IFB_Package.pdf

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

Updated:August 2024

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

1/29/2025

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

TEMPORARY PORTABLE CHILLER SYSTEMS RENTAL SERVICES

CALIPATRIA STATE PRISON

BID NUMBER C5612569-D

RETURN BID TO: CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov

Please see Bid Submittal instructions for CDCR’s new electronic bid submittal process.

You are invited to review and respond to this IFB C562569-D, titled Temporary Portable Chiller Systems Rental Services Contract located at Calipatria State Prison (CAL), 7018 Blair Rd, Calipatria, CA 92233. In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Government Code 14838, the California Department of Corrections and Rehabilitation (CDCR) is required to meet the State’s twenty-five percent (25%) Small Business (SB) participation requirement. Certified SBs and micro-businesses (MB) are encouraged to submit bids. See Small Business Preference Program Section, in this IFB for requirements.

The designated contact person for this IFB is:

Contract Analyst: Zaryab Durrani California Department of Corrections and Rehabilitation Email address: Zaryab.durrani@cdcr.ca.gov Phone: 279-210-3759

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

Technical questions regarding this solicitation will be addressed in writing and accordance with the Questions and Answers portion of this IFB. See Letters of Inquiry Section for more details.

Sincerely, Zaryab Durrani Contract Analyst

BID PACKAGE OVERVIEW

PROJECTED TIMETABLE .................................................................................................................... - 6 -

FUNDING ........................................................................................................................................... - 6 -

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS ............................................................ - 6 -

PROHIBITION ON TAX DELINQUENTS ............................................................................................... - 6 -

BIDDER RESPONSIBILITIES & THE BID PACKAGE ............................................................................... - 6 -

BID SUBMITTAL ................................................................................................................................. - 7 -

BIDDERS’ CONFERENCE AND/OR WALK-THROUGH ......................................................................... - 8 -

LETTERS OF INQUIRY ........................................................................................................................ - 9 -

PUBLIC BID OPENING ........................................................................................................................ - 9 -

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS ........................................................................- 10 -

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE .......................................................- 10 -

BASIS FOR AWARD ..........................................................................................................................- 10 -

PROTEST AWARD ............................................................................................................................- 11 -

AGREEMENT EXECUTION ................................................................................................................- 11 -

EXTENSION OF TERM ......................................................................................................................- 12 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM .....................................................- 12 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE .....................................................- 12 -

SMALL BUSINESS PREFERENCE PROGRAM .....................................................................................- 13 -

NON-SMALL BUSINESS PREFERENCE REQUEST ..............................................................................- 13 -

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE ..........................- 14 -

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS: SMALL/MICRO BUSINESS

AND DVBES .....................................................................................................................................- 14 -

BIDDER PROVIDING FACILITY(IES) ..................................................................................................- 15 -

Table of Contents

BID PACKAGE OVERVIEW

This IFB package contains the following documents (except as otherwise indicated).

Please note that you must comply with the requirements contained in all documents.

Bid Submittal Checklist

Bidder Acknowledgment/Certification (OBS 300)

Sample Standard Agreement (STD 213)

Scope of Work (Exhibit A)

Budget Details and Payment Provisions for CCM/FPCM Contracts (Exhibit B)

Rate Sheet (Exhibit B-1)

Electronically downloaded bid package includes an Excel spreadsheet file in addition to the PDF version (for additional information, see Exhibit B-1, first paragraph).

General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 04/2017.

Special Terms and Conditions (Exhibit D)

CDCR 2301 PREA Policy Information for Volunteers and Contractors (Exhibit E)

Attachment 1- Service Technician References

Standard Contractor Certification Clauses (CCC)

Payee Data Record (STD 204)

Payee Data Record Supplement (STD 205)

Supplement Vendor Payee Data Record Form

Darfur Contracting Act (OBS 1500)

Iran Contracting Act (OBS 1502)

California Civil Rights Laws Certification (OBS 1510)

GenAI Reporting and Factsheet (STD 1000)

Sample Certificate of Insurance

Bidder Declaration (GSPD-05-105)

Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555)

California DVBE Bid Incentive Instructions – Selecting Incentive Option

DVBE Declarations (DGS PD 843)

DVBE Bid Incentive Request and Acknowledgement (OBS 554)

Invitation for Bid Contract Bid Number C5612569-D

PROJECTED TIMETABLE

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

IFB Available to Prospective Bidders January 29, 2025 Notification of Intent to Participate in Bidders’ Walk-Through

February 6, 2025

Mandatory Walk-Through February 21, 2025, (additional information provided below)

Letters of Inquiry Submission Date February 28, 2025 Submission of Bid March 7, 2025 by 11:00

AM

Public Bid Opening March 11, 2025, at 2:00

PM

Anticipated Date for Commencement of Services May 16, 2025 Term End Date of Agreement May 15, 2028

FUNDING

The State’s estimate for this Agreement is $7,000,000.00.

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

Bidder qualifications and licensing requirements (if any) are specified below and/or in Exhibit A. Unless otherwise stated, the bidder shall meet all qualifications and licensing requirements at the time of the bid opening.

PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the Board of Equalization (BOE) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists.

(a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

(b) This section shall apply to any contract executed on or after July 1, 2012.

BIDDER RESPONSIBILITIES & THE BID PACKAGE

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. Please note that no verbal information will be binding upon the State unless the State issues such information in writing as an official addendum. If the IFB is modified prior to the final bid submission date, the State will issue an addendum to all bidders that received a bid package.

Bidder shall provide rate(s) on Rate Sheet (Exhibit B-1) and a copy of the Contractor’s Published Price List. Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on Exhibit B-1 are CDCR’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item

Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

Failure to submit required documentation may result in the rejection of your bid.

BID SUBMITTAL

Bids must be submitted electronically, with all necessary bid submission documents in a clear, legible Portable Document Format (PDF), the documents are fully responsive and lack any deficiency, to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov no later than the time and date specified in the Projected Timetable. Any bid received in any other manner will NOT be considered. Bid submission time will be recorded using the electronic time stamp associated with receipt of the email submission. CDCR will provide an automated email response confirming receipt of each submission received showing the date and time the submission was received. If a confirmation receipt is not received, please contact CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov to confirm your bid was received. Confirmation receipt is not a representation by CDCR that the submitted bid is responsive and complete.

Any electronic bid received after the Submission of Bid date and time specified in the Projected Timetable will NOT be considered. Bidders are ultimately responsible for ensuring timely receipt of their bid. It is recommended that Bidders submit bids at least one (1) hour in advance of the bid submission deadline to allow for confirmation of bid submission.

Bid submissions with attached PDF documents in excess of forty (40) Megabytes in size risk being undeliverable. The State’s mail server may automatically reject excessively large emails. Bidder may submit multiple emails if file size exceeds forty (40) Megabytes. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc. Links to files stored on the internet (e.g., Google Drive, Dropbox) in lieu of attachments are not acceptable, and any documents stored at such links will not be reviewed.

The subject line of the electronic bid must be titled: BID FOR C5612569-D TEMPORARY PORTABLE

CHILLER SYSTEMS RENTAL SERVICES.

Bids that are not properly marked may be disregarded. Please see example below for further assistance.

The body of the email of the electronic bid must only contain the following:

DO NOT OPEN

BID NUMBER: C5612569-D

ATTENTION: Zaryab Durrani

COMPANY NAME:

(See Sample Below)

In submitting a bid, the bidder accepts the terms and conditions expressed herein. Costs incurred for developing bids and in anticipation of award of the Agreement are the responsibility of the bidder and shall not be charged to the State.

Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear one of the following DocuSign, or Adobe Acrobat Sign signature, or a scanned document of an original ink signature. An unsigned bid may be rejected.

A bidder may modify a bid after its submission by withdrawing the 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. A bid may be withdrawn from consideration by submitting a written withdrawal request to CDCR via email to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov, signed by the bidder or an authorized agent. Bids will not be opened until the Public Bid Open date and time. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

All documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

BIDDERS’ WALK-THROUGH

Notification of Intent to Participate in Bidders’ Walk-Through

Bidders and/or their representative(s) planning to attend the bidders’ walk-through held on institution grounds must provide their driver’s license or DMV identification card number, date of birth, and complete name to secure a Gate Clearance for admittance. Please contact Lee Gray at 760-348-7000 X 5905 by the date indicated in the Projected Timetable of this IFB to arrange for your participation in the mandatory bidders’ walk-through.

Any interested bidder or bidder’s representative who requires reasonable accommodation to participate in the Walk Through must contact the contract analyst identified in this package two (2) weeks before the scheduled Walk Through to identify what reasonable accommodation(s) is required.

At the time of attendance at the bidders’ walk-through, bidders and/or their representatives will be required to bring their driver’s license or state DMV identification card to be admitted onto institution grounds.

NOTE: Bidders and/or their representatives will not be admitted onto institution grounds unless professionally and appropriately dressed in clothing distinct from that worn by incarcerated individuals at the institution. Specifically, blue denim pants and blue chambray shirts, orange/red/yellow/white/chartreuse clothing and/or yellow rainwear shall not be worn onto institution grounds. Contractors should contact the institution regarding clothing restrictions before any planned visit(s) to the institution to ensure the Contractor and/or their representatives are in compliance.

Additionally, electronic and communication devices such as pagers, cell phones, cameras/micro-cameras, and/or sound recording devices are not permitted on institution grounds and must be left in the bidder’s and/or their representative’s locked vehicle.

Mandatory Walk Through

NOTE: PARTICIPATION IN THE WALK-THROUGH IS MANDATORY. ANY BIDDER INTENDING TO

SUBMIT A BID MUST EITHER ATTEND OR SEND A REPRESENTATIVE TO THE WALK-THROUGH.

FAILURE TO ATTEND OR PROVIDE REPRESENTATION WILL RESULT IN THE BIDDER’S

ELIMINATION FROM THE BIDDING PROCESS.

The mandatory walk-through will be held at the administration building on the date and time specified in the Projected Timetable Section of this IFB. The purpose of this walk-through is to provide bidders an opportunity to examine the work site before bidding in order to have full knowledge of the area(s) and/or specific equipment affecting the work that may not be specifically described herein.

Specific questions during the walk-through should be limited to the work site. Actual questions regarding the Scope of Work and/or Terms and Conditions of the IFB should be directed to the contact person identified in the cover letter of this IFB.

LETTERS OF INQUIRY

The purpose of these letters is to provide bidders the opportunity to ask questions and/or provide feedback to CDCR on the specifics of the IFB and/or DVBE requirements. While some input may be incorporated into the IFB, remarks and explanations submitted may not necessarily change provisions of the IFB. Any modifications to the IFB as a result of these inquiries will be documented by an addendum and forwarded to all bidders.

Any inquiries related to the specifics of the IFB and/or DVBE requirements, if applicable, be submitted by email to allow CDCR time to research and prepare a response. Bidders will still, however, have the opportunity to ask questions at the Walk Through. Submit your letter of inquiry via email by the date specified in the Projected Timetable Section of this IFB directly to Zaryab Durrani, Contracts Management Branch, by e-mail: Zaryab.durrani@cdcr.ca.gov .

PUBLIC BID OPENING

All bids received by the due date and time will be opened and read at a virtual public bid opening. Bids will be opened publicly over conference-call utilizing the call-in number below. The time of the public bid opening will be as outlined in the Projected Timetable.

Call-In Number: 1-916-701-9994 Passcode: 340347063#

At the time of the public bid opening, the dollar amount of each bid, claimed preference, and the name of each company bidding shall be read. The contract award is subject to a complete review of the entire bid proposal for compliance and adherence to the IFB requirements, verification of all calculations and claimed preferences, and compliance with DVBE Mandatory participation requirements, if applicable.

Final results may change as a result of formal bid evaluation.

Bid opening will be audio only with no opportunity for questions and answers.

Bid Results can also be requested by contacting the contract analyst listed in this solicitation following the public bid opening.

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

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 / Offeror / Contractor 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 / Offeror / Contractor .

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

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 / Offeror / Contractor GenAI Reporting and Factsheet (STD 1000), 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.

BASIS FOR AWARD

The award of an Agreement, if it is to be awarded, will be made to the lowest responsible bidder whose bid complies with all requirements prescribed herein. In the event a bidder submits more than one (1) bid for the same institution/service under this bid process, the State shall select the lowest bid and reject all other bids from this bidder.

In the event of tie bids, except as provided in Government Code §14838(f), CDCR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit

B-1, if applicable. If not applicable or if there is a discount tie, a coin toss or lot drawing will be used to determine the bidder entitled to the contract award. The coin toss or lot drawing will be officially witnessed, and all affected bidders will be advised of the tiebreaker method and invited to attend.

The State is not required to award an Agreement and reserves the right to reject any and all bids and to waive any immaterial deviations in the bid. The State’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

PROTEST AWARD

Information regarding the protest of an award may be found by going to State Contracting Manual - Volume 1, under Chapter 6: Contract Award Protests.

A protest to this bid must adhere to Public Contract Code (PCC) Section 10345.

The envelope or email subject line containing the written protest must clearly state:

"Protest Concerning IFB Number C5612569-D for the California Department of Corrections and Rehabilitation".

Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

Department of General Services Office of Legal Services Attn: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

EMAIL OR MAIL DELIVERY

E-mail: m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

Department of Corrections and Rehabilitation Office of Business Services Contracts Management Branch 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, B, B-1, D, and E.

This Agreement will not include a copy of the Exhibit C, General Terms and Conditions for Private Contractors, which is incorporated into the Agreement by reference only on the STD 213. Exhibit C may be downloaded from the Internet at Standard Contract Language for Non - IT Services.

After award, the Standard Agreement will be forwarded to the Contractor for signature via DocuSign.

Upon receipt, the Contractor must sign the Agreement and return the Agreement with any required documentation in accordance with the time frame specified in the transmittal letter. In the event the State has not received the signed Agreement and the required documentation within the specified time frame, the award may be rescinded and awarded to the next lowest responsible bidder.

This Agreement is not valid unless and until approved by the Department of General Services, or, under its authority CDCR. The State has no legal obligation unless and until the Agreement is approved. Any work commenced by the Contractor prior to approval may be considered voluntary and the Contractor may have to pursue claim for payment by filing with the DGS Government Claims Program. When the Agreement is fully approved, a copy will be forwarded to you.

EXTENSION OF TERM

This Agreement may not be amended to extend the term except where necessary to complete performance of the original agreement and not to provide for additional services.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

This IFB is exempt from the DVBE requirement. However, the State is committed to achieving legislatively established goals for the participation of DVBEs in all state contracting and seeks to use certified DVBE business whenever possible. Therefore, the State requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

CDCR is committed to meeting and exceeding the three percent (3%) goal for Disabled Veteran Business Enterprise (DVBE) participation in State contracting activities, set forth in Military and Veterans Code

999. The DVBE Incentive Program applies to all contracting activities for services. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DVBE participation. This incentive is for bid computation only.

To be eligible for the DVBE incentive, the business must:

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form (OBS 554) and submit with bid proposal.

2. Have a completed DVBE application on file with DGS, OSDS by 5:00 p.m. on the date bids are due.

For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

Award Based on Low Price

The incentive shall be equal to a bidder’s DVBE participation level (rounded to the nearest two decimal places).

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

1. The incentive is subject to a minimum of one percent (1%) and a maximum of five percent (5%) and will not exceed $500,000. Bids with DVBE participation of more than five percent (5%) will be calculated with a five percent (5%) incentive.

2. Bidders with DVBE participation of less than the required percentage listed in the solicitation will be deemed non-responsive and eliminated from any further participation.

3. The Small Business Preference (five percent (5%) up to $50,000) may be combined with the DVBE incentive but will not exceed a combined total of $500,000.

4. The DVBE incentive is computed from the lowest responsive and responsible bid price.

SMALL BUSINESS PREFERENCE PROGRAM

Current law requires state departments to support the success of small businesses, including microbusinesses, in participation in contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to contract with certified Small/Micro Businesses whenever possible.

A Small/Micro Business enterprise is defined as a business certified by the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS) in which:

1. The principal office is located in California;

2. The officers are domiciled in California;

3. The business is independently owned and operated;

4. The business, with any affiliates, is not dominant in its field of operation; and

a. For Small Business, either:

(1) The business, together with any affiliates, has one hundred (100) or fewer employees and averaged annual gross receipts of $16,000,000 or less over the previous three years, or

(2) The business is a manufacturer with one hundred (100) or fewer employees;

b. For Micro Business, either:

(1) The business, together with any affiliates, has twenty-five (25) or fewer employees and averaged annual gross receipts of $5,000,000 or less over the previous three years, or

(2) The business is a manufacturer with twenty-five (25) or fewer employees.

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise. 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.

To claim the Small/Micro Business preference, which may not exceed $50,000 for any bid, your firm must:

1. Have a completed application (including proof of annual receipts) on file with the DGS, OSDS, by

5:00 p.m. on the date bids are due, and

2. Receipt of documents verified by such office.

Therefore, if you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

NON-SMALL BUSINESS PREFERENCE REQUEST

Pursuant to Title 2, CCR Section § 1896, et seq., and GC Section § 14838, et seq., a bid preference of five percent (5%) is available to a responsive non-small business claiming no less than twenty-five percent (25%), Small Business/Micro Business (SB/MB) subcontractor participation with one or more SB/MB enterprises. This preference is considered only if the tentative low bidder is not a certified SB/MB.

In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the bidder.

A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS OSDS as a SB/MB enterprise.

To be eligible for the non-small business preference, the business prime vendor must complete and submit the Non-Small Business Preference Request and Subcontractor Acknowledgement form (OBS

555) with their bid proposal.

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro Business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro Business.

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000.

The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

To be eligible for the NVSA Small/Micro Business Preference, the business concern must:

1. request preference at the time of bid submission, and

2. must possess a valid certification prior to bid submission.

An SB/NVSA is not subject to the same standards as other certified Small/Micro businesses. SB/NVSA standards are identified in Military and Veterans Code Section 999.51(a) (3).

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

CDCR must identify all contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in the submitted original GSPD-05-105, the Contractor shall notify the Office of Business Services (OBS), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or DVBE status.

CDCR asks that you encourage any subcontractor(s) and/or consultant(s) not currently certified as a Small/Micro business or DVBE that may meet the certification requirements specified herein to become certified through the DGS, OSDS. Please provide those subcontractor(s)/consultant(s) the OSDS contact and certification information provided above.

If you are a certified Small/Micro business enterprise and fail to complete the Prime Contractor information of the CDCR Bidder Acknowledgement/Certification form (OBS 300), your business shall be classified as a large business, which will preclude your bid from receiving the five percent (5%) Small/Micro business preference and can cause incorrect reporting of Small/Micro business and large business participation by CDCR.

If you are a certified DVBE and fail to specify that information on the CDCR Bidder Acknowledgement/Certification form, (OBS 300) your business shall be classified as a large business, which will preclude your bid from receiving any range of the DVBE incentive and cause incorrect reporting of DVBE participation by CDCR.

BIDDER PROVIDING FACILITY(IES)

Bidders providing facility(ies) for their services must specify the complete address(es) of the facility(ies) where the services will be performed in the appropriate section on the Bidder Acknowledgement/Certification form (OBS 300) in the spaces provided.

The bidder hereby authorizes the State to insert the bidder’s facility(ies) as listed in the CDCR Bidder Acknowledgement/Certification form (OBS 300) into the contract Exhibit A Scope of Work.

BID SUBMITTAL CHECKLIST

BID NUMBER C5612569-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package.

Place a check mark or “X” next to each document being submitted to the State. Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid will consist of the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted to the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bidder Acknowledgement/Certification (OBS 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Rate Sheet (Exhibit B-1)

_____ Standard Contractor Certification Clauses (CCC 04/2017)

_____ Original Signed Payee Data Record (STD 204)

_____ Payee Data Record Supplement (STD 205)

_____ Supplement Vendor Payee Data Record Form

_____ Copy of a valid “C-20 Warm-Air Heating, Ventilating, and Air Conditioning” California Contractors State

License Board (CSLB) specialty license Or a valid “B – General Building Contractor” license with a subcontractor who possesses the required “C-20 Warm-Air Heating, Ventilating, and Air Conditioning” specialty license issued by CSLB.

_____ Copy of license of one (1) service technician who is qualified and licensed to perform services for the equipment specified herein Or, copy of one (1) service technician who is qualified to perform services for the equipment specified herein. Acceptable proof would be references listed on Attachment 1 Service Technician References. Please see Exhibit A, Scope of Work, Section 14. for requirements.

_____ Copy of valid California city or county business license (if applicable) or, if a corporation is located within the State of California, incorporation documents or a 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 country in which the business is headquartered.

_____ Darfur Contracting Act (OBS 1500)

_____ Iran Contracting Act (OBS 1502)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ GenAI Reporting and Factsheet (STD 1000)

_____ Bidder Declaration (GSPD-05-105)

_____ Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555), if applicable

_____ DVBE Declarations (DGS PD 843), if applicable

_____ DVBE Bid Incentive Request and Acknowledgement (OBS 554), if applicable

NOTE TO BIDDER: In addition to the above, the Provider shall furnish the following to CDCR upon award:

Copy of Certificate(s) of Insurance providing:

_____ Proof of Commercial General Liability _____ Proof of Automobile Liability _____ Proof of Workers’ Compensation, if applicable (If exempt, please cite the legal code that exempts you from this requirement)

Bidder Acknowledgement/Certification (OBS 300) California Department of Corrections and Rehabilitation (CDCR)

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Exhibit A, Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (DVBE) requirements, if applicable, and such addenda thereto as may be issued before the public bid opening date, at the rates set forth by the bidder in Exhibit B-1, Rate Sheet. Exhibit B-1, Rate Sheet must be submitted with this Bidder Acknowledgement/Certification form.

Exhibit B-1, Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

By virtue of submitting this bid, the undersigned is accepting the terms and conditions expressed in this IFB. Any and all services performed outside the scope of this Agreement shall be at the sole risk and expense of the bidder.

COMPANY NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE AND ZIP CODE: CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER: FAX NUMBER:

FEDERAL ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

TAX STATUS [ ] Individual/Sole Proprietor [ ] Estate or Trust [ ] Partnership [ ] Corporation (State in which incorporated _______) [ ] Other: ______________________

By signing this document, I CERTIFY UNDER PENALTY OF PERJURY, that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of California.

PRINT NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:

Bidding Preferences Claimed (Check only the preferences claimed) Preferences: Certification Number/Expiration Date

DGS certified Small Business DGS certified Micro Business Non-Small Business Subcontractor Preference (committing use of 25% or more of DGS certified

Small/Micro Business Subcontractors) include the OBS 555 DGS certified Disabled Veteran Business Enterprise DVBE Incentive requested by bidder (include the completed OBS 554 with bid) NVSA preference request

TACPA Attach all applicable forms

Bidder Providing Facility(ies) If the bidder is supplying the facility(ies) for services, please specify the complete address(es) of the facility(ies) where services will be provided (use additional sheets if necessary). The bidder hereby sted below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

2. The term of this Agreement is:

SAMPLE

TBB Bid Number C5612569-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A

Scope of Work

1. INTRODUCTION

The Contractor shall supply, deliver, install, startup, and decommission Four (4) Portable 1,000-ton Chiller Systems (PCS). Each PCS shall consist of (at minimum and/or equal to) 1,000-ton chiller, ten-inch (10”) flex hoses and electrical cables,1,000-ton cooling tower, water pump and associated chemicals. The PCS shall include all associated equipment to generate cooling for the California Department of Corrections and Rehabilitation (CDCR), Facility Planning, Construction and Management (FPCM), at Calipatria State Prison (CAL), located at 7018 Blair Road, Calipatria, CA 92233.

2. CONTRACTOR RESPONSIBILITIES

The PCS shall be in functional and reliable operating condition upon delivery and in compliance with all federal, state, and local regulatory agencies. The Contractor shall be responsible for furnishing and installing all piping, hoses, valves, wiring and conduit to connect the PCS to drain(s), water supply, electrical and existing cooling connection points of the existing CDCR Chiller Plant.

The Contractor shall ensure all safety equipment is in place and operational.

A. The Contractor shall designate a Project Manager who shall be responsible for ensuring the terms, conditions and provisions of this Agreement are met. The Contractor shall notify the CDCR within five (5) working days of a change in Project Manager. The continuation and subsequent replacement of this position is subject to the provisions contained in the section entitled “Personnel.”

B. Request for Services:

1) Within 72 hours (not to exceed) from formal written Notice to Proceed from CAL Plant

Operations Manager/Supervisor, the Contractor shall install the four PCS’ in the CDCR Headquarters approved designated area as identified by CAL Plant Operations Manager/Supervisor.

2) The PCS’ will be leveled and secured to prevent any movement during operation. The PCS and all associated installation shall be supported in accordance with all applicable codes and regulations.

3) The Contractor shall provide all outdoor weather protection necessary to ensure safe operations and necessary equipment and code requirements.

4) The Contractor shall provide all supervision and labor, all necessary water and cooling piping, fittings, valves, electrical wiring, conduit fittings, cabinets/boxes and control parts/materials required to install this Contractor-provided equipment.

5) The Contractor shall properly connect, support and secure all related rental system piping (i.e. water, chemicals, etc.) and electrical components (i.e. electrical conduit, connectors, conductors, switches, relays, controls, etc.) in accordance with all applicable safety and construction-code compliance standards.

TBB Bid Number C5612569-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A

6) The Contractor shall be responsible for securing all equipment and piping to prevent damage to their equipment as well as state equipment and/or systems.

7) All rental equipment/systems will be tested by the Contractor for proper operations before turning over to CDCR, CAL Plant Operations staff to operate.

8) The Contractor shall maintain and provide to CAL Plant Operations Manager/Supervisor a company log sheet and/or work order for all installation and service work performed, including chemical testing and maintenance. The log sheet and/or work order shall specify the work done; the duration of the work; the date of the work performed; and the name of the service technician(s).

9) The Contractor shall provide a 24-hour telephone number, to be used in the event of an emergency. Contractor shall dispatch a repairman/technician immediately after receiving an emergency call from the CAL Plant Operations Manager/Supervisor or CDCR Headquarters personnel.

3. WORK HOURS

The CAL chiller plant is operational 24 hours a day, 7 days a week, and 365 days a year, as needed Rental chiller delivery and system setup, installation and system testing shall be scheduled, from start to finish, around the clock through completion. The Chiller installation shall not exceed 72 hours per chiller.

If the Contractor cannot provide the chillers specified on the Exhibit B-1 Rate Sheet, the Contractor shall utilize a subcontractor to obtain that piece of equipment or equivalent. When using a subcontractor for a piece of equipment, CDCR will reimburse the Contractor at the rate specified on the Exhibit B-1 Rate Sheet.

The Contractor shall have all Project work hours approved in advance by the CAL Plant Operations Manager/Supervisor or designee.

4. PREVENTATIVE MAINTENANCE

The Contractor shall provide all transportation, labor, parts and materials required to keep the PCS and all associated rental equipment/systems in good and reliable working order; and make all necessary system/equipment repairs and system operational adjustments as required during the term of this Agreement.

A. The Contractor shall provide all necessary/needed equipment/system maintenance, at minimum, on a scheduled monthly basis. Maintenance will include all labor, equipment, and associated materials and supplies.

1) At the beginning of this Agreement and prior to commencement of preventative maintenance services, Contractor shall provide a log of all preventative services that will take place during each preventative maintenance site visit for both the chillers and the cooling towers. Plant Operations will work with Contractor to agree on items to be addressed during each preventative maintenance visit. Once Plant Operations accepts these logs, the Contractor must perform the preventative measures specified in the logs for each preventative maintenance site visit.

TBB Bid Number C5612569-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A

B. The Contractor shall coordinate the monthly scheduled preventative maintenance services for the cooling towers and the chillers separately. The service schedule dates/times must be provided in advance with CAL Plant Operations Manager/Supervisor.

C. The Contractor shall maintain and provide to CAL Plant Operations Manager/Supervisor, a company log sheet and/or work order for all maintenance work performed. The log sheet and/or work order shall specify the work performed; the duration of the work; the date of the work performed; and the name of the service technician(s). This report shall be provided within five

(5) business days from the performance of the regular scheduled maintenance. Separate reports shall be provided for the chillers, controls, water pumps, and strainers. A separate maintenance report for the cooling towers monthly preventative maintenance shall be provided as well.

D. Off-season maintenance shutdown of chiller and towers – for off-season (December, January, and February) shutdown of chillers and towers, the Contractor must have all equipment offline, and all water drained from all four (4) towers. The Contractor must perform all necessary maintenance and repair to equipment including but not limited to removing tower nozzles, and flushing water system from towers to ensure all scale and debris have been removed before startup of chillers and towers can commence again. All completed maintenance and repairs must be approved by CAL Plant Operations Manager/Supervisor or designee prior to startup of the PCS.

5. REPAIR SERVICES

The Contractor shall be responsible for all transportation, labor, parts and materials necessary for repair services required to ensure that all rental equipment remains in functional and reliable operational condition and in compliance with all federal, state and local regulatory agencies throughout the term of this Agreement. The Contractor shall ensure all safety equipment and safety controls are in place and fully operational at proper safety set points. If at any time, any of the PCS repairs become necessary, the Contractor shall contact the CAL Plant Operations Manager/Supervisor or designee prior to performing services/repairs for repair work scheduling and site access coordination.

A. If a breakdown of rental equipment occurs:

1) Company service technician will respond by arriving at CAL work site within six (6) hours from time of call/notification to the Contractor by CAL Plant Operations Manager/Supervisor or designee.

2) Repair must be provided within sixteen hours from time of call/notification to the Contractor by CAL Plant Operations Manager/Supervisor or designee.

3) If replacement of any of the chillers is needed, replacement must be provided within 72 hours from time of call/notification, to the Contractor by CAL Plant Operations Manager/Supervisor or designee.

B. The Contractor shall be responsible for the disconnection and reconnection while performing repairs. The Contractor shall disconnect the chiller rental system components from the startup connection and re-connect the chillers to the main switchgear as directed by CAL Plant Operations Manager/Supervisor or designee while performing the repairs of the chillers in Building 604.

TBB Bid Number C5612569-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A

6. CONTRACTOR-PROVIDED PCS EQUIPMENT DETAIL

The Contractor shall deliver and install four (4) PCS’, which shall consist of (at minimum and/or equal to) the following:

A. Four (4) 1,000 ton water chillers

B. Four (4) 1,000 ton cooling towers

C. Ten-inch (10”) flex hoses and electrical cables for each water chiller

D. 50 HP water pump (or appropriately sized water pump)

E. Main Electrical rating requirements: 480 VAC, 3 Phase, 1,600 amps

F. Control Panel

G. Operating Manuals for CAL Plant Operations staff reference and office file

H. All equipment shall be securely mounted to a mobile trailer unit or to appropriately designed equipment platform with concrete pad designed/rated to support PCS system and related equipment.

I. All equipment (mechanical and electrical) shall be appropriately protected for harsh outdoor weather conditions (i.e. extreme heat, extreme cold, rain, wind and dust) and designed to operate in an outdoor environment.

J. All associated equipment/system piping shall be designed to meet all operational and safety requirements

K. Chemical analysis and chemical balancing shall be provided by the Contractor in order to maintain equipment in good working and reliable condition.

L. All equipment requiring calibration shall be identified by placing inspection stickers on the equipment, showing the date of calibration and/or date of service and signature of…