RFQ_53A0192.pdf

STATE OF CALIFORNIA------- CALIFORNIA STATE TRANSPORTATION AGENCY EDMUND G BROWN Jr., Governor

DEPARTMENT OF TRANSPORTATION

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30th STREET, MS-65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6123

FAX (916) 227-6155

TTY 711

http://caltrans-opac.ca.gov

Serious drought.

Help save water!

April 22, 2016

REQUEST FOR QUOTATION (RFQ)

RFQ #53A0192

Notice to Prospective Contractors

You are invited to review and respond to this RFQ #53A0192 entitled, Maintenance and Repair Services for

Xerox 6604/5 Wide-Format Plotters and Controllers – Southern California. In submitting your quotation, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Executive Order S-02-06, Department of Transportation (Caltrans) is committed to meeting the

State’s 25 percent (25%) Small Business (SB) participation goal. Certified SBs, Microbusinesses (MB), and contractors willing to commit to subcontracting a minimum of 25 percent (25%) of their net quotation price to certified SBs or MBs (if applicable), are encouraged to submit quotations. See Section D, Special Programs, Item 1, in this RFQ for requirements.

A Disabled Veteran Business Enterprise (DVBE) goal is not required, but DVBE participation is encouraged, and a DVBE incentive may apply to this RFQ. See Section D, Special Programs, Item 2, in this RFQ for requirements.

Note: The Information Technology (IT) Service Agreement entered into with Caltrans will include, by reference, the State’s General Provisions for IT (GSPD-401IT), the State Model IT - Personal Services Special Provisions, and the State Model IT - Maintenance Special Provisions, all of which can be viewed and downloaded at the following Internet sites, respectively: http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf, http://www.documents.dgs.ca.gov/pd/modellang/PerosnalServiceSpecial020807.pdf, and http://www.documents.dgs.ca.gov/pd/modellang/maintenancespecial12103.pdf

The designated contact person for this RFQ is:

Kaytie Sproul

Department of Transportation kaytie.sproul@dot.ca.gov

(916) 227-6123

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

Sincerely, Kaytie Sproul

KAYTIE SPROUL

Contract Analyst

*Technical questions regarding this solicitation will be addressed, in writing, and in accordance with the

Questions and Answers portion of this RFQ. See Section C, Item 1, Time Schedule for more details.

http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf http://www.documents.dgs.ca.gov/pd/modellang/PerosnalServiceSpecial020807.pdf http://www.documents.dgs.ca.gov/pd/modellang/maintenancespecial12103.pdf mailto:kaytie.sproul@dot.ca.gov

Request For Quotation

RFQ Number 53A0192

Table of Contents

SECTION PAGE

A) Purpose and Description of Service 1

B) Minimum Qualifications 1

C) Quotation Requirements and Information 1

1. Time Schedule 1

2. Questions and Answers 1

3. Costs Included in Quotation Rates 2

4. Small Business Preference 2

5. Subcontractors 2

6. Insurance 2

7. Darfur Contracting Act 2

8. Quotation Submittal 3

9. Evaluation, Selection, & Award 5

10. Standard Conditions of Service 5

D) Special Programs 6

1. Small Business Preference 6

2. Disabled Veteran Business Enterprise (DVBE) Programs 7

Attachments

1. Cost Worksheet, ADM-1412

2. Bidder Declaration, GSPD-05-105

3. Quotations from SB or DVBE Vendors

4. Experience Letter

5. Quotation/Vendor Certification Sheet

6. Darfur Contracting Act

7. Required Attachment Check List

8. Proposed Form of Agreement, STD 213:

Exhibit A, Scope of Work

Exhibit B, Budget Detail and Payment Provisions

Exhibit C, Special Terms and Conditions

Exhibit D, Additional Provisions

A) Purpose and Description of Services

Contractor agrees to provide to the California Department of Transportation (Caltrans) all of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair 11 Xerox 6604/5 Wide-Format Plotters and Controllers at multiple Caltrans locations throughout Southern California.

Refer to the Proposed Form of Agreement, Exhibit A, which is attached to this RFQ as

Attachment 8 for a more complete description of services.

B) Minimum Qualifications

1. Vendor’s firm must have a minimum of three (3) years of experience maintaining and repairing

Xerox Wide-Format Plotters and Controllers. Vendor shall submit an Experience Letter

(Attachment 4) for its firm to verify this requirement.

2. Vendor must submit a minimum of three (3) professional references that can attest to the vendor’s success in providing the services described in the Proposed Form of Agreement, Exhibit A, Attachment 8. Professional references must include the company name, company address, contact name, contact title, contact phone number, and contact email address.

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

C) Quotation Requirements and Information

1. Time Schedule

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

EVENT DATE TIME

(Pacific Time)

RFQ available to prospective vendors 4/22/16

Written Question Submittal 4/29/16

Final Date and Time for Quotation Submission 5/06/16 5:00 PM

Proposed Award Date (estimate) 5/10/16

Proposed Term of Agreement (estimate) 6/01/16 – 5/31/17

2. Questions and Answers

A. Questions regarding this RFQ must be submitted in writing by April 29, 2016. Vendors are encouraged to submit their written questions via the Cal eProcure website:

https://caleprocure.ca.gov/pages/index.aspx

B. Written questions must include: the individual's name, firm name, complete address and must reference RFQ No. 53A0192. Questions must be submitted through the Cal eProcure website or emailed to kaytie.sproul@dot.ca.gov.

C. Written responses to all questions will be collectively compiled and posted, as an Addendum, to the Cal eProcure website. It is the responsibility of the vendor to access the website for any changes or addenda that may be posted. Refer to this RFQ, Section C.1, Time Schedule, for https://caleprocure.ca.gov/pages/index.aspx mailto:kaytie.sproul@dot.ca.gov the schedule of events and dates/times. Vendors can also contact the Contract Analyst named on the RFQ coversheet.

3. Costs Included in Quotation Rates

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

4. Small Business Preference: http://www.pd.dgs.ca.gov/smbus

SB Preference will be granted on this RFQ. Only firms certified as a "Small Business” or

“Microbusiness" with the Department of General Services (DGS), Office of Small Business and

DVBE Service (OSDS) or contractors who commit to subcontracting a minimum of 25 percent

(25%) of their net quotation price to SB or MB, in the categories most appropriate to accomplish the prescribed services, will be granted this preference.

5. Subcontractors

Vendor may subcontract portions of the work as defined in the attached Proposed Form of

Agreement. If a subcontractor(s) is/are used, complete the Bidder Declaration Form, GSPD–

05-105 (Attachment 2). Vendor must ensure that the subcontractor(s) will have all necessary licenses, permits, and/or certifications to accomplish its portion of the work. Failure of a subcontractor(s) to have the proper licenses, permits, and/or certifications, shall be cause for rejection of quotation.

6. Insurance

A. The vendor who receives the Agreement award must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within ten (10) working days from the date of notification of award. The State’s Office of Risk and Insurance

Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Proposed Form of Agreement Exhibit D, (Attachment 8), for the applicable and specific insurance requirements and coverage limits.

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

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

Agreement.

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

7. Darfur Contracting Act

A. The Darfur Contracting Act, PCC section 10475-10481, applies to any company that currently or within the previous three years has had business activities or other operations outside of the

United States. The Act was passed by the California Legislature and signed into law by the

Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the http://www.pd.dgs.ca.gov/smbus reasons described in PCC section, 10475. All vendors shall complete the Darfur Contracting

Act Certification Form, Attachment 6, and submit with quotation.

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

Certification Form, Attachment 6.

C. A scrutinized company is a company doing business in Sudan as defined in PCC section

10476. Scrutinized companies are ineligible to, and cannot quotation on, or submit a proposal for an Agreement with a State agency for goods or services. (PCC section 10477(a)).

D. Therefore, PCC section 10478 (a) requires a company that currently has (or within the previous three (3) years has had business activities or other operations outside of the United

States to certify that it is not a “scrutinized” company when it submits a quotation or proposal to a State agency.

E. A scrutinized company may still; however, submit a quotation or proposal for an Agreement with a State agency for goods or services if the company first obtains permission from the

Department of General Services (DGS) according to the criteria set forth in PCC section

10477(b).

8. Quotation Submittal

A. The State’s Bidder Instructions (GSPD-451) apply to this solicitation and are hereby incorporated by reference. GSPD-451 can be viewed and downloaded at the following Internet site: http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf. In case of discrepancy between GSPD-451 and the vendor instructions found in this solicitation, the vendor instructions in this solicitation shall prevail.

B. All quotations must be submitted and received by Kaytie Sproul by the dates and times shown in the RFQ, Section C) Quotation Requirements and Information, Item 1) Time Schedule.

C. The mailing package/envelope should be labeled as follows:

Note: All packages not clearly or properly labeled as indicated below may be rejected. Hand-delivered, emailed, and/or faxed packages will not be accepted.

postage YOUR RETURN

ADDRESS

Agreement No. 53A0192

Quotation Due Date: May 6, 2016

Quotation Due Time: 3:00 P.M.

Attention: Kaytie Sproul

Department of Transportation

Division of Procurement and Contracts

1727 30th Street, 4TH Floor, MS-65

Sacramento, CA 95816-7006

QUOTATION SUBMITTAL DO NOT OPEN

http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

C. Late quotations will not be considered.

D. All quotations shall include the documents identified on the RFQ’s Attachment Checklist

(Attachment 7). Quotations not including the required attachment(s) shall be deemed non-responsive. A non-responsive quotation is one that does not meet the basic quotation requirements.

E. Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear an original ink signature.

F. The Agreement will be awarded to the lowest responsible vendor meeting the requirements outlined in the RFQ.

G. Quotations must include the performance of all the services described herein. Any attempt to modify the quotation document to deviate from the work specifications will not be considered and will cause a quotation to be rejected.

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

I. Costs for developing quotations and in anticipation of award of an Agreement is entirely the responsibility of the vendor and shall not be charged to the State.

J. Only an individual who is authorized to bind the quoting firm contractually shall sign the

Quotation/Vendor Certification Sheet (Attachment 5). The signature must also indicate the title or position that the individual holds in the firm. An unsigned quotation may be rejected.

K. A vendor may modify a quotation after its submission by first withdrawing the original quotation and then by resubmitting a new quotation prior to the quotation submittal deadline.

Vendor modifications offered in any other manner, oral or written, will not be considered.

L. A vendor may withdraw a quotation by, prior to quotation opening, submitting a written withdrawal request to Caltrans, signed by the vendor or an agent authorized in accordance with Section J, above. A vendor may thereafter submit a new quotation prior to the quotation submittal deadline. Quotations may not be withdrawn without cause subsequent to quotation submittal deadline.

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

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

O. Vendors are cautioned not to rely on Caltrans during its evaluation process to discover and report to the vendor any defects and/or errors in the submitted documents. Before submitting their documents, vendors should carefully proof them for errors and full adherence to the RFQ requirements.

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

Q. Caltrans does not accept alternate Agreement language from a vendor. A quotation with such language will be considered a counter proposal and will be rejected. The State’s General

Provisions are not negotiable. The GSPD-401IT may be viewed at http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf

9. Evaluation, Selection, & Award

A. The Agreement will be awarded to the lowest responsive responsible vendor.

B. Each quotation will be checked for the presence or absence of required information in conformance with the submission requirements of this RFQ. Caltrans will check the quotation submittal package to verify it received all required documents. Positive verification of required documents will be performed to determine its responsiveness to the State's needs.

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

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

E. Upon award of the Agreement, Contractor shall complete and submit to Caltrans, the Payee

Data Record Form (STD 204) to determine if the Contractor is subject to State income tax withholding pursuant to California Revenue and Taxation Code section 18662 et seq. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading STANDARD

FORMS. No payment shall be made unless a completed STD 204 has been returned to

Caltrans.

10. Standard Conditions of Service

A. Service shall not begin prior to the express date set by the Caltrans Contract Manager and the

Contractor, after all approvals have been obtained, and the Agreement is fully executed.

Should the Contractor fail to commence work at the agreed upon time, the Caltrans Contract

Manager, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement. In addition, the Contractor shall be liable to Caltrans for the difference between Contractor's quotation price and the actual cost of performing work by the second lowest vendor or by another Contractor.

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

http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf http://www.dgs.ca.gov/dgs/ProgramsServices/Forms/FMC/search/resultsNumber.aspx?number=204

C. Antitrust Provisions

1) In submitting a quotation to a public purchasing body, the vendor offers and agrees that if the quotation is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C.

Sec. 15 or under the Cartwright Act Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code {BPC}), arising from purchases of goods, materials, or services by the vendor for sale to the purchasing body pursuant to the quotation. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the vendor. (See GC section 4552)

2) If the awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid

3) Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. (See GC section 4554)

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

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

D) Special Programs

The following Special Programs are applicable to this RFQ.

1. Small Business (SB) or Microbusiness (MB) Preference

A. GC section 14835 et seq. requires that a five percent (5%) preference be given to contractors who qualify as a certified SB or MB. References to a SB shall also include MB. The rules and regulations of this law, including the definition of a SB for the delivery of services, are contained in Title 2, California Code of Regulations (2 CCR) 1896 et seq.

B. To claim the SB preference, your firm must have its principal place of business located in

California and be certified by the California Department of General Services (DGS), Office of

Small Business and DVBE Services (OSDS). The preference amount may not exceed fifty thousand dollars ($50,000) for any quotation. If prospective Contractor is claiming the five percent (5%) SB preference, complete Section 16 of the Quotation/Vendor Certification Sheet

(Attachment 5).

C. Pursuant to GC section 14838 and 2 CCR 1896, if a vendor is not a certified SB, but wishes to be eligible for the five percent (5%) non-small business (NSB) preference, the vendor must subcontract at least 25 percent (25%) of its net quotation price to one or more certified SBs. If vendor is claiming the five percent (5%) NSB preference, complete Section 17 of the

Quotation/Vendor Certification Sheet (Attachment 5), and Bidder Declaration, GSPD-

05-105 (Attachment 2). Vendor shall list the names of all certified SB firms being claimed for credit on the GSPD-05-105 form. For each certified SB subcontractor listed, the vendor shall submit a copy of the quotations from each SB (on the SB’s company letterhead) as

Attachment 3, titled “Quotations from SB Subcontractors.” This preference shall not be awarded to a noncompliant vendor and shall not be used to achieve any applicable minimum requirements.

D. Certified SB vendor(s) shall have precedence over NSB vendors in the application of SB preference(s).

E. SB preferences may not be applied to any quotation deemed non-responsive with the solicitation instructions or from a non-responsible vendor.

F. Questions regarding the certification approval process or SB program should be directed to

OSDS at (800) 559-5529 or (916) 375-4940. For the 24-Hour Recording & Mail Request call

(916) 322-5060, or E-mail: osdshelp@dgs.ca.gov.

G. Additional references are at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

2. Disabled Veteran Business Enterprise (DVBE) Programs

A. DVBE Participation Program with NO Goals

A DVBE goal is not required, but DVBE participation is encouraged, and a DVBE incentive will apply to this RFQ as described below.

B. DVBE Incentive Program

1) The DVBE Incentive Program applies to this solicitation. It is separate from the DVBE

Participation Program and was established in MVC §999 et seq., and 2 CCR §1896.99 et seq., to encourage vendors to partner with DVBE subcontractors. A dollar cap of

$100,000 is set for all combined incentives and preferences. The incentive is used only for evaluation purposes to arrive at the successful vendor and does not alter the amounts of the actual quotation. Any responsive and responsible vendor with the confirmed DVBE participation per the Tables in paragraph 3) below is eligible to receive the incentive.

Vendors who are not responsive and responsible regardless of the amount of DVBE participation are not eligible to receive the incentive.

2) Caltrans will apply an incentive to quotations proposing the utilization of DGS Certified

DVBE firms identified on the Bidder Declaration, GSPD-05-105. Information provided on the Bidder Declaration, GSPD-05-105 shall be verified by Caltrans prior to the award of the Agreement. The incentive amount is equal to a percentage of the lowest responsive and responsible quotation based on the amount of DVBE participation in the quotation being evaluated per the Tables below.

3) Tables for RFQ (Low Price Method)

Goal Not Required

Verified DVBE

Participation

DVBE Incentive

Amount http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

5% or more 5%

4% - 4.99% 4%

3% - 3.99% 3%

2% - 2.99% 2%

0.1% - 1.99% 1%

4) When applying the DVBE Incentive, a NSB shall not displace an award to a DGS

Certified Small Business.

5) Additional information: http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

Agreement Number 53A0192

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION

COST WORKSHEET ATTACHMENT 1

ADM-1412 (REV. 11/2015)

CONTRACTOR’S NAME (Please Print):

ITEM

NO.

ESTIMATED

QUANTITY

UNIT OF

MEASURE ITEM

UNIT PRICE

(Price per

Unit of Measure)

TOTAL

(Estimated Quantity x

Unit Price)

1 18 1 Hour Initial Repair of Plotters: All of the labor, tools, equipment, travel, and incidentals necessary to diagnose and repair 11 plotters, per Exhibit A, Scope of Work, Item 5.A.

Maximum expenditure and estimated costs for materials/supplies/parts reimbursement for initial repair of plotters, per Exhibit A, Scope of Work, Item

5.A.3 and Exhibit B, Section 8.

$ 5,000.00

3 4 1 Quarter

Quarterly Flat Rate (Los Angeles): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431124 per Exhibit A, Scope of Work, 5.B and 5.C.

4 4 1 Quarter

Quarterly Flat Rate (Los Angeles): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431126 per Exhibit A, Scope of Work, 5.B and 5.C.

5 4 1 Quarter

Quarterly Flat Rate (Los Angeles): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431135 per Exhibit A, Scope of Work, 5.B and 5.C.

6 4 1 Quarter

Quarterly Flat Rate (San Bernardino): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-

431116 per Exhibit A, Scope of Work, 5.B and 5.C.

(1) THE ABOVE QUANTITIES ARE ESTIMATES ONLY AND ARE GIVEN AS A BASIS FOR COMPARISON OF QUOTATIONS.

NO GUARANTEE IS MADE OR IMPLIED AS TO THE EXACT QUANTITY THAT WILL BE NEEDED.

(2) IN CASE OF DISCREPANCY BETWEEN THE UNIT PRICE AND THE TOTAL SET FORTH FOR A UNIT BASIS ITEM, THE UNIT PRICE SHALL PREVAIL.

(3) DO NOT ALTER, MODIFY, OR CHANGE THIS COST WORKSHEET. ANY ALTERATIONS, MODIFICATIONS, OR CHANGES

TO THIS COST WORKSHEET WILL BE GROUNDS TO REJECT THE QUOTATION.

(4) EACH LINE ITEM MUST BE QUOTED. DO NOT LEAVE ANY UNIT PRICE COLUMN BLANK OR THIS QUOTATION

WILL BE DISQUALIFIED FROM COMPETITION FOR CONTRACT AWARD.

TOTAL

THIS SHEET

NO.

ESTIMATED

QUANTITY

UNIT OF

MEASURE ITEM

UNIT PRICE

(Price per

Unit of Measure)

TOTAL

(Estimated Quantity x

Unit Price)

7 4 1 Quarter

Quarterly Flat Rate (San Bernardino): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-

431133 per Exhibit A, Scope of Work, 5.B and 5.C.

8 4 1 Quarter

Quarterly Flat Rate (San Bernardino): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-

431119 per Exhibit A, Scope of Work, 5.B and 5.C.

9 4 1 Quarter

Quarterly Flat Rate (San Diego): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431142 per Exhibit A, Scope of Work, 5.B and 5.C.

10 4 1 Quarter

Quarterly Flat Rate (San Diego): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431143 per Exhibit A, Scope of Work, 5.B and 5.C.

11 4 1 Quarter

Quarterly Flat Rate (San Diego): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431144 per Exhibit A, Scope of Work, 5.B and 5.C.

12 4 1 Quarter

Quarterly Flat Rate (Irvine): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431120 per Exhibit A, Scope of Work, 5.B and 5.C.

(1) THE ABOVE QUANTITIES ARE ESTIMATES ONLY AND ARE GIVEN AS A BASIS FOR COMPARISON OF QUOTATIONS.

NO GUARANTEE IS MADE OR IMPLIED AS TO THE EXACT QUANTITY THAT WILL BE NEEDED.

(2) IN CASE OF DISCREPANCY BETWEEN THE UNIT PRICE AND THE TOTAL SET FORTH FOR A UNIT BASIS ITEM, THE UNIT PRICE SHALL PREVAIL.

(3) DO NOT ALTER, MODIFY, OR CHANGE THIS COST WORKSHEET. ANY ALTERATIONS, MODIFICATIONS, OR CHANGES

TO THIS COST WORKSHEET WILL BE GROUNDS TO REJECT THE QUOTATION.

(4) EACH LINE ITEM MUST BE QUOTED. DO NOT LEAVE ANY UNIT PRICE COLUMN BLANK OR THIS QUOTATION

WILL BE DISQUALIFIED FROM COMPETITION FOR CONTRACT AWARD.

TOTAL

THIS SHEET

NO.

ESTIMATED

QUANTITY

UNIT OF

MEASURE ITEM

UNIT PRICE

(Price per

Unit of Measure)

TOTAL

(Estimated Quantity x

Unit Price)

13 4 1 Quarter

Quarterly Flat Rate (Irvine): All of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair plotter AGC-431121 per Exhibit A, Scope of Work, 5.B and 5.C.

14 N/A 1 Square Foot

Overage Charges: While overage is not anticipated, please provide a Unit Price per square foot for all footage in excess of the combined quarterly allowance. Should overage occur, this Agreement may be amended to add extra funds.

Do Not Include in

Grand Total

(1) THE ABOVE QUANTITIES ARE ESTIMATES ONLY AND ARE GIVEN AS A BASIS FOR COMPARISON OF QUOTATIONS.

NO GUARANTEE IS MADE OR IMPLIED AS TO THE EXACT QUANTITY THAT WILL BE NEEDED.

(2) IN CASE OF DISCREPANCY BETWEEN THE UNIT PRICE AND THE TOTAL SET FORTH FOR A UNIT BASIS ITEM, THE UNIT PRICE SHALL PREVAIL.

(3) DO NOT ALTER, MODIFY, OR CHANGE THIS COST WORKSHEET. ANY ALTERATIONS, MODIFICATIONS, OR CHANGES

TO THIS COST WORKSHEET WILL BE GROUNDS TO REJECT THE QUOTATION.

(4) EACH LINE ITEM MUST BE QUOTED. DO NOT LEAVE ANY UNIT PRICE COLUMN BLANK OR THIS QUOTATION

WILL BE DISQUALIFIED FROM COMPETITION FOR CONTRACT AWARD.

TOTAL

THIS SHEET

GRAND TOTAL

THIS QUOTE

Attachment 2

Attachment 2

ATTACHMENT 3

QUOTATIONS FROM SB OR DVBE SUBCONTRACTORS

Vendor shall attach copies of SB OR DVBE SUBCONTRACTORS quotations (on SB’s or DVBE’s letterhead) from any SB or DVBE subcontractors listed in the form GSPD-05-105. Refer to instructions in

RFQ Section D), Items 1 C and 2 A 2).

Attachment 4

EXPERIENCE LETTER

Contractor Company Name: ______________________________

Address: ___________________________________________

Telephone Number: __________________________________

EXPERIENCE

Vendor, below please provide the requested experience information in order to demonstrate the mandatory experience as required by Agreement 53A0192:

Extent of Work: Number of years of experience performing maintenance and repair services on Xerox Wide-Format

Plotters and Controllers.

Services Provided to:

Company Name: ____________________________________________________________________________

Contact Name: ____________________________________ Title: ____________________________________

Street Address:______________________________________________________________________________

City, State, Zip Code:_________________________________________________________________________

Telephone Number:__________________________________________________________________________

Brief Description of Work Performed and the Type(s) of Xerox Wide-Format Plotters and Controllers Involved:

Dates of Services performed: Start Date: ___/___/___ End Date: ___/___/___

Note: Vendor, if needed, copy this page and attach as many pages as necessary in order to prove required experience.

ATTACHMENT 5

QUOTATION/VENDOR CERTIFICATION SHEET

Only an individual who is authorized to bind the quoting firm contractually shall sign the Quotation/Vendor

Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. This

Quotation/Vendor Certification Sheet must be signed and returned along with all "required attachments" as an entire package with original signatures. The quotation must be transmitted in a sealed envelope in accordance with RFQ instructions.

A. Our all-inclusive quotation is submitted in a sealed envelope marked “Quotation Submittal - Do Not Open”.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this quotation document. The signature below authorizes the verification of this certification.

D. The signature and date affixed hereon certifies that this quotation is a firm offer for a 90-day period.

An Unsigned Quotation/Vendor Certification Sheet May Be Cause for Quotation Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

2b. Email Address

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

Indicate applicable license and/or certification information:

9. Contractor’s State Licensing 10. PUC License Number

Board Number CAL-T-

11. Vendor Name (Print) 12. Title

13. Signature 14. Date

15. Are you certified with the Department of General Services, Office of Small Business and Disabled Veteran Business

Enterprise Services (OSDS) as:

a. Small Business Enterprise Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending: _________________

16. Are you a Non-Small Business committing to the use of 25% Certified Small Business Subcontractor Participation?

Yes No

If Yes, complete and return the Bidder Declaration Form, GSPD-05-105 with your quotation.

ATTACHMENT 5

QUOTATION/VENDOR CERTIFICATION SHEET

Completion Instructions for Quotation/Vendor Certification Sheet

Complete the numbered items on the

Quotation/Vendor Certification Sheet by following the instructions below.

Item

Numbers Instructions

1, 2, 2a, 3

Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office.

This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete if your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

11, 12, 13, 14, Must be completed. These items are self-explanatory.

If certified as a Small Business Enterprise, place a check in the "yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to the Department of General Services, Office Small Business and DVBE Services. To get certified, go to http://www.pd.dgs.ca.gov/smbus/default.htm

16 Check the applicable box. Complete and return GSPD-05-105 with your Quotation.

Attachment 6

Darfur Contracting Act

Instructions: Complete, as applicable, and submit with quotation.

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to quotation on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

OPTION #1 - CERTIFICATION

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, complete and sign this section and submit with quotation package.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/vendor named below has not, within the previous three years, had any business activities or other operations outside of the United States. b) I am duly authorized to legally bind the prospective proposer/vendor named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

OPTION #2 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a quotation or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/vendor named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/vendor named below. This certification is made under the laws of the State of California.

Date Executed Executed in the County and State of

OPTION #3 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to quotation on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a quotation or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a quotation or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our quotation or proposal.

Date Executed Executed in the County and State of

ATTACHMENT 7

REQUIRED ATTACHMENT CHECKLIST

A complete quotation or quotation package will consist of the items identified below.

Complete this checklist to confirm the items in your quotation package. Place a check mark or “X” next to each item that you are submitting to Caltrans. All attachments identified below (unless noted otherwise) are required and must be returned as instructed or your quotation may be considered non-responsive.

Return the Attachment Checklist with your quotation package.

Do NOT submit the Proposed Form of Agreement, Attachment 8, company advertisements, brochures, informational pamphlets or any other document unless specifically noted in the RFQ Requirements and/or as listed below.

Attachments

Attachment Name/Description

_____ Attachment 1 Cost Worksheet (ADM-1412)

_____ Attachment 2 Bidder Declaration (GSPD-05-105)

_____ Attachment 3 Quotations from SB or DVBE Subcontractors, if applicable

_____ Attachment 4 Experience Letter(s)

_____ Attachment 5 Quotation/Vendor Certification Sheet

_____ Attachment 6 Darfur Contracting Act

_____ Attachment 7 Required Attachment Check List

_____ Copy A minimum of three (3) professional references per RFQ, Section B.2

STATE OF CALIFORNIA ATTACHMENT #8

STANDARD AGREEMENT

STD 213 (Rev 09/01)

Proposed Form of Agreement

For IT Goods/Services

AGREEMENT NUMBER

53A0192

REGISTRATION NUMBER

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

California Department of Transportation (Caltrans)

CONTRACTOR’S NAME

TBD

2. The term of this June 1, 2016 or upon Caltrans through May 31, 2017 approval, whichever is later through

January

Agreement is:

3. The maximum amount $TBD of this Agreement is:

4. The parties agree to comply with the terms and conditions of the following exhibits/attachments, which are by this reference made a part of the Agreement.

Exhibit A - Scope of Work 4 Pages

Exhibit B - Budget Detail and Payment Provisions 2 Pages

Exhibit C - Special Terms and Conditions 4 Pages

Exhibit D - Additional Provisions 3 Pages

Exhibit E* - General Provisions – Information Technology (GSPD-401IT), Rev. & Eff. 9/5/2014 Online

Exhibit F* - State Model Information Technology, Personal Services Special Provisions, Eff. 2/8/2007 Online

Exhibit G* - State Model Information Technology, Maintenance Special Provisions, Eff. 1/21/2003 Online

Attachment 1 - Cost Worksheet (attached at time of award) 3 Pages

Attachment 2 – Bidder Declaration, GSPD-05-105 (attached at time of award) 2 Pages

Request For Quotation (RFQ) 53A0192 and items shown with an Asterisk (*) are hereby incorporated by reference and made part of this Agreement as if attached hereto.

These documents can be viewed at http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf, http://www.documents.dgs.ca.gov/pd/modellang/PersonalServiceSpecial020807.pdf, and http://www.documents.dgs.ca.gov/pd/modellang/maintenancespecial12103.pdf.

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR California Department of General

Services Use Only CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

TBD

BY (Authorized Signature)

DATE SIGNED (Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Department of Transportation BY (Authorized Signature)

DATE SIGNED (Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING Exempt per: DOT - 2660

TBD

ADDRESS

Division of Procurement & Contracts (DPAC)

1727 30th Street (MS-65), Sacramento, CA 95816

PURCHASING AUTHORITY

DOT - 2660

http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf http://www.documents.dgs.ca.gov/pd/modellang/PersonalServiceSpecial020807.pdf http://www.documents.dgs.ca.gov/pd/modellang/maintenancespecial12103.pdf

Contractor: TBD

EXHIBIT A

Standard Agreement - State

SCOPE OF WORK

1. Contractor agrees to provide to the California Department of Transportation (Caltrans) all of the labor, tools, materials, supplies, parts, equipment, travel, and incidentals necessary to maintain and repair 11

Xerox 6604/5 Wide-Format Plotters and Controllers (hereafter referred to as “plotter(s)”) as described herein.

2. The services shall be performed at the following Southern California Caltrans locations:

Location* Number of Plotters at Location

100 South Main Street, Los Angeles, CA 90012 3

464 West 4th Street, San Bernardino, CA 92401 3

4050 Taylor Street, San Diego, CA 92110 3

3347 Michelson Drive, Irvine, CA 92612 2

* Additional information about the plotters at each location is provided in Section 6, below.

3. This Agreement will commence on June 1, 2016 (estimate) or upon approval by Caltrans, whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by

Caltrans. The Contractor shall not receive payment for work performed prior to approval of the

Agreement and before receipt of notice to proceed by the Caltrans Contract Manager. This Agreement shall expire on May 31, 2017 (estimate). The services shall be provided Monday through Friday, 8:00 a.m. to 5:00 p.m. (Pacific Time), except State holidays. The parties may amend this Agreement for time and/or money as permitted by law.

4. All inquiries during the term of this Agreement will be directed to the project representatives listed below:

Caltrans Contractor: TBD

Section/Unit: D53 - CADD & Engineering GIS Section/Unit:

Contract Manager: TBD Project Manager:

Address: 1727 30th Street, MS-TBD Address:

Sacramento, CA 95816

Bus. Phone No.: (916) Bus. Phone No.:

Fax No: (916) Fax No:

Email: Email:

5. Description of Work:

A. Initial Repair of Plotters

1) Many of the plotters listed in Section 2, above, are either not working or in various states of repair. Upon execution of this Agreement, the Contractor shall provide all of the labor, tools, equipment, travel, and incidentals necessary to diagnose the defects of each plotter, and repair each so that it’s in good working condition.

2) These initial repairs shall be completed prior to the first quarterly maintenance service described in Item 5.B, below.

3) The Contractor shall invoice Caltrans for these initial repairs on an hourly basis, per Exhibit B and Attachment 1, Cost Worksheet, Line Item 1. Any materials, parts, and/or supplies needed to complete these initial repairs shall be reimbursed at cost per Exhibit B, Section 8. Total expenditures for reimbursement of materials, parts, and/or supplies shall not exceed the amount set forth on Attachment 1, Cost Worksheet, Line Item 2.

B. Quarterly Maintenance & Repair Services

1) Contractor shall perform quarterly diagnostic testing of the hardware on all 11 plotters listed in

Section 2, above. It is the Contractor’s responsibility to schedule mutually agreed upon dates and times with the Caltrans Contract Manager or designee for each location’s quarterly service visit.

2) Contractor shall repair any faulty hardware detected during the quarterly service visits. If the faulty hardware cannot be repaired, the Contractor shall provide and install the appropriate replacement part(s) at no additional cost to Caltrans. Consumables (i.e., paper and toner) are not considered hardware, and are not a Contractor requirement under this Agreement.

3) Caltrans will provide quarterly meter reads to the Contractor upon request for any of the plotters listed in Section 2, above.

C. On-Call Repair Services

1) Contractor shall be required to perform on-call repair services of all 11 plotters listed in Section

2, above, as part of its quarterly maintenance service.

2) The Caltrans Contract Manager or designee will call the Contractor with a request for on-call service as needed. The Contractor must send a qualified technician out to the site within one (1) business day of receiving the call for service in order to diagnose what (if any) repairs will be needed.

3) Contractor shall repair any faulty hardware detected during the on-call service visit. If the faulty hardware cannot be repaired, the Contractor shall provide and install the appropriate replacement part(s) at no additional cost to Caltrans.

D. Facility Access & Security

1) It is the Contractor’s responsibility to coordinate and schedule facility visits (including addressing any accessibility issues that may be present) with the Caltrans Contract Manager or designee prior to arriving at each worksite to provide service. Accessibility issues to be considered include, but are not limited to, security, alarm codes, and/or keys.

2) Caltrans may provide parking, if available, at each location. If not available, it is the Contractor’s responsibility to find parking at its own expense.

3) Contractor and its employees shall adhere to all security measures, building access requirements, parking policy compliance, and working conditions at each facility.

E. Work Inspections & Worksite Safety

1) All work performed by the Contractor shall be completed in accordance with industry standards and manufacturer recommendations. Work that is found to be sub-standard or in direct violation of manufacturer recommendations shall be corrected by the Contractor at no additional cost to

Caltrans.

2) All work performed by the Contractor is subject to inspection by the Caltrans Contract Manager or designee. If, in the sole opinion of the Caltrans Contract Manager or designee, the

Contractor’s work is found to be unsatisfactory, the Contractor shall correct said work at no additional cost to Caltrans.

3) The Caltrans Contract Manager or designee will inspect each worksite with the Contactor prior to the first quarterly service visit taking place. Any safety issues detected during these initial inspections shall be addressed by the Caltrans Contract Manager or designee prior to the

Contractor or its employees completing any work.

4) Contractor and its employees shall adhere to industry safety standards and techniques when testing, maintaining, and/or repairing each worksite’s plotter(s).

5) Contractor and its employees shall maintain the worksite in a clean, orderly, and safe manner while providing service on the premises. Contractor is responsible for final clean-up of the worksite after any service is performed, including hauling away and legally disposing of all debris created by the Contractor’s work. Any hauling and/or disposal fees shall be paid for by the Contractor at no additional cost to Caltrans.

6) Contractor shall ensure that no damage occurs to building components, building structures, and/or existing facilities during performance of the work under this Agreement. Any damage caused by the Contractor or its employees shall be repaired by the Contractor at no additional cost to Caltrans.

6. Additional Plotter Information

Each plotter listed in Section 2, above, was…