CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, GOVERNOR

California Department of Transportation

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET, MS 65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

April 01, 2026

Invitation For Price Quote (IFPQ)

IFPQ # 05A2942

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 05A2942 titled Janitorial Services in Santa Cruz County. In submitting your quote, you must comply with the instructions found herein.

“This solicitation is authorized pursuant to Government Code Section 14838.5, which provides for the award of contracts for the acquisition of goods, services, or information technology that has an estimated value of greater than $5,000.00, but less than $250,000.00, to a certified SB, including a Micro Business, or a Disabled Veteran Business Enterprise.” A bid of $250,000 and above will result in rejection of your bid due to non-responsiveness.

In the opinion of Caltrans, this IFPQ is complete and without need of explanation; however, if you have questions, or should you need any clarifying information, the contact person for this IFPQ is:

Angel Cervantes Jr California Department of Transportation (Caltrans) Email Address: Angel.Cervantes.Jr@dot.ca.gov Phone: (916) 201-3927

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

*Technical questions regarding this solicitation will be addressed in writing and at a mandatory site Inspection to be held on April 16, 2026, at the District 05 Construction Office, located at 1500 Green Hills Road, Suite 201, Scotts Valley, CA 95066. See Section C1, Time Schedule, for more details.

ALL REQUIRED DOCUMENTS ARE EITHER ATTACHED (ATTACHMENT 1) OR THE DOCUMENT

LINK IS PROVIDED ON ATTACHMENT 2, REQUIRED DOCUMENTS.

Sincerely, Angel Cervantes Jr Contract Analyst https://dot.ca.gov/programs/procurement-and-contracts/

Invitation for Price Quote IFPQ Number 05A2942

Purpose and Description of Services

1. Contractor agrees to provide all labor, tools, user materials, cleaning supplies, and equipment necessary to provide janitorial services to the California Department of Transportation (Caltrans), as described herein.

2. Refer to the Proposed Form of Agreement, Exhibit A, which is attached to this IFPQ, for a more complete description of services.

Bidder’s Minimum Qualifications

1. Bidder must be registered with the Labor Commissioner’s Office at the Department of

Industrial Relations (DIR) at the time of bid submittal, continuously thereafter, and for the duration of the Agreement. Caltrans will verify the registration numbers provided on the Bid/Bidder Certification Sheet. Additional information can be found at: Division of Labor Standards Enforcement - Janitorial Service Providers and Contractors.

2. Bidder shall provide price quotes in compliance with the Wages and Employee Benefits or In Lieu Cash Payments as described herein (Gov. Code Section 19134).

3. Failure of bidder to sufficiently provide any or all the minimum qualifications, in the opinion of Caltrans, will result in the bidder’s bid deemed non-responsive.

Price Quotation Requirements and Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

Event Date Time

(Pacific Time)

IFPQ available to prospective bidders 04/01/2026

Mandatory Site Inspection 04/16/2026 9:00 a.m.

Written Question Submittal 04/17/2026 5:00 p.m.

Final Date for Quote Submission 04/23/2026 2:00 p.m.

Proposed Award Date (estimate) 05/08/2026

2. Mandatory Site Inspection A. A Mandatory Site Inspection is scheduled at 9:00 a.m., April 16, 2026, at the District 05

Construction Office, located at 1500 Green Hills Road, Suite 201, Scotts Valley, CA 95066, for the purpose of discussing concerns regarding this IFPQ.

B. In the event a potential contractor is unavailable to attend the site inspection, an authorized representative may attend on its behalf. The representative may only sign in for one (1) company. Subcontractors may not represent a potential prime contractor at a site inspection.

C. If the site inspection is mandatory, bidders must sign-in (on the sheet provided) upon arrival and sign out upon completion of the walk-through activities. Failure to comply with these provisions may result in the rejection of your quote. Caltrans will conduct the site inspection of the facilities and disseminate any additional information to participants if necessary. Bidders should bring any questions they have to the site inspection.

https://www.dir.ca.gov/dlse/Janitorial_Providers_Contractors.html

3. Reasonable Accommodation For bidders who need assistance due to a physical impairment; a reasonable accommodation will be provided upon request for the site inspection. The bidder must call the designated Caltrans contact no later than the fifth (5th) working day prior to the scheduled date and time of the site inspection to arrange for a reasonable accommodation.

4. Questions and Answers A. Questions regarding this IFPQ must be submitted in writing. Bidders are encouraged to submit their written questions by April 17, 2026.

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 05A2942. Questions must be sent to the following email:

Email: Angel. Cervantes.Jr@dot.ca.gov

C. Written responses to all questions will be collectively compiled and posted, as an Addendum, to the Cal eProcure website (https://caleprocure.com/pages/index,aspx). It is the responsibility of the bidder to access the website for any changes or addenda that may be posted. Refer to Section C1, Time Schedule, for the IFPQ’s schedule of events and dates/times. Bidder can contact the Contract Analyst named above.

5. Costs Included in Bid Rates Quotation prices/rates shall include the cost of employer payments to or on behalf of employees, subsistence, travel, compensation insurance premiums, unemployment contributions, social security taxes, contract bond premiums, and any other taxes or assessments, including but not limited to, sales and use taxes required by law or otherwise and no additional allowance will be paid unless separate payment provisions in the Agreement should specifically provide otherwise.

6. Postconsumer-Content Certification Bidder signature affixed hereon and dated on the Bid/Bidder Certification Sheet, shall signify that you are aware of the recycled materials, goods, and supplies program requirements of Public Contract Code Sections 12200 and 12205, and that the postconsumer recycled-content certification will be required for the successful bidder. The winning bidder will be required to complete a Postconsumer-Content Certification and provide the form with the signed Agreement. A failure to provide a completed form will result in cancellation of the award.

7. Mandatory Organic Waste Recycling Contractor generating organic waste or commercial solid waste shall comply with SB 1383;

also Contractor will arrange for recycling services required by this section in a manner that is consistent with State and local laws and requirements, including a local ordinance or local jurisdiction’s franchise agreement, applicable to the collection, handling, or recycling of organic waste and commercial solid waste. This requirement does not modify, limit, or abrogate Contractor’s right to sell or donate its recyclable organic waste materials consistent with the requirements of Public Resources Code Sections 42649.8 et seq. When applicable, Contractor must comply with these provisions.

8. Motor Carrier Permit Requirements A. Contractor is responsible for determining whether California Vehicle Code Sections 34601 and 34620 require Contractor to have a valid Motor Carrier Permit (MCP) issued by the Department of Motor Vehicles (DMV) in order for Contractor to lawfully perform any part or aspect of the work described in Proposed Form of Agreement, Exhibit A, and, if California Vehicle Code Sections 34601 and 34620 do require same for any part or aspect of such work, Contractor must have a valid MCP(s) issued from the DMV for its services as https://caleprocure.com/pages/index,aspx https://www.calrecycle.ca.gov/buyrecycled/stateagency/certify.

a Motor Carrier of Property under this Agreement. Contractor shall pay any required fees necessary to obtain and maintain in good standing during the entire term of this Agreement any such required MCP(s).

B. The MCP(s), if any, required for Contractor’s Motor Carriers of Property under California Vehicle Code Sections 34601 and 34620 shall be on file with Contractor for the duration of this Agreement. Upon request of Caltrans Contract Manager or their designee, the Contractor must immediately provide to Caltrans a copy of the required MCP(s), if any.

9. Janitorial Services Registration A. Contractor that employs at least one (1) employee and one (1) or more covered workers, and enters into an agreement or subcontract to provide janitorial services, must register yearly with the Labor Commissioner’s Office at the Department of Industrial Relations (DIR), https://www.dir.ca.gov/dlse/Janitorial_Providers_Contractors.html.

B. No Contractor or Subcontractor may be awarded a janitorial service agreement unless registered with the Labor Commissioner’s Office pursuant to Labor Code Sections 1420- 1434.

C. Caltrans will verify each of the registration numbers provided by the bidder prior to Agreement award. Bidders that do not possess valid registration with the Labor Commissioner’s Office will be deemed non-responsive and rejected from further consideration in the solicitation process.

10. Standard Title VI/Nondiscrimination Assurances (DOT Order No. 1050.2A) Caltrans, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Statute 252, 42 USC Sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any agreement entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

11. Benefits A. Agreements awarded from this solicitation are subject to Government Code Section

19134, and the bidder shall include in their price quotes, applicable provisions for Wages and Employee Benefits or In Lieu Cash Payments for all covered employees.

B. Rate changes published by CalHR after issuance of this solicitation, but prior to bid due, shall be included in an addendum to the solicitation.

C. By the submission of the signed Bid/Bidder Certification Sheet, the bidder is committing to comply with the requirements of Government Code Section 19134 and Title 2, California Code of Regulations, Section 1896.300 (2 CCR Section 1896.300 et seq.).

D. Wages and Employee Benefits shall be included as part of Attachment 1, Bid Proposal.

E. Before execution of the Agreement, employers choosing to offer actual health benefits coverage and/or an actual retirement benefit plan (rather than In Lieu Cash Payments) shall provide evidence of such coverage and/or plan to Caltrans. Failure to provide verifiable evidence of such coverage and/or plan shall be grounds for rejection of bid.

12. Insurance A. The bidder who receives the Agreement award will be requested to provide a Certificate of

Insurance providing proof of insurance to the Division of Procurement and Contracts within 10 business days from the date of notification of award. The State’s Office of Risk and Insurance Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Proposed Form of

Agreement, Exhibit E, for the applicable and specific insurance requirements and coverage limits.

B. The insurance carrier shall provide an endorsement for the additional insured statement as follows:

Caltrans, State of California, its officers, agents, and employees shall be included as additional insured, but only with respect to work performed for the State of California under this Agreement.

C. The additional insured endorsement must accompany the certificate of insurance.

D. Satisfying a Self-Insured Retention (SIR)

All insurance required by this Agreement must allow, but not require, the State to pay any SIR and/or act as Contractor’s agent in satisfying any SIR. The choice to pay any SIR and/or act as Contractor’s agent in satisfying any SIR is at the State’s discretion. If the State chooses to pay any SIR and/or act as Contractor’s agent in satisfying any SIR, Contractor shall reimburse the State for the same.

E. Available Coverages/Limits In the event the insurance coverages obtained by Contractor is broader in scope than, and/or the limits are higher than, those required under the Agreement, all such broader coverage and/or higher limits available to Contractor shall also be available and applicable to the State.

13. Darfur Contracting Act A. The Darfur Contracting Act, Public Contract Code Section 10475-10481, applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code Section 10475. All bidders shall complete the Darfur Contracting Act Certification (DOT ADM-0077), provided as a link in Attachment 2, Required Documents, and submit with the proposal.

B. If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, complete Option 1 on the Darfur Contracting Act Certification form.

C. A scrutinized company is a company doing business in Sudan as defined in Public Contract Code (PCC) Section 10476. Scrutinized companies are ineligible to, and cannot, bid on, or submit a bid or proposal for an agreement with a State agency for goods or services (Pub. Cont. Code Section 10477(a)).

D. Therefore, PCC Section 10478(a) requires a company that currently has (or within the previous three (3) years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company, during the Agreement award process with a State agency.

E. A scrutinized company may still, however, submit a bid or proposal for a Contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code Section 10477(b).

14. Price Quote Submittal A. The Price Quote should be emailed as described below. All price quotes must be received by Caltrans, Division of Procurement and Contracts (DPAC), by dates and times shown in Section C, Price Quotation Requirements and Information.

B. The price quote email should be clearly marked with the IFPQ number, title, and ‘PRICE QUOTATION SUBMITTAL’, as shown in the following example:

IFPQ Number: 05A2942

PRICE QUOTATION SUBMITTAL

C. All quotes shall include the documents identified in the IFPQ; see Attachment 2, Required Documents. Quotes not including the required documents may be deemed non-responsive. A non-responsive price quote is one that does not meet the basic quote requirements.

D. 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 a signature.

E. Email to: Angel.Cervantes.Jr@dot.ca.gov F. Pursuant to Government Code Section 14838.5, Caltrans must receive at least two (2) price quotes from certified SB/MBs or at least two (2) price quotes from DVBEs before it can make an agreement award. Therefore, at Caltrans’ discretion, if only one price quote is received, the timeframe for receipt of price quotes may be extended in order to receive the minimum number of quotes required by the Government Code. All prospective bidders will be notified via email of any extensions.

G. Price quotes must include the performance of all the services described herein. Any attempt to modify the Price Quote Proposal document to deviate from the work specifications will not be considered and will cause a price quote to be rejected.

H. A price quote may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject any price quote on the basis that it is not responsive or from a responsible bidder and may waive any immaterial deviation in a quote. Caltrans' waiver of an immaterial defect shall in no way modify the IFPQ document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

I. Costs for developing price quotes and in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the State.

J. A bidder may modify a price quote after its submission by first withdrawing the original price quote and then by resubmitting a new price quote prior to the price quote submittal deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

K. A bidder may withdraw a price quote by, prior to price quote submission deadline, submitting a written withdrawal request to Caltrans, at Angel.Cervantes.Jr@dot.ca.gov, signed by the bidder or an agent authorized to contractually bind the bidding firm. A bidder may thereafter submit a new price quote prior to the price quote submittal deadline. Price quotes may not be withdrawn without cause subsequent to the price quote submittal deadline.

L. Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet. The signature must also indicate the title or position that the individual holds in the firm. A quote with an unsigned Bid/Bidder Certification Sheet may be cause for bid rejection.

M. Caltrans may modify the IFPQ prior to the date fixed for submission of price quotations by the issuance of an addendum sent to all parties who received an IFPQ package.

N. Caltrans reserves the right to reject all price quotes for reasonable cause.

O. Bidders are cautioned not to rely on Caltrans during its evaluation process to discover and report to the bidder any defects and errors in the submitted documents. Before submitting their documents, bidders should carefully proof them for errors and full adherence to the IFPQ requirements.

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

Q. Caltrans does not accept alternate contract language from a bidder. A price quote with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) and Contractor Certification Clauses (CCC 04/2017) are not negotiable. The GTC 02/2025 and CCC 04/2017 may be viewed at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

15. Evaluation and Selection A. At the time of quote opening, price quotes will be checked for the presence or absence of required information in conformance with the submission requirements of this IFPQ.

B. Caltrans will check the price quote submittal package to verify it received all required documents. Positive verification of required documents will be performed to determine its responsiveness to the State’s needs.

C. Price quotes that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, shall be rejected.

D. The Agreement, if awarded, shall be awarded to the responsible bidder who submits the lowest price quote and meets all the specifications. A price quote meets the specifications if it complies with all the requirements in this solicitation. In the event of a tie quote, Caltrans will draw lots to determine the successful contractor. Only one (1) price quote may be submitted by an entity: individual, firm, partnership, corporation, joint venture, or combination thereof. Receipt of more than one (1) price quote from an entity will result in all quotes from that entity being rejected and returned to the bidder.

16. Standard Conditions of Service A. Service shall not begin before the start date set forth in the Agreement; after all approvals have been obtained, and the Agreement is executed. Should Contractor fail to commence work at the agreed upon time, Caltrans, upon five (5) days written notice to contractor, reserves the right to terminate the Agreement. In addition, Contractor shall be liable to Caltrans for the difference between Contractor's price quote and the actual cost of performing work by the second lowest bidder or by another contractor.

B. All performance under the Agreement shall be completed on or before the expiration date of the contract.

C. Antitrust Provisions

1) In submitting a bid to public purchasing body, the bidder offers and agrees, and will require all of his other Subcontractors and suppliers to agree, that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 USC Section 15) https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language or under the Cartwright Act Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code, arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid.

Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder (Gov. Code Section 4552).

2) If the awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under Government Code Sections 4550-4554, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages and attributable overcharges that were paid by the assignor but were not paid by the public body as a part of the price quote, less the expenses incurred in obtaining that portion of the recovery.

3) Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under Government Code Sections 4550-4554 if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or

(b) the assignee declines to file a court action for the cause of action (See Government Code Section 4554).

D. If the bidder is awarded the Agreement and refuses to sign the Agreement presented for signature within the time and manner required, the bidder will be liable to Caltrans for actual damages resulting to Caltrans therefrom or 10 percent (10%) of the amount quoted, whichever is less.

E. Loss Leader usage is prohibited in this solicitation: 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 California Business and Professions Code Section 17030. “Loss Leader” means any article or product sold at less than cost where, a) the purpose is to induce, promote, or encourage the purchase of other merchandise; or b) the effect is a tendency or capacity to mislead or deceive purchasers of prospective purchasers; or c) the effect is to divert trade from or otherwise injure competitors.

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

17. 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 unless the contract has been Federalized (i.e. there is federal participation in any phase). 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.

18. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

A. 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.

B. Bidder / Offeror must notify the State in writing if it:

1) Intends to provide GenAI as a deliverable to the State; or https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

2) Intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts:

a) Functionality of a State system,

b) Risk to the State, or

c) Contract performance.

Note: For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION Agreement Number 05A2942 PRICE QUOTE PROPOSAL Attachment 1 Page 1 of 1

ADM-1412 (REV. 9/2025)

Contractor’s Name (Please Print):

Item Number

Estimated Quantity

Unit Of Measure Item

Unit Price (Price Per

Unit of Measure)

Total (Estimated Quantity x

Unit Price)

1 152 Per Week All labor, supplies, tools, equipment, materials travel, and incidentals needed to perform janitorial services one (1) time per week, per Exhibit A, Scope of Work.

2 36 Per Month All labor, supplies, tools, equipment, materials, travel, and incidentals needed to perform monthly janitorial services, per Exhibit A, Scope of Work

Total this Proposal $

1) Above quantities are estimates only and are given as a basis for comparison of bids. No guarantee is made or implied as to the exact quantity needed.

2) In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

3) Do not alter, modify, or change this price quote proposal. Any alterations, modifications, or changes to this price proposal will be grounds to reject the bid.

4) Each line item must be bid. Do not leave any unit price column blank or this price quote proposal will be deemed non-responsive.

Bidder should indicate at time of bid which method will be used to comply with Government Code Section 19134 employee benefits requirements.

Bidder should select one (1) of three (3) options below:

☐ 1. Providing a benefit plan to employees valued at the CalHR benefits blended parties rate. Contractors electing to provide actual benefits (versus cash-in-lieu) to employees must provide evidence of benefit coverage to Caltrans upon notice of award. Evidence shall consist of the names of insurance providers and terms of coverage, or

☐ 2. Cash equal to CalHR blended benefits rate, or

☐ 3. Combination of a benefit plan and cash payments which together equal CalHR Total Rates Blended

Bidders electing to provide actual benefits (versus cash-in-lieu) to their employees must provide evidence of benefit coverage to Caltrans upon notice of award per Attachment 3, Exhibit B, Section 8 Employee Wages and Benefits.

Attachment 2

Required Documents The following documents should be submitted, or your bid may be considered non-responsive.

Do not submit this checklist, the Proposed Form of Agreement, company advertisements, brochures, informational pamphlets, or any other document unless specifically noted in the IFPQ Requirements and/or as listed below.

☐ Attachment 1 – Price Quote Proposal (ADM-1412)

☐ Bid/Bidder Certification Sheet (DOT ADM-1416) Bid/Bidder Certification Sheet

☐ Darfur Contracting Act Certification (DOT ADM-0077) Darfur Contracting Act Certification

The following documents will be requested of the WINNING BIDDER at time of contract award;

they are NOT required at time of bid submittal:

☐ Contractor Certification Clauses (CCC 04/2017) Contractor Certification Clauses

☐ Insurance (Requirements outlined in Proposed Form of Agreement, Exhibit E, Items 1 & 2)

☐ Payee Data Record (STD 204) Payee Data Record https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM1416 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0077 https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

Attachment 3 Proposed Form of Agreement

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

Contractor’s Name TBD Agreement Number 05A2942

Exhibit A

Commercial Services–State

Scope of Work

1. Contractor agrees to provide all labor, tools, user materials, cleaning supplies, and equipment necessary to provide janitorial services to the California Department of Transportation (Caltrans), as described herein.

2. Subcontracting is not permitted under this Agreement. All references to subcontracting or subcontractors as found herein are not applicable to this Agreement.

3. The services shall be performed at Caltrans District 05 Santa Cruz Construction Office, located at 1500 Green Hills Road, Suite 201, Scotts Valley, CA 95066, in Santa Cruz County. The office is approximately 8,596 square feet (see Attachment B, San Cruz Construction Office Floor Plan). The building has concrete flooring.

Additional facility details are as follows:

A. Approximate number of cubicles: 0 B. Approximate number of private offices: 23 C. Approximate number of employees regularly on-site: 40

4. Any reference to Caltrans Contract Manager shall also include his/her designee.

5. This Agreement will commence on June 01, 2026 (estimate), or upon approval by Caltrans, whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by Caltrans. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of notice to proceed by Caltrans Contract Manager. This Agreement shall expire on May 31, 2029 (estimate). The services shall be provided during business hours Monday through Friday, 6:00 a.m. to 6:00 p.m., excluding holidays. The parties may amend this Agreement as permitted by law.

6. All inquiries during the term of this Agreement will be directed to the project representatives listed below. Contractor shall provide advance written notice and receive advance written approval by Caltrans Contract Manager, without the necessity of an amendment, before changing the Project Manager noted below.

California Department of Transportation (Caltrans)

Contractor: TBD

Section/Unit: D05 / Construction Project Manager:

Caltrans Contract Manager: TBD

Address: 1500 Green Hills Road, Suite 201 Scotts Valley, CA 95066

Address:

Phone Number: Phone Number:

Email: Email:

7. Description of Work Contractor agrees to furnish all labor, tools, materials, janitorial cleaning supplies, consumables, restroom and kitchen paper supplies, light bulbs and fluorescent tubes, and equipment necessary to provide a clean and sanitary work environment for Caltrans. All work is subject to the approval of Caltrans Contract Manager.

8. Contractor shall provide the following services in compliance with Attachment A, Janitorial Services Duty Frequency, upon approval by Caltrans Contract Manager:

A. One (1) Day Per Week Services:

1) Vacuum, sweep, and damp mop all flooring in restrooms, kitchens, and break areas.

2) Vacuum, sweep, and mop stairways, hallways, lobby, office area, and conference room.

3) Vacuum all carpeted areas.

4) Vacuum and spot clean carpets and mats.

5) Clean toilets, urinals, sink, and all chrome fixtures in restrooms.

6) Clean sinks, tables, chairs, and all chrome fixtures in kitchen areas.

7) Clean restroom mirrors.

8) Empty sanitary napkin waste receptacles located in the restrooms.

9) Empty waste receptacles located in the lunchrooms, kitchens, break rooms, and restrooms.

10) Fill toilet paper dispensers, soap dispensers, paper towel dispensers, and toilet seat dispensers.

11) Clean all chrome fixtures, metal surfaces, exterior and interior of windows, and mini blinds.

12) Dust windowsills, tops of cabinets, filing cabinets, door sashes, ledges, and under black and white wall boards, and office equipment.

13) Clean inside and outside exterior doors.

14) Clean woodwork, partitions, baseboards, and walls.

15) Dust and polish office furniture.

16) Clean wastepaper baskets, kick plates, and drinking fountains.

17) Keep the janitor closet orderly.

18) Spot clean restroom partitions.

19) Clean entrance doorway windows and window coverings.

20) Provide and clean carpeted door mats and rubber backing by exits.

21) Provide plastic bag liners for waste baskets.

22) Provide and use enzyme cleaner to treat all floor and sink drains, urinals, and toilets with bacterial enzyme per product manufacturer instructions.

23) Be responsible for separating and disposing of recyclable white paper on a weekly basis. The white paper is to be transferred from the interior white paper containers to the appropriate outside recycle container in accordance with the pick-up schedule of the recycle service. The pick-up schedule of recycle service shall be provided to Contractor upon authorization to start work by Caltrans Contract Manager.

B. Once Per Month Services:

1) Clean windows in the lobbies, inside and outside.

2) Operate spray buffing machine, wet carpet extractor, and other equipment to ensure the areas are clean and dry.

9. Supplies

A. Contractor shall supply Caltrans Contract Manager with a list of proposed supplies, including manufacturer, size, and weight, before the commencement of work. All cleaning, sanitizing, and deodorizing agents shall be low emitting and meet Green Seal (GS) Standard GS-37, Cleaning Products for Industrial and Institutional Use (California State Administrative Manual Section 1825.4). All materials used shall be approved in advance by Caltrans Contract Manager. All supplies and materials required to service and maintain the location shall be furnished at Contractor’s expense. All costs associated with supplies and materials are included in the Price Quote Proposal, Attachment 1, and no additional compensation will be paid for these following items:

1) Liquid cleansers for hard surfaces, such as wood, metal, tile, and sink.

2) Polishes for wood, chrome and metal surface.

3) Liquid scouring cleansers.

4) Air fresheners.

5) Plastic trash cans to be replaced if they are broken or damaged.

6) Trash bag liners for plastic trash cans.

7) Trash bag liners for the sanitary napkin receptacle.

8) Paper towels for kitchen and bathrooms.

9) Hand soap for soap dispensers.

10) Dish soap for the kitchen.

B. Caltrans will provide all storage space for supplies. The secured storage room shall be kept in a neat and orderly fashion and shall only be used for the storage of janitorial supplies and materials.

C. All cleaning, sanitizing, and deodorizing agents shall be packaged in factory sealed containers and shall not be diluted until ready for use.

https://catalog.calpia.ca.gov/ https://www.dgs.ca.gov/Resources/SAM/TOC/1800/1825-4

D. The Material Safety Data Sheet (MSDS) for each product shall be displayed at the storage location per Occupational Safety and Health Administration (OSHA) regulations. Contractor shall have a thorough knowledge of the Environmental Protection Agency (EPA) regulations and warnings on labels of all chemicals and cleaners used. All Contractor’s employees shall be instructed as to the proper usage of all chemicals and cleaners.

10. Specific Cleaning Procedures Required Contractor shall follow the cleaning procedures specified in the California State Administrative Manual Section 1825.4, Step 1, Item 4. Specifically:

A. Specify, use, and properly maintain vacuum cleaners that meet the Carpet and Rug Institute’s

TM 113- 110901, Laboratory Test Procedure for Quantifying Respirable Particulate From Vacuuming Carpet.

B. Maintain entryways as specified in CALGreenSection A5.504.5.1.

C. Use non-chemical cleaning methods where feasible and shall minimize the use of chemicals when cleaning floor surfaces.

D. Follow the cleaning procedures specified in GS-42 Commercial and Institutional Cleaning

Services.

E. Follow the Carpet Maintenance Guidelines for Commercial Applications specified by the Carpet and Rug Institute.

11. Equipment

Contractor shall furnish all equipment necessary to perform the services for this Agreement, including, but not limited to, the following:

A. Brooms.

B. Dust mops.

C. Wet mops.

D. Mop buckets.

E. Brushes.

F. Cleaning rags.

G. Polishing rags.

H. Carpet vacuums.

I. Carpet extractors.

J. Buffing machines.

K. Other equipment necessary to perform janitorial services.

L. Contractor shall furnish all applicable oil and related products associated with the use of power equipment. The cost for these items shall be included in the bid price and no additional compensation will be paid for these items.

https://carpet-rug.org/resources/technical-bulletins-and-papers/ https://carpet-rug.org/resources/technical-bulletins-and-papers/ https://codes.iccsafe.org/content/CAGBC2022P1/appendix-a5-nonresidential-voluntary-measures#CAGBC2022P1_AppxA5_SecA5.5 https://greenseal.org/standards/gs-42-commercial-and-institutional-cleaning-services/ https://greenseal.org/standards/gs-42-commercial-and-institutional-cleaning-services/ https://carpet-rug.org/resources/cleaning/

12. Failure to Perform If Contractor’s employees are not available for services due to vacation, sick leave, or other absences, Contractor shall notify Caltrans Contract Manager within 24 hours. A substitute janitor shall be available for days when the normal janitor will not be available. Failure to provide a replacement janitor will result in a deduction in a prorated manner of the monthly invoice for the days in which no janitor was provided. Prolonged or frequent failure to provide janitorial services or supplies may be considered grounds for termination of the Agreement for default in accordance with Exhibit D, Item 2, Termination.

13. Additional Contractor Requirements A. Contractor shall provide each new employee with a minimum of four (4) hours of documented training and instruction prior to allowing the employee to begin janitorial services (side-by-side working will be permitted prior to completing the training). Training shall include proper use of cleaning products and all other services as required in accordance with this Exhibit A, Scope of Work, as well as safe work practices.

B. Contractor shall have at least one (1) representative who can communicate in English while on site performing janitorial tasks.

C. When two (2) or more employees are working a shift, one (1) shall be designated as a supervisor.

D. Contractor shall provide clean uniforms to all their employees. When on duty, Contractor’s employees shall wear shirts, pants, and shoes appropriate to the services provided. Outer garments, such as shirts, vests, coats, jackets, and sweatshirts, shall identify Contractor’s name and the employees as a janitorial attendant.

E. Any items of value found on the premises shall be immediately turned over to Caltrans Contract Manager.

F. Contractor shall ensure that only qualified and competent personnel are permitted on the job site and that the work shall be safely performed by the highest industry standards.

Contractor shall take all the necessary precautions to prevent injury or hazard to Caltrans employees and/or the public.

G. Contractor shall comply with all applicable Federal, State, county, city, and municipal laws, ordinances, rules, and regulations which in any manner affect those engaged or employed in the work to be performed under this Agreement.

H. Contractor shall avoid causing unreasonable inconvenience to any person(s) doing business on Caltrans property. In the event Contractor’s operation creates a condition hazardous to the Caltrans property occupants or the general public, Contractor shall provide all applicable warning signs alerting to any dangerous conditions at Contractor’s own expense and without cost to Caltrans.

I. Contractor shall obtain and pay for any applicable permits, licenses, registrations, and certificates required by local ordinances as applicable to this Agreement.

J. Prior to the commencement of waste disposal, Contractor must adhere to the provisions highlighted in Senate Bill 1383 (Lara) of 2016 Title 14, California Code of Regulations (CCR), General Provisions section 18981.2, Public Resources Code sections 42652 et. Seq.

14. Code of Conduct A. Contractor and its employees shall be aware that they are working on Caltrans property and be courteous and respectful at all times. Contractor and its employees shall refrain from using loud voices, inappropriate language and shall conduct themselves in a professional manner at all times.

B. It shall be the duty of Contractor and its staff to read and adhere to Caltrans policies and directives, available to Caltrans staff, including, but not limited to, the Director’s Policy (DP) 3- Health and Safety, DP 18-Workplace Violence Prevention, Deputy Directive (DD) 8-Drug Free Workplace, DD 22-Weaons Prohibited on Caltrans Buildings and Caltrans Property, DD 49- Sexual Harassment Prevention.

C. Public safety and convenience shall be considered at all times. If any person employed by Contractor appears to Caltrans Contract Manager to be incompetent or to act in a disorderly, unsafe, or improper manner, that person will be removed from the premises immediately and will no longer be employed on this Caltrans Agreement, unless agreed in advance by Caltrans Contract Manager.

D. If Contractor’s employees display any behavior that Caltrans Contract Manager deems inappropriate or offensive, Caltrans Contract Manager shall have the right to request that employee be removed from doing further work on this Agreement by Contractor.

15. Damages to State Property In the event that any Caltrans property is damaged as a result of the actions of Contractor or its employees, Contractor shall repair, at its sole expense, the damage which has occurred as a direct result of Contractor or its employees in performing the services. Repair efforts shall be performed in a manner in which ensures all warranties are maintained for any products that are damaged. Repair efforts shall include the full costs for all required labor and materials.

16. Inspection of Work and Acceptance for Payment Work shall be subject to inspection and acceptance by Caltrans Contract Manager. Caltrans Contract Manager shall have the ultimate responsibility and authority to determine whether Contractor’s duties and obligations under this Agreement, including specifically whether Contractor delivered all work and whether Contractor’s work satisfied all of the applicable criteria in accordance with this Exhibit A, Scope of Work. Any work that needs correction shall be at Contractor’s sole cost and expense. Failure to begin work or to complete work as required by this Agreement shall be considered grounds for termination of this Agreement for default in accordance with Exhibit D, Item 2, Termination.

17. Final Clean Up Contractor shall leave the work site in a clean and neat condition. If the work site is not left in a clean and neat condition, Contractor shall be called back to clean the work site as required at its sole expense. No invoice shall be paid unless the site has been cleaned to the satisfaction of Caltrans Contract Manager. All debris generated by Contractor’s performance of the services, including any and all discarded parts or materials, shall be removed from work site upon completion of services each day, hauled away, and legally disposed of by Contractor, according to all local, State, and Federal laws.

18. Waste Disposal Prior to the commencement of waste disposal, Contractor must adhere to the provisions highlighted in Senate Bill 1383 (Lara) of 2016 Title 14, CCR, General Provisions section 18981.2, Public Resources Code sections 42652 et. Seq.

Exhibit B

Budget Detail and Payment Provisions

1. Invoicing and Payment

A. For services satisfactorily rendered and approved by Caltrans Contract Manager, and upon receipt and approval of the invoices, Caltrans agrees to compensate Contractor in accordance with Attachment 1, Price Quote Proposal and this Exhibit B. Incomplete or disputed invoices shall be returned to Contractor, unpaid, for correction.

B. Invoices shall be itemized in accordance with Attachment 1, Price Quote Proposal and shall be signed and submitted in triplicate not more frequently than weekly in arrears of the service.

C. Each invoice shall include:

1) Agreement Number 05A2942

2) Date(s) of Service

3) Location of Service

4) Description of Work Performed, in accordance with Attachment A, Janitorial

Services Duty Frequency D. Each invoice shall be submitted in triplicate to:

California Department of Transportation (Caltrans) District 05 / Construction Attention: TBD 1500 Green Hills Road, Suite 201 Scotts Valley, CA 95066

E. Contractor shall submit Government Code Section 19134 employee wage and benefit compliance reports for verification by Caltrans Contract Manager with each invoice.

Delinquent or inadequate reports will result in the withholding of payment until such documents are submitted by Contractor.

2. Budget Contingency Clause A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the State of California by the United States Government or the California State Legislature for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature that may affect the provisions, terms, or funding of this Agreement in any manner.

C. It is mutually agreed that if Congress or State Legislature does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds.

D. Pursuant to Government Code Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally-mandated program or that is directly dependent upon the receipt of federal funds by a State agency.

E. Caltrans has the option to terminate the Agreement under the 30-day termination clause or to amend the Agreement to reflect any reduction of funds.

3. Prompt Payment Clause A. Payment will be made in accordance with, and within the time specified in, Government

Code, Chapter 4.5, commencing with Section 927.

B. Any subcontract entered into as a result of this Agreement shall contain all the provisions of this clause.

4. Cost Limitation

A. Total amount of this Agreement shall not exceed $TBD.

B. It is understood and agreed that this total is an estimate and that Caltrans will pay only for those services actually rendered as authorized by Caltrans Contract Manager up to the total amount set forth in Section A, above.

5. Excise Tax State of California is exempt from Federal excise taxes, and no payment will be made for any taxes levied on employees’ wages. Caltrans will pay for any applicable State or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. Caltrans may pay any applicable sales and use tax imposed by another state.

6. Costs Included in Bid Rates A. The cost of employer payments to or on behalf of employees,…