IFB_2407-02_Moving_and_Installation_Services.pdf

IFB Title: Moving and Installation Services IFB Number: 2407-02

INVITATION FOR BIDS (IFB)

CONTRA COSTA SUPERIOR COURT

REGARDING:

2407-02 Moving and Installation Services

BIDS DUE

(HTTPS://WWW.BIDNETDIRECT.COM/CALIFORNIA/CC-COURTS):

AUGUST 6, 2024, NO LATER THAN 5:00 PM PACIFIC TIME

1.0 BACKGROUND INFORMATION

1.1 The Superior Court of California, County of Contra Costa (the Court) needs a service provider who will provide high quality moving and installation services for its 9 buildings located in 4 cities (namely Martinez, Pittsburg, Richmond and Walnut Creek) as an on-request service.

1.2 The purpose of this IFB is to solicit and award a contract to a qualified provider of moving and installation services.

1.3 This IFB has been advertised on FI$CAL CSCR and on BidNet Direct (www.bidnetdirect.com/california/cc-courts) website to achieve wide vendor coverage and enhanced competition.

1.4 All moving and installation services service providers, including but not limited to, solo providers and partnerships; government agencies; non-profit organizations; private firms;

and any combination are invited to submit bids under this IFB.

1.5 The moving and installation services solicited for are subject to prevailing wage enforcement and compliance monitoring by the Department of Industrial Relations.

Prevailing Wage Requirements applicable to this solicitation are presented at Exhibit 3 to this IFB.

1.6 The Court’s current vendor for moving and installation services is Crown Worldwide Moving and Storage. The Court’s purchase of moving, and installation services and moving supplies for the last five years is as follows:

Fiscal Year

Approximate Amount of Moving, and Installation Services

Purchased ($)

2019-20 $43,002.38

2020-21 $28,666.36

2021-22 $39,246.93

2022-23 $8,729.15

2023-24 $30,139.95

1.7 All the documents related to this IFB have been uploaded to BidNet Direct (www.bidnetdirect.com/california/cc-courts) website. The bidders are expected to ask questions and submit their bids on BidNet Direct website.

2.0 DESCRIPTION OF SERVICES

2.1 Scope of Work

2.1.1 Scope of Work (the Service) and related details are provided at the following Exhibits:

2.1.1.1 Exhibit 1 Scope of Work

2.1.1.2 Exhibit 3 Prevailing Wage Requirements

http://www.bidnetdirect.com/california/cc-courts

2.1.1.3 Exhibit 4 Technical Evaluation

2.1.2 No portion of the Services will be subcontracted by the bidder.

2.1.3 The Court may add other terms and conditions over the life of the resulting contract.

2.2 Requirements before commencement of service

2.2.1 Insurance

Bidder will maintain Commercial General Liability, Workers Compensation and Employer’s Liability, and Automobile Liability insurance. Bidder will provide an insurance certificate endorsing the Court as an additional insured for Commercial General Liability, and Automobile Liability.

2.2.2 Project Manager

The bidder will identify and assign one single point of contact for the Court in the form of a Project Manager who will have overall responsibility for the performance, coordination and execution of all aspects of the contract resulting from this IFB.

2.2.3 Mandatory background check

The assigned staff of the service provider must clear Court ordered background check to enter Court’s secured areas before commencement of service.

2.3 Personnel Turnover

Winning bidder shall endeavor to minimize turnover of personnel assigned to provide services to the Court.

2.4 Contract Period

The contract period for the contract resulting from this IFB is three years with the option to annually renew for further period of up to two years. The tentative start date and end date (including option periods) are October 1, 2024, and September 30, 2029.

3.0 Required minimum qualifications of a Responsible Bidder for submitting a Responsive bid

3.1 The service provider must have been in the business of providing moving and installation services in a commercial, industrial or public agency setting for at least three years.

3.2 Interested bidder(s) must hold and maintain a valid D-34 - Prefabricated Equipment Contractor license from the State of California. Contractor license must remain active and in good standing throughout the term of the contract period. The Contractor shall notify the Court in writing in the event its license expires, is suspended or has a change in signatory.

3.3 The bidder must carry a current seller’s permit issued by CA State Board of Equalization.

3.4 The bidder will provide its current DIR Public Works Contractor (PWC) number in its bid. Failure to provide the PWC number will make the bid liable to be considered non-responsive and may be rejected.

3.5 The bidder must not currently be under suspension or other disciplinary review by any local, state, or federal government agency.

3.6 The bidder must not be tax delinquent with the State of California or Federal Government.

3.7 Bidder should be a financially stable organization for the three previous consecutive years (i.e. 2023, 2022 and 2021). Financially stable organization is an entity which has sufficient inflow of funds from normal business funding or earnings to adequately pay all its expenses and liabilities for the period under review as per the annual returns accepted by Federal or State Income Tax authorities.

3.8 If bidder is a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”), proof that Bidder is in good standing in California. If Bidder is a foreign corporation, LLC, LP, or LLP, and Bidder conducts or will conduct (if awarded the contract) intrastate business in California, proof that Bidder is qualified to do business and in good standing in its home jurisdiction.

If it is not a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”) then attach Business License from the City.

3.9 Bidder Acceptance of the Standard Agreement with its Terms and Conditions. On Attachment - Bidder’s Acceptance of Standard Agreement with its Terms and Conditions, the bidder must check the appropriate box indicating acceptance and sign the form.

4.0 TIMELINE FOR THIS IFB

The following is a schedule of key events related to this IFB. All dates are subject to change at the discretion of the Court.

ID EVENT LOCATION TIME DATE

1 IFB issued On CSCR and www.bidnetdirect.com/calif orna/cc-courts website

Latest 5.00 pm PT 7/16/2024

2 Deadline for questions www.bidnetdirect.com/calif orna/cc-courts website 5.00 pm PT 7/30/2024

3 All questions/answers posted www.bidnetdirect.com/calif orna/cc-courts website 5.00 pm PT 8/01/2024

4 Bid due date and time www.bidnetdirect.com/calif orna/cc-courts website

5.00 pm PT 8/06/2024

5 Non-cost Technical bid opened www.bidnetdirect.com/calif orna/cc-courts website

Approx. 10.00 am

PT 8/07/2024

6 Cost portion of bids opened (estimate only) www.bidnetdirect.com/calif orna/cc-courts website (To be decided) 8/12/2024

7 Interviews scheduled, as needed (estimate only)

725 Court Street, 4th Floor, Martinez, 94553

(To be decided) 8/13/2024

8 Notice of Intent to Award (estimate only)

Court and www.bidnetdirect.com/calif orna/cc-courts website (To be decided) 8/14/2024

Negotiations and execution of contract (estimate only)

725 Court Street, 4th Floor, Martinez, 94553 (To be decided) 8/21/2024

10 Contract Effective date (estimate only) NA NA 10/01/2024

5.0 IFB ATTACHMENTS

The following attachments are included as part of this IFB:

ID ATTACHMENT DESCRIPTION

1 Exhibit 1 Scope of Work 2 Exhibit 2 Cost Bid Format

3 Exhibit 3 Prevailing Wage Requirements applicable to this solicitation

4 Exhibit 4 Technical Evaluation

5 Attachment – IFB for moving and installation services

Provides comprehensive details of all the aspects of this solicitation

Attachment - Administrative Rules Governing Online Solicitation

These rules govern this solicitation.

7 Attachment - Bidder Information Questionnaire

The bidder must fill in all applicable data/information in this form.

8 Attachment - Standard Agreement If selected, the person or entity submitting a bid (the “Bidder”) must sign a Standard Agreement

Attachment - Bidder’s Acceptance of Standard Agreement with its Terms and Conditions

On this form, the bidder must indicate acceptance of the Standard Agreement with its Terms and Conditions or identify exceptions to the Terms and Conditions. Note: A material exception to a Minimum Term will render a bid non-responsive.

10 Attachment - General Certifications Form

The bidder must complete the General Certifications Form and submit the completed form with its bid.

11 Attachment – Certification of Insurance

The bidder must mark an appropriate choice and submit the completed form with its bid.

12 Attachment – Certification of Acceptance

The bidder must sign this Certificate to ensure that the person signing the Bid has legal capacity to sign on behalf of the bidder.

13 Attachment - Payee Data Record Form

This form contains information the CCSC requires to process payments and must be submitted with the bid.

14 Attachment - Darfur Contracting Act Certification

The bidder must complete the Darfur Contracting Act Certification and submit the completed certification with its bid.

Attachment – Unruh Civil Rights Act CA Fair Employment Housing Certification

The bidder must complete the Unruh Civil Rights Act CA Fair Employment Housing Certification and submit the completed certification with its bid.

16 Attachment - DVBE Bidder Declaration [if applicable]

The bidder must complete and submit this form only if it wishes to claim the DVBE preference associated with this solicitation.

17 Attachment - DVBE Declaration [if applicable]

The bidder must have this form completed and submit with bid only if it wishes to claim the DVBE preference associated with this solicitation.

18 Attachment – “EBS Vendors – FAQ How To Guide”

This attachment provides directions of how to upload documents on the bidnetdirect.com./california/cc-courts website.

6.0 PAYMENT INFORMATION

The Bidder should consider the following payment guidelines while preparing its cost bid:

a. The Court will not make any advance payment.

b. The Court will not reimburse any expenses and not make any progress payments.

c. The vendor shall submit invoices to the Court “payment due 30 days from invoice date”.

Vendor’s invoices must include information and supporting documentation acceptable to the Court.

d. The Court will pay each correct, itemized invoice received from the vendor after acceptance of the applicable Goods, Services, or Deliverables.

7.0 PRE- BID CONFERENCE CALL

The Court will not hold a pre-bid conference. Bidders are encouraged to ask their questions on bidnetdirect.com/california/cc-courts website. The Court will promptly reply to these questions on the website.

8.0 SUBMISSIONS OF BIDS

a. Bids should provide straightforward, concise information that satisfies the requirements of this solicitation. Emphasis should be placed on conformity to the IFB’s instructions and requirements, and completeness and clarity of content.

b. Bidder must submit its Cost Bid and other documents electronically through bidnetdirect.com/california/cc-courts website (earlier Periscope/BidSync), uploaded as an attachment as per the attachment “EBS Vendors – FAQ How To Guide” in the “Documents” section of the bid information on BidNet Direct.

9.0 PROPOSAL CONTENTS

9.1 Technical Bid

A. The bidder MUST submit/upload all the data and documents as indicated below to qualify as a responsible bidder making a responsive bid for this IFB. Bidder who has not provided following data/documents will not be considered for further evaluation:

a. The service provider must have been in the business of providing moving and installation services in a commercial, industrial or public agency setting for at least three years. Please provide the following for as many customer organizations as you can but at least one for each year. Bidder must state that he or she agrees to the Court contacting the customer organizations.:

Year Name and address of the organization serviced

Please provide contact person details:

name, phone number, email address of the customers to substantiate above statement.

b. Interested bidder(s) must hold and maintain a valid D-34 - Prefabricated

Equipment Contractor license from the State of California. Contractor license must remain active and in good standing throughout the term of the contract period. The Contractor shall notify the Court in writing in the event its license expires, is suspended or has a change in signatory. (Attach a copy of your current D-34 - Prefabricated Equipment Contractor license issued by Contractors State License Board (CSLB).)

c. The bidder must carry a current seller’s permit issued by CA State Board of Equalization. (Attach a copy of your current seller’s permit issued by CA State Board of Equalization.)

d. The bidder will provide its current DIR Public Works Contractor (PWC) number in its bid. Failure to provide the PWC number will make the bid liable to be considered non-responsive and may be rejected. (Data to be provided bidder’s current DIR Public Works Contractor (PWC) number.)

e. The bidder must make a statement that it is not currently under suspension or other disciplinary review by any local, state, or federal government agency.

(Sign and attach Attachment: General Certifications Form).

f. The bidder must make a statement that it is not tax delinquent with the State of California or Federal Government. (Sign and attach Attachment: General Certifications Form)

g. The bidder will provide abridged financial statements for the years 2021, 2022 and 2023 to establish their financial stability.

h. If bidder is a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”), proof that bidder is in good standing in California. If bidder is a foreign corporation, LLC, LP, or LLP, and bidder conducts or will conduct (if awarded the contract) intrastate business in California, proof that bidder is qualified to do business and in good standing in its home jurisdiction. (Attach CA Secretary of State Business License or comparable license in home jurisdiction)

If it is not a California corporation, limited liability company (“LLC”), limited partnership (“LP”), or limited liability partnership (“LLP”) then attach Business License from the City.

h. Bidder Acceptance of the Standard Agreement with its Terms and Conditions. On Attachment - Bidder’s Acceptance of Standard Agreement with its Terms and Conditions, the bidder must check the appropriate box indicating acceptance and sign the form.(Attach Bidder’s Acceptance of Standard Agreement with its Terms and Conditions)

B. The bidder should submit/upload all the documents indicated below as applicable to ensure compliance to legal and solicitation requirements of this IFB:

a. Bidder Information Questionnaire

b. Certification of Acceptance of Standard Agreement with its Terms and Conditions.

c. General Certifications Form

d. Certification of Insurance

e. Certification of Acceptance

f. Payee Data Record Form

g. Darfur Contracting Act Certification

h. DVBE Bidder Declaration [if applicable]

i. DVBE Declaration [if applicable]

9.2 Cost Bid

The Bidder should consider the following while preparing the Cost Bid:

a. The Cost bid should be provided in the format indicated at Exhibit 2.

b. The Court will only pay for “on-site” time and for time taken to travel from one site to another site when the vendor is moving Court property.

c. The Service Provider will deliver all the services indicated in the IFB to the location where they are required.

d. With regards to cost, the Court reserves the right, in its sole discretion, to reject any bid whose price is outside the competitive range.

e. Price quoted will be valid for the contract period and all the option periods.

f. Cost bids will be evaluated on their own merit, without regard to bids submitted in response to any other solicitation.

g. The Court is exempt from federal excise taxes and no payment will be made for any taxes levied on bidder employee’s wages. Taxes, if any are applicable, shall be included as a separate line item on bidder’s invoice and indicated separately in the bid.

h. Government Rates – It is expected that all Bidders responding to this solicitation will offer the Bidder’s government or most favored customer rates.

i. It is unlawful for any person engaged in business within State of California to sell or use any article product as a “loss leader” as defined in section 17030 of Business and Profession code.

j. Bidder who has not submitted/uploaded required data and documents as indicated at 9.1 Technical (Non - Cost) Bid may be considered a non-responsible bidder and its Cost Bid may not be opened.

10.0 OFFER PERIOD

A Bidder's bid is an irrevocable offer for ninety (90) days following the bid due date. In the event a final contract has not been awarded within this period, the Court reserves the right to negotiate extensions to this period. The Court may release all offers upon issuance of a Notice of Intent to Award.

11.0 EVALUATION OF BIDS

The Court will evaluate the bids as described in the Administrative Rules. Award, if made, will be to the responsible bidder who has submitted the lowest responsive bid meeting Court’s service requirements as described in the Scope of Work Exhibit 1 and solicitation requirements indicated in 9.1 Technical Bid, 9.0 Bid Contents.

The cost portion of bids will be opened on www.BidNetDirect.com at the date and time noted in Section 4.0.

If a contract is awarded, the Court will post “Intent to Award Notice” on www.

bidnetdirect.com/california/cc-courts.

12.0 INTERVIEWS

The Court may conduct interviews with Bidders to clarify aspects of their bids. The interview process may require a demonstration of the service required. The interviews may be conducted in person or by phone. If conducted in person, interviews will likely be held at the Court’s offices.

The Court will not reimburse Bidders for any costs incurred in traveling to or from the interview location. The Court will notify eligible Bidders regarding interview arrangements.

13.0 CONFIDENTIAL OR PROPRIETARY INFORMATION

BIDS ARE SUBJECT TO DISCLOSURE PURSUANT TO APPLICABLE PROVISIONS

OF THE CALIFORNIA PUBLIC CONTRACT CODE AND RULE 10.500 OF THE

CALIFORNIA RULES OF COURT. The Court will not disclose (i) social security numbers, or

(ii) balance sheets or income statements submitted by a bidder that is not a publicly traded corporation. All other information in bids will be disclosed in response to applicable public records requests. Such disclosure will be made regardless of whether the bid (or portions thereof) is marked “confidential,” “proprietary,” or otherwise, and regardless of any statement in the bid

(a) purporting to limit the Court’s right to disclose information in the bid, or (b) requiring the Court to inform or obtain the consent of the bidder prior to the disclosure of the bid (or portions thereof). Any bid that is password protected, or contains portions that are password protected, may be rejected. Bidders are accordingly cautioned not to include confidential, proprietary, or privileged information in bids.

14.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE

Bidder will receive a disabled veteran business enterprise (“DVBE”) incentive if, in the Court’s sole determination, bidder has met all applicable requirements. If bidder receives the DVBE incentive, a few points will be added to the score assigned to bidder’s bid. The number of points that will be added is specified in Section 11 above.

DVBE incentive qualification is not mandatory. Failure to qualify for the DVBE incentive will not render a bid non-responsive.

To receive the DVBE incentive, at least 3% of the contract goods and/or services must be provided by a DVBE performing a commercially useful function. Or, for solicitations of non-IT goods and IT goods and services, bidder may have an approved Business Utilization Plan (“BUP”) on file with the California Department of General Services (“DGS”).

If bidder wishes to seek the DVBE incentive:

1. Bidder must complete and submit with its bid the Attachment -Bidder Declaration.

Bidder must submit with the bidder Declaration all materials required in the bidder Declaration.

2. Bidder must submit with its bid an Attachment - DVBE Declaration completed and signed by each DVBE that will provide goods and/or services in connection with the contract. If bidder is itself a DVBE, it must complete and sign the DVBE Declaration.

NOTE: The DVBE Declaration is not required if bidder will qualify for the DVBE incentive using a BUP on file with DGS.

Failure to complete and submit these forms as required will result in bidder not receiving the DVBE incentive. In addition, the Court may request additional written clarifying information.

Failure to provide this information as requested will result in bidder not receiving the DVBE incentive.

If bidder receives the DVBE incentive: (i) Bidder will be required to complete a post-contract DVBE certification. (ii) Failure to meet the DVBE commitment set forth in its bid will constitute a breach of contract.

FRAUDULENT MISREPRESENTATION IN CONNECTION WITH THE DVBE

INCENTIVE IS A MISDEMEANOR AND IS PUNISHABLE BY IMPRISONMENT OR

FINE, AND VIOLATORS ARE LIABLE FOR CIVIL PENALTIES. SEE MVC 999.9.

15.0 PROTESTS

15.1. Any protest will be handled as per Section 13 Protest Procedures of the Administrative Rules Governing Online Solicitation, which are attached to this IFB referenced under 5.0 IFB Attachments. These Protest Procedures are in compliance with Chapter 7 of the Judicial Branch Contracting Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf).

Failure of a Bidder to comply with the protest procedures set forth in the Administrative Rules Governing Online Solicitation will render a protest inadequate and non-responsive and will result in rejection of the protest.

15.2. The deadline for the Court to receive a solicitation specifications protest is last date and time of submitting the bid as indicated in the Section 4.0 Timeline for this IFB.

15.3. Protest as to any award must be submitted not later than 5 court days from the date the notice of intent to award is made.

15.4. Protests must be sent to:

Contra Costa Superior Court Protest Hearing Officer (PHO) Matt Malone, Chief Counsel / Public Information Officer, or designee P.O. Box 1509 Martinez, CA 94553

Please indicate on the envelope:

“ATTN: Financial Services – Protest IFB 2407 – 02”

15.5. Any written protest or objection received after five (5) court days from the date the notice of intent to award is posted on the bidnetdirect.com/california/cc-courts website, shall not be considered and the decision to award the contract to the successful bidder shall be upheld.

15.0 PROTESTs