Informal_Competitive_RFQ25-288946.FMD.BAS.V3.docx

Rev. 4.15.24

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – OFFICE OF BUSINESS AND ACQUISTION SERVICES

Request for Quotation

DUE DATE

July 31, 2026

SOLICITATION #

25-288946

DATE

7/17/2026

DELIVERY DATE

As Specified

PAGE

REQUISITION. NO.

AGENCY BILLING CODE

AGENCY PURCHASE EST NO.

F.O.B. DESTINATION UNLESS

BID STATES OTHERWISE

ARE YOU CLAIMING PREFERENCE

AS A CALIFORNIA CERTIFIED SMALL BUSINESS?

YES NO

IF YES, MANUFACTURER?

YES NO

ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE?

YES NO

SUPPLIER CONTACT:

PHONE:

SUPPLIER NUMBER:

____ % CASH DISCOUNT FOR

PAYMENT WITHIN ____ DAYS

SEE REQUIRED PAYMENT DATE OF THE GENERAL PROVISIONS PARAGRAPH 30.

SHIP TO:

NAME (PRINT)

TITLE

FOR FURTHER INFORMATION, CONTACT:

PROCUREMENT OFFICIAL:

PHONE:

EMAIL:

SECTION 14835 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR BIDDERS WHO QUALIFY AS A NON-SMALL BUSINESS CLAIMING AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION. FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS, SECTION 1896, ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

SIGNATURE DATE

Return to:

Phoebe Hsu Phoebe.hsu@dgs.ca.gov 279-946-8275

EMAIL ADDRESS

TELEPHONE NUMBER FAX NUMBER

FEDERAL EMPLOYER IDENTIFICATION NUMBER

Bidder offers and agrees if this response is accepted within 45 calendar days from the date of opening to furnish all of the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified above and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY: By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed has complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) the National Labor Relations Board declaration set forth in Paragraph 51 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct.

Solicitation 25-288946 is being conducted by the Department of General Services. Office of Business and Acquisition Services on behalf of the Department of General Services (DGS) Facilities Management Division for the purchase of Building Automation Services reflected in the Statement of Work, Attachment 1 and Cost Worksheet, Attachment 2.

KEY ACTION DATES

SOLICITATION

Solicitation is also referred to as an EVENT in Cal eProcure.

PROCUREMENT OFFICIAL

The Procurement Official is the state’s designated authorized representative regarding this procurement.

Bidders are directed to communicate with the Acquisition Analyst listed below to submit questions, deliver proposals, and submit all other formal correspondence regarding this procurement.

METHOD OF AWARD

This solicitation shall be awarded on an "All or None" basis, by individual group, or by individual line item, whichever is deemed by the State to be in its best interest. The award will be made to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation. For a group to be considered for award, all items in the group must be bid.

In the event of a tie, a coin toss will be a permissible tiebreaker. Such event will be conducted by the procurement official and observed by a state employee as witness.

RESPONSIVE BIDDER

A supplier provides a bid response that is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract.

RESPONSIBLE BIDDER

A supplier who is responsible and submits a responsive bid is one who clearly indicates compliance without material deviation from the solicitation’s terms and conditions and who possesses the experience, facilities, reputation, financial resources and other factors existing at the time of contract award.

ADDITIONAL TERMS AND CONDITIONS

The state objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder. This applies to any language appearing in documents attached as part of the bidder’s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bids with terms and conditions attached may be subject to rejection.

FINANCING

The State reserves the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Supplier will invoice the State and the State will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the supplier on behalf of the State.

QUESTIONS REGARDING THE RFQ

Bidders requiring clarification of the intent or content of this RFQ or on procedural matters regarding the competitive RFQ process may request clarification by submitting questions by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), to Acquisition Analyst identified in this RFQ. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the bid due date.

Note: Answers to all questions will be posted via an Event/Solicitation Addendum

Acquisition Analyst: Phoebe Hsu Email: phoebe.hsu@dgs.ca.gov

REQUEST TO CHANGE REQUIREMENTS OF THE RFQ

Bidders may request to change requirements of the RFQ if the Bidder believes that one or more of the RFQ requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions. The Bidder shall submit recommended change(s) and facts substantiating the recommended change by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), in an email clearly marked “Request to Change Requirements of RFQ 25-288946” to the Acquisition Analyst and identified in this RFQ.

ATTACHMENTS

The following documents are attached, or attached by reference, and part of this solicitation:

1. Exhibit A - Statement of Work of nine (9) pages

2. Exhibit A, Attachment 1 – Equipment List of one (1) page

3. Exhibit A, Attachment 2 – Sample work order of one (1) page

4. Exhibit B – Budget Detail and Payment Provisions of two (2) pages

5. Exhibit B, Attachment 1 – Cost Sheet of four (4) pages

6. Exhibit C – Information Technology General Provisions of one (1) page

7. Exhibit D – Special Terms and Conditions of four (4) pages

8. Exhibit D, Attachment 1 – Bidder Declaration of one (1) page

9. Exhibit E – Prevailing Wage of two (2) pages

10. Bidder’s Instructions (GSPD-451) of six (6) pages, dated 11/09/2011** https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

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

13. California Disabled Veteran Business Enterprise (DVBE) Program Requirements of four (4) pages, dated 1-2022** (if applicable) https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C%20

** These documents are incorporated by reference and located at the link provided.

PRICES

Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract.

For the purpose of this bid, only bids quoted F.O.B. Destination, Freight Prepaid, will be accepted. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract. International shipments will be Delivered Duty Paid (DDP). Import Costs, duties, taxes, value added tax or any other transportation or customs costs will not be paid by the State unless expressly included and itemized in the Contract.

The sales tax rate applied should be based on the rate of the area where the product is to be delivered, unless the deliverable is a vehicle, in which case the sales tax rate applied should be based on the rate where the vehicle will be registered with the California Dept. of Motor Vehicles (DMV).

All freight charges over $50 require a supporting prepaid freight bill prior to freight payment.

CALIFORNIA SELLER’S PERMIT

Bidders must provide their California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by the California Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in Sections 6487, 7101 and Sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the CDTFA permit number in the space provided below (or attach a copy of the permit with your bid.)

For instructions on how to obtain a California Sellers Permit number or register to do business in the State of California, visit the California Department of Tax and Fee Administration website at www.cdtfa.ca.gov.

Retailer’s Seller’s Permit Number: __________________________________

POSTCONSUMER-CONTENT CERTIFICATION

State agencies are required to report purchases in many product categories. In order to comply with those requirements, bidders are required to complete and return the attached Postconsumer-Content Certification form (CalRecycle 74) with their bid response.

BIDDER DECLARATION FORM

All bidders must complete the Bidder Declaration Form GSPD-05-105 and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract; this includes equipment manufacturers, equipment distributors and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime’s contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

If claiming the non-small business subcontractor preference, the form must list all the California small businesses with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837 (d)(4).

PROHIBITION ON TAX DELINQUENTS BIDDING (AB 1424)

Public Contract Code section 10295.4 provides that a state agency shall not enter into any contract for goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. This section applies to contracts executed on or after July 1, 2012. The Franchise Tax Board (FTB) and the California Department of Tax and Fee Administration (CDTFA) will post and periodically update lists of the 500 largest tax delinquencies on their websites as required by law. Starting on July 1, 2012 prior to executing contracts state agencies must check the FTB and CDTFA lists to ensure the proposed awardee/vendor is not on either list. If the proposed awardee is on either list, the bid may be considered non-responsive.

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

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

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: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2.

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

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.

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.

CALIFORNIA CERTIFIED SMALL BUSINESS AND PREFERENCE(S) INFORMATION

SMALL BUSINESS PREFERENCES AND CERTIFICATION

Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

SMALL BUSINESS REGULATIONS

The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 9/09/04. The new regulations can be viewed at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx. Access the regulations by clicking on the “Small Business Regulations” in the right sidebar. For those without internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services (OSDS) at (916) 375-4940.

SMALL BUSINESS PARTICIPATION REPORTING REQUIREMENTS

Per Government Code 14841, if a contract/purchase order is awarded from this solicitation with a commitment from the prime bidder to achieve small business participation, the contractor must within sixty (60) days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) report to the awarding department the actual percentage of small business participation achieved.

NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California Certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). The required list of California certified small business subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE INFORMATION

DVBE PARTICIPATION REQUIREMENTS

The State has established a 3% goal for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. To be considered responsive, bidders must complete and return the Bidder Declaration GSPD-05-105 (03/15), the DVBE Declarations, STD. 843 (5/2006), and signed, written confirmation (described below). Failure to complete and submit all required forms with the bid, that fully document and meet the DVBE Program Requirement, may cause the bid to be rejected. This solicitation provides an incentive for DVBE participation, and the “California DVBE Program Requirements” packet includes information about the DVBE incentive.

Supplier agrees to provide verification, in a form agreed to by the state, that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract/purchase order, or with any subsequent amendment.

DVBE COMPLIANCE AND VERIFICATION

Written Confirmation:

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, a written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. The written confirmation must include the solicitation number and be signed by the Bidder and DVBE subcontractor(s). The written confirmation shall include but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE.

Failure to submit signed confirmations shall render the bid non-responsive. If further verification is necessary, the state will obtain additional information to verify compliance with the above requirements.

Disabled Veteran Business Enterprise Declarations (Std. 843):

Per the Military and Veterans Code Section 999.2, this form must be completed and signed by all disabled veteran owner(s) and disabled veteran manager(s) when a DVBE contractor or subcontractor will provide materials, suppliers, services or equipment. The completed form should be included with the bid response. Should the form not be included with the IFB, contact the State contracting official or obtain a copy online from the Department of General Services, Procurement Division, Office of Small Business and DVBE Services (OSDS) website at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

DVBE PARTICIPATION REPORTING REQUIREMENTS

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, upon completion of the awarded contract, the Contractor must certify to the awarding department all of the following:

· The total amount the Contractor received under the contract.

· The name and address of the DVBE that participated in the performance of the contract and the contract number.

· The amount and percentage of work the Contractor committed to provide to one or more DVBE under the requirements of the contract and the amount each DVBE received from the Contractor.

· That all payments under the contract have been made to the DVBE(s). Upon request by the awarding department, the Contractor shall provide proof of payment for the work.

STD 817 shall be used for Contractor’s certification and provided to the State’s Contract Administrator. STD 817 is located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

DVBE SUBCONTRACTOR SUBSTITUTION

(Keep if using DVBE Requirement and/or Incentive Language) The supplier understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran business Enterprise (DVBE) subcontractor(s) identified in their bid offer, per Military and Veterans Code section 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC section 999.9; Public Contract Code (PCC) section 10115.10.

SPECIFICATION COMPLIANCE

The bidder must indicate below if the product or products offered on this bid complies in all respects with the Attachment 1, SOW.

YES_________ NO*_________

If the bidder has indicated that the product offered does not comply in all respects with the attached specifications, they are to list below, in detail, any and all deviations.

*If the product does not comply you may request modifications, revisions, or possible alternatives to be reviewed PRIOR to the bid submission date by submitting your request to the Procurement Official. Any deviations listed below may cause your bid to be deemed non-compliant.

LIST DEVIATIONS/SUBSTITUTIONS:

RESPONSE CHECKLIST (Modify as applicable)

The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award:

|_| Signed State of California – DGS Office of Business and Acquisition Services - solicitation document (with all fill-in spaces completed) |_| Cost Worksheet of one (1) page |_| Bidder Declaration Form (GSPD-05-105 REV 03/15) of two (2) pages |_| Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 05/2006 (if applicable) |_| DVBE signed, written certification (if applicable) |_| Payee Data Record (Std. 204) |_| California Civil Rights Laws Certification (if applicable) |_| Three (3) Bidder References (with satisfactory job performances on similar scope work) |_| A valid Class C-20 Warm-Air Heating, Ventilating, & Air-Contractor license issued by the California Department of Consumer Affairs (CSLB), Contractors State License Board |_| Certificate of Insurance and its endorsements as identified in Exhibit D.7 of the attached sample contract

Failure to return any of these items with your bid response may result in your bid being considered non-responsive.

The following items must be returned with the bid response only if your intention is to claim the applicable bidder preference, if you are not claiming the preference you are not obligated to fill out and/or return any of the following forms.

|_| Bidder’s Summary, form (DGS/PD 526) for goods and services.

Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the RFQ. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating bidders in compiling their final bid response. Bidders are encouraged to carefully read the entire RFQ. The need to verify all documentation and responses prior to the submission of final bids cannot be over emphasized.

BID SUBMISSION

E-mail bids are required for this solicitation and shall be sent to phoebe.hsu@dgs.ca.gov The state makes no warranty that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any other submission requirements. If there is a question regarding how to submit a bid, contact the Procurement Official listed on the first page of the solicitation document for assistance.

Note: Bidders must be registered in CaleProcure as a Vendor in order to receive an awarded PO without the risk of additional processing time. To award a PO to a bidder that is not registered in CaleProcure as a Vendor requires the upload of a Payee Data Record (STD. 204). For more information, go to: https://caleprocure.ca.gov/pages/index.aspx

AWARD NOTIFICATION

If you would like to receive notification of the bid results and intended awardee, please include a “Notice of Intent to Award” request along with your submitted bid.

AWARD OF CONTRACT

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

PROTESTS

Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests can be emailed, mailed or delivered to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Email.: PDProtest@dgs.ca.gov

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

EXHIBIT A

SCOPE OF WORK

The State of California (State), Department of General Services (DGS), Facilities Management Division (FMD) manages, maintains and operates state buildings and grounds statewide, pursuant to Government Code Section 14685 (a), which authorizes DGS to establish rules and regulations for the government and maintenance of state buildings and grounds. The BAS is a standalone system with no remote access allowed.

FMD is procuring services for Building Automations System (BAS) maintenance and repairs on state property.

1. PROJECT SUMMARY

A. Contractor shall provide all labor, equipment, and materials required to provide Building Automations System maintenance and repairs services for the equipment identified in Exhibit A, Attachment 1. Service shall include the following:

1) Preventative Maintenance

2) Repair Services

3) Technical Support Services

B. The services will be performed at the following location:

Joseph A. Rattigan (Building #480) 50 D Street, Suite 220 Santa Rosa, CA 95404

C. The rates specified in Exhibit B, Attachment 1, Cost Sheet, shall stay in effect for the entire Agreement term. Contractor was afforded the opportunity at the walk-through to examine work sites and specifications and investigate conditions, character and quality of surface, subsurface materials or obstacles and conditions that might be encountered. No additions or increases to the Agreement amount will be made due to conditions that existed at the walk-through.

D. The State anticipates a thirty-six (36) months term for this Agreement.

2. PROJECT REPRESENTATIVES

A. The Contract Representatives during the term of this Agreement will be:

Address:

City, State, Zip:

Phone Number:

E-mail Address:

B. The State reserves the right to identify an FMD Designated Representative in the absence of the FMD Contract Administrator.

C. Any changes in Contractor’s Contract Administrator must be immediately reported in writing to the FMD Contract Administrator or FMD Designated Representative.

3. QUALIFICATION REQUIREMENTS

A. Contractor must possess and maintain, at all times during the term of this Agreement, a valid Class C-20, Warm-Air Heating, Ventilating, & Air-Contractor license issued by the California Department of Consumer Affairs (CSLB), Contractors State License Board.

B. Services on equipment shall be performed by Nagara Trained and Certified Service Technicians. Contactor shall provide copies of Certifications upon request.

C. Technicians providing services must be regularly employed by the Contractor. Each individual should have sufficient experience to perform the services required of that position. In addition to other remedies, the State reserves the right to request alternative technicians if service is not satisfactory.

4. PERFORMANCE DETAILS

A. Contractor shall perform all services in accordance with California Code of Regulations, Title 24, California Building Standards Code.

B. Contractor shall be responsible for supplying miscellaneous materials (i.e., grease, lubrications, gloves, etc.) incidental to service, including safety materials needed or required to perform service, at no additional charge to the State.

C. The State will not pay for fees not listed on Exhibit B, Attachment 1, Cost Sheet (i.e. travel, freight, trip, tax, and/or fuel surcharges, etc.).

D. Any damage to existing facilities or structures resulting from this work shall be reported immediately to the FMD Contract Administrator or FMD Designated Representative and be repaired to the satisfaction of the FMD Contract Administrator or FMD Designated Representative at the Contractor’s expense and only with prior approval of the FMD Contract Administrator or FMD Designated Representative.

E. All work shall be performed on-site and coordinated with the FMD Contract Administrator or FMD Designated Representative. The BAS is a standalone system with no remote access. BAS and System remote access is not authorized. BAS and System will not be configured for remote access. BAS and System shall not be accessed remotely.

5. SERVICE DETAILS

A. Work Days, Hours and State Holidays

1. The State's normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. (PT), excluding observed State holidays. All scheduled services under this Agreement shall be completed within normal business hours (unless approved in writing and in advance by the FMD Contract Administrator or FMD Designated Representative). Any unapproved hours of work will be considered performed at Contractor's own expense.

2. Contractor shall not be regularly scheduled for services on observed State holidays. Current observed State holidays are New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Farmworkers Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day.

B. Scheduling of Work

1. After the Agreement has been approved, Contractor shall confer with the FMD Contract Administrator or FMD Designated Representative in a start-up meeting.

2. Monthly services shall be coordinated with the FMD Contract Administrator or Designated FMD Representative with the first monthly service occurring no later than 30 calendar days from Agreement execution. Monthly services thereafter shall be provided no more frequently than 25 calendar days from completion of the previous same monthly service and as coordinated with the FMD Contract Administrator or FMD Designated Representative.

3. Quarterly services shall be coordinated with the FMD Contract Administrator or Designated FMD Representative with the first quarterly service occurring no later than 90 calendar days from Agreement execution. Quarterly services thereafter shall be provided no more frequently than 75 calendar days from completion of the previous same quarterly service and as coordinated with the FMD Contract Administrator or FMD Designated Representative.

4. During the term of this Agreement, and notwithstanding the described hours and calendar schedule, the FMD Contract Administrator or FMD Designated Representative and Contractor shall mutually agree in writing to modify workdays or hours to reasonably accommodate the completion of work.

C. Building Security

1. The State shall have and exercise full and complete control over granting, denying, withholding or terminating building clearances for Contractor’s personnel.

2. Contractor’s staff shall check in with building security at building’s main entrance, where they are to provide a valid State of California issued identification and will be issued a temporary pass that will be returned at the end of each day. Temporary passes shall be worn while performing services in the building and on building’s grounds.

3. All Contractor’s personnel shall notify the FMD Contract Administrator or FMD Designated Representative upon arrival each day and sign-in and out on the FMD Maintenance Log Book daily.

4. Contractor’s staff shall be in a uniform (with a name-tag) that easily identifies them as Contractor’s staff.

5. Contractor shall be responsible for all costs incurred as a result of false fire alarms or other system alarms activated by Contractor’s negligence or that of its employees, material suppliers, and/or subcontractors.

D. Parking

The State does not provide parking, however, off-loading of equipment and materials may be performed at the building’s loading dock if permission is obtained in advance from the FMD Contract Administrator or FMD Designated Representative and sufficient space is available.

E. Utilities

Water, electricity, elevator and restroom facilities are available free of charge while performing services associated with this Agreement. However, these facilities shall be kept clean at all times and are not to be used for anything other than their intended purpose.

F. Interference

Contractor shall make provisions to accomplish the work of this Agreement, without undue interference with the operations of the State, its tenants and visitors, or surrounding businesses and buildings.

G. Clean-Up

Contractor shall keep all work areas clean and free of debris. During progress of work and at the end of each workday, Contractor shall clean-up materials, remove from building location and discard appropriately and in accordance with any local or county ordinances. Any cleaning of equipment on State property requires the approval of the FMD Contract Administrator or FMD Designated Representative.

H. Information Technology Components

1. All installation(s) ongoing operational maintenance and/or access service(s) shall be stand-alone and shall not require connectivity to the internet, or the DGS corporate wired, or wireless network.

2. For the ongoing operational maintenance and/or service agreement(s) where the contractor anticipates installation and or installing patches to the system the contractor shall not require any support from DGS IT staff. This includes but not limited to access to server room(s), DGS network(s) server(s) wired or wireless or any other internal network(s).

3. Any installations (new or replacement) shall not occur in an intermediate distribution frame (IDF) or main distribution frame (MDF) without first coordinating with DGS IT staff on the power cooling and networking requirement(s).

4. For any IT equipment operational support, maintenance, and/ or repair/ replacement the contractor shall not require any remote access, and shall be available on-site location, and/ or via telephone.

6. WORK DETAILS

The BAS is a standalone system with no remote access. BAS and System remote access is not authorized. All work by Contractor shall be done on-site. The services Contractor shall perform consists of, but is not limited to, the following:

A. Monthly – Hardware and Software Preventive Maintenance and Support Contractor shall perform the following:

1. Software Maintenance Services

a. The Contractor agrees to update and maintain the States software with the latest revision(s) available, with any necessary software updates and patches.

b. Contractor shall maintain the equipment identified in Exhibit A, Attachment 1, Table 1, Hardware Equipment List and Table 2, Software Equipment List.

c. Contractor shall review State's Trouble Log, current data, applications, and will ensure correct operation of programmed processes, point mapping and the resulting inputs and outputs to the connected Heating, Ventilation, Air Conditioning (HVAC) equipment.

d. After each service call is completed, details of the daily work ticket service shall be submitted by the Contractor in writing within 7 working days and submitted to the FMD Contract Administrator or FMD Designated State Representative. Work ticket entries must include date, time of arrival, work performed, and time of departure. All invoices must be accompanied by the job tickets, or copies of the trouble log data supporting the invoice charges.

B. Quarterly - Preventive Maintenance

Contractor shall perform the following:

1. Perform diagnostic of network communication and identify failure points.

2. Inspect, test, and perform diagnostic of supervisory control and field panel.

3. Verify that the current version of the Tritium System by Seimens, is installed, if it is not, contractor shall install the most current update.

4. Contractor shall perform any patching necessary to keep the software functioning properly.

5. Inspect the Tritium System by Seimens for any issues.

6. Test Tritium System by Seimens for clear communication between the computer and other circuit boards.

7. Inspect to be sure there are no alarms on the system. Contractor shall notify FMD Contract Administrator or FMD Designated Representative by telephone or in writing via email if alarms are detected.

8. Review report logs for any overrides, failures, alarms, and unreliability within the network. Contractor shall report items found to the FMD Contract Administrator or FMD Designated Representative via email.

9. Test all the control panels and boards. Report findings to FMD Contract Administrator or FMD Designated Representative via email for recommendations if operations fail, prior to repairing.

10. Create or modify graphics as needed.

11. Inspect the Dual RS485 module for physical damage, loose connectors, or heat stress.

12. Confirm the module is properly seated in the JACE option slot and that the 3‑position removable terminal plugs are secure.

13. Check LED indicators for power, termination, and RS485 message traffic to verify normal operation.

14. Inspect VAV controller status for normal operations and communications.

15. Ensure power supply voltage to the VAV controller has no transient noise or grounding issues present.

16. Inspect VAV Controller board, connectors and terminals for overheating or corrosion.

17. Contractor shall inspect the carrier unit to ensure communication is intact within the unit and temperatures are properly monitored.

18. Inspect Variable Air Volume (VAV) boxes for proper operation. Report findings to FMD Contract Administrator or FMD Designated Representative via email for recommendations if operations fail, prior to repairing.

19. Contractor shall provide recommendations to the FMD Contractor Administrator of FMD Designated Representative for request of parameter changes.

20. Perform Sequence Testing, such as lead, lag, or time-of-day switching to ensure system is operable and report findings to FMD Contract Administrator or FMD Designated Representative via email.

21. Capture back-up of the most current database, graphics and programs of all supervisory controllers and workstations. Store one (1) year back-up data with the FMD Contract Administrator or FMD Designated Representative, on an FMD provided storage device.

22. Capture back-up of the most current database, graphics and programs of all supervisory controllers and workstations. Store one (1) year back-up data with the FMD Contract Administrator or FMD Designated Representative, on an FMD provided storage device.

23. Contractor shall perform software and firmware updates on an as needed basis, upon approved by FMD Contract Administrator or FMD Designated Representative.

24. Immediately Notify the FMD Contract Administrator or FMD Designated Rep by telephone or in writing via email of any problems with the program.

25. Contractor SHALL NOT configure the system for remote access.

2. BAS Hardware and Process Support

1. Critical Points and Process shall be tested, calibrated and verified within 3 months after signed and executed contract, then every twelve (12) months thereafter until contract expiration during scheduled service visits. "Critical Points and Processes defined as:

1) Semi-Annual-Loop differential pressure transmitters

2) Annual-Loop flow meters.

3) Annual-All Amps and/or KWH points and/or their calculations

4) Annual-Air handler, chiller and cooling tower control processes

5) Annual-Fire, smoke control and purge processes, including Fireman's Override Panel operation; in conjunction with the State's testing of Smoke Control Systems per NFPA 93A Chapter 5.

2. If components or parts found in Exhibit A, Attachment 1, Hardware Equipment List are found to be defective or have failed, the Contractor shall present a written quote to repair or replace these components/parts to the FMD Contract Administrator or FMD State Designated Representative for approval.

3. Replaced components shall be new and of compatible design, as required to maintain the State's system and equipment as listed in Exhibit A, Attachment 1. Defective parts with "trade -in" or exchange value shall become the property of the Contractor, if the Contractor is supplying replacement(s) of Same and the State receives a credit for such part(s) as reflected in the Contractors final submitted invoice. Parts/components with no "trade-in" or exchange value shall remain the property of the State.

4. At any time during the term of the Agreement, if any individual component cannot be properly repaired or replaced, due to obsolescence, lack of commercial availability of standard parts, and/or excessive wear or deterioration, the Contractor shall notify the FMD Contract Administrator FMD State Designated Representative.

3. BAS Software Support Services

1. The Contractor shall provide software patches, revisions, and/or bug fixes to standard METASYS Software in order to maintain system operations. The Maintenance costs of software services are included as part of the services identified in Exhibit B, Attachment 1, Cost Sheet.

2. Quarterly-Contractor shall make a copy of current working database on head end equipment and field panel equipment.

3. The costs of maintaining or replacing software identified in Exhibit A. Attachment 2, Software Equipment shall be the Contractors responsibility,

4. The State shall be solely responsible for purchasing any and all hardware and firmware, which may hereafter be required to maintain or improve performance of the software installed on the State's system.

5. Contractor shall provide the FMD Contractor Administrator future hardware, additions and/or improvements, functional, operational, or otherwise. Third party software (other than that named in the "list of Covered Software") that add, enhances or improves functional performance of State's system is excluded under this Agreement, and will be provided when available and at the State's expense.

6. Contractor shall provide documentation to operate all Johnson Controls software that was modified by Stone Controls, Inc. During the duration and upon termination of this Agreement, all documentation, including software licenses, will become property and responsibility of the State.

C. The FMD Contract Administrator or FMD Designated Representative reserves the right to increase or decrease preventive maintenance services, or to decrease the scheduled number of services, should equipment be added or old equipment become obsolete.

D. Preventive Maintenance shall be paid by the State at the Contractor’s rates specified in Exhibit B, Attachment 1, Cost Sheet, Table 1, Preventive Maintenance.

7. REPAIR SERVICES

A. Contractor shall provide repair services required to keep the equipment fully operational in accordance with manufacturer’s standards.

B. Foreseeable Repairs shall be paid by the State at the Contractor’s Repair Service-Hourly Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 2, Foreseeable Repair Services.

C. Unforeseeable Repairs shall be paid by the State at the Contractor’s Repair Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Unforeseeable Repair Services.

D. Contractor shall respond to requests for repair service within one (1) business day of notification by the FMD Contract Administrator or FMD Designated Representative.

E. Contractor shall make every attempt to complete repairs on the same business day. When a part(s) must be ordered that will delay completion of repairs the same working day, Contractor shall inform the FMD Contract Administrator or FMD Designated Representative immediately.

8. EMERGENCY REPAIR SERVICES

A. Contractor shall provide any necessary emergency repair services upon request from the FMD Contract Administrator or FMD Designated Representative.

B. Contractor must respond to requests for emergency repair services within two (2) hours of notification by the FMD Contract Administrator or FMD Designated Representative.

C. When possible, emergency repairs shall be performed during normal business hours as specified herein.

D. The FMD Contract Administrator or FMD Designated Representative may, at their discretion, allow access to the equipment outside of normal business hours when necessary.

E. Emergency services provided by the Contractor shall be charged at the Contractor’s Emergency Repair Service-Hourly Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Unforeseeable Repair Services.

F. When calculating Emergency Repair costs relative to Foreseeable Repairs, the hourly rate shall be as identified in Exhibit B, Attachment 1, Table 3,…