June 2025 rev.

STATE OF CALIFORNIA

CALIFORNIA DEPARTMENT OF TAX AND FEE ADMINISTRATION

ACQUISITIONS MANAGEMENT SECTION

651 BANNON STREET, SUITE 100 SACRAMENTO, CA 95811

PO BOX 942879, SACRAMENTO, CA 94279-0024

1-916-309-5421 www.cdtfa.ca.gov

INVITATION FOR BID NO. 2026-4004

SECURITY SYSTEM INSTALLATION AND MAINTENANCE

NOTICE TO PROSPECTIVE BIDDERS

Date: May 14, 2026

The California Department of Tax and Fee Administration (CDTFA) is releasing Invitation for Bid (IFB) NO.

2026-4004, Security System Installation and Maintenance Services.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. CDTFA 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. Be advised, your bid response will become public record once the Contract becomes final. The CDTFA will provide access to all records upon request unless the law provides an exemption from mandatory disclosure, or a court order is provided.

In the opinion of the CDFTA, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Acquisitions Analyst:

David Faulkner

California Department of Tax and Fee Administration Acquisitions Management Section (AMS)

651 Bannon Street, Suite 100, MIC 24 Sacramento, CA 95811

Telephone: (916) 309-5433 Email: ADMIN-AMSContracts@cdtfa.ca.gov

CC: David.Faulkner@cdtfa.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. CDTFA reserves the right to reject any and all of the bidders’ final responses.

The electronic documentation sent via this email transmission shall not be altered in any manner.

The State’s copy of the electronic documentation developed for this IFB, is for the purposes of issuing a binding contract and shall be considered the ORIGINAL.

David Faulkner

Acquisitions Analyst

GAVIN NEWSOM

Governor

NICOLAS MADUROS

Secretary, Government Operations Agency

TRISTA GONZALEZ

Director http://www.cdtfa.ca.gov/ mailto:ADMIN-AMSContracts@cdtfa.ca.gov

CDTFA IFB NO. 2026-4004

January 2023 (Rev.)

TABLE OF CONTENTS

BIDDER REQUIREMENTS AND INFORMATION SECTION

1. Purpose and Description of Services

2. Amendment

3. Contractor’s Responsibilities

4. CDTFA’s Responsibilities

5. Additional Services and/or Other Considerations

6. Bidder’s Minimum Qualifications

7. Confidentiality Statement and Criminal Background Check

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

9. Health and Safety

10. Prohibition on Tax Delinquents

11. Generative Artificial Intelligence Disclosure Obligations (GENAI)

12. Prohibition of Unauthorized Use of CDTFA Logo and Name

13. Schedule of Events

14. Written Questions

15. Submission of Bids

16. Disposition of Bids

17. Evaluation and Selection

18. Notice of Intent to Award Contract

19. Protest

20. Notice of Contract Award

21. Standard Conditions of Service

22. Required Documents (Awarded Contractor)

23. Bid Preference (s)

24. Americans with Disabilities Act (ADA)

REQUIRED BID DOCUMENTS CHECKLIST

1. Exhibit B-1 Rate Sheet - (Attachment 1)

2. Bid/Bidder Certification Sheet - (Attachment 2)

3. Payee Data Record (Std. 204) which can be accessed on the DGS/PD website, linked here: STD 204 - Payee Data Record (ca.gov)

4. Bidder Declaration/Written Version GSPD-05-105 (written), which can be accessed on the DGS/PD website, linked here: Bidder Declaration - Written GS PD-05-105 (ca.gov).

5. Disabled Veteran Business Enterprise (DVBE) Declaration (DGS PD Std. 843) which can be accessed on the DGS/PD website, linked here: DVBE Declaration DGS PD Std 843 (ca.gov)

6. Darfur Contracting Act, DGS PD 1, which can be accessed on the DGS/PD website, linked here:

Darfur Contracting Act Certification DGS PD 1 (ca.gov)

7. Confidentiality Statement, CDTFA – 4 (Attachment 3)

8. California Civil Rights Laws Attachment (DGS OLS 04) which can be found on the DGS/PD website linked here: California Civil Rights Laws Attachment (ca.gov)

9. Commercially Useful Function (CUF) Compliance Form - (Attachment 4)

Note: The CUF Form is not required if neither a Small Business nor Disable Veteran Business Enterprise will be participating. More detail information regarding CUF is located online on the DGS/PD website linked here: Commercially Useful Function for Certified Firms (ca.gov) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms?search=Commercial%20Useful%20Function

SAMPLE STD. 213 STANDARD AGREEMENT FORM (ATTACHMENT 5)

EXHIBIT A - Statement of Work EXHIBIT A-1 – CDTFA Security Systems Equipment List EXHIBIT A-2 – CDTFA Office List EXHIBIT A-3 – Service Call Receipt EXHIBIT B – Budget Detail and Payment Provisions EXHIBIT B-1 – Rate Sheet EXHIBIT C – General Terms and Conditions (Online Link) EXHIBIT D – Special Terms and Conditions EXHIBIT E – Additional Provisions https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=Exhibit%20C%20General%20Terms%20and%20Conditions

BIDDER REQUIREMENTS AND INFORMATION

1. PURPOSE AND DESCRIPTION OF SERVICES

A. THE SUCCESSFUL BIDDER (Contractor) agrees to provide to the California Department of Tax and Fee Administration (CDTFA) Security System installation and maintenance Service as described herein. Together CDTFA and the Contractor are referred to as “Parties.”

The Contractor will be responsible for readily providing all materials, equipment, hardware, software, parts and supplies necessary to perform maintenance, system upgrades, equipment upgrades, new installations, system enhancements and all related services to ensure the security systems CDTFA uses operate at optimum performance at all times.

The CDTFA utilizes three types of security systems:

1) Access Control Systems

2) Surveillance Systems

3) Intrusion Detection Systems

These security systems are mission critical to CDTFA because they provide physical security for the CDTFA’s team members, the public, taxpayer information and State property. As such, these security systems are in operation 24 hours a day and must remain in operation without interruption.

B. The current security system equipment utilized by CDTFA is included in Attachment 5, Exhibit A-1 CDTFA Security Systems Equipment List in this Contract Agreement. CDTFA plans to upgrade security equipment regularly throughout the enterprise, and equipment will be added or removed, via formal amendment. The Contractor shall service new equipment at rates agreed to and stated in Exhibit B-1, Rate Sheet.

C. The services shall be performed at the CDTFA offices throughout California, Chicago, IL and Houston, TX located at various addresses provided in Attachment 5, Exhibit A-2 CDTFA Office List. When new CDTFA offices are acquired, CDTFA will incorporate the new location into this contract via a formal amendment. Contractor will be responsible to service all new CDTFA office locations.

D. The services shall be performed during normal business hours, Monday through Friday 8:00 am to 5:00 pm, except State Holidays or as otherwise noted herein. A list of State Holidays is available on the California Department of Human Resources website, linked here:

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

Calls for service after 5:00 pm will be responded to during normal business hours (8:00 am – 5:00 pm) of the following business day unless the CDTFA Contract Manager(s) or CDTFA Designee authorizes Emergency Service.

E. Proposed Term: July 1, 2026, or upon DGS approval, whichever occurs later through June 30, 2028.

F. The Contractor is not authorized to commence work, as described in this contract, until the contract has been fully executed. Any services provided prior to execution of the contract shall be considered voluntary and non-compensable.

2. AMENDMENT

This Agreement may be amended, in writing, by mutual agreement of both parties for additions or deletions of equipment and/or CDTFA office locations. This Agreement may also be amended to extend the term https://www.calhr.ca.gov/employees/pages/state-holidays.aspx end date for one (1) additional year at the rates listed in Exhibit B-1, Rate Shet. If CDTFA exercises this option, it will initiate an amendment to encumber additional funds, as applicable.

3. CONTRACTOR’S RESPONSIBILITIES

The Contractor’s responsibilities include, but are not limited to the following:

A. Emergency Service Calls – The Contractor shall respond by telephone to the CDTFA Contract Manager or the CDTFA Designee within one (1) hour after receiving a verbal request for emergency service or repair from CDTFA. Contractor shall have scheduled a technician to respond to the requested location within two (2) hours of when an emergency service call is placed.

Emergency service calls are defined as services performed outside normal business hours or normal business days that require immediate action by the Contractor as determined by the CDTFA Contract Manager or CDTFA Designee.

B. Standard Service Calls – The Contractor shall respond in writing via electronic mail or telephone to the CDTFA Contract Manager or the CDTFA Designee within one (1) business day after receiving any verbal or written request for scheduling of a standard service or repair from CDTFA. Contractor shall respond to the requested location within three (3) business days of when a standard service call is placed, unless an extended timeframe is mutually agreed upon by the CDTFA Contract Manager or CDTFA Designee and the Contractor.

Standard service calls are defined as services performed during normal business hours on normal business days that require prompt action by the Contactor as determined by the CDTFA Contract

C. The Contractor shall perform requested services based on the hourly rate shown in the Exhibit B-1, Rate Sheet incorporated herein. Service call time will begin to accrue when the Contractor technician arrives on-site and has received specific repair instructions from the CDTFA Contract Manager or CDTFA Designee. Service call time shall terminate upon completion of the requested work.

D. Upon completion of the service call, within three (3) business days, the Contractor technician will provide the CDTFA Contract Manager or CDTFA Designee with a written receipt via electronic mail, which shall include but is not limited to:

1) Company Name

2) Work Order Number

3) Technician Name

4) Arrival Date and Time

5) Departure Date and Time

6) Total Number of Hours Worked

7) Detailed List of Replacement Parts and/or Equipment Use

8) Comprehensive Summary of the Work Performed in Completion of the Service Call

If a service call should take more than one day to complete, the Contractor will provide the CDTFA Contract Manager or CDTFA Designee with a written receipt at the end of each day until the project is completed. No invoice will be paid unless it has been approved and signed by the CDTFA Contractor Manager or CDTFA Designee. Please see Attachment 5, Exhibit A-3, Service Call Request.

E. The Contractor must provide a certified technician or technicians with at least five (5) years of continuous experience immediately preceding the start date of the Agreement; servicing, installing, troubleshooting and repairing including but not limited to the following:

1) Software House CCURE 9000 Access Control Systems

2) Various Model ExacQVision HDVRs and NVRs

3) Various Makes and Models of Surveillance Cameras and Related Equipment

4) Various Makes and Models of Intrusion Detection Systems and Related Equipment

Please see the CDTFA Security Systems Equipment List as listed in Exhibit A-1 for more details on the makes and models of equipment currently in use across CDTFA’s enterprise.

CDTFA is not responsible for payment for hours worked on a service call by the Contractor technician that is unknowledgeable or unqualified to complete the work requested on a service call. Further, the Contractor must receive prior, written authorization from CDTFA before sending or billing for multiple technicians on a service call. CDTFA will not be responsible for paying for Contractor technician job training time. Should the Contractor choose to send multiple technicians to a service call to allow for a technician to gain experience or training, CDTFA will only be responsible for the payment of the lead or training technician. The Contractor will be responsible for paying the wages for the hours of the technician(s) receiving training.

F. Contractor agrees that all services provided are not to exceed $2,000.00 total for parts and labor per service call, unless pre-authorized in writing by the designated CDTFA Contract Manager responsible for the oversight of the Contractor services or the CDTFA Designee with the approval of the CDTFA Contract Manager. Written authorization exceeding $2,000.00 shall include a revised “amount not to exceed” for the requested services. CDTFA will not be responsible for payment of any unauthorized work performed that exceeds $2,000.00. Time and duration of installation, scheduling and storage of equipment are subject to approval by the CDTFA Contract Manager or CDTFA Designee.

Note: The Contractor must submit their invoices for services no later than thirty (30) calendar days after completion of each service to ensure funding availability and timely processing. In the event the Budget Act of the current year and/or subsequent years covered under this Agreement does not have sufficient funds for the program, this Agreement shall be of no further force and effect.

G. The Contractor shall take proactive measures to ensure all Access Control, Intrusion Detection and Surveillance Systems are operating efficiently and effectively.

H. The Contractor shall provide CDTFA with multiple points of contact, including telephone and/or cellular telephone numbers, that may be used by CDTFA to request repair services during normal business hours, weekends, holidays and after-hour emergencies.

I. All parts and equipment replaced by the Contractor must be returned to the CDTFA Contract Manager or the CDTFA Designee, unless Contractor disposal is approved by the CDTFA Contract Manager. or CDTFA Designee. All Contractor disposed parts and equipment must be disposed of in accordance with CalRecycle (State Law) requirements in a manner that maximizes the amount of the material reclaimed and reused.

J. Equipment, materials and workmanship provided under this contract agreement shall be guaranteed for a period of twelve (12) months from the date of the final acceptance of services. Any defects caused by faulty materials, methods of installation or poor workmanship within this period shall be repaired or replaced by the Contractor at no expense to CDTFA.

4. CDTFA’S RESPONSIBILITIES

CDTFA’s responsibilities include but are not limited to the following:

A. CDTFA will designate the CDTFA Contract Manager and the CDTFA Designee(s) to oversee the work on this contract agreement. The CDTFA Contract Manager and CDTFA Designee(s) will coordinate with the Contractor and provide technical direction and assistance as needed. CDTFA will provide the

Contractor with the CDTFA Designee List directly to the Contractor biannually and be changed without formal amendment to this Agreement. CDTFA will notify the Contractor with a ten-day prior written notice by mail or email, which will contain the new Designee’s name, mailing address and telephone number.

B. Submit requests for all repair services during normal business hours, weekends and after-hour emergencies via the Contractor’s designated points of contact.

C. Ensure that all work provided by the Contractor and/or Subcontractors is performed to CDTFA’s satisfaction and in accordance with our standards. CDTFA will review all completed service tickets or work orders, otherwise referred to as the written receipt in Section 6.D Contractor’s Responsibilities of this contract agreement, to validate that the services rendered have adequately resolved the issue for which the service call was scheduled.

D. CDTFA will ensure that all old parts, materials and equipment that are returned to the agency are accounted for and properly disposed of in accordance with our internal practices and policies after completion of services where new parts, materials or equipment were required.

E. Provide prior approval in writing for parts, materials, equipment and labor purchases that the Contractor submits over the $2,000.00 limit as detailed in Section 4.F Contractor’s Responsibilities of this contract agreement.

F. CDTFA will review and approve invoices submitted by the Contractor for timely processing and payment.

5. ADDITIONAL SERVICES AND/OR OTHER CONSIDERATIONS

A. No material substitutions shall be made, which deviate from the original installation, without prior written approval by the CDTFA Contract Manager or the CDTFA Designee.

B. Elements of the work under this contract agreement include, but are not limited to, materials, labor, supervision, project management, supplies, equipment, transportation, storage, utilities, testing and all required permits, licenses and certifications.

C. All installation workmanship shall be accomplished in a neat and professional manner, meeting or exceeding industry standards. This shall include but not be limited to; furnishing proper grounding of data lines and devices, providing plumb and level installation of all devices and equipment, neat wire and cable routing, identification of cables and/or conductors by point numbers, providing secure wire terminations, splices and ease of access for maintenance and testing.

D. Contractor shall conform to the requirements per SAM Section, 3810 and Government Code, Section14920 and Labor Code 1720 which states:

“...a. In accordance with the provisions of Labor Code Section 1720, the bidder and their proposed subcontractor(s) shall adhere to the payment of prevailing wages as determined by the California Department of Industrial Relations (DIR). The prevailing wage rate determinations can be downloaded from the DIR’s internet website at:

https://www.dir.ca.gov/public-works/prevailing-wage.html. Copies of the DIR’s downloadable prevailing wage rate determinations are also on file at BOE Headquarters and are available to any interested party on request. Additional questions regarding prevailing wage determinations shall be referred to the DIR’s Division of Labor Statistics and Research, Prevailing Wage Unit, at: Division of Labor Statistics & Research - About DLSR (ca.gov) https://www.dir.ca.gov/public-works/prevailing-wage.html https://www.dir.ca.gov/OPRL/AboutDLSR.htm

6. BIDDER’S MINIMUM QUALIFICATIONS

A. The Contractor must provide a certified technician or technicians with at least five (5) years of continuous experience immediately preceding the start service; servicing, installing, troubleshooting and repairing including but not limited to the following:

1) Software House CCURE 9000 Access Control Systems

2) Various Model exacqVision HDVRs and NVRs

3) Various Makes and Models of Surveillance Cameras and Related Equipment

4) Various Makes and Models of Intrusion Detection Systems and Related Equipment.

7. CONFIDENTIALITY STATEMENT AND CRIMINAL BACKGROUND CHECK

A. Contractor shall adhere to all State laws safeguarding the confidentiality of State data and information.

Prior to initiating work, all Contractor staff must sign a Confidentiality Statement, Form CDTFA-4, Attachment 3 included herein.

Per Government Code section 1044, Contractor personnel, including any replacement and substitute personnel and subcontractors, performing work described under this Contract Agreement shall be required to submit and clear a criminal background check via fingerprinting and completion of a Form CDTFA-298c Criminal History Review. Fingerprints shall be sent to the California Department of Justice for information regarding prior criminal history. Based upon the results, CDTFA reserves the right to prohibit individuals from performing work under this Contract Agreement and to re-initiate criminal background checks.

8. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

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, the Contractor represents that it is not a target of Economic Sanctions. Should the State determine the 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.

9. HEALTH AND SAFETY

Contractor is required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, Contractor is also required to comply with the state agency’s specific health and safety requirements and policies. Contractor agrees to include in any subcontract related to performance of this Agreement, a requirement that the subcontractor comply with all applicable health and safety laws and regulations, and upon notice, the state agency’s specific health and safety requirements and policies.

10. PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the (CDTFA) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists. (a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

11. GENERATIVE ARTIFICIAL INTELLIGENCE DISCLOSURE OBLIGATIONS (GENAI)

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.

Per Executive Order N-12-23, all Bidders / Offerors must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

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.

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.

12. PROHIBITION OF UNATHORIZED USE OF CDTFA LOGO AND NAME

The name "California Department of Tax and Fee Administration" and the CDTFA logo (collectively referred to as the "CDTFA Marks"), are the exclusive property of California Department of Tax and Fee Administration ("CDTFA").

A. Unauthorized Use: No individual, entity, or organization (hereinafter referred to as "User") shall

B. Use, reproduce, distribute, or display the CDTFA Marks in any manner without the prior written consent of CDTFA. This prohibition includes, but is not limited to, use in advertising, promotional materials, websites, social media, and any other form of communication.

C. Request for Permission: Any User seeking to use the CDTFA Marks must submit a written request to CDTFA, detailing the intended use, context, and duration of such use. CDTFA reserves the right to grant or deny permission at its sole discretion.

D. Consequences of Unauthorized Use: Any unauthorized use of the CDTFA Marks may result in legal action, including but not limited to, claims for damages, injunctive relief, and any other remedies available under applicable law.

E. Modification of Terms: CDTFA reserves the right to modify these terms at any time without prior notice. Continued use of the CDTFA Marks after such modifications shall constitute acceptance of the revised terms.

13. SCHEDULE OF EVENTS

Event Date Time

IFB available to prospective bidders Thursday, May 14, 2026 4:00 PM

Written questions regarding IFB are due by (Note: See additional info in Section 14.) Tuesday, May 19, 2026 2:00 PM

Written responses to IFB questions released by Friday, May 22, 2026 2:00 PM

Final date for Bid Submission and Bid Opening/Evaluation (Note: See additional info in Section 15.)

Wednesday, May 27, 2026 2:00 PM

Intent to Award Thursday, May 28, 2026 2:00 PM

Proposed start date of contract July 1, 2026, or upon DGS approval, whichever occurs later

N/A

14. WRITTEN QUESTIONS

Submit all written questions via electronic mail (email) to CDTFA AMS’S Inbox at:

ADMIN-AMSContracts@cdtfa.ca.gov and Cc: David Faulkner, the contact person indicated on the cover page of this IFB package no later than the date and time specified in Section 13. Schedule of Events.

Written responses to IFB questions will be released by the date and time specified in Section 13. Schedule of Events and viewable in the online project advertisement in Cal eProcure at: www.caleprocure.ca.gov.

15. SUBMISSION OF BIDS

A. Bids must be submitted via email, no later than the date and time specified in Section 13. Schedule of Events.

Bids submitted via email must be sent to the CDTFA AMS’S Inbox at:

ADMIN-AMSContracts@cdtfa.ca.gov and Cc: David Faulkner at David.Faulkner@cdtfa.ca.gov

B. The email must contain the following in the subject line:

1) BIDDER’S/COMPANY’S NAME

2) BID PROPOSAL must be labeled IFB #2026-4004, Security Systems Maintenance

3) In the body of the email, provide a short sentence to identify the service requested, the IFB number, and send it ATTN: David Faulkner

C. Each bidder shall be responsible for providing three (3) business references which should include the company name, address, phone number and email address that would allow CDTFA to perform reference check prior to the award.

D. Bids must be received by the CDTFA no later than the date and time specified in Section 13. Schedule of Events. Any bid received after the specified due date and time will not be accepted and shall be returned to the bidder as a rejected bid. It is CDTFA’s policy to make every effort to ensure that all bids have been received and properly time stamped and certified; however, bidders are ultimately responsible for ensuring timely receipt of their bid. Bidders may verify receipt of their bid by contacting the person identified in the cover letter of this IFB prior to the Bid Opening.

E. 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. Bids not mailto:ADMIN-AMSContracts@cdtfa.ca.gov http://www.caleprocure.ca.gov./ mailto:David.Faulkner@cdtfa.ca.gov including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements. Additionally, bid documents mailed or personal delivery shall be stapled and placed in a secure envelop; bid documents DO Not need to be placed in a binder or folder for submission.

F. All required bid documents submitted by mail or personal delivery must be printed single-sided. Bids that include required bid documents that are printed double-sided shall be deemed non-responsive.

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

H. 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.

I. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the CDTFA.

J. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet, Attachment 2. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

K. 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.

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

M. The CDTFA may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

N. Bidders are cautioned to not rely on the CDTFA 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 prove them for errors and adherence to the IFB requirements.

O. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

P. Bidders should be aware that marking a document "confidential" or "proprietary" in a bid may exclude a bid from consideration for award and will not keep that document from being released after notice of award as part of the public record unless a court has ordered the CDTFA not to release the document.

Any disclosure of confidential information provided by a bidder is a basis for rejecting the bidder’s bid and ruling the bidder ineligible to further participate.

16. 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 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid. Bid packages may be returned only at the bidder's expense unless such expense is waived by the CDTFA.

17. 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 CDTFA shall put each bid through a process of evaluation to determine its responsiveness to the

CDTFA's needs.

C. 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 CDTFA determines that the cost is not reasonable or otherwise in the best interest of the CDTFA. There is no requirement to award a contract if, in the opinion of the CDTFA, 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 CDTFA, such information was intended to mislead the CDTFA 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 CDTFA may reject any or all bids and may waive any immaterial deviation in a bid. The CDTFA's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. State’s General Terms and Conditions (GTC) for Non-IT Services are not negotiable. The GTC may be viewed on the internet at: General Terms and Conditions (GTC 02/2025).

H. The final selection shall be made based on the lowest responsible responsive bid. In the event there is 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.

18. NOTICE OF INTENT TO AWARD CONTRACT

Upon written request by any bidder via email, or regular mail, or personal delivery prior to award of the contract, the CDTFA shall email and post in Cal eProcure, a written notice of intent to award contract no less than five (5) CDTFA business days prior to awarding the contract. 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 contract.

19. PROTEST

A. If any bidder, prior to the award of the contract, files an initial protest with the CDTFA and the Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=Exhibit%20C%20General%20Terms%20and%20Conditions

B. Within five (5) calendar days after filing an initial protest with the CDTFA and DGS, the protesting bidder shall file a full and complete written statement with the CDTFA and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by regular mail, emailed, courier, or personal delivery to both of the following:

Department of General Services Office of Legal Services

Attn: Protest Coordinator 707 3rd. Street 7th Floor West Sacramento, CA 95605 email: OLSProtests@dgs.ca.gov

California Department of Tax and Fee Administration/Contracts Unit

Attn: David Faulkner 651 Bannon Street, Suite 100, MIC:24 Sacramento, CA 95811 email: ADMIN-AMSContracts@cdtfa.ca.gov.

20. NOTICE OF CONTRACT AWARD

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

21. STANDARD CONDITIONS OF SERVICE

A. Following the release of the written notice of contract award, the CDTFA shall email, fax, 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 contract can be fully executed.

B. Services shall be available on the expressed date set by the CDTFA after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

22. REQUIRED DOCUMENTS (AWARDED CONTRACTOR)

Prior to approval of the contract, the awarded contractor shall provide to CDTFA the following required documents within ten (10) calendar days. If the awarded contractor fails to provide the CDTFA with all of the following required documents within the above specified number of calendar days, the CDTFA may deem the awarded contractor as non-responsive and may rescind the contract award:

A. California Civil Rights Law Certification (Per Public Contract Code 2010)

The awarded Contractor shall sign and submit to the CDTFA, California Civil Rights Law Certification if the total Contract amount exceeds $100,000.00. The form can be found on the DGS/PD website, linked here: California Civil Rights Laws Attachment (ca.gov).

B. Iran Contracting Act Certification

The awarded Contractor shall sign and submit to the CDTFA, Iran Contracting Act if the total Contract amount exceeds $1,000,000.00. The form can be found on the DGS/PD website, linked here: Iran Contracting Act Verification Form (ca.gov).

mailto:OLSProtests@dgs.ca.gov https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/SearchResult?search=Iran%20Contracting%20Certification&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 https://www.dgs.ca.gov/SearchResult?search=Iran%20Contracting%20Certification&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1

23. BID PREFERENCE (s)

A. Small Business/Micro Business (SB/MB) Enterprise Preference Program

1) A five percent (5%) preference will be granted to Bidders certified as “Small Business” or

“Microbusiness” in accordance with California Code of Regulations, Title 2, § 1896 et. seq. A business that is not certified as a SB/MB may receive a preference of 5% if that business commits to subcontract at least 25% of its net bid price with one or more SB or MB. The value of the SB/MB preference cannot exceed $50,000.00 when a contract award is based upon award to the lowest bid.

2) A certified SB/MB may only be displaced by another certified SB/MB with a higher percentage of

DVBE participation and a lower adjusted Bid price.

3) If the Bidder is not already a Certified SB/MB, applications for certification as “Small Business” or

“Micro Business” must be submitted to the Office of Small Business and DVBE Certification (OSDS), 707 3rd Street, First Floor, Suite 1-400, West Sacramento, CA 95605.

4) Submit a copy of your OSDS certification email confirmation with the Bid Form.

5) Pursuant to Section 1896.14, in order to receive the small business preference, Bidders must have a completed application (including proof of annual receipts) on file with the OSDS. The Bidder must have requested a preference from OSDS and meet all applicable requirements under the subchapter and the State Small Business Procurement and Contract Act.

Note: Firms can apply for SB/MB and or DVBE certification on the OSDS website linked here:

Application for Certification as a SB/MB and/or DVBE (ca.gov)

B. DVBE Participation

1) The DVBE Participation Program for state contracts is established in Public Contract Code, § 10115 et seq., Military and Veterans Code (MVC), § 999 et seq., and California Code of

Regulations, Title 2, § 1896.60 et seq. Military and Veterans code Section 999.2 establishes a contract participation goal of at least three percent (3%) for DVBE. This goal applies to a state agency’s overall contracting program. For the purpose of this solicitation the DVBE program requirements are waived. Bidders must have DVBE Participation of no less than the required goal.

The DVBE Incentive does not alter this requirement.

2) A DVBE Incentive will be granted to bidders achieving DVBE Participation of on one percent (1%) or more of their Bid total, in accordance with Military and Veterans Code, § 999.5(a) and (d), and California Code of Regulations §1896.98 et seq.

3) The DVBE Incentive will be applied during the Bid evaluation process and will only be applied to responsive Bids. Any Small Business Preference will be calculated prior to the DVBE Incentive calculation.

Bidders that achieve a DVBE Participation of one percent (1%) or more will have the DVBE Incentive applied to their Bid in an attempt to displace the apparent low Bidder. The percentage of DVBE Incentive will be equal to the percentage of DVBE participation, and subject to a minimum of one percent (1%) and a maximum of five percent (5%).

4) Each Bidder’s DVBE Incentive percentage will be computed and subtracted from the lowest responsive Bid amount. Calculations to determine adjusted Bid price are for consideration only and the Contract will be awarded for the Bidder’s actual Bid amount.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

5) Bidders who have been certified by California as a DVBE should submit a completed form(s) DVBE DGS PD. 843. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from OSDS website at: Disabled Veterans Business Enterprise Declarations (ca.gov)

6) The completed form should be included with the quotation/Bid response.

24. AMERICANS WITH DISABILITIES ACT (ADA)

The Contractor certifies it complies with the Americans with Disabilities Act of 1990 (42 U.S.C. section 12101, et seq.).

https://www.dgs.ca.gov/PD/Search-Results?search=DVBE%20843&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Search-Results?search=DVBE%20843&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets

ATTACHMENT 1

EXHIBIT B-1

RATE SHEET

Your bid may be deemed non-responsive by the CDTFA if you fail to complete, sign, and submit this document with your bid. The bidder proposes and agrees to furnish all labor, materials, tools, equipment, and supervision; pay all taxes, insurance, bonds, license and permit fees, travel costs, and other costs incidental to the work to be performed in accordance with the attached Statement of Work identified in Exhibit A at the cost(s) below. The CDTFA does not guarantee a minimum or maximum use of this Agreement.

Note: For the purpose of this quote, use the Journeyman level as the basis for the hourly rates listed below:

*This Agreement has a funding allotment for replacement parts.

Northern California offices

Description Year 1

07/01/2026 To

6/30/2027

Year 2 7/01/2027

To 6/30/2028

(Optional) Year 3

7/01/2028 To 6/30/2029

Standard Weekday Hourly Rate (Monday – Friday 8:00AM to 5:00PM)

Overtime Weekday Hourly Rate (Mornings prior to 8:00AM or evenings 5:00PM)

Weekend/State Holiday Hourly Rate Emergency Repair Services Hourly Rate

Subtotal

Grand Total

Southern California offices

Description Year 1

07/01/2026 To

6/30/2027

Year 2 7/01/2027

To 6/30/2028

(Optional) Year 3

7/01/2028 To 6/30/2029

Standard Weekday Hourly Rate

ATTACHMENT 1

Chicago office, IL

Year 1

07/01/2026 To

6/30/2027

Year 2 7/01/2027

To 6/30/2028

(Optional) Year 3

7/01/2028 To 6/30/2029

Standard Weekday Hourly Rate

Houston office, TX

Year 1

07/01/2026 To

6/30/2027

Year 2 7/01/2027

To 6/30/2028

(Optional) Year 3

7/01/2028 To 6/30/2029

Standard Weekday Hourly Rate document with your bid. By signing below Contractor swears under penalty of perjury that this bid is true and correct and that Contractor has read and understands all IFB documents contained herein.

Contractor/Firm Name (Printed):

By (Authorized Signature):

Printed Name and Title of Person Signing:

Date Executed: County:

State:

ATTACHMENT 2

BID/BIDDER CERTIFICATION SHEET

document with your bid.

A. Our bid is submitted as detailed in ATTACHMENT 1, EXHIBIT B-1 RATE SHEET.

B. All required bid documents are included with our bid.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

BIDDER INFORMATION

1. BIDDER’S LEGAL BUSINESS NAME:

2. ADDRESS, CITY, STATE, ZIP CODE:

3. TELEPHONE NUMBER: 4. FAX NUMBER: 5. EMAIL ADDRESS:

ORGANIZATION TYPE

6. SOLE PROPRIETORSHIP/SINGLE MEMBER LLC. 7. PARTNERSHIP 8. CORPORATION

9. FEDERAL EMPLOYER ID NUMBER (FEIN): 10. CALIFORNIA CORPORATION NUMBER (If Applicable):

LICENSES AND/OR CERTIFICATIONS (If Applicable)

11. CONTRACTORS’ LICENSE NUMBER: 12. PUC LICENSE NUMBER CAL-T: 13. ADDITIONAL REQUIRED LICENSES/CERTS:

14. Is this company certified by the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprises Services (OSDS) as any of the following:

A. SMALL BUSINESS ENTERPRISE? ( YES* NO) →

*If “YES”, enter certification number:

B. DISABLED VETERAN BUSINESS ENTERPRISE? ( YES* NO) → *If “YES”, enter certification number:

C. If an application for certification is pending, what date was the application submitted to the OSDS? →

*Provide proof of your certification via a printout from the DGS/OSDS Cal eProcure website if either A or B above is checked “YES”.

BIDDER’S AUTHORIZED REPRESENTATIVE

15. NAME (Print): 16. TITLE:

17. SIGNATURE: 18. DATE:

ATTACHMENT 2

COMPLETION INSTRUCTIONS FOR BID/BIDDER CERTIFICATION SHEET

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item

Numbers Instructions

1, 2, 3, 4, 5 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

9 Enter your Federal Employer Identification Number (FEIN)

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

11 Complete if your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

12 Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

13 Complete, if applicable, by indicating the type of additional licenses and/or certifications that your firm possesses that are required for the type of services being procured.

If certified as a Small Business Enterprise, place a check in the "Yes" checkbox next to “A”, and enter your certification number. If certified as a Disabled Veteran Business Enterprise, place a check in the "Yes" checkbox next to “B” and enter your certification number. If you are not certified as either a Small Business Enterprise or Disabled Veteran Business Enterprise, place a check in the "No" checkbox next to both “A” and “B”. If your certification is pending, enter the date your application was submitted to the Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

15, 16, 17, 18 Must be completed. These items are self-explanatory.

ATTACHMENT 3

ATTACHMENT 4

COMMERCIALLY USEFUL FUNCTION (CUF) VERIFICATION FORM

All bidders must complete the CUF Verification Form and include it with the bid response.

This form must be completed and returned in order for the bid to be considered responsive if any of the following are involved:

B. Certified SB/DVBE prime contractors who are not the direct manufacturer of the contracted goods or direct provider of contracted services and not using subcontractors

C. Certified SB/DVBE prime contractors using any subcontractors D. Certified SB/DVBE subcontractors

Military and Veterans Code Section 999 and Government Code Section 14837 establish that a certified SB or DVBE must perform a "commercially useful function (CUF)".