CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, GOVERNOR

California Department of Transportation

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET, MS 65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

December 9, 2025

Invitation For Price Quote (IFPQ)

IFPQ # 02A2462

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 02A2462 titled Janitorial and Grounds Maintenances Services in Shasta County.In submitting your quote, you must comply with the instructions found herein.

“This solicitation is authorized pursuant to Government Code Section 14838.5, which provides for the award of contracts for the acquisition of goods, services, or information technology that has an estimated value of greater than $5,000.00, but less than $250,000.00 to a certified SB, including a Micro Business, or a Disabled Veteran Business Enterprise.” A bid of $250,000 and above will result in rejection of your bid due to non-responsiveness.

In the opinion of Caltrans, this IFPQ is complete and without need of explanation; however, if you have questions, or should you need any clarifying information, the contact person for this IFPQ is:

Christian Miller California Department of Transportation (Caltrans) Email Address: christian.miller@dot.ca.gov Phone: (279) 599-1491

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

*Technical questions regarding this solicitation will be addressed in writing and at a Site Inspection to be held on December 16, 2025, at 1:00 P.M. at 31955 CA-299, Montgomery Creek, CA 96065. See Section C1, Time Schedule, for more details.

ALL REQUIRED DOCUMENTS ARE EITHER ATTACHED (ATTACHMENT 1) OR THE DOCUMENT

LINK IS PROVIDED ON ATTACHMENT 2, REQUIRED DOCUMENTS.

Sincerely, Christian Miller Contract Analyst

Invitation for Price Quote IFPQ Number 02A2462

Purpose and Description of Services

1. Contractor shall provide all labor, supplies, materials, equipment, tools, and incidentals necessary to perform janitorial service and grounds maintenance to the California Department of Transportation (Caltrans), as described herein.

2. Refer to the Proposed Form of Agreement, Exhibit A, for a more complete description of services.

Bidder’s Minimum Qualifications

1. Bidder shall be registered with the Department of Industrial Relations (DIR), pursuant to Labor Code Section 1725.5 at time of bid.

2. Bidder must be registered with the Labor Commissioner’s Office pursuant to Labor Code Sections 1420-1434 (Department of Industrial Relations (DIR) Janitorial Services Registration).

3. Bidder shall be a certified Small Business registered with the Department of General Services

(DGS).

4. Bidder shall provide price quotes in compliance with the Wages and Employee Benefits or In Lieu Cash Payments as described herein (Gov. Code Section 19134).

5. Failure of bidder to sufficiently provide any or all the minimum qualifications, in the opinion of Caltrans, may result in the bidder’s bid being deemed non-responsive.

Price Quotation Requirements and Information

1. Time Schedule

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

Event Date Time

(Pacific Time)

IFPQ available to prospective bidders December 9, 2025

Optional Site Inspection December 16, 2025 1:00 P.M.

Written Question Submittal December 18, 2025

Final Date for Quote Submission December 23, 2025 2:00 P.M.

Proposed Award Date (estimate) December 30, 2025

2. Optional Site Inspection

A. An optional site inspection is scheduled at 1:00 P.M., December 16, 2025, at 31955 CA- 299, Montgomery Creek, CA 96065, for the purpose of discussing concerns regarding this IFPQ.

B. In the event a potential prime contractor is unable to attend the optional site inspection, an authorized representative may attend on its behalf. The representative may only sign in for one (1) company.

C. All prospective contractors are to be assembled at Caltrans, 31955 CA-299, Montgomery Creek, CA 96065, at 1:00 P.M. Bidders must sign in (on the sheet provided) upon arrival and sign out upon completion of the walk-through activities.

3. Reasonable Accommodation

For bidders who need assistance due to physical impairment; reasonable accommodation will be provided upon request for the site inspection. The bidder must call the designated Caltrans contact no later than the fifth (5th) working day prior to the scheduled date and time of the site inspection to arrange for reasonable accommodation.

4. Questions and Answers

A. Questions regarding this IFPQ must be submitted in writing. Bidders are encouraged to submit their written questions by December 18, 2025..

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 02A2462 Questions must be sent to the following email:

Email: christian.miller@dot.ca.gov

C. Written responses to all questions will be collectively compiled and posted as an Addendum to the Cal eProcure website (https://caleprocure.com/pages/index,aspx). It is the responsibility of the bidder to access the website for any changes or addenda that may be posted. Refer to Section C1, Time Schedule, for the IFPQ’s schedule of events and dates/times. Bidder can contact the Contract Analyst named above.

5. Costs Included in Bid Rates

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

6. Postconsumer-Content Certification

Bidder signature affixed hereon and dated on the Bid/Bidder Certification Sheet, shall signify that you are aware of the recycled materials, goods, and supplies program requirements of Public Contract Code Sections 12200 and 12205, and that the postconsumer recycled-content certification will be required for the successful bidder. The winning bidder will be required to complete a Postconsumer-Content Certification and provide the form with the signed Agreement. A failure to provide a complete form will result in cancellation of the award.

7. Mandatory Organic Waste Recycling

Contractor generating organic waste or commercial solid waste shall comply with SB 1383;

also, Contractor will arrange for recycling services required by this section in a manner that is consistent with State and local laws and requirements, including a local ordinance or local jurisdiction’s franchise agreement, applicable to the collection, handling, or recycling of organic waste and commercial solid waste. This requirement does not modify, limit, or abrogate Contractor’s right to sell or donate its recyclable organic waste materials consistent with the requirements of Public Resources Code Sections 42649.8 et seq. When applicable, Contractor must comply with these provisions.

8. Motor Carrier Permit Requirements

A. Contractor is responsible for determining whether California Vehicle Code Sections 34601 and 34620 require Contractor to have a valid Motor Carrier Permit (MCP) issued by the Department of Motor Vehicles (DMV) in order for Contractor to lawfully perform any part or aspect of the work described in Exhibit A, Scope of Work, and, if California Vehicle Code Sections 34601 and 34620 do require same for any part or aspect of such work, Contractor must have a valid MCP(s) issued from the DMV for its services as a Motor Carrier of

Property under this Agreement. Contractor shall pay any required fees necessary to obtain and maintain in good standing during the entire term of this Agreement any such required MCP(s).

B. MCP(s), if any, required for Contractor’s Motor Carriers of Property under California Vehicle Code Sections 34601 and 34620 shall be on file with Contractor for the duration of this Agreement. Upon request of Caltrans Contract Manager. the Contractor must immediately provide Caltrans a copy of the required MCP(s), if any.

9. Janitorial Services Registration

A. Contractor that employs at least one (1) employee and one (1) or more covered workers, and enters into an agreement or subcontract to provide janitorial services, must register yearly with the Labor Commissioner’s Office at the Department of Industrial Relations (DIR), https://www.dir.ca.gov/dlse/Janitorial_Providers_Contractors.html.

B. No Contractor or Subcontractor may be awarded a janitorial service agreement unless registered with the Labor Commissioner’s Office pursuant to Labor Code Sections 1420- 1434.

C. Caltrans will verify each of the registration numbers provided by the bidder prior to Agreement award. Bidders that do not possess valid registration with the Labor Commissioner’s Office will be deemed non-responsive and rejected from further consideration in the solicitation process.

10. Standard Title VI/Nondiscrimination Assurances (DOT Order No. 1050.2A)

Caltrans, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Statute 252, 42 USC Sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any agreement entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

11. Benefits

A. Agreements awarded from this solicitation are subject to Government Code Section 19134, and the bidder shall include in their price quotations applicable provisions for Wages and Employee Benefits or In Lieu Cash Payments for all covered employees.

B. Caltrans has elected to use the published Wage and Employee Benefit Rates as described in the Proposed Form of Agreement, Exhibit B, and as specified on the California Department of Human Resources (CalHR) schedule via their website:

https://www.calhr.ca.gov/about-calhr/divisions-programs/labor-relations/personal-services-contracts/

C. Wages and Employee Benefits shall be included and quoted as part of the Price Quote Proposal. The bidder shall use the rates specified in this solicitation for quote calculations.

If this information is not provided on the Price Quote Proposal sheet, the quote may be rejected.

12. Insurance

A. The bidder who receives the Agreement award must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within 10 workdays from the date of notification of award. The State’s Office of Risk and Insurance Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Proposed Form of Agreement, Exhibit E, for the applicable and specific insurance requirements and coverage limits.

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

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

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

D. Satisfying a Self-Insured Retention (SIR)

All insurance required by this Agreement must allow, but not require, the State to pay any SIR and/or act as Contractor’s agent in satisfying any SIR. The choice to pay any SIR and/or act as Contractor’s agent in satisfying any SIR is at the State’s discretion. If the State chooses to pay any SIR and/or act as Contractor’s agent in satisfying any SIR, Contractor shall reimburse the State for the same.

E. Available Coverages/Limits

In the event the insurance coverages obtained by Contractor is broader in scope than, and/or the limits are higher than, those required under the Agreement, all such broader coverage and/or higher limits available to Contractor shall also be available and applicable to the State.

13. California Civil Rights Laws

Any person that submits a bid or proposal to, or otherwise proposes to enter into or renew an Agreement with, a State agency with respect to any Agreement in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the Agreement is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010 and they shall execute the California Civil Rights Laws Certification (DOT ADM-0076), provided as a link in Attachment 2, Required Documents, completed, signed, and returned with its bid or proposal.

14. Darfur Contracting Act

A. The Darfur Contracting Act, Public Contract Code Section 10475-10481, applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code Section 10475. All bidders shall complete the Darfur Contracting Act Certification (DOT ADM-0077), provided as a link in Attachment 2, Required Documents, and submit with the proposal.

B. If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, complete Option 1 on the ADM-0077.

C. A scrutinized company is a company doing business in Sudan as defined in PCC Section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for an agreement with a State agency for goods or services (Pub. Cont. Code Section 10477(a)).

D. Therefore, Public Contract Code Section 10478(a) requires a company that currently has (or within the previous three (3) years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company, during the Agreement award process with a State agency.

E. A scrutinized company may still, however, submit a bid or proposal for a Contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code Section 10477(b).

15. Price Quote Submittal

A. The Price Quote should be emailed as described below. The price quote must be received by Caltrans, Division of Procurement and Contracts (DPAC), by dates and times shown in Section C, Price Quotation Requirements and Information.

B. The price quote email should be clearly marked with the IFPQ number, title, and ‘PRICE QUOTATION SUBMITTAL’, as shown in the following example:

IFPQ Number: 02A2462

PRICE QUOTATION SUBMITTAL–DO NOT OPEN

C. All quotes shall include the documents identified in the IFPQ; see Attachment 2, Required Documents. Quotes not including the required documents may be deemed non-responsive. A non-responsive price quote is one that does not meet the basic quote requirements.

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

E. Email to: christian.miller@dot.ca.gov

F. Pursuant to Government Code Section 14838.5, Caltrans must receive at least two (2) price quotes from certified SB/MBs or at least two (2) price quotes from DVBEs before it can make an agreement award. Therefore, at Caltrans’ discretion, if only one price quote is received, the timeframe for receipt of price quotes may be extended in order to receive the minimum number of quotes required by the Government Code. All prospective bidders will be notified via email or telephone of any extensions.

G. Price quotes must include the performance of all the services described herein. Any attempt to modify the Price Quote Proposal document to deviate from the work specifications will not be considered and will cause a price quote to be rejected.

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

I. Costs for developing price quotes and in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the State.

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

K. A bidder may withdraw a price quote by, prior to price quote submission deadline, submitting a written withdrawal request to Caltrans, at christian.miller@dot.ca.gov, signed by the bidder or an agent authorized in accordance with Section L below. A bidder may thereafter submit a new price quote prior to the price quote submittal deadline. Price quotes may not be withdrawn without cause subsequent to the price quote submittal deadline.

L. Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet. The signature must also indicate the title or position that the individual holds in the firm. An unsigned quote may be cause for bid rejection.

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

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

O. Bidders are cautioned not to rely on Caltrans during its evaluation process to discover and report to the bidder any defects and errors in the submitted documents. Before submitting their documents, bidders should carefully proof them for errors and full adherence to the IFPQ requirements.

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

Q. Caltrans does not accept alternate contract language from a bidder. A price quote with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable. The GTC 02/2025 may be viewed at Internet site https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

16. Evaluation and Selection

A. At the time of quote opening, price quotes will be checked for the presence or absence of required information in conformance with the submission requirements of this IFPQ.

B. Caltrans will check the price quote submittal package to verify it received all required documents. Positive verification of required documents will be performed to determine its responsiveness to the State’s needs.

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

D. The Agreement, if awarded, shall be awarded to the responsible bidder who submits the lowest price quote and meets all the specifications. A price quote meets the specifications if it complies with all the requirements in this solicitation. In the event of a tie quote, Caltrans will draw lots to determine the successful contractor. Only one (1) price quote may be submitted by an entity: individual, firm, partnership, corporation, joint venture, or combination thereof. Receipt of more than one (1) price quote from an entity will result in all quotes from that entity being rejected and returned to the bidder.

17. Standard Conditions of Service

A. Service shall not begin before the start date set forth in the Agreement. After all approvals have been obtained, and the Agreement is executed, should Contractor fail to commence work at the agreed upon time, Caltrans, upon five (5) days written notice to contractor, reserves the right to terminate the Agreement. In addition, contractor shall be liable to Caltrans for the difference between contractor's price quote and the actual cost of performing work by the second lowest bidder or by another contractor.

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

C. Antitrust Provisions

1) Bidder offers and agrees, and will require all of his other Subcontractors and suppliers to agree, that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 USC Section 15) or under the Cartwright Act Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code, arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder (Gov. Code Section 4552).

2) If the awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this Government Code Sections 4550-4554, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages and attributable overcharges that were paid by the assignor but were not paid by the public body as a part of the price quote, less the expenses incurred in obtaining that portion of the recovery.

3) Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under Government Code Sections 4550-4554 if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or

(b) the assignee declines to file a court action for the cause of action (See Government Code Section 4554).

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

E. Loss Leader usage is prohibited in this solicitation: It is unlawful for any person engaged in business within this State to sell or use any article or product as a “loss leader” as defined in Business and Professions Code Section 17030. “Loss Leader” means any article or product sold at less than cost where, a) the purpose is to induce, promote, or encourage the purchase of other merchandise; or b) the effect is a tendency or capacity to mislead or deceive purchasers of prospective purchasers; or c) the effect is to divert trade from or otherwise injure competitors.

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

18. Executive Order N-6-22 – Russian Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e. there is federal participation in any phase). By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or conduct prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

19. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

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

B. Bidder / Offeror must notify the State in writing if it:

1) intends to provide GenAI as a deliverable to the State; or

2) intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts:

a) functionality of a state system,

b) risk to the State, or

c) Contract performance.

Note: For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

D. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION Agreement Number 02A2462 PRICE QUOTE PROPOSAL Attachment 1 Page 1 of 1

ADM-1412 (REV. 9/2025)

Contractor’s Name (Please Print): TBD

SECTION A Note to Bidder: Use the information provided below for bid calculations.

Contractor must pay their employees at least the minimum CalHR rates for Wages and Benefits. If Contractor is going to use employee(s) with a job title other than what is listed, please refer to the CalHR website to obtain the current rates.

The Department has elected to use the Blended Benefits Rates. If actual benefits are already being provided, Contractor is required to provide proof of each type of benefit, with the dollar value, at time of award. Wages and Benefits must meet the Government Code Section 19134 requirements as posted on the CalHR website: https://www.calhr.ca.gov/state-hr-professionals/Pages/personal-services-contracts.aspx.

A B C D Employee Total Rates

Employee Job Title Hourly Rate Benefits Blended Parties

Hourly Rates (B) + Benefits Blended Parties (C)

Custodian I $15.83 $14.14 $29.97

SECTION B Note to Bidder: Use the calculations from Section A, as appropriate, to complete Section B.

G H I J K L

Item Number

Unit of Measure

Description of Services Unit Price Estimated Quantity Subtotal

(Unit Price X Estimated Quantity)

1 Per Hour All labor, supplies, tools, equipment, travel, and materials needed to perform daily janitorial and grounds maintenance services at the Hillcrest SRRA, per Exhibit A, Scope of Work.

$ 1104 $

2 Per Hour All labor, supplies, tools, equipment, travel, and materials needed to perform approved as-needed janitorial and grounds maintenance services at the Hillcrest SRRA, per Exhibit A, Scope of Work.

$ 96 $

Contractor shall perform all work under this Agreement for the sum of $ (Grand Total)

1. The above quantities are estimates only and are given as a basis for comparison of bids. No guarantee is made or implied as to the exact quantity that will be needed.

2. In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

3. Please do not alter, modify, or change this bid proposal sheet. Any alterations, modifications, or changes to this bid proposal sheet will be grounds to reject the bid.

4. Each line item must be bid. Please do not leave any unit price column blank or this bid proposal sheet will be deemed non-responsive.

Bidder must indicate at time of bid which method they will be using to comply with Government Code Section 19134 employee benefits requirements. Bidder must select one (1) of the three (3) options below:

☐ 1. Providing a benefit plan to the employees valued at the CalHR benefit rate. Contractors electing to provide actual benefits (versus cash-in-lieu) to their employees must provide evidence of benefit coverage to Caltrans upon notice of award. Evidence shall consist of the name and address of the applicable insurance company(ies), insurance company telephone number or signed statement on company letterhead that Contractor is self-insured, and the type of insurance offered for each employee plan, or

☐ 2. Cash equal to CalHR blended benefits rate, or

☐ 3. Combination of a benefit plan and cash payments which together equal CalHR blended benefits rate.

Attachment 2 Required Documents

The following documents should be submitted, or your bid may be considered non-responsive.

Do not submit this checklist, the Proposed Form of Agreement, company advertisements, brochures, informational pamphlets, or any other document unless specifically noted in the IFPQ Requirements and/or as listed below.

☐ Attachment 1 – Price Quote Proposal (ADM-1412)

☐ Bid/Bidder Certification Sheet (DOT ADM-1416) Bid/Bidder Certification Sheet

California Civil Rights Laws Certification (DOT ADM-0076) California Civil Rights Laws Certification

☐ Darfur Contracting Act Certification (DOT ADM-0077) Darfur Contracting Act Certification

☐ Active Department of Industrial Relations (DIR) Janitorial Services Registration

☐ Active Small Business Certification from the California Department of General Services (DGS)

The following documents will be requested of the WINNING BIDDER at time of contract award;

they are NOT required at time of bid submittal:

☐ Contractor Certification Clauses (CCC 04/2017) Contractor Certification Clauses

☐ Insurance (Requirements outlined in Proposed Form of Agreement, Exhibit E, Items 1 & 2)

☐ Payee Data Record (STD 204) Payee Data Record

Attachment 3 Proposed Form of Agreement

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this IFPQ. Please review it carefully and present any questions in writing to the contact identified for this IFPQ.

Contractor’s Name TBD Agreement Number 02A2462

Exhibit A Commercial Services–State

Scope of Work

1. Contractor shall provide all labor, supplies, materials, equipment, tools, and incidentals necessary to perform janitorial service and grounds maintenance to the California Department of Transportation (Caltrans), as described herein.

2. Subcontracting is not permitted under this Agreement. All references to subcontracting or subcontractors as found herein are not applicable to this Agreement.

3. The services shall be performed in District 02 at Hillcrest Safety Roadside Rest Area (SRRA) in Shasta County, adjacent to Route 299, Post Mile 60.6.

4. Any reference to Caltrans Contract Manager shall also include designee.

5. This Agreement will commence on May 1, 2026 (estimate), or upon approval by Caltrans, whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by Caltrans. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of notice to proceed by Caltrans Contract Manager. This Agreement will expire on October 31, 2028 (estimate). The services shall be provided seven (7) days a week, including holidays. See Item G, Schedule of Work, for specific working hours. The parties may amend this Agreement as permitted by law.

6. All inquiries during the term of this Agreement will be directed to the project representatives listed below. Contractor shall provide advance written notice and receive advance written approval by Caltrans Contract Manager, without the necessity of an amendment, before changing the Project Manager noted below.

California Department of Transportation (Caltrans)

Contractors Name TBD

Section/Unit: District 02/Maintenance Project Manager:

Contract Manager: TBD

Address: 1490 George Drive Redding, CA 96003

Address:

Business Phone Number: (530) xxx-xxxx Business Phone Number:

Email: TBD Email:

7. Description of Work

A. Janitorial

This frequency and volume of services shall be in accordance with Attachment 2, Hillcrest Safety Roadside Rest Area Work Summary.

1) Contract for janitorial services shall consist of cleaning, sanitizing, deodorizing, and stocking restroom facilities; cleaning sidewalks; picking up litter; and washing tables, benches, drinking fountains, and garbage cans. All cleaning, sanitizing, and deodorizing agents shall be used at the concentration percentages recommended by the manufacturer for commercial applications.

2) Prior to starting daily janitorial duties, Contractor shall evaluate the SRRA for cleanliness and prioritize the work by first cleaning and supplying portions of the restrooms where it is needed the most and then moving on to accomplish all other tasks.

3) Contractor shall sanitize and deodorize restroom floors, urinals, toilets, walls, toilet partitions, doors, washbasins, soap dispensers, and hand dryers. No steel wool, sandpaper, abrasive cleaning powders, or other highly abrasive cleaning materials shall be used in cleaning the floors, urinals, toilets, walls, toilet partitions, doors, washbasins, soap dispensers, and hand dryers. Windows, light fixtures and mirrors will be cleaned as necessary.

4) Contractor shall conduct janitorial operations so that at least one (1) women’s restroom and one (1) men’s restroom are open at all times. At no time shall closure time for routine cleaning exceed 30 minutes. Both sets of restrooms are to be made available to the public when not being cleaned.

5) Contractor shall be responsible for making minor repairs such as tightening loose bolts, nuts, and screws, and unplugging toilets. Toilet seats shall be inspected periodically to ensure secure attachment to the toilet.

6) In the event of an overflow, Contractor shall clear any sink, urinal, floor drain, or toilet drain of obstruction prior to contacting Caltrans Contract Manager. Contractor shall have on site a 15-foot plumbing snake and plunger for clearing plumbing obstructions.

B. Grounds Maintenance

1) Grounds Maintenance shall consist of sweeping and raking all locations to remove weeds, brush, needles, leaves, broken glass, aluminum cans, plastic bottles, litter, and animal droppings. Contractor shall maintain a presentable overall appearance at the rest area at all times. Puddles or standing water should be removed with a broom.

2) Picnic tables and benches shall be cleaned thoroughly with soap and disinfectant to remove dirt, food particles, grease, animal droppings, and stains.

3) Contractor shall use its own transportation to remove and transport all litter and garbage to public dump site.

4) Contractor shall be responsible for all costs associated with trash disposal.

C. Caltrans Hillcrest SRRA Contacts

1) Contractor shall report damage or destruction of premises to Caltrans Contract Manager immediately.

2) In the event of damage or breakdown, or facility needs attention outside of Exhibit A, Scope of Work, one (1) of the following Caltrans employees shall be notified immediately in the order shown:

Department Representatives Business Phone

Burney Maintenance Supervisor (530) 335-XXXX

Area Superintendent Caltrans (530) 257-XXXX

Caltrans Contract Manager (530) 225-XXXX

D. Tools and Equipment

1) The following tools are considered the minimum required tools to be furnished by Contractor and kept at each SRRA for use as needed for janitorial and grounds maintenance:

a) Three (3) slotted screwdrivers of assorted sizes

b) Three (3) Phillips screwdrivers of assorted sizes

c) One (1) eight (8) inch adjustable wrench

d) One (1) 12-inch adjustable wrench

e) One (1) eight (8) inch slip joint pliers

f) One (1) 12-inch channel lock pliers

g) One (1) carpenter’s hammer

h) Ladder, 12-foot

i) Shovels and Rakes

j) Sponges (minimum three (3) or more)

k) Mops, buckets, and brooms (minimum three (3) or more)

l) Trash pickers (minimum three (3) or more)

m) One (1) Basin wire snake

n) One (1) 15-foot plumbing snake

2) Contractor shall provide and maintain first aid kits for use by its employees.

E. Supplies and Consumables

1) Contractor shall provide all supplies necessary to service and maintain the SRRAs (See paragraph 5 below).

2) Contractor shall furnish brooms, mops, brushes, sponges, towels, and rags as required to service and maintain the SRRAs. The costs for these items are included as part of Contractor’s rate for services and no additional compensation shall be paid.

3) Contractor shall furnish fuel for power equipment, oil, and related products associated with the use of power equipment. These items are included as part of Contractor’s rate for services and no additional compensation will be paid.

4) Caltrans will provide storage space for supplies. The storage room shall be kept in a neat and orderly fashion and shall only be used for the storage of supplies and materials used for the maintenance of the SRRAs. The storage room is to be kept locked and secured at all times when not occupied by Contractor and/or Caltrans staff. Caltrans Contract Manager will provide keys to authorized Contractor personnel. No flammable liquids shall be kept in these storage rooms.

5) Contractor shall ensure that a sufficient quantity of supplies will be on hand at all times at the SRRA to provide the necessary supplies for three (3) calendar days of usage. The following quantities are the minimum amounts to be stockpiled at the SRRA at the beginning of the Agreement term and at all times thereafter. Caltrans Contract Manager may add to, delete from, or modify this list as necessary during the term of the Agreement by furnishing Contractor with a written list of changes:

a) Toilet Paper One (1) Case

b) Toilet Seat Covers One (1) Case

c) Garbage Bags One (1) Case

d) Sanitary Napkins Receptable Bags 25 Each

e) Deodorizing Cleaning Agent Two (2) Gallons

f) Cleanser Two (2) Cans

g) Bleach Two (2) Gallons

h) Glass Cleaner Two (2) Cans/Bottles

i) Liquid Hand Soap, Undiluted Two (2) Gallons

j) Stainless Steel Cleaner Two (2) Cans

l) Scented Urinal Screens One (1) per urinal

m) Drain Opener One (1) 18 oz. can

n) Sharps Container or Equivalent Three (3) Each

6) See Attachment 3, Annual Estimated Quantities of Supplies, Six Months Per Year

7) Cleaning, sanitizing, and deodorizing agents shall be packaged in factory sealed containers and shall not be diluted until ready for use.

8) A list of supplies the Contractor proposes to use, including the supplier’s name, the manufacturer’s name, and container size or weight shall be submitted to Caltrans Contract Manager, prior to the start of work. A Material Safety Data Sheet (MSDS) for each product shall be displayed at each storage location per Occupation Safety and Health Administration (OSHA) regulations

F. Disposal of Hypodermic Needles

1) All Contractor personnel shall be thoroughly trained by Contractor in procedures for use in handling infectious materials. Documented training shall be provided to Caltrans Contract Manager, by Contractor, at the start of Contractor’s first shift assigned to the SRRA.

2) Hypodermic needles found on the SRRA grounds will be disposed of in the following manner:

a) Immediately notify Contractor’s supervisory staff personnel whenever a hypodermic needle is found.

b) Retrieve the needle by use of a trash picker or by a gloved hand. Under no circumstances are needles to be handled with bare hands.

c) Needles shall be placed into a Sharps container or equivalent furnished by Contractor (Sharps containers, or equivalent, may be obtained from a medical supply outlet).

Containers used must be leak-proof, rigid, and puncture resistant.

d) Sharps containers shall not be disposed of in garbage or debris containers. Containers used to store needles are allowed in the storage room only. Contractor shall follow proper disposal procedures which may be obtained by contacting the California Department of Public Health (CDPH) (www.cdph.ca.gov).

e) Any skin area that comes in contact with an item that may be infectious shall immediately be washed with soap and water followed with an application of a disinfecting agent found in first aid kits provided by Contractor. Care shall be exercised at all times to avoid getting any irritant into eyes or on any other sensitive areas of the body.

3) Additional guidance on disposal and handling of infectious waste materials can be obtained from CDPH. The above procedures will be modified as necessary to comply with CDPH regulations.

G. Schedule of Work

1) Contractor shall provide at least one (1) person to be continually present at the SRRA during the assigned shift at all times.

a) The schedule shall be observed seven (7) days per week, including holidays.

b) The frequency of service to be provided at the SRRA is once each calendar day with a minimum of two (2) hours performing the duties described herein.

c) Contractor shall be paid only for time working at the SRRA.

d) Travel time and extra costs shall be included as part of the bid amount in Attachment 1, Price Quote Proposal.

e) Contractor shall begin the work between 6:00 a.m. and 8:30 a.m. each day

f) Contractor shall be at the Rest Area at approximately the same time each day on a regular basis. Adequate maintenance will require approximately 60 to 62 of work per month.

g) Actual hours of work shall be adjusted, with permission by Caltrans Contract Manager, as necessary to maintain the required level of service “as needed”.

2) Contractor shall check restrooms at least once every hour during the workday, upon arrival and before end of shift, for cleanliness and operational effectiveness. The restrooms shall be cleaned and maintained per Attachment 2, Hillcrest Safety Roadside Rest Area Work Summary. or upon request by Caltrans Contract Manager.

3) Contractor shall maintain an accurate daily log of arrival and departure times and daily hours worked for all employees servicing the SRRA. The daily log shall be available at the site at all times for inspection by Caltrans Contract Manager. A copy of the daily log shall be submitted with Contractor’s monthly invoice.

4) In the event that Caltrans Contract Manager closes the SRRA due to weather, repairs, highway closures, payment will be made only for the number of hours worked. Caltrans will endeavor to notify Contractor in writing at least 10 hours prior to closing the SRRA due to weather, repairs, or highway closures. In the event that notification of the SRRA closure occurs fewer than 10 hours prior to closing, and as a result Contractor’s staff reports for the work shift, Caltrans will pay for a maximum of two (2) hours work for that shift.

5) Caltrans reserves the right to revise the work schedule as necessary to best serve the interests of Caltrans and the traveling public.

6) If Contractor, for any reason, cannot provide the minimum required staff at the SRRA, Contractor shall call and notify Caltrans Contract Manager as soon as Contractor becomes aware of the staffing issue. Failure by Contractor to notify Caltrans Contract Manager of above staffing issues may be considered a default per Exhibit D, Section 2, Termination.

7) If Contractor is unable to provide the minimum required staff or supplies where needed, in the determination of Caltrans Contract Manager, Caltrans may assign Caltrans employees or an outside Contractor to fill the deficiencies, and Contractor will be billed and/or docked for Caltrans staff or outside Contractor hours needed.

H. Additional Contractor Requirements

1) Contractor shall provide each new employee with a minimum of four (4) hours of documented training and instruction prior to allowing the employee to work at the SRRA (side-by-side working will be permitted prior to completion of this training). Training shall include safety procedures, cleaning procedures, minor irrigation repair methods, minor facility repair methods, disposal of hypodermic needles, and all other services as required under the terms of this Agreement.

2) When two (2) or more employees are working during a shift, one (1) shall be designated as a Supervisor.

3) Contractor shall consider public safety and convenience at all times during the performance of this Agreement. If any person employed by Contractor appears to Caltrans Contract Manager to be incompetent or to act in a disorderly, unsafe, or improper manner, that person shall be removed immediately upon the request of Caltrans Contract Manager, and will no longer be employed on this Agreement, unless approved in advance by Caltrans Contract Manager.

4) Contractor shall provide clean uniforms to all employees, without cost to the employees and at no cost to Caltrans; when on duty, shirts, pants, and shoes shall be worn at all times.

Outer garments (shirts, vests, coats, jackets, and sweaters) shall identify Contractor and the employees as a “Rest Area Attendant”. Rest area “Staff” shall also be identified by name tag. Uniforms shall be of a different color from Caltrans employees and shall be approved by Caltrans Contract Manager.

5) Contractor shall be properly licensed in accordance with all existing State, County, City, and governing agency rules and regulations. Contractor shall comply with the provisions of the Welfare and Institutions Code Section 19404 (https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&section Num=19404. ) in performing the required services during the term of this Agreement. Failure to comply with these provisions shall be grounds for termination for default of this Agreement, per Exhibit D, Section 2, Termination, of this Agreement.

6) If Caltrans Contract Manager determines that an SRRA has been damaged by a negligent act of Contractor or its employees, the cost of repairing such damage shall be at the expense of Contractor. Should Contractor fail to make these repairs within twenty-four (24) hours, Caltrans may, without notice to Contractor, hire an outside contractor to do the work, and will withhold the cost of such repairs from Contractor’s pay.

7) Caltrans Contract Manager will conduct frequent unscheduled inspections and maintain a log noting conditions and compliance with the contract provisions and quality of workmanship.

8) Contractor shall furnish Caltrans Contract Manager with a telephone number where Contractor can be reached during regular working hours. Contractor shall provide a local supervisory employee’s name and an alternate supervisor’s name to be on-call. If Contractor’s telephone is picked up by an answering machine, Contractor has one (1) hour after the message has been left to return the call.

9) In the event of an emergency, the Contractor shall contact the California Highway Patrol (CHP) directly at 911. An emergency situation could include, but is not limited to, a break-in, a belligerent individual, or any unsafe situation. CHP must be the primary call, but Caltrans Contract Manager should be called directly after.

10) Contractor personnel shall provide their own transportation and park only where designated by Caltrans Contract Manager.

11) Any item of value found on the premises shall be turned over to Caltrans Contract Manager.

12) Caltrans is responsible for the regulation of activities at the SRRA through the issuance of permits. Caltrans Contract Manager is responsible to inform Contractor of the requirements of other permitted activities within the SRRA. Contractor shall perform the work in such a manner as to not unduly hinder or interfere with the use of the facility by the traveling public or other permitted users.

13) Caltrans will not be responsible for damages, destruction, or loss for any cause to Contractor’s equipment, supplies, materials, tools, or the personal property of Contractor’s personnel.

14) Temporary or permanent residence by Contractor’s employees shall not be allowed or permitted at the SRRA.

15) Contractor shall be fully informed of Environmental Protection Agency (EPA) regulations and warnings on labels of all chemicals and cleaners used in the area. Contractor’s employees shall have been trained on the proper use of all chemicals and cleaners used in performance of this Agreement.

I. Contractor Performance and Payment

1) It is the responsibility of the Contractor to notify Caltrans Contract Manager that the work is satisfactorily completed, and the work may be subject to inspection and approval by Caltrans Contract Manager or designee. Caltrans Contract Manager may periodically, at any time, review the Contractor’s work.

2) Caltrans Contract Manager shall have the ultimate responsibility and authority to determine whether the Contractor’s satisfies the Contractor’s duties and obligations under the Agreement, including specifically whether the Contractor’s work and deliverables satisfied all of the applicable contract requirements. Regardless of prior inspections and acceptances of work during the term of this Agreement, any work is subject to inspection and approval by Caltrans Contract Manager or his/her designee.