Public_Works_IFB_Chiller_Replacement.pdf

CALIFORNIA DEPARTMENT OF JUSTICE

Office of the Attorney General Division of Administrative Services Contracts and Purchasing Unit 1300 I Street, Suite 820 Sacramento, California 95814

Monday, August 17, 2026

Invitation for Bid Number 26-0071-IFB

Notice to Prospective Bidders

The California Department of Justice (DOJ) invites prospective bidders to review and respond to the attached Invitation for Bid (IFB) Number 26-0071-IFB entitled, “DOJ – Division of Law Enforcement (DLE), Bureau of Forensic Services (BFS) – Santa Rosa, Chiller Removal & Replacement Installation”. When preparing and submitting a bid, compliance with the instructions found herein is imperative.

All Agreements entered into with the State of California shall include, by reference, General Terms and Conditions (GTC 04/2017) that may be viewed and downloaded at the following site:

https://www.dgs.ca.gov/OLS/Resources. If any prospective bidder lacks Internet access, a hard copy of these items can be obtained by contacting Morgan Compton at Morgan.Compton@doj.ca.gov.

If a discrepancy occurs between the information in the advertisement appearing in the California Department of General Services, Cal eProcure website and the information herein, the information in this notice and in the attached IFB shall take precedence.

I. Bid Due Date

Regardless of postmark or method of delivery, the California Department of Justice, Contracts and Purchasing Unit must receive bid packages no later than 3:00 PM PST on Wednesday, September 09, 2026. For detailed submission instructions, see section EE of this IFB, entitled “Submission of Bids”.

II. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

The DVBE participation requirement has been waived for this solicitation. Bidders who provide DVBE participation are eligible to receive a DVBE Incentive. For more information regarding this option, see section HH of this IFB, entitled “Preference and Incentive Programs”. If you have questions, please contact the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov.

If you go above the requirement and subcontract for 3.25 % or more of the total dollar amount of the agreement resulting from this IFB, you may be eligible to receive a DVBE Incentive. For more information regarding this option, see section HH of this IFB, entitled “Preference and Incentive Programs”.

Prospective Bidders

III. Funding Limit

The proposed Agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the Agreement.

In addition, the proposed Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the Agreement in any manner. If full funding does not become available, the DOJ will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced activities.

IV. Bidder Questions

In the opinion of the DOJ, this Invitation for Bid is complete and without need of explanation.

However, if questions arise or there is a need to obtain clarifying information, put all inquiries in writing and route them to the DOJ following the instructions set forth in section D of this IFB, entitled “Bidder Questions”.

V. Executive Order N-6-22 Economic Sanctions Against Russia

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. The EO directs State agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of the Agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

Thank you for your interest in the service needs of the California Department of Justice.

Sincerely, Morgan Compton Analyst II

Enclosures

Invitation for Bid 26-0071-IFB

DOJ – Division of Law Enforcement (DLE) – Bureau of Forensic Services (BFS) –

Santa Rosa Chiller Removal & Replacement Installation

California Department of Justice Division of Administrative Services

Contracts and Purchasing Unit 1300 I Street, Suite 820

DOJ – Division of Law Enforcement (DLE), Bureau of Forensic Services (BFS) – Santa Rosa – Chiller Removal & Replacement Installation 26-0071-IFB

Page i

Table of Contents

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Bidder Questions

1. What to include in an inquiry

2. Question deadline

3. How to submit questions

4. Verbal questions

E. Mandatory Pre-Bid Site Inspection (Walk Through)

F. License/Permits/Insurance Papers

G. Employment of Apprentices

H. Prohibition of Delinquent Taxpayers

I. Statement of Work

J. Materials and Supplies

K. Contractor's Requirements

L. Protection and Clean-Up

M. Completion and Inspection of Work

N. Damage to State Property

O. Safety

P. Regulatory Requirements

Q. Workmanship

R. Accident Protection

S. Guarantee ………………………… ……………………………………………………………17

T. Specific Statutory Reference

U. Equipment Indemnification

V. Non-Solicitation

W. Failure to Perform

X. Payroll Records

Y. Prevailing Wage Rates

Z. Bonds

AA. Qualification Requirements

BB. Bid Format and Content Requirements

1. General instructions

2. Bid format requirements

3. Bid content requirements

4. Cost included in Bid Rates

Page ii

5. Required attachments/documentation

CC. Employement of Undocumented Immigrants

DD. Contractor Registration Program

EE. Submission of Bids

1. Submission instructions

2. Proof of timely receipt

3. Bidder costs

FF. Bid Opening

GG. Bid Requirements and Information

1. Non-responsive bids

2. Bid modifications after submission

3. Bid mistakes

4. Withdrawal and/or resubmission of bids

a. Withdrawal deadline

b. Submitting a withdrawal request

c. Resubmitting a bid package

5. Evaluation and seclection

a. Bid Opening/Reading

b. Bid Package Review

c. Notice of Intent to Award

6. Agreement award and protests

a. Agreement award

b. Settlement of tie bids

c. Protests

1) Who can protest

2) Grounds for protests

3) Protest timelines

4) Submitting a protest

7. Disposition of bids

8. Inspecting or obtaining copies of bids

a. Who can inspect or copy bid materials

b. What can be inspected/copied and when

c. Inspecting or obtaining copies of bid materials

9. Verification of bidder information

10. DOJ rights

a. IFB corrections

b. Collecting information from bidders

Page iii

c. Immaterial bid defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. No Agreement award or IFB cancellation

g. Agreement amendments after award

HH. Preference and Incentive Programs

1. Small/Micro Business Preference (perference not exceed $50,000)

2. Non-Small Business Subcontractor Preference (preference not to exceed $50,000)

3. Disabled Veteran Business Enterprise (DVBE) Incentive

4. Nonprofit Veteran Service Agency (NVSA) Small Business Preference

(preference not to exceed ($50,000)

5. Other Preference Programs

II. Agreement Terms and Conditions

1. Sample Agreement Form & Exhibits

2. Unanticipated tasks

3. Resolution of differences between IFB and Agreement language

Page iv

Required Attachments

Attachment # Attachment Name

Attachment 1 Bid Form

Attachment 2 Required Attachment/Certification Checklist

Attachment 3 Bid Evaluation Form (For DOJ Use Only)

Attachment 4 Client References

Attachment 5 CCC 04/2017 – Contractor Certification Clauses

Attachment 6 Darfur Contracting Act Certification (DGS PD 1)

Attachment 7 STD 204 – Payee Data Record

Attachment 8 Conflict of Interest & Confidentiality Statement – Vendor

Attachment 9

Attachment 9a

California Disabled Veteran Business Enterprise (DVBE) – Bid Incentive Instructions and Resources and Information

STD 843 – Disabled Veteran Business Enterprise Declarations

Attachment 10

Attachment 10a

Non-Small Business Subcontractor Preference Instructions

Small Business Subcontractor/Supplier Acknowledgement

Attachment 11

Attachment 12

Attachment 13

Attachment 14

Attachment 15

Attachment 16

Attachment 17

Attachment 18

Attachment 19

Attachment 20

GSPD-05-105 – Bidder Declaration and Bidder Instructions

DGS OLS 04 – California Civil Rights Laws Attachment

Iran Contracting Act

Bidder’s Acknowledgement of Prevailing Wage Requirements

Contractor License Information

Non-Collusion Affidavit, completion only required if awarded bid

Payment Bond, completion only required if awarded bid

Performance Bond, completion only required if awarded bid

STD 19 – Nondiscrimination Compliance Statement

STD 21 – Drug-Free Workplace Certification, completion only required if awarded bid

Page v

Sample Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

STD 213 Standard Agreement

Exhibit A Statement of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions. View or download at this Internet site:

https://www.dgs.ca.gov/ols/Resources

Exhibit D Special Terms and Conditions

A. Purpose and Description of Services

The California Department of Justice (DOJ) is soliciting bids from firms that can provide Chiller Removal & Replacement Installation for the DOJ, Division of Law Enforcement (DLE), Bureau of Forensic Services (BFS). Bids must address all the services described in section I of this Invitation for Bid (IFB), entitled “Statement of Work”, including those terms in the referenced exhibits.

The DOJ intends to make a single agreement award to the responsive and responsible firm offering the lowest bid. This IFB is open to all eligible firms and/or individuals that meet the qualification requirements.

B. Time Schedule

Below is the tentative time schedule for this IFB:

C. Agreement Term

The term of the resulting agreement is expected to be for two (2) years and is anticipated to be effective from Thursday, October 01, 2026 (or upon approval) through Saturday, September 30, 2028, with the option to extend the term at the discretion of the DOJ and upon approval, if required, from the California Department of General Services (DGS). The agreement term may change if the DOJ makes an award earlier than expected or if the DOJ cannot execute the agreement by the anticipated start date due to unforeseen delays. The DOJ reserves the right to extend the term of the resulting agreement as necessary to complete the services needed by the DOJ. Agreement extensions are subject to satisfactory performance by the Contractor, funding availability, and possibly approval by the DGS.

The resulting Agreement will be of no force or effect until it is signed by both parties and approved by the DGS, if required. The successful bidder is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

Event Date Time (If applicable)

IFB Released Monday, August 17, 2026

Mandatory Pre-Bid Walkthrough Monday, August 24, 2026 3:00 PM PST

Questions Due Wednesday, August 26, 2026 3:00 PM PST

Bid Due Date Wednesday, September 09, 2026 3:00 PM PST

Bid Opening Thursday, September 10, 2026 10:00 AM PST

Proposed Start Date of Agreement Thursday, October 01, 2026

D. Bidder Questions

Bidders shall immediately notify the DOJ if clarification is needed regarding the services sought or questions arise about the IFB and/or its accompanying materials, instructions, or requirements.

All inquiries must be in writing and submitted to the DOJ via electronic mail no later than the date and time stated in section B of this IFB, entitled “Time Schedule”. At its discretion, the DOJ reserves the right to contact an inquirer to seek clarification of any inquiry received.

Bidders that fail to report a known or suspected problem with this IFB and/or any accompanying materials or fail to seek clarification and/or correction of this IFB and/or any accompanying materials, shall submit a bid at their own risk. In addition, if awarded the Agreement, the successful bidder shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

If an inquiry appears to be unique to a single firm or is marked “Confidential,” the DOJ will email a response only to the inquirer if the DOJ concurs with the bidder’s claim that the inquiry is sensitive or proprietary in nature. If the DOJ does not concur, the inquiry will be answered in the manner described herein and the bidder will be so notified. Inquiries and/or responses that the DOJ agrees should be held in confidence shall be held in confidence only until the Notice of Intent to Award is posted.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number.

b. A description of the subject or issue in question or discrepancy found.

c. IFB section, page number or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any. A bidder that desires clarification about specific IFB requirements and/or whose inquiry relates to sensitive issues or proprietary aspects of a bid may submit individual questions that are marked “Confidential". The bidder must include with its inquiry an explanation as to why it believes questions marked “Confidential” are sensitive or surround a proprietary issue.

2. Question deadline

Submit questions and inquiries no later than the date and time (Wednesday, August 26, 2026, 3:00 PM PST), as stated in section B of this IFB, entitled “Time Schedule”.

Questions received after the due date and time will not be considered.

The DOJ will accept questions and inquiries about the following issues up to the bid due date:

a. DVBE participation.

b. How to complete DVBE attachments.

c. The reporting of IFB errors or irregularities.

3. How to submit questions

Please submit questions and inquiries regarding 26-0071-IFB to Morgan Compton at Morgan.Compton@doj.ca.gov.

Note: Please type “Questions 26-0071-IFB” in subject line of email.

4. Verbal questions

The DOJ reserves the right not to accept or respond to verbal questions and inquiries. Verbal remarks provided in response to verbal questions and inquiries are unofficial and are not binding on the DOJ unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential bidders.

Direct all verbal requests for DVBE assistance to the DOJ, SB/DVBE Advocate at Advocate@doj.ca.gov up to the bid due date.

E. Mandatory Pre-Bid Walkthrough

The DOJ will hold a Mandatory Pre-Bid Walkthrough for this IFB on Monday, August 24, 2026 at the BFS/Santa Rosa Laboratory located at 410 Russell Avenue, Santa Rosa, CA 95403.

The Mandatory Pre-Bid Walkthrough will allow all prospective Contractors to see where any work is expected to be performed. Bids will only be accepted by bidders that attended the Mandatory Pre-Bid Walkthrough.

Questions and answers will be recorded and included in the Q & A addendum. Please refer to the time schedule, above, for the Mandatory Pre-Bid Walkthrough date and time. Please note that the Mandatory Pre-Bid Walkthrough will begin promptly at 3:00 PM PST. During the Mandatory Pre- Bid Walkthrough, a list of hazardous materials will be discussed.

For questions regarding the Mandatory Pre-Bid Walkthrough, please contact Merrilee Gates at Merrilee.Gates@doj.ca.gov or (916) 261-1057.

Reasonable accommodations will be provided to prospective bidders needing assistance due to physical impairment, upon request to the DOJ for the Mandatory Pre-Bid Walkthrough. The prospective bidder must contact Merrilee Gates at Merrilee.Gates@doj.ca.gov or (916) 261-1057 to arrange for reasonable accommodation seventy-two (72) hours prior to the Mandatory Pre-Bid Walkthrough.

F. License/Permits/Insurance Papers

1. Contractor shall have and submit copies with IFB all applicable certificates of insurance, permit, licenses and other forms of documentation required to comply with the laws of the State of California.

Required State Contractors License(s): Classification C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor).

Contractors are required to submit a copy of their California State Contractors License as well as for any subcontractor (if applicable).

The Contractor shall have a current general contractor’s Classification C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) license issued by the California Contractors State License Board (CSLB) for the duration of this Agreement.

2. Contractor shall be an individual or firm licensed to do business in California and shall obtain at its expense all license(s) and permit(s) required by law for accomplishing any work required in connection with the Agreement.

3. If the Contractor is located within the State of California, the Contractor must be in good standing with the Secretary of State (if applicable). For more information regarding the Secretary of State, please visit: sos.ca.gov.

4. If the Contractor is out of State, the Contractor must provide a copy of their Board of Equalization Permit along with a copy of their Secretary of State (if applicable) to show the Contractor is eligible to do business in California.

5. In the event any license(s) and/or permit(s) expire at any time during the term of this

Agreement, Contractor agrees to provide the Contracts and Purchasing Unit (CPU) Contract Analyst a copy of the renewed license(s) and/or permit(s) within thirty (30) days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the DOJ may, in addition to any other remedies it may have, terminate the Agreement upon occurrence of such event.

G. Employment of Apprentices

The Contractor and any subcontractors shall comply with all applicable requirements of Labor Code sections 1777.5, 1777.6, 1777.7, and 3070 – 3100, and Title 8 of the California Code of Regulations in the employment of apprentices.

Contractors and subcontractors are required to comply with all Labor Code and regulations requirements regarding the employment of apprentices, including mandatory ratios of journey level to apprentice workers. Prior to commencement of work, contractors and subcontractors are advised to contact the State Division of Apprenticeship Standards, 455 Golden Gate Avenue, San Francisco, California 94102, or one of its branch offices, for additional information regarding the employment of apprentices and for the specific journey-to-apprentice ratios for the Agreement work.

H. Prohibition of Delinquent Taxpayers

Public Contract Code section 10295.4 prohibits the State from entering into an agreement for goods or services with any contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Revenue and Taxation Code section 7063 or 19195, and any agreement entered in violation of Public Contract Code section 10295.4 is void and unenforceable.

I. Statement of Work

1. Purpose

The purpose of this project is to provide a complete removal of the existing chiller and the installation of a new, unused, and fully operational replacement chiller at the California Department of Justice (DOJ), Division of Law Enforcement (DLE), Bureau of Forensic Services (BFS), Santa Rosa Laboratory located at 410 Russell Avenue, Santa Rosa, CA 95403.

The DOJ Facility Project Representative is:

a. Merrilee Gates at Merrilee.Gates@doj.ca.gov or (916) 261-1057.

The Contractor shall furnish all labor, supervision, materials, equipment, tools, transportation, permits, inspections, testing, startup, commissioning, documentation, and incidental services necessary to provide a fully operational replacement chiller in accordance with this Statement of Work.

For purposes of this Statement of Work, “replacement chiller” means the new, unused, fully operational chiller furnished and installed under this agreement. Refurbished, rebuilt, remanufactured, reconditioned, previously installed, or demonstration equipment shall not be accepted.

The replacement chiller shall be compatible with the existing system and match its operational performance, capacity, and operating characteristics unless otherwise approved by the DOJ.

2. Work to be Performed

The Contractor shall provide a complete removal of the existing chiller and installation of the replacement chiller.

The work shall include, but not be limited to, the following:

a. Furnish and procure the replacement chiller.

b. Furnish all equipment, materials, accessories, controls, hardware, and all components necessary to provide the replacement chiller.

c. Remove and dispose of the existing chiller.

d. Installation of the replacement chiller.

e. Perform all mechanical, electrical, controls, and related work necessary to complete the installation.

f. Coordinate integration of the replacement chiller into the existing Enterprise

Buildings Integrator (EBI) Building Automation System (BAS).

g. Coordinate manufacturer-required startup services.

h. Complete testing, commissioning, and operational verification.

i. Provide operator training.

j. Submit all required project closeout documentation.

k. Obtain final acceptance by the DOJ.

3. Contractor-Furnished Equipment and Materials

The Contractor shall furnish all equipment, materials, and components necessary to provide a complete and operational replacement of the existing chiller with the replacement chiller.

The replacement chiller and associated equipment shall be new, of current manufacture, and shall meet or exceed the operational, performance, capacity, and compatibility requirements of the existing system unless otherwise approved by the DOJ.

At a minimum, the Contractor shall furnish:

a. Replacement chiller.

b. BACnet-compatible controls.

c. Controllers.

d. Communication hardware.

e. Field devices.

f. Control wiring.

g. Mechanical materials.

h. Electrical materials.

i. Pipe supports and installation accessories.

j. Rigging equipment and services.

k. Freight, delivery, and unloading.

l. Manufacturer-required startup services.

m. All materials necessary to provide a fully operational installation.

The Contractor shall verify all field conditions prior to ordering equipment.

4. Chiller Removal and Replacement Installation

The existing chiller to be removed and disposed of under this contract is identified as follows:

Model No.: RTAC 140A UQ0N UAFN N1TY 2TDN NN0N N10G N0FX N Serial No.: U)7D0 3403

The Contractor shall perform the following:

a. Coordinate all removal and replacement installation activities with the DOJ Facility Project Representative.

b. Verify existing field conditions prior to equipment procurement.

c. Remove the existing failed chiller.

d. Recover, handle, transport, and dispose of refrigerant, oil, and other regulated materials encountered during the removal process in accordance with all applicable federal, state, and local regulations.

e. Remove and lawfully dispose of the existing chiller and associated materials.

f. Installation of the replacement chiller.

g. Coordinate all trades necessary to complete the installation.

h. Perform manufacturer-required startup services when required by the equipment manufacturer.

i. Complete all work necessary to place the replacement chiller into full operational service.

5. Mechanical and Electrical Requirements

The Contractor shall evaluate the existing installation and perform all mechanical and electrical work necessary for proper installation of the replacement chiller.

The Contractor shall determine, as necessary, modifications to existing:

a. Chilled water piping.

b. Condenser water piping, if applicable.

c. Valves.

d. Insulation.

e. Pipe supports.

f. Electrical feeders.

g. Disconnects.

h. Circuit breakers.

i. Conduit.

j. Associated mechanical and electrical components.

The Contractor shall determine whether the replacement chiller requires modifications to the existing housekeeping pad, structural supports, or other building features.

If modifications are required, the Contractor shall identify those modifications and include all work necessary to provide a complete installation.

Prior to ordering equipment, the Contractor shall verify:

a. Existing dimensions.

b. Equipment clearances.

c. Access routes.

d. Structural conditions.

e. Electrical requirements.

f. Mechanical connections.

g. Piping connections.

h. Utility locations.

i. Site conditions that may affect installation.

The Contractor shall be responsible for identifying field conditions that could affect the successful completion of the project and shall promptly notify the DOJ Facility Project Representative of any conditions requiring resolution prior to installation.

6. Enterprise Buildings Integrator (EBI) Building Automation System (BAS)

The replacement chiller and all associated controls shall be fully compatible with the DOJ's existing Enterprise Buildings Integrator (EBI) Building Automation System (BAS).

The Contractor shall perform the following:

a. Furnish all BACnet-compatible controls, controllers, field devices, communication hardware, control wiring, and accessories necessary to provide complete integration with the DOJ's existing Building Automation System (BAS).

b. Coordinate all BAS integration activities with the DOJ's authorized Building Automation System (BAS) service provider.

c. Coordinate scheduling and field activities necessary to facilitate programming, graphics development, startup support, testing, commissioning support, and final integration into the existing Building Automation System (BAS).

d. Provide the DOJ's authorized Building Automation System (BAS) service provider with all information, equipment, communication hardware, field access, and coordination necessary to complete successful integration into the existing Building Automation System (BAS).

e. Verify proper Building Automation System (BAS) communication and operational functionality prior to final acceptance.

f. Coordinate correction of any Building Automation System (BAS) deficiencies identified during startup, commissioning, or final acceptance testing.

7. Permits, Codes, and Regulatory Compliance

The Contractor shall obtain all permits, inspections, regulatory approvals, and other authorizations required to complete the work.

The Contractor shall be responsible for all permit fees, inspection fees, and associated costs necessary to complete the project.

All work shall comply with applicable:

a. Federal laws and regulations.

b. State of California laws and regulations.

c. Local building, mechanical, plumbing, electrical, fire, and environmental codes.

The Contractor shall coordinate all required inspections and obtain final approvals necessary to place the replacement chiller into service.

8. Project Schedule and Milestones

The Contractor shall submit a detailed project schedule to the DOJ Facility Project Representative for review and approval.

The project schedule shall include, at a minimum:

a. Equipment procurement.

b. Equipment delivery.

c. Removal of the existing chiller.

d. Installation of the replacement chiller.

e. Manufacturer startup.

f. Functional testing.

g. Commissioning.

h. Operator training.

i. Project closeout.

j. Final acceptance.

The Contractor shall promptly notify the DOJ Facility Project Representative of any actual or anticipated delays affecting the approved schedule.

Schedule revisions shall be submitted whenever significant changes occur that may impact the approved project completion timeline.

9. Contractor Responsibilities

Prior to ordering equipment, the Contractor shall verify all existing site conditions.

The Contractor shall verify, at a minimum:

a. Existing dimensions.

b. Equipment clearances.

c. Access routes.

d. Structural conditions.

e. Electrical requirements.

f. Mechanical connections.

g. Piping connections.

h. Existing utility conditions.

i. Building Automation System (BAS) compatibility.

The Contractor shall coordinate all required interruptions to building services, including electrical power, chilled water, building controls, and other facility operations through the DOJ Facility Project Representative.

The Contractor shall protect existing buildings, equipment, utilities, finishes, and surrounding property from damage during performance of the work.

Any damage caused by the Contractor, subcontractors, suppliers, or employees shall be repaired or replaced at no additional cost to the State and restored to a condition equal to or better than its pre-existing condition.

The Contractor shall maintain the work area in a safe, clean, and orderly condition throughout the duration of the project.

Upon completion of the work, the Contractor shall remove all debris, surplus materials, equipment, and temporary construction items from the project site.

10. Commissioning, Testing, and Acceptance

The Contractor shall perform complete startup, testing, commissioning, and operational verification of the replacement chiller.

Commissioning activities shall include, at a minimum:

a. Manufacturer-required startup, when required by the equipment manufacturer.

b. Point-to-point verification of all control points.

c. Functional testing of all equipment and controls.

d. Operational testing under normal operating conditions.

e. Verification that all mechanical and electrical components operate as intended.

f. Verification of proper Building Automation System (BAS) communication and interface.

g. Verification that all alarms, graphics, trending, and control sequences operate correctly following integration with the existing Building Automation System (BAS).

h. Correction of identified deficiencies.

i. Documentation demonstrating successful completion of all commissioning activities.

Project acceptance shall occur following successful completion of:

a. Installation of all required equipment.

b. Manufacturer startup, when applicable.

c. Functional testing.

d. Commissioning.

e. Correction of identified deficiencies.

f. Submission of all required project closeout documentation.

g. Verification by the DOJ Facility Project Representative that the new replacement chiller is fully operational and performing as intended.

11. Operator Training

Upon completion of the installation and prior to final acceptance, the Contractor shall provide operator training for designated DOJ personnel.

Training shall include, at a minimum:

a. Operation of the replacement chiller.

b. Building Automation System (BAS) interface and controls.

c. Normal operating procedures.

d. Routine maintenance requirements.

e. Basic troubleshooting procedures.

f. Emergency shutdown procedures.

g. Review of operation and maintenance documentation.

The Contractor shall provide all training materials necessary to support the training provided.

12. Submittals and Project Closeout

Pre-Construction Submittals

Prior to procurement of equipment or commencement of work requiring review, the Contractor shall submit the following to the DOJ Facility Project Representative:

a. Product data and technical specifications for the replacement chiller.

b. Product data for controls, controllers, communication hardware, and related

Building Automation System (BAS) components.

c. Shop drawings, where applicable.

d. Proposed Sequence of Operation.

e. Detailed project schedule.

f. Any additional technical information necessary to demonstrate compliance with this Statement of Work.

No work requiring review of submitted documents shall proceed until the applicable submittals have been reviewed and approved by the DOJ.

Project Closeout Documentation

Prior to final acceptance, the Contractor shall submit:

a. As-built drawings.

b. Operation and Maintenance (O&M) manuals.

c. Manufacturer startup documentation, when applicable.

d. Commissioning report.

e. Warranty documentation.

f. Approved Sequence of Operation.

g. Training materials.

h. Equipment manuals.

i. Product data sheets.

j. Any additional closeout documentation reasonably requested by the DOJ Facility

Project Representative to verify completion of the work.

13. Warranty

The Contractor shall provide the manufacturer's standard warranty for all installed equipment.

The Contractor shall warrant all workmanship for a minimum period of one (1) year following final acceptance unless a longer warranty is provided by the equipment manufacturer.

Warranty documentation shall be submitted as part of the project closeout documentation.

Any warranty service required during the warranty period shall be coordinated with the DOJ Facility Project Representative.

14. Contractor Technical Proposal

Each bidder shall submit a detailed written technical proposal describing the proposed approach for completing this project.

The technical proposal shall include, at a minimum:

a. Description of the proposed replacement chiller.

b. Equipment proposed for installation.

c. Chiller removal methodology.

d. Installation methodology.

e. Mechanical modifications anticipated.

f. Electrical modifications anticipated.

g. Building Automation System (BAS) integration approach.

h. Startup and commissioning approach.

i. Proposed project schedule.

j. Assumptions affecting the work.

k. Any additional work necessary to provide a complete and operational installation.

The technical proposal shall demonstrate the bidder's understanding of the project scope and proposed approach for successfully completing the work described in this Statement of Work.

15. General Agreement Requirements

Unless otherwise approved in writing by the DOJ, all work shall be performed during regular business hours, Monday through Friday, 8:00 AM PST through 5:00 PM PST, excluding State-observed holidays.

The Contractor shall possess and maintain a valid California Contractor License Classification C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) throughout the duration of the Agreement.

The Contractor shall coordinate all work with the DOJ Facility Project Representative.

The Contractor shall maintain a safe work environment and comply with all applicable federal, state, and local safety regulations throughout the duration of the project.

The Contractor shall maintain the work area in a clean and orderly condition and shall remove all debris, surplus materials, equipment, and temporary construction items upon completion of the work.

All work shall be performed by qualified personnel experienced in the installation, startup, commissioning, and integration of commercial chiller systems and Building Automation Systems (BAS).

Progress payments will not be authorized for work awarded under this IFB.

Payment will be made on a lump-sum basis only.

All work performed under this Agreement shall be subject to inspection by the DOJ. If any portion of the work or materials is determined to be deficient or not in accordance with the Agreement requirements, the DOJ may require corrective action prior to final acceptance.

The Contractor shall remain responsible for satisfactory completion of all Contract requirements until final acceptance by the DOJ.

J. Materials and Supplies

1. Contractor will be reimbursed for the actual cost of materials/supplies purchased to be consumed or installed at the work site in performance of the Agreement (including applicable sales tax), with allowance for a maximum mark-up as included in Contractor’s bid. Costs of materials/supplies are to be substantiated by a copy of the original invoice verifying the actual cost and delivery of the materials/supplies to the DOJ. Contractor will be reimbursed for the actual costs.

2. A copy of three (3) price quotes for single materials/supplies exceeding $500 must also be supplied to the DOJ Facility Project Representative or authorized designee.

3. If requested by the DOJ Facility Project Representative or designee, prior to the purchase and installation of any materials, Contractor shall submit for approval, product data, manufacturer’s descriptive data, factory mutual test reports, product specifications, and instructions, for all materials used.

4. Materials being installed or replaced shall be the size and capacity of, or equal to, the equipment and/or materials being replaced.

(Contractor shall notify the DOJ Facility Project Representative or designee immediately with information regarding delays in procurement of materials and/or supplies.)

K. Contractor’s Requirements

1. Contractor shall have and submit copies with IFB all applicable certificates of insurance, permit, licenses and other forms of documentation required to comply with the laws of the State of California.

The Contractor shall possess and maintain a valid California Contractor License Classification C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) throughout the duration of the Contract.

2. Contractor shall obtain and maintain, at its sole cost and expense, always during the term of this Agreement, all licenses, permits, and other authorizations from governmental authorities or boards, necessary to enable it to perform the work under the Agreement.

3. Contractor shall require personnel to wear attire that clearly identifies the Contractor’s company in a permanent or semi-permanent manner, such as a monogram or badge. Employees shall be required to dress neatly, commensurate with the tasks being performed.

4. Contractor shall designate an On-Site Supervisor and provide the name, cellphone and/or pager number of the On-Site Supervisor in writing to the DOJ Facility Project Representative at least two (2) days prior to each service starting date. The term “On-Site Supervisor” means a person designated in writing by Contractor having authority to act for Contractor on a day-to-day basis at the work location. The On-Site Supervisor must be present at the work site during work performance.

5. Contractor shall notify the DOJ Facility Project Representative or designee of any necessary utilities that will be required in the performance of the work at the site. The Contractor shall be responsible for providing sanitary facilities for his/her/their personnel either through rental or planning with the DOJ. These facilities shall be kept clean at all times and are not to be used for anything other than their intended purpose.

6. The DOJ reserves the right to bar any Contractor‘s employee from the work site.

7. Contractor shall secure all necessary permits from applicable local agencies for work performed under this Agreement. Any permit costs shall be reimbursed in accordance with Exhibit B, Budget Detail and Payment Provisions.

8. Contractor must also have any licenses/certifications required by the applicable local jurisdictions in which the work is to be performed.

9. Contractor must keep fully informed of all existing and future State and local laws, rules, ordinances, and regulations, which in any manner affect those engaged or employed in the work, the materials used in the work to be performed, or the services to be provided.

10. No “Pick Up Labor” or “Day Labor” may be used on any job.

11. The Contractor shall ensure that only qualified and competent employee(s) are permitted on the work site and that the work shall be safely performed to the highest industry standards. The Contractor shall take all the necessary precautions to prevent injury or hazard to DOJ employee(s), invitee(s) and/or to the general public and shall avoid causing any unreasonable inconvenience to any person doing business on State property.

12. The Contractor shall conduct its operation as to avoid damage to any facilities, structures, or other property.

13. The Contractor shall provide warning signs alerting people to any dangerous conditions at the Contractor’s own expense and without cost to the DOJ.

L. Protection and Clean-Up

1. Prior to commencement of any work, the DOJ Facility Project Representative or designee shall confer with Contractor and review the total workload and the cleaning methods proposed by Contractor.

2. Contractor will alert the DOJ Facility Project Representative or designee if any chemicals or solvents will be used that could cause staff irritation or affect testing to be performed at or around the facilities.

3. Contractor shall take necessary precautions to protect all areas and appropriate steps to protect any finishes and fixtures that might be affected by their work.

4. Contractor shall provide dust controlling sheeting to protect adjacent areas.

5. Contractor shall remove resulting dirt, dust, and debris on a daily basis, and shall leave the work area neat and clean.

6. Contractor is responsible for hazardous waste recovery and disposal in accordance with applicable laws. No hazardous materials or waste shall be handled by the Contractor other than the list which will be provided by the DOJ Facility Project Representative. The costs for hazardous waste disposal shall be reimbursed in accordance with Exhibit B, Budget Detail and Payment Provisions.

7. Contractor shall report all spills immediately to the DOJ Facility Project Representative or designee if assistance is required and/or if the spills propose a temporary or permanent danger.

M. Completion and Inspection of Work

It is the Contractor’s responsibility to notify the DOJ Facility Project Representative or designee upon completion of work. The DOJ Facility Project Representative or designee shall have the ultimate responsibility and authority to determine whether the Contractor has satisfied the Contractor’s duties and obligations under the Agreement, including specifically whether the Contractor’s work product and deliverable has satisfied all of the applicable Agreement requirements (including acceptance criteria or tests). Approval of work constitutes approval for payment and not transference or termination of Contractor’s responsibility to perform work in accordance with the terms of the agreement. Any work that needs corrections shall be performed at the Contractor’s sole expense in a timely manner, which may be expressly agreed upon in writing by the parties. Failure to begin work and to complete work as required by the Agreement shall be considered grounds for termination of the Agreement for default.

N. Damage to State Property

If any State property is damaged because of the actions of the Contractor, or its employees, the Contractor shall, to the DOJ’s satisfaction and sole option, repair, replace, or restore the damage at the Contractor’s sole expense or pay to the DOJ the costs to repair, replace, or restore the damage.

Repair, replacement, or restoration efforts must be performed in a manner that ensures all applicable warranties are maintained for any product or equipment damaged. Any damage to existing facilities, structures, or other property resulting from the work shall be reported immediately to the DOJ Facility Project Representative or designee.

O. Safety

1. All the work shall be performed in a safe, professional, and competent manner and in accordance with all applicable federal, State, and local laws, including the Fair Labor Standards Act, General Industry Safety Orders, the State and Federal Occupational Safety and Health Act, and all environmental laws.

2. All work shall meet or exceed local industry standards and practices.

3. During this work, Contractor shall protect tenants and public from hazards created.

4. Contractor shall, always, take necessary steps to protect the public from injury and all property from damage, and shall be responsible for all kinds of injuries to the public and damage to the work or property due to the actions or omissions of the Contractor’s employees or agents.

Protection shall include use of adequate shielding, covering, barricades, and other safeguards, as necessary. Contractor shall post signs and cordon-off areas to protect the health and safety of the public.

P. Regulatory Requirements

Contractor’s personnel shall comply with all current laws and standards of the State, including all applicable Division of Occupational Safety and Health (DOSH or Cal/OSHA) requirements and other safety regulations, and applicable city and county codes, including the following:

1. Environmental Protection Agency (EPA) Regulations

2. Cal/OSHA Standards and Regulations

3. California Code of Regulations, Title 8

4. California Building Standards Code 1988

5. Underwriters’ Laboratories, Inc. (UL) Standards

6. ANSI A13.1 and NFPA 70 for color coding

7. Materials and processes shall comply with applicable local and State laws and standards.

In case of conflict with regulatory requirements and specified materials, regulatory requirements will govern.

8. Manufacturers’ Specifications and Standards: At a minimum, the Contractor shall comply with all manufacturers’ recommendations, specifications, and standards for same or similar application.

Q. Workmanship

1. All work provided by Contractor shall conform to the latest requirements of federal, State, city, and county laws and standards.

2. Contractor is responsible for compliance with all applicable laws and standards in connection with work performed under the Agreement.

3. Contractor’s personnel shall take appropriate steps to protect any finishes and fixtures that might be affected by their work.

4. All work shall meet or exceed local industry standards and practices.

5. Functional testing will be performed at completion of work and any malfunctions or equipment failures shall be corrected by the Contractor at the Contractor’s expense. After repairs of malfunctions or failures are complete, the functional test will be repeated.

6. Failure of Contractor to begin work promptly or to execute the work diligently as described in the Statement of Work shall be considered a default and grounds for termination of the agreement. Defective, negligent, or careless work that is indicative of lack of skill in its execution as determined by the DOJ Facility Project Representative or designee shall be redone at the Contractor’s expense.

7. Contractor shall leave the premises in a neat, clean, and safe condition. The Contractor shall conduct operations in such a manner as to avoid damage to State property. Any damage caused by the Contractor shall be repaired or replaced at the Contractor’s expense and shall be repaired or replaced to the satisfaction of the DOJ Facility Project Representative or designee. The Contractor shall notify the DOJ Facility Project Representative or designee immediately of any damage.

8. Should the State determine that the Contractor’s work or materials vary materially from the drawings, plans and specifications, and/or Statement of Work, or was not performed or provided in a workmanlike manner, then Contractor warrants that the Contractor shall perform all necessary repairs, replacements, and/or corrections needed to restore the work or materials according to the drawings, plans and specifications, and/or Statement of Work at no additional cost to the State.

R. Accident Protection

Contractor shall always permit the DOJ Facility Project Representative or designee to visit and inspect the work. This obligation shall include maintaining proper facilities and safe access for such inspection. Where the Agreement requires work to be tested, it shall not be covered up until inspected and approved by the DOJ Facility Project Representative or designee and Contractor shall be solely responsible for notifying the DOJ Facility Project Representative or designee at least forty-eight (48) hours in advance where and when such work is ready for inspection and testing. Should any such work be covered without test and approval, it shall be uncovered at Contractor's expense.

Contractor shall be responsible for securing areas of work at the end of each workday to prevent unauthorized entry after working hours. Work area shall be barricaded and flagged by Contractor.

Precautions shall be always exercised for the protection of persons (including employees) and property and shall include the installation of adequate safety guards and protective devices for all equipment and machinery, whether used in the performance of work or permanently installed as part of the work. Contractor shall comply with all applicable laws relating to safety precautions, including safety regulations of the Department of Industrial Relations.

S. Guarantee

Contractor further agrees that within ten (10) calendar days after being notified in writing by the DOJ Facility Project Representative or designee of any work defects discovered after the completion and acceptance of the work and within the specified guaranteed period, Contractor and the DOJ Facility Project Representative or designee agree to meet and establish a start and completion date on all corrective work. If Contractor fails to comply with the terms of the guarantee, the DOJ shall have work done at Contractor's expense. The DOJ shall be entitled to all costs, including reasonable attorney's fees.

T. Specific Statutory Reference

Any reference to certain statutes in the agreement shall not relieve Contractor from the responsibility of complying with all other statutes applicable to the service, work, or rental to be furnished thereunder.

U. Equipment Indemnification

1. Contractor shall indemnify the State against all loss or damage to property or equipment, and Contractor shall maintain at Contractor’s own expense any fire, theft, liability or other insurance as deemed necessary. Contractor assumes all responsibility which may be imposed by law for property damage or personal injuries caused by defective equipment furnished under this Agreement or by operations of Contractor or Contractor’s employees under this Agreement.

2. Any subcontract entered into because of this Agreement shall contain all of the provisions of this section.

V. Non-Solicitation

Contractor warrants, by execution of the Agreement, that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage,…