IFB__25-009_-_Grille_Hood___Exhaust_Cleaning_Maintenance.pdf

Invitation For Bid (IFB)

Notice to Prospective Bidders

IFB #25-009

Grille Hood and Exhaust Cleaning Maintenance Services

October 23, 2025

Prospective Bidders are invited to review and respond to this Invitation for Bid (IFB), entitled #25-009 – Grille Hood and Exhaust Cleaning Maintenance 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 the Secretary of State (SOS), this IFB is complete and without need of explanation. However, inquiries regarding this IFB should be referred to:

Dao Her, 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) Agreement Term

C) Bidder’s Mandatory Qualifications, Skills, Experience, and References

D) Time Schedule Information and Bid Package Requirements

1) Key Action Dates

2) Walkthrough (optional)

3) Submission of Bid

4) Bid Opening, Evaluation, and Selection

5) Award and Protest

6) Disposition of Bids

7) Agreement Execution and Performance

8) Insurance Requirements

E) Preference Programs

1) Small Business Preference

F) Required Attachments

1) Required Attachment Checklist

2) Bid/Bidder Certification Sheet

3) Cost Sheet

4) Bidder References

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

6) California Civil Rights Laws Certification (DGS OLS 04)

7) Darfur Contracting Act (if applicable)

8) DGS Approved Small Business Certification (if applicable)

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

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

G) 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 (GTC 02/2025)

5) Exhibit D – Special Terms and Conditions

6) Exhibit E – Additional Provisions

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

Check List.

A) Purpose and Description of Services

The California Secretary of State (SOS) is soliciting for hood and exhaust cleaning maintenance services as described herein to maintain compliance with fire codes and provide a clean kitchen environment.

Provide cleaning services using pressure washer, degreasing chemicals and stainless polish on the two (2) Captive-Aire System Series hoods and the Lambertson Industries dish washer hood at the Gold Rush Grille.

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

B) Agreement Term

The anticipated Agreement Term is December, 2025 through June 30, 2028.

The period of performance for this Agreement will be as identified on the Standard

Agreement (STD 213 (Rev. 04/2020)), Section 2, “Start Date” and "Through End Date”.

C) Bidder’s Mandatory Qualifications, Skills, Experience, and References

The Bidder shall meet the following mandatory qualifications, skills, and experience:

1. Five (5) years of experience providing commercial hood cleaning services.

2. Two (2) years of experience providing cleaning services using degreasing chemicals on the Captive Aire System Series hoods.

3. Provide certification from an accredited school for the adherence to National

Fire Protection Association (NFPA) 96 standards and best practices for identifying grease buildup and potential fire hazards.

4. The Bidder must complete Attachment 4 – Bidder References, providing a list of two (2) customers within the last five (5) years, where similar work has been performed. If 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 information shall include company/organization name, contact representative name, email address, telephone number, and a description of the job(s) performed.

The SOS reserves the right to contact references prior to contract award. Receipt of negative responses may cause the response to be deemed non-responsive.

D) Time Schedule Information and Bid Package Requirements

1) Key Action Dates

Event Date/Time

IFB Available to Prospective Bidders October 23, 2025

Walkthrough (optional) October 30, 2025, 3:00 p.m.

Final Date for Bid Submission November 6, 2025, 4:00 p.m.

Bid Opening November 10, 2025, 10:00 a.m.

1500 11th St, Sacramento CA, 95814

(SOS Rotunda)

Anticipated Notice of Intent to Award November 18, 2025

Anticipated Notice of Award November 25, 2025

2) Walkthrough (optional)

a. A walkthrough is scheduled for Thursday, October 30, 2025, at 3:00 p.m., in the Gold Rush Grille, located at the Secretary of State Building at 1500 11th

Street, 2nd Floor, Sacramento, California 95814, for the purpose of inspecting the main hood. If participating in the walkthrough, contractor and/or its representative(s) will convene at the lobby of the first floor at the designated date and time where contract staff will meet before proceeding.

b. There is limited access to the duct. Roof access is available via stairways only; there is no elevator access to the roof. For Bidder(s) who need assistance due to physical impairment, reasonable accommodation for the walkthrough will be provided by the Agency upon request. The Bidder must email Contract Services at ContractServices@sos.ca.gov no later than the third (3rd) working day prior to the scheduled date and time of the walkthrough to arrange for reasonable accommodation.

3) Submission of Bid

a) Each bidder may submit only one (1) bid. All bids must be submitted under sealed cover and sent/delivered to Secretary of State by the Final Date for Bid

Submission shown above in the IFB, Section D.1 – Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, the Bidder’s name mailto:ContractServices@sos.ca.gov and address, and must be marked with "Do Not Open", as shown in the following example:

Grille Hood and Exhaust Cleaning Maintenance Services

(Bidder/Company’s Name and Address)

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 the original signature of a person authorized to bind the bidding firm. The SOS may request documentation to show that the person signing is legally authorized to sign on behalf of 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 permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures.

d) Mail or deliver bids to the following address:

Attn: Contract Services

1500 11th Street, 4th Floor, Room 460

Sacramento, CA 95814

Note: Instructions for dropping off 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(PCC 10344(e)).

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

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. Upon request, bid packages may be returned only at the bidder’s expense.

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 and/or to cancel this

IFB if it is in the best interest of the State. 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) Generative Artificial Intelligence (GenAI)

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these 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.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief 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.

4) 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 D.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.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence

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.

5) Award and Protest

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

b) 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)).

c) 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.

d) 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.

e) Any Bidder who submits a bid may file a protest if the Bidder believes its 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.

f) 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.

g) 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.

h) 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

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 contact person and detail reason(s) the protestant believes the awarding agency has improperly applied in awarding the Agreement.

i) 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.

j) 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.

k) 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.

mailto:OLSProtests@dgs.ca.g 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

6) 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

Final Date for Bid Submission may not be assessed. Bids received in response to the SOW will be valid for one hundred eighty (180) days after the Final Date for Bid Submission. Bidder agrees to have available the appropriate skills to complete the resulting Contract for all 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 offer being found non-responsive.

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.

7) Agreement Execution and Performance

a) Performance shall start not later than thirty (30) 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 the 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.

8) Insurance Requirements

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

E) Preference Programs

1) Small Business Preference:

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

Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

F) Required Attachments

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

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

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.

Attachment Attachment’s 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. GSPD-05-105 – Bidder Declaration

_____ Attachment 6 California Civil Rights Laws Certification (DGS OLS 04)

_____ Attachment 7 Darfur Contracting Act (if applicable)

_____ Attachment 8 DGS Approved Small Business (SB) Certification (if applicable)

_____ Attachment 9 Payee Data Record (STD 204). **

_____ Attachment 10 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:

Services-Resources-List-Folder/Standard-Contract-Language 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

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 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, 14 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

The Bidder must complete this cost sheet and submit with the Bidder’s response.

The undersigned Contractor, as bidder, declares that he/she has carefully examined all documents contained or referenced within this Invitation for Bid (IFB) and is familiar with all proposal requirements, and agrees, if the bid is accepted, to complete the services as described in Exhibit A – SOW, in accordance with the Contract Documents, for the complete term of the Agreement.

Description Unit State Fiscal Year

(SFY)

Year 1

(December 2025

– June 30, 2026)

State Fiscal

Year (SFY)

Year 2

(July 1, 2026 –

June 30, 2027)

State Fiscal

Year (SFY)

Year 3

(July 1, 2027 –

June 30, 2028)

Quarterly

Cleaning for the two

Captive-Aire

System Series hoods and the stand alone

Lambertson industries dish washer hood.

Section D.7-9 of the SOW.

Quarterly

Cost Rate:

Monthly Hood and Filter cleaning.

Section D.5 of the SOW

Monthly

Cost Rate:

Extended Cost Rate $ $ $

Average Total Cost Rate (sum of Extended Cost Rate

(Year 1 - 3) / 3)

Average Total Cost Rate will be used for evaluating the cost as a fair and equitable formula to determine the lowest cost offer. The quarterly and monthly rates are binding for the term of the agreement.

Please Note: Should the SOS amend the awarded agreement from this IFB beyond the contract term end date, it will be at or below all rates identified for Year 3 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 two (2) customers 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. If 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 information shall include company/organization name, contact representative name, email address, 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 services outlined in the SOW.

The SOS reserves the right to contact references prior to contract award. Receipt of negative responses may cause the response to be deemed non-responsive.

REFERENCE 1

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Start and End 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:

Start and End 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/SearchResult?search=DVBEProgramRequirements&topicCate goryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance

&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilte rs=Types%7C&page=1

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 on the listed Internet website:

1. DGS PD 843 – DVBE Declaration:

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

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) for the named DVBE(s).

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 bidders 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/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1

Attachment 6

California Civil Rights Laws Certification

Attachment 7

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 8

DGS Approved Small Business Certification

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

Small Business Certification.

G) Sample Standard Agreement (STD 213) Information

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

Standard Agreement (STD 213 (Rev. 04/2020)) 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)

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

A. Background and Purpose:

The contractor agrees to provide to the Secretary of State (SOS) hood and exhaust cleaning maintenance services as described herein to maintain compliance with fire codes and provide a clean kitchen environment.

Provide cleaning services using pressure washer, degreasing chemicals and stainless polish on the two (2) Captive-Aire System Series hoods and the

Lambertson Industries dish washer hood at the Gold Rush Grille.

B. Location:

The services shall be performed at the Gold Rush Grille and other designated areas, located at the Secretary of State’s Office, 1500 11th Street, 2nd Floor, Sacramento CA 95814. Services shall be performed in accordance with the frequency and scheduling detailed in Section D.1 below.

C. Mandatory Qualifications, Skills, and Experience:

The Contractor shall meets the following mandatory qualifications, skills, and experience:

1. Five (5) years of experience providing commercial hood cleaning services.

2. Two (2) years of experience providing cleaning services using degreasing chemicals on the Captive Aire system Series hoods.

3. Provide Certification from an accredited school for the adherence to

National Fire Protection Association (NFPA) 96 standards and best practices for identifying grease buildup and potential fire hazards.

D. Detailed Description of Work to be Performed is as Follows:

In accordance with the National Fire Protection Association (NFPA) Commercial

Cooking Equipment NFPA-96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, Contractor shall perform monthly cleaning services on the hood and filters for the two Captive Aire system hoods and the https://comkitsys.wordpress.com/nfpa-96-cleaning-guidelines/ https://comkitsys.wordpress.com/nfpa-96-cleaning-guidelines/

Lambertson dishwasher hood. The exhaust duct system and roof exhaust fans shall be cleaned quarterly with the first cleaning to be scheduled by contractor and completed during the month of December 2025.

Grease cleaning, including all accessible areas of the hood (interior/exterior), plenum (area behind filters), duct, fan and fan housing. There are access doors to the vertical duct that run on the 3rd floor in addition to the access door on the roof. Note: SOS or designated DGS building management staff are responsible for providing access to the fan as detailed in Section F.3 below. There is limited access to the duct. Roof access is available via stairways only; there is no elevator access to the roof.

De-greasers, grease and caustic chemical may not be disposed of through the building drains. Contractor must have material safety data sheets (MSDS) with them while on-site to perform work, for all chemicals being used. Contractor may bring a clarifying tank to perform the work, as needed.

Water used in the process of cleaning must be disposed of off-site and is the responsibility of the contractor.

1. Frequency and Scheduling:

a. Scheduling will be done at least one (1) week in advance by contacting SBOS_Team@sos.ca.gov to ensure work is scheduled in alignment with the Gold Rush Grille workflow or availability and discuss access.

b. Schedule hours will typically be between 3:30pm – 9pm, Mon-Fri, unless otherwise required by the State.

c. Hood cleaning may be done over consecutive days during these hours, as needed.

d. The services for the hood and filters for the two Captive Aire system hoods and the Lambertson dishwasher hood shall be performed every 30 days.

e. The exhaust duct system and roof exhaust fans shall be cleaned every ninety (90) days with the first cleaning.

mailto:SBOS_Team@sos.ca.gov

2. Staff Requirements:

a. It is anticipated that a team of a minimum of three (3) technicians to perform this job safely.

3. Building Interior Containment:

a. Cleaning containment requirements for kitchen areas:

1. Set up necessary plastic containment to protect the surrounding walls, equipment and floors.

b. Third floor cleaning containment requirements:

1. The third-floor vent duct access panels are in office space next to counter 390.

2. Care needs to be taken to ensure there is proper covering to protect the surrounding office work surroundings.

3. Plastic walls coverings and a temporary containment wall must be used to protect the surrounding areas.

4. A portable foldable containment tray must be used with an underlayment of tarps for floor protection under the access door openings.

5. Provide carpet runners for protection.

c. Degreasing: Applying degreasing agents and using high-pressure washing (or low-pressure with chemicals) to remove grease buildup. All water, grease and chemicals from the cleaning process shall be directed and contained in sealable containers. All materials form the cleaning of the hoods, filters, and ducts are to be disposed of offsite and will be the responsibility of the contractor.

4. Roof Containment Requirements:

a. Ensure that all walking and transport materials and supplies stay on the walkway paths on the roof.

b. Set up tarps and spill containment to ensure that there is no overspray or film left on the roofing surface.

c. There is a cold-water spigot located on the north side of the roof for cleaning applications.

5. Hood and Filter Cleaning (To be Performed Every Thirty (30) days):

a. Cleaning: Scraping, washing, and degreasing all hood surfaces, including filter tracts and grease troughs.

b. Hood filters must be cleaned on site and remain onsite.

c. Reassembly: Reinstalling all cleaned components.

d. Filter Replacement: Replacing damaged or worn filters as needed.

Please contact SBOS team for replacement filters.

e. Apply stainless steel polishing protective coating.

6. Pressure Washer for Cleaning the Ducts on the Third Floor:

a. The pressure washer must be located on the balcony outside of the counter area #390.

b. There is a hot water supply within 50ft of the location for the pressure washer staging area.

c. It is approximately 40ft to the 3rd floor access panels from the pressure washer staging area.

7. Duct Cleaning (To be Performed Every Ninety (90) Days):

a. Scrap and remove the solid waste for the walls including lateral ducts.

b. Apply a degreaser (as accessible), using hot high- or low-pressure water washing the interior of the ductwork.

c. Use large sealable containers in the grill area to collect the water and chemicals from the cleaning process.

8. Roof Duct Cleaning (To be Performed Every Ninety (90) Days):

a. There are two (2) more cleanouts located within a service area located on the roof behind the 2ft x4ft red access door on the floor.

b. The metal duct across the roof has several clean out access points.

c. For the cleaning process on the roof ductwork, a collection tub must be used to collect the wastewater removed from the cleaning process.

d. Fan Removal: Detaching the exhaust fan located on roof may need to be performed from the ductwork for cleaning.

e. Remove the safety screen from the top of the exhaust fan unit for cleaning access.

f. Fan Cleaning: Degreasing and cleaning the fan blades, housing, and base.

9. Access Panels/Fan Reinstallation (To be Performed Every (90) Days):

a. Inspect access panel seals and fasteners to ensure proper fitment.

b. Access panels must be cleaned, and the seals need to be replaced as needed.

c. Reinstalling the cleaned exhaust fan.

10. Final Steps:

a. Cleanup: Wiping down the cleaned areas, mopping floors, and removing any debris or plastic covers used during the cleaning process.

b. Testing: Running the exhaust system to ensure proper functionality.

c. Reporting: The contractor shall provide photos before and after, and a certification sticker, to document each cleaning. Photos and reports to be sent to sbos_team@sos.ca.gov.

E. Contractor Responsibilities:

1. The Contractor will provide its own equipment necessary to perform the required duties in this SOW.

2. The Contractor must designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

3. The Contractor shall provide a service condition report after each scheduled cleaning to the SOS Contract Manager, noting the services performed and any challenges or deficiencies following each quarterly hood and exhaust cleaning.

F. State Responsibilities:

1. The State will designate a person to whom all Contractor communication may be addressed, and who has the authority to act on all aspects of the mailto:sbos_team@sos.ca.gov services. This person will review the SOW and associated documents with the Contractor to ensure understanding of the responsibilities of both parties.

2. The State will work with the Contractor to determine a schedule for onsite work with at least one-week advance notice, as required.

3. The State will provide reasonable access to all areas of work for services to be performed under this agreement.

4. The State will provide timely review and approval of submitted deliverables and documentation.

G. Unanticipated Tasks and Work Authorizations:

1. If replacement parts are required, the contract will be amended as needed, up to 30% of the contract value for these unanticipated items.

2. If additional work shall be performed, which was wholly unanticipated and is not specified in this SOW, but which, in the opinion of both parties, is necessary for the successful accomplishment of the general scope of work outlined, the following will apply:

a. For each unanticipated task not specified in the SOW, a Work

Authorization (WA) will be prepared.

b. Each WA must be in writing and signed by the Contractor and the

State prior to beginning work.

c. Each WA shall consist of a detailed statement of the purpose, objectives, or goals to be undertaken by the Contractor.

d. The SOS and Contractor understand and agree that all terms and conditions of this Contract shall remain in force with inclusion of any

WA. The SOS has the right to instruct the Contractor to stop or suspend work on any WA.

H. SECURITY, STANDARDS AND POLICIES:

The Contractor and the resources providing services under this Agreement shall adhere to SOS minimum required standards, guidelines, and policies. In addition, the Contractor and the consultants are expected to abide by the same standards and policies as SOS staff, including but not limited to the following regulations, standards, guidelines, and policies serve as the referenced minimum criteria:

1. SOS Policies: Political Activities in the Workplace, Anti-Discrimination

Harassment Retaliation Policy, and Internal Privacy Policy;

2. SOS Security Policies; and

3. Additional policies as adopted by the SOS during the duration of the contract.

The SOS Contract Manager, or designee will provide the Contractor copies of all of the SOS policies, which shall be signed by the Contractor and all Resources providing services under this Agreement and returned to the SOS Contract

Manager within five (5) State business days of contract start date.

I. Contract Representatives:

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

State Agency: Secretary of State Contractor: TBD

Name: TBD Name:

Address: Address:

Phone: Phone:

Email: Email:

SOS/SBOS Designees:

State Agency: Secretary of State The Gold Rush Grille Operator

Name: TBD Name: TBD

Name: Phone:

Name: Email:

Name:

And/or Other SBOS Designees as

Needed

Direct all other general contract inquiries to:

State Agency: Secretary of State Contractor: TBD

Attention: Contract Services Attention:

Address: 1500 11th Street, 4th Floor, Room 470, Sacramento, CA 95814

Address:

Email: ContractServices@sos.ca.gov Email:

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 Secretary of State (SOS) agrees to compensate the Contractor for actual expenditures incurred in accordance with the…