S26ACCT001_-_IFB_-_Mail_Courier_Servcies.pdf

STATE OF CALIFORNIA GAVIN NEWSOM, Governor

INVITATION FOR BID

Notice to Prospective Bidders IFB No. S26ACCT001

May 20, 2026

You are invited to review and respond to this Invitation for Bid (IFB) No. S26ACCT001, entitled, “Mail Courier Services.” In submitting your bid, you must comply with the instructions found herein.

This IFB is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued, interested parties are encouraged to register online at: https://caleprocure.ca.gov.

The Department of Industrial Relations (DIR) deadline for receipt of bids is June 9, 2026, no later than 4:00pm. All bids must be submitted via electronic mail to deverett@dir.ca.gov.

Faxed, hand delivered and mailed bids will not be accepted. Bids must be submitted no later than the date and time indicated under Section II. A. Key Action Dates. File size cannot exceed 50 Mega Bytes (MB). The naming convention of the bid must be in the following format: “IFB S26ACCT001 [insert vendor name] Bid.” Bids must be received on or before the date and time specified herein and the email addresses provided below:

EMAIL IFB Bids to:

Procurement@dir.ca.gov deverett@dir.ca.gov

Cc: kstrakhov@dir.ca.gov

You are advised that you are responsible for ensuring that your bid is received by the above listed contact person by the time and date required. Any bid reaching the contact person after the deadline date and time will be rejected.

In the opinion of the DIR, this IFB is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, the contact person for this IFB is listed below. All questions must be submitted in accordance with the IFB instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Deanna Everett Email: deverett@dir.ca.gov CC: kstrakhov@dir.ca.gov

We appreciate your interest in this solicitation and hope to receive a bid from you if this is within your area of expertise.

Department of Industrial Relations

TABLE OF CONTENTS

SECTION PAGE

I. SCOPE OF WORK

II. BID INSTRUCTIONS AND INFORMATION

A. IFB Key Action Dates B. Submission of Bid C. Bid Submission Withdrawal D. Bidder Responsibilities E. Minimum Bidder Qualifications F. General Requirements G. Bid Rejection H. Signature I. Bid Opening and Evaluation J. Disposition of Bids K. Selection and Award L. Standard Conditions of Service M. Socio-Economic and Preference Programs N. Darfur Contracting Act Certification O. Russian Sanctions N-6-22 Russia Sanctions P. Generative Artificial Intelligence

DRAFT STANDARD AGREEMENT

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 – Contractor’s Cost Sheet Exhibit D – Special Terms and Conditions Exhibit E – Additional Requirements

ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor’s Cost Sheet 4 Bidder References 5 Payee Data Record (STD 204)

6. Contractor Certification Clauses (CCC 04/2017)

7. Bidder Declaration (GSPD-05-105)

8. DVBE Bid Incentive Instructions

9. Darfur Contracting Act Certification

10. Detailed Response for Minimum Qualifications

11. California Civil Rights Law Certification

I. SCOPE OF WORK

The Department of Industrial Relations (DIR) sends and receives high volumes of time sensitive mail daily. Many of the incoming and outgoing mail contains sensitive and time-restricted information. To ensure that the distribution and security of mail containing sensitive personal information and high-volume incoming checks are received and delivered in a timely manner, DIR requires a contract with a courier service to pick up and deliver mail at various DIR offices.

The contract term shall be for thirty-six (36) months.

More detailed information can be found in the Draft Standard Agreement.

DIRs budget for this project is $440,000.00. Bids exceeding this amount may be deemed non-responsive and ineligible for award.

II. BID INSTRUCTIONS AND INFORMATION

This section contains instructions for the organization and timely submission of your bid.

It also contains the bid requirements and other important information crucial for submittal of a responsive and responsible bid. It is the responsibility of the bidder to carefully read and follow all bid requirements within this Invitation for Bid (IFB). Compliance with the IFB instructions is mandatory for your bid to be considered for award. Failure to comply with the IFB instructions will cause your bid to be deemed non-compliant and non-responsive, thus, ineligible for award.

Please read and carefully follow the instructions listed in the following sections. The instructions are separated by category, each with its own requirements and necessary information for submission of a timely and responsive bid. All requirements and specifications in the IFB must be responded to, and all requested data must be supplied for a bid to be considered responsive.

A. IFB Key Action Dates

Below is the tentative time schedule for this IFB. The DIR reserves the right to modify the IFB and/or change the date and time at its sole discretion, prior to the date fixed for submission of bids, by the issuance of an addendum to all parties who received a bid package.

1. DIR reserves the right to modify or cancel in whole or part, this solicitation.

2. Clarifications to solicitation will be given only in the form of addenda to all bidders.

Time Schedule Date Time

IFB Posted on Cal eProcure 5/20/2026 11:00 AM

Deadline for Submission of Written Questions

5/28/2026 4:00 PM

Responses to Questions Posted 6/2/2026 N/A

Bid Submission Due 6/9/2026 4:00 PM

Opening of Bids via Microsoft TEAMS

Link:

https://teams.microsoft.com/meet/28533790989 7836?p=ldk2qsJxwgN5LgNJ3i

6/10/2026 9:30 AM

Posting of Intent to Award Notice

(Notice is posted for five [5] business days) 6/11/2026 N/A

Estimated Contract Start Date 7/1/2026 N/A

Written questions must be submitted via electronic mail by the date and time indicated in Section II.A., IFB Key Action Dates. All written questions received prior to the date indicated for the Written Questions Deadline will be answered in the form of an addendum and posted online at https://caleprocure.ca.gov. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to all parties/participants.

All questions or concerns related to the IFB must be directed electronically to:

Contracts and Procurement Branch

Contact: Deanna Everett Email: deverett@dir.ca.gov

B. Submission of Bid

1. All bids RECEIVED by DIR must be submitted electronically and sent to DIR by the date and time shown in the time schedule in Section II. A., “IFB Key Action Dates.”

2. Time of delivery is of the essence and must be adhered to. Any bid received after the due date and time as outlined in the time schedule in Section II.A., “IFB Key Action Dates” will be rejected by DIR as not complying with a mandatory requirement of this

IFB.

3. Bids must be submitted no later than the date and time indicated under Section II. A.

Key Action Dates and file size cannot exceed 50 Mega Bytes (MB).

4. The naming convention of the bid must be in the following format: “IFB S26ACCT001

[insert vendor name] Bid.”

5. Bids must be submitted to the following addresses:

Procurement@dir.ca.gov CC: deverett@dir.ca.gov

6. Bids received after the date and time shown in Section II.A. “IFB Key Action Dates” will be rejected.

7. Bids are only accepted electronically. Bids received by fax, mail, or hand delivery will be rejected.

C. Bid Submission Withdrawal

A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

D. Bidder Responsibilities

1. Before submitting a response to this solicitation, bidders should review, correct all errors, and confirm compliance with the IFB requirements.

2. Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to DIR. This includes, but is not limited to: delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, any and all travel related expenses incurred in the performance of completing the bid for submittal; or for any other purpose unless expressly included and itemized in the bid solicitation.

3. Prior to submission of bid, bidder shall examine any specifications and instructions or other materials required and included in the bid package to ensure that they meet all the requirements stated in this IFB.

4. It is the bidder’s responsibility to promptly notify the DIR Contract Analyst identified in the solicitation by email, if the bidder believes that the solicitation is unfairly restrictive, contains errors or conflicting language, or needs clarification. Such notification must be submitted no later than 72 hours prior to bid opening date and time. All such correspondence received after the 72-hour deadline will not be considered and deemed ineligible for review and/or response from DIR.

5. Bidder must complete and submit Contractor’s Cost Sheet, Attachment 3. Submission of this attachment is mandatory. Failure to fully complete and return attachment with your bid will cause your bid to be rejected and deemed non- responsive.

6. References must be provided using Bidder References Form, Attachment 4.

Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your bid may cause your bid to be rejected and deemed non-responsive.

7. Bidder must complete and submit to DIR, the Payee Data Record (STD 204), Attachment 5, to determine if the selected bidder is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662.

Contract payment cannot be made unless a completed STD 204 has been returned to

DIR.

8. Bidder is responsible for reviewing, reading, understanding, and complying in full with the State’s General Terms and Conditions along with the Contractor Certification Clauses (CCCs) at Standard Contract Language. The bidder must sign and return CCCs, Attachment 6.

9. Bidder must sign and submit to DIR, the California Civil Rights Laws Certification, Attachment 11.

10. The bidder must be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement.

11. The bidder must own and operate a legitimate business. If required by law, the bidder must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the Secretary of State must be registered prior to date of Agreement award. Evidence of registration shall be submitted with bid.

12. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, bidder agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the bidder fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

E. Minimum Bidder Qualifications

The bidder must provide a detailed response, outlining information as to how the bidder meets each of the minimum qualifications listed below. The bidder must provide their detailed response on Attachment 10, Detailed Response for Minimum Qualifications. Bids that do not meet the minimum qualifications may be determined non-responsive and ineligible for award.

1. The bidder must demonstrate at least three (3) years of experience providing courier services with a California State Agency or California Public Agency. Provide the name of the agency, a brief description of the service and the years of service completed.

2. The bidder must demonstrate the existence of a secure facility within 30 miles of DIR’s two office locations listed in Exhibit A, Scope of Work and a documented chain-of-custody process for the overnight storage of mail.

F. General Requirements

1. Insurance Requirements

It is the bidder’s responsibility to provide insurance and endorsements as described in the Draft Standard Agreement, Exhibit D, Special Terms and Conditions, if selected for award.

2. Subcontracts/Subcontractors

If subcontractors are to be used, the bidder must include the description of each person or firm and the work to be done by each subcontractor in Attachment 7, Bidder Declaration. Subcontractors, if any must be identified and their qualifications.

G. Bid Rejection

1. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

2. Bids must be completed in all respects as required by the IFB. Each bid will be checked in detail to determine its compliance to the IFB requirements. A bid will be rejected if it is conditional or incomplete, or if it contains any alterations of forms or other irregularities of any kind. If a bid fails to meet any IFB requirements, DIR will determine if the deviation is material; a material deviation will cause rejection of the bid. The State may waive any immaterial deviation in a bid. A non-material deviation (errors in mathematical computation, spelling, etc.) will be examined to determine when the deviation is acceptable. If accepted, the bid will be processed as if no deviation had occurred. The State's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements, if awarded the agreement. A bid must be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

3. DIR reserves the right to reject any or all bids. The agency is not required to award an agreement. All bids may be rejected whenever the agency determines that the cost is not reasonable, the cost exceeds the amount estimated, or otherwise in the best interest of the State.

4. Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, will be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid.

5. Bids received past the date and time specified in the table in Section II.A., “IFB Key Action Dates,” will be deemed non-responsive and rejected. Under no circumstances will any bids be accepted past the date and time stated in the table. All such bids received past the date and time will not be accepted.

H. Signature

1. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet, Attachment 2. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

2. All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm and must be duly authorized to sign the contract/agreement if awarded the bid.

I. Bid Opening and Evaluation

1. The bids will be publicly opened and read promptly at the time and place indicated in the IFB, as stated in the table in Section II.A., “IFB Key Action Dates.”

2. A vendor’s bid must constitute an irrevocable offer for a period of at least 90 days following the scheduled date for contract award and execution.

3. DIR will put each bid through an administrative evaluation process pursuant to the published requirements to determine the bidder’s responsiveness to the IFB.

J. Disposition of Bids

Upon bid opening, all original documents submitted in response to this IFB will become the property of the State of California and DIR, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.).

K. Selection and Award

1. Award, if made, will be to the lowest responsive, responsible bidder.

2. Notice of the proposed award shall be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx for five (5) business days prior to awarding the Agreement.

3. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the low bidder, the low bidder shall be notified by email five (5) working days prior to the award of the contract.

4. Prior to award of the contract, bidders may protest the proposed award(s) by filing a notice of protest with DIR and the Department of General Services (DGS), Office of Legal Services (OLS) on the basis that they are the lowest responsible bidder meeting the specifications for the contract.

5. Protest notices should contain full contact information, including an email address, and the IFB number, and must be filed with:

Contracts and Procurement Branch Attention: Manager 1416 Ninth Street, 13th Floor Sacramento, CA 95814

Procurement@dir.ca.gov

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 OLSProtests@dgs.ca.gov

6. Within five (5) calendar days after filing the notice of protest, the protesting Bidder shall file with DGS, OLS and DIR a detailed written statement specifying the grounds for the protest.

7. The Agreement(s) shall not be awarded until either the protest has been withdrawn or the State has decided the matter.

8. Proposed contractor will receive a fully executed contract with all necessary terms and conditions and exhibits/attachments. Proposed contractor should carefully read the entire contract and be sure to sign contract and all required documents.

9. Such award, if made, will be made within sixty (60) days after opening of bids, if not sooner. Contract shall be signed by bidder and returned within ten (10) working days of receipt. If lowest responsive, responsible bidder refuses or fails to execute the contract, DIR may award the contract to the next lowest responsive, responsible bidder.

L. Standard Conditions of Service

1. Services shall be available on the express date set by the awarding agency 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 awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

3. The State does not accept alternate contract language from a prospective contractor. A bid with such language may be considered a counter proposal and may be rejected. The State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) are not negotiable. The GTC and CCCs are included in the sample agreement attached to this package and may also be viewed at the Internet site: Standard Contract Language under Standard Contract Language.

4. The State does not negotiate rates and/or costs listed on any bid submitted.

5. No oral understanding or agreement shall be binding on either party. Any changes or alterations to the contract/agreement must be in writing and approved by both parties and/or Department of General Services’ Office of Legal Services, if required.

M. Socio-Economic and Preference Programs

1. Disabled Veteran Business Enterprise (DVBE) Incentive (Optional)

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE.

If a prime bidder is a certified DVBE or commits to subcontracting with DVBE(s), it may be eligible to receive an incentive provided that the DVBE provides a commercially useful function as defined in California Military Code Section 999(i) and California Code of Regulations, Title 2, Section 1896.71. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration (GSPD-05-105), Attachment 7, and confirmed by the State.

The incentive amount varies in conjunction with the percentage of DVBE participation in accordance with the “California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions,” Attachment 8.

Bidders claiming the DVBE incentive must complete and return the Disabled Veteran Business Enterprise Declarations form (STD 843) found at:

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf.

2. Small Business (SB) or Microbusiness (MB) Preference (Optional)

If bidder is claiming the 5 % certified SB or MB preference, or is committing to subcontract 25 % or more of their net bid price to one or more Certified SBs or MBs, complete Bidder Declaration (GSPD-05-105), Attachment 7, and attach a copy of the certification.

Additional References: http://www.pd.dgs.ca.gov

Questions regarding the certification approval process or the Small Business program should be directed to the Department of General Services, Procurement Division at

(800) 559-5529 or (916) 375-4940 email: OSDSHelp@dgs.ca.gov. For the 24-Hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or bidders using the non-SB preference shall be granted a preference consisting of 5 % of the bid price of the lowest responsive bidder that is not a SB.

3. Target Area Contract Preference Act (TACPA)

The TACPA preference will be granted for this solicitation. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with their Proposal:

https://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf.

Bidders seeking to obtain a TACPA preference must complete and submit the TACPA Preference Request, STD. 830, and DGS/PD 526 with their Bid. The STD. 830 and DGS/PD 526 are available to download at the link provided above.

N. Darfur Contracting Act Certification (Mandatory Submittal)

Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three years has conducted business activities or other operations outside of the United States. For any contractor that submits a bid or proposal, the contractor must certify that it is either 1) not a scrutinized company; or 2) a scrutinized company that has been granted permission by the Department of General Services. This form must be completed and submitted with your bid. See Darfur Contracting Act Certification, Attachment 9.

O. Russian Sanctions 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 represent 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.

P. 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 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.”

DRAFT STANDARD AGREEMENT

(TO BE INSERTED ONCE FINAL)

EXHIBIT A

SCOPE OF WORK

This agreement is entered into by and between the Department of Industrial Relations (DIR or State) and (TBD or [enter Contractor’s acronym]), hereafter referred to as Contractor. The Contractor agrees to provide mail pick-up and delivery services between DIR mailrooms at various offices and United State Parcel Services locations.

A. BACKGROUND AND PURPOSE

DIR sends and receives high volumes of time sensitive mail daily. Many of the incoming and outgoing mail contains sensitive and time-restricted information. To ensure that the distribution and security of mail containing sensitive personal information and high-volume incoming checks are received and delivered in a timely manner, DIR requires a contract with a courier service to pick up and deliver mail at various DIR offices.

B. DETAILED SCOPE OF WORK

Contractor shall provide mail pick-up and delivery services between DIR's mailrooms at the locations outlined in Exhibit A, Scope of Work, Section D – Service Hours And Location.

1. Part 1 – Services in Oakland

a. Pickup and deliver up to one (1) standard USPS mail bin of mail specified as follows:

i. Pickup outgoing interoffice mail from Room 01520 at the DIR San Francisco office, daily by 4:30 PM, store in a secure facility overnight, and deliver to the reception area in Suite 1700 at the DIR Oakland office by 9:00 AM the next business day.

ii. Pickup outgoing interoffice mail from the reception area in Suite 1700 at the DIR Oakland office, daily by 5:00 PM, store in a secure facility overnight, and deliver to the DIR San Francisco office by 9:00 AM the next business day. See Part II - Services in San Francisco, section d for specific delivery instructions.

b. Pickup incoming metered mail from three (3) Post Office Boxes at USPS Oakland daily by 10:00 AM and deliver to the reception area in Suite 1800 in the DIR Oakland office. If mail is unavailable at the P.O. box, the Contractor will conduct an additional pickup and delivery service to Suite 1800 at 1:00 pm. The DIR Contract Manager must be notified via e-mail in advance before attempting additional pickups. The PO Boxes are:

i. PO Box 71010-Division of Workers' Compensation

ii. Possible additional PO Boxes as needed

c. Pickup incoming metered and accountable mail from the USPS Oakland Substation on the 1st floor near the loading dock at the DIR Oakland office as follows:

i. Box 40 (key)

ii. Box 43 (key)

iii. Box 44 (key)

iv. Box 45 (key)

v. Box 50 (key)

vi. Additional mail may be located in a separate tub inside of the Substation.

vii. Accountable mail directly from the USPS Oakland Substation between 3:30- 4:00 PM daily, excluding federal holidays.

d. Sort and deliver incoming interoffice mail from the DIR San Francisco Office and incoming metered and accounting mail collected from the USPS Oakland and USPS Oakland Substation at the DIR Oakland office as follows):

Division Units* Suite

ADMIN Human Resources 409

ADMIN

Business Services -AM & Facilities

Unit 301

ADMIN Business Services -Procurement 301

CHSWC CHSWC 1540

DLSE BOFE 1622

DLSE Public Works 1190 DLSE Legal 801

DLSE RCI 801

DLSE Wage Claims 801

DLSE Admin 1302 DLSE Electrician Certification Unit 1902

DLSE License & Registration 1902 DLSE PAGA 1700 or 17th

DOSH Consultation/VPP 1103

DOSH Volunteer Compliance 1190

DOSH Elevator -Public 1303

DOSH Enforcement/Compliance 1301/1303

Division Units Suite DOSH High Hazard 1301/1303 DOSH Research & Stds 1301/1303

DOSH Admin 1901

DOSH CFOI 1700

DOSH HR Unit/Research 1903

DOSH Legal 1901 DOSH Pressure Vessels 407

DAS DAS 1902

DWC Adjudication/Oakland DEU 600 DWC Admin 1800 DWC Admin/EAMS/TOP 1700 DWC Legal 1800 DWC Medical Unit 1800 DWC Medical Unit & Research 1700 DWC RTW Supplemental Program 1700 DWC UEBTF Claims/Previous UEF 1700

OD Legal 701

OD OD 2208

OD Communications 1306

OIS Conference Room 4th OIS Mainframe/Oracle 404

OIS OIS 404

OIS Support Management 404

OIS Tech Support 401 OIS WC Info 404 OIS DLSE Systems 403 OIS Elec Adjudication Mgmt Sys 403

OIS OIS 403

OIS Project Management 403 OIS Security 403

OIS Support & Services 403 OIS Support Management 403 OIS Tech Support 403 OIS WC Info 403 OIS Web 403

*The State reserves the right to add or remove Units and/or Suites in the event that these services are required at a new location. Such changes may or may not require a formal amendment.

i. Miscellaneous/unsorted mail not able to identify- Suite 301

e. Mail should be sorted and delivered in courier bags or mail bins where applicable.

f. Contractor can utilize the reception area in Suite 1306 at the DIR Oakland office to sort mail for delivery to the floors mentioned above.

g. A floor plan shall be provided by the DIR Contract Manager to assist with delivery to the locations mentioned above.

h. Please alert staff of delivery by either knocking on the door or ringing the doorbell where available.

i. Contractor shall be expected to retrieve mail bags from the locations mentioned above for mail delivery the following business day.

j. Pick up outgoing metered and accountable mail and packages from Suite 901 at the DIR

Oakland office at 3:30 PM and deliver to the USPS Oakland Main Post Office at 1675 7th Street, Oakland, CA 94615 before the end of the business day.

k. Contractor shall provide a minimum of five (5) mail bins per day for DIR staff to place outgoing metered and accountable mail and packages for retrieval.

2. PART II – Services in San Francisco

a. Pick up to 1 standard USPS mail bin of metered and accountable (e.g., certified, registered) mail and packages daily by 9:00 AM from the USPS San Francisco facility as follows:

i. PO Box 420603 (call box)

ii. PO Box 429003 (call box and all DIR accountable mail)

iii. PO Box 422400 (key)

iv. PO Box 429488 (call box)

v. PO Box 420447 (call box)

vi. PO Box 420468 (key)

*The State reserves the right to add or remove PO Boxes in the event that these services are required at a new location. Such changes may or may not require a formal amendment.

b. Pickup incoming metered and accountable mail from the USPS SF Substation on the first floor in the loading dock at the DIR San Francisco office by 1:00pm each day daily.

c. Sort and deliver incoming interoffice mail from the DIR Oakland office and incoming metered and accountable mail collected from the USPS San Francisco and USPS SF Substation as follows

Division Unit* Floor/Suite ADMIN Business Services- Mailroom 1520

Office of Fiscal Services Accounting 10th

ADMIN Human Resources 9th

DAS DAS 9516

DLSE Admin, Legal 9628 or 9th

DLSE BOFE 9433

DLSE CIU 9433

DLSE Wage Claims 9628

DLSE RCI 9628

DLSE JEU 9628

DOSH Enforcement 9516 DOSH Legal 9516

DOSH Regional Office 9516 SF DEU (Disability Evaluation

Unit)

2nd DWC Claims Adjudication 2nd

WCAB

Workers' Compensation Appeals

Board 9328 Recon, Writs 2nd

OD Research Unit (DLSE PWD) 9433

DLSR 9433

OPRL 9433

Alternative Workweek Election

Results

OD Research Unit (DOSH OIIS) 9433

*The State reserves the right to add or remove Units and/or Suites in the event that these services are required at a new location. Such changes may or may not require a formal amendment.

d. Mail shall be sorted and delivered in courier bags or mail bins where applicable.

e. Contractor can utilize Room 01520 to sort mail for delivery to the floors mentioned above.

f. A floor plan shall be provided to assist with delivery to the locations mentioned above.

g. Contractor shall hand deliver mail to the appropriate suite by knocking on the door, using the wall phone to place a call, or ringing the doorbell where available.

i. Contractor must make 3 attempts and wait two (2) minutes to deliver mail to the 10th floor prior to securing undeliverable mail in the DIR mailroom on the 1st floor.

ii. If Accounting staff on the 10th floor is unavailable, the Contractor shall place the mail in the locked collection box adjacent to the counter. Mail too large for the collection box shall be locked securely in the DIR mailroom. Mail shall not be left unattended in any area with public access.

h. Contractor shall retrieve mail bags from the locations mentioned above for mail delivery the following business day. Mail shall be stored in a secure facility overnight.

i. Pickup outgoing metered and accountable mail and packages from Room 01520 at the DIR San Francisco office daily by 5:00 PM and deliver to USPS San Francisco.

j. Contractor shall provide a minimum five (5) mail bins per day for DIR staff to place outgoing metered and accountable mail and packages for retrieval.

3. Additional Requirements

a. Secured room: Mail stored overnight MUST be stored in a locked filing cabinet or drawer within a locked room.

b. Facility security and physical safeguarding of state-owned assets in transit: Facility security plans must incorporate the use of physical access controls such as redundant keys and/or combination locks. These controls must ensure that only authorized individuals have access to state-owned assets in transit. Procedures must also be used to prevent tampering and theft of state-owned assets in transit.

c. Chain of custody: Chain of custody practices, including the use of logs, shall be followed to track all movement and control of all state-owned assets in transit throughout all stages of movement by documenting each person who handles the asset and the date/time it was collected or transferred. Every effort should be made to eliminate breaks in the chain of custody of state-owned assets in transit. Copies of all chain of custody logs shall be remitted monthly along with the monthly invoice for services.

d. DIR expects to utilize 12-15 courier bags per office per day. Should DIR exceed 15 courier bags per office per day, costs should be charged in accordance with Exhibit B, Attachment 1 Contractor Cost Sheet.

C. CONTRACTOR’S RESPONSIBILITIES

1. The Contractor must maintain effective communication with both the DIR Facilities Unit and Contract Manager regarding any scheduling interruptions and delays in service.

2. For security reasons, all Contractor staff shall be required to dress in a standard uniform bearing the company name.

3. Contractor agrees to remove and replace any of its employees who, in the opinion of DIR Contract Manager, have acted in a manner that indicates an inability to adequately perform the work assigned.

4. Contractor shall be required to provide for continuous cellular communication with its supervisors at the point of origin and the point of destination. Contractor shall provide the DIR Contract Manager with all cellular telephone numbers for communication purposes.

5. Any damages by the Contractor to portions of building, premises, equipment, furniture, materials, or other State property shall be repaired or replaced by the Contractor to the satisfaction of the State at no expense to the State. Any items lost or stolen while in Contractor's custody shall be replaced by Contractor at no expense to the State.

Employee's personal property or belongings, i.e., laptops, etc., are the sole responsibility of the employee and the Contractor is neither liable for moving them or responsible for their loss.

D. SERVICE HOURS AND LOCATION

1. Locations

Elihu Harris State Building (DIR Oakland) 1515 Clay Street, 17th Floor Oakland, CA 94612

Ronald M. George Complex (DIR San Francisco) 455 Golden Gate Avenue San Francisco, CA 94102

Services locations also include:

United States Parcel Services (USPS) (USPS Oakland) 1313 Clay Street Oakland, CA 94612

USPS substation (USPS Oakland Substation) 1515 Clay Street, 1st Floor Oakland, CA 94612

USPS substation (USPS San Francisco) 1390 Market Street San Francisco, CA 94102

USPS substation (USPS SF Substation) 455 Golden Gate Avenue, loading dock San Francisco, CA 94102

2. Service Hours

Courier services are expected Monday through Friday, between 8:30 AM- 5:00 PM, excluding the following holidays:

a. State of California: New Year's Day, Martin Luther King Jr. Day, Presidents

Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day.

When a holiday falls on a Sunday, the holiday is observed on the following Monday.

b. Federal: New Year's Day, Birthday of Martin Luther King, Jr., Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. When a holiday falls on a Saturday, the holiday is observed on the preceding Friday.

c. Locations and hours of operations are subject to change. Should any location in this agreement change, the Contractor will be notified at least seven (7) days in advance. If the Contractor is having trouble satisfying the delivery and pickup time, Contractor must contact the DIR Contract Manager.

d. The schedule above is subject to change in the event of unanticipated building interruptions or closures. The Contractor will receive notification, either orally or in writing, at least 24 hours in advance should services be interrupted.

e. DIR shall not be responsible for any parking fees that may be incurred by the Contractor at any location associated with this service.

F. CONTRACT REPRESENTATIVES

The Contract Managers during the term of this Agreement shall be:

Agency: Department of Industrial Relations Contractor: To Be Inserted Upon Award Division: Section:

Attention: Attention:

Address:

Address:

Phone: Phone:

Email: Email:

Direct all questions to the Contract Manager. Contract representative may be changed without amendment upon written notification to the other party.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. INVOICING AND PAYMENT

1. For services satisfactorily rendered and upon receipt and approval of the invoice the State agrees to compensate the Contractor for actual expenditures incurred in accordance with Exhibit B, Attachment 1 – Contractor’s Cost Sheet, which is attached hereto and made a part of this Agreement.

2. Contractor shall submit one (1) original and one (1) copy of each invoice. Invoices must include the Agreement Number and must be submitted monthly in arrears to:

TBD

3. Invoices shall include (if applicable):

a. Contractor’s Name

b. Contractor’s Address

c. Agreement Number

d. Date of Invoice

e. Date the request was received

f. Date(s) of scheduled service

g. Total dollar amount of invoice

B. BUDGET CONTINGENCY CLAUSE

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to Contractor to reflect the reduced amount.

C. PROMPT PAYMENT CLAUSE

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

D. TRAVEL AND PER DIEM

There shall be no reimbursement for travel or per diem.

EXHIBIT B, ATTACHMENT 1

CONTRACTOR’S COST SHEET

(Contractor’s Cost Sheet submitted with bid will be included in the final contract)

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

A. EXCISE TAX

The State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees’ wages. The State will pay for any applicable State of California, local sales, or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. California may pay any applicable sales and use tax imposed by another state.

B. SETTLEMENT OF DISPUTES

1. In the event of a dispute, Contractor shall file a “Notice of Dispute” with DIR within ten

(10) days of discovery of the problem. Within ten (10) days, the DIR shall meet with the Contractor and Project Manager for purposes of resolving the dispute.

2. Any dispute concerning a question of fact arising under the terms of this Agreement which is not disposed of within a reasonable period of time by Contractor and State employees normally responsible for the administration of this Agreement shall be brought to the attention of the DIR Director or designated representative for resolution.

The decision of the DIR Director or designated representative shall be final.

3. In the event of a dispute, the language contained within this Agreement shall prevail over any other language.

4. The existence of a dispute not fully resolved shall not delay Contractor to continue with the responsibilities under this Agreement which is not affected by the dispute.

C. POTENTIAL SUBCONTRACTORS

Nothing contained in this Agreement or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

D. STOP WORK ORDER

State reserves the right to issue an order to stop work in the event that a dispute should arise, or in the event that State gives Contractor a notice that the Agreement will be terminated. The stop work order will be in effect until the dispute has been resolved or the Agreement has been terminated.

E. TERMINATION

1. In addition to the rights under Exhibit C of the Standard Agreement, State reserves the right to terminate this Agreement in whole or in part at its sole discretion at any time upon thirty (30) days prior written notice to Contractor.

2. After receipt of a Notice of Termination, and except as directed by the State, the

Contractor shall immediately stop work, regardless of any delay in determining or adjusting any amounts due under this clause.

3. In the case of early termination, Contractor must submit one (1) original and one (1) copy of a final invoice within 30 calendar days upon date of written notice. The final invoice shall cover all unpaid services to termination date, following the invoice requirements of this Agreement. Final invoice shall be submitted to the address listed on Exhibit B, Budget Detail and Payment Provisions.

4. Upon receipt of the final invoice, a final payment will be made to Contractor. This payment shall be for all State-approved costs that in the opinion of State are justified to termination date at the rates set forth in the contract.

F. AMENDMENTS

1. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.

2. DIR reserves the right to amend this Agreement through a formal written amendment, signed by the parties, for additional time and/or funding.

G. INSURANCE REQUIREMENTS

1. Commercial General Liability

Contractor must furnish to the State a certificate of insurance to remain in effect at all times during the term of this Agreement. Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage liability combined with a $2,000,000 annual policy aggregate. The policy must include coverage for liabilities arising out of premises operations, independent contractors, products, completed operations, personal & advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability. The policy must include:

Department of Industrial Relations, State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed under this Agreement.

This endorsement must be supplied under a form acceptable to the Office of Risk and Insurance Management.

In the case of Contractor’s utilization of subcontractors to complete the contracted scope of work, Contractors shall include all subcontractors as insured under Contractor’s insurance or supply evidence of insurance to the State equal to policies, coverage and limits required of Contractor.

2. Automobile Liability times during the term of this Agreement. Contractor shall maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles. The policy must include:

Department of Industrial Relations, State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed under this Agreement.

3. Workers’ Compensation and Employers’ Liability times during the term of this Agreement. Contractor shall maintain statutory workers’ compensation and employers’ liability for all its employees who will be engaged in the performance of the Agreement. Employers’ liability limits of $1,000,000 are required. The policy must include:

When work is performed on State owned or controlled property the Workers’ Compensation policy shall contain a waiver of subrogation in favor of the State.

The waiver of subrogation endorsement shall be provided.

4. Criminal Insurance

Crime Insurance- Contractor shall maintain Employee Dishonesty and theft, Computer Fraud/crime coverage, Forgery or alteration, fraudulent funds transfer and when applicable, Inside/Outside Money and Securities coverage, including third party losses, for state-owned property in the care, custody and/or control of the contractor. Coverage limits shall not be less than $5,000,000. The policy shall include State of California, Department of Industrial Relations as loss payee.

5. General Provisions Applying to all Policies

a. Coverage Term: Coverage needs to be in force for the complete term of the

Agreement. If insurance expires during the term of the Agreement, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance. Any new insurance must still comply with the original terms of the Agreement. The Contractor agrees to provide a new certificate of insurance via email to:

procurement@dir.ca.gov Subject Line: S26ACCT001 – Insurance Certificate

b. Policy Cancellation or Termination and Notice of Non-Renewal: Contractor shall provide to the State within five (5) business days following receipt by Contractor a copy of any cancellation or non-renewal of insurance required by this Agreement.

In the event Contractor fails to keep in effect at all times the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event, subject to the provisions of this Agreement.

c. Deductible: Contractor is responsible for any deductible or self-insured retention contained within their insurance program.

d. Primary Clause: Any required insurance contained in the Agreement shall be primary, and not excess or contributory to any other insurance carried by the State.

e. Insurance Carrier Required Rating: All insurance companies must carry a rating acceptable to the Office of Risk and Insurance Management. If the Contractor is self-insured for a portion or all of its insurance, review of financial information including a letter of credit may be required.

f. Endorsements: Any required endorsement must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

g. Inadequate Insurance: Inadequate or lack of insurance does not negate the

Contractor’s obligations under the Agreement.

H. FORCE MAJEURE

Except for defaults of subcontractors, neither DIR nor the Contractor must be liable for or deemed to be in default for any delay or failure in performance under this Contract or interruption of services resulting from acts beyond the control of the…