the ACM. All debris generated by Contractor’s performance of the services, including any and all discarded parts or materials, shall be removed from the work site upon completion of services each day, hauled away, and legally disposed of by Contractor, according to all local, State, and Federal laws.

f. Repeated failure by the Contractor to meet performance standards or to complete corrective actions within the required timeframe may constitute grounds for termination of the Agreement. The Authority may pursue termination pursuant to the procedures outlined in Exhibit D, Section 8 Termination.

(4). Rented or Loaned Equipment

a. In the case of rented or loaned equipment, the Authority shall be relieved of all risks of loss or damage during the entire time the equipment is in the possession of the Authority, except when the loss or damage is due to fault or negligence on the part of the Authority. Rented or loaned equipment shall be returned to the Contractor in the condition it was received, less normal wear and tear, provided there is no loss or damage due to fault or negligence on the part of the Authority.

(5). Noise Abatement

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

(6). Meetings

a. The Authority Contract Manager and the Contractor shall attend a meeting at the Authority office, on a mutually agreed upon day and time, within one

(1) week after the execution of the Agreement to perform a walk-through of the premises. Additional meetings may be scheduled at the request of either the Authority Contract Manager or the Contractor. Should either party request a meeting, the other party shall respond within forty-eight

(48) hours with an agreed-upon day and time, to take place within one (1) week.

(7). Loss/Damage

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

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Budget Contingency Clause

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

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

C. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government or the California State Legislature for the purpose of this Authority program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the United States of America or 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 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 to the Financial Office at the email address listed in Section F 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, services rendered, and billing period.

(2). Total amount invoiced not to exceed the rates identified in Exhibit B, Attachment 1 – Cost Sheet.

(3). 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), and Disabled Veteran Business Enterprise (DVBE). Subcontractor and vendor invoices shall also indicate whether a subcontractor or vendor is an SB, MB, SB-PW, and DVBE.

(4). 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.

(5). Subcontractors’ and vendors’ invoices.

(6). The Postconsumer-Content Certification Form, CalRecycle Form 74.

(7). The Contractor shall report in its invoice to the Authority on a monthly basis the percentages of recycled products used for reportable purchases under the State Agency Buy Recycled Campaign (SABRC) pursuant to California Public Contract mailto:accountspayable@hsr.ca.gov

Code sections 12200 through 12217.

4. Travel and Per Diem Rates

A. Travel is not allowed for this Agreement.

5. Prompt Payment Clause

A. Payment will be made in accordance with, and…