IFB_7076_Campus_Wide_Carpet_Cleaning.pdf

Procure-to-Pay Business and Financial Affairs San Diego State University 5500 Campanile Drive San Diego, CA 92182-1616 https://procuretopay.sdsu.edu/

INVITATION FOR BID (IFB) NO. 7076

for

Campus-Wide Carpet Cleaning Services

BID DATA

Date: March 25, 2026 Description: Campus-Wide Carpet Cleaning Services Contact: Erik Carbajal, Procurement to Pay (P2P)

E-mail: ecarbajal@sdsu.edu

QUESTION DEADLINE

Date: April 9, 2026 Time: 2:00 p.m. PDT Purpose: To address questions or concerns regarding any part of this bid package. Please submit all questions by posting them to: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796) Questions received after the deadline may not be answered.

BID DUE DATE

Date: April 29, 2026 Time: 2:00 p.m. PDT Location: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796)

Submit one (1) original bid prior to the date and time specified and through electronic upload to PlanetBids. Bidders shall respond to the solicitation by electronic file upload only before the date and time set forth in the IFB. Mistakes or delays in the submission are entirely the responsibility of the Bidder.

PRE-BID CONFERENCE/INTERVIEWS

A pre-bid conference and/or interviews have not been scheduled for this solicitation.

https://procuretopay.sdsu.edu/ mailto:ecarbajal@sdsu.edu https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

PLANETBIDS SUBMISSION

Interested Bidders must register with PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=25796.

Obtaining documents via any other method does NOT make the Contractor a Bidder or Record. PlanetBids sends notifications to prospective Bidders; however, the University recommends that the Bidders periodically check the PlanetBids website for modifications to IFB documents. The University is not responsible for the prospective Bidder’s misunderstanding of the IFB solicitation or a nonresponsive bid due to failure to check the website for updates or addenda to IFB documents, and/or other information regarding the IFB solicitation. Failure to periodically check this website will be at the Bidder’s sole risk.

The University assumes no responsibility for delay in submission of the bid through the PlanetBids system.

Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

PROTESTS

Bidders filing a protest of the specifications and/or requirements shall submit such protest prior to the scheduled submittal deadline. Bidders filing protest of contract award must do so within five (5) business days after Notice of Intent to Award. The protesting Bidder shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, email, facsimile, or delivered in person to the University contact shown on page one (1). A protest decision will be provided and will be in writing and sent by certified or registered mail, email, facsimile or delivered in person to the protesting Bidder. The protest decision made by the University is final.

This IFB does not constitute an order for the goods or services specified.

TABLE OF CONTENTS

SECTION 1: PURPOSE, OVERVIEW, AND TERM Page 4

SECTION 2: SCHEDULE OF EVENTS Page 5

SECTION 3: SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION Page 6

SECTION 4: SCOPE OF WORK Page 12

SECTION 5: QUALIFICATIONS/REQUIREMENTS Page 16

SECTION 6: EVALUATION AND SELECTION CRITERIA Page 17

SECTION 7: INSTRUCTIONS, CONTENT AND FORMAT Page 18

APPENDIX A: SUPPLEMENTAL SOLICITATION PROVISIONS Page 19

APPENDIX B: BID CERTIFICATION FORM Page 21

APPENDIX C: BIDDER DECLARATION Page 22

APPENDIX D: SAMPLE AGREEMENT AND CSU TERMS AND CONDITIONS OF PURCHASE Page 24

APPENDIX E: SUSTAINABILITY QUESTIONNAIRE Page 47

ATTACHMENT No. 1: INVITATION FOR BID Excel Sheet

SECTION 1: PURPOSE, OVERVIEW, AND TERM

1.1. PURPOSE

San Diego State University (University) is requesting bids from firms qualified to provide Carpet Cleaning Services.

The purpose of this Invitation for Bid (IFB) is to solicit bids from one (1) or more vendors who can demonstrate they possess the ability to provide the services Campus-Wide (as defined in Section 4) and that can meet and exceed the minimum requirement described in section 4, Scope of Work.

1.2. BACKGROUND

Main Campus:

Since its founding in 1897, the university has grown to become a leading public research university, and a federally designated Hispanic-serving Institution. Each year, SDSU provides more than 37,000 students with the opportunity to participate in an academic curriculum distinguished by direct contact with faculty and an international emphasis that prepares them for a global future. SDSU takes pride in more than a century of achievement in education, research, and service. The university ranks fifth in the country for students studying abroad and in the top 10 for diversity; Forbes, Fortune and U.S. News & World Report rank SDSU in the top 25 nationally for innovation and entrepreneurship. Renowned for its academic excellence, SDSU is home to top-ranked graduate programs and offers bachelor's degrees in 95 areas, master's degrees in 78 areas and doctorates in 22 areas. As the oldest higher education institution in San Diego, uniquely situated only 30 minutes north of the U.S.-Mexico border, our community is fully committed to excellent teaching, meaningful research and service to our binational region, and the world at large.

SDSU is alma mater to more than 480,000 alumni. For more information, log on to www.sdsu.edu.

Imperial Valley:

SDSU Imperial Valley is a campus/college of San Diego State University serving the desert area of southeastern California. It is accredited as an integral unit of SDSU and operates under the same governance structure and university policies. Established in 1959 by an act of the State Legislature, SDSU IV offers its programs at two locations in Imperial County: Calexico and Brawley. Offering four-year and two-year undergraduate degrees, graduate degrees, and post-baccalaureate credential programs, SDSU Imperial Valley helps matriculated students achieve their higher education goals. For more information, log on to https://imperialvalley.sdsu.edu/.

1.3. AWARD

The award will be based on the lowest price and overall responsive, responsible bid and in the best interest of the University. If the successful bidder fails to properly execute the agreement, the University reserves the right to award the contract to the next lowest responsive, responsible bidder. University reserves the right to reject any or all bids and to waive any irregularities or informalities. The decision of the University is final. The University reserves the right to make a single, multiple or no award(s) as a result of this bid, whichever is in the best interests of, and at sole discretion of the University.

1.4. IFB RULES AND INSTRUCTIONS

The rules governing this IFB are stated in Section 7 - Instructions, Content, and Format. Bidders are advised to carefully read, understand, and comply with these requirements in preparing a response to this IFB.

1.5. TERM

The contract term is anticipated to be for an initial (base) period of three (3) years with two (2) two-year options to extend.

(End of Section 1) https://imperialvalley.sdsu.edu/

SECTION 2: SCHEDULE OF EVENTS

Release of Invitation for Bid March 25, 2026

Last Day to Submit Questions for Clarification (2:00 p.m. PDT) April 9, 2026

Deadline for Submission of Bids (2:00 p.m. PDT) April 29, 2026

Notice of Intent to Award (NOIA) May 2026

Protest Period (5 working days after NOIA) May 2026

Contract Award June 2026

Commencement of Services July 1, 202

QUESTIONS WILL ONLY BE ACCEPTED VIA PLANETBIDS. Responses to questions and addendums will be posted website at the PlanetBids website: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

The dates up to and including the “Deadline for Submission of Bids” date may be adjusted upon advance written notice. Dates after the receipt of bids may be adjusted without written notice. Additional IFB steps may be included at the discretion of the University.

BIDS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL BE REJECTED.

(End of Section 2)

SECTION 3: SOLICITATION PROVISIONS AND BIDDER’S CERTIFICATION

3.1 SOLICITATION PROVISIONS

3.1.1 DEFINITIONS

a. The Trustees of the California State University are referred to as “San Diego State University,” “University” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and means an offer made in response to a solicitation to perform a contact for work and labor or to supply goods at a specified price, whether or not it is considered a “seal bid” or results in award of a contract to a single or sole source.

c. “Bidder” or “Proposer”, “Contractor” is used to interchangeably and each shall apply to the business entity which submits a bid/proposal or is awarded a contract.

3.1.2 RESERVATION OF RIGHTS

The University may reject any or all bids and may waive any immaterial deviation in a Bid. The University’s waiver of an immaterial defect shall in no way modify the IFB documents or excuse the Bidder from full compliance with the specifications if the Bidder is awarded the contract. Bids that include terms and conditions other than the University’s terms and conditions may be rejected as being non-responsive. In the event all bids are rejected or the University determines alternative solutions are in its best interest, the University may cancel this solicitation and pursue alternative sourcing options.

The University may make such investigations as deemed necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish all such information and data for this purpose. The University reserves the right to reject any submittal made pursuant to this IFB or any subsequent Bid or bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the University that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work specified. Additionally, the University reserves the right to request additional performance guarantees if, in the sole opinion of the University, financial stability or capability cannot be established.

3.1.3 NON-ENDORSEMENT

If selected as a qualified Bidder, the Bidder shall not issue any news releases or other statements pertaining to selection, which state or imply University endorsement of Bidder's services.

3.1.4 DISPUTES/PROTESTS

The University encourages potential Bidders to resolve issues regarding the requirements or the procurement process through written correspondence and discussions. The University wishes to foster cooperative relationships and to reach a fair agreement in a timely manner.

Bidder’s filing a notification to protest must do so within five (5) business days after a Notice of Intent to Award has been publicly posted. The protesting Bidder shall submit a full and complete written statement detailing the facts in support of the protest within ten (10) calendar days after expressing notification to protest. Protest must be sent by certified or registered mail or delivered in person to Erik Carbajal, Buyer II. Within a reasonable time after receipt of the written statement of protest, the University will provide a decision on the matter. The decision will be in writing and sent by certified or registered mail or delivered in person to the protesting Bidder. The decision of University is final.

3.1.5 AWARD OF CONTRACT

The University reserves the right to reject any and all bids and to award one or more contracts. Award, if any, will be to the Bidder, with the lowest price and overall responsive, responsible bid and in the best interest of the University. A “Notice of Intent to Award” will be posted publicly for five (5) consecutive working days prior to the award. Written notification will be made to unsuccessful vendors.

The selected Bidder and the University shall commit to negotiation for the final scope of services to be accepted and execution of an agreement, in substantial accordance with the terms and conditions herein, within thirty (30) days of the Notice of Intent to Award. Should the parties be unable to reach final agreement within this time frame, the parties may mutually agree upon a time extension to complete negotiations and contract execution. If the parties are unable to agree upon a time extension, or if the University determines that a time extension would not be beneficial to the project, the University reserves the right to terminate negotiations and proceed with a secondary finalist.

3.1.6 EXECUTION OF THE AGREEMENT

The Agreement shall be signed by the Contractor and returned, along with the required attachments and appendices to the University Contracts and Procurement Management Department within fourteen (14) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until approved by the appropriate University officials. Any work performed prior to receipt of a fully executed contract shall be at Contractor’s own risk.

3.1.7 FAILURE TO EXECUTE THE AGREEMENT

Failure to execute the Agreement within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Agreement. If the successful Bidder refuses or fails to execute the Agreement, the University may award the Agreement to the next qualified Bidder.

3.1.8 CONFLICT OF INTEREST

Potential Contractors are advised that Contractor's officers and employees shall comply with the disclosure, disqualification, and other provisions of California's Political Reform Act of 1974 (Government Code Section 81000 et seq.) if their responsibilities include the making or participation in the making of a University decision.

3.1.9 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

In accordance with Government Code section 14838(f), and Military and Veterans Code sections 999.5(a) and 999.5(d), the Trustees shall grant a bid incentive for bid evaluation purposes only. The level of DVBE incentive will correlate to the level of participation; that is, the more DVBE participation proposed, the higher the incentive. A non-small business cannot displace a California certified small business from the top ranked position due to application of preferences or incentive.

The bid incentives levels are as follows:

DVBE Participation on this contract

Incentive

1% 1% 2% 2% 3% and above 3%

In solicitations where an award is to be made to the highest scored bidder based on evaluation bidder’s total score. In solicitations where an award is to be made to the low bid, the incentive is a percentage of the low bid total.

If requesting the DVBE Incentive, then complete Appendix C, the Bidder Declaration Form, and indicate the total DVBE participation.

For further information on DVBE participation requirements or incentive for this project, contact Rachel Ascherl, San Diego State University Small Business & DVBE Advocate at rascherl@sdsu.edu.

3.1.10 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference to Proposers or Bidders who qualify as either California certified small businesses or non-small businesses that commit twenty-five percent (25%) of the contract value to California certified small businesses. To be eligible, the small businesses must be certified by The Office of Small Business and DVBE Services. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Government Code, Section 14838, et seq. and Title 2, California Administrative Code, Section 1896, et seq.,. Copies of the codes and regulations are available online or upon request.

mailto:rascherl@sdsu.edu

If requesting the Small Business Preference, then complete Appendix C, the Bidder Declaration Form, and indicate the total Small Business participation.

The use of the Small Business Preference shall be in compliance with the law and specifically Government Code Section 14838.B.2. In solicitations where an award is to be made to the highest scored bidder based on evaluation factors in addition to price, the preference to small businesses or microbusiness shall be five percent (5%) of the highest responsible bidder’s total score. The preference to non-small business bidders that provide for small business or microbusiness subcontractor participation shall be up to a maximum five percent (5%) of the highest responsible bidder’s total score, determined according to rules and regulations established by the Department of General Services. In solicitations where an award is to be made to the low bid, the preference is applied by factoring five percent (5%) of a non-small business low bid total and subtracting this amount from the small business bid total.

3.1.11 ACCESSIBILITY TECHNOLOGY INITIATIVE – SECTION 508

California Government Code 11135 requires that the University comply with Section 508 of the Rehabilitation Act of 1973, as amended, and to apply the accessibility standards published by the U.S. Access Board for electronic and information technology (EIT) products and services that it buys, creates, uses, and maintains.

EIT is any equipment, interconnected system, or subsystem of equipment used in the creation, conversion, or duplication of data or information. EIT is defined by the Access Board at 36 CFR 1194.4 and in the FAR at 2.101.

EIT includes:

a. Telecommunication products, such as telephones;

b. Information kiosks;

c. Transaction machines;

d. World Wide Web sites;

e. Software and Operating Systems;

f. Computers;

g. Multimedia (including videotapes), and;

h. Office equipment, such as copiers and fax machines.

3.1.12 PATENT, COPYRIGHT, AND TRADE SECRET INDEMNITY

A contractor may be required to furnish a bond to the San Diego State University against any and all loss, damage, costs, expenses, claims and liability for patent, copyright and trade secret infringement.

3.1.13 ACCOMMODATIONS FOR THE DISABLED

It is the policy of the University to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. Persons with a disability needing a reasonable modification to participate in the procurement process, or persons having questions regarding reasonable modifications for the procurement process may contact the buyer listed elsewhere in this solicitation.

3.1.14 PUBLIC CONTRACTS CODE RESTRICTIONS FOR SAN DIEGO STATE UNIVERSITY EMPLOYEES The San Diego State University employees and immediate past employees must comply with restrictions regarding contracting with the University. Bidder needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Bidder certifies that the Bidder is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current University Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Bidder with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former University Employees (PCC Section 10832):

i. For the two-year period from the date he or she left University employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve (12)-month period from the date he or she left state employment, no former University officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the twelve (12)-month period prior to his or her leaving University service.

3.1.15 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 10730 of the Business and Professions Code.

“Loss leader” means any article or product sold at less than cost:

a. Where the purpose is to induce, promote, or encourage the purchase of other merchandise; or

b. Where the effect is a tendency or capacity to mislead or deceive purchasers to prospective purchases; or

c. Where the effect is to divert trade from or otherwise injure competitors.

3.1.16 BRAND NAMES

Any reference to brand names is intended to be descriptive, but not restrictive, unless otherwise specified. Bids meeting the indicated standards of quality will be considered, unless otherwise specified, providing the bid clearly describes the article offered and how it differs from the referenced brands. Unless the contractor specifies otherwise in the bid, it is understood the Contractor is offering referenced brands as specified. The University reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references. The University may require a contractor offering a substitute to supply additional descriptive material and sample.

3.1.17 SUSTAINABILITY

Bidders must present information describing their current sustainable practices, to include, as applicable, the areas of natural resources, company operation and positive social/community impact, written policy statement, sustainable business practices and environmentally preferable purchasing practices or updates to Vendor’s sustainable practices, as applicable as requested in Appendix E.

3.2 BIDDER’S CERTIFICATION

By submitting a bid, the Bidder certifies to comply with the following:

3.2.1 AMERICANS WITH DISABILITIES ACT (ADA)

Bidder assures the University that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.).

3.2.2 UNFAIR PRACTICES ACT

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.).

3.2.3 VIOLATION OF AIR OR WATER POLLUTION LAWS

Unless the contract is less than $25,000.00 or with a sole-source provider, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any State or federal air or water pollution control law. By a bid the Bidder warrants that the Bidder has not been found to be in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution district, or is subject to a cease and desist order not subject to review issued pursuant to Section 13310 of the Water Code for violation of waste discharge requirements or discharge prohibitions, or is finally determined to be in violation of provisions of federal laws relating to air or water pollution. By submitting a bid, the Bidder certifies that it has not been identified either by published notices or by Board notification as a person in violation of State or federal air or water pollution control laws.

3.2.4 COMPLIANCE WITH NLRB ORDERS

In submitting a bid or signing a contract the Bidder swears under penalty of perjury that no more than one final, unappealable finding of contempt of court by a federal court has been issued against the Bidder within the immediately preceding two (2)-year period because of the Bidder's failure to comply with an order of a federal court which orders the Bidder to comply with an order of the National Labor Relations Board. This provision is required by, and shall be construed in accordance with, Public Contract Code Section 10296.29.

3.2.5 ASSIGNMENT OF ANTITRUST ACTIONS

The Bidder's attention is directed to the following provisions of Government Code Sections 4552, 4553, and 4554, which shall be applicable to the Bidder:

In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the procurement body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the procurement body pursuant to the bid. Such assignment shall be made and become effective at the time the procurement body tenders final payment to the Bidder (Government Code Section 4552).

If an awarding body or public procurement body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery (Government Code Section 4553). Upon demand in writing by the assignor, the assignee shall, within one (1) year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (Government Code Section 4554).

3.2.6 NONCOLLUSION AFFIDAVIT

By submitting a bid, Bidder hereby certifies that the bid is not made in the interest of, or on behalf of, any undisclosed party; that the bid is genuine and not collusive, false, or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly agreed with any Bidder or anyone else to put in a false or sham bid, or to refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought to fix any overhead, profit or cost element of the bid, of that of any other Bidder, or to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract.

3.2.7 SAFEGUARDS FOR PROTECTING UNIVERSITY INFORMATION ASSETS

By submitting a bid, Bidder acknowledges Federal privacy laws such as Gramm-Leach-Bliley Act (Title 15, United States Code, Sections 6801(b) and 6805(b) (2)) applicable to financial transactions and Family Educational Rights and Privacy Act (Title 20, United States Code, Section 1232g) applicable to student records and information from student records. In the event that such information is required for the performance of the work specified, the Bidder hereby certifies that it has the appropriate safeguards in place as required by Title 16 Code of Federal Regulation Chapter 1 Section 314.

3.2.8 COVENANT AGAINST GRATUITIES

The Bidder shall warrant that no gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Bidder, or any agent or representative of the Bidder, to any officer or employee of the University with a view toward securing the Contract or securing favorable treatment with respect to any determinations concerning the performance of the Contract. For breach or violation of this warranty, the University shall have the right to terminate the Contract, either in whole or in part, and any loss or damage sustained by the University in procuring on the open market any items, which the Bidder agreed to supply, shall be borne and paid for by the Bidder. The rights and remedies of the University provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under the Contract.

3.2.9 DRUG-FREE WORKPLACE CERTIFICATION

The Bidder certifies under penalty perjury under the laws of the State of California that the Bidder will comply with the requirements of the Drug-Free Workplace Act of 1990 (Government Code, Section 8355 et. seq.) and will provide a drug-free workplace by doing all of that which Section 8355 et seq. requires.

3.2.10 ELECTRONIC WASTE RECYCLING ACT

In submitting a bid for electronic devices, as defined by the Electronic Waste Recycling Act of 2003, Part 3 Division 30 Changer 8.5 of the Public Resource Code, the Bidder certifies that it, and its agents, subsidiaries, partners, joint ventures, and subcontractors for the procurement, have complied with the Electronic Waste Recycling Act of 2003 and any regulations adopted pursuant to the Act, or have demonstrated to the University that the Electronic Waste Recycling Act of 2003 is inapplicable to all lines of business engaged in by the bidder, its agents, subsidiaries, partners, joint venturers, or subcontractors. In addition the Bidder agrees to cooperate fully in providing reasonable access to its records and documents that evidence compliance with the Electronic Waste Recycling Act of 2003.

3.2.11 DARFUR CONTRACTING ACT

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, establish restrictions against contracting with vendors conducting certain types of business in Sudan. The Act sets forth criteria to determine if a vendor is a “scrutinized company” and therefore ineligible to bid on or submit a proposal for State contracts.

Upon submitting a bid, bidders that have had business activities outside of the United States within the previous three years certify that they are not a scrutinized company as defined, or demonstrate they obtained permission under the statute. (PCC §§ 10478, 10477(b).) False certifications shall cause the bid to be invalidated. (PCC § 10479.)

3.2.12 IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with vendors that provide specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. By submitting a bid in excess of one million ($1,000,000.00), bidder certifies that bidder is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site: http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf (PCC § 2204.) The Act includes certain exceptions. (PCC § 2203(c).)

3.2.13 THE CONGO – SECURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. San Diego State University will not accept bids or proposals or contract for goods or services related to products or services from companies designated as a “scrutinized company” by the Federal Government.

By submitting a bid, bidder certifies that they are not a scrutinized company as defined. False certifications shall cause the bid to be invalidated.

For purposes of this section, a “scrutinized company” is a person that has been found to be in violation of Section 13(p) of the Securities Exchange Act of 1934 by final judgment or settlement entered in a civil or administrative action brought by the Securities and Exchange Commission and the person has not remedied or cured the violation in a manner accepted by the commission on or before final judgment or settlement.

(End of Section 3) http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf

SECTION 4: SCOPE OF WORK

4.1. Scope Overview

The “Scope of Work,” as defined herein, is for Campus-Wide Carpet Cleaning Services. For the purposes of this IFB, “Campus-Wide” includes, but is not limited to, to the locations identified in Sections 4.2 and 4.4. The University may, at its sole discretion, add or modify location(s) after award and retain pricing relative to the areas being serviced.

The University reserves the right to make a single award, multiple awards, or no award, in accordance with the campuses identified below, whichever is in the best interest of the University.

The Contractor shall provide all labor, supervision, equipment, materials, and incidentals necessary to perform carpet cleaning services in accordance with the requirements set forth herein.

4.2. Locations Covered

4.2.1. San Diego Campus

5500 Campanile Drive, San Diego, CA 92182

a. Residential Halls - San Diego Campus (campus map)

b. Academic/Administrative Buildings - San Diego Campus (campus map)

4.2.2. Imperial Valley - Brawley Campus (campus map)

560 CA-78, Brawley, CA 92227

a. Academic and Administrative Buildings

4.2.3. Imperial Valley - Calexico Campus (campus map)

720 Heber Avenue, Calexico, CA 92231

a. Academic and Administrative Buildings

4.3. Types of Services

4.3.1. Standard Services (Scheduled)

The following services shall be performed at specified frequencies by location:

a. Wet/Steam Cleaning (Hot Water Extraction)

b. Encapsulation Cleaning (Low-Moisture Method)

c. Deodorization Services

4.3.2 Additional Services (As-Needed)

The following services may be requested by the University on an as-needed basis:

a. Spot and Stain Treatment

b. Emergency Response Services

4.3.3 Service Definitions

a. Wet/Steam Cleaning: Hot water extraction using commercial-grade equipment designed to remove embedded soil, allergens, and contaminants from carpet fibers.

b. Encapsulation Cleaning: Low-moisture cleaning process utilizing encapsulation chemicals and mechanical agitation to crystallize and remove soil.

c. Deodorization: Application of odor-neutralizing agents following cleaning to eliminate odors.

d. Spot and Stain Treatment: Targeted treatment using appropriate cleaning agents based on stain type and carpet material.

4.4 Estimated Areas and Quantities

4.4.1 Residential Halls - San Diego Campus

a. Services will be performed in common areas and hallways across ten (10) residential buildings.

b. Total square footage of carpet that will be serviced is 159,364.

Building Name Square Footage

Maya Hall 7,208

Olmeca Hall 7,188 https://map.concept3d.com/?id=801#!ct/62917,40419,15205,15996 https://map.concept3d.com/?id=801#!ce/12160?ct/62917,40419,15205,16202,16235,16203,17005 https://map.concept3d.com/?id=801#!ce/12160?ct/62917,40419,15205,12160,16202,16235,16203,17005 https://map.concept3d.com/?id=801#!ce/12160?ct/62917,40419,15205,12160,16202,16235,16203,17005

ChapultepecHall 6,489

Huaxyacac Hall 35,040

South Campus Plaza - North 21,430

South Campus Plaza - South 17,834

Tacuba Hall 13,916

Tepeyac Hall 13,916

Tenochca Hall 13,535

Zura Hall 22,808

4.4.2 Academic/Administrative Buildings - San Diego Campus

a. Services shall be performed in various spaces including, but not limited to:

● Library areas (primarily open space)

● Stairwells

● Student Services areas, which may consist of multiple office spaces

● Auditoriums and lecture halls, including cloth seating that may exceed several hundred seats.

b. Individual service requests are estimated to range between 2,000 and 3,800 square feet per occurrence.

4.4.3 Imperial Valley - Brawley Campus

a. Services shall be performed in various spaces including, but not limited to:

● Two (2) Buildings

● Sixteen (16) Offices

● Thirteen (13) Classrooms

Area Type Estimated Square Footage

Buildings 36,882

Offices 1,870

Classrooms 17,212

4.4.4 Imperial Valley - Calexico Campus

a. Services shall be performed in various spaces including, but not limited to:

● One (1) Buildings

● Eight (8) Offices

● Seven (7) Classrooms

Area Type Estimated Square Footage

Buildings 10,900

Offices 843

Classrooms 4,908

All square footage values are estimates and are provided for bidding purposes only.

4.5 Service Frequencies and Scheduling

4.5.1 Residential Halls - San Diego Campus

a. Bi-annual steam cleaning and deodorization

b. Services shall occur:

● Summer (mid-May to mid-August) - Dates that accommodate the schedule of summer conference groups.

● Winter break (end of December through mid-January)

● The cleaning schedule will be determined upon award. The layout for each building varies but includes common hallways and common areas such as lounges and study rooms.

4.5.2 Academic/Administrative Buildings - San Diego Campus

a. Annual carpet cleaning

b. Services scheduled upon request by University personnel

4.5.3 Imperial Valley - Brawley Campus

a. Annual encapsulation cleaning

b. Services scheduled upon request by University personnel

4.5.4 Imperial Valley - Calexico Campus

a. Annual encapsulation cleaning

b. Services scheduled upon request by University personnel

4.5.5 Scheduling Requirements

a. Contractor shall coordinate all services with University-designated personnel

b. Contractor shall provide a minimum of five (5) business days’ notice for scheduled services

c. Work schedules shall minimize disruption to academic and residential activities

4.6 Performance Standards

The Contractor shall ensure that:

4.6.1 All cleaned areas are free of visible soil, stains, and debris

4.6.2 No chemical residue or over-saturation is present

4.6.3 Carpet drying time does not exceed twelve (12) hours unless otherwise approved

4.6.4 No damage occurs to carpet fibers, backing, furniture, or adjacent surfaces

The University reserves the right to inspect all completed work. Work deemed unsatisfactory shall be corrected at no additional cost to the University.

4.7 Emergency Response Services

4.7.1 The Contractor shall provide on-call emergency services, including but not limited to:

a. Water damage

b. Spills, stains, pet accidents

c. Last-minute events

4.7.2 Requirements:

a. Response by phone within thirty (30) minutes

b. On-site arrival within two (2) hours

c. 24/7 availability

4.8 Contractor Requirements

4.8.1 Personnel

a. Personnel shall wear uniforms and carry company-issued identification

b. Personnel shall conduct themselves professionally at all times

4.8.2 Equipment

a. All equipment shall be commercial-grade, properly maintained, and in good working condition

b. Equipment shall minimize noise and disruption where feasible

4.8.3 Certifications (Preferred)

a. Institute of Inspection, Cleaning, and Restoration Certification (IICRC)

b. Use of Green-Certified products

4.9 Hours of Operation

4.9.1 Standard service hours: Monday through Friday, 8:00 a.m. to 5:00 p.m. (excluding holidays).

4.9.2 After-hours work may be required for certain locations

4.9.3 Emergency services may occur outside normal business hours

4.10 Travel and Parking

4.10.1 It is understood that no travel time will be billed for any work performed as part of this solicitation, whether during normal time, after-hours, or on weekends/holidays.

4.10.2 It is the sole responsibility of the Contractor to ensure each company vehicle parked on campus to perform the work solicited under this bid has a valid parking permit issued by SDSU.

a. For information regarding permits and parking on campus, please visit the following link:

https://parking.sdsu.edu/permits.

4.10.3 Parking on Imperial Valley Campuses is free.

4.11 Billing and Invoices

The Contractor shall ensure all invoices are accurate and reflect only services performed.

4.11.1 Errors shall be corrected via credit memo

4.11.2 The University may deduct overpayments from future invoices

4.11.3 Repeated billing errors may constitute breach of contract

The Contractor may not add any sort of “Catch-all” fee to any invoice. Charges not specifically related to the actual chargeable event shall not be allowed in any case

4.12 Reporting Requirements

The Contractor shall provide a written service report for each service performed. Each report shall include, at a minimum, the following:

4.12.1 Date(s) of service

4.12.2 Campus location(s) where services were performed

4.12.3 Square footage cleaned

4.12.4 Description of service(s) performed

4.12.5 Identification of any area(s) that could not be serviced, including the reason(s)

4.12.6 Identification of any area(s) requiring additional or follow-up service, including recommended corrective action(s) Service reports shall be submitted to University’s designated representative upon completion of services, or as otherwise directed by the University.

(End of Section 4) https://parking.sdsu.edu/permits

SECTION 5: CONTRACTOR QUALIFICATIONS/REQUIREMENTS

All Bidders shall include the following information, appendices, and attachments, with their bid submittal to be considered responsive. Bidders shall elaborate on each question asked below and respond using the same format, associating your answers to the referenced categories and questions.

5.1 SCOPE OF WORK TECHNICAL SPECIFICATIONS

5.1.1 Demonstrate an understanding of the University’s objectives and requirements as stated in Section 4, Scope of Work.

5.1.2 Bidders must possess a minimum of five (5) years of experience as the primary provider of carpet cleaning services for large public and/or educational institutions.

5.1.3 Provide an organizational chart identifying personnel who will be assigned to the University’s carpet cleaning services program.

5.2 TERMS AND CONDITIONS

The selected contractor shall be subject to the CSU Terms and Conditions of Purchase, which have been provided under Appendix D.

5.2.1 Confirm your firm’s acceptance of the CSU Terms and Conditions of Purchase in the bid.

5.2.2 If item 5.4.1 is not accepted, Bidders must provide the specific exceptions to the Terms and Conditions of

Purchase, and a description of any issues or nature of the concerns with a specific provision by the time the bid is due.

5.3 BID CERTIFICATION FORM

Bidders must complete and submit Appendix B by the time the bid is due.

5.4 SMALL BUSINESS PREFERENCE CERTIFICATION

If requesting the Small Business Preference, bidders must complete Appendix C and proof of certified Small Business status must be submitted at the time the bid is due. See section 3.1.10 for more information on Small Business Preference.

5.5 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PARTICIPATION REQUIREMENT AND

INCENTIVE

If requesting the DVBE Incentive, bidders must complete Appendix C and proof of Disabled Veteran Business Enterprise must be submitted at the time the bid is due. See section 3.1.9 for more information on Disabled Veteran Business Enterprise (DVBE) Incentive.

5.6 SUSTAINABILITY QUESTIONNAIRE

Bidders must complete and submit Appendix E by the time the bid is due. See section 3.1.17 for more information on Sustainability

5.7 INVITATION FOR BID

Bidders must complete and submit ATTACHMENT No. 1 by the time the bid is due. Attachment No.1 shall be submitted in Excel format only, which is accessible via PlanetBids.

(End of Section 5)

SECTION 6: EVALUATION AND SELECTION CRITERIA

6.1 EVALUATION METHOD

All bids shall be reviewed to verify the Bidder has met the IFB submission requirements. Bids that have not followed the rules, do not meet minimum content or requirements and quality standards, take unacceptable exceptions to the CSU Terms and Conditions of Purchase (Appendix D), or are non-responsive to the required responses in this IFB will be eliminated from further consideration.

(End of Section 6)

SECTION 7: INSTRUCTIONS, CONTENT, AND FORMAT

7.1. SUBMISSION OF BID

Bidders must submit a complete original bid in accordance with the format provided in this solicitation to the University through electronic upload to PlanetBids on or before the date and time set forth in the IFB. Bidders shall respond to the solicitation by electronic file upload only. BIDS WILL NOT BE ACCEPTED IF SUBMITTED THROUGH ANY OTHER MEANS (The University will not accept Bids via mail, personal delivery, courier service or email). It is the Bidder’s responsibility to ensure that the Technical and Price Bids are submitted through electronic upload to PlanetBids by the date and time listed in the solicitation; the time on the PlanetBids system shall be considered the official time for purposes of determining timely submittal. Mistakes or delays in the electronic submission of Bids are entirely the responsibility of the Bidder. LATE BIDS WILL NOT BE ACCEPTED.

7.1.1 Bid must be submitted via PlanetBids on or before the due date and time for this IFB. The Invitation for Bid exhibit shall be marked as “Bid” with:

a. The Name of Bidder and Address

b. Buyer: Erik Carbajal

c. IFB No. 7076 and Title of Solicitation

d. The Date and Time bid is due

7.1.2 The bid must be submitted in compliance with the following format, unless otherwise specified in this

IFB:

a. Submit electronic bids as files in .pdf format.

b. Separate each exhibit into one or more files.

c. Clearly name files as to the exhibit and order.

d. Pages requiring signatures must be scanned from an original signature.

e. Other pages may be scanned or converted to .pdf from other file formats.

f. Converted and searchable formats are preferred.

All bids shall be signed by an authorized officer or employee of the Offeror. The name, title, mailing address, email address, and phone number of the authorized officer or employee shall be included. Scanned images of pages containing original signatures are acceptable for submission of an electronic file. Electronic or digital signatures will be accepted.

7.2. ADDITIONAL INFORMATION/QUESTIONS

Requests for additional information or clarification must be submitted in writing at the PlanetBids website https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. If you have non-technical questions, you may email the contact person for this solicitation at ecarbajal@sdsu.edu by no later than, April 9, 2026, at 2:00 p.m. PDT.

Bidders are asked not to contact other employees of the University concerning this IFB during the solicitation process.

7.3. NEGOTIATIONS AND BEST AND FINAL OFFER

Upon review, the University has the right to accept the lowest bid as submitted, without discussion or negotiation.

However, the University also reserves the right to request additional information and discuss Contractor’s bid to facilitate arrival at a contract most advantageous to the University. Decision by the University is final.

(End of Section 7) mailto:ecarbajal@sdsu.edu

APPENDIX A

SUPPLEMENTAL SOLICITATION PROVISIONS

ACCEPTANCE OF BID - This IFB creates no obligation on the part of the University to award a contract or to compensate Bidders for bid preparation expenses. The University reserves the right to accept or reject any and all bids, in whole or in part and to waive or permit cure of minor irregularities.

APPROVAL/ACCEPTANCE OF SERVICES - Contractor agrees and understands that all services provided under the terms of this agreement are subject to the approval of San Diego State University.

Decisions as to the adequacy of the services performed shall be made by Chief Diversity Officer or designee. Decisions of the University shall be final.

CONTRACT CHANGES - The University, without invalidating this agreement, may order extra work or make changes by altering, adding to, or deducting from the work only by written amendment. The Amendment, initiated by the University and properly approved and authorized shall set forth the amount of money to be added or deducted.

HIGHER EDUCATION PARTICIPANTS - Competitive solicitation recognizes the optional participation of campuses of the Regents of the University of California (UC), and campuses of the California Community College Districts (CCC) and their respective campus Auxiliaries, herein collectively referred to as Optional Higher Education Institutions.

Contractor(s) shall agree to extend the discount pricing and purchase terms provided herein to optional Higher Education Institutions respectively and to recognize as a Customer for the purpose of purchasing products under the terms of this agreement. As a customer, Optional Institutions shall receive all of the same benefits, responsibilities and services as provided the CSU under the resulting agreement(s) with the following understandings:

1. Optional Higher Education Institutions shall have the right, but not the obligation to purchase products, services, and/or establish their own campus store.

2. All contractual administration issues relating to terms and conditions, renewals, amendments, etc., regarding this Agreement shall remain the responsibility of the CSU. Operational issues, including disputes involving the Optional Higher Education Institutions shall be administered and resolved by each Institution.

3. The CSU, the UC and the CCC are separate and distinct government entities. As such, each administrative unit and campus thereof is financially separate and shall be responsible for individual financial commitments. The CSU assumes no fiduciary responsibility for any Optional Higher Education Institution.

LATE BID RESPONSES - Any bid response received after the scheduled closing time for receipt of bid responses will not be accepted. The University assumes no responsibility for delay in submission of the bid through the PlanetBids system. Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

PAYMENT - Payment shall be made in arrears in accordance with the fees established and agreed upon in the bid response. Upon receipt by the University Accounts Payable Department of itemized invoices approved by an authorized Department representative, the University will process claims for payment of approved invoices in arrears in accordance with State fiscal procedures and the terms of this Agreement.

APPENDIX A

SAMPLE FORMS - Attached, Exhibit D, is a sample of the State of…