IFPQ_Solicitation_Package_08A3888.pdf

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 1, 2026

Invitation For Price Quote (IFPQ)

IFPQ # 08A3888

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 08A3888 titled Heating Ventilation and Air Conditioning (HVAC) System and Duct Cleaning in San Bernardino 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.

This contract requires Prevailing Wages if the total bid amount exceeds $15,000. If the total bid amount is under $15,000, then Prevailing Wage language will be removed prior to award. Refer to Attachment 3, Proposed Form of Agreement, for requirement details.

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:

Phuong Vu California Department of Transportation (Caltrans) Email Address: Phuong.Vu@dot.ca.gov Phone: (279) 234-2385

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 9, 2026 at 13970 Victoria Street, Fontana, CA 92336. 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, Phuong Vu

Contract Analyst https://dot.ca.gov/programs/procurement-and-contracts/ Phuong Vu Highlight

Phuong Vu Highlight

Invitation for Price Quote IFPQ Number 08A3888

Purpose and Description of Services

1. Contractor shall provide all labor, tools, equipment, materials, parts, supplies, disposal, travel, and incidentals necessary to provide Heating Ventilation and Air Conditioning (HVAC) system cleaning to Caltrans.

2. The services shall be performed at Caltrans, Southern Regional Laboratory 13970 Victoria Street, Fontana, CA 92336 in San Bernardino County; Room 33 (Capping Room), 44 (Fine Gradient Aggregate Lab), Room 46 (Coarse Gradient Aggregate), Room 55 (Shipping and Receiving), Room 73 (Ignition HMA), Room 74 (Hot Mix Asphalt), Room 77 (Binder), Room 202 (Material Testing Training), and Room 203 (Drying Area).

3. Refer to the Proposed Form of Agreement, Exhibit A, for a more complete description of services.

Bidder’s Minimum Qualifications

1. Bidder shall possess at the time of quote submittal, continuously thereafter, and for the duration of the Agreement, a valid and current Air Systems Cleaning Specialist (ASCS) certification issued by the National Air Duct Cleaning Association (NADCA). All work is to be performed in accordance with NADCA Standard 1992-01. Projects are to be supervised by a NADCA Certified Air Cleaning Specialist. Bidder shall submit a copy of the ASCS certification with their bid submittal.

2. Bidder shall possess at the time of quote submittal, continuously thereafter, and for the duration of the Agreement, a valid and current C-20 (Warm-Air Heating, Ventilating and Air- Conditioning Contractor) license issued by the California Contractors State License Board

(CSLB).

3. Bidder shall possess at the time of quote submittal, and for the duration of the Agreement, a valid and current C-61/D-64 (Air Duct Cleaning Contractor) license issued by the California Contractors State License Board (CSLB).

4. Bidder shall possess at the time of quote submittal, continuously thereafter, and for the duration of the Agreement, a valid and current registration with the Department of Industrial Relations (DIR). Caltrans will verify bidder’s DIR registration; it is not necessary to provide a copy.

5. By submitting its quote, bidder certifies, under penalty of perjury, that its CSLB license is in a classification appropriate to the work to be undertaken as identified in the Proposed Form of Agreement, Exhibit A. This requirement has also been added in the Proposed Form of Agreement, Exhibit E. Refer to Section C, Price Quotation Requirements and Information, Contractor’s License, for submittal requirements. Caltrans will verify bidder’s Contractor License, and any Subcontractor Licenses, thus it is not necessary for bidders to provide a copy.

6. 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.

https://www2.cslb.ca.gov/About_Us/Library/Licensing_Classifications/Licensing_Classifications_Detail.aspx?Class=C20 https://www2.cslb.ca.gov/About_Us/Library/Licensing_Classifications/Licensing_Classifications_Detail.aspx?Class=C20

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 4/1/26

Mandatory Site Inspection 4/9/26 10:00 a.m.

Written Question Submittal 4/10/26 3:00 p.m.

Final Date for Quote Submission 4/16/26 2:00 p.m.

Proposed Award Date (estimate) 4/23/26

2. Site Inspection A. A mandatory site inspection is scheduled at 10:00 a.m., April 9, 2026, at 13970 Victoria

Street, Fontana, CA 92336 for the purpose of discussing concerns regarding this IFPQ.

B. In the event a potential prime contractor is unavailable to attend the mandatory site inspectionan authorized representative may attend on its behalf. The representative may only sign in for one (1) company.

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.

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 10, 2026.

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 08A3888. Questions must be sent to the following email:

Email: Phuong.Vu@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 https://caleprocure.com/pages/index,aspx assessments, including but not limited to, sales and use taxes required by law or otherwise and no additional allowance will be made thereof unless separate payment provisions in the Agreement should specifically so provide.

6. State General Prevailing Wages State General Prevailing Wage Rates will apply for the County of San Bernardino as described in the attached Proposed Form of Agreement Exhibit B. The predetermined general prevailing wage rates published by the Director of Industrial Relations (DIR) may be obtained via the Internet at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm or by contacting the Contract Analyst listed on the first page of this solicitation. It is the bidder's responsibility to use the correct classification determination published by the DIR. By signing the Bid/Bidder Certification Sheet, the Bidder acknowledges this is a public works contract subject to Labor Code Sections 1720-1861, and that if awarded this Agreement, it will be the Bidder’s responsibility to ensure that all prevailing requirements are met, including but not limited to the payment of appropriate prevailing wages rates to all employees who participate and perform services under this Agreement, Department of Industrial Relations registration, submittal of weekly certified payroll records, and employment of apprentices throughout the duration of the Agreement.

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 Exhibit A, Scope of Work, 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 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. 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. Contractor Registration Program A. No Contractor or Subcontractor may be listed on a price quote proposal for an agreement with prevailing wages unless registered with the DIR, pursuant to Labor Code Section

1725.5 (with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)).

B. No Contractor or Subcontractor may be awarded an agreement with prevailing wages unless registered with DIR pursuant to Labor Code Section 1725.5.

https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

C. Caltrans will verify each of the registration numbers provided by the bidder prior to Agreement award. Bidders that do not possess the required DIR registration will be deemed non-responsive and rejected from further consideration in the solicitation process.

D. If Contractor lists Subcontractor who is believed to be performing work that is not subject to the registration requirements, written confirmation from DIR must be obtained and submitted with the proposal to validate the bid.

10. Contractor’s License Bidder must have, at time of quote submittal and for the duration of the contract, a valid, current C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) and C- 61/D-64 (Air Duct Cleaning Contractor) license issued by the CSLB, for the type of work to be performed. Bidder shall obtain, pay for, and maintain, in good standing, all necessary licenses and permits to accomplish the work. Bidders will be considered non-responsive unless proper licensing requirements are met. An invalid license will result in rejection of the price quote. Positive verification of a valid license issued by the CSLB will be performed by Caltrans (Bus. and Prof. Code Section 7028.15).

11. 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.

12. Insurance A. The bidder who receives the Agreement award must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within 10 workdays 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 https://www2.cslb.ca.gov/About_Us/Library/Licensing_Classifications/Licensing_Classifications_Detail.aspx?Class=C20 to the State.

13. California Civil Rights Laws

Any person that submits a bid or proposal to, or otherwise proposes to enter into or renew an Agreement with, a State agency with respect to any Agreement in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the Agreement is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010 and they shall execute the California Civil Rights Laws Certification (DOT ADM-0076), provided as a link in Attachment 2, Required Documents, completed, signed, and returned with its bid or proposal.

14. 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 ADM-0077.

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

D. Therefore, Public Contract Code 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).

15. Price Quote Submittal A. The Price Quote should be emailed as described below. The price quote 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: 08A3888

PRICE QUOTATION SUBMITTAL–DO NOT OPEN

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: Phuong.Vu@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 or telephone 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 Phuong.Vu@dot.ca.gov, signed by the bidder or an agent authorized in accordance with Section L below. 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. An unsigned quote 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) are not negotiable. The GTC 02/2025 may be viewed at Internet site https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

16. 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.

17. 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) 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) 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 this 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 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

(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 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.

18. 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.

19. 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

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.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

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 08A3888 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

Total

1 1 Each

All labor, tools, equipment, materials, parts, supplies, disposal fees, travel, and incidentals necessary to provide HVAC system cleaning for Room 33 (Capping Room), 44 (Fine Gradient Aggregate Lab), Room 46 (Coarse Gradient Aggregate), Room 55 (Shipping and Receiving), Room 73 (Ignition HMA), Room 74 (Hot Mix Asphalt), Room 77 (Binder), per STD 213, Exhibit A, Scope of Work.

2 1 Each

All labor, tools, equipment, materials, parts, supplies, disposal fees, travel, and incidentals necessary to provide HVAC system cleaning for Room 202 (Material Testing Training), and Room 203 (Drying Area), per STD 213, Exhibit A, Scope of Work.

1) The above quantities are estimates only and are given as a basis for comparison of quotes. No guarantee is made or implied as to the exact quantity that will be needed.

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

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

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

Total This Proposal

(Add Items 1 through 2) $

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

☐ California Civil Rights Laws Certification (DOT ADM-0076) California Civil Rights Laws Certification

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

☐ Copy of ASCS certification issued by NADCA

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=DOTADM0076 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0076 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.

2. The term of this Agreement is:

Contractor’s Name TBD Agreement Number 08A3888

Exhibit A

Commercial Services–State

Scope of Work

1. Contractor agrees to provide the California Department of Transportation (Caltrans) Heating

Ventilation and Air Conditioning (HVAC) system cleaning, as described herein.

Contractor shall provide all labor, tools, equipment, materials, parts, supplies, disposal, travel, and incidentals to perform HVAC system cleaning in accordance with the National Air Duct Cleaners Association (NADCA) approved duct cleaning procedure.

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, Southern Regional Laboratory 13970 Victoria Street, Fontana, CA 92336 in San Bernardino County; Room 33 (Capping Room), 44 (Fine Gradient Aggregate Lab), Room 46 (Coarse Gradient Aggregate), Room 55 (Shipping and Receiving), Room 73 (Ignition HMA), Room 74 (Hot Mix Asphalt), Room 77 (Binder), Room 202 (Material Testing Training), and Room 203 (Drying Area).

LAB SPACE AREA (square footage

(sq. ft.))

Maximum Height (feet (ft.))

Room 33 (Capping Room) 1,176 18

Room 44 (Fine Gradient Aggregate) 3,750 17

Room 46 (Coarse Gradient Aggregate) 6,304 17

Room 55 (Shipping and Receiving) 3,430 16

Room 73 (Ignition HMA) 1,920 25.7

Room 74 (Hot Mix Asphalt) 4,458.70 16

Room 77 (Binder) 4,026 15

IA BUILDING AREA (square footage

(sq. ft.))

Maximum Height (feet (ft.))

Room 202 (Material Testing Training) 2,260 20

Room 203 (Drying Area) 640 19.3

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

5. This Agreement will commence on 6/1/026 (estimate), or upon approval by the Department of

General Services (DGS), whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by DGS. 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 will expire on 5/31/2027 (estimate). The services shall be provided during business hours Monday through Friday, 6:00 a.m. to 5:00 p.m., excluding holidays.

The parties may amend this Agreement as permitted by law.

5. 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: District 08/Construction Project Manager:

Caltrans Contract Manager: TBD

Address: Address:

Business Phone Number: Business Phone Number:

Email: Email:

6. Work Schedule A. After receiving the NTP from Caltrans Contract Manager, Contractor shall contact Caltrans

Contract Manager to schedule a mutually agreed upon date for the Pre-Work Meeting to discuss the process steps and schedule of work performance.

B. The Pre-Work Meeting shall be held within ten (10) business days of receipt of the NTP.

C. Caltrans Contract Manager will discuss and pre-approve the schedule and dates for work to be completed within the timeframe provided in this Agreement. All work scheduling shall be coordinated with Caltrans Contract Manager.

D. Contractor shall begin work within three (3) weeks of receiving the NTP by Caltrans Contract Manager. Once initiated, all work shall be completed within 45 business days, unless otherwise approved, in advance and in writing, by Caltrans Contract Manager. Failure to begin work within three (3) weeks or to execute the work within the time frame agreed upon, shall be considered grounds for termination of this Agreement in accordance with Exhibit D, Termination.

7. Detailed Description of Work Contractor shall perform HVAC system cleaning in accordance with the National Air Duct Cleaners Association (NADCA)-approved duct cleaning procedure. Contamination shall be removed from the air distribution system, where particles of dust, asphalt tar, pollen, or other debris can cause allergic reactions or other symptoms in people if exposed.

A. Contractor shall provide the following HVAC and Ventilation Ducts services:

1) HVAC and Ventilation ducts shall be thoroughly sanitized and maintained by power vacuuming and air injection. During the hygienic maintenance program, depending upon area and occupation usage, the supply fans may be left on while the duct cleaning is taking place, ensuring conditioned air is supplied to other areas. However, units shall be shut down if the project requirements are demanded, and also when they are being worked on.

2) Prior to performing the sanitation services on each duct system, to ensure no contaminants are emitted into areas not being cleaned, temporary filter media is to be fitted to those diffusers, registers, or grilles. All openings shall be protected to avoid contamination and debris from entering the conditioned air spaces. Any mechanical defects shall be reported to Caltrans Contract Manager and logged.

3) Power vacuum(s) operating at a minimum of 16,000 C.F.M. at 21” P.S.I. shall be connected to the individual duct system or zone at the main air plenum from the remote unit by means of a temporary flexible duct of adequate size to accommodate the system being cleaned.

4) Sufficient negative pressure shall be generated within the designated duct runs to ensure all particulate contamination is removed and contained under controlled conditions.

5) Compressed air is then introduced, starting at the most remote diffusers, registers or grilles and working toward the vacuum system by means of a reverse jet air flow nozzle and 25 C.F.M. air compressor operating at 210# P.S.I. Electric power-vent cleaner(s) or similar equipment shall be used to properly carry out the work until the entire ductwork system is clean. Suitable protective covering shall be provided by Contractor in all areas of work operation.

6) By inserting reverse jet air flow nozzles and electric power vent cleaner(s) through the diffusers, registers, or grilles, gently remove all loose contaminants from the interior surface of the ductwork. Where ductwork has internal insulation or other fragile components, take precautions to avoid disrupting or damaging these sensitive areas.

7) Prevent dirt and debris loosened from upstream duct mains and branches during cleaning operations from entering the conditioned spaces by capturing this debris within the filtration at the vacuum device.

8) Duct-mounted volume, fire, and zone damper sets are to be marked to their current setting, then inspected and cleaned as necessary. External moving parts are to be treated with an approved dry lubricant material - Aerolex Dry moly or equivalent.

9) Whenever the diffusers, registers, or grilles are removable, they shall be removed, vacuum cleaned, washed, dried, and then replaced. Non-removable diffusers, registers, or grilles shall be cleaned in place.

10) Sanitizing the air distribution network shall be performed as required. Using a suitable atomizing spray wand inserted through the diffusers, registers, grilles, or access panels, coat all interior surfaces of the ductwork with a fine mist of Oxine, or equivalent. Sanitizing fluid shall be applied to all scope-related surfaces after cleaning.

11) All work is performed in accordance with NADCA Standard 1992-01. Cleaning shall be supervised by a NADCA Certified Air Cleaning Specialist. Condition report shall be submitted to Caltrans within 30 days of completion of the cleaning.

12) Caulking or Sealing Compound shall be 3-M No 900-duct sealer, Tuff Bond No. 29, Peracel No. 29, Peracel No. EZ-4719, Foster 32-14, United Duct Sealer, or equivalent.

13) All ducts shall be inspected as work proceeds. Any defects in the duct system found during the hygienic maintenance process shall be immediately brought to the attention of Caltrans Contract Manager. All minor repairs, such as caulking, sealing, and reconnecting, shall be performed as part of this Agreement.

14) Whenever the grilles, registers, and diffusers are removable, they shall be removed, vacuum cleaned, washed, dried, and then replaced. Non-removable grilles, registers, and diffusers shall be cleaned in place. Refer to Attachment A, Exhaust Hood Ventilation System Component Breakdown, Exhibits 1-3, for references to each component of the HVAC and

Ventilation Duct Systems that need servicing, and the plans for the exhaust duct locations within the various labs.

B. Contractor shall provide the following Duct Coil Cleaning Process services:

Duct-mounted coils shall be hand-washed (air or water) on both coil faces carefully to avoid damage to tubes and fins. Thoroughly clean the hood faces, ensuring contaminants are removed. Remove corrosion from around coil frames, hand brush, and vacuum clean. Paint all corroded metal frame surfaces. Where necessary, recomb coil fins to restore them to their original condition before cleaning process beings, on both sides of the coil.

C. Contractor shall provide the following Damper, Motor, and Linkage Cleaning Process services:

1) Duct-mounted volume, fire, and zone dampers shall be inspected, cleaned, and repaired.

Contractor shall mark dampers to their current setting.

2) Repairs shall include straightening and aligning of blades and linkages.

3) All related equipment shall be power-vacuumed and high-pressure washed where required.

4) Areas with rust or scale build-up shall be wire-brushed or scraped.

5) All damper motors and linkages shall be lubricated and set into their original position upon completion of work. Lubricant material shall be Aerolex Dry Moly, or equivalent.

D. Contractor shall provide the following Variable Air and Mixing Box Cleaning Process services:

Remove access panel from the base of mixing box, taking precautions not to disturb wires, cables or setting of appurtenances of each mixing box or appurtenances adjacent to box.

E. Contractor shall provide the following Equipment Rooms and Air Plenum Cleaning Process services, including Related Air plenums and/or equipment room locations that are within the airstream of this project, shall be thoroughly maintained and sanitized. Such work shall include the following:

1) Remove all water from the floor area, note leaks, and report on the pipe work conditions. Vacuum-clean all surfaces, including walls, floors, and ceiling surfaces. All other debris shall be removed from the area by Contractor. Plenum areas shall be visually inspected and sealed air-tight with an approved caulking compound.

2) Remove all corrosion from all metal areas by scraping, sanding or wire brushing.

3) Contractor shall ensure that all areas are left in a correct operating mode; all switches, lights, doors, hatches, and controls are returned to their original setting.

4) Contractor shall, at the end of each work day, remove all waste, dirt, and debris resulting from the work performed. Such material shall be removed from the property and disposed of legally.

F. Contractor shall provide the following Air Handling Unit Cleaning Process services:

1) The air handling units shall be sanitized and serviced. Prior to commencement of work, a pre-arranged schedule shall be established with Caltrans Contract Manager for each room.

Work on each unit includes the following:

2) Fresh air plenums shall be cleaned thoroughly. Inlet louvers, mixing dampers, and turning vanes, if corroded, shall be scraped, primed and top coated as necessary. All debris shall be removed from plenum areas, and concrete floors shall be thoroughly cleaned to remove surface debris.

3) Hand wire brush all areas of the side, roof, and ceiling panels as necessary.

4) Remove all corrosion from around coil frames and drain pans, hand brush, and vacuum clean.

5) Contractor shall paint affected areas of coil frames using a chromate primer and enamel topcoat paint.

G. Contractor shall provide the following Heating and Cooling Coils services:

1) Sanitizing shall consist of washing downstream of coil first and then upstream utilizing a high-pressure water cleaning system with a suitable biodegradable cleaning agent, thoroughly cleaning coil faces to ensure all contaminants and materials are removed. Take precautions to avoid damaging the coil fins. If fins are bent prior to cleaning, straighten (as best as possible) fins utilizing a coil combing system. High-power washing will be performed with a water spray device that delivers a minimum of 500 P.S.I. Detergent cleaning shall be followed by thorough rinsing with fresh water. Any degreasing of the coils shall be performed before final cleaning to ensure complete removal of any residual build-up.

2) Drain pans shall be cleaned and cleared before any pressure washing be performed, thus assuring complete and safe drainage.

3) Vacuum clean and hand wash fin casing and motors so that all grease debris is removed. A degreasing solution shall be used in areas required.

4) Hand scrape fan impellers and remove all loose contaminants from within the fan casing.

H. Parts and Materials

1) All parts and materials shall be delivered to the job site in the manufacturer’s original unopened packages, clearly labeled, and stored in strict accordance with the manufacturers printed guidelines. Materials shall be handled in a manner to avoid damage. Damaged materials shall be replaced at Contractor’s sole expense. Large vehicles and company-owned vehicles containing service material belonging to Contractor will need prior approval for overnight storage as well as a written statement releasing Caltrans from any potential liability to the property such as theft, damage, loss due to fire.

2) All parts and materials shall, at a minimum, be in accordance with the requirements of this Exhibit A, Scope of Work. Additional or better features which are not specifically prohibited by this Exhibit A, Scope of Work, but which are a part of the manufacturer's standard commercial product, shall be included in the equipment being furnished. A standard commercial product is a product which has been sold or is being currently offered for sale on the commercial market through advertisements or manufacturer's catalogs or brochures and represents the latest production model.

3) Contractor shall use materials free from defects which would adversely affect the performance or maintainability of individual components or of the overall assembly.

Materials not specified shall be of the same quality used for the intended purpose in commercial practice. Unless otherwise specified by Caltrans Contract Manager, all equipment, material, and articles incorporated in the work covered by this Agreement shall be new. Materials shall be manufactured, handled, and used in a workmanlike manner to ensure completed work. Materials will be subject to inspection and tests by Caltrans Contract Manager. Contractor shall furnish samples without charge to Caltrans upon request.

4) Excess materials shall be left with Caltrans Contract Manager and become the property of Caltrans.

8. Waste Disposal A. Waste generated from the cleaning of the labs shall be disposed of as hazardous waste, and the removal of any waste produced during the cleaning process shall be performed by Contractor.

B. Contractor shall take ownership of and properly dispose of hazardous waste generated from cleaning the labs.

C. Contractor shall dispose of contaminated materials according to proper safety measures at all times, and shall be in compliance with all local, State, and Federal laws and regulations.

D. Contractor shall use disposal facilities that are approved by the Federal, State, and local governments and are operated with no known pending administrative or judicial actions to restrict their use. The cost of transporting waste to the disposal facility and the disposal fee(s) shall be included in the bid.

E. Delivery of the disposal receipt shall not relieve Contractor of its responsibilities and shall not impose upon Caltrans the responsibility to inspect or approve of the disposal facilities used by Contractor.

F. Contractor shall provide a copy of the Uniform Hazardous Waste Manifest accompanied by the disposal receipt from the disposal facility to Caltrans Contract Manager within 30 days of waste disposal.

G. 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.

9. Daily Clean Up Post Hygienic Sanitation Efforts A. As services will be conducted in sections and different parts of the building Contractor shall leave the work site in orderly and neat condition.