_Sensitive__IFB_R006028_UPS_Maintenance_Contract_Final.pdf

IFB #R006028 California State Lottery

Invitation for Bid

#R006028

Maintenance and Batteries For Uninterrupted Power Source Units

CALIFORNIA STATE LOTTERY

700 North 10th Street

Sacramento, California 95811- 0393

IFB #R006028 i California State Lottery

INVITATION FOR BID

Notice to Prospective Bidders

October 30, 2026

You are invited to review and respond to this Invitation for Bid (IFB), #R006028, Maintenance and Batteries for Uninterrupted Power Source Units. In submitting your bid, you must comply with these instructions.

Note that all agreements entered with the California State Lottery (Lottery) will include by attachment Terms and Conditions and Contractor Certification Clauses that are hereby included in this solicitation.

Additionally, the Lottery has determined the nature of services named in this IFB requires that all Bidders (and listed Subcontractors) MUST be registered with the Department of Industrial Relations (DIR) prior to submitting their bid.

In the opinion of the Lottery, this IFB is complete and without need of explanation.

However, if you have questions, or should you need any clarifying information, the contact person for this IFB is:

Oriana Danielson California State Lottery solicitations@calottery.com

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

Oriana Danielson Procurement Specialist mailto:solicitations@calottery.com

IFB #R006028 ii California State Lottery

Table of Contents

Contents Notice to Prospective Bidders i

I. GENERAL INFORMATION 1

A. Purpose B. Minimum Bidder Qualifications C. Lottery Point of Contact D. Projected Timetable E. Verbal Communication F. Examination of All Requirements G. Modifications to the IFB H. Written Questions I. Written Intent to Bid J. Property of the Lottery K. Bids are Public Records L. Acceptance Period M. Rejection of Bids N. Conditions of Submission O. Nonmaterial Deviation P. Contract Execution Q. Hiring of Lottery Personnel R. Bid Protests S. Governing Law and Regulations

II. BID REQUIREMENTS 7

A. Mandatory Submittals B. Evaluation of Mandatory Submittals

III. BID EVALUATION AND AWARD 10

A. Mandatory Submittals Review (Pass/Fail) B. Cost Assessment C. Award D. Right to Cancel

IV. DELIVERY OF BID 14

A. Delivery

ATTACHMENT 1 – TRANSMITTAL LETTER AND COMPANY BACKGROUND 16

ATTACHMENT 2 – REQUIRED ATTACHMENT CHECKLIST 17

ATTACHMENT 3 – COST SHEET 18

ATTACHMENT 4 – CERTIFICATION 24

ATTACHMENT 5 – PAYEE DATA RECORD (STD 204) 30

ATTACHMENT 6 – DISABLED VETERAN BUSINESS ENTERPRISE

PARTICIPATION (DVBE) – IF APPLICABLE 31

ATTACHMENT 7 – SMALL AND MICROBUSINESS PARTICIPATION – IF

APPLICABLE 35

ATTACHMENT 8 - PROPOSED STANDARD AGREEMENT 43

IFB #R006028 1 California State Lottery

I. GENERAL INFORMATION

A. Purpose

The California State Lottery (Lottery) is inviting responses from qualified vendors to provide maintenance, repairs, inspections, technical support and battery replacement on Uninterrupted Power Source (UPS) units.

The proposed contract term will be for a period of three years, with options to extend up to two (2) additional one-year extensions.

B. Minimum Bidder Qualifications

This IFB is open to all Bidders that, at the time of bid submission, meet the following Bidder qualifications:

1. Are legally authorized to do business in the State of California. All required permits and licenses must be in full force at the time of bid submission and throughout the term of the Contract;

2. Have proper certification and licensing to conduct the services herein described in Exhibit A, Scope of Services;

3. Have a minimum of five years of experience working on Liebert UPS and

Shadow Wave Rider Emergency Lighting UPS units;

4. Have a valid C10 (Electrical) license; and

5. Meet all other qualification and certifications required in this solicitation.

C. Lottery Point of Contact

All notices or questions pertaining to this IFB must be directed to:

California State Lottery Procurement Services and Support Attention: Oriana Danielson, Procurement Specialist 700 North 10th Street Sacramento, CA 95811 Email: solicitations@calottery.com

No contact regarding this IFB will be allowed between Bidders or potential Bidders and members of the Evaluation Team, Lottery Commissioners, or Lottery staff after issuance of the IFB, with the exception of the Lottery contact person named above. Any such contact may disqualify a Bidder from further

IFB #R006028 2 California State Lottery consideration. Requests for clarification from Bidders will be allowed, provided such requests are made through the above contact via email.

D. Projected Timetable

The following projected timetable is subject to change and is provided for informational and planning purposes only. The Lottery may change the date of events after the “Bids Due” event without further amending this IFB.

Key Action Dates

Event Date Time

IFB Issued October 30, 2026

Intents to Bid/Written Questions Due November 06, 2026 3:00 p.m. PST

Responses to Written Questions November 23, 2026

Bids Due December 02, 2026 3:00 p.m. PST

Estimated Notice of Intent to Award Posted December 22, 2026

Estimated Agreement Effective Date February 2027

E. Verbal Communication

Any verbal communication with a Lottery employee concerning this IFB is not binding on the Lottery and will in no way alter a specification, term, or condition of this IFB or any resulting contract.

F. Examination of All Requirements

Bidders are strongly encouraged to examine this document thoroughly and become familiar with the IFB’s requirements, including but not limited to those set forth in Attachment 8, Proposed Standard Agreement. Bids must be based solely on the information and materials contained in the IFB and any written amendments thereto and on other written communications regarding the IFB that are issued by the Lottery contact person named above. Bidders must disregard all other information, including draft material, newspaper advertisements or articles, and verbal representations.

IFB #R006028 3 California State Lottery

A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. However, the Lottery may waive an immaterial deviation in a bid, at its sole discretion. The Lottery’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the agreement.

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 as set forth in Section I.E., Projected Timetable, Key Action Dates. Bid modifications offered in any other manner, oral or written, will not be considered.

G. Modifications to the IFB

The Lottery may cancel or modify this IFB at any time by the issuance of a written addendum. Notice of modification or cancellation will be sent to Bidders that submitted a written Intent to Bid if the modification or cancellation occurs prior to bid submission, and to Bidders that submitted a bid if the modification or cancellation occurs after bid submission.

H. Written Questions

Questions regarding the content of this IFB must be submitted in writing via email to the Lottery contact person specified above by the due date and time specified in Section I.E, Projected Timetable. It is the Bidders sole responsibility to verify receipt of submitted questions. The Lottery may, in its sole discretion, respond to written questions received after the specified due date and time.

Questions and responses will be provided to firms that submitted a written Intent to Bid and will also be posted on the Lottery’s website at https://www.calottery.com/vendor-opportunities and California State Contracts Register (CSCR).

If Bidders identify any issues with Attachment 8, Proposed Standard Agreement, Bidders must communicate those issues during the Written Questions phase of this IFB for them to be considered. The Lottery may, at its sole discretion, elect to address such issues by amending this IFB, prior to the Bid Due Date.

I. Written Intent to Bid

Interested Bidders should submit an Intent to Bid in writing via email to the Lottery contact person by the date and time specified in Section I.E, Projected Timetable, in order to receive direct communications from the Lottery about this

IFB.

https://www.calottery.com/vendor-opportunities

IFB #R006028 4 California State Lottery

The written Intent to Bid must include the Bidder’s contact person’s name, email address, mailing address, and telephone number.

If a written Intent to Bid is not sent, a bid may still be submitted. However, IFB notices and amendments issued by the Lottery will only be sent directly to Bidders with a written Intent to Bid on file. After the bid due date, only Bidders that have submitted bid packages in accordance with Section II, Bid Requirements, and Section IV, Delivery of Bid, to the Lottery contact person specified in Section I.D, Lottery Point of Contact, will receive direct IFB communications and notices.

All interested parties may access such notices and amendments on the Lottery’s website at https://www.calottery.com/vendor-opportunities and

CSCR.

J. Property of the Lottery

All bids become the property of the Lottery upon receipt and will not be returned to Bidders.

K. Bids are Public Records

Pursuant to the California Public Records Act, California Government Code §§ 6250 et seq., all data, materials, information, and documents submitted to the Lottery by a Bidder may be incorporated into a publicly available contract and may otherwise be subject to disclosure upon request by competitors and members of the public after the apparent successful Bidder has been announced. The Lottery will process all Public Records Act requests in accordance with the laws of the State of California. A Bidder’s labeling of any bid materials as “confidential” or otherwise exempt from disclosure is not binding on the Lottery, and Bidder agrees by submitting its bid that the Lottery will not be liable to the Bidder or to any other person or entity for disclosing information as required by law.

L. Acceptance Period

As a condition of submission, each Bidder’s bid constitutes an unconditional offer to the Lottery and is irrevocable for 180 days from the date submissions are due.

M. Rejection of Bids

The Lottery reserves the right to reject all bids. The Lottery is not required to award an agreement.

https://www.calottery.com/vendor-opportunities

IFB #R006028 5 California State Lottery

N. Conditions of Submission

Responses to the IFB and any subsequent presentations must be submitted with the most favorable terms Bidders can offer. Bidders will be allowed to withdraw their responses only when a written request for withdrawal is actually received by the Lottery prior to the deadline for final bid submission. Requests for bid withdrawal must be filed in the same manner as bids. After the submission deadline, Bidders cannot replace, change, or modify their bids in any way, except as specified in this IFB or a subsequent written amendment to this IFB.

O. Nonmaterial Deviation

The Lottery may waive any deviation in a bid that the Lottery determines to be nonmaterial. The Lottery’s waiver of a nonmaterial deviation in no way modifies the IFB’s requirements or excuses Bidders from full compliance with the contract’s requirements.

P. Contract Execution

The Lottery Director or designee will make the final determination of contract award, subject to California Lottery Commission approval if applicable. In making this determination, the Lottery Director or designee may be assisted by an Evaluation Committee.

The Lottery, in its sole discretion, may treat failure or refusal by the intended contract awardee to begin performance within ten state working days of contract execution as repudiation of the contract. The Lottery may then either

(1) select another bid which conforms to the requirements of this IFB and represents, in the Lottery’s sole discretion, the best value; or (2) reject all bids.

The Lottery may also seek compensation for any damages associated with repudiation of the contract.

The Lottery reserves the right to cancel all elements of this solicitation or rescind the announced award at any time before execution of the contract.

Issuance of this IFB does not constitute a commitment by the Lottery to award a contract.

Q. Hiring of Lottery Personnel

At all times during the bid evaluation period and continuing through contract award or rejection of all bids, Bidders are prohibited from officially or unofficially making any employment offer or proposing any business arrangement whatsoever to any Lottery employee involved in the evaluation of bids. A Bidder

IFB #R006028 6 California State Lottery making such an offer or proposition will be disqualified from further consideration.

R. Bid Protests

1. Only an actual Bidder may protest a contract award, and only on the following grounds:

a) The Lottery did not follow its own written procedures in selecting the apparent successful Bidder, and

b) The protestor can demonstrate that had the Lottery followed its procedures, the protesting Bidder would have been the successful Bidder.

2. A notice of intent to protest must be received by the Lottery within seven (7) business days after the Lottery posts a notice of intent to award on its website. A timely notice of intent to protest is a prerequisite to any protest.

The notice of intent to protest must be sent to solicitations@calottery.com.

3. Provided that a timely notice of intent to protest has been filed with the Lottery, a protest must be filed within twelve (12) business days after the Lottery posts its notice of intent to award on its website. A protest must include a complete and detailed explanation of how the facts support the protest.

4. All protest documents must be received by the Lottery at its Sacramento headquarters no later than 3:00 p.m. Pacific Time on the last day of the applicable protest period. The envelope containing protest documents or the cover page to a protest must be addressed to the attention of the Director and must be clearly labeled: “Protest to the (title and number of the solicitation), DO NOT OPEN IN MAILROOM.” Alternatively, the protester may send all protest documents by email to solicitations@calottery.com by the above deadline. Untimely protests will not be considered.

5. It is the protestor’s responsibility to ensure that the Director has all information and arguments that the protestor deems relevant and necessary to resolve the protest. The Director may request additional information in writing from the protestor or from other sources, including the apparent successful Bidder and Lottery staff, as he/she deems appropriate for resolution of the protest.

6. The Director will issue a written decision within fifteen (15) days of completion of his/her review of the record.

IFB #R006028 7 California State Lottery

7. In his/her sole discretion, the Director may determine that it is in the best interest of the Lottery to proceed with contract award and performance, while a protest is pending, and may direct a Contractor to commence work.

S. Governing Law and Regulations

The Lottery’s governing law and regulations, including the California State Lottery Act and the Lottery’s procedures for procurement of goods and services, are available on the Lottery’s website https://www.calottery.com/about-us under “Lottery Regulations.” It is each Bidder’s responsibility to be familiar with these laws and regulations.

II. BID REQUIREMENTS

Bids submitted in response to this IFB must comply with the requirements of this section. Failure to complete and submit the information listed in this section in the specified format may result in rejection of the bid.

Bidders must provide as much information as necessary in their bid for the Lottery to award a contract. At a minimum, bids must be fully responsive to the specific requirements stated in this IFB. Bidders must identify any requirements of this IFB they cannot satisfy.

A. Mandatory Submittals

Bidders must not alter the Lottery’s mandatory submittal requirements and/or forms. Any change made to the forms, including but not limited to exceptions, deletions, and additions, may be the basis for disqualification of a Bidder’s bid.

The required forms are separate documents included with this solicitation. If you need assistance with these forms, please contact Oriana Danielson at solicitations@calottery.com.

Bidders must complete and submit the following as detailed below:

1. Transmittal Letter and Company Background (Attachment 1)

2. Required Attachment Checklist (Attachment 2)

3. Cost Sheet (Attachment 3)

4. Certification (Attachment 4)

5. Payee Data Record STD 204 (Attachment 5)

6. Disabled Veteran Business Enterprise Participation (DVBE) – if applicable (Attachment 6)

7. Small and Microbusiness Participation (SMP) – if applicable

(Attachment 7) https://www.calottery.com/about-us

IFB #R006028 8 California State Lottery

1. Transmittal Letter and Company Background – (Attachment 1)

Bidder shall submit a Transmittal letter indicating that they are responding to the IFB and that all of the IFB requirements have been met. The letter must be signed by a representative identified in the Bidder Certification as legally authorized to contractually bind the Bidder.

Transmittal letter may include company background information and relevant experience in providing maintenance, repairs, inspections, technical support and battery replacement on Uninterrupted Power Source (UPS) units.

Bidder must also provide its DIR Registration Number.

If Bidder is using a subcontractor to perform work, Bidder must identify the subcontractor and also provide its DIR Registration Number.

Bidders must also disclose any potential, actual, or apparent conflicts of interest that may exist between any current client and the Lottery. Because of the complexities involved in defining conflicts of interest, the Lottery will make a final determination as to whether a disqualifying conflict exists.

Note: If there are no conflicts, provide a statement to this effect.

2. Required Attachment Checklist – (Attachment 2)

Bidders must submit the Required Attachment Checklist to confirm all required documents have been included in the bid submittal package.

3. Cost Sheet – (Attachment 3)

Bidders must complete and submit the Cost Sheet for the services identified in Attachment 8, Exhibit A, Scope of Work. The bid must be inclusive of all costs, including indirect, overhead, and administrative costs, for the required services for the duration of the contract. The submitted Cost Sheet will be incorporated in the awarded Agreement in Exhibit B, Budget Details and Payment Provisions.

4. Certification – (Attachment 4)

Bidders must complete and submit the Certification form in the bid package.

5. Form STD 204 – Payee Data Record – (Attachment 5)

IFB #R006028 9 California State Lottery

STD 204 must be completed by the Bidder at the time of bid submission and included in its bid package.

6. Disabled Veteran Business Enterprise Participation (DVBE) – if applicable (Attachment 6)

The DVBE program requirement has been waived for this contract.

However, Bidders may receive a percentage incentive. A preference of up to 5% will be applied, based on the level of DVBE participation proposed.

Bidders must complete and submit the DVBE Participation form in the bid package. Additional details are provided on the DVBE form.

7. Small and Microbusiness Participation (SMP) – if applicable (Attachment 7)

In order to receive SMP cost preference, Bidders must complete and submit the SMP forms in the bid package. Based upon the nature of the goods and services to be utilized under this solicitation (as outlined in Attachment 8, Exhibit A, Scope of Work), the Lottery has set a SMP goal of 25% for utilization of small or microbusiness subcontractors under the contract resulting from this IFB. While not required for this solicitation, a preference of up to 5% will be applied, based on the level of SMP participation proposed. Additional details are provided on the SMP form.

B. Evaluation of Mandatory Submittals

The Lottery will validate that all mandatory submittals were received and are completed; where applicable, the Lottery will also confirm that minimum qualifications have been met for this solicitation.

Mandatory Submittals: Pass or Fail

Failure to submit the following forms will result in Bidder disqualification:

Transmittal Letter and Company Background (Attachment 1) Required Attachment Checklist (Attachment 2) Cost Sheet (Attachment 3) Certification (Attachment 4) Payee Data Record STD 204 (Attachment 5)

IFB #R006028 10 California State Lottery

Failure to submit the following forms will not result in Bidder disqualification but will render the Bidder ineligible to receive SMP preference during the Cost Assessment.

DVBE Incentive & SMP Preference: Optional

Disabled Veteran Business Enterprise Participation Incentive Program – if applicable (Attachment 6)

Small & Micro Business Participation – if applicable (Attachment 7).

III. BID EVALUATION AND AWARD

The Lottery will conduct a fair and impartial evaluation of bids received in response to this IFB. The complete evaluation process is comprised of two phases:

1. Mandatory Submittals Review

2. Cost Assessment

Bids will be reviewed by the Lottery evaluation team in accordance with the criteria indicated in this IFB. The Lottery may request clarification from Bidders during any phase of the evaluation process.

A. Mandatory Submittals Review (Pass/Fail)

The documents required in Section II.A, Mandatory Submittals, will be evaluated in accordance with Section II.B, Evaluation of Mandatory Submittals.

All bids will be reviewed to verify the Bidder has met the IFB submission requirements. Bids that have not followed the rules, do not meet minimum content, requirements, qualifications, or quality standards, make exceptions to the terms and conditions, or are non-responsive to the required responses in this IFB will be eliminated from further consideration. Bids meeting the Mandatory Submittals requirements will advance to Cost Assessment.

The Lottery reserves the right to verify that the information in the Mandatory Submittals is accurate, including contacting references, performing checks, and follow-up inquiries. Any irregularities or material discrepancies discovered in the review may have the bid deemed non-responsive.

B. Cost Assessment

1. Submission

IFB #R006028 11 California State Lottery

Bidders must submit the attached Cost Sheet (Attachment 3) form as part of their bid. The costs identified must be provided in US dollars and cover all costs as set forth in Attachment 8, Exhibit A, Scope of Work.

The Lottery will assess each qualified Bidder’s Cost Sheet (Attachment 3) to determine its responsiveness to the IFB’s requirements and its overall value to the Lottery. As part of this assessment, the Lottery will also compare Cost Sheets from each of the qualified Bidders.

a. Changes made to Cost Sheet (Attachment 3), including but not limited to exceptions, deletions, or additions, may form the basis for rejection of the bid.

b. Cost Sheets may be subject to additional verification and clarification as to its feasibility, compliance with applicable law, and any other minimum qualifications requirements set forth in the IFB.

2. Duration

Pricing must remain valid for a period of 180 days from the bid due date.

Where applicable, the DVBE and SMP preferences will be applied during the first stage of the Cost Assessment.

3. Small Business Preference

a. Small Businesses (SB). If there is at least one (1) California certified SB competing as the lead or prime contractor and the lowest qualified bid is submitted by a non-small business, the SB Preference will be applied and computed as follows:

i. Only Bidders that are qualified Bidders will be entitled to SB preference.

ii. The SB preference amount will be five (5) percent of the cost submitted by the lowest qualified non-small business bidder. This amount will be deducted from the submitted costs of all qualified certified SB bidders.

iii. After all the calculations are determined, the bidder(s) with the lowest cost qualified bid (and including all incentive calculations) will be selected for contract award.

iv. This calculation is only used in the evaluation process and will not be included in the final agreement.

IFB #R006028 12 California State Lottery

SB certification information can be found at the following internet web site: https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

b. Non-Small Business (Non-SB). If there is not a responsive California certified SB competing as the lead or prime contractor and the lowest qualified bid is submitted by a Bidder that is not eligible for Non-SB preference (as described herein), then Non-SB preference will apply and be calculated as follows:

i. Only Bidders that are qualified Bidders and will provide a minimum of 25% SB participation in the performance of the contract will be entitled to Non-SB preference.

ii. The Non-SB preference will be five (5) percent of the cost submitted by the lowest qualified Bidder that is not eligible for this preference.

The amount will be deducted from the submitted costs of all qualified Bidders that meet the 25% Small Business (SB) participation requirements.

iii. After all the calculations are determined, the Bidder(s) with the lowest cost qualified bid (and including all incentive calculations) will be selected for contract award.

iv. This calculation is only used in the evaluation process and will not be included in the final agreement.

SB certification information can be found at the following internet web site: https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

(Note: Non-SB Preference cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

During the Contract term, the Lottery’s SMP preference compliance will be calculated based on the Lottery’s completed work as verified by an audit of Lottery’s invoices and Lottery’s payments to designated subcontractors. Small and Microbusiness Participation (Attachment 7), if applicable, must be completed by the Bidder.

c. The preference under this subsection may not exceed $50,000.

4. Disabled Veteran Business Enterprise (DVBE) Preference

a. The Lottery recognizes disabled veterans for their service by establishing a Disabled Veteran Business Enterprise (DVBE) Participation Program. The program is intended to further veterans’ https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

IFB #R006028 13 California State Lottery participation in Lottery contracting, promote competition and encourage greater economic opportunity.

b. The DVBE program requirement has been waived for this solicitation.

However, Bidders may receive a percentage incentive based on the DVBE participation levels included in their bid. Percentages will be determined as follows:

DVBE Incentive:

Confirmed DVBE Participation Incentive 5% or above 5% 4% to 4.99% 4% 3% to 3.99% 3% 2% to 2.99% 2% 1% to 1.99% 1%

c. DVBE incentive will applied as follows:

i. Only Bidders that are qualified Bidders will be eligible for the DVBE incentive.

ii. The DVBE incentive amount will be calculated by multiplying the eligible Bidder’s specific DVBE incentive percentage by the lowest qualified Bidder’s cost. This amount will be deducted from the cost submitted by the eligible Bidder. The incentive under this section may not exceed $100,000 and the combined DVBE incentives and SB preferences may not exceed $100,000.

iii. SB preference (and non-SB preference) will be calculated prior to the DVBE incentive, and in no event will application of the DVBE incentive displace an award to a small business with a non-small business.

iv. After all the calculations are determined, the Bidder(s) with the lowest cost qualified bid (and including all incentive calculations) will be selected for contract award.

v. This calculation is only used in the evaluation process and will not be included in the final agreement.

DVBE certification information can be found at the following internet web site: https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

C. Award

IFB #R006028 14 California State Lottery

1. Award of the contract will be to the responsive, responsible Bidder with the lowest Cost Sheet (after adjusting for DVBE and SMP Preferences).

a. Evaluation will include review for any computational errors, application of any SMP or DVBE preferences or incentives, and determination if the bid is responsive.

b. In the event of a mathematical discrepancy, the unit price (as opposed to extended or total price) will be presumed correct.

2. A Notice of Intent to Award will be issued at least 7 business days prior to award.

3. In order to ensure integrity, security, and honesty in its operation, the Lottery may conduct a thorough background check of the apparent winning Bidder.

This may include fingerprinting and review of financial information. The Lottery may disqualify any Bidder if its related entities or their directors, officers, employees, or owners refuse to participate.

D. Right to Cancel

The Lottery reserves the right to cancel any and all elements of the procurement or rescind an announced award at any time up to and including execution of the actual contract with the apparent successful Bidder.

IV. DELIVERY OF BID

A. Delivery

All bids must be submitted to a Lottery Secure File Share site. The Liquid Files Instruction Guide is available on the California State Contracts Register.

Liquid Files transfers are to be addressed to odanielson@calottery.com and ijen@calottery.com. Do not send to solicitations@calottery.com as it will not be received. Hard copies of proposals will not be accepted.

Bidders’ bid responses are to be structured in the same format as the IFB, with the same heading, numbering, and bullet format for all sections and subsections using at least 12-point Arial font, consecutively numbered, and sections clearly marked or labeled.

IFB Attachments and/or forms that require a signature must be signed by a person who is identified on the Certification as being authorized to contractually bind the contractor’s firm. A PDF signed copy of those documents will be mailto:odanielson@calottery.com mailto:ijen@calottery.com

IFB #R006028 15 California State Lottery accepted, however the original, signed document may be requested at a later date.

Bidders are solely responsible for ensuring timely receipt of their bids.

IFB #R006028 16 California State Lottery

ATTACHMENT 1 – TRANSMITTAL LETTER AND COMPANY BACKGROUND

Bidder must submit a Transmittal letter indicating that they are responding to the IFB and that all of the IFB requirements have been met. The letter must be signed by a representative identified in the Bidder Certification as legally authorized to contractually bind the Bidder.

Transmittal letter must include company background information and relevant experience in Maintenance and Batteries for Uninterrupted Power Source Units.

Bidder must also provide its DIR Registration Number.

If Bidder is using a subcontractor to perform work, Bidder must identify the subcontractor and also provide its DIR Registration Number.

Bidders must also disclose any potential, actual, or apparent conflicts of interest that may exist between any current client and the Lottery. Because of the complexities involved in defining conflicts of interest, the Lottery will make a final determination as to whether a disqualifying conflict exists. Note: If there are no conflicts, provide a statement to this effect.

IFB #R006028 17 California State Lottery

ATTACHMENT 2 – REQUIRED ATTACHMENT CHECKLIST

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

Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the Lottery. For your bid to be responsive, all required attachments must be returned. This checklist must be returned with your bid package.

Attachment Attachment Name/Description

_____ Attachment 1 Transmittal Letter and Company Background

_____ Attachment 2 Required Attachment Checklist

_____ Attachment 3 Cost Sheet

_____ Attachment 4 Certification

_____ Attachment 5 Payee Data Record STD 204

_____ Attachment 6* Disabled Veteran Business Enterprise Participation

(DVBE)

_____ Attachment 7* Small and Microbusiness Participation (SMP)

_____ Attachment 8 Proposed Standard Agreement – Do Not Return

*If applicable

IFB #R006028 18 California State Lottery

ATTACHMENT 3 – COST SHEET

The undersigned hereby proposes and agrees to furnish all labor, materials, and equipment required to perform services set forth in Attachment 8, Proposed Standard Agreement, Exhibit A, Scope of Work. Except as specifically listed, pricing for these services is inclusive of all purchases and services including but not limited to labor (including prevailing wage), materials, equipment, supplies, insurance, administrative expenses, travel, all applicable taxes, and any other costs necessary to provide the services as described in Exhibit A, Scope of Work.

The Bid Price must be set forth below in clear legible figures.

Rates provided will be fixed for the term of this Agreement as provided. A “Year” is calculated based on a 12-month cycles from the start date of the Agreement and not by calendar year.

The Lottery reserves the right to change the locations, equipment, and frequency of services.

IFB #R006028 19 California State Lottery

Data Classification: Sensitive

YEARS 1 THROUGH 3

LOCATION Annual

Maintenance (Flat Rate)

Semi-Annual Maintenance (Flat Rate)

Quarterly Maintenance (Flat Rate)

Service Call – Non- Emergency (Per Hour)*

Service Call – Overtime (Per Hour)*

Service Call – Emergency (Per Hour)*

Northern California Lottery HQ – Central Utility Plant

- Controls UPS

Lottery HQ –

- Server UPS

Main Building

- UPS (SLED)

- EM Inverter

- UPS A

- UPS B

Northern Distribution Center (West Sac)

(NDC)

UPS

Sacramento (SDO)

UPS, UPS #2

IFB #R006028 20 California State Lottery

Milpitas (MDO) EM Inverter & UPS

Fresno (FDO)

Southern California Southern Distribution Center (Rancho Cucamonga) (SDC)

Rancho Cucamonga

(RCDO)

Santa Fe Springs

(SFS)

Chatsworth (CDO)

Costa Mesa (CMDO)

San Diego (SDDO)

IFB #R006028 21 California State Lottery

OPTION YEARS 4 AND 5**

LOCATION Annual Maintenance (Flat Rate)

Semi-Annual Maintenance (Flat Rate)

Quarterly Maintenance (Flat Rate)

Service Call – Non- Emergency (Per Hour)*

Service Call – Overtime (Per Hour)*

Service Call – Emergency (Per Hour)*

Northern California Lottery HQ –

- Controls UPS

- Server UPS

- UPS (SLED)

- EM Inverter

- UPS A

- UPS B

Northern Distribution Center (West Sac)

(NDC)

UPS

Sacramento (SDO)

UPS, UPS #2

Milpitas (MDO)

IFB #R006028 22 California State Lottery

Fresno (FDO)

Southern California Southern Distribution Center (Rancho Cucamonga) (SDC)

Rancho Cucamonga

(RCDO)

Santa Fe Springs

(SFS)

Chatsworth (CDO)

Costa Mesa (CMDO)

San Diego (SDDO)

**Price will not be used for calculation purposes. However, prices are binding if option years are exercised.

Additional Rates/Charges for Service Calls:

* Minimum Hours (if any) ________ (Lottery HQ will be treated as one location)

* Truck charge/service call (if any) _ ______ (Lottery HQ will be treated as one location)

Parts Markup Percentage _______________% of Cost or MSRP.

IFB #R006028 23 California State Lottery

I, __________________ (type or print name), certify that I am authorized to sign this Cost Sheet and warrant that prices set forth are accurate, competitive, and unconditional. I further certify that these prices constitute an irrevocable offer which the California Lottery may, at its option, accept or reject at any time up to one hundred eighty (180) days from the date that responses to IFB #R006028 are due. These prices will remain effective for the entirety of the contract term and any extensions thereto.

Contractor/Bidder Firm Name: _________________________________________

By (Authorized Signature): ____________________________________________

Title of Person Signing: ________________________________________________

Date Executed: __________

IFB #R006028 24 California State Lottery

ATTACHMENT 4 – CERTIFICATION

I. BIDDER INFORMATION

Bidder’s Name:

Street Address:

City/State/Zip Code: __________________________________________________

Contact Person:

Telephone:

Email:

List person(s) legally authorized to contractually bind the Bidder.

1. Name: ________________________________Title: ___________________

Address: ______________________________________________________

2. Name: ________________________________Title: ___________________

Address: ______________________________________________________

(Attach additional pages if needed)

II. BIDDER CERTIFICATION

By executing this Certification, the Bidder acknowledges that failure to comply with any of this Certification’s terms may result in disqualification from participation in the solicitation process. The Bidder has reviewed, agrees to, and certifies the following:

A. The Bidder meets all minimum qualifications specified in the section entitled “Minimum Bidder Qualifications.”

B. The Bidder agrees the Lottery will not be liable for any of the costs incurred by Bidder in preparing, submitting, or otherwise participating in a response to this solicitation.

IFB #R006028 25 California State Lottery

C. The Bidder’s response to the solicitation constitutes an irrevocable offer for 180 days following the date bids are due to the Lottery.

D. The Bidder has made no attempt to induce any other person or entity to submit or not to submit a bid.

E. The prices in the bid have been developed and calculated independently, without consultation, communication or agreement on any matter relating to such prices with any other Bidder or competitor for the purpose of restricting competition or providing a competitive advantage.

F. The Bidder has read the solicitation, understands it, and agrees to comply with all terms and conditions.

G. Recognizing that initial payments to the Contractor may be delayed approximately 45 days, the Bidder has sufficient resources to meet his/her obligations during this period.

III. CONTRACTOR CERTIFICATION CLAUSES

By executing this Certification, the prospective Contractor or its authorized representative certifies under penalty of perjury that the prospective Contractor has reviewed and agrees to be bound to the Contract Terms and Conditions and the following Contractor Certification Clauses.

A. NONDISCRIMINATION CLAUSE: During the performance of this Contract, Contractor and its subcontractors will not unlawfully discriminate, harass or allow harassment, against any employee or applicant for employment because of sex, sexual orientation, race, color, ancestry, religious creed, national origin, disability (including HIV and AIDS), medical condition, age, marital status, and denial of family care leave. Contractor and subcontractors will ensure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Contractor and subcontractors will comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12990 et seq.) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into the Contract by reference and made a part thereof as if set forth in full. Contractor and its subcontractors will give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.

The Contractor will include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Contract.

IFB #R006028 26 California State Lottery

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

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

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

a. the dangers of drug abuse in the workplace;

b. the Contractor’s policy of maintaining a drug-free workplace;

c. any available counseling, rehabilitation and employee assistance programs;

and,

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

III. Every employee who performs work under the Contract must receive a copy of the Contractor’s drug-free workplace policy statement and agree to abide by the terms of the Contractor’s statement.

IV. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the Contract, and the Contractor may be ineligible for award of any future state contracts if the Contractor has made false certification or violated the certification by failing to carry out the requirements as noted above.

C. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: The Contractor certifies that no more than one final unappealable finding of contempt of court by a federal court has been issued against the Contractor within the immediately preceding two-year period because of the Contractor's failure to abide by a federal court order to comply with a directive of the National Labor Relations Board.

D. DOMESTIC PARTNERS: For contracts executed or amended after July 1, 2004, the Contractor may elect to offer domestic partner benefits to the Contractor’s employees. The Contractor cannot require an employee, on the basis of marital or domestic partner status, to cover the costs of providing any benefits which have otherwise been provided to all employees.

IV. DOING BUSINESS WITH THE STATE OF CALIFORNIA

The following laws apply to persons or entities doing business with the State of California.

IFB #R006028 27 California State Lottery

A. CONFLICT OF INTEREST: The Contractor is aware of the following provisions regarding current or former state employees. If the Contractor has any questions about the status of any person rendering services or involved with the Contract, the Lottery will be contacted immediately for clarification.

Current State Employees:

1. No state officer or employee may engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest, and which is sponsored or funded by any state agency, unless the employment, activity, or enterprise is required as a condition of regular state employment.

2. No state officer or employee may contract as an independent contractor with any state agency to provide goods or services.

Former State Employees:

1. For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the Contract while employed in any capacity by any state agency.

2. For the 12-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

3. If the Contractor violates any of the above provisions, such action by Contractor will render this Contract void.

4. Members of boards and commissions are exempt from this section if they do not receive payment other than payment for each meeting of the board or commission, payment for preparatory time, and payment for per diem.

B. LABOR CODE/WORKERS' COMPENSATION: The Contractor is aware of the provisions which require every employer to be insured against liability for Workers’ Compensation and the Contractor agrees to comply with such provisions before commencing work on this Contract.

C. AMERICANS WITH DISABILITIES ACT: The Contractor assures the Lottery that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and

IFB #R006028 28 California State Lottery guidelines issued pursuant to the ADA and all California accessibility statutes and regulations.

D. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

1. The Contractor certifies it is currently qualified to do business in California.

2. The Contractor certifies that it is in good standing with the California Secretary of State’s Office.

E. AIR OR WATER POLLUTION VIOLATION: The Contractor will not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or

(3) finally determined to be in violation of provisions of federal law relating to air or water pollution.

F. PAYEE DATA RECORD FORM STD. 204: This form will be completed by all Contractors except state agencies or other governmental entities.

V. CONFIDENTIALITY STATEMENT

A. I warrant that neither the Contractor nor its employees will disclose any document, diagram, or information made available to it by the Lottery. I warrant that only those employees who are authorized and required to use such information will have access to it.

B. I further warrant that all materials provided by the Lottery will be returned promptly after use and all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials a letter attesting to the complete return of materials and documenting the destruction of copies and derivations. Failure to comply may subject the Contractor to criminal and civil liability. I authorize the Lottery to inspect and verify the above.

C. I further warrant that if awarded the Contract, the Contractor will not disclose to any third-party information pertaining to the Contract prior to receiving the written consent of the Lottery.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the Bidder and prospective Contractor to the clause(s) above and that the signature affixed below and dated constitutes a certification that all information provided by the Bidder and prospective Contractor is true and correct.

IFB #R006028 29 California State Lottery

Contractor/Bidder Firm Name: _________________________________________

By (Authorized Signature): ____________________________________________

Name of Person Signing: ______________________________________________

Title of Person Signing: ________________________________________________

Date Executed: __________

IFB #R006028 30 California State Lottery

ATTACHMENT 5 – PAYEE DATA RECORD (STD 204)

Bidders may download the Payee Data Record (STD 204) through the following link:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

If you are unable to download this file, please contact the Procurement Specialist.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

IFB #R006028 31 California State Lottery

ATTACHMENT 6 – DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION

(DVBE) – IF APPLICABLE

The Lottery recognizes disabled veterans for their service by establishing a Disabled Veteran Business Enterprise (DVBE) Participation Program. The program is intended to further veterans’ participation in Lottery contracting, promote competition and encourage greater economic opportunity.

The Lottery has established participation goals for DVBEs, as defined in the California Military and Veterans Code, of at least 3% of overall dollars expended for Lottery contracts annually. The Lottery determines whether to include DVBE participation requirements in specific solicitations based on the availability of contracting or subcontracting opportunities within the scope of services of the particular contract.

While the Lottery has not established a DVBE participation requirement for this solicitation, in order to encourage DVBE participation, the Lottery has applied a DVBE incentive as follows:

Confirmed DVBE Participation Incentive 5% or above 5% 4% to 4.99% 4% 3% to 3.99% 3% 2% to 2.99% 2% 1% to 1.99% 1%

A Bidder may achieve participation by qualifying as a DVBE and/or by contracting with DVBE subcontractors. DVBEs must perform a commercially useful function, excluding media placement costs, related to the bid specifications as required by Military and Veterans Code section 999 (b)(5)(B). The Lottery will determine whether Bidders have achieved qualifying levels of participation by comparing each Bidder’s verified DVBE percentage to the Bidder’s Cost Sheet.

The incentive is applied in determining the lowest monetary bid or best value by reducing the qualified Bidder’s price by the amount of the incentive as computed based on the lowest price submitted by a responsive Bidder. This reduction is applied solely for evaluation purposes. However, where the Bidder with the lowest monetary bid or best value, prior to application of the incentive, is a California certified small business, only other certified small businesses will be eligible to receive the incentive bonus. If after application of incentives, two or more responsive bids tie for lowest monetary bid or best value, the contract will be awarded to the Bidder with the highest level of DVBE participation.

IFB #R006028 32 California State Lottery

A DVBE may also qualify as a small business if it independently meets the Small and Micro Business Participation Program requirements.