IFB_EADM90225_Confidential_Destruction_Services.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

November 4, 2025

INVITATION FOR BID (IFB) EADM90225

ON-SITE WITNESSED CONFIDENTIAL DESTRUCTION SERVICES

Bidders are invited to review and respond to the State Controller’s Office (SCO) Invitation for Bid (IFB) EADM90225, On-site Witnessed Confidential Destruction Services. To submit a bid, the Bidder must comply with the instructions contained in this document as well as with the requirements stated in the Agreement, Exhibit A, Scope of Work. By submitting a bid, your firm agrees to the terms and conditions stated in this IFB.

Read the attached document carefully. The Bidder is solely responsible for ensuring that SCO receives the complete bid in accordance with the Bid requirements, prior to the date and time specified in the solicitation. Bidders should review, correct all errors, and confirm compliance with the IFB requirements. Bids received after the specified deadline will not be considered for review. SCO reserves the right to cancel this IFB without cause at any time prior to award.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the Bid documents. SCO is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to check the website periodically will be at the Bidder’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Agreements Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx, and the information in the herein IFB, the information in the attached IFB shall take precedence.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Agreement-Language. If you do not have internet access, a hard copy can be provided.

The Bidder Instructions GSPD-451 include the Bidder’s and the State’s rights and responsibilities for the bidding process, unless otherwise specified in this solicitation. Bidder Instructions are located at the following link: Bidder Instructions (rev 11/09/2011).

In the opinion of SCO, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please send an email to SCOBids@sco.ca.gov by the Written Questions Submittal Deadline in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

Please note that no verbal information given will be binding upon SCO unless such information is issued in writing as an official addendum.

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx 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 http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf mailto:SCOBids@sco.ca.gov

State Controller's Office IFB Number EADM90225

TABLE OF CONTENTS

A. Purpose and Description of Services B. Bidder Minimum Qualifications C. Bid Requirements and Information

1. Key Action Dates

2. Written Questions and Answers

3. Submission of Bid

4. Evaluation and Selection

5. Award and Protest

6. Disposition of Bids

7. Agreement Execution and Performance

D. Participation, Preference, and Incentive Programs

1. Disabled Veteran Business Enterprise (DVBE) Program Participation

2. Disabled Veteran Business Enterprise (DVBE) Incentive

3. Small Business (SB) Preference Program

E. Required Attachments Attachment 1, Required Attachment Checklist Attachment 2, Bid/Bidder Certification Sheet Attachment 3, Contractor Point of Contact Attachment 4, Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205*) Attachment 5, Contractor Certification Clauses (CCC 04/2017) Attachment 6, Bidder Declaration (Written) (GSPD-05-105) Attachment 7, Secretary of State Certification of Status* Attachment 8, Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)* Attachment 9, Darfur Contracting Act Certification (DGS PD 1)* Attachment 10, California Civil Rights Laws Attachment (DGS PD 4)* Attachment 11, Generative Artificial Intelligence (GENAI) Disclosure Attachment 12, Acknowledgement of Agreement Exhibits and Insurance Requirements Attachment 13, Bidding Preferences and Incentives Attachment 14, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b) Attachment 15, Contractor/Consultant Organization Information Security Agreement (ISO-004c) Attachment 16, Cost Worksheet

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit A, Attachment 1 - Prime Contractor’s Certification – Small Business Subcontractor Report Exhibit A, Attachment 2 – Contact and Location Information Sheet Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 – Cost Worksheet Exhibit C – General Terms and Conditions (GTC 02/2025) ** Exhibit D – Special Terms and Conditions Exhibit E – Information Technology, Data, and Security

*Submit only if applicable **Incorporated by reference

A. Purpose and Description of Services

The State Controller’s Office (SCO) is seeking a contractor to provide all labor, materials, supplies, equipment, vehicles, insurance, travel, and every other item of expense necessary to perform mobile on-site witnessed confidential destruction services, as well as provide lockable bins and/or consoles for the collection of confidential materials at the following locations:

• 300 Capitol Mall, Sacramento, CA 95814

• 621 Capitol Mall, Sacramento, CA 95814

• 3301 C Street, Sacramento, CA 95816

• 10600 White Rock Rd, Rancho Cordova, CA 95670

Confidential materials will include, but not be limited to print paper, carbon paper/fax roll, and light cardboard.

See Standard Agreement, Exhibit A, Scope of Work (SOW) for a complete description of services and specifications.

Agreement Term

The term of this agreement will be for three years with the options to amend this agreement to add funds and/or adjust the frequency of services, service locations, or number of bins or consoles as deemed necessary by SCO.-The rates quoted on Attachment 16, Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by the SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to Agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to the SCO and no payment shall be made for that work.

B. Bidder Minimum Qualifications

In order to be responsive to this IFB, the following Mandatory Pass/Fail requirements must be met.

A Bid Submission that does not meet the Bidder Minimum Qualifications will be rejected.

A. Administrative Requirements:

Bidders must complete, sign, and return all Attachments, including any required supporting documentation certifications, business license, licenses, insurance acknowledgement, Secretary of State, etc.) necessary to validate the Bidder’s qualifications.

a. Complete all required Attachments listed on Attachment 1, Required Attachment Checklist.

b. Attachment 2, Bidder Certification Sheet must be signed by an individual authorized to bind the business contractually and must identify the title or position that the individual holds in the business.

1) By signing Attachment 2, Bidder Certification Sheet, the Bidder certifies that the firm meets all of the qualifications listed.

B. Location, Licenses, Permits, and Insurance Requirements:

a. The Bidder shall provide a copy of a current Certification of "AAA" with the National Association for

Information Destruction (NAID) and must be maintained throughout the term of this agreement.

b. The Bidder must provide copy of a valid California city or county business license (if applicable); or, if a corporation is located within the State of California, incorporation documents; or letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or county in which business is headquartered.

c. Bidders shall obtain, at their expense, all license(s) or permits required by law for accomplishing any work required in connection with this agreement.

d. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license or certification within 30 days’ following the expiration date. In the event the Contractor fails to keep in effect at all times all required licenses or certifications, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

C. Background Check

This agreement requires the proposed key staff performing the services of this RFP to pass a Live Scan background check. Upon notice of agreement award, SCO will provide the Contractor all necessary forms and locations for each proposed key staff to complete the background check process.

a. If proposed key staff are located in the Sacramento area, they must be fingerprinted at SCO.

b. If proposed key staff are located outside the Sacramento area, but in Northern California, they may go to a Live Scan location of their choosing.

c. If proposed key staff are located in Southern California or outside of California, they must go to a local law enforcement agency or other entity licensed to roll fingerprints to request completion of a standard FBI applicant fingerprint card (FD-258) provided by SCO and mail [i.e., United States Postal Service (USPS)] the completed forms and FD-258 back to SCO.

Background checks must be completed and passed prior to execution of the Agreement. If a Contractor’s proposed key staff does not pass the Live Scan background check process, the Contractor must replace the offered individual with a new candidate within seven business days that meets or exceeds all requirements stated in Section B, Minimum Qualifications, Item 2, Key Staff Minimum Qualifications. At SCO discretion, SCO may cancel award of the Agreement subject to failed background checks. Contractors and the proposed key staff will be held to the same background check standards as SCO employees.

The Bidder shall ensure that each proposed key staff under the Agreement are made aware of, understand, and comply with the provisions of SCO Live Scan background checks. Any additional or replacement individuals added to the Agreement will be subject to the same terms.

C. Bid Requirements and Information

1. Key Action Dates

Event Date IFB available to Prospective Bidders November 4, 2025

Written Questions Submittal Deadline November 12, 2025, by 2:00 p.m. PT* Written Questions and Answers Released November 17, 2025 Final Date for Bid Submission November 26, 2025, by 2:00 p.m. PT* Evaluation of Bid Submission** December 1 through December 3, 2025 Cost Opening December 4, 2025, at 2:00 p.m. PT* Proposed Award Date December 12, 2025 Estimated Agreement Start Date February 15, 2026

*Pacific Time (PT)

**Dates after Final Date of Bid Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

2. Written Questions and Answers

a. Bidders may submit questions for clarification of the content of this IFB to SCOBids@sco.ca.gov.

b. Questions must be submitted by the date and time specified in Section C, Bid Requirements and

Information, Item 1. Key Action Dates.

c. The subject line of the email should read, IFB EADM90225 Questions – Company Name.

d. The Bidder must reference the section and page number about which they are inquiring.

e. Written Questions and Answers will be provided without identifying the submitter. At the sole discretion of SCO, SCO may paraphrase questions for clarity.

f. Questions and Answers will be issued via an addendum to this IFB and posted to Cal eProcure.

3. Submission of Bid

a. Bidders must submit their bids in PDF to SCOBids@sco.ca.gov by the date and time specified in Section C, Bid Requirements and Information, Item 1. Key Action Dates. All bids must be submitted in at least two separate emails. Subject line must include the IFB number, Title, and be marked Bid or Cost.

1) Email #1 (Bid) must include the Bidder’s submission in PDF format with the subject line identifying the submission as BID—Company Name. Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this IFB.

2) Email #2 (Attachment 16, Cost Worksheet) must include the Bidder’s cost in PDF format with the subject line identifying the submission as COST—DO NOT OPEN. The Cost email shall remain unopened and separate from the sealed bid email until the public cost opening.

3) Email Requirements:

a) Bidders shall ensure that emails do not exceed a file size of 20 megabytes.

b) Bidders shall ensure that emails do not contain scripts, executable files, password protections, or macros, which may make their emails undeliverable.

c) Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Bids containing links to external sources will be rejected.

d) If email #1, identified as BID, should exceed acceptable file size, the Bidder shall split the email into multiple emails to ensure delivery.

e) Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f) An automatic reply from SCObids@sco.ca.gov confirms receipt of bidders’ emails.

Automatic replies only confirm receipt of emails and do not assess bidders’ responsiveness to the IFB requirements in the email content or in any attachments therein.

g) LATE BID SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

b. Bids not submitted in two separate emails and marked as indicated may be rejected.

c. If the Bid is made under a fictitious name or business title, the actual legal name of the Bidder must be provided.

d. All bids shall include the documents identified in Attachment 1, Required Attachment Checklist. Bids not including the proper required attachments may be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

e. It is the Bidder’s responsibility to provide all necessary information for SCO to evaluate the Bid, verify requested information, and determine the Bidder’s ability to perform the services defined in the Agreement, Exhibit A, Scope of Work, Exhibit A through Exhibit D.

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

g. 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.

h. SCO may reject any or all bids. 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.

i. SCO may waive an immaterial deviation in a bid. SCO 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.

j. 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.

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

l. A bidder may modify a bid after its submission or withdraw its bid by submitting a written withdrawal request to SCO, signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission. A bidder’s modification offered in any other manner, oral or written, will not be considered. Bids may not be withdrawn without cause subsequent to the Final Date for Bid Submission.

mailto:SCObids@sco.ca.gov

m. A bidder may withdraw its bid by submitting a written withdrawal request to SCO, signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission.

n. SCO may modify the IFB prior to the Final Date for Bid Submission by issuing an addendum that shall be posted to Cal eProcure.

o. SCO reserves the right to reject all bids. SCO is not required to award an agreement.

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

q. SCO does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable.

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

4. Evaluation and Selection

a. During Evaluation of Bids, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b. SCO will evaluate each bid to determine its responsiveness to the published requirements.

c. Bids that contain false or misleading statements that do not support an attribute or condition claimed by the Bidder, may be rejected.

d. The Cost Opening will occur via Microsoft Teams per IFB Section C. Bid Requirements and

Information, Section 1. Key Action Dates. All bidders will be sent an invite to attend via the contacts listed on Attachment 3, Contractor Point of Contact in the Bid submission.

e. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 3, Contractor Point of Contact, please email request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

f. Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link no later than the morning of the Cost Opening identified in Section C, Bid Requirements and Information, Item 1. Key Action Dates.

g. Award of an agreement resulting from this IFB will be based on lowest total cost.

h. In the event of a precise tie, if Government Code (GC) Section 14838(f) does not apply to the

Bidders, a witnessed coin toss will be conducted by the Procurement Official. If a coin toss is needed, the Procurement Official will schedule and arrange for the coin toss and non-partisan witnesses, notifying the participating bidders of the outcome of the coin toss.

5. Award and Protest

a. 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 by email, overnight courier, or personal delivery five working days prior to the award of the Agreement.

b. If requested in writing by any bidder who has submitted a bid a notice of the proposed award shall be posted in a place accessible by the general public on the California State Contracts Register, Cal eProcure Event page: https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx for five working days prior to awarding the Agreement. If SCO is awarding to the lowest responsible bidder, and no requests have been made to publicly post a letter of intent, the SCO may award the contract without delay.

c. If any bidder, prior to the award of agreement, files a written protest with SCO and the Department of General Services (DGS), Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, 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 DGS has decided the matter. It is suggested that you submit any protest by certified or registered mail.

d. Within five days after filing the protest, the protesting bidder shall file with the DGS, Office of Legal

Services and the SCO, a detailed written statement specifying the grounds for the protest with DGS, OLS, and SCO. The written protest must be sent to DGS, OS, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO, at SCOBids@sco.ca.gov, Attention: Contracts Office.

6. Disposition of Bids

a. Upon bid opening, all documents submitted in response to this IFB will become the property of the

State of California and will be regarded as public records under the California Public Records Act Government Code (GC) Section 6250 et seq. and subject to review by the public.

7. Agreement Execution and Performance

a. Service shall start on the express date set by SCO 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, SCO - upon five days’ written notice to the Contractor - reserves the right to terminate the Agreement. In addition, the Contractor shall be liable to SCO for the difference between contractor's bid price and the actual cost of performing work by the second lowest bidder, or by another contractor.

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

Agreement.

D. Participation, Preference, and Incentive Programs

The Preference and Incentive Programs listed below may be combined but will not exceed a combined total of 15 percent of the Bid amount or $100,000 per bid, whichever is less. No bid price will be reduced by more than $100,000, and all preference and incentive cost adjustments are for bid evaluation purposes only and do not alter the actual cost offered by the Bidder.

A Small Business (SB)/Microbusiness (MB) and a Disabled Veteran Business Enterprise (DVBE) must have current and valid certification through DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. Pacific Time (PT) on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website at. https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise.

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

In compliance with GC Section 14837 and Military & Veterans Code (M&VC) Section 999, certified SB/MB and DVBE contractors must perform a commercially useful function (CUF). A Contractor, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation.

At the SCO’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the bid.

1. Disabled Veteran Business Enterprise (DVBE) Program Participation

a. The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

b. Each listed certified DVBE must have current and valid certification through DGS OSDS.

Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. PT on the Final Date for Proposal Submission and OSDS must be able to approve the application as submitted.

2. Disabled Veteran Business Enterprise (DVBE) Incentive

a. Firms that are DVBEs or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid, not to exceed five percent.

The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible bidders proposing DVBE participation.

b. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBC

A257A3ED083F3DBB85ECEEB37013CBCF0545C

c. The incentive shall be applied as follows:

DVBE Participation Level Incentive Applied

3.01 – 3.49% 1%

3.5 – 3.99% 2%

4.0 – 4.49% 3%

4.5 – 4.99% 4%

5.0 OR MORE 5%

d. The incentive is subject to a minimum of one percent and a maximum of five percent. Bids with DVBE participation of more than five percent will be calculated with a five percent incentive.

e. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

f. The required list of California certified DVBE subcontracts must be provided on Attachment 6, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C

g. The Bidder must submit Attachment 8, Disabled Veterans Business Enterprise (DVBE) Declarations

(DGS PD 843), signed by the DVBE owner/manager.

h. When the awarded contractor has a certified DVBE perform an element of work for the Agreement, the awarded contractor shall complete and submit to SCO a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817) within 60 days of expiration of the Agreement.

4. Small Business Participation Requirement

a. In accordance with Government Code (GC) Section 14835 et seq. and California Code of

Regulations Section 1896.5 agencies may set a Small Business (SB), including Micro Business (MB), agreement participation requirement.

b. This solicitation requires a minimum 25 percent SB participation.

c. Each listed certified SB/MB must perform a Commercially Useful Function in the performance of the

Contract as defined in GC Section 14837(d)(4).

d. The required list of California certified SB/MB subcontractors must be provided on Attachment 6, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

e. The awarded contractor shall complete and submit biannual Prime Contractor’s Certification –

Small Business Subcontractor Report on SB subcontractor utilization to the SCO Contract Manager. At a minimum, the report includes:

1) Amount paid to each SB Subcontractor for the reporting period.

3. Small Business (SB) Preference Program

a. Current law encourages state departments to first consider a SB/MB Enterprise for contracting opportunities. SCO is committed to supporting SB/MB participation in state contracting and seeks to use certified SBs/MBs whenever possible.

b. Section 14835, et seq., of the California Government Code requires that a five percent preference be given to bidders who certify as a SB/MB. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

c. The SB/MB Preference may not exceed $50,000 for any bid. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

4. Ties between Certified SB/MB and DVBE Businesses

Per GC 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

E. Required Attachments

This bid package requires completion of all Attachments referenced on the required Attachment 1, Required Attachment Checklist. Exclusion of any required attachments may result in bidder’s disqualification.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST

Bidder’s Name: ___________________________________________________ (Please print clearly or type)

A complete bid or bid package will consist of the items identified below.

Complete, sign, and date this checklist to confirm the items in your bid. Please initial in the Submitted to SCO box next to each item that you are submitting to SCO. For your bid to be responsive, all required attachments must be returned. Further review is subject to SCO discretion. This checklist must be signed and returned with your bid submission.

Requirement Description Submitted to SCO Attachment 1 Required Attachment Checklist Attachment 2 Bidder Certification Sheet Attachment 3 Contractor Point of Contact Attachment 4 Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205*) Attachment 5 Contractor Certification Clauses (CCC 04/2017) Attachment 6 Bidder Declaration (Written) (GSPD-05-105) Attachment 7 Secretary of State Certification of Status*

Attachment 8 Disabled Veteran Business Enterprise (DVBE) Declarations

(DGS PD 843)*

Attachment 9 Darfur Contracting Act Certification (DGS PD 1) * Attachment 10 California Civil Rights Laws Attachment (DGS PD 4)* Attachment 11 Generative Artificial Intelligence (GenAI) Disclosure Attachment 12 Acknowledgement of Agreement Exhibits and Insurance Requirements Attachment 13 Bidding Preferences and Incentives Attachment 14 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement

(ISO-004b)

Attachment 15 Contractor/Consultant Organization Information Security Agreement (ISO-004c) Attachment 16 Cost Worksheet (Submit in a separate email)

Additional Requirement

Copy of valid California city or county business license (if applicable); or an affidavit that the business is in good standing with the state, province, or country in which business is headquartered

Additional Requirement California Certified SB/MB and/or DVBE Certification (provide copy)

Additional Requirement

Copy of Certification of "AAA" with the National Association for Information Destruction (NAID)

*Submit only if applicable.

Authorized Signature and Title Date

ATTACHMENT 2

BID/BIDDER CERTIFICATION SHEET

Bidder’s Name: _____________________________________________________ Please print clearly or type.

Complete and return this attachment with the bid submission. An individual authorized to bind the bidding firm contractually shall sign Attachment 2, Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned Bidder Certification Sheet may be rejected.

A. Our all-inclusive bid is submitted as detailed in Attachment 16, Cost Worksheet.

B. All required attachments are included with this certification sheet and the Bid submission.

C. Our firm that has been in business at least three years within the last five years performing the type of services as those outlined in this IFB for other private, state, or governmental agencies on an on-going basis.

D. 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.

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. 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 certification number 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

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.

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, 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

CONTRACTOR POINT OF CONTACT

Bidder’s Name: ________________________________________________________

The contact person regarding this IFB is:

Name & Title:

Address:

Phone Number:

Fax Number:

Cell Phone Number:

(optional)

E-Mail:

If awarded a contract, the Project Coordinator for services will be:

Address:

Phone Number: Fax Number:

Cell Phone

If awarded a contract, direct all contract inquiries to:

Phone Number: Fax Number:

Cell Phone

If awarded a contract, the name of the company officer authorized to sign the contract is:

ATTACHMENT 4

PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (STD 205*)

Payee Data Record (STD 204) is required and must be submitted.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

*Only use Payee Data Record Supplement (STD 205) to provide a remittance address if different from the mailing address for information returns, or to make subsequent changes to the remittance address https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 5

CONTRACTOR CERTIFICATION CLAUSES (CCC 04/2017)

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC- 042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE

ATTACHMENT 6

BIDDER DECLARATION (WRITTEN) (GSPD-05-105)

All bidders must complete the Bidder Declaration (Written) GSPD-05-105 and include it with the Bid Submission. When completing the declaration, bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an agreement are obligated contractually to use the subcontractors for the corresponding work identified unless SCO agrees to a substitution, and it is incorporated by amendment to the Agreement.

http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 7

SECRETARY OF STATE CERTIFICATION OF STATUS*

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP). Required document(s) may be obtained at the following website:

https://bizfileonline.sos.ca.gov/search/business

ATTACHMENT 8

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (DGS PD 843)*

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

ATTACHMENT 9

DARFUR CONTRACTING ACT CERTIFICATION (DGS PD 1) *

http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://bizfileonline.sos.ca.gov/search/business https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

ATTACHMENT 10

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)*

California Civil Rights Laws Certification is required if your bid is $100,000.00 or more.

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf

*Submit only if applicable

NOTE: The fill and print forms are available at the links provided. Please email SCOBids@sco.ca.gov if you are unable to access the links provided. Attachments 4-6 must be submitted with the Bid.

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf

ATTACHMENT 11

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

"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."

Bidder / Offeror must check the appropriate box from the choices below.

☐ Generative Artificial Intelligence (GenAI) will be used while providing services during the term of this agreement and may materially impact (check all that apply):

☐ Functionality of the system ☐ Risk to the State ☐ Contract performance

☐ Generative Artificial Intelligence (GenAI) will not be used while providing services during the term of this agreement.

Name of Bidder / Offeror:

Signature and Date:

ATTACHMENT 12

ACKNOWLEDGEMENT OF AGREEMENT EXHIBITS AND INSURANCE REQUIREMENTS

Bidder’s Name: _____________________________________________________ Please print clearly or type.

Complete and return a signed copy of this attachment with the IFB response.

Exhibit Name Exhibit A, Scope of Work Exhibit A, Attachment 1, Prime Contractor’s Certification – Small Business Subcontractor Report Exhibit A, Attachment 2, Contact and Location Information Sheet Exhibit B, Budget Detail and Payment Provisions Exhibit B, Attachment 1, Cost Worksheet Exhibit C, General Terms and Conditions (GTC 02/2025) * Exhibit D, Special Terms and Conditions

*Incorporated by reference

I certify that we have received, reviewed, and accept all requirements in this IFB and Exhibits and can meet the insurance requirements identified in the Standard Agreement, Exhibit D, Special Terms and Conditions.

The insurance requirements and certificate(s) of coverage must be provided within 10 days of receipt of notice of award.

Authorized Signature Date

Name of Bidder

Name and Title (Please Print)

ATTACHMENT 13

BIDDING PREFERENCES AND INCENTIVES

Bidder must check the appropriate box for each of the items listed below.

1. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE:

☐ I am a DGS certified DVBE. A copy of my California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843) form is attached.

☐ I am not a DGS certified DVBE, but three percent or more of the revenue will be going to a DGS certified DVBE subcontractor(s) performing a commercially useful function, and therefore, I am claiming the DVBE incentive.

Bidder must submit a complete Attachment 6, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified DVBE subcontractor. Bidder must also submit Attachment 8, California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843), for each DVBE subcontractor, signed by the DVBE owner/manager.

☐ I am not claiming the DVBE incentive.

2. SMALL BUSINESS (SB) PREFERENCE:

☐ I am a Department of General Services (DGS) certified SB and claim the SB Preference.

My DGS SB certification number is: _________________

☐ I am not a DGS certified SB, but 25 percent or more of the revenue from the award will go to a DGS certified SB subcontractor performing a Commercially Useful Function; and therefore, I qualify for the SB Requirement.

Bidder must submit a complete Attachment 6, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified SB subcontractor.

☐ I am not claiming the DGS SB Preference.

State of California-Controller's Office INFORMATION SECURITY OFFICE 300 Capitol Mall, Suite 603 Sacramento, CA 95814

CONTRACTOR / CONSUL TANT CONFIDENTIALITY

AND NON-DISCLOSURE ACKNOWLEDGEMENT Form Contact Info. Ph: (916) 445-1720 Email: infosec@sco.ca.gov ISO-004b (Rev. 02/15)

I Section 1 - Contractor Information Contractor I Consultant Organization Name Date of Request

Contractor I Consultant Name (First M.I. Last) Work Phone

Title Work Email Address

I Section 2 - Agreement

As a contractor or consultant of the California State Controller's Office (SCO) you may have access to financial, statistical, personal, or technical information classified as confidential or sensitive by the SCO. In addition you may be authorized access to data processing resources that are created, maintained, or used within the SCO and must be protected. This confidentiality and non-disclosure agreement between you and the SCO is to protect the information assets that may be disclosed to you by the SCO. This Agreement shall be construed under the laws of the State of California.

By signing below I acknowledge that:

1. I will access or use SCO information assets only when relevant and necessary in the ordinary course of performing my authorized official duties conducted on behalf of the organization referenced in this document. I further understand that unauthorized access, attempted access or illegal use of any computer systems, information asset, and/or information of the State of California may be a public offense punishable under Section 502 of the California Penal Code;

2. I will not disclose SCO information classified as confidential or sensitive unless authorized to do so by the SCO;

3. I will immediately notify the SCO Information Security Office; SCO Information Systems Division; and the appropriate SCO contract I agreement administrator of any violation of SCO administrative policy or information security standards; or violation of requirements, terms, or conditions of this agreement; and any actual or suspected information security incidents;.

4. I will not disclose, change, modify, delete, or circumvent any SCO required authentication and authorization process without the approval of authorized SCO personnel;

5. I will not change, modify, remove, or circumvent any SCO required security controls or protocols without written approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee;

6. I will ensure that all data processing resources (i.e., PCs, notebooks, laptops, servers, USB and flash drives, etc.) and other equipment (i.e., cellular phones, personal digital assistants (PDAs), audio or image recorders, etc.) I bring into SCO owned or leased facilities are approved by the SCO, and meet SCO information technology and information security acceptable use standards, and SCO Information Security Policy;

7. I shall only utilize and access SCO managed electronic mail and Internet access services while utilizing SCO provided data processing resources or networks. I will not connect to, or access, any non-SCO managed resource or service from within the SCO network or via any SCO data process resource without the approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee; and,

8. I will comply with all applicable SCO administrative, technical, and information security policies and standards.

I have read and understand the responsibilities stated above and will comply with the SCO administrative and information security requirements and standards listed on this form. I acknowledge and agree to use SCO information assets in accordance with the terms outlined in this form. I understand that failure to comply with these responsibilities may result in immediate cancellation of authorization to use SCO information assets or disciplinary action in accordance with applicable laws and regulations or civil and criminal prosecution in accordance with applicable statutes.

By signing this form, I acknowledge that I have read, understand and agree to its contents and realize the penalties for non-compliance with its terms.

Section 3 - Approval Signature Legal Signature Date

Return completed acknowledgement to the SCO Information Security Office, 300 Capitol Mall, Suite 603, Sacramento, CA 95814

I

I

ATTACHMENT 15

ATTACHMENT 15

ATTACHMENT 16

COST WORKSHEET

Bidder’s Name: ___________________________________________________

This Attachment must be submitted in a separate email as indicated in Section C.3.a.

The Bidder’s quote response to Attachment 16, Cost Worksheet, is to be submitted on the provided Microsoft (MS) Excel Workbook Document. Bidders shall not modify the document.

Note: The Cost Worksheet (MS Excel) has four sheets labeled as follows:

• Year 1 Cost

• Year 2 Cost

• Year 3 Cost

• Cost Summary

Instructions:

Bidders are to enter their cost under the “Rate Per Lbs.” column on each year’s cost worksheet. The cost will automatically calculate the “Cost Per Service” column after the dollar amount has been entered in the “Annual Cost” column. Each year’s cost worksheet is on a separate worksheet in tabs labeled “Year 1 Cost”, “Year 2 Cost” and “Year 3 Cost”. The total cost of each Year (Years 1-3) from each year’s cost worksheet will automatically calculate on the Cost Summary worksheet.

State Controller’s Office IFB Number CADM90225

Exhibit A

SCOPE OF WORK

1. Description of Services

The Contractor shall provide all labor, materials, supplies, equipment, vehicles, insurance, travel, and every other item of expense necessary to perform mobile on-site witnessed confidential destruction services, as well as provide lockable bins and/or consoles for the collection of confidential materials, for the State Controller’s Office (SCO) at the following locations:

• 300 Capitol Mall, Sacramento, CA 95814

• 621 Capitol Mall, Sacramento, CA 95814

• 3301 C Street, Sacramento, CA 95816

• 10600 White Rock Rd, Rancho Cordova, CA 95670

Confidential…