IFB_RW1525011A_Task_Lights.pdf

State of California Department of Corrections and Rehabilitation

March 10, 2016

INVITATION FOR BID (IFB)

IFB # RW 1525011A

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled RW 1525011A for TASK LIGHTING. In submitting your bid, you must comply with the instructions found herein.

Mail or deliver your bid package for the IFB to the address below. Faxed or electronically forwarded bids will not be accepted. Bids not submitted under sealed cover will be rejected. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

IFB Number: RW 1525011A

IFB Name: TASK LIGHTING Attention: Lisa Horrell Bid Submittal: Do Not Open

In the opinion of CALPIA, this IFB is complete and without need of explanation. However, should you have questions, or need clarifying information, please contact the Contract Analyst indicated below.

Due Date/Time: April 8, 2016 3:00 pm

CALPIA Contact Return Bid To:

Lisa Horrell Phone: (916) 358-2685

Email: Lisa.Horrell@calpia.ca.gov Or

Jamie Halford Email: Jamie.Halford@calpia.ca.gov

California Prison Industry Authority Attention: Lisa Horrell

560 East Natoma Street Folsom, CA 95630

This IFB covers the estimated three (3) year requirement of TASK LIGHTING for the California Prison Industry Authority (CALPIA) Modular Systems Furniture (MSF) Enterprise at Avenal State Prison in Avenal, California.

Term: Any contract resulting from this solicitation will expire after three (3) years regardless of the amount purchased, unless extended or terminated. The contract resulting from this solicitation may be extended by mutual agreement of CALPIA and the contractor.

mailto:Lisa.Horrell@calpia.ca.gov mailto:Jamie.Halford@calpia.ca.gov

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Method of Award:

Bidders are not required to bid on every line item listed on Exhibit 1 Cost Sheet. CALPIA may award multiple contracts from this Invitation for Bid. Contract awards will be determined on the basis of best fit for CALPIA markets and manufacturing settings, which can include the life cycle cost of a product, expressed warranties, certifications, and customer service commitments.

The contract award will be made on the basis of BEST VALUE as determined by CALPIA alone, under statutory authority (Penal Code 2808) considering the following criteria:

1. Cost: Fair, reasonable, and competitive price, expressed warranties, life cycle of product, and customer service commitments for goods and or services.

2. Performance: Past performance, quality and/or reliability for the product or service;

certification by the International Standard Organization (ISO). Should a bidder be excluded based upon performance history, there must be documentation which supports that conclusion.

3. Experience: Length of time and/or number of instances the bidder has offered or produced the requested type of product and/or service.

CALPIA may consider other factors deemed necessary to ensure that best value is achieved.

Any such factors may be reduced to written form and maintained in the contract file for the duration of the resulting contract.

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids. Employment of ex-offenders by the bidder is encouraged by CALPIA as part of our ongoing mission to change lives through opportunities.

Please note: No verbal information given will be binding upon CALPIA unless such information is issued in writing as an official addendum to this IFB. Only bids quoted on the State’s own Cost Sheet will be considered. Bids submitted referencing supplier attachments, which include legal terms and conditions that conflict with the State’s general bid provisions shall be considered non-responsive and such bids shall be rejected.

Lisa Horrell

LISA HORRELL

Contract Analyst

IFB #RW 1525011A Page 3 of 13

Task Lighting Specification Requirements:

Task lights shall meet all of the Task Lighting Specification requirements in this section. All bidders shall furnish for each task light proposed, published literature, such as catalogs, production specifications, sales brochures, independent lab test results, etc. Statements made by the bidder that are not supported by published literature or test results will not constitute satisfactory proof and will not be accepted.

Definitions:

a. “Articulated Luminaire” means a luminaire with an adjustable arm that allows the lamp to be positioned in all directions.

b. ”GU-24” means the designation of a lamp holder and socket configuration, based on a coding system by the International Energy Consortium.

c. “GU-24 adaptor” means a one-piece device, pig-tail, wiring harness, or other such socket/base attachment that connects to a GU-24 socket on one end and provides a different type of socket or connection on the other end.

d. “Lamp” means an electrical appliance that includes a glass envelope and produces optical radiation for the purpose of visual illumination, designated to be installed into a luminaire by means of an integral lamp holder.

e. “Lamp Efficacy (LE)” means the measured lumen output of a lamp in lumens divided by the measured lamp electrical power in watts expressed in units of lumens per watt (LPW).

f. “LED lamp, non-integrated” means an assembly comprised of an LED array (module) or LED packages (components) and an ANSI standards base. The device is intended to connect to the LED driver of an LE luminaire through an ANSI standard lamp-holder (socket). The device cannot be connected directly to the branch circuit.

g. “LED lamp, integrated” means an integrated assembly comprised of LED packages (components) or LED arrays (modules), LED driver, ANSI standard base and other optical, thermal, mechanical and electrical components. The device is intended to connect directly to the branch circuit through a corresponding ANSI standard lamp holder (socket)”.

h. “LED luminaire” means a complete lighting unit consisting of LED-based light emitting elements and a matched driver together with parts to distribute light, to position and protect the light emitting element, and to connect the unit to a branch circuit. The LED-based lighting emitting elements may take the form of LED packages (components), LED array (modules), or LED lamps. The LED luminaire is intended to connect directly to a branch circuit.

i. “Luminaire efficacy” for LEDs means the luminous efficacy of the LED luminaire, or of the LED light engine with integral heat sink, when tested in accordance with IES LM-79-08. The test methods for LED luminaires using LED lamps and light engines are California Joint Appendix JA8 - 2008, “Testing of Light Emitting Diode Light Sources,” or IES LM-79-08, “Approved Method: Electrical and Photometric Measurements of Solid-State Lighting Products,” at manufacturer's option.

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j. “Lumens per watt” (LPW) means “average lamp efficacy (LPW)” as defined in Section 1602(k) of the California Appliance Efficiency Regulations.

k. “Luminaire” is a complete lighting unit consisting of light source such as a lamp or lamps, together with the parts that distribute the light, position and protect the light source and connect it to the power supply.

l. “Screw base” means an Edison screw base identified in the American National Standard for Electric Lamp Bases, ANSI IEC C81.61- 2003.

m. “Task light” means an under cabinet luminaire or articulated luminaire designed for illuminating a specific work surface.

Task Lighting Documentation (Mandatory):

Separate copies of the Task Lighting Worksheet (Attachment A) shall be completed and submitted with the bid proposal for each unique model number of task light offered.

In addition to the Task Lighting Worksheet, complete, accurate, and verifiable documentation shall be submitted with the bid proposal as listed on the Required Attachment Checklist (page 13 of 13). NOTE: Bidders who responded to the initial solicitation released on December 21, 2015 may indicate on the Checklist if the same products are being offered again in this re-bid opportunity. Documentation already submitted will fulfill the Additional Bid Documentation requirement as listed on the checklist. However, any new or updated documentation released after the January 14, 2016 due date needs to be submitted in this bid response.

Complete documentation means all documentation necessary to validate compliance with all of the requirements. Complete and verifiable documentation shall be submitted for each unique model number of task lights offered and shall include the following:

a. Legible copies of the relevant pages of the manufacturer’s cut sheet

b. Independent testing lab reports

c. Proof of submission to the California Energy Commission’s “Appliance Efficiency Database” (If submission is pending, vendor must document timeframe for submittal)

d. Proof of acceptance to the California Energy Commission’s “Appliance Efficiency Database”

(Vendors have 90 days from award date for each product to appear in the database)

A letter on manufacturer’s letterhead is not acceptable as verifiable documentation and shall be considered non-responsive to this requirement.

Task Lighting General Specifications (Mandatory):

a. All task lights shall comply with all applicable requirements of California Code of Regulations

(CCR), Title 20, Sections 1601 through 1608, known as the California Appliance Efficiency Regulations. Lighting products regulated by the California Appliance Efficiency Regulations must be certified to the California Energy Commission (CEC) by the manufacturer before they can be sold or offered for sale in California.

b. All task lights shall comply with the applicable requirements of CCR, Title 24, Building Standards Code, Part 6, California Energy Code, and Part 11, California Green Building Standards Code.

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c. Task lighting shall be listed in accordance with UL-153, 962, 1598, or 2108 as applicable.

d. All task lights shall meet the following requirements:

LED Luminaire Requirement Light Output 250 lumens minimum Minimum LED Luminaire Efficacy 29 lumens/W Minimum LED Light Engine Efficacy 40 lumens/W Color Correlated Temperature 2700 K Through 3500 K Minimum Color Rendering Index 82 Power Factor (PF) 70% minimum Post-consumer Recycled Content 10% by weight minimum

The proposed task lights shall be tested in accordance with LM-79-2008 by a laboratory listed in the U.S.

Department (DOE) LED Lighting Facts® Approved Testing Laboratories List under LM-79 sections 9, 10, and

12. DOE’s approved laboratories and can be found at: http: www.lightingfacts.com/approvedlabs

e. All task lights shall be Light Emitting Diode (LED) luminaries and shall not be equipped with incandescent lamps. All task lights shall not contain a GU-24 adapter or other adapters that convert a screw base socket to any other kind of socket or connectors.

f. Task lights shall include two types of luminaries: under-cabinet luminaries and articulated luminaries. Each task lights shall be a complete lighting unit consisting of a lamp together with the parts designed to distribute the light, to position and protect the lamps to the power source via a standard power socket.

g. All task lights shall have a built-in prismatic lens, baffle, reflector system, or other method configured to minimize glare and shield the lamp from the view of a seated user.

h. Each task light shall have a built-in power switch to allow the user to independently turn on and off the light.

i. The line-voltage electrical cord for each task light shall be a 6-foot minimum length, factory installed, electrical cord-set. The cord-set shall be UL listed and California Electric Code compliant. The cord-set shall include a factory installed plug.

j. Task lights shall not adversely affect the performance of any workstation component.

k. All task lights shall have structurally sound mounting devices which prevent accidental displacement, and shall allow easy removal and replacement when necessary to permit cleaning and re-lamping.

Under Cabinet Task Lights (Mandatory):

a. All under cabinet task lights shall be capable of magnetic mounting beneath overhead shelves and overhead storage units.

b. Under cabinet task lights shall be offered in a variety of sizes ranging from 18” at a minimum and 48” as a maximum. Please designate size and jumper cable length options on Task Lighting Worksheet for each model proposed.

http://http:%20www.lightingfacts.com/approvedlabs%0d

IFB #RW 1525011A Page 6 of 13

Articulating Task Lights (Mandatory):

a. An articulating task light shall be equipped with a fully adjustable arm capable of mounting to support components, beneath overhead shelves, under cabinets, table clamps or freestanding weighted table bases appropriate for a standard MSF cubicle.

b. The adjustable arm shall allow the lamp to be positioned to point in all directions and to be moved vertically and horizontally using one hand.

c. The adjustable arm shall support the weight of the lamp and housing and shall remain in position without the tightening of knobs, thumb screws, clamps, or other types of fasteners.

d. An articulating task light shall be continuously dimmable between the minimum range of 15% to 100% of its full input power. The dimming shall be manually controllable by the user.

Optional Task Lights Specifications (Non-Mandatory):

Task light specifications in this section are optional. An offered product meeting these optional specifications shall also meet the mandatory specifications. A bidder offering task lights that meet the optional specifications shall mark these on the Task Lighting Worksheet.

1. Adjustable Color Correlated Temperature The offered task lights may have an adjustable color correlated temperature (CCT) range. If adjustable CCT task light is offered then it shall meet the following requirement:

a. The task light shall have an adjustable CCT range between 2700K and 3500K. The adjustment shall be manually controlled by the user.

2. Occupancy Sensor The offered task lights may be equipped with an optional built-in occupancy sensor (OS). If built-in occupancy sensor task light is offered then it shall meet all of the following requirements:

a. The task light shall be equipped with a built-in OS which is an occupancy sensing device that is designed to be an integrated part of the luminaire. The task light shall not be equipped with or offered with a retrofit OS which is a universal device that converts a non-occupancy sensing luminaire into an occupancy sensing luminaire. A retrofit OS is not designed as an integrated part of the luminaire.

b. Please designate on the Task Lighting Worksheet if your OS is a passive infrared (PIR)

Sensor

c. The task light shall be capable of sensing occupancy within a typical workstation.

d. The task light shall automatically turn on when there is a motion within the workstation. The task light shall automatically turn off no sooner than five (5) minutes after detecting no motion within the workstation.

3. LEED v4 Requirements The task lighting may offer individual controls that enable occupants to adjust the lighting to suit their individual tasks and preferences, with at least three lighting levels or scenes (on, off, midlevel). Midlevel is 30% to 70% of the maximum illumination level (not including daylight contributions).

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Company Information:

CALPIA will only contract with manufacturers or representatives of the manufacturer. Bidders who are representatives of a manufacturer will provide a signed letter of agreement from the manufacturer with their bid package, stating that the manufacturer agrees to provide CALPIA with any needed technical support.

The successful bidder shall have a minimum three (3) years of experience in manufacturing task lighting or as a representative of said manufacturer. Bidders shall provide a company profile, including number of years in business and verifiable company references within the last three years (minimum two, maximum five references). Bidders who are representatives of a manufacturer shall provide a company profile for both the manufacturer as well as their own company. Bidders shall provide documented quality control procedures that include receiving inspection standards.

Technical Services:

As requested by CALPIA, the contractor shall provide, without additional cost to the State of California, competent technical support and product information. Technical service shall be provided on 48 hour notice. This will normally include consulting with CALPIA staff on product fabrication details to interface with current panel systems and evolve with any future panel system designs. Bidders are asked to list the number of technicians and their locations in

California on the Cost Sheet (Exhibit 1).

Bidder must be able to show evidence that adequate qualified staff will be readily available to provide timely technical support to the State. Support shall be available either through employees of the bidding company or through subcontracts that are in place at the time of the bid opening. If the bidder is not the manufacturer, the bidder cannot fulfill this requirement with personnel employed by the manufacturer unless the bidder has a long-term contract with the manufacturer to provide technical support. The bidder is required to provide documentation of the relationship with the manufacturer.

Warranty:

The CALPIA shall be provided warranty replacement parts for the duration of the contract term, including the vendor’s warranty period after the expiration of the contract with CALPIA. All task lights must be delivered free of imperfections, defects, and hazards that might affect appearance, normal life, serviceability, or user safety. All task lighting components, excluding the power supply and driver, shall have a minimum replacement warranty period of five (5) years. Power supply and driver shall have a minimum replacement warranty period of three (3) years. Task lights delivered that do not meet this requirement shall be immediately removed and replaced within ten (10) business days. Vendor shall notify CALPIA of warranty part status within 3 working days from point of the factory contact. Vendor shall assume freight charges for warranty light.

Quality Control (QC) Procedures:

Upon award of the contract, CALPIA shall be provided with Contractor’s QC procedures, including process information and process for corrective action. Documentation must address specific quality issues with any associated revision dates. All documentation supplied will reference both Contractor and CALPIA numbering.

All non-compliant products will be returned to Contractor at Contractor’s expense, and shall be replaced within 10 working days of notification to the Contractor by CALPIA.

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Failure of the product(s) to meet any requirement specified herein may, at the discretion of CALPIA, be cause for refusal to accept further shipments of product until evidence has been provided by the manufacturer that corrective action has been taken to eliminate deficiencies.

If a defective parts recall effects CALPIA’s current inventory (i.e., creates obsolete parts) Contractor will pick-up and credit CALPIA for any obsolete inventory and will provide time and labor to change out affected parts.

Corrective Action Plan:

Should there be any issue with quality and/or damage to the final product, CALPIA can request a written Corrective Action Plan (CAP). A CAP will be provided to CALPIA from the Contractor no later than three (3) business days from time that the incident is reported to the Contractor contact. The CAP will contain the nature of the reported issue, what immediate actions are taking place to correct the problem, and how the problem is going to be prevented from occurring again. The CAP can also contain any other relevant information that the Contractor feels is necessary to explain the situation. CALPIA may issue a vendor performance report based on the circumstances.

Engineering Change Notifications (ECNs):

Contract vendor will notify CALPIA’s Contract Manager in writing or via e-mail of any planned or intended ECNs for any component or material. ECN must be provided prior to shipments of any affected parts and at least thirty (30) business days prior to proposed change. ECN must include: reason for change; drawings; assembly instructions, specifications, or requirements with associated revision dates; any additional equipment requirements; and ANSI-BIFMA test results if applicable.

CALPIA has the right to reject ECNs and retains the right to terminate use of product affected in contract.

CALPIA must be notified of any ECN defective parts recall, or ECN affecting any current product in inventory or previously provided from contract implementation, which may be deemed a safety issue (i.e., product safety recall).

If defective parts recall or ECN affects current inventory (i.e.; creates obsolete parts), vendor will pick-up and credit CALPIA for any obsolete inventory and will provide time and labor to change out affected parts.

Notices/Contact Information:

Written notices to CALPIA shall be sent to California Prison Industry Authority, 560 E. Natoma Street, Folsom, CA 95630, Attn: Contract Manager. Written notices to the contractor shall be sent to the name and address set forth on the Contract Price Sheet attached. This contact information may be changed if written notice of the change is sent to the other party; no formal contract amendment is needed to change the contact information.

Contract Dollar Value:

Any contract resulting from this bid will expire three year from its effective date. However, in the event the ordering agency’s requirements are curtailed because of reducing requirements, cancellation of State programs, lack of fiscal appropriations, etc., the State shall be excused from purchasing any outstanding balances.

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Quantities shown are estimated and are the anticipated contract need. The State will not be obligated to purchase the contractor’s excess inventory of any line item if actual purchases vary from the anticipated need. The State reserves the right to order more or less of any line item provided the total monetary amount of the contract is not exceeded.

Please Note:

Only bids quoted on the State’s own Cost Sheet will be considered. Bids submitted referencing supplier attachments, which include legal terms and conditions that conflict with the State’s general bid provisions shall be considered non-responsive and such bids shall be rejected.

Contract Quantity:

The CALPIA orders approximately 30,000 lights per year. Actual quantities purchased of each line item are dependent on choices made by CALPIA customers.

Quantity Discounts:

Bidders are asked to provide quantity discounts for each group for which a bid is submitted. If not provided with the bid, the State will request that quantity discounts are provided prior to award. The quantity discounts will be made a part of the contract price schedule.

Minimum Order:

There are no minimum order quantities; however, bidders are asked to list quantity discounts they offer and the price break points on Exhibit 1 Cost Sheet.

Cost to Cover:

Any failure to perform its obligations under the contract by the contractor shall, in addition to any other remedies available to CALPIA, entitle CALPIA to recover from the contractor the difference between the contractor’s price and an alternate supplier’s higher price in the event that CALPIA chooses to pay an alternate supplier a higher price for goods or services that the contractor fails to provide in a timely fashion.

Purchases Outside of the Contract:

During the term of any contract resulting from this bid, CALPIA may, at its sole discretion, purchase the same or similar goods from a source other than the contractor. The contractor may offer the same or similar goods at reduced prices. In the event that goods are purchased from the contractor at a reduced price, or that similar goods are purchased at the contract price, or at a price agreed upon, such purchases shall be considered contract purchases and all other terms and conditions of the contract shall remain in full force and effect.

Emergency Purchase:

In the event of an emergency as determined by CALPIA at CALPIA’s sole discretion, CALPIA may purchase any required line item from other than the contractor.

Contract Modifications:

This contract may be amended at any time by mutual agreement of contracting parties in writing. Change orders amending, modifying, or terminating the contract, including any modification of the compensation payable, may be issued only by the CALPIA Procurement Officer.

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Emergency Extension Option:

In the event of an emergency, upon mutual agreement with the contractor(s), CALPIA may extend the contract for up to one (1) additional year beyond the stated term and any noted extensions. Extensions during this period may occur in various increments until the establishment of a new contract. The total of the Emergency Extension Option terms shall not exceed one (1) additional year. All original Terms and Conditions shall remain the same during the extensions. Emergency Extension Option may be exercised in the event that a replacement contract cannot be established due to the protest of Intent to Award, loss of key CALPIA procurement staff, or other circumstances that would otherwise cause an unanticipated disruption to CALPIA’s Furniture Enterprise.

Ordering Procedure:

Orders are to be issued by CALPIA on a Purchase Order and sent directly to the Contractor.

Prices will be per the attached Cost Sheet.

Freight On Board (F. O. B.) Point:

For the purpose of this bid, only bids quoting F.O.B. Destination will be accepted. Bids quoting other than F.O.B. Destination will be rejected.

Packaging:

All packaging materials used in shipment must be of recyclable material. Exterior packaging is to show the contents and the purchase order number. All packaging shall conform to the applicable freight classifications, International Chamber of Commerce (ICC) and/or postal regulations, and is to be of a quality to assure final delivery without damage to the contents.

A packing slip shall accompany each shipment and show the contract number, contents, quantity shipped and should utilize CALPIA’s numbers (PO #’s, stocking #’s, etc.) for ease of identification.

Delivery:

The items are to be delivered when and as requested within thirty (30) days after receipt of purchase order from the ordering agency, Monday through Friday, 8:00 a.m. to 2:30 p.m.

Weekend or holiday deliveries cannot be accepted without prior approval in writing by ordering agency. Any single failure to deliver in a timely manner may be considered a material breach of this contract by the contractor. Vendor will be required to deliver within thirty (30) days regardless of volume order. Bidders are asked to provide alternate lead times on Exhibit 1

Cost Sheet if anything other than 30 days ARO is required.

It shall be the vendor’s responsibility to notify CALPIA of any late deliveries (per purchase order/replacement due date) of complete task light, component parts, or replacement warranty parts immediately upon their knowledge.

It shall be the contractor’s responsibility to obtain proper clearance for delivery drivers prior to any and all deliveries. Contact the institution listed for the driver clearance procedure.

Delivery Locations:

California Prison Industry Authority Avenal State Prison #1 Kings Way Avenal, CA 93204 Contact: Brad Moglia, Superintendent II / Phone: (559) 386-6056

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Direct Delivery Option:

CALPIA may request direct shipping to a customer location from the manufacturer. In such cases, CALPIA will allow additional costs for shipping charges to be invoiced in accordance with the State’s Transportation codes.

Invoicing Requirements:

After each shipment, an invoice must be submitted to the address specified on the purchase order, and it shall reference the contract and order numbers, date of shipment, quantity, unit costs, and extensions. Cost on invoices shall be in accordance with units of measure shown on the order. State sales and/or use tax is to be added to each invoice.

Certificate of Compliance:

A “Certificate of Compliance” will be required with each product delivery referencing the purchase order issued. The Certificate of Compliance must certify that the materials used in the manufacturing of the lighting are UL recognized or conditions of payment may be delayed.

Sample certificate is included with this IFB (Attachment B).

Pricing Provisions:

The prices issued on a contract resulting from this IFB will be firm for the first year of the contract. After the first year, the prices may be adjusted upon mutual agreement of CALPIA and the Contractor. Any adjustment for price increase or decrease shall be based on documented changes to the Contractor’s costs of materials. The Contractor may request new pricing by submitting the proposed contract price changes up to 30 days prior to the anniversary month that the contract was issued for CALPIA’s review and approval.

CALPIA may also purchase any additional standard products not covered in the IFB at or below the lowest published price of the contractor.

Recycled Content:

State agencies require that all suppliers certify the recycled content of all products offered or sold to the State. Copies of the recycled content certification form(s) and/or other certification documentation must be obtained and kept on file. The supplier must certify the minimum percentage of post-consumer material and secondary material in the product. Note: Products that are refurbished, remanufactured, or reused are always considered recycled products, regardless of whether or not they meet the minimum content requirements.

Bidders shall provide CALPIA with recycled content information for all products offered in accordance with California State Agency Buy Recycled Campaign (SABRC) found at www.ciwmb.ca.gov/BuyRecycled/StateAgency/Certify.htm. This form (CIWMB 74) is included with the bid package. Vendor must include recycled content for any of the eleven reportable product categories listed. Any changes during the term of the contract must be in writing with content provided.

On-Site Training:

Upon award of contract, vendor shall schedule on-site training for Operations, Customer Service, and Sales staff, as well as third-party Modular Systems Furniture installers. Two (2) days minimum per year of Sales and Customer Service training may also be required. Vendor shall supply suggested training plan including manuals, instructions, etc. prior to the outset of the training. Bidders are asked to list the sales representatives located in California on

Exhibit 1 Cost Sheet.

http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Manual/default.htm#CIWMB74 http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Certify.htm

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Evaluation Process Each bid will be checked for the presence or absence of required information to determine if the bid meets the minimum qualifications. A minimum of seventy (70) points out of 100 from the criteria listed below must be achieved to be considered responsive.

Scoring Criteria Rating

Maximum

Possible

Points

Meets or Exceeds Minimum Specifications Exceeds Minimum: 30 points Meets Minimum: 25 points Fails to meet Minimum: 0 points

Sales Representatives / Local Technicians Both Located in California: 20 points One Located outside California: 15 points Both Located outside California: 10 points None listed: 0 points

Total Bid Price Lowest Average Unit Price: 20 points All Other Bids: % Relative to lowest average 20

Warranty Terms Exceeds Minimum Requirement: 10 points Meets Minimum Requirement: 8 points Less Than Minimum Requirement: 0 points

Delivery ARO Lead Time Less Than 30 Days ARO: 10 points 30 Days ARO: 8 points More Than 30 Days ARO: 0 points

Optional Features All Features Offered: 5 points Some Features Offered: 3 points No Features Offered: 0 points

Quantity Discounts Offered Discounts Offered: 5 points No Discount: 0 points 05

Total Possible Points 100

Samples: DO NOT SEND SAMPLES UNTIL REQUESTED Samples may be required prior to final award of bid. CALPIA will send a request to qualified bidders for a sample of any product offered. If the samples do not meet specifications, the bid will be rejected. The bidder will not be allowed to re-submit corrected samples. Disqualified samples will be returned at vendors’ expense. Return authorization packing slip(s) will be required along with prepaid will call or return merchandise authorization packing slip(s).

Contract Award:

The contract generated from this solicitation will consist of the following documents:

1. Contract Price Sheet

2. Bidder/Supplier Responsibility Information

3. Bid/Bidder Certification Sheet

4. Payee Data Record

5. Bidder Instructions

6. General Provisions

7. Invitation For Bid

8. Any purchase order issued pursuant to this contract

9. Any contract amendment

10. CIWMB 74 (Postconsumer-Content Certification)

11. Darfur Certificate

12. Task Lighting Worksheets

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CALIFORNIA PRISON INDUSTRY AUTHORITY

Invitation for Bid RW 1525011A

TASK LIGHTING

REQUIRED ATTACHMENT CHECK LIST

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

Complete this checklist to confirm that the items listed below have been included with your bid.

Place a check mark or “X” next to each item that you are submitting. For your bid to be responsive, all required attachments must be returned. This checklist should also be returned with your bid package.

Attachments Attachment Name/Description

_____ Exhibit 1 Contract Price Sheet _____ Exhibit 2 Bidder/Supplier Responsibility

Information _____ Exhibit 3 Bid/Bidder Certification Sheet

_____ Exhibit 4 Darfur Certificate

_____ STD 204 Payee Data Record

_____ CIWMB 74 Postconsumer-Content Certification

_____ Attachment A Task Lighting Worksheet

Additional Bid Documentation Required:

NOTE: Bidders who responded to the initial solicitation released on December 21, 2015 may indicate below if the same products are being offered again and request we use the documents already submitted. However, any new or updated documentation released after

January 14, 2016 must be submitted in this bid response. First time responders must include all documentation listed below to be considered responsive.

__________ Published Literature (Catalogs, Production Specifications, Sales Brochures)

__________ Manufacturer’s Cut Sheet

__________ Independent Testing Lab Reports

__________ Proof of submission to the California Energy Commission’s “Appliance Efficiency Database” (If submission is pending, vendor must document timeframe for submittal)

__________ Proof of acceptance to the California Energy Commission’s “Appliance Efficiency Database” (If still in process, vendors have 90 days from award date for each product to appear in the database)

__________ Documentation of Relationship with Manufacturer (if other than Bidder)

IFB #RW1525011A Exhibit 1 Task Lighting Page 1 of 2

CONTRACT PRICE SHEET

The CALPIA orders approximately 30,000 task lights per year in a combination of under cabinet and articulating task lights. These estimated quantities are not binding upon the contracting agency; however, the actual costs quoted by the bidder shall be binding per the terms of the Agreement.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

A. UNDER CABINET TASK LIGHTING

ITEM

NO. UNIT DESCRIPTION UNIT PRICE

QUANTITY

DISCOUNT

QUANTITY

DISCOUNT

PRICE

1 EA

Light Fixture, LED, Task Light 18” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

$__________/EA

2 EA

Light Fixture, LED, Task Light 24” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

$__________/EA

3 EA

Light Fixture, LED, Task Light 30” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

$__________/EA

4 EA

Light Fixture, LED, Task Light 36” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

$__________/EA

5 EA

Light Fixture, LED, Task Light 42” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

$__________/EA

6 EA

Light Fixture, LED, Task Light 48” with linear LED lamp Offered Brand/Size:____________________

$________/EA

- EA

- EA

$__________/EA

B. ARTICULATING TASK LIGHTING

ITEM

NO.

UNIT DESCRIPTION UNIT PRICE

QUANTITY

DISCOUNT

QUANTITY

DISCOUNT

PRICE

7 EA Light, LED, Task, Single Articulating Arm Offered Brand: ___________________ $________/EA

- EA

- EA

$__________/EA

$__________/EA

8 EA Light, LED, Task, Double Articulating Arm, Offered Brand:______________________ $________/EA

- EA

- EA

$__________/EA

$__________/EA

9 EA Panel Bracket Offered Brand:______________________ $________/EA

- EA

- EA

$__________/EA

$__________/EA

10 EA Clamp, Black Offered Brand:______________________ $________/EA

- EA

- EA

$__________/EA

$__________/EA

11 EA Base, large, standard black Offered Brand:______________________ $________/EA

- EA

- EA

Total Bid Price (Sum of Unit Prices for Lines 1 through 11): $

IFB #RW1525011A Exhibit 1 Task Lighting Page 1 of 2

CONTRACT PRICE SHEET (continued)

C. OPTIONAL TASK LIGHTING: The price differential for the optional feature will be added to the price quoted for the item from Group A and Group B.

ITEM

NO.

UNIT DESCRIPTION

PRICE

DIFFERENTIAL

SPECIFICATION

DIFFERENCES

12 EA Manually Adjustable Color Correlated Temperature (CCT) Feature $________/EA

13 EA Occupancy Sensor $________/EA

14 EA Individual Lighting Controls $________/EA

Order Contact: Contact Name and Address to which orders are to be sent:

Contact Name:

Address:

Phone: Fax:

Supplier Contact:

Contractor shall have, preferably in California, a contact person available during the hours of 8:00 A.M. to 5:00 P.M. on weekdays to answer questions regarding product, orders, or other areas in relation to the contract and the State’s needs.

All questions shall be answered within twenty-four (24) hours (except on weekends or holidays).

Contact person:

Phone Number: Fax number:

Email Address:

ADDITIONAL BIDDER INFORMATION (Attach extra pages if needed)

1. Delivery Lead Time if other than 30 days ARO:

2. Number Of Sales Representatives and Location:

3. Number Of Technicians and Location:

Exhibit 2

Bidder/Supplier – Materials, Responsibility Information

The intent of these questions is to establish that the bidder has secured the necessary production, distribution and f inancial resources to perform the contract being proposed.

Except in cases when CALPIA concludes that a specified brand name is the only one that will meet the needs of CALPIA, all commodities shall be entered into with the best value bidder meeting all specifications. Responsibility in this context relates to the bidder’s qualifications and capability to successfully fulfill the requirements of the Invitation for Bid (IFB). A bidder is deemed not responsible when they have demonstrated a lack of reliability in complying with and completing previously awarded State/Private contracts. Prior to awarding the contract related to this IFB, CALPIA’s Authorized Representative will determine whether the proposed awardee is responsible. In order to obtain information necessary to establish a bidder’s responsibility, each bidder shall complete the information requested below.

Failure to complete these questions may cause your offer to be rejected as non-responsive. Incomplete, vague or misleading responses could cause your offer to be rejected as non-responsible. Use additional sheets as necessary to provide all the requested information.

Bidders who are manufacturers should be able to directly respond to the questions. Non-manufacturers may need to consult with their supply chain to properly complete each question. The burden of proof lies with the bidder to prove, to CALPIA’s satisfaction, that the bidder has adequate knowledge and control of the supply chain being utilized.

1. (A) If you are not the manufacturer, please list your role in the supply chain and list all points of business interaction(s) between the manufacturer and your firm. (Manufacturer/Producer, wholesaler/broker, warehousing/distribution)

Please be prepared to provide a written agreement between your firm and your supplier upon request. If your supplier is not the manufacturer, please also be prepared to provide a written agreement between the manufacturer and your supplier. If there is no written agreement between these two parties, to provide upon request supporting documents showing that they have worked together in the past.

1. (B) Name and address of the manufacturer and any other key parties utilized:

Exhibit 2

2.) How long has your firm been part of this supply chain? If less than 2 years, then please provide names of all the suppliers relative to this solicitation with whom you have worked in the past 2 years:

3.) How much business have you successfully completed as part of the supply chain described above? (Total dollar values, length of contract, product types, and geographic areas supplied.

4.) Names(s) of packaging and shipping firms(s) to be utilized for this contract.

5.) Have you ever had a contract terminated prior to its designated end date/term? If yes, please explain circumstances for each such contract termination.

6.) Using the format below, list contracts that you were awarded within the last five years with a value of at least 50% of the value of the contract to be awarded herein, which demonstrate your ability to meet the requirements of the proposed contract.

Contract Number: ____________________________________________________________________________________________ Description of product/services: _________________________________________________________________________________ Contract Value ($):____________________________________________________________________________________________ Contract Award Date: _________________________________________________________________________________________ Required Delivery or Completion Date: ___________________________________________________________________________ Actual Delivery or Completion Date: _____________________________________________________________________________ Customer Contact Information (Name, phone number and email): ______________________________________________________

Business Services Section will review your past performance. A history of late or non-compliant deliveries on past or present contracts may cause your bid to be rejected.

Exhibit 3

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with other bid/quote documents as an entire package with original signatures

A. _____% Cash discount for payment within __________ days of receipt.

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

C. The signature affixed hereon and dated is authorized to bind the bidding firm contractually and 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.a Telephone Number 2.b. 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/SSN) 8. California

Corporation No.

9. Indicate applicable license and/or certification information:

Contractor’s State Licensing Board Number:

10. PUC License Number CAL- T:

11. Other Licenses:

12. Bidder’s Name (Print) 13. Title

14. Signature 15. Date

16. For accounting reporting purposes, please provide the following information: Are you certified with the California Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Micro Business

Yes No Yes No If yes, enter certification number below: Expiration Date:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

Qualifying Experience:

Exhibit 3

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, 2a, 2b, 3

Must be completed. 1. Enter your name if sole proprietor or independent contractor. All other 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.

If you are a corporation: 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 your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

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.

12, 13, 14, 15 Must be completed. These items are self-explanatory.

This information is requested by CALPIA Accounting. If certified as a Small Business Enterprise/Micro Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veteran 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.

4/11/13, Rev. D BSS-F017 Page 1 of 1

EXHIBIT 4

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 - 10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, initial here and submit with your bid package. (Initial ______)

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to

Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

STATE OF CALIFORNIA-DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when re eiving payment from the State of California in lieu of IRS W-9) c STD. 204 (Rev. 6-2003)

INSTRUCTIONS: Complete all information on this form. Sign, date, and return to the State agency (department/office) address shown at the bottom of this page. Prompt return of this fully completed form will prevent delays when processing payments.