QR_25C540001.pdf

GAVIN NEWSOM, GOVERNOR

601 North 7th Street, Sacramento, CA 95811 | 916-843-3610

800-735-2929 (TT/TDD)

800-735-2922 (Voice)

Safety, Service, and Security CHP 49 (Rev 4-25) OPI 003

AN INTERNATIONALLY

ACCREDITED AGENCY

CALIFORNIA STATE TRANSPORTATION

AGENCY

March 13, 2026

File No.: 076.A18142.25C540001

SMALL BUSINESS BID SOLICITATION (SB BID) – MAINTENANCE

Notice to Prospective Bidders

The Department of California Highway Patrol (CHP) invites prospective bidders who are certified by the Department of General Services (DGS) Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as a Small Business (SB) or Micro Business (MB) to review and respond to the attached Small Business Bid Solicitation (SB BID) # 25C540001 entitled, “CHP NEWHALL AREA OFFICE– HVAC MAINTENANCE SERVICES When preparing and submitting a bid, compliance with the instructions found herein is imperative.

All Agreements entered into with the State of California will include, by reference, General Terms and Conditions (GTC) that may be viewed and downloaded at this Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources- List-Folder/Standard-Contract-Language. If any prospective bidder lacks Internet access, a hard copy of these items can be obtained by contacting the person signing this letter.

I. Bid Due Date

In submitting your bid, you must comply with the instructions found herein. Your bid must be submitted via email no later than the bid due date and time.

II. Prevailing Wage Rates

In accordance with the provisions of Section 1770, 1773 and 1773.1 of the Labor Code, the Director of the Department of Industrial Relations (DIR) has ascertained general prevailing wage rates in the county in which the work is to be performed.

The rates of prevailing wage are determined by the DIR, Labor Statistics and Research. The prevailing wage rate determinations are available on the DIR website at www.dir.ca.gov/DLSR/Pwd.

III. Public Works Contractor Registration Program

A. In accordance with the provisions of Code of Regulations Title 8, Section 16000, the DIR has ascertained the work for this project to be performed as a public work.

Refer to http://www.dir.ca.gov/t8/16000.html.

B. No Contractor or Subcontractor may be listed on a bid proposal for a public works project unless registered with the DIR https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.dir.ca.gov/DLSR/Pwd http://www.dir.ca.gov/t8/16000.html

Notice to Prospective Bidders pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)].

C. No Contractor or Subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code Section 1725.5.

D. This project is subject to compliance monitoring and enforcement by the DIR.

Refer to http://www.dir.ca.gov/Public-Works/SB854.html for more information.

E. Contractor shall maintain its registration with the DIR per the requirements set forth in Labor Code 1725.5 (a)(1) during the term of this Agreement.

IV. 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, CHP will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced activities.

V. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

VI. Generative Artificial Intelligence (GenAI)

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

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 http://www.dir.ca.gov/Public-Works/SB854.html

Notice to Prospective Bidders the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

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.

VII. Bidder Questions

In the opinion of the CHP, this SB BID package is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, bidders shall submit requests in accordance with the instructions in Section D of the SB BID entitled “Bidder Questions.”

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

Sincerely, LISA JOHNSON

Contract Analyst

(916) 843-3610 Lisa.johnson@chp.ca.gov

Enclosures

CHP NEWHALL AREA OFFICE

HVAC MAINTENANCE SERVICES 25C540001

Page i

Table of Contents

A. Purpose and Description of Services B. Key Action Dates C. SB BID Released D. Walk Through E. Questions Due Date and Time F. Addendums G. Agreement Term H. Scope of Work I. General Information J. Qualification Requirements K. Bid Format and Content Requirements

1. General instructions

2. Bid format requirements

3. Bid content requirements

L. Submission of Bids

1. Submission instructions

2. Bidder costs

M. Withdrawal and Changes to a Bid After Bid Submittal

1. Complete withdrawal of bid

2. Bid modifications after submission

3. Withdrawal and resubmission of a bid

4. Evaluation and selection

5. Agreement Award/Tie Bids

6. Disposition of bids

7. CHP rights

N. Agreement Terms and Conditions

1. Resolution of differences between SB BID and agreement language Required Attachments Proposed Agreement/Exhibits

A. Purpose and Description of Services

The Department of California Highway Patrol (CHP) is soliciting bids from firms that are able to provide HVAC MAINTENANCE SERVICES. Bids must address all of the services described in Exhibit A entitled, “Scope of Work” that is included in the Proposed Agreement Forms/Exhibits section of this SB BID. Exhibit A contains a detailed description of the services and work to be performed as a result of this SB BID including those terms in the referenced exhibits.

This acquisition is conducted under Government Code section 14838.5 for awards between $5,000.01 and less than $250,000.00. The CHP will award a single contract to the lowest responsive and responsible bidder. Participation is limited to DGS-certified Small Businesses that meet all qualification requirements.

B. Key Action Dates

Listed below are important dates and times by which specific actions must be taken or completed. Any dates that follow the final date for bid submission are only approximate and may be adjusted by CHP as conditions require without addendum to this SB BID:

Event Date Time (if applicable)

SB BID Released March 13, 2026

Walk-Through* See Item D.

March 24, 2026 at 8:45 AM

Questions Due* March 31, 2026 by 2:00 PM

Bid Due* April 7, 2026 at 2:00 PM.

Bid Opening* April 7, 2026 at 2:00 PM.

Proposed Start Date of Agreement MAY 01, 2026 OR UPON APPROVAL, WHICHEVER IS LATER

*Subject to change by addendum up until the date and time indicated.

C. SB BID Released

This is the date the SB Bid is released to prospective SB bidders. The SB Bid at CHP’s discretion may also be posted in Cal-eProcure.

D. Walk Through

1. It is mandatory that bidders view the job site before submitting a bid. A Mandatory Walk-through will be held on the date and time indicated in section B (Key Action Dates).

The walk-through will be held at the CHP NEWHALL AREA OFFICE located at

28648 THE OLD ROAD, VALENCIA, CA 91355 ON MARCH 24, 2026 AT 8:45 AM. A

sign-in sheet will be provided at the walk-through. All prospective bidders must sign-in prior to the start time of the walk-through. A late sign-in will not be accepted. Bidders that arrive after the walk-through has started will not be allowed to sign-in. No bid will be considered from a Contractor that did not sign-in at the Mandatory Walk-through.

2. Reasonable Accommodation to Attend Walk-through

Potential bidders who need assistance to attend the Mandatory Walk-through due to a physical impairment, a reasonable accommodation shall be provided by the CHP upon request. The potential bidder must contact the contact person indicated on the cover page of this SB BID package no less than five (5) business days prior to the scheduled date and time of the walk-through to arrange for reasonable accommodations.

Business Services Section, Contract Services Unit Telephone number (916) 843-3610 (TTY) - California Relay telephone number 1-800-735-2929

E. Questions Due Date and Time

Bidders shall immediately notify CHP if clarification is needed regarding the services sought or questions arise about the SB BID and/or its accompanying materials, instructions, or requirements. A bidder that fails to report a known or suspected problem and/or any accompanying materials or fails to seek clarification and/or correction and/or any accompanying materials before submitting their bid does so at their own risk.

1. Bidders are to submit written questions and inquiries via email no later than the question due date and time.

2. Bidders shall submit questions via email to: LISA.JOHNSON@CHP.CA.GOV

3. Questions and inquiries received after the questions due date and time are not guaranteed to be answered prior to the bid due date and time.

4. What to include in the inquiry

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

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

1) Reporting of errors or irregularities in the SB BID.

2) Requesting clarification or additional information.

3) SB BID section, page number or other information useful in identifying the specific problem or issue in question.

mailto:LISA.JOHNSON@CHP.CA.GOV

4) Remedy sought, if any.

5. Response to questions/inquiries.

a. When timely written questions/inquiries are received, the CHP will issue a summary response and will send it by email and/or post it on Cal eProcure.

CHP reserves the right to contact an inquirer to seek clarification of any questions/inquiry received.

The email or posting will be titled Questions and Answers to SB BID 25C540001.

b. It is the bidder’s responsibility to verify if questions have been received and a response was issued by contacting the analyst indicated in section E.2.

c. Verbal responses to questions and/or inquiries regarding this SB BID are unofficial and are not binding on CHP unless confirmed in writing.

F. Addendums

1. An addendum may be issued for any changes to this SB BID Solicitation (i.e.

corrections, clarification of information, extension of the bid due date, etc.).

2. Addendums may be issued up until the bid due date and time indicated in section B (Key Action Dates).

3. All addendums for this SB BID solicitation will be posted in Cal eProcure. As a courtesy, CHP typically notifies prospective bidders by email of an addendum especially for changes to the bid due date and time. However, it is the bidder’s responsibility to verify whether any addendums have been issued by contacting the contract analyst identified in E.2 above.

G. Agreement Term The term of the resulting agreement is anticipated to be effective from May 1, 2026.

The agreement term may change if CHP makes an award earlier than expected or if CHP cannot execute the agreement in a timely manner due to unforeseen delays.

CHP reserves the right to extend the term of the resulting agreement as necessary to complete or continue the services. Agreement extensions are subject to satisfactory performance, funding availability, and possibly approval by Department of General Services (DGS).

The resulting agreement will be of no force or effect until it is signed by both parties and approved by DGS, if required. 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.

H. Scope of Work

See Exhibit A entitled, “Scope of Work” that is included in the Proposed Agreement Forms/Exhibits section of this SB BID. Exhibit A contains a detailed description of the services and work to be performed as a result of this SB BID.

I. General Information

1. Employment of Undocumented Aliens

A state agency, as defined in Section 10335.7, that is subject to this code, shall not award a public works or purchase contract to a bidder or contractor, nor shall a bidder or contractor be eligible to bid for or receive a public works or purchase contract, who has, in the preceding five years, been convicted of violating a state or federal law respecting the employment of undocumented immigrants.

2. Proof of liability insurance

Before agreement execution, the successful bidder must supply proof of liability insurance that meets the requirements in the attached Exhibit E, entitled “Insurance Requirements”.

3. Driver’s License Check/Fingerprint Check

The successful bidder and all personnel who are assigned to the contract will be subject to a driver license check before access to a CHP facility is authorized.

Upon the initial driver license check returning clear and the receipt of a fully approved contract, services may commence. An adverse finding under the driver license check, may at the sole discretion of CHP, result in a requirement for personnel replacement or cancellation of the contract.

J. Qualification Requirements

Failure to meet the following requirements by the bid due date will be grounds for CHP to deem a bidder non-responsive. In submitting a bid, each bidder must certify that it possesses the following qualification requirements.

1. DGS Certification:

a. Department of Generals Services (DGS) Small Business (SB), Micro-Business

(MB), and Disabled Veteran Business Enterprise (DVBE) certifications will be evaluated for valid certification. The certification must be valid at time of the bid opening date and time. If the certification is no longer valid the bidder will be eliminated from further consideration.

b. Commercially Useful Function: In accordance with Government Code.

Section 14837 and M&VC, Section 999, all SB and DVBE contractors, subcontractors and suppliers that bid on or participate in a State contract, https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.&lawCode=MVC regardless of being a verbal or written solicitation, must perform a Commercially Useful Function (CUF).

c. Failure of a DGS certified SB, MB to demonstrate performance of a CUF, when bidding as a prime contractor, will result in that certified bidder being eliminated from consideration.

d. Should the analyst determine that a certified subcontractor is not providing a CUF, a contract may still be awarded if the prime contractor is a responsible bidder without the involvement of the firm that has been determined not to provide a CUF and/or the work can be performed by an alternate SB, MB, or DVBE firm where the substitution is determined to have no material effect on the bid.

2. License Requirement/Certification: Contractor must possess a valid Contractor State License Board (CSLB) C-20 – Heating Ventilating and Air Conditioning Contractor.

3. DIR Registration: Bidders must be registered with the DIR Pursuant to California Labor Code Sections 1770, 1773 and 1773.1.

4. Corporations must certify they are in good standing and qualified to conduct business in California.

5. Non-profit organizations must certify they are eligible to claim nonprofit status.

6. Bidders must have a past record of sound business integrity and history of being responsive to past contractual obligations.

K. Bid Format and Content Requirements

1. General instructions

a. Each individual or firm may submit only one (1) bid. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) bid, CHP will reject all bids submitted by that firm or individual.

b. Develop bids by following all SB BID instructions and instructions or clarifications in question/answer notices, clarification notices, or SB BID addendum(s).

c. Before preparing a bid, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood.

2. Bid format requirements

a. Bid must be complete with a copy of all required attachments and documentation.

b. Sign applicable SB BID attachments/forms. Have a person who is authorized to bind the bidding firm sign each form that requires a signature. Unsigned bids may be rejected.

3. Bid content requirements

This section specifies the order and content of each bid and where applicable, indicates form/attachment completion instructions. When completing the attachments, follow the instructions in this section and any instructions appearing on the attachment. Unless otherwise indicated, do not submit supplemental information or other materials that CHP has not requested.

Complete and assemble the following items listed on Attachment 1 – Required Attachment/Certification Checklist contained herein. After completing and signing the applicable attachments/documents bidder is to email their bid to the email address indicated in section L (Submission of Bids).

L. Submission of Bids

1. Submission instructions

a. Bids shall be emailed in a non-fillable PDF format that includes only the required bid documents listed on the Required Attachment Checklist.

b. Bidder to submit via email only one (1) set of the completed required bid documents to the following designated contract analyst:

Lisa Johnson at lisa.johnson@chp.ca.gov

i) In the Subject Line of the email only enter the following information:

“SB Bid #25C540001 – HVAC Maintenance Services – Due March 12, 2026”

ii) Emailed bids that contain any information in the body of the email may be cause for non-responsiveness and/or rejection.

c. The bid must be submitted on or before the bid due date and time. All bids received after the bid due date and time will not be considered and will be rejected.

d. The bidder is responsible for confirming CHP’s receipt of their bid by contacting the contract analyst indicated on the cover letter of this SB Bid.

mailto:lisa.johnson@chp.ca.gov

e. Only bids properly received at the designated email address by the bid due date and time will be considered.

f. Only one (1) bid may be submitted for consideration. If there is more than one bid received without a prior request for withdrawal of the initial bid submittal, each bid will be rejected.

g. If a bidder wants to submit a new bid see section M.3, Withdrawal and/or resubmission of a bid, below for information and instructions.

2. Bidder costs

Bidders are responsible for all costs of developing and submitting a bid package.

Such costs cannot be charged to CHP or included in any cost element of a bidder’s price offering.

M. Withdrawal and Changes to a Bid After Bid Submittal

All bid packages are to be complete when submitted. However, an entire bid package may be withdrawn, and the bidder may resubmit a new bid package.

1. Complete withdrawal of bid

If a bidder has submitted a bid but no longer wants their bid to be considered, the bidder must submit a written request via email to withdraw their bid on or before the bid due date and time indicated.

a. To withdraw a bid the bidder must submit in writing a request to withdraw their bid identifying the SB BID number and signed by an authorized representative of the firm. The request must also include the reason(s) for withdrawal.

b. The request to withdraw must be emailed to the designated contract analyst and email address identified in section L.1.b above.

c. In the subject line of the email, only enter the following information. “Request to withdraw SB BID SB Bid #25C540001 – HVAC Maintenance Services – Due March 12, 2026

2. Bid modifications after submission

If a bidder submits their bid and then discovers corrections or changes are required, the bidder may be able to submit a new bid to replace their initial bid.

a. To withdraw and/or submit a new bid package, follow the instructions appearing in section M.3 of this SB BID, entitled “Withdrawal and resubmission of a bid”.

3. Withdrawal and resubmission of a bid

To replace an initial bid with a new bid, the bidder must submit a written request to withdraw their initial bid either before submitting a new bid or with the new bid.

Failure to submit the written request to withdraw the initial bid will cause both bids to be rejected as only one bid may be submitted.

a. To withdraw a bid the bidder must submit a request in writing to withdraw their bid identifying the SB BID number and signed by an authorized representative of the firm. The request must also include the reason(s) for withdrawal.

b. The written request to withdraw the initial bid, as well as any new bid, must be emailed to the designated contract analyst and the email address identified in Section L.1.b above on or before the bid due date. Late bids will not be accepted.

c. In the subject line of the email, only enter the following information. “Request to Withdraw and Submit a New SB BID #25C540001 – HVAC Maintenance Services”

4. Evaluation and selection

This section describes, in general, the process that CHP will use to evaluate each bid for responsiveness to the instructions and requirements of this SB BID.

a. Bid opening

All bids properly received in accordance with the SB BID instructions and requirements will be opened on the bid due date and time.

b. Bid evaluations

The CHP will evaluate each bid to determine its responsiveness to the bid requirements. This is a pass/fail evaluation.

c. Bid package review

1) Responsive Bid

A bid is considered responsive if it indicates compliance without material deviation from the requirements of the solicitation and the terms and conditions of the proposed contract.

2) Non-Responsive Bid

A bidder may be deemed non-responsive if:

a) Any required documents listed on the Required Attachment Checklist are not submitted with the bid.

b) Any required document is incomplete.

c) Any required documents are not signed where applicable.

d) A bid is conditional, materially incomplete or contains material alterations or irregularities of any kind to include obvious erasures.

e) Price information contradicts the price/cost figures on the Bid Form or submits cost information in a format contrary to the SB BID instructions.

f) False, inaccurate, or misleading information is provided, or information falsely certifies compliance on any SB BID attachment.

g) A bid response includes irregularities not specifically addressed herein (i.e., the bidder places any conditions on performance of the scope of work, submits a counteroffer/proposal, changes to the general terms and conditions, etc.).

3) Responsible Bidder

A bidder is responsible if they possess the experience, facilities, reputation, financial resources and are fully capable of performing the contract.

CHP will determine a responsible bidder through various resources including the client references form, past experience with CHP service contracts if any, current reputation in the industry, etc.

4) Verification of bidder information

By submitting a bid, bidders agree to authorize CHP to:

a) Verify any and all claims made by the bidder including, but not limited to verification of prior experience and the possession of other qualification requirements, and

b) Check any reference identified by a bidder or other resources known by the state to confirm the bidder’s business integrity and history of providing effective, efficient and timely services.

5. Agreement Award/Tie Bids

a. Agreement award

Award of the agreement, if awarded, will be to the responsive and responsible bidder that offers the lowest cost.

b. Settlement of tie bids

CHP will settle all tie bids in a manner CHP determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will CHP settle a tie by dividing the work among the tied bidders.

6. Disposition of bids

a. All materials submitted in response to this SB BID will become the property of the Department of California Highway Patrol and, as such, are subject to the Public Records Act (GC Section 6250, et seq. and Civil Code section 1798, et seq.). CHP will disregard any language purporting to render all or portions of any bid package confidential.

b. All documents submitted in response to this SB BID and all documents used in the selection process (e.g., review checklists, letters of intent, etc.) will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and shall be available for public inspection.

7. CHP rights

In addition to the rights discussed elsewhere in this SB BID, CHP reserves the following rights.

a. SB BID corrections

1) CHP reserves the right to do any of the following up to the bid submission deadline:

a) Modify any date or deadline appearing in this SB BID or the SB BID Time

Schedule.

b) Issue clarification notices, addenda, alternate SB BID instructions, forms, etc.

c) Waive any SB BID requirement or instruction for all bidders if CHP deems said requirement or instruction unnecessary, erroneous or unreasonable.

d) Allow bidders to submit questions about any SB BID change, correction or addenda. If CHP allows such questions, specific instructions will appear in the cover letter accompanying the document.

2) If applicable, CHP will email clarification notices or addenda to all persons/firms receiving this SB BID.

Exceptions may occur, when CHP decides, just before or on the bid due date, to extend the submission deadline. If this occurs, CHP may notify potential bidders of the extension by fax, email, or by telephone. CHP will follow-up any verbal notice in writing by fax or e-mail.

b. Collecting information from bidders

1) If deemed necessary by CHP, CHP may request a bidder to submit additional documentation following the bid opening and/or evaluation.

CHP will advise the bidders orally, via email, or in writing of the documentation that is required and the timeline for submitting the documentation. CHP will follow-up oral instructions in writing by fax, email, or mail. Failure to submit the required documentation by the date and time indicated may cause CHP to deem a bid non-responsive.

2) At its sole discretion, CHP reserves the right to collect, by mail, email, fax or other method, the following omitted and/or additional information.

a) Signed copies of any form submitted without a signature.

b) Data or documentation omitted from any submitted SB BID attachment/form.

c) Information/material needed to clarify or confirm certifications or claims made by a bidder.

c. Correction of clerical or mathematical errors

1) At its sole discretion, CHP reserves the right to overlook, correct or require a bidder to remedy any obvious clerical or mathematical errors on a bid form.

2) If the correction of an error results in an increase or decrease in the total price, CHP shall give the bidder the option to accept the corrected price or withdraw their bid.

3) Bidders may be required to initial corrections to costs and figures on the

Bid Form if the correction results in an alteration of the cost(s) offered.

4) If a mathematical error occurs in a total or extended price and a unit price is present, CHP will use the unit price to settle the discrepancy.

d. Right to remedy errors

CHP reserves the right to remedy errors caused by:

1) CHP office equipment malfunctions or negligence by agency staff.

2) Natural disasters (i.e., floods, fires, earthquakes, etc.).

e. Immaterial defects

1) CHP may waive any immaterial defect in any bid package and allow the bidder to remedy those defects. CHP reserves the right to use its best judgment to determine what constitutes an immaterial deviation or defect.

2) CHP’s waiver of an immaterial defect in a bid package shall in no way modify this SB BID or excuse a bidder from full compliance with all bid requirements.

f. No agreement award or SB BID cancellation

The issuance of this SB BID does not constitute a commitment by CHP to award an agreement. CHP reserves the right to reject all bids and to cancel this SB BID if it is in the best interest of CHP to do so.

g. Agreement amendments after award

As provided in the Public Contract Code governing contracts (agreements) awarded by competitive bid, CHP reserves the right to amend the agreement after CHP makes an agreement award.

N. Agreement Terms and Conditions

The winning bidder must enter into an agreement that may contain the bidder’s bid form or budget, a scope of work, standard agreement provisions, and one or more of the agreement forms and/or exhibits identified in the Proposed Agreement contained herein. Other exhibits, not identified herein, may also appear in the resulting agreement.

The exhibits identified in the Proposed Agreement contain agreement terms that require strict adherence to various laws and contracting policies. A bidder’s unwillingness or inability to agree to the terms and conditions contained in any exhibit identified in this SB BID may cause CHP to deem a bidder non-responsible and ineligible for an award. CHP reserves the right to use the latest version of any form or exhibit contained in this SB BID in the resulting agreement if a newer version is available. CHP will not accept alterations to the General Terms and Conditions (GTC), the Special Terms and Conditions, or the Scope of Work; or alternate agreement/exhibit language submitted by a prospective contractor.

CHP will consider a bid containing such provisions “a counter proposal” and CHP may reject such a bid.

1. Resolution of differences between SB BID and agreement language

If an inconsistency or conflict arises between the terms and conditions appearing in the final agreement and the proposed terms and conditions appearing in this SB BID, any inconsistency or conflict will be resolved by giving precedence to the agreement.

Required Attachments

The following attachments are to be completed and signed by an authorized representative of the firm submitting the bid and are to be included with the bid submittal. Failure to complete, sign and/or return the documents may deem the bidder as non-responsive.

ATTACHMENT # ATTACHMENT NAME

Attachment 1 Required Attachment/Certification Checklist

Attachment 2 Bid Form

Attachment 3 GSPD-05-105, Bidder Declaration

Attachment 4 Client References

Attachment 5 CCC 04/2017 – Contractor Certification Clauses

Attachment 6 CHP 116 – Darfur Certification

Attachment 7

Attachment 7A

Std. 204, Payee Data Record

Std. 205, Supplemental Payee Data Record

Attachment 8 CHP 78V, Conflict of Interest & Confidentiality Statement – Vendor

Proposed Agreement Forms/Exhibits

The following documents are not required to be returned with the bid submittal.

FORM/EXHIBIT

TITLE

FORM/EXHIBIT NAME

Std. 213 Standard Agreement

Exhibit A

Scope of Work

Exhibit B

Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions (GTC 02/2025). View or download at this Internet site: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard- Contract-Language

Exhibit D Special Terms and Conditions

Exhibit E

Insurance Requirements https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

SB BID #25C540001

ATTACHMENT 1

REQUIRED ATTACHMENT CHECK LIST

I have completed and returned the following Attachments:

Please check all attachments, forms, and printouts included with bid.

Confirme d by CHP

Yes

� ATTACHMENT 1, Required Attachment Checklist � ATTACHMENT 2, SB BID Form � ATTACHMENT 3, GSPD-05-105, Bidder Declaration � ATTACHMENT 4, Client References � ATTACHMENT 5, CCC 04/2017 – Contractor Certification Clauses � ATTACHMENT 6, CHP 116 - Darfur Contracting Act (If option 2 is selected, a copy of written permission from DGS must be attached) � ATTACHMENT 7, STD. 204, Payee Data Record � ATTACHMENT 7A, STD. 205, Payee Data Record Supplement � ATTACHMENT 8, CHP 78V, Conflict of Interest & Confidentiality Statement – Vendor

No

REQUIRED DOCUMENTS TO BE SUBMITTED WITH BID:

Yes N/A

California Businesses � Copy of a current business license issued by the government jurisdiction in which the business is located, unless no license is required. Attach an explanation if a license copy cannot be supplied or there is reason to believe no license is required.

Yes N/A

Corporations: [Check “N/A” if not a Corporation.] � Copy of the Certificate of Status issued by California’s Office of the Secretary of State or � Copy of the bidding firm’s active on-line status information downloaded from the

California Business Portal website.

Yes N/A

Nonprofit Organizations: [Check “N/A” if not a nonprofit organization.] � Provide A copy of a current IRS determination letter indicating nonprofit or 501 (3) (c) tax exempt status.

Yes

Copy of License(s) and/or Certification(s).

� Copy of License(s), CSLB C-20

Copy of SB/MB/DVBE DGS Certification(s). (Prime and/or Subcontractor(s))

Copy of Certification(s)

� Copy/Printout of Contractor’s and Subcontractor(s’) Department of Industrial Relations (DIR) Registration (http://www.dir.ca.gov/Public-Works/Contractor-Registration.html

*Note Contractor and its subcontractor(s) listed on the bid request form must be registered with the DIR prior to submitting a bid.

Yes No

Yes N/A

Addenda (Please check all Addenda received:

_____Addendum 1 _____Addendum 3 _____Addendum 5 _____Addendum 2 _____Addendum 4 _____Addendum 6

Yes

Name of Bidding Firm

Bidder’s signature: Date signed

Printed/typed name Title http://www.dir.ca.gov/Public-Works/Contractor-Registration.html

ATTACHMENT 2

Bid Form

Name of Bidding Firm (Legal name as it will appear on the Agreement)

Mailing address City State Zip Code

Telephone number Fax number Email address (If applicable)

Name of Contact Person Telephone number (If different from above)

Contractor’s License Number Contractor’s License Class DIR Registration Number

Small Business/Micro Business Certification #

Submitted hereon is the bid to provide HVAC MAINTENANCE SERVICES per the specifications of this SB BID. Bidder shall provide rate(s) in clear, legible figures in the spaces provided. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on this bid form are CHP’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

Any modification to this bid form shall render your bid non-responsive.

A. Quarterly HVAC Maintenance

Location(s) Quarterly Service Rate

No. of Services

(contract term) Total

Newhall Area Office $ _________________ X 12 = $

TOTAL $

(BASIS OF AWARD)

SB BID #2C540001

ATTACHMENT 2

Bidder Acknowledgment/Certification The bidder hereby certifies that the materials submitted in response to this bid request and the price(s)/rate(s) offered on this Bid Form are true and accurate to the best of the bidder's knowledge.

The bidder understands that its bid response will become a public document and will be open to public inspection.

The bidder agrees that the price(s)/rate(s) offered herein shall remain in effect until CHP awards the agreement and throughout the duration of the agreement. Any cost over-runs or increases in services, if allowed, shall be billed at the price(s)/rate(s) stated for the appropriate budget period.

Agreement extensions, if any, shall be billed at the price(s)/rate(s) stated for the last budget period/year if more than one budget period/year is shown.

The bidder understands that the above bid rate(s) must include all of the bidders costs including operating expenses, labor, service call charges, diagnostic fees/estimates, transportation/travel costs, mileage or per diem expenses, equipment costs, supplies, annual inflation costs/rate adjustments, profit margin, etc. By submitting this Bid Form the bidder hereby claims its willingness to certify to and comply with all requirements and terms and conditions cited in this bid and any attachment thereto.

The bidder further certifies that representations made in the bid with regard to the Contractor’s license number, class and license expiration date are true. Any bid not containing this information or a bid containing information which is subsequently proven false shall be considered non responsive and shall be rejected. A requirement of the award of this contract shall be the presentation of a legible copy of the Contractor’s pocket license which will be valid for the type of work to be performed under this contract and shall be in force at the time of award through the term of the contract.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of California.

Bidder’s signature: Date signed

Printed/typed name Title

Version 12/2025

BIDDER DECLARATION

1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):

a. Identify current California certification(s) (MB, SB, NVSA, DVBE): ____________ or None ____ (If “None”, go to Item #2)

b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes ___ No ___

(2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes ___ No ___ N/A ___

2. If no subcontractors/suppliers will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):

Certification: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct.

State of California—Department of General Services, Procurement Division

GSPD–05–105 (REV 08/09)

Page__1___ of _2____

SB BID #25C540001

Solicitation Number__________ATTACHMENT 3

X ______________________________________________ Date ____________________

BIDDER DECLARATION Instructions All prime bidders (the firm submitting the bid) must complete the Bidder Declaration.

1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled “None” and proceed to Item #2. If the prime bidder possesses one or more of the following certifications, enter the applicable certification(s) on the line:

1.b. Mark either “Yes” or “No” to identify whether subcontractors will be used for the contract. If the response is “No”, proceed to Item #1.c. If “Yes”, enter on the line the distinct element of work contained in the contract to be performed or the goods to be provided by the prime bidder. Do not include goods or services to be provided by subcontractors.

Bidders certified as MB, SB, NVSA, and/or DVBE must provide a commercially useful function as defined in Military and Veterans Code Section 999 for DVBEs and Government Code Section 14837(d)(4)(A) for small/ microbusinesses.

Bids must propose that certified bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State. For questions regarding the solicitation, contact the procurement official identified in the solicitation.

Note: A subcontractor is any person, firm, corporation, or organization contracting to perform part of the prime’s contract.

1.c. This item is only to be completed by businesses certified by California as a DVBE.

(1) Declare whether the prime bidder is a broker or agent by marking either “Yes” or “No”. The Military and Veterans Code Section 999.2 (b) defines “broker” or “agent” as a certified DVBE contractor or subcon-tractor that does not have title, possession, control, and risk of loss of materials, supplies, services, or equipment provided to an awarding department, unless one or more of the disabled veteran owners has at least 51-percent ownership of the quantity and value of the materials, supplies, services, and of each piece of equipment provided under the contract.

(2) If bidding rental equipment, mark either “Yes” or “No” to identify if the prime bidder owns at least 51% of the equipment provided (quantity and value). If not bidding rental equipment, mark “N/A” for “not applicable.”

2. If no subcontractors are proposed, do not complete the table. Read the certification at the bottom of the form and complete “Page ___ of ___” on the form.

If subcontractors will be used, complete the table listing all subcontractors. If necessary, attach additional pages and complete the “Page ___ of ___” accordingly.

2. (continued) Column Labels

Subcontractor Name, Contact Person, Phone Number & Fax Number—List each element for all subcontractors.

Subcontractor Address & Email Address—Enter the address and if available, an Email address.

CA Certification (MB, SB, NVSA, DVBE or None)—If the subcontractor possesses a current State of California certification(s), verify on this website

Work performed or goods provided for this contract—Identify the distinct element of work contained in the contract to be performed or the goods to be provided by each subcontractor. Certified subcontractors must provide a commercially useful function for the contract. (See paragraph 1.b above for code citations regarding the definition of commercially useful function.) If a certified subcontractor is further subcontract-ing a greater portion of the work or goods provided for the resulting contract than would be expected by normal industry practices, attach a separate sheet of paper explaining the situation.

Corresponding % of bid price—Enter the corresponding percentage of the total bid price for the goods and/or services to be provided by each subcontractor. Do not enter a dollar amount.

Good Standing?—Provide a response for each subcontractor listed. Enter either “Yes” or “No” to indicate that the prime bidder has verified that the subcontractor(s) is in good standing for all of the following:

of California Secretary of State to be in good standing

• Possesses valid State of California certification(s) if claiming MB, SB, NVSA, and/or DVBE status

51% Rental?—This pertains to the applicability of rental equipment. Based on the following parameters, enter either “N/A” (not applicable), “Yes” or “No” for each subcontractor listed.

Enter “N/A” if the:

• Subcontractor is NOT a DVBE (regardless of whether or not rental equipment is provided by the subcontractor) or

• Subcontractor is NOT providing rental equipment (regardless of whether or not subcontractor is a

DVBE)

Enter “Yes” if the subcontractor is a California certified DVBE providing rental equipment and the subcontractor owns at least 51% of the rental equipment (quantity and value) it will be providing for the contract.

Enter “No” if the subcontractor is a California certified DVBE providing rental equipment but the sub-contractor does NOT own at least 51% of the rental equipment (quantity and value) it will be providing.

Read the certification at the bottom of the page and complete the “Page ___ of ___” accordingly.

State of California—Department of General Services, Procurement Division GSPD–05–105 (REV 08/09) Instructions https://caleprocure.ca.gov/pages/index.aspx.

ATTACHMENT 4

Client References

List three (3) clients served in the past five (5) years for which the bidding firm provided similar services. List the most recent first. In addition to the references listed, CHP may check with CHP offices previously or currently serviced by your company.

REFERENCE 1

Name of Firm

Street address City State Zip Code

Contact Person Telephone number Dates of service Value or cost of service

Brief description of service provided

REFERENCE 2

Name of Firm

Street address City State Zip Code

Contact Person Telephone number

REFERENCE 3

Name of Firm

Street address City State Zip Code

Contact Person Telephone number

If three references cannot be provided, explain why:

ATTACHMENT 5

CCC 04/2017

CERTIFICATION

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

CONTRACTOR CERTIFICATION CLAUSES

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 11102) (Not applicable to public entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) the dangers of drug abuse in the workplace;

2) the person's or organization's policy of maintaining a drug-free workplace;

3) any available counseling, rehabilitation and employee assistance programs; and,

4) penalties that may be imposed upon employees for drug abuse violations.

c. Every employee who works on the proposed Agreement will:

1) receive a copy of the company's drug-free workplace policy statement; and,

2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above.

(Gov. Code §8350 et seq.)

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION:…