IFB_Package_A241013442.pdf

Gavin Newsom Governor

Nancy Ward Director

INVITATION FOR BID

Notice to Prospective Bidders

IFB #A241013442

BASIC INSPECTION OF TERMINAL (BIT) AND

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR TRAILERS AND TRUCKS

You are invited to review and respond to the California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES, Invitation for Bid (IFB) A241013442, titled BASIC INSPECTION OF TERMINAL (BIT) AND PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR TRAILERS AND TRUCKS.

In submitting your bid, you must comply with these instructions found herein.

Note that all agreements entered into with Cal OES will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at the Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language

Bidders are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission of bids is the responsibility of the bidder and cannot be overemphasized. Please ensure insurance requirements and, if applicable, prevailing wages are considered in your bid amounts.

It is the opinion of Cal OES that this IFB is complete and without need of explanation. However, if you have questions, or need any clarifying information, the contact person for this IFB is:

Megan Madueno California Governor’s Office of Emergency Services

Purchasing Division, Contracts Unit contractsunit@caloes.ca.gov

Please submit questions, including requests for hard copies of IFB documents, to the email address listed above referencing the IFB number in the subject line of the email. Note that no verbal information given will be binding upon the State unless such information is issues in writing as an official addendum. Questions via phone calls or in person are not accepted.

Any attempt by a bidder to initiate contact with any member of Cal OES staff, other than the Cal OES Contract Analyst, regarding this IFB may disqualify the Bidder from further consideration.

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 mailto:contractsunit@caloes.ca.gov

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES IFB A241013442

BIT Preventative Maintenance & Repair Services

TABLE OF CONTENTS

A. PURPOSE AND DESCRIPTION OF SERVICES

B. BIDDER MANDATORY QUALIFICATIONS

D. BID REQUIREMENT INFORMATION

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

F. PREFERENCE AND INCENTIVE PROGRAMS

G. REQUIRED ATTACHMENTS

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

ATTACHMENT 7 - GENAI DISCLOSURE & FACTSHEET

ATTACHMENT 8 - DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 9 - CERTIFICATION OF CUF COMPLIANCE FOR SUBCONTRACTORS

ATTACHMENT 10 - COST SHEET

ATTACHMENT 11 - REFERENCES

ATTACHMENT 12 - SAMPLE AGREEMENT

A. PURPOSE AND DESCRIPTION OF SERVICES

Cal OES is seeking qualified Contractors to provide BASIC INSPECTION OF TERMINAL (BIT) AND PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR TRAILERS AND TRUCKS. The contractor is responsible for meeting all of the required licenses and certifications required to perform the scope of services set forth in this solicitation.

B. BIDDER MANDATORY QUALIFICATIONS

Bidder qualifications and licensing requirements, if any, are referenced in Exhibit A, Statement of Work, Section 4.

C. SUBCONTRACTING PROVISIONS

Subcontracting Provisions, if allowable, are referenced in Exhibit A, Statement of Work, Section 13.

D. BID REQUIREMENT INFORMATION

1. KEY ACTION DATES

The following dates are set forth for informational and planning purposes only and are subject to change:

ACTION

DATE AND TIME

IFB Available to Prospective Bidders August 20, 2024

Deadline to Submit Questions August 23, 2024, received by 3:00PM

Deadline for Responses to Questions August 26, 2024

Final Date for Submission of Bid September 5, 2024, received by 11:00AM

Bid Opening September 5, 2024 at 12:00PM

Proposed Award Date September 12, 2024

Term Start Date October 1, 2024, or upon approval, whichever is later

Term End Date of Agreement September 30, 2026

2. WRITTEN QUESTIONS

Bidders are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a bid. If the language is unclear or ambiguous, it is the Bidder’s responsibility to request clarification or assistance before submitting a bid. Bidders may submit questions via email to contractsunit@caloes.ca.gov referencing the IFB number in the subject line of the email. To ensure a response, questions must be received by the date given in Key Action Dates.

Question and Answer Sets will be provided to all Bidders without identifying the submitters and will be posted as an official document.

3. SUBMISSION OF BID

a) All bids must be submitted electronically and received by Cal OES by the date and time shown in Key Action Dates.

b) Bids must be delivered by emailing contractsunit@caloes.ca.gov by the proposal submission deadline. It is up to the Bidder to ensure that electronic documents are viewable by Cal OES (provide in standard MS Office and/or Adobe formats for example).

c) Bids must bear a signature, on all documents requiring a signature, of a person authorized to bind the bidding firm.

d) It is the Bidder’s responsibility for ensuring that the bid is received by the submission deadline. Any bid received after the scheduled closing time for the receipt of bids will not be considered.

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

f) 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.

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

h) An individual who is authorized to bind the bidder contractually shall sign Attachment 2, Bid/Bidder Certification Sheet. The signature shall indicate the title or position that the individual holds in the firm. An unsigned bid will be rejected.

i) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

j) A bidder may withdraw its bid by submitting a written withdrawal request to Cal OES, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

k) Cal OES may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

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

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

n) Introduction letters, expensive bindings, colored displays, promotional materials, etc., should not be included in the bid submission. Emphasis should be concentrated on conformance to the IFB instructions, responsiveness to the IFB requirements and completeness and clarity of content.

4. REJECTION OF BID SUBMISSIONS

a) A bid submission not received by the date and time specified in Key Action Dates will be rejected.

b) The bid submission must not contain false or misleading statements or provide references which do not support an attribute or condition claimed by the Bidder.

If, in the opinion of CAL OES, such information was intended to mislead CAL OES in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid submission.

c) Deviations in the bid submission, whether or not intentional, may cause the bid submission to be non-responsive and not considered for award.

d) Unless previously approved by the State through the written questions process identified in Section 3, any material submitted by any Bidder in the final bid submission that is marked “CONFIDENTIAL” or “PROPRIETARY” may cause the entire bid submission to be deemed non-responsive and rejected.

e) Cal OES does not accept alternate contract language from a prospective

Contractor. A bid with such language will be considered a counter proposal and will be rejected. Additionally, the General Terms and Conditions are not negotiable.

f) Cal OES is not required to award a contract. Cal OES reserves the right to reject any or all bids and to waive informalities and minor irregularities in bids received and to accept all or any portion of a bid, if deemed in the best interest of the State and not contrary to law. Cal OES’ waiver of any immaterial deviation or defect will in no way modify the IFB documents or excuse the contractor from full compliance with the IFB specification, if awarded the contract.

g) 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.

5. EVALUATION AND SELECTION

a) The bid opening will be held via conference call. To receive conference call dial-in instructions contact contractsunit@caloes.ca.gov prior to opening date and time.

1) During the bid opening, Cal OES will read aloud and record the Bidder’s

Name and their Grand Total Combined Amount from the Attachment B-1, Cost Sheet.

b) The Cal OES Contract Analyst will further verify and evaluate the bid submissions as described in the IFB to determine lowest responsive responsible bidder. The further review may include, but is not limited to:

1) Validation of References;

2) Cost Sheet calculations have been verified;

3) Small Business (SB) Preferences have been evaluated, confirmed and calculated;

4) DVBE Participation Incentives have been evaluated, confirmed and calculated;

5) Largest tax delinquents eligibility confirmed;

6) Corporate standing has been verified with State of California, Secretary of

State; and

7) Commercially Useful Function (CUF) analysis

8) Verification of required documents

c) During further review, if any of the required documents are missing, incomplete, modified or contain alterations, the evaluation committee may reject the bid submission as non-responsive.

d) The documents provided by the Contractor in their bid submission enable Cal

OES to evaluate for responsiveness. Cal OES reserves the right to ask clarifying questions during evaluation.

e) Cal OES will determine the validity of references and signatory authority of winning bidder prior to awarding contract or posting Notice of Intent to Award.

f) Nothing in this section will require the awarding of the contract if no bids are received offering a contract price that, in the opinion of Cal OES, is a reasonable price.

6. AWARD AND PROTEST

a) Contract award, if made, will be awarded to the Bidder whose bid has the lowest responsive responsible submission.

b) In the event of a tie, representatives of Cal OES will flip a coin to determine the winning bidder. The coin flip will be witnessed and documented by two (2) or more Cal OES employees.

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

d) Upon written request by any bidder, notice of the proposed award shall be posted online on the Cal eProcure webpage for this solicitation at least five (5) working days prior to awarding the Agreement.

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

Department of General Services (DGS), Office of Legal Services, and OES on the grounds that the (protesting) bidder is the lowest responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or DGS has decided the matter (Public Contract Code §10345).

f) Within five (5) days after filing the initial protest, the protesting bidder shall file with

DGS and OES a detailed written statement specifying the grounds for the protest.

The written protest must be sent to the

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

A copy of the detailed written protest should be mailed to OES, Contracts Manager, 3650 Schriever Avenue, Mather, CA 95655 or emailed to

ContractsUnit@Caloes.ca.gov

It is suggested that any protest be sent certified or registered mail.

mailto:OLSProtests@dgs.ca.gov mailto:OLSProtests@dgs.ca.gov mailto:ContractsUnit@Caloes.ca.gov

7. 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 (Gov. Code § 6250 et seq.) and subject to review by the public.

8. PERFORMANCE OF SERVICE

a) Upon award of the contract, the winning Bidder must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract. This COI will identify the required insurance as indicated in the attached Sample Standard Agreement (STD 213), Exhibit D, Additional Provisions.

b) Upon award of the contract, the winning Bidder agrees to execute the contract on the State’s Standard Agreement (STD 213), including all Exhibits. The Agreement must be signed by an individual authorized to bind the firm contractually.

9. AGREEMENT EXECUTION AND PERFORMANCE

a) Performance shall start not later than ten (10) days after approval of the Contract, or on the express date set by Cal OES 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, Cal OES, upon five

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

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

10. TAX DELINQUENT STATUS VERIFICATION

a) Effective July 1, 2012, Public Contract Code 10295.4, requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

b) At the time of bid evaluation, prior to contract award and execution, the State will verify all proposing firms and identified subcontractors as not listed as tax delinquent by the Franchise Tax Board and the California Department of Tax and Fee Administration. Any proposing firms or subcontractor listed as tax delinquent shall result in a proposal rejection and will not be considered for contract award.

Proposing firms wanting further clarification can refer to the statute above or to the websites listed below for additional information.

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

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

Bidder must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder.

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder.

Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the state.

F. PREFERENCE AND INCENTIVE PROGRAMS

Preference and Incentive Programs are each identified below. When the Bidder satisfies the requirements and requests bid preferences and incentives, the Bidder must clearly identify in their bid submission for which of the programs it qualifies.

Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

California Government Code (GC) section 14835, et seq., requires a preference be given to Bidders who are California Certified Small Business (SB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

a) A 5% preference, (not to exceed $50,000) is available to a certified SB. A Bidder claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

To be considered as a certified SB, the Bidder must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for IFB Submission.

Questions regarding the certification approval process should be directed to the https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd1000.pdf&data=05%7C02%7Cflora.karami%40caloes.ca.gov%7Cc2d3b76fbcb2473a5e8208dc99ffd541%7Cebf268ae303647149f69c9fd0e9dc6b9%7C1%7C0%7C638554571300867060%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=gJs6mm1foRWD92yYeb4Dt%2Bl1V528O7ypWVmiohiVJQM%3D&reserved=0

OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division- Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran- Business-Enterprise#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

b) Non-Small Business Subcontractor Preference (if subcontracting is allowable in

Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Bidder claiming this preference must list one or more SB subcontractor(s), whom the Bidder commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this IFB shall qualify the Bidder or be used to qualify the Bidder for the SB Preference or Non-Small (NS) Business Subcontractor Preference. A certification signed under penalty perjury that the work performed by SB subcontractors serves a CUF is required from the bidder.

COMMERCIALLY USEFUL FUNCTION DEFINITION

As defined in MVC §999(B), a person or an entity is deemed to perform a "commercially useful function" if a person or entity does all of the following:

• Is responsible for the execution of a distinct element of the work of the contract.

• Carries out the obligation by actually performing, managing, or supervising the work involved.

• Performs work that is normal for its business services and functions.

• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

• Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo

A contractor, subcontractor, or supplier will not be considered to perform a “commercially useful function” if the contractor's, subcontractor's, or supplier's role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of SB or DVBE participation.

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value. The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.61 et seq.

a) DVBE PARTICIPATION REQUIREMENT

For the purposes of this solicitation, the DVBE Participation Requirement has been waived, however the DVBE Incentive still applies.

Confirmed DVBE Participation of: Incentive Amount 5% or Over 5%

4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

A Bidder is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Bidder commits to use a certified DVBE(s) as subcontractor(s) (if subcontracting is allowable in Exhibit A, Statement of Work).

The net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the number 1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses.

1) Certified DVBE Bidder incentive considerations:

i. Commit to performing 1% or more of the contract bid value with the prime bidders’ firm or in combination with another DVBE(s)

ii. Document DVBE participation on the Bidder Declaration GSPD-05-105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 8) signed by the DVBE owner/manager.

2) Non-DVBE Bidder incentive considerations:

i. Commit to using certified DVBE(s) for 1% or more of the bid value.

ii. Document DVBE participation on the Bidder Declaration GSPD-05-105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 8) signed by the DVBE owner/manager for each certified DVBE subcontractor.

3) Locating DVBE Subcontractors

i. State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov

To begin your search, click on “Small Business/Disabled Veteran Business Enterprise,” then click “Search for Certified SB/DVBE Firms.” Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at:

www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to: OSDSHelp@dgs.ca.gov

G. REQUIRED ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor Certification Clauses

4. Darfur Contracting Act Certification

5. Payee Data Record, STD 204 & STD 205

6. Bidder Declaration Sheet, GSPD-05-105

7. GenAI Disclosure & Factsheet

8. DVBE Declarations, DGS PD 843 (if applicable)

9. Certification of CUF compliance for subcontractors (if applicable)

10. Cost Sheet

11. References

12. Sample Agreement (reference only) http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

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

Company Name: _____________________________

ATTACHMENT REQUIRED ATTACHMENT NAME

Attachment 1 YES Required Attachment Checklist

Attachment 2 YES Bid/Bidder Certification Sheet

Attachment 3 YES Contractor Certification Clauses

Attachment 4 YES Darfur Contracting Act Certification

Attachment 5 YES Payee Data Record, STD 204 & STD 205

Attachment 6 YES Bidder Declaration Sheet, GSPD-05-105

Attachment 7 YES GenAI Disclosure & Factsheet

Attachment 8 YES (if applicable) DVBE Declarations, DGS PD 843

Attachment 9 YES (if applicable) Certification of CUF compliance for subcontractors

Attachment 10 YES Cost Sheet

Attachment 11 YES References

Attachment 12 NO Sample Agreement

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

BID/BIDDER CERTIFICATION SHEET

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

A. Our all-inclusive bid is submitted as detailed in Attachment 10, Cost Sheet.

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

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

1. Company Name 2. Telephone Number

2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as:

a. California Small Business b. Disabled Veteran Business Enterprise

Yes No Yes No If yes, enter your service code below: If yes, enter certification number:

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 OSDC, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3

Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office.

This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

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

10, 11, 12, 13

Must be completed. These items are self-explanatory.

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

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

A Bidder must complete the Contractor Certification Clauses located at the following internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

A Bidder must complete the Darfur Contracting Act Certification located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

A Bidder must complete the Payee Data Record and the Supplement form (as needed), located at the following internet sites:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

A Bidder must complete the Bidder Declaration, located at the following internet site:

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

When completing the declaration, if subcontracting is allowable in Exhibit A, Statement of Work, Bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract.

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

ATTACHMENT 7 - GENAI DISCLOSURE & FACTSHEET

A Bidder must complete the GenAI Reporting and Factsheet (STD 1000) located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

ATTACHMENT 8 - DVBE DECLARATIONS, DGS PD 843

A Bidder must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), located at the following internet site (if applicable):

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

ATTACHMENT 9 - CERTIFICATION OF CUF COMPLIANCE FOR SUBCONTRACTORS

A Bidder must submit a signed statement under penalty of perjury that the work performed by subcontractors is CUF compliant.

ATTACHMENT 10 - COST SHEET

Refer to Exhibit B-1 in Sample Agreement.

ATTACHMENT 11 - REFERENCES

List three (3) clients served in the past three (3) years for which the bidding firm provided similar services. List the most recent first. References should provide evidence that Contractor meets the mandatory qualifications as stated in this IFB and provides similar services as stated in SOW, Exhibit A. Cal OES cannot be used as a reference.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address

REFERENCE 3

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address

ATTACHMENT 12 - SAMPLE AGREEMENT

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this IFB. Please review it carefully and present any questions in writing to the contact identified for this IFB.

2. The term of this Agreement is:

SAMPLE

California Governor’s Office of Emergency Services Contractor Name-TBD

Agreement No. A241013442

EXHIBIT A

STATEMENT OF WORK (SOW)

BASIC INSPECTION OF TERMINAL (BIT) AND

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR TRAILERS AND TRUCKS

The California Governor’s Office of Emergency Services (Cal OES) is responsible for the coordination of overall state agency response to major disasters in support of local government. Cal OES is responsible for assuring the state’s readiness to respond to and recover from all hazards, natural, manmade, war-caused emergencies, and disasters and for assisting local governments in their emergency preparedness, response, recovery, hazards mitigation efforts, and public safety emergency communications systems for all state departments. The Disaster Logistics Planning and Coordination Branch assists in carrying out the Cal OES mission.

1. OBJECTIVE

The California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES” requires TBD, hereinafter referred to as “Contractor”, to provide Basic Inspection of Terminals (BIT) Inspection and preventative maintenance and repair services for up to twelve (12) dry van trailers and two (2) Mobile Field Tent System (MFTS) Trailers, and also provide preventative maintenance and repair services for one (1) International Tractor Truck, two (2) International Box Trucks, and one (1) International Mobile Command Vehicle. These services will be performed at the following locations:

a) Dixon Warehouse 2299 Kids Way Dixon, CA 95620

b) Cal OES Corona Warehouse

1435 Sherborn Street Corona, CA 95827

c) Cal OES Mather HQ 3650 Schriever Ave Mather, CA 95655

d) Statewide

(For Emergency Breakdown Repairs & Required Interval Maintenance)

e) Cal OES may add and/or change locations at its discretion.

2. TERM/PERIOD OF PERFORMANCE

A. The period of performance for the Agreement shall be October 1, 2024, or upon approval, whichever is later, through September 30, 2026, with the option to extend for one (1) additional twelve (12) month term at the original rates evaluated and considered.

B. The Contractor shall not be authorized to deliver or commence the performance of services as described in this SOW until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement shall be considered voluntary on the part of the Contractor and non-compensable.

C. Consistent with the terms and conditions of the original solicitation, and upon mutual consent, Cal OES and the Contractor may execute written amendments to alter the method, price, or schedule of the work, subject to the limitations set forth by California Public Contract Code, section 100 et seq, and the California State Contracting Manual, Volume 1.

3. BUDGETED AMOUNT

The initial award of this Agreement shall not exceed $TBD and there is no obligation on Cal OES’ part to utilize the entire amount. Any increases in the budgeted amount will be at the rates evaluated and considered herein.

4. MANDATORY QUALIFICATIONS

A. The Contractor must perform inspections and maintenance under the terms of the Federal Motor Carrier Safety Regulations:

I. Annual (periodic) vehicle inspection – see 49 CFR 396.19 as referenced below in item C.

II. Brake inspections, maintenance, service, or repairs – see 49 CFR 396.25 as references below in item D.

https://www.fmcsa.dot.gov/regulations

B. 49 CFR 396.19: Inspector Qualifications

I. Motor carriers and intermodal equipment providers must ensure that individuals performing annual inspections under § 396.17(d) or (e) are qualified as follows:

1. Understand the inspection criteria set forth in part 393 and can identify defective components.

2. Are knowledgeable of and have mastered the methods, procedures, tools and equipment used when performing an inspection; and

3. Are capable of performing an inspection by reason of experience, training, or both as follows:

https://www.fmcsa.dot.gov/regulations

a. Successfully completed a Federal-or State-sponsored training program or have a certificate from a State or Canadian Province that qualifies the individuals to perform commercial motor vehicle safety inspections, or

b. Have a combination of training or experience totaling at least one (1) year.

Such training or experience may consist of:

i. Participation in a commercial motor vehicle manufacturer-sponsored training program or similar commercial training program designed to train students in commercial motor vehicle operation and maintenance.

ii. Experience as a mechanic or inspector in a motor carrier or intermodal equipment maintenance program.

iii. Experience as a mechanic or inspector in commercial motor vehicle maintenance at a commercial garage, fleet leasing company, or similar facility; or

iv. Experience as a commercial motor vehicle inspector for a State, Provincial or Federal government.

II. Motor carriers and intermodal equipment providers must retain evidence of that individual's qualifications under this section. They must retain this evidence for the period during which that individual is performing annual motor vehicle inspections for the motor carrier or intermodal equipment provider, and for one (1) year thereafter. However, motor carriers and intermodal equipment providers do not have to maintain documentation of inspector qualifications for those inspections performed either as part of a State periodic inspection program.

C. 396.25: Qualifications of brake inspectors

I. Motor carriers and intermodal equipment providers must ensure that all inspections, maintenance, repairs, or service to the brakes of its commercial motor vehicles, are performed in compliance with the requirements of this section.

II. For purposes of this section, brake inspector means any employee of a motor carrier or intermodal equipment provider who is responsible for ensuring that all brake inspections, maintenance, service, or repairs to any commercial motor vehicle, subject to the motor carrier's or intermodal equipment provider's control, meet the applicable Federal standards.

III. No motor carrier or intermodal equipment provider may require or permit any employee who does not meet the minimum brake inspector qualifications of section IV to be responsible for the inspection, maintenance, service, or repairs of any brakes on its commercial motor vehicles.

IV. The motor carrier or intermodal equipment provider must ensure that each brake inspector is qualified as follows:

1. Understands the brake service or inspection task to be accomplished and can perform that task; and

2. Is knowledgeable of and has mastered the methods, procedures, tools and equipment used when performing an assigned brake service or inspection task;

and

3. Is capable of performing the assigned brake service or inspection by reason of experience, training, or both as follows:

a. Has successfully completed an apprenticeship program sponsored by a State, Provincial, a Federal agency or a labor union, or a training program approved by a State, Provincial or Federal agency, or has a certificate from a State or Canadian Province that qualifies the person to perform the assigned brake service or inspection task (including passage of Commercial Driver's License air brake tests in the case of a brake inspection); or

b. Has brake-related training or experience or a combination thereof totaling at least one (1) year. Such training or experience may consist of:

i. Participation in a training program sponsored by a brake or vehicle manufacturer or similar commercial training program designed to train students in brake maintenance or inspection similar to the assigned brake service or inspection tasks; or

ii. Experience performing brake maintenance or inspection similar to the assigned brake service or inspection task in a motor carrier or intermodal equipment provider maintenance program; or

iii. Experience performing brake maintenance or inspection similar to the assigned brake service or inspection task at a commercial garage, fleet leasing company, or similar facility.

D. No motor carrier or intermodal equipment provider may employ any person as a brake inspector unless the evidence of the inspector's qualifications, required under this section, is maintained by the motor carrier or intermodal equipment provider at its principal place of business, or at the location at which the brake inspector is employed.

E. The evidence must be maintained for the period during which the brake inspector is employed in that capacity and for one year thereafter. However, motor carriers and intermodal equipment providers do not have to maintain evidence of qualifications to inspect air brake systems for such inspections performed by persons who have passed the air brake knowledge and skills test for a Commercial Driver's License.

5. PROJECT TASKS AND DELIVERABLES

The Contractor must perform project tasks and/or deliverables including, but not limited to, the following:

I. BIT INSPECTION

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, transportation, equipment and every other item of expense necessary to perform quarterly BIT Inspection services for up to twelve

(12) Dry Van Trailers, License #’s: 1255781, 1255782, 1255783, 1255785, 1255787, 1255780 and three (3) to six (6) Dry Van Trailers in Corona, CA, and (2) MFTS Trailers, License #’s: 1353118, 1353119.

B. The Contractor shall provide California Highway Patrol (CHP) BIT Inspection services for Dry Van Trailers and MFTS Trailers every ninety (90) Days.

1. At a minimum, the Contractor must inspect the following: brake adjustment, brake system components and leaks, steering and suspension systems, tires and wheels, and vehicle connecting devices.

2. The Contractor shall produce a BIT Inspection report on an acceptable legal form to include:

a. identification of the vehicle, including make, model, license number, company vehicle number, or other means of positive identification;

b. date and nature of each inspection and any repair performed;

c. signature of the motor carrier’s authorized representative attesting to the inspection and to the completion of all required repairs.

3. The Contractor shall e-mail a copy of the itemized BIT Inspection for each trailer to the Contract Manager, within twenty (24) hours after each inspection, as well as leave the original BIT Inspection at the terminal, located in the ammo box of that specific trailer.

4. The Contractor shall ensure that the BIT decal is displayed as required.

5. The Contract shall ensure that BIT Inspections are documented and retained for at least two (2) years.

II. PREVENTATIVE MAINTENANCE

A. The Contractor shall provide annual preventative maintenance for Dry Van Trailers, MFTS trailers, and hydraulic lift systems, as applicable, which shall include the following:

1. Checking the safety equipment: Warning/flashing lights, decals in place, reflectors.

2. Inspecting Electrical: Connections; battery fluid; battery hold down;

battery voltage; battery area clear/clean; starter; alternator; lights; draft sensing unit/pins; diff. lock; shutdown override; lighting/flashers; lights; and solar panel amperage.

3. Inspecting Brake System: Manual & Power; linkage/control; lines/hoses;

parking brake/lock.

4. Inspecting Hitch/PTO Area: Inspect hitch members; upper link operational;

proper height; engage/disengage.

5. Perform Additional Maintenance as required: Lube grease for chassis if applicable; wheel bearings.

6. Inspect Miscellaneous: Welds/frames; exterior condition.

7. Inspecting lug nuts and wheels; tire condition; loose or defective parts; SMV emblem; operators platform/steps.

8. Repair or replace malfunctioning trailer parts and components to ensure proper operation.

9. Ensure proper lubrication levels of hydraulic systems.

10. Checking of hydraulic oil levels and topping off as necessary.

11. Checking hydraulic lines/hoses and repairing as necessary.

1. Checking hydraulic batteries and solar charging systems.

B. The Contractor shall provide annual preventative maintenance for one (1) International Tractor Truck, two (2) International Box Trucks, and one (1) International Mobile Command Vehicle, which shall include the following:

1. Change oil: to include oil filter, as required.

2. Change fuel filter; air filter; anti-freeze, rotate tires, as required.

3. Maintain emission systems for CARB compliance.

4. Provide additional maintenance as required to keep the vehicle performing to manufactures specifications.

III. EMERGENCY REPAIRS

A. The Contractor shall provide necessary emergency repairs upon request from the Contract Manager, or their designee during normal and non-business hours. The Contractor shall respond within two (2) hours of notice.

B. Emergency repairs provided by the Contractor shall be charged at the Contractor’s Emergency Call Hourly Rate, as specified in the Cost Sheet, Exhibit B-

1. Emergency repair service shall be completed the same working day, unless written notification of delay is submitted and approved by the Cal OES Contract Manager, or their designee.

C. Emergency repairs may be required Statewide in the event of mechanical failures or breakdowns.

1. In the event of mechanical failure or breakdown, if it is determined by both Cal OES and the Contractor that the trailer/truck cannot be repaired at the site of the mechanical failure or breakdown, the trailer/truck must be towed to the closest location identified and agreed upon by Cal OES and the Contractor, for repair/maintenance.

6. ACCEPTANCE OF SERVICES

Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. The approval process is outlined in the Performance Section of this SOW. Acceptance criteria shall consist of the following:

A. The Contractor is responsible for obtaining approval from Cal OES Contract Manager before beginning any services.

B. The Contractor shall meet all timelines and deliverable due dates as described herein.

C. It shall be Cal OES’ sole determination as to whether services have been successfully completed and are acceptable.

D. The Contractor costs related to rework of unacceptable work products shall be costs of the Contractor and shall not be billed to Cal OES.

Agreement No. A241013442

7. CONTRACTOR RESPONSIBILITIES

A. This serves as a notice under Executive Order N-6-22 that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the Executive Order and the sanctions identified on the U.S.

Department of the Treasury website- https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions Failure to comply may result in the termination of contracts or grants, as applicable.

B. The Contractor shall provide all equipment and/or software necessary to perform the required duties outlined herein.

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

D. If a Contractor employee is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall provide qualified and suitable substitute personnel.

8. CAL OES RESPONSIBILITIES

A. Cal OES shall designate a person to whom all Contractor communication will be addressed, and…