IFB_P2675012__Sample_Agreement.pdf

STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES

STANDARD AGREEMENT

STD 213 (Rev. 04/2020)

AGREEMENT NUMBER

P2675012 (SAMPLE)

PURCHASING AUTHORITY NUMBER (If Applicable)

SCO ID: 3600-P2675012 (SAMPLE)

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME

California Department of Fish andWildlife

CONTRACTOR NAME

To Be Determined (TBD)

2. The term of this Agreement is:

START DATE

December 1, 2026

THROUGH END DATE

November 30, 2029

3. The maximum amount of this Agreement is:

To Be Determined (TBD)

4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.

Exhibits Title Pages

Exhibit A Scope of Work 8

Exhibit B Budget Detail and Payment Provisions 4

Exhibit C* General Terms and Conditions (GTC 02/2025) *

Exhibit D Additional Provisions 10

Items shownwith an asterisk (*), are hereby incorporated by reference andmadepart of this agreement as if attachedhereto.

These documents can be viewed at https://www.dgs.ca.gov/OLS/Resources

INWITNESSWHEREOF, THIS AGREEMENTHASBEEN EXECUTEDBY THE PARTIES HERETO.

CONTRACTOR

CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)

TBD

CONTRACTOR BUSINESS ADDRESS

TBD

CITY

TBD

STATE

TBD

ZIP

TBD

PRINTED NAME OF PERSON SIGNING

TBD

TITLE

TBD

CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED

STATE OF CALIFORNIA

CONTRACTING AGENCY NAME

California Department of Fish andWildlife

CONTRACTING AGENCY ADDRESS

P.O. Box 944209

CITY

Sacramento

STATE

CA

ZIP

94244

PRINTED NAME OF PERSON SIGNING

AmyMowrer

TITLE

Branch Chief, Business Management Branch

CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED

CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable) SCM Volume 1 Section 4.04(A)(2)

California Department of Fish and Wildlife Agreement Number: P2675012 Exhibit A – Scope of Work Contractor: TBD

(Version 05/2024)

1. Introduction of Services

The Contractor agrees to provide to the California Department of Fish and Wildlife (CDFW) calibration and service of analytical balances, weights, thermometers, temperature monitoring devices, and adjustable pipettors in accordance with the specifications, terms, and conditions contained herein.

2. Location of Services

The services will be performed at the following locations*:

Contractor’s Business Location: TBD

Water Pollution Control Laboratory (WPCL) 2005 Nimbus Road Rancho Cordova, CA 957670 Sacramento County

Petroleum Chemistry Laboratory (PCL) 1995 Nimbus Road Rancho Cordova, CA 95670 Sacramento County

*Balance calibration must be performed onsite at the CDFW Laboratories. All other services may be performed at the CDFW Laboratories or at the Contractor’s business location.

3. Service Schedule

The services will be provided between standard business hours, except on holidays. The Contractor will be required to obtain agreement, in writing, from the CDFW Contract Manager for any changes to the service schedule.

4. Project Officials

CDFW Project Officials Contractor Project Officials

Contract Manager Project Director Name: Christine Askari Name: TBD Phone: (916)358-2840 Phone:

Email: christine.askari@wildlife.ca.gov Email:

Address: 2005 Nimbus Road Address:

Rancho Cordova, CA 95670

Direct all inquiries to: Direct all inquiries to:

CDFW – OSPR

Name: Kendell Craycraft Name: Same as above Address: P.O. Box 944209 Address:

Sacramento, Ca 94244-2090 Phone: (916) 215-3373 Phone:

Email: kendell.craycraft@wildlife.ca.gov Email:

Either party may make changes to the Project Officials by giving written notice to the other party. Said changes will not require an amendment to this Agreement.

5. Scope of Work

A. Background and Objectives

The CDFW Office of Spill Prevention and Response (OSPR) Laboratory Program (OLP) is certified by the State Water Resources Control Board Environmental Lab Accreditation Program (ELAP). This certification process requires the OLP to obtain independent certification of all analytical balances, weights, thermometers, and pipettors.

B. Work to be Performed

1. The Contractor will provide the following services:

a) Task 1: Inspection, maintenance, repair, verification, calibration, and certification of analytical balances.

i. The Contractor will inspect, service, adjust, calibrate, and annually certify nine

(9) analytical balances in accordance with the specifications below.

Balance Specifications:

Balances will be tested, adjusted, and calibrated to meet the original manufacturer’s accuracy and repeatability specifications using National Institute of Standards and Technology (NIST) traceable standards (or National Metrology Institute). A minimum of three (3) weights (not including zero) that encompasses the range of the balance must be used for verification and certification. At a minimum, the certificate of balance calibration must meet ISO 17025 requirements and include:

• Balance ID

• Balance manufacturer, model number, serial number

• Environmental test conditions

• Standards used

• Standards ID

• Standards expiry

• Date of calibration

• Calibration due date

• Testing data

• Pass, fail, within tolerance

• Approval signatures

ii. Objectives and Deliverables:

• Nine (9) analytical balances will be inspected, serviced, adjusted, calibrated, and certified annually.

• Services will be performed on-site at the WPCL and PCL.

• The Contractor will affix a label identifying the equipment, date of service, date of expiry, Contractor name, and technician initials.

• The Contractor will provide certificates of calibration which meet ISO 17025 requirements.

b) Task 2: Inspection, maintenance, repair, verification, and certification of calibration weights.

i. The Contractor will inspect, clean, adjust and annually certify at least one (1) and up to three (3) weight sets comprised of up to seventeen (17) individual weights. The Contractor will inspect, clean, adjust and certify one (1) Class 1 weight set, designated by the CDFW Contract Manager as Quality Assurance (QA) Reference, which includes twenty-two (22) individual weights. This QA Reference set will be certified every five (5) years (certification will happen once during the term of this agreement). All adjustments and certifications will be in accordance with the specifications below.

Weight Set Maintenance and Calibration Specifications:

Weight sets will be tested with reference standards traceable to the National Institute of Standards and Technology or National Metrology Institute through an unbroken chain of comparison having stated uncertainties. At a minimum, the certificate must meet ISO 17025 requirements.

• Nominal mass

• ID and/or serial number

• Tested mass (i.e. found and adjusted)

• Correction (i.e. found and adjusted)

• Pass/Fail

• Uncertainty, reported with units of measure

• Certification tracking number

• Calibration date

• Re-calibration dates

• Reference weight set identification

• Reference weight set expiry

• Environmental conditions

• Approval signatures

• At least one (1), and up to three (3) weight sets comprised of up to seventeen (17) individual weights will be inspected, cleaned, adjusted, and certified annually.

• One (1) Class 1 weight set designated by the Contract Manager as “QA Reference” will be inspected, cleaned, adjusted, and certified every five (5) years. The reference set includes twenty-two (22) individual weights.

• Service may be performed at the Contractor’s facilities at the Contractor’s discretion.

• The Contractor will affix a label identifying the equipment, date of service, date of expiry, Contractor name, and technician initials. Weight sets identified by CDFW as the QA Reference set will be labeled with expiry five (5) years from the date of Contractor calibration.

• The Contractor will provide certificates which meet ISO 17025 requirements.

c) Task 3: Inspection, maintenance, repair, verification, calibration, and certification on single channel adjustable volume, air-displacement, manual

i. The Contractor will clean, service, and calibrate twenty (20) adjustable volume manual pipettors annually to manufacturer’s specifications.

Adjustable Volume, Air-Displacement, Manual Pipettor’s Specifications:

Twenty (20) adjustable volume manual pipettors will be calibrated in accordance with ISO 8566(6):2002 or ASTM E1154:89(08). A report on calibration and certification will be provided for all pipettors. The pipettors are to be serviced by the Contractor in two (2) groups of up to twelve (12) pipettes each.

• Twenty (20) adjustable volume manual pipettors will be cleaned, serviced, and calibrated to manufacturer’s specifications annually.

• Service may be performed at the Contractor’s facilities at the Contractor’s discretion.

• The Contractor will affix a label identifying the equipment, date of service, date of expiry, Contractor name, and technician initials.

• The Contractor will provide a report of calibration and certification for all

d) Task 4: Verification and certification of laboratory mercury reference thermometers and inspection, maintenance, repair, verification, calibration, and certification of temperature measuring devices.

i. The Contractor will inspect, clean and certify one (1) mercury thermometer designated by the Contract Manager as “QA Reference” every five (5) years (certification will happen once during the term of this agreement). The Contractor will inspect, service, adjust, calibrate, and semiannually certify up to three (3) infrared temperature measurement guns (“IR guns”) and annually certify one (1) digital thermometer. The Contractor will inspect, service, adjust, calibrate, and certify one (1) IR gun designated as “QA Reference” every year. The Contractor will inspect, service, adjust, calibrate, and certify one (1) thermocouple temperature measuring meter designated as “QA Reference” every five (5) years (certification will happen once during the term of this agreement).

Thermometers, IR Guns, Digital Thermometers, and Thermocouple Thermometer’s Specifications:

• One (1) certified mercury thermometer identified as QA Reference.

Precise measurement, Celsius scale, will be certified at 5˚C, 50˚C, and 110˚C.

• Three (3) IR guns, Celsius scale, will be certified at -10˚C, 5 ˚C, and 50˚ C individually serialized.

• One (1) IR gun identified as QA Reference, Celsius scale, will be certified at -10˚C, 5 ˚C, and 400˚ C individually serialized.

• One (1) digital thermometer will be certified at -30˚C and 30˚C.

• One (1) handheld thermocouple thermometer identified as QA Reference will be certified at -40˚C, 5 ˚C, 50 ˚C, 150 ˚C, and 400˚C.

• One (1) mercury thermometer designated by the Contract Manager as “QA Reference” will be inspected, cleaned, and certified every five (5) years.

• Up to three (3) IR guns and one (1) digital thermometer will be inspected, serviced, adjusted, calibrated, and certified semi-annually.

• One (1) IR gun designated as “QA Reference” will be inspected, serviced, adjusted, calibrated, and certified annually.

• One (1) thermocouple temperature measuring meter designated as “QA Reference” will be inspected, serviced, adjusted, calibrated, and certified every five (5) years.

• Service may be performed at the Contractor’s facilities at the Contractor’s discretion.

• The Contractor will affix a label identifying the equipment, date of service, date of expiry, Contractor name, and technician initials.

• The Contractor will provide a report of calibration and certification for all thermometers and temperature measuring devices that meet ISO 17025 requirements.

The Contract Manager must be contacted for approval of any repairs or disposition of equipment that fails to meet specifications.

Table of Specifications:

Item Quantity QA Reference Frequency Calibration Points

Balances ≤9 No Annually Minimum 3

Weight Set 3 sets of ≤17individual weights.

No Annually, 1 of the 3 sets each year

All individual weights in set

Class 1 Weight Set

1 set of 22 individual weights.

Yes Every 5 years All individual weights in set

Mercury Thermometer

1 Yes Every 5 years 5°C, 50°C, and110°C

Thermocouple Thermometer

1 Yes Every 5 years -40°C, 5°C, 50°C, 150°C, and 400°C

Infrared Temperature Gun

1 Yes Annually -10°C, 5°C, and 400°C

Infrared Temperature Gun

3 No Semiannually -10°C, 5°C, and 50°C

Digital Thermometer

1 No Annually -30°C and 30°C

Air Displacement Adjustable Manual Pipettors

20 No Annually 3 volumes over the range of the unit

C. Reports

The Contractor will provide a report of certification that meets the requirements of ISO 17025 and provides an unbroken chain of comparisons with stated uncertainties to NIST standards, for each piece of equipment, weight, or weight set that is serviced and/or calibrated. Calibrations, verifications, and other measurements made by the Contractor must be traceable to the International System of Units (SI). The actual readings of the test object vs. the NIST-traceable standard must be included in the final report. Final results reported for each piece of equipment or weight set serviced must be certified. Uncertainties, necessary adjustments, pass/fail, or correction factors must be clearly defined on the report of certification for the affected piece of equipment.

Calibration and service certificates will be submitted to the Contract Manager no later than twenty-eight (28) business days from completion of services.

D. Schedule of Completion Dates

Activity Anticipated Due Date*

Task 1 Annually

Task 2 Annually

Task 2 – QA Reference Every 5 years, TBD

Upon approval

Task 3 Annually

Task 4 Annually and/or Semi-

Annually

Task 4 – QA Reference Every 5 years, TBD

Upon approval and/or Annually

*Changes to due dates must be agreed upon in writing by the Contractor and CDFW Contract Manager. Due dates must fall within the term of the contract.

6. Contractor Minimum Qualifications/Requirements

The Contractor and any facilities designated by the Contractor must possess and maintain, for the full term of this agreement, accreditation as a metrology laboratory by one of the following:

• International Organization for Standardization/International Electrotechnical Commission (ISO/IEC) 17025.

• National Institutes of Standards and Technology (NIST) National Voluntary Laboratory Accreditation Program (NVLAP).

• Or, other European Union (EU) or United States (US)-based accreditation program for metrological services.

7. Insurance Requirements

The Contractor will be required to maintain the following insurance coverage throughout the duration of this agreement and must supply proof of coverage upon request by CDFW.

Insurance must be in accordance with the Exhibit D CDFW Additional Provisions.

A. Commercial General Liability (limits not less than $1,000,000 per occurrence with a $2,000,000 annual policy aggregate).

B. Automobile Liability (limits not less than $1,000,000 combined single limit per accident).

C. Workers Compensation and Employers Liability (limits of $1,000,000 are required.

The waiver of subrogation endorsement must also be provided).

The above policies must each be endorsed to include “the State of California, its officers, agents and employees as additional insured but only with respect to work performed under the Contract”.

Exhibit B – Budget Detail and Payment Provisions <Insert Contractor Name>. Contractor: TBD

(Version 01/2024)

1. INVOICING AND PAYMENT

A. For services satisfactorily rendered, and upon receipt and approval of the invoice(s), the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein.

B. The Contractor will be paid no more frequently than quarterly, in arrears, upon submission of an invoice, which properly details all charges, expenses, direct and indirect costs. Invoices must be submitted to:

Contract Manager: Christine Askari

CDFW Region / Division: CDFW-Office of Spill Prevention & Response— Laboratory Program

Email: Christine.askari@wildlife.ca.gov

C. The invoice will be forwarded to the California Department of Fish and Wildlife

(CDFW) Accounting Claims Section by the CDFW Contract Manager. Payment of any invoice will be made only after receipt of a complete, supported, documented, and accurately addressed invoice. All invoices must be approved by the Contract Manager.

D. The invoice must contain the following information:

1. The word “Invoice” in a prominent location at the top of the page(s)

2. Printed name of the Contractor

3. Business address of the Contractor including P.O. Box, City, State, and Zip Code

4. Name of the CDFW Region/Division being billed (see section 1.B. above)

5. The date of the invoice and the time period covered

6. The agreement number upon which the claim is based

7. An itemized account of the services for which the CDFW is being billed. Include all of the following:

a. The time period covered by the invoice, i.e., the term “from” and “to”

b. A description of the services performed

c. The method of computing the amount due based on a line item budget/cost reimbursement method. Payments will be made by the State to the Contractor, in arrears, upon receipt of an itemized invoice showing the time period covered and the work items accomplished. The invoice must be itemized using the categories and following the format of the attached budget.

d. The total amount due. This should be in a prominent location in the lower right-hand portion of the last page and clearly distinguished from other figures or computations appearing on the invoice; the total amount due must include all costs incurred by the Contractor under the terms of this agreement; and

e. The original or verified electronic signature of the Contractor (not required of established firms or entities using preprinted letterhead invoices).

8. The Contractor agrees to accept payment only in the form of a warrant issued by the California State Controller’s Office (SCO). No other payment method will be made in the payment of these invoices.

2. CONTRACT WRITTEN PRIOR TO APPROVAL OF THE BUDGET ACT

A. It is mutually understood between the parties that this Agreement may have been written prior to approval of the Budget Act for the mutual benefit of both parties in order to avoid program and fiscal delays.

B. This Agreement is valid and enforceable only if sufficient funds are made available by the Budget Act for the Fiscal Year(s) involved for the purposes of this program. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature and contained in the Budget Bill or any statute enacted by the Legislature which may affect the provisions, terms, or funding of this Agreement in any manner.

C. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement will be of no further force and effect. In this event, the State will have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Agreement and the Contractor will not be obligated to perform any additional provisions of this Agreement.

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

3. PROMPT PAYMENT CLAUSE

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

4. TIMELY SUBMISSION OF FINAL INVOICE

A final undisputed invoice must be submitted for payment no more than thirty (30) calendar days following the expiration or termination date of this Agreement, unless a later or alternate deadline is agreed to in writing by the Contract Manager. Said invoice should be clearly marked “Final Invoice,” thus indicating that all payment obligations of CDFW under this Agreement have ceased and that no further payments are due or outstanding.

5. BUDGET FLEXIBILITY CLAUSE

A. Subject to the prior review and approval of the Contract Manager, line item shifts of up to a cumulative maximum of $25,000 or 10% of the annual Agreement total, whichever is less, may be made over the life of the Agreement. There must be a substantial business justification for any shifts made.

B. Line item shifts may be proposed / requested by either CDFW or the Contractor in writing and must not increase or decrease the total Agreement amount allocated.

C. If the Agreement is formally amended, any line item shifts agreed to by the parties must be included in the amendment.

6. LINE ITEM BUDGET

The Contractor will provide to CDFW calibration and maintenance services in accordance with the specifications, terms, and conditions contained herein, at the unit rates noted below. Rates include all Contractor costs including but not limited to labor, shipping, transportation, taxes, travel, parking and all other expenses necessary under the performance of this contract.

The Contractor will be reimbursed for actual services rendered as requested and approved by the CDFW Contract Manager. The Contractor will be reimbursed at the unit rates identified below to a total cost that must not exceed XX Dollars and XX Cents ($TBD).

Item Quantity Price per item Item Subtotal Year 1- December 1, 2026 through November 30, 2027

Balances 9 x Weight Sets (Set has 17 weights) 1 x Pipettors 20 x Digital Thermometers 1 x QA Reference Thermocouple Thermometer 1 x QA Reference Mercury Thermometer 1 x QA Reference IR Guns 1 x IR Guns 6 x

Additional Service Calls, as needed Billable Regular Time Labor Rates (Normal Business Hours) | per hour 4 x

Parts Required Fixed per

Year $ 500.00 $ 500.00 Subtotal for Year 1

Year 2- December 1, 2027 through November 30, 2028 Balances 9 x Weight Sets (Set has 17 weights) 1 x Pipettors 20 x Digital Thermometers 1 x QA Reference Thermocouple Thermometer 1 x QA Reference Mercury Thermometer 1 x QA Reference IR Guns 1 x IR Guns 6 x

Additional Service Calls, as needed Billable Regular Time Labor Rates (Normal Business Hours) | per hour 4 x

Parts Required Fixed per

Subtotal for Year 2

Year 3- December 1, 2028 through November 30, 2029 Balances 9 x Weight Sets (Set has 17 weights) 1 x Pipettors 20 x Digital Thermometers 1 x QA Reference Thermocouple Thermometer 1 x QA Reference Mercury Thermometer 1 x QA Reference IR Guns 1 x IR Guns 6 x

Additional Service Calls, as needed Billable Regular Time Labor Rates (Normal Business Hours) | per hour 4 x

Parts Required Fixed per

Subtotal for Year 3

Agreement Total (Not to Exceed)