SJSU Treen Services Maintenance.pdf

Request for Proposal

RFP ISSUE DATE:

TITLE:SJSU TREE SERVICES MAINTENANCE

RFP NUMBER:SJSU-RFP-00000834-2026

PROCUREMENT CONTACT: DEPARTMENT OFFICIAL:

Reyna Villa, Procurement Professional II Maria O’Callaghan-Cassidy SAVP Strategic Sourcing Procurement to Payment Services Facilities Development and Operations San Jose State University San Jose State University E-mail:reyna.villa@sjsu.edu

Pre-Bid Meeting ZOOM LINK- Thursday, September 10, 2026, at 1:30 PM PST https://sjsu.zoom.us/j/83092083895?pwd=pJtaZdGBreOOEra5gtcL7L3kbUZOaJ.1 &jst=2

PROPOSAL DEADLINE:

Tuesday, September 29, 2026, at 3:00 PM PST

Bid Opening Meeting ZOOM LINK- Tuesday, September 29, 2026, at 3:05PM PST https://sjsu.zoom.us/j/81244706089?pwd=BrhD43GzcB9lR6t9QObaL9OyyGRMD6.1&jst=

IMPORTANT: The Proposal is to be submitted electronicallyvia CSUBUY. Submission of proposals by e-mail or hard copy will not be accepted.

If you have questions in regards to the supplier support, please emailcsubuy@calstate.eduand/or refer to theContract Services & Procurement | CSUwebsite.

SJSU-RFP-00000834-2026 TREE SERVICES MAINTENANCE 1

https://www2.calstate.edu/csu-system/doing-business-with-the-csu/contract-services-and-procurement/

SECTIONS

Section 1.0: Schedule for the Request for Proposal

Section 2.0: Purpose of Request for Proposal andOther Provisions

Section 3.0: Scope of Work

Section 4.0: Requirements for Working on the SanJose State University Campus

Section 5.0: Contractor Experience and Qualifications

Section 6.0: Bid Sheet

Section 7.0: Evaluation criteria

Section 8.0: Proposal Instructions and Format

EXHIBITS

(All Exhibits are Posted in CSUBUY)

Exhibit A: CSU Terms & Conditions

Exhibit A-1: CSU Facilities Maintenance Rider

Exhibit A-2: CSU Solicitation Provisions and BidderCertifications

Exhibit B: Drug-Free Workplace Certification

Exhibit C: Nondiscrimination Compliance Statement

Exhibit D: Small Business Preference and Certification(Optional)

Exhibit E: DVBE Participation Request (Optional)

Exhibit F: Work Authorization

Exhibit G: Prevailing Wage-Labor Rate Worksheet

Exhibit H: Schedule of Values Worksheet

Exhibit I: Bid Sheet

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SECTION 1

1.0 SCHEDULE FOR REQUEST FOR PROPOSAL

Release of Request for Proposal Tuesday, September 02, 2026, at 2:00 PM PST

Pre-bid Zoom Meeting (Optional) *Linked on Page 1

Tuesday, September 10, 2026, at 1:30 PST

Deadline for Receipt of Questions Monday, September 14, 2026, at 3:00 PM PST

Answers will be sent by Monday, September 21, 2026, by 5:00 PM PST

Deadline for Receipt of Proposals Tuesday, September 29, 2026, at 3:00 PM PST

Anticipated Notice of Intent to Award Date Early October 2026

Anticipated Contract(s) Award Date Late October 2026

END OF SECTION 1

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SECTION 2

2.0 PURPOSE OF REQUEST FOR PROPOSAL AND OTHER PROVISIONS

2.0.1 SJSU BACKGROUND

San José State University (SJSU):

Asoneofthemosttransformativeuniversitiesinthenation,SJSUisanessentialpartner intheeconomic,culturalandsocialdevelopmentofSiliconValleyandCalifornia.SJSU provides a world-class comprehensive university education, with approximately 36,000 students, nearly 4,300 employees, and more than 280,000 alumni. San José State is unique in its storied and long history of student civil rights activism, service to first-generation student populations, racial and ethnic diversity, and location in the vibrant cultural communities and robust economy of the Silicon Valley of California.

o Student Demographics o Employee Demographics SanJoseStateUniversityoccupies62buildingson(3)maincampuses,the88acremain campus, the 62 acre south campus all in downtown San Jose and 21 acres at Moss Landing Marine Laboratory in Monterey County.

2.0.2 PROPOSAL REQUEST

This solicitation seeks vendors capable of tree services for university facilities in compliance with SJSU standards and applicable codes.

TheUniversityanticipatesenteringfive(5)agreementsforathree(3)yearterm,withthe possibility of two (2) one-year extensions. The service amount to be expended per agreementunderthissolicitationwillbeOneMillionFiveHundredThousandDollars and Zero Cents ($1,500,000.00).

2.1SERVICE GOALS AND OBJECTIVES AND RFP PURPOSE

2.1.1 SERVICE GOALS

Work with the campus in accordance with the documents referenced hereintoperform routinemaintenance,non-maintenance,andemergencyservicestothecampusinventory of building systems.

A. Routine Maintenance, Non-Maintenance (definition of Project) as described in the CSU Contracting Methods for Maintenance Task Guidelines dated 11/27/12. This document can be found in.

https://www.calstate.edu/csu-system/doing-business-with-the-csu/capital-planning-de sign-construction/Documents/ContractMethodsforMaintenanceTasks.pdf

B. ProvideEmergencyServicesonan“asneeded”basisusingthe“WorkAuthorization Process” as defined in section 2.1.3.

2.1.2 OBJECTIVES

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http://ir.sjsu.edu/Students/Enrollment/enroll_demographics.php http://ir.sjsu.edu/Faculty/Employees/ https://www.calstate.edu/csu-system/doing-business-with-the-csu/capital-planning-design-construction/Documents/ContractMethodsforMaintenanceTasks.pdf https://www.calstate.edu/csu-system/doing-business-with-the-csu/capital-planning-design-construction/Documents/ContractMethodsforMaintenanceTasks.pdf

To Pre-qualify Contractor(s) to provide the maintenance services as defined in section 2.1.1.

A. All routine maintenance, repairs, non-maintenance and emergency services shallbe performed by a qualified Trade worker who shall have provided evidence of qualifications.

B. All operations shall be performed in compliance with the University’s Injury and Illness Prevention Plan (“IIPP”).

2.1.3 PURPOSE OF THE RFP

To establish a process to pre-qualify a Contractor to provide the University with maintenance, repair, non-maintenance, and emergency services for the scope of work described herein, on anauthorizedbasiswithTime&Material,NottoExceed(“NTE”) figures associated with each Work Authorization, based on billing rates submitted in Section 6. Refer to Exhibit F for Work Authorization document.

2.1.4 ADDITIONAL REQUIREMENTS

A. Provide 24-hour, seven-days per week, emergency services, including holiday periods, with a maximum four-hour response time.

B. Hourly labor rates for routine maintenance, non-maintenance and emergency service shall be submitted annually, or when the California Department of Industrial Relations (DIR) issues new wage determinations according to Labor Code 1771 and 1776.

C. The contractor performing work under this agreement must comply with the provisions of California Labor Code sections 1770 through 1776

2.2DEFINITIONS

2.2.1 “University” or“Trustees”:TheBoardofTrusteesoftheCaliforniaStateUniversity arereferredtoas“SanJoseStateUniversityanditslegallyrecognizedentities,which together is the State of California acting in its higher education capacity.

2.2.2 Contractor”, “Bidder”, “Proposer”: An individual, partnership, orcorporationfrom whom the University is soliciting a proposal.

2.2.3 “Contractor”,"ServiceProvider": Theindividual,partnership,orcorporationwhose bid is accepted and who is awarded a contract.

2.2.4 “Contract”, “Agreement”: The legal document the University issues to bind the Contractor to provide the product and/or service described in the Request for Proposal.

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2.2.5 “RequestforProposal(RFP)”: Acompetitivenegotiationprocesstoprocurethebest value for the University.

2.2.6 “Trade Contractor’s Representative” shall be a journey-level or higher technician employed by the Contractor who has received a journey-card, or demonstrates equivalentexperienceprovidingservicesintheStateofCaliforniaandasinSection5 of this RFP.

2.2.7 "Authorized University Representative", shall be used synonymously and has authoritytodirecttheContractor/ServiceProvideronallwork,andshallapproveall invoices for payment.

2.2.8 “Maintenance”, includes:

A. Routine,recurringandusualworkforthepreservation,protectionandkeepingof any publicly owned or publicly operated facility (plant, building, structure, groundfacility,utilitysystemoranyrealproperty)foritsintendedpurposesinan exhibit safe and continually usable condition for which it has been designed, improved, constructed, altered or repaired.

B. Carpentry, electrical, HVAC, plumbing,glazing,painting,andothercraftwork designed to preserve the publicly owned or publicly operatedfacilityinasafe, efficientandcontinuouslyusableconditionforwhichitwasintended,including repairs, cleaning and other operations on machinery and other equipment permanently attached to the building or realty as fixtures.

C. Landscape maintenance including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems

2.2.9 “Maintenance”, includes the alteration, renovation, improvement, or demolition of anystateowned,leased,oroperatedfacilityincludingbuilding,infrastructure,utility systems,grounds(hardscapeandsoftscape),capitalassetsorotherstateimprovement of any kind.

2.2.10 “Scope of Work”: The complete description of services to be provided by the Contractor pursuant to an individual work authorization. The scope of work may include a narrative description of the work,partialdesigndocuments,orfulldesign documents, depending on the complexity of the specific project.

2.2.11 “Field Instruction”: Awrittencommunicationtothecontractor.Thefieldinstruction will provide thecontractorwithrequirementsandclarificationsforthatwhichisnot included in the original completed work authorization.

2.2.12 “Change Order”: A written agreement entered into after the award of a work authorization that alters or amends the agreed upon work authorization. Changes involving time, additive changes with scope or material will be accomplished by issuance of a written change order.

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2.2.13 “T&M”: Time and Materials.

2.2.14 “NTE”: Not to Exceed.

2.3PROPOSALS

All Proposals and contracts awarded as a result of this RFP aresubjecttotheUniversity’s termsandconditionsasstatedinthisRFP. Thesubmissionofanyothertermsandconditions by a bidder may be grounds for rejection of the bidder’s proposal.

2.4COMPETITIVE NEGOTIATION

TheRFPprocessprovidesallinterestedContractorswithanequalopportunitytooffertheir services. The process of competitive negotiation being used in this case should not be confused with the different process of competitive sealed bidding. The latter process is usually usedwherethegoodsorservicesbeingprocuredcanbepreciselydescribedandthe financialproposalisgenerallythedeterminativefactor. TheUniversityhastheflexibilityto negotiatewithaContractortoarriveatamutuallyagreeablerelationship. TheUniversityis not required to accept any proposal if in its judgment the University’s interests are better served by declining to do so.

This solicitation or any resulting agreement may be used in whole or in part by another California State University Campus (CSU) or any other public agency.

TheUniversityanticipatesenteringintoathree(3)yearagreementwiththepotentialfortwo

(2) one (1) year extensions each.

The Agreement shall be renegotiated annually to reflect the increases or decreases in the scope of work added or deleted by change orders.Workshallbeidentifiedinthepurchase order resulting from this RFP as individual line items that shall represent "budgeted" quantities. No invoices charged against these "budgeted" line items shall be approved for payment without an associated Work Authorization, Prevailing Wage - Hourly Labor Rate Worksheet, and Schedule of Values per Agreement that is approved by the authorized University Representative.

ContractorsarecautionedthatthisisaRequestforProposal,notarequesttocontract,andthe University reserves therighttorejectanyofferswhensuchrejectionisdeemedtobeinthe best interest of the University.

2.5SCHEDULE

The dates specified on the Schedule (Section 1) of this RFP are subject to change by the University. Any changes will be communicated via electronic addendum uploaded to

CSUBUY.

2.6GENERAL INFORMATION ON SELECTION PROCESS

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Following is a generaldescriptionoftheprocessbywhichaContractorwillbeselectedto provide required services:

A. Requests for Proposals are posted in CSUBUY.

B. Bidder shall provide one Proposal electronically via CSUBUY as instructed in

CSUBUY.

C. The original Proposal must include a cover letter that is signed and dated by an official authorized to contractually bind the bidder.

D. TheProposalmustbereceivednolaterthanthedateandtimespecifiedonthecover sheet of the RFP. Technical difficulties are not allowed.

E. After all Proposals have been evaluated the University may negotiate with any

Contractor(s) who, in its judgment, may serve its best interests. The University reserves the right to terminate negotiation with any Contractor(s) at any time.

F. TheUniversityreservestherighttoawardagreementstomultipleContractorsifitis determined to be in its best interest.

G. Award shall be made after a Notice of Intent to Award is sent to finalists. A subsequent final contract shall be prepared by the University and signed by the Contractor and the University.

H. TheUniversityreservestherighttorenegotiatetheresultingagreementtoexpandor reduce the scope of testing based on the needs of the University.

2.7COST OF PROPOSAL PREPARATION

Any costs incurred by the Contractor in preparing or submitting bids are the Contractor's sole responsibility. The University will not reimburse any Contractor for any costs incurred.

2.8ELABORATE PROPOSALS

Elaborate Proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired (unless specifically requested).

2.9QUESTIONS AND ANSWERS

All questions related to this RFP shall be submitted via the Q & A Board in CSUBuy no later than the date and time specified on the above Schedule in Section 1. The time and date for the receipt of questions are set forth in the Schedule. Verbal, e-mailed, mailed, or faxed questions will not be accepted. All written questions shall be delivered in CSUBUY. Oral explanations or instructions will not bind the University.

2.10CONFIDENTIAL INFORMATION

Biddersmustnotify the University in advance of anyproprietary or confidential materials contained in the proposal and provide justification for not making such material public. The University shall have sole discretion to disclose or not disclose such material.

2.11RIGHT TO SUBMITTED MATERIALS

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All responses, inquiries, or correspondence relating to or in reference to this RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the Proposers will become the property of San Jose State University when received.

2.12COMPETITIVE OFFER

Under penalty of perjury, the signer of any Proposal submitted in response to this RFP certifiesthatitsProposalhasneitherbeenarrivedatcollusivelynorotherwiseinviolationof FederalorCaliforniaantitrustlaws. InsubmittingtheProposal,theServiceProvideragrees not to discuss or otherwise reveal its technical or cost information to any other sources, government or private, untilaftertheawardofthecontract.Contractorsnotincompliance with this provision will be disqualified.

2.13CONTRACTOR’S S REPRESENTATIVE

The contractor shall provide the name(s), address, telephonenumber,emailaddressofthe person(s) with the authority to bind the company and answer questions or provide clarification concerning the proposal.

2.14PROPOSAL ACCEPTANCE PERIOD

TheProposalshallbebindingupontheContractorfor180calendardaysfollowingtheRFP openingdate.AnyProposalonwhichtheContractorshortenstheacceptanceperiodmaybe rejected.

2.15GOVERNING LAW

The validity, interpretation, and performance of any Agreement or Contract, which is forthcomingfromthisRFP,shallbecontrolledbyandconstruedunderthelawsoftheState of California.

2.16DISPUTE/PROTEST

Aprotestofpendingcontractawardmustbereceivedwithin24-hoursaftertheissuanceof Notice of Intent to Award. The University’s decision on protest proceedings is final.

Disputes or protests mustbesubmittedinwritingvia e-mail toReynaVillaat reyna.villa@sjsu.edu.

2.17WITHDRAWAL OF PROPOSALS

Proposal maybewithdrawnafteritssubmissionbywrittenrequestsignedbythebidderor authorized representative prior to the time and date specified for Proposal submission.

Proposals may be withdrawn and resubmitted in the same manner if done prior to the submission deadline. Withdrawal or modification offered in any other manner will notbe considered.

2.18CONTRACT COMMENCEMENT

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A. Contractor shall meet with the Authorized University representativeorhisdesignee within 10 days after the Notice of Intent to Award.

B. Discussandreviewthedifferenttypesofmaintenanceorprojecteffortsandscopesof work the University may pursue over the course of the upcoming year, including those efforts which may be envisioned as being performed under this contract.

C. ReviewtheContractorsproposalforscopeandcostandnegotiatewiththeContractor to arrive at a mutually agreeable relationship.

D. Reviewthecontractualdocumentsanddiscussprocessesandexpectationsassociated with requesting, developing, submitting and receiving approval for proposals associated with University requests.

E. Reviewtheworkauthorizationprocesstoensurefullunderstandingofexpectationsin the performance of approved work.

END OF SECTION 2

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SECTION 3

3.0 SCOPE OF WORK

3.1 OBJECTIVE

The vendor shall furnish all labor (including supervision), tools, materials, equipment, licenses, permits, and related incidentals necessary for the complete and satisfactory performance of Tree Services work at San José State University (SJSU), including the main campus, south campus, and other nearby off-campus locations. Services shall be performed in accordance with contract documents, applicable codes, industry standards, and university requirements.

3.2 D-49 TREE SERVICES

A. Prune trees using rope and saddle or truck mounted lift to access canopies.

B. Remove trees over structures using ropes and cranes to avoid damaging structures C. Grind, chip, and excavate stumps D. Provide service for emergency tree failures E. Thin trees according to ANSI A300 standards F. Structurally prune small trees for proper branch structure to avoid future failures G. Chip and or haul away brush and logs generated from tree pruning operations H. Prune trees away from buildings and structures I. Prune trees to create a clear path for vehicular traffic J. Provide plant and tree health care treatments as needed.

3.3LABOR RATE COST INCREASE

AlllaborratecostincreasesaresubjecttoreviewandapprovalbytheUniversity.Thetotal percent increases shall not exceed Consumer Price Index or the union contractual rate increase, whichever is higher. The hourly labor rates for routine maintenance, non-maintenance and emergency service shall be submitted annually or when California Department of Industrial Relations (DIR) issues new wage determinations. All such requests shall: (i) be submitted in contractor letterhead; (ii) include a revised Bid Sheet detailing theincreaseinrates;(iii)includeExhibitG-HourlyLaborRateworksheet;(iv) includeotherdocumentationsubstantiatingtheincrease.Allsuchrequestsshallfollowthe procedures outlined in Section 3.5.

3.4 MATERIAL COST INCREASE

Allmaterialcostincreasesshallbesupportedbydocumentationsubstantiatingtheincrease, andaresubjecttoreviewandapprovalbytheUniversity.Thetotalpercentincreasesshall not exceed the Consumer Price Index for materials. The Contractor is allowed to use materialpreviouslypurchasedbytheContractor,suchmaterialshallincludedocumentation of those costs incurred with each invoice. All such requests shall follow the procedures outlined in Section 3.5.

3.5WORK BY SUBCONTRACTORS AND VENDORS

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For any portion of the work which is to be performed by a subcontractor (any tier), the Contractor shall furnish a detailed estimate prepared and signed by the low bid subcontractor. The Contractor shall provide threeproposalsfromqualifiedsubcontractors and submit to the University with the Contractor’s proposal.

The combined costs for subcontractor’s overhead, profit, taxes, indirect supervision, insurance,bonds,warrantyandanyothercosts,shallnotexceedfifteen(15)percent.Ifthe subcontractorisowned,orpartiallyownedbytheContractor,subcontractormarkupisnot allowed.

exhibits

3.6REQUIRED PROJECT DOCUMENTATION

ThefollowingexhibitsarerequiredforeachmaintenancerequestfortheUniversitytoenter intoanagreementunderthisRFP.Theseexhibitsarerequiredandneedtobecompletedto be considered a successful bid.

● Exhibit B

● Exhibit C

● Exhibit F

● Exhibit G

● Exhibit H

● Exhibit I

END OF SECTION 3

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SECTION 4

4.0 REQUIREMENTS FOR WORKING ON CAMPUS

4.1TRADE CONTRACTOR’S REPRESENTATIVE

AnytimetheTradeContractor’sRepresentativereportstotheUniversitytheyshallhaveall necessarytoolsandequipmentforthetaskathandandshallprovideawrittenServiceReport detailing services provided, including labor, material and equipment utilized, prior to their leaving the site. The Service Report shall be provided on Contractor letterhead and shall identifytheTradeContractor’sRepresentative,timearrived,timedeparted,partsused,anda briefdescriptionoftheservicesprovided.ServiceReportsshallbesubmittedtotheContract Administrator.

4.2AUTHORIZED UNIVERSITY REPRENTATIVES & CONTRACT

ADMINISTRATOR

The requirements of the RFP contained herein shall be the basis for selection of the Contractor.OnceselectedandpriortoawardofaContracttheContractorandtheAuthorized University Representative shall meet to review the scope of services in accordance with Section 2.4 and detailed here-in. Discussion shall include review of schedules, proposed subcontractors(ifany),TradeContractor’sRepresentative(s),partsandmaterialprocurement and the University spare parts inventory, as noted in Section 4.12 Work Schedules.

The Contract Administrator shall assign Work Authorization numbers and maintain a listing of Work Authorizations and associated Contractor's Service Reports and will make theseauthorizationsandreportsavailabletotheContractor’sRepresentativewhenonsiteand as requested.

4.2.1EMERGENCY SERVICES AUTHORIZATION

The Authorized University representative is responsible for authorizing emergency service work to the Contractor’s Representative or designee. In addition to efforts associated with performanceoftherequestedscopeofworktorespondtotheemergency,theContractormay also include costs associated with a minimum emergency response service charge as identified in the Bid Sheet, Section 6. The minimum emergency responses service charge shall cover:

A. TRAVEL

Travel to and from the University at standard reimbursement rates allowed by the State.

B. PROCESS

On arrival at the University the Trade Contractor’s Representative shall assess the condition and course of action. Once assessed, the Contractor’s Representative shall contact the authorized University representative to review the recommended course of action and determine next steps. Upon direction from the authorized university representative,theContractormayproceedwiththeworkasdirected.Workinexcessof

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minimum service charge shall beseparatelyauthorizedonaWorkAuthorizationsigned by both the authorized University representative and Contractor.

C. FOLLOW-UP/DOCUMENTATION

TheauthorizedUniversityrepresentative willfollowup,withinthreebusinessdays,each emergency service work directed by phone, fax, email, or in person with a letter that establishes the cause for the emergency,reasonfortherequest,ascommunicatedtothe ContractorandcorrespondingscopeofworkestablishedbetweentheContractorandthe authorizedUniversityrepresentative;Contractorshall,withinfivebusinessdays,provide the authorized University representative withacostproposalfortheworkrequestedto allow for the issuance of a formal Work Authorization associated with the emergency.

4.3SITE PREPARATION, STAGING, AND CLEANUP REQUIREMENTS

Prior to mobilization for work effort which requires the Contractor to bring onto the University campus any jobboxes,ladders,andstoragecontainers,theContractorshallvisit theCampusaminimumof2workingdaysinadvanceandestablishaContractorstagingarea and review the schedule and sequencing of the work with the authorized University representative. At this pre-mobilization meeting the authorized University representative shall designate a location on site to serve as a staging area for the Contractor, where Contractor can store materials brought to the University.

A. Contractor and the authorized University representative shall note any pre-existing damage in the staging area identified and noted in a pre-inspection report, to be completedbytheContractorandprovidedtotheauthorizedUniversityrepresentative prior to executing work.

B. DuringthecourseofeachworkauthorizationtheContractorshallmaintainthework areaandstagingincleanandsecuremannerandappearance.Allexteriorworkshall be secured with a six-foot lockable temporary fencing with green or black mesh windscreen attached. The contractor shall be responsible for any graffiti that may appear and is responsible for its immediate removal and remediation.

C. TheContractorshallsweep,wash,andcollectmud,dust,anddebrisdepositedbyits vehicles, traveling to and fromtheprojectsite,fromallcampusandcitystreetsand pedestrian walkways immediately afteranyspillandnotlessthanoncedailyduring periods of excavation, demolition, and other mud, dust, and debris producing operations.

D. Within two business days following completion of the work, the Contractor shall removefromtheCampusalltools,equipment,fencing,andanyandallmaterialsfor disposaloffUniversitypropertyensuringitemsarepropertydisposedofanddiverted from landfill whenever possible.

E. Upon removal of tools, equipment, fencing, other materials, and debris, the Contractorshallcleantheworkandstagingareatothesatisfactionoftheauthorized

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University representative, who shall note the final condition on the pre-inspection report.

4.4WORK AUTHORIZATION

A. TheContractorshallprovideaScheduleofValues(ExhibitH)forallworkthatshall be approved by the authorized University representative in writing, prior to commencement of any work.

B. The University mayestablishliquidateddamagesfortheContractorsfailuretomeet agreed upon schedules.

C. AnyLiquidatedDamagesshallbespelledoutoneachindividualWorkAuthorization (Exhibit F) and shall serve as a way to secure Contractor commitment tocomplete work within an agreed upon time frame.

D. Liquidated Damages shall be capped at no more than 10% of the total Work Authorization.

E. Itshallbedistinctlyunderstoodthatnooralstatementofanypersonshallbeallowed inanymannertomodifyanyoftheContractscopeofworkandprovisions.Changes shall be made only by written authorization by the authorized University representatives except in an emergency endangering life or property.

F. If an unforeseen issue arises during a project, the Contractor shall contact the Construction Administrator or the authorized University representative who will provide Contractor with a field instruction. Upon the field instructionbeingissued, daily tags will be required for all change orders verifying hours worked.

4.5CHANGES & CLARIFICATIONS

A. RFI’s will be provided to the University Representative when there is a need for clarification,orunclearinformationordirectiononaproject.TheRFIwillprovidea formal record of questions asked and responses received.

B. FieldInstructionsarerequiredandessentialcommunicationifthereisanunforeseen on a project. These instructions clarify variousaspectsoftheproject,ensuringthat the work aligns with the overall design, specification and or standard.

C. Change Orders - Additive changeswhenoutsideoftheoriginalworkauthorization will be dealt withbyissuingfirsttheRFI,secondthefieldinstructionsandthreeif deemed necessary a change order. All additive work shall be tracked through this method.

4.6SUBCONTRACTOR COORDINATION

Contractor shall coordinate subcontractors as required to complete the scope of work communicated in the Work Authorization (Exhibit F).

4.7INVOICING REQUIREMENTS

Requests for payment shall be submitted on Contractor's letterheadwiththeword"Invoice and Invoice #" at the top. All invoicing shall be for work completed,NO EXCEPTIONS.

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A. Information required on invoice shall include the Agreement Number, Work Authorization number, and Application date.

B. Invoices shall include labor expended plus materials in placeandshallbebasedon theScheduleofValues,andpercentageofworkcompleted. Materialsonsitebutnot yetinplacemaybeincluded,providedthevalueisidentifiedseparatelyfrominplace materials, evidence of its onsite storage on site, and an invoice showing that the material has been paid for are provided with the invoice.

C. When additional work is authorized by a revision to a Work Authorization, a summary including a complete description of changes to the scope of work and detailedcostsbrokendowninamannersimilartosubmissionofaproposalincluding additions and deletions and a revised Schedule of Values shall be submitted to the Authorized University representative for approval.

D. Copies of all work authorizations shall be included with the invoice.

4.8WORK AUTHORIZATION COORDINATION

The Contractor shall be at the University at all times work is being accomplished. The Contractor shall be responsible for all subcontractors and subcontractor’s employees. The Contractor shallhaveontheirpersonacellularphoneatalltimesandshallpromptlyreturn calls from the Authorized University representative or their University Representative.

4.9NOISE ABATEMENT

A. Offices, classrooms and public visiting areas surround the work area and will be occupiedduringthecourseofroutinemaintenance,andrepairs. Everyeffortshallbe made to minimize excessive levels of noise, particularly over a prolonged period of time. Scheduling of particularly disruptive operations shall be coordinated with the Authorized University representative.

B. Powder actuated anchors and fasteners may be used at University buildings if approved by the Authorized University representative. Blastingisstrictlyprohibited on any work.

C. Use of radio or other music amplification devices will not be permitted on Campus

4.10INTERRUPTION OF SERVICES

A. Anyutility(includingbuildingelectrical,electronicandHVACsystems)interruptions shallbecoordinatedwiththeUniversity. Atleast2weeks'preliminarynoticeshallbe given prior to any utility interruption. Final notice shall be given a minimum of 5 working daysinadvanceofutilityinterruption. TheUniversitywilllockoutandtag all equipment associated with the system to be worked on. The Trade Contractor’s Representative(s), or authorized subcontractors shall not interrupt any utility service.

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B. All materials andsuppliesforcompletingtheconnectionandrestoringservicetoany utility shall be on hand before service is interrupted. Service interruptions shall be limited to 8-hour durations. The contractor shall not leave the site until service is restored each day.

4.11PROJECT MEETINGS

A. The Authorized University representative or designee will schedule pre-Work Authorization conferences commencing after issuing the Work Authorization, and beforethestartofthework.Afullyexecuted,byallparties,workauthorizationmust be received by the Contractor prior to the commencement of work

B. TheAuthorizedUniversityrepresentativeorhisdesigneewillscheduleandadminister meetingsatwhichtheContractorisexpectedtobepresent. Thesemeetingswilloccur during the work performance period and be used to review quality of work and monitor progress.

4.12WORK SCHEDULES

A. Priortocommencingwork,theContractorshallsubmit,totheAuthorizedUniversity representative, a schedule for the proposed work.

B. TheScheduleshallbeintheformofaGanttbarchartthatshallincludeastartingand completion date for the various work activities necessary to complete theproposed work including but not limited to permits, approvals, submittals, inspections, long lead procurement items, mobilization, work by trade activity, punch list, and demobilization. The schedule shall be constructed in a manner which allows the Universitytounderstandthecriticalpathforscheduleachievement. Schedulesshall be crafted in a manner designed to minimize disruption to the University and its programs and operations.

C. Schedules require review and approval of the Authorized University representative prior to commencement of the work and are included intheWorkAuthorizationas part of the contract documents associatedwiththeproject. Additionally,depending on the scope and length of schedule, the Authorized University representative may require progress schedules also be provided during the course of the work.

D. Schedules are an important aspect of this Agreement, failure to provide schedules, includingrequestedprogressschedules,shallbegroundsfornon-paymentofinvoices received and termination of this Agreement.

4.13PARKING

A. The Contractor shall be provided with a maximum of three (3) "sidewalk-parking permits" from the University. These permits will allow the Contractor to park in designated spaces at the Campus. A separate permit is needed for each vehicle.

B. Allnon-workvehiclesoremployeevehicleswillneedtoparkinagarageoranother location, not on campus.

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4.14HOURS OF OPERATION

No work, including deliveries, shall be performed on the site before 7:00 a.m.,after7:00 p.m.,oronSaturdays,SundaysorUniversityholidays,withoutpriorwrittenauthorizationof the University. Requests toworkoutsidenormalworkinghoursoftheUniversityshallbe submitted to the Authorized University Representative no later than three working days before the requested time of the work.

4.15CONDUCT OF CONTRACTOR’S PERSONNEL

A. Conduct of Contractor's Personnel: The Contractor shall at all times maintain discipline among personnel employed at or having business at University facilities, includingduringmealandbreakperiods. TheContractorshallactpromptlytocorrect conduct which the University deems intimidating, offensive, or hostile to the University's personnel,students,andvisitors,suchas: whistlingorstaringat,calling to,orcommentingonpersonspassingthesite(whetherintendedascomplimentaryor offensive); making obscene gestures; making or displaying offensive drawings, graffiti,orphotographs;makingpropositionsorinvitationsfordatesorsex;ormaking racially, sexually,orethnicallyrelatedremarksorjokes. TheContractorshallinform all new personnel of this policy.

B. Because of access to student living areas or areas of sensitivity or which contain confidential records, all the Contractor’s Representatives including employees and subcontractorsandtheiremployeeswhoperformworkatUniversityfacilitiesmaybe required to be fingerprinted and/or sign anoathofconfidentialitypriortoentryonto any housing or sensitive area on campus.

C. Any time a new Contractor’s Representative, including employee, subcontractor or theiremployeeistobeassignedtotheUniversitytoperformworkattheselocations, they may be required to submit to a LiveScan or sign an oath of confidentiality a minimum of 7 days in advance of being dispatched to the campus.

D. The University will cover thecostofanyrequiredLiveScanservicesforContractors Representative, employees, subcontractor or subcontractor’semployeeswhensuchis required in relation to the performance of work during the course of this agreement.

4.16MANUFACTURER’S INSTRUCTIONS & WARRANTIES

Items of Workrequiredtobefurnished,installed,orperformedasaresultofthisRFPand associated Work Authorizations shall be in accordance with a specified product manufacturer’sinstruction,procureanddistributenecessarycopiesoftheinstructionstothe University and all other concerned parties. Furnish, install, and perform the Work in accordancewiththeinstructions. Transport,handle,storeandprotectitemsrequiredbythe Work per manufacturer's instructions. Upon completion oftheWork,theContractorshall provide the Authorized University representative with manufacturer’s instructions and associated warranties and, upon request of the Authorized University representative,shall

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offer training toUniversitystaffresponsibleforthemaintenanceandoperationofinstalled work.

4.17INSPECTIONS & INSPECTION OF CONCEALED WORK

A. The Contractor shall be responsible to request required code or other University inspections a minimum of 48 hours prior to the time such inspection is necessary.

Requests for inspection shall be inwritinganddirectedtotheAuthorizedUniversity representative who will be responsible to schedule with the appropriate inspectors.

B. Shouldanycontractprovision,oranyapplicablecodeorotherfactor,requireworkof a concealed or covered naturetobetested,inspected,orapprovedbytheAuthorized University representative, leave such work exposed and give timely notice to the University of its readiness for such inspection, tests, and approval.

C. Inspections are an important aspect of this Agreement, failure to provide request inspectionsinatimelymannerorprovideappropriateaccessforsuchinspectionsshall be grounds for non-payment of invoices received and termination of this Agreement.

4.18REGULATORY REQUIREMENTS

A. TheContractorshallexecuteallworkintotalcompliancewiththemostrecent(unless noted otherwise) code requirements, applicable requirements of other regulatory agencies and standards including but not limited to the following:

1. Federal Occupational Safety and Health Administration Act

2. California Administrative Code, latest adopted edition

3. California Building Code, latest adopted edition

4. California Electrical Code, latest adopted edition

5. California Mechanical Code, latest adopted edition

6. California Fire Code, latest adopted edition

7. California Energy Code, latest adopted edition

8. California Green Building Standards, latest adopted edition

9. California Existing Building Code, latest adopted edition

10. California Residential Code, latest adopted edition (where applicable to the campus only)

11. California Historical Building Code, latest adopted edition

12. California Existing Building Code, latest adopted edition

13. Other applicable sections of Title 24 of the California Code of Regulations

14. California Health and Safety Code, Cal/OSHA

B. In addition, the Contractor and all subcontractors shall comply with all Standard Specifications, such as ASHRAE, NFPA, NEMA, NETA, UL, FM, IEA/TIA, and BISCII. Contractor and their employees and Contractor’s subcontractor and their employees shall ensure all personnel, equipment and vehicles utilized to perform services associated with this Agreement are properly licensed.

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C. Itshallbeunderstoodthatthemanufacturers,producers,andtheiragentsofmaterials required either have such specifications available for reference or are fully familiar with their requirements as pertains to their products ormaterialsthataresuppliedto the University.

4.19LICENSING

A. TreeServicesContractortheServiceProvidershallholdaD-49withtheCalifornia State Contractors license.

B. AnyspecialtysubcontractortotheServiceProvidershallholdanappropriatelicense for their specialty.

4.20WORKMANSHIP

All work shall be executed by skilled and knowledgeable craftsperson in aworkmanlike manner. Demolitionshallbecarriedoutquickly,withaminimumofdisturbanceandsoas to protect existing structure and finishes.

4.21TEMPORARY UTILITIES

Thecontractormayconnecttoandutilizeexistingutilities. Pointsofconnectionshallbeas approvedbytheAuthorizedUniversityrepresentative. Theuniversitywillpaythecostof utility consumption. Contractor's operations shall not disrupt University's need for continuous service.

4.22TEMPORARY VENTILATION

Providetemporaryfanunitsrequiredtoventilateenclosedareastoassistcureofmaterials, todissipatehumidity,andtopreventaccumulationofdust,fumes,vapors,andgasses. Do not introduce dust, fumes, vapors or gasses intothebuildingventilationsystem. Provide temporary filters for return air inlets in dusty areas.

4.23USE OF SANITARY FACILITIES

University designated sanitary facilities may beused.Maintainsanitaryfacilitiesinclean and sanitary condition. University shall have the right to refuse Contractor’s use of the sanitary facilities if Contractor does not maintain facilities to the satisfaction of the University.

4.24PROTECTION OF EXISTING FACILITIES

A. Whenever any cutting, removal, or alterations of existing work is required to form connectionswithnewworkorotherwisemeettherequirementsofthespecifications, suchworkshallbeperformedinsuchamannersoasnottodamagetheworkthatwill remain in place. Perform patching and repairs occasioned thereby using materials, construction details, and finishes matching those of the existing work as closely as possible and to the approval of the Authorized University representative.

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B. Provide complete protection on walls, floor and ceiling of area designated for Contractor’s staging area.

C. Where existingworkhasbeendirtied,stained,defaced,orotherwisemadedefective by the work of this contract and cleaning operations are not satisfactory, as determinedbytheAuthorizedUniversityrepresentative,Contractorshallremovethe defectiveworkandinstallnewworkasrequestedandapproved,atnoextracosttothe University.

D. Provide temporary partitions as required to separate Work areas from University occupiedareas,topreventpenetrationofdustandmoistureintoUniversityoccupied areas, and to prevent damage to existing materials and equipment.

4.25SECURITY

Provide security and facilities to protect Work, existing facilities and the University's operations from unauthorized entry, vandalism, or theft. Ensure that secure areas of University buildings are locked at the end of the work day.

4.26RISK/INNOVATION

Contractors are encouraged to identify potential risks and recommend alternative approaches that enhance safety, efficiency, and cost effectiveness while maintaining compliance with University standards and design intent. The University welcomes suggestions that improve project delivery, material use, sustainability, and coordination, providedthatsuchrecommendationsarereviewedandapprovedbytheUniversitypriorto implementation. Contractors are expected to communicate potential issues early and collaborate with the University to develop solutions that minimize disruption to campus operations. Innovation should support reliable, maintainable, and cost-effectiveoutcomes rather than alter design intent or shift professional responsibility.

4.27ACCESS ROADS

A. DesignatedexistingaccessroadstoUniversitybuildingsmaybeusedforContractor related traffic.

B. Provide protection against damage whenever it is necessary to cross existing sidewalks,curbs,andguttersinenteringupontheUniversityroads. Repairandmake good at the expense of the Contractor all damages thereto, including damage to utilities, landscaping and paving, arising from the operations under the Contract.

Parkingordrivingoffofpavedsurfacesshallbeallowedonlywhenapprovedbythe Authorized University representative.

4.28MATERIALS ON SITE

Only sufficient materials andflammableortoxicsubstancesnecessaryfortheworkbeing performed that day or shiftshallbebroughtintothebuildingandworkareas. Innocase

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shallflammableortoxicsubstancesbestoredinthebuilding,andthesesubstancesshallbe immediatelyremovedfromthebuildingwhennotneededandnotlaterthantheendofthe work day.

4.29FINAL CLEANING

A. Remove all tools,laddersandpersonaleffectsfromthesiteatthecompletionofthe work.

B. Remove all rental equipment from the site.

C. Execute final cleaning prior to final inspection.

D. Interior surfaces and areas where workisperformedandotherareasaffectedbythe work shall be left in vacuum clean condition with alldust,dirt,stains,handmarks, paint spots, plaster droppings, and other blemishes and defects completely removed.

E. Thefollowingrequirementsapplytoallareaswhereworkisperformedtotheextent of the Contractor's operations, use or materials transporting therein:

Surface Area Type Requirements

Walls Bareandpaintedsurfacesshallbecleanedandfreeofdust,lint, streaks, or stains.

Hardware and Metal Surfaces shall be cleaned and polished using non-corrosive and non-abrasive materials.

Glass New glass and soiled existing glass shall be washed and polished both sides and left free of dirt and spots. Labels shall be removed.

Ceilings Shall be clean and free of stains, hand marks, and defacing.

Fixtures and Equipment

New and existing electrical fixtures and items shall be cleaned and polished. Lighting fixtures shall be free of dust, dirt, stains, or waste material. Equipment and machinery shall be cleaned, serviced, and ready for use. Existing items shall be cleaned as required.

Other Surfaces Surfaces not mentioned shall be cleaned according to the intent of this Section and as required for University approval.

Damages caused by Installation

Clean and repair damage caused by installation or use of temporary work, including the temporary staging area made available to the Contractor.

4.30DAMAGE/LOSS TO UNIVERSITY PROPERTY

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A. Contractor shall be responsible for any damage caused by the Contractor or its employees to buildings, premises, grounds, equipment, furniture, material or other Universityproperty. AnydamagecausedbytheContractororitsemployeesshallbe reported immediately(thesamehour)totheAuthorizedUniversityrepresentativeor his designee. TheUniversityreservestherighttohaveitsownrepairsmadeandthe cost deducted from the Contractors invoice in the event of damage.

B. The Contractor is responsible for taking the action necessary to protect University property and the personal property ofitsemployeesfromloss,damage,ortheftand shall replace such items at the Contractor’s expense.

C. Intheeventrepairscannotbemadetorestorepropertytoitspre-damagedcondition, the Contractor shall be responsible for full replacement value of damaged property.

4.31UNIFORMS

All Contractor and subcontractor(s) to the Contractor’s personnel shall wear clean and standardized uniforms, or badges, that clearly identify the Contractor and the Trade Contractor’s Representative(s) name.

4.32PREVAILING WAGES

Contractor is required to pay prevailing wages pursuant to section 1771 of the Labor Code.

4.33CERTIFIED PAYROLL RECORDS

Contractor shall keep accurate payroll records pursuant to section 1776 of the Labor Code.

END OF SECTION 4

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SECTION 5

5.0 CONTRACTOR’S EXPERIENCE AND QUALIFICATIONS

5.1 INTRODUCTION

In addition to meeting all other requirements of this RFP and in order to be considered responsive to the RFP requirements, all responding bidders shall furnish verifiable evidence that their firm and personnel, at a minimum, meet the following qualifications.

5.2 GENERAL REQUIREMENTS

A. Please provide sufficient information regarding each of the items below so the Universitycanthoroughlyevaluateyourfirm'squalificationstosubmitaproposalfor the University’s maintenance needs. You may include supporting literature and attachments to the summaries requested below.

B. The Contractor shall dispatch QualifiedTradeContractor’sRepresentative(s)tothe University for Maintenance, Non-Emergency and Emergency service. New Trade Contractor’sRepresentative(s)canbedispatchedtotheUniversity,provided2weeks advance notice isgiventotheAuthorizedUniversityrepresentativeandproofofthe Trade Contractor’s Representative qualifications are provided to the University.

C. The contractor shall provide all of their employees with a clean uniform.

5.3 CONTRACTOR’S EXPERIENCE

A. The Contractor mustbeacompanynormallyengagedinprovidingmaintenanceand repair services for commercial building systems.

B. The Contractor and all subcontractors working for the Contractor shall maintain a service organization within a 75-mile radius of the campus and shall only dispatch qualifiedTradeContractor’sRepresentative(s),whorepresentstheContractoronall maintenance and repair activities.

C. Submit a statement of experience providing materials and services to institutional, commercial and industrial markets including University and campus type facilities.

5.4 REPRESENTATIVE EXPERIENCE

A. TheContractorshallappointaminimumoftwomembersofitscompanytoserveas qualified Trade Contractor’s Representative (s), one to serve as an authorized alternate to fill in for the primary representativethroughthetermoftheagreement.

The qualified Trade Contractor’s Representative shall represent the company in dealings with the University.

B. TheContractorshalldemonstratethateachTradeContractor’sRepresentativetowork on the University campus shall hold a current California Department of Industrial Relations journeyman certificate, allowing that representative to work for the contractor. Training or experience equivalent to a journeyman level certificateshall be acceptable.

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C. The qualified Trade Contractor’s Representative shall befull-timeemployeesofthe Contractor.

D. Each responding qualified Trade Contractor’s Representative shall meet the above criteria as evidenced by presentation of certification, or equivalent materials.

5.5 REFERENCES

The contractor shall submit a list of three (3) present customers to serve as references.

References shall be in the San Francisco Bay Area within a 75-mile radius of the University. ReferencesmusthavesystemssimilarincomplexityandsizetotheUniversity.

The University shall be the sole judge of similarity and will contact listed references to verifyservicesofferedandsimilaritiesofsystems. Submitthereferencename,addressof facility, contact name, and contact phone number.

END OF SECTION 5

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SECTION6

6.0 BID SHEET

The Contractor agrees to enter into…