IFB__25-006_-_Armored_Car_Services.pdf

Invitation For Bid (IFB)

Notice to Prospective Bidders

IFB #25-006

Armored Car Services

May 20, 2025

You are invited to review and respond to this Invitation for Bid (IFB), entitled #25-006

Armored Car Services. In submitting your bid, you must comply with these instructions.

This solicitation requires all bidders meet the minimum Disabled Veterans Business

Enterprise (DVBE) 3% participation goal for this solicitation. However, this solicitation excludes the DVBE incentive and adjustments will not be applied to bids with more than

3% DVBE participation.

All agreements entered into with the State of California will include by reference

General Terms and Conditions (GTC 02/2025) and Contractor Certification Clauses

(CCC 04/2017) that may be viewed and downloaded at the following Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-

Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017.

In the opinion of Secretary of State, this IFB is complete and without need of explanation.

However, if you have questions, or should you need any clarifying information, the contact for this IFB is:

Henry Vue, Contract Analyst

Contract Services Unit

Secretary of State contractservices@sos.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.

Contract Services | Management Services Division | 1500 11th Street, Suite 460

Sacramento, CA 95814 | Tel 916.653.5974 | www.sos.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017 mailto:contractservices@sos.ca.gov

Table of Contents

Section Page

A) Purpose and Description of Services

B) Bidder Mandatory Qualifications and References

C) Bid Requirements and Information

1) Key Action Dates

2) Submission of Bid

3) Bid Opening, Evaluation and Selection

4) Award and Protest

5) Disposition of Bids

6) Agreement Execution and Performance

7) Insurance Requirements

D) Preference Programs

1) Small Business Preference

2) Non-Small Business Preference

E) Required Attachments

1) Required Attachment Checklist

2) Bid/Bidder Certification Sheet

3) Cost Sheet

4) Bidder References……………………………………………………………………………19

5) California Disabled Veteran Business Enterprise (DVBE) Program Requirement ... 19

6) Darfur Contracting Act (if applicable)

7) DGS Approved Small Business Certification (if applicable)

8) Payee Data Record (STD 204) ..................................................................................... **

9) Contractor's Certification Clauses (CCC 04/2017) (page 1) ................................... **

F) Sample Standard Agreement (STD 213)

1) Exhibit A – Scope of Work

2) Exhibit B – Budget Detail and Payment Provisions

3) Exhibit B-1 – Cost Sheet

4) Exhibit C – General Terms and Conditions

5) Exhibit D – Special Terms and Conditions

6) Exhibit E – Additional Provisions

** These documents are not required to be returned with the bid package, but are required upon award of the contract. See Attachment 1 – Required Attachment

Check List.

A) Purpose and Description of Services

The Secretary of State’s Office (SOS) is seeking Armored Car Services for the

Sacramento headquarters office. The contractor is to provide SOS with on demand pickup and delivery of bank deposit shipments from the SOS headquarters office to the Bank of America (BOA) depository.

Please see Exhibit A – Scope of Work (SOW) and the Required Attachments for complete details and information.

The anticipated contract term is July 2025 through June, 2027.

B) Bidder Mandatory Qualifications and References

Bidder must have a minimum of three (3) years experience performing similar services of a complexity similar to the services detailed in the attached Scope of Work (SOW) and provide that information in Attachment 4 – Bidder References. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the services to the minimum experience requirements stated above and outlined in the SOW. SOS reserves the right to contact references prior to contract award. Receipt of negative responses may cause the response to be deemed non-responsive.

Note: Failure to complete and return Bidder References with the response to this IFB will cause the bid to be deemed nonresponsive.

C) Bid Requirements and Information

1) Key Action Dates

Event Date/Time

IFB available to prospective bidders May 20, 2025

Final Date for Bid Submission June 4, 2025, 4:00 p.m.

Bid Opening June 5, 2025, 10:00 a.m.

1500 11th St, Sacramento CA, 95814 (SOS Rotunda)

Anticipated Notice of Intent to Award June 9, 2025

Anticipated Notice of Award June 16, 2025

Please note: This solicitation does not include a formal “Questions & Answers”

(Q&A) period. Therefore, any questions submitted regarding this IFB will be answered and/or addressed at the SOS’s discretion, depending upon the impact to the IFB based on the request for information/clarification needed. Please carefully review the attached IFB in its entirety before submitting questions, as inquiries may not be responded to if the information requested has been provided in the IFB.

2) Submission of Bid

a) All bids must be submitted under sealed cover and sent/delivered to Secretary of State by dates and times shown above in Section C, Bid Requirements and

Information, Item 1) - Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "Do Not Open", as shown in the following example:

Armorer Car Services

Do Not Open

Note: Bids not submitted under sealed cover may be rejected.

b) All bids must include the documents identified in Attachment 1 - Required

Attachment Checklist. Bids not including the proper “required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm. Note: For the attachments required to be submitted with the Bidder’s response that require signature(s), the use of

Electronic Signatures (eSignature) is being permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures.

The SOS may request documentation to show that the person signing is legally authorized to sign on behalf of the bidding firm.

d) Mail or deliver bids to the following address:

Attn: Contract Services

1500 11th Street, Room 460

Sacramento, CA 95814

Note: Instructions for drop off of courier mail and hand-delivered bid packages will be provided upon arrival at the SOS address location (at the 1st

Floor Security Desk).

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

f) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

g) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California.

h) Loss Leader:

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the

Business and Professions Code.”

i) An individual who is authorized to bind the bidder contractually shall sign the

Attachment 2 - Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

j) 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, will not be considered.

k) A bidder may withdraw its bid by submitting a written withdrawal request to the State, 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.

l) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

m) The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

n) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

o) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

p) The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

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

r) Qualifications to Do Business in California

All corporations, limited liability companies (LLC) and limited partnerships (LP) are required to be registered with the California Secretary of State (SOS) in order to do business* in the state of California. Before contract award can be made, the Contractor must be currently registered and in “Active” status with the California SOS, as required by law, to do business in California; this applies to domestic entities (organized or commercially domiciled in the state of

California) and foreign entities (organized or commercially domiciled outside of California).

During the response evaluation process, the State will verify if the Bidder is currently registered and in good standing (i.e., “Active” status) with the

California SOS, as applicable, in order to ensure that all obligations due to the

State are fulfilled. Therefore, a certificate of status is not required to be submitted with the bidder’s response.

* “Doing business” is defined in the California Revenue and Taxation Code §

23101 as “actively engaging in any transaction for the purpose of financial or pecuniary gain or profit”. Although there are some statutory exceptions to taxation, rarely will a contractor performing within the state not be subject to the applicable franchise tax.

s) 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, 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.

By signing Attachment 2 - Bid/Bidder Certification Sheet the Bidder certifies that they agree to the above.

t) Pursuant to State Contracting Manual (SCM) Vol. 2, Chapter 12, Section

1200.1, in accordance with Government Code § 14837 and Military and

Veterans Code § 999, all Small Business (SB) and Disabled Veteran Business

Enterprise (DVBE) contractors, subcontractors and suppliers that bid on or participate in a State contract, regardless of being a verbal or written solicitation, must perform a Commercially Useful Function (CUF). Further information regarding CUF compliance can be reviewed here:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-

Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms

u) Generative Artificial Intelligence (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.

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

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 nondisclosure.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms

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.

3) Bid Opening, Evaluation and Selection

a) All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened and read.

b) Bidders that would like to attend the in-person Bid Opening may do so per the date, time and location identified in Section C 1) Key Action Dates, Bid

Opening.

c) At the time of bid opening, each bid may be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

d) At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

e) The State will evaluate each bid to determine its responsiveness to the published requirements. This is a pass/fail evaluation.

f) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

g) Award if made, will be to the lowest responsive responsible bidder whose references substantiate similar work performed in a satisfactory manner. For the purposes of this solicitation, the lowest cost shall be evaluated based upon the overall average rate. (See Attachment 3 – Cost Sheet)

4) Award and Protest

a) The award, if made, will be to the responsive and responsible Bidder that offers the lowest cost.

In the event of Tie Bids, a coin toss will be performed. In such event, the coin toss will be observed by witnesses and the affected bidders will be invited. In the event of a Tie Bids Between a Small Business and DVBE Small Business, should a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business occur, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

b) Whenever an agreement is awarded under a procedure which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified five (5) working days prior to the award of the agreement.

c) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

d) Any Bidder who submits a bid may file a protest if the Bidder believes it’s bid package is responsive to all IFB requirements and its bid is the lowest dollar bid. Protests are limited to the grounds described in Public Contract Code

(PCC) Section 10345.

e) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, and the Secretary of State 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 the Department of General Services has decided the matter.

f) Within five (5) days after filing the initial protest, the protesting bidder shall file with both the Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest if the original protest did not contain the complete grounds for the protest.

g) The written protest must be submitted to both of the following:

a. Department of General Services, Office of Legal Services

Attn: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605

Email: OLSProtests@dgs.ca.gov

b. Secretary of State mailto:OLSProtests@dgs.ca.gov

Attn: Contract Services

1500 11th Street, 4th Floor, Room 460

Sacramento, CA 95814

Email: contractservices@sos.ca.gov

The statement must contain the law, rule, regulation, practice, IFB number, name of the State agency involved, the agency contract person and detail reason(s) the protestant believes the awarding agency has improperly applied in awarding the Agreement.

h) Protests may be submitted by regular mail, email, courier, or personal delivery. Protestants should include their email address if they have one and advise if they will accept service of documents pertaining to the protest via email.

i) Upon on resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record

(STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections

18662 and 26131. This form can be found on the Internet at https://www.dgs.ca.gov/PD/Forms. under the heading Office of State

Publishing (OSP) Standard (STD) forms. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

j) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, 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.

5) Disposition of Bids

a) By submitting a bid, bidder agrees to the terms and conditions stated in this

IFB, Exhibit A - SOW and the resulting Contract. Responses received after the

Response Due Date may not be assessed. Bids received in response to the

SOW will be valid for one hundred eighty (180) days after the Response Due

Date. Bidder agrees to have an available Resource(s) with the appropriate skills to complete the resulting Contract for all goods and services as described in the solicitation and SOW.

b) Submitting responses that include assumptions, added conditional statements or statements regarding changes to the SOW in this IFB may result in the bid being found non-responsive.

mailto:contractservices@sos.ca.gov https://www.dgs.ca.gov/PD/Forms 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

c) Submitting documents in the bid that are marked as “Confidential”, “Proprietary” or similarly labeled and/or appear to contain sensitive information, that at the State’s discretion, may be considered an information security issue; therefore, may be grounds for the bid being deemed non-responsive and the bid rejected. Bids rejected for this purpose will have all pages which contain such labels or information destroyed prior to Award of the contract pursuant to this IFB.

d) Upon review of the bids received and subsequent Contract Award, 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 7920.000 et seq.), thereby subject to review by the public.

e) The State, at its discretion, reserves the right not to make an award or reject all bids, in the best interest of the State.

6) Agreement Execution and Performance

a) Performance shall start not later than ten (10) days, or on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five

(5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

7) Insurance Requirements

Please refer to Exhibit E – Additional Provisions. 6. Insurance Requirements.

D) Preference Programs

1) Small Business Preference:

Certified small businesses or microbusinesses can claim the 5% preference when submitting a bid on a State contract. A non-small business may receive a preference of 5% if the business commits to subcontract at least 25% of its net bid price with one or more small businesses or microbusinesses. The 5% preference is used only for computation purposes, to determine the winning bidder and does not alter the amounts of the resulting contract. The value of the preference is limited to $50,000 when a contract award is based upon award to the lowest compliant bid. A contract awarded on the basis of the 5% preference is awarded to the small business, microbusiness or non-small business for the actual amount of its bid.

2) Non-Small Business Preference

The preference to a non-small business bidder that commits to small business or microbusiness subcontractor participation of 25% of its bid price shall be 5% of either the lowest, responsive, responsible bidder’s price (IFB) or the highest responsive, responsible bidder’s total score (RFP secondary). A non-small business, which qualifies for this preference, may not take an award away from a certified small business. The small business regulations are located at 2 CCR 1896.

(See example in 8.21.)

E) Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this IFB and agreement.

Attachment 1

Required Attachment Check List

A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned. This checklist also must be returned with your bid package.

Attachment Attachment Name/Description

_____ Attachment 1 Required Attachment Check List

_____ Attachment 2 Bid/Bidder Certification Sheet

_____ Attachment 3 Cost Sheet

_____ Attachment 4 Bidder References

_____ Attachment 5 California Disabled Veteran Business Enterprise (DVBE)

Program Requirement - Forms and Instructions

1. DGS PD 843 – DVBE Declaration

2. DGS PD 05-105 – Bidder Declaration

_____ Attachment 6 Darfur Contracting Act (if applicable)

_____ Attachment 7 DGS Approved Small Business Certification (if applicable)

_____ Attachment 8 Payee Data Record (STD 204). **

_____ Attachment 9 Contractor Certification Clauses (CCC 04/2017). **

** These documents are not required to be returned with the bid package, but are required upon award of the contract:

• The Payee Data Record (STD 204) can be found at:

https://www.dgs.ca.gov/PD/Forms.

• The Contractor’s Certification Clauses (CCC 04/2017) can be found at:

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

Attachment 2

Bid/Bidder Certification Sheet

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package in duplicate with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions.

Do not return the "Sample Standard Agreement" at the end of this IFB.

A. Our all-inclusive bid is submitted as detailed in Attachment 3, Cost Sheet.

B. All required attachments are included with this certification sheet.

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.

An unsigned Bid/Bidder Certification Sheet may be cause for rejection.

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID

No.(FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Email:

15. Are you certified with the Department of General Services, Office of Small Business and

Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise

Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending:

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, 2a, 3 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.

7 Enter your federal employee tax identification number.

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.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13 Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans

Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

Attachment 3

Cost Sheet

Please provide the monthly and additional pickup rates for both years.

Armored Car Services

Section A. Rates

**July 1, 2025 – June 30, Year 1

July 1, 2026 – June 30, Year 2 a.

Monthly

Rate b.

Additional

Pickup Rates

(Per request) c.

*Total Cost =

Sum (Year 1 +

Year 2)

*The Total Cost listed above for the Armored Car Services will be used solely for computing the cost to determine the lowest bid. The actual billable cost above by the bidder shall be binding for the term of the Agreement.

All services performed are paid in arrears according to the billing cycle indicated above.

**SFY = State Fiscal Year. This represents the annual time frame beginning July 1 and ending June 30 of each year.

Please note: Should the SOS amend the awarded agreement, it will be at or below the rates identified above.

Attachment 4

Bidder References

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive.

Bidder(s) must complete Attachment 4 – Bidder References, providing a list of three (3) customers (see note below) for whom similar services have been performed within the last five

(5) years, similar in scope and complexity to the services to be performed in this contract.

Reference information shall include company/organization name, contact representative name and telephone number, and a description of the job(s) performed. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the project(s) outlined in the SOW. SOS reserves the right to contact references prior to contract award. Therefore, SOS strongly recommends the Bidder contact each reference prior to submitting the bid in order to confirm availability of the contact person listed.

Receipt of negative responses may cause the response to be deemed non-responsive.

Note: If the Bidder has performed these services for the SOS within the last five (5) years, the SOS must be listed as one (1) of the references provided in Attachment 4.

REFERENCE 1

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Dates of Service Value or Cost of Service

Brief Description of Service Provided

REFERENCE 2

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Dates of Service Value or Cost of Service

Brief Description of Service Provided

REFERENCE 3

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Dates of Service Value or Cost of Service

Brief Description of Service Provided

Attachment 5

California Disabled Veteran Business Enterprise (DVBE) Program Requirement

The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. The minimum DVBE participation percentage (goal) is

3% for this solicitation. Please review the DVBE program requirements and information at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-

Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms

The offeror must complete and return all the appropriate pages in order for the bid to be considered responsive. The following two (2) forms are required to be submitted as part of the response to this IFB. The forms can be found at the listed Internet website:

1. DGS PD 843 – DVBE Declaration:

2. DGS PD-05-105 – Bidder Declaration:

The Secretary of State’s Office has waived the application of the DVBE Incentive for this solicitation. Therefore, no additional incentive points will be applied during the evaluation process of this IFB; however, bidders must still meet the minimum DVBE participation percentage (goal) of 3% for this solicitation and are required to submit the following as part of their response to this IFB: DGS PD 843 (DVBE Declarations) and GSPD-

05-105 (Bidder Declaration)).

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

All bidder’s must meet the 3% goal for this solicitation; failure to submit all required forms and fully document and meet the DVBE program requirement shall be considered non-responsive.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms

Attachment 6

Darfur Contracting Act Certification

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public

Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

Attachment 7

DGS Approved Small Business Certification

If applicable, attach a copy of valid (expiration date has not elapsed) DGS approved

Small Business Certification.

F) Sample Standard Agreement (STD 213) Information

The Agreement resulting from this procurement will be prepared using the State’s

Standard Agreement (STD 213) form, including all required exhibits; Exhibits will include a copy of the awarded Contractor’s response to this IFB, other provisions as applicable and references to the General Terms and Conditions (GTC 02/2025) and this IFB document, as if attached. (See Exhibits A-E)

a. Standard Agreement (STD 213) - https://www.dgs.ca.gov/PD/Forms

b. General Terms and Conditions for non-IT service (GTC 02/2025) 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

Exhibit A

Scope of Work

1. Purpose and Description

The Secretary of State’s Office (SOS) is seeking Armored Car Services for the

Sacramento headquarters office. The contractor is to provide SOS with on demand pickup and delivery of bank deposit shipments from the SOS headquarters office to the Bank of America (BOA) depository. Please see below for further information.

2. Service Location

The services shall be performed at:

Secretary of State Bank of America

1500 11th Street, Sacramento Cash Vault

4th Floor (Room 465) to 3270 Industrial Blvd

Sacramento, CA 95814 West Sacramento, CA 95691

3. Service Hours

Services shall be provided Wednesday, excluding all Federal and State holidays.

Pickups must be made between 9:00am and 3:00pm to allow for next day deposits, unless otherwise agreed to in advance by the SOS. Pursuant to State Administrative

Manuel (SAM) section 8032.1 agencies are required to deposit money in a timely and economical manner. There should be no additional charge for any delay when the

Contractor completes the pickup at the SOS. The Contractor also will pick up the change fund orders from BOA and deliver them to SOS the same working day by

4:30pm.

The SOS reserves the right to cancel a scheduled pickup. The SOS agrees to notify the Contractor within 24 hours to cancel a scheduled pickup. The Contractor agrees to notify the SOS within 3 hours of a scheduled pickup time, whenever a scheduled pickup cannot be made.

4. Contractor Responsibilities

A. The Contractor will provide SOS all labor, materials, and equipment, to perform all work required for the armored car pickup and delivery service.

B. The Contractor is to provide to the SOS with once a week pickup and delivery of bank deposit shipments from the Secretary of State’s office to

Bank of America depository at the address listed above in section 2 in time schedule as mentioned in section 3.

C. Additional pickup may be requested as needed. Contractor will be given at least one day’s advance notice when such a request needs to be arranged.

5. SOS Responsibilities

A. The SOS will place all shipments of checks, currency, coins, notes, securities and reports of deposits in plastic disposable bags, which will be supplied by the SOS for the bank. The Contractor will be required to sign a designated document that will show the daily deposits and act as receipt. The

Contractor guarantees safe delivery of the disposable bags to the Bank of

America depository, unopened and un-tampered with, after receipt of the bags from the SOS location. The bank will ensure that the deposit slips are returned to the appropriate office. Contractor agrees to furnish at all times the most expeditious and efficient service possible.

6. Qualifications, Skills, and Experience

Bidder must have a minimum of three (3) years experience performing similar services of a complexity similar to the services detailed in the Scope of Work (SOW) and provide that information in Attachment 4 – Bidder References.

7. Contract Representatives

The project representatives during the term of this agreement will be:

State Agency: Secretary of State Contractor:

Section/Unit: Section/Unit:

Name: Name:

Phone: Phone:

E-mail: E-mail:

Direct all contract inquiries to:

State Agency: Secretary of State Contractor:

Section/Unit: Management Service

Division

Section/Unit:

Attention: Contract Services Unit Attention:

Address: 1500 11th Street

Sacramento, CA 95814

Address:

Phone: (916) 653-5974 Phone:

Fax: (916) 653-8324 Fax:

E-mail: ContractServices@sos.ca.gov E-mail:

mailto:ContractServices@sos.ca.gov

Exhibit B

Budget Detail and Payment Provisions

1. Invoicing and Payment:

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this Agreement.

B. Payment shall be made upon satisfactory performance of work and upon receipt of an invoice received and approved by the designated representative(s).

C. Invoices must be submitted on Contractor’s letterhead signed by authorized representative, and include:

• Agreement number

• Time period covered

• Work completed for the period shall be identified (detailed statement of services)

Make out and submit invoices to:

Secretary of State

Attn: Accounts Payable

P O Box 944260

Sacramento, CA 94244-2600

AccountsPayable@sos.ca.gov

2. Budget Contingency Clause:

A. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to

Contractor or to furnish any other considerations under this Agreement and

Contractor shall not be obligated to perform any provisions of this Agreement.

B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to

Contractor to reflect the reduced amount mailto:AccountsPayable@sos.ca.gov

3. Prompt Payment Clause:

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

4. Cost Detail:

Please refer to Attachment 3 / Exhibit B-1.

Exhibit B-1

Cost Sheet

These pages will be a copy of the Attachment 3 - Cost Sheet completed and submitted by the winning Bidder.

Exhibit C

(GTC 02/2025 version)

General Terms and Conditions

Please Note: This page will not be included with the final agreement. The General Terms and Conditions will be included in the agreement by reference to Internet site:

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

Exhibit D

Special Terms and Conditions

1. Solicitation and Contractor’s Response

The Contractor’s response to Information for Bid (IFB) #25-006 shall be made part of the Agreement. Additionally, IFB #25-006 is hereby incorporated by reference and made part of this Agreement.

2. Excise Tax

The State of California is exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on employees' wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this agreement. California may pay any applicable sales or use tax imposed by another state.

3. Settlement of Disputes

In the event of a dispute, Contractor shall file a “Notice of Dispute” with the Secretary of State’s (SOS) Chief, Management Services, or designee within ten (10) days of discovery of the problem. Within ten (10) days, the SOS Chief, Management Services, or designee shall meet with the Contractor for purposes of resolving the dispute. The decision of the SOS Chief, Management Services, or designee shall be final. In the event of a dispute, the language contained within this Agreement shall prevail over any other language including that of the bid proposal.

4. Generative Artificial Intelligence (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.

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 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 nondisclosure.

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.

5. Agency Liability

The Contractor warrants by execution of this Agreement, that no person or selling agency has been employed or retained to solicit or secure this Agreement upon agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the State shall, in addition to other remedies provided by law, have the right to annul this Agreement without liability, paying only for the value of the work actually performed, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.

6. Potential Subcontractors

Nothing contained in this Agreement or otherwise shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The

Contractor's obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or enforce the payment of any moneys to any subcontractor.

Exhibit E

Additional Provisions

1. Amendment

The Secretary of State (SOS) reserves the right to amend the scope of work, increase the cost up to 30% of the agreement and extend the term of the agreement up to 1 year, based upon the SOS's need for completion of services and will be based on the original rates and terms identified in the contract.

2. Termination

The contract may be terminated by the State within a 30-day written notification.

3. Commission, Percentage, Brokerage, or Contingent Fees

The Contractor warrants by execution of Agreement, that no person or selling agency has been employed or retained to solicit or secure this contract upon agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Contractor for the purpose of securing business. For breach or violation of this warranty, the State shall, in addition to other remedies provided by law, have the right to annul this contract without liability, paying only for the value of the work actually performed, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.

4. 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. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

5. Incompatible Activities

SECRETARY OF STATE POLICY REGARDING POLITICAL ACTIVITY IN THE WORKPLACE

The Secretary of State is the state’s chief elections officer. It is, therefore, imperative that staff in the Secretary of State’s Office, and those who contract with the

Secretary of State’s Office, refrain from engaging in any political activity that might call into question the office’s impartiality with respect to…