Solicitation FV Preventative Maintenance & Repair of Old Automation & Fire Alarm System. Bid designation: Public. State of California

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1 5 Solicitation FV Preventative Maintenance & Repair of Old Automation & Fire Alarm System Bid designation: Public State of California 5/21/2015 3:44 PM p. 1 6

2 Preventative Maintenance & Repair of Old Automation & Fire Alarm System 5 Bid Number Bid Title FV Preventative Maintenance & Repair of Old Automation & Fire Alarm System Bid Start Date May 14, :39:56 PM PDT Bid End Date May 29, :00:00 PM PDT Question & Answer End Date May 26, :00:00 AM PDT Bid Contact Katrina Opendo Contract Analyst Katrina.Opendo@fdc.dds.ca.gov Pre-Bid Conference May 19, :00:00 PM PDT Attendance is mandatory Location: R&T Building, Small Classroom 2501 Harbor Boulevard Costa Mesa, CA Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Addendum # 1 New Documents FV Old Fire Alarm Addendum I.pdf FV IFB Old Fire Alarm Addendum I.pdf Removed Documents FV IFB Old Fire Alarm.pdf Bid Proposal Revised.xls Changes were made to the following items: Preventative Maintenance & Repair of Old Automation & Fire Alarm System Description This contract consists of providing a preventive maintenance and repair contract for a computer based Automation and Fire Alarm System located at (FDC). The System is a Honeywell Alpha/Delta 1000 based system. Added on May 21, 2015: IFB and Bid Proposal Addendum Addendum # 1 5/21/2015 3:44 PM p. 2 6

3 Exhibit A Contractor FV Page 1 of 10 SCOPE OF WORK 1. General Scope This contract consists of providing a preventive maintenance and repair contract for a computer based Automation and Fire Alarm System located at Fairview Developmental Center (FDC). The System is a Honeywell Alpha/Delta 1000 based system. This program consists of all services and materials necessary to keep this System operational 24 hours/day, 7 days/week. Maintenance intervals shall be a minimum of one eight hour call per week (thirtytwo hours per month) to insure the System is maintained at maximum performance and reliability levels. Please be advised that during the life of this contract, the installation of a new fire alarm system will become active. Once a building s new fire alarm system is activated, the existing old system will be deactivated and will no longer be tested or maintained by the Contractor. The Contractor will be notified in writing when the building s old fire alarm system is deactivated. The Contractor shall remove the monthly cost for the deactivated building from their invoice/billing. If the notification arrives during the same month when the system in deactivated, the Contractor shall bill for the full month and remove the building on their invoice/billing effective the first of the following month for the remainder of the contract term. 2. Project Representatives The Project Representatives during the term of this Agreement will be: Office of Protective Services Fire Services Javier Preciado, Fire Chief (714) Contractor s Name Contact person Phone Number 5/21/2015 3:44 PM p. 3

4 Exhibit A Contractor FV Page 2 of Preventative Maintenance Preventive maintenance calls shall include all services required to maintain the systems at maximum performance and reliability levels. Any sub-standard operation of any equipment shall be worked on until full, reliable operation is assured. Maintenance intervals shall be at a minimum of one eight hour call per week (thirty-two hours per month). Tasks include, but are not limited to, analysis, examination, adjustment, calibration and cleaning of all central (mainframe), remote (peripheral) and interface systems. Specifics are as listed below: 1. Exercise all scan and command functions. 2. Verify all displays, printouts and logs. 3. Demand each point in system and check display. 4. Test start, stop and auto function. 5. Cause alarms and check displays. 6. Test CPA commands on all CPA points. 7. Verify alarm return-to-normal. 8. Print out and check memory contents. 9. Clean and vacuum equipment, as needed. 10. Trace and correct all discrepancies. 11. Check all fire alarm points and initiate alarm. (To be confirmed by the Fire Chief at FDC) 12. Maintain channel and loop integrity fire to be assigned two loops A & B. 13. Contractor to maintain and repair all automation and fire alarm systems. 5/21/2015 3:44 PM p. 4

5 Exhibit A Contractor FV Page 3 of Contractor shall maintain a log of all activities performed under this contract. This log shall indicate the task performed, name of person who performed the task, and the date and time the task was performed. The log shall be kept at the Central Power Plant. Trouble areas identified by personnel shall be recorded in the log. Contractor shall trace, correct and record correction procedures in the log. 15. Contractor to perform cleaning, inspection, calibration, service and repairs of duct detectors as follows: (1) Clean, adjust, test and repair all control equipment, detectors, air tubing, etc. (2) Check that operation of smoke detectors operates initiating and indicating devices; i.e., fans are shut down, fire alarm panels indicate smoke detector operation. (3) Brush out all sample tubes ensuring that all tubes and plugs are in place prior to installation and in tube supports. 16. Contractor to document the device tested location of device and certify device is operating properly. Contractor shall provide a report from the wide carriage printer of all fire alarm tests, to show alarm, trouble and reset indications. Contractor shall exercise all scan and command functions, verify all displays, demand each point in system and check display, test start and stop functions and provide a report of all completed tests to the Chief of Fire Services. Contractor shall calibrate all temperature points two (2) times during this contract and repair any points failing calibration. Contractor shall run a printout monthly to find troubles with the Fire Alarm and Automation System and affect any repairs found. Contractor shall make all software changes, as requested by the Chief of Fire Services. All discrepancies shall be corrected to the satisfaction of and signed off by the Chief of Fire Services. System analysis, with emphasis of operational integrity and mechanical sub-system correlation, shall be completed at established intervals. Service Company must provide evidence as to their ability to obtain updated Delta 1000 engineering data, to assure ongoing ability to service and modify the system for additional future requirements. After each service all is signed off, details from the completed service report shall be re-entered in a data file to assure closed-loop performance control and continuous program updating. 5/21/2015 3:44 PM p. 5

6 Exhibit A Contractor FV Page 4 of Components Replacement Contractor to replace all worn, failed and doubtful components and parts. Replacements will be of like or current design to minimize the system s depreciation and obsolescence. Where statistical data on similar equipment indicates that the failure point is approaching for any component, such component shall be repaired to prevent a system failure. Contractor shall provide evidence as to the existence of such parts inventory at the request of Fairview Developmental Center. All buildings listed on Attachment 3, Bid Proposal, local fire alarm systems shall be part of this contract. The Contractor will be responsible for the repair and replacement of all parts to include wiring, detectors, relays and all equipment required to make a total functional system. It is essential that all components of a fire alarm system receive regular inspection and testing. To assure that the fire alarm system is functioning properly, and effective safety program shall include the inspection and testing of each fire system semi-annually. All components for the fire alarm system shall receive a visual inspection semi-annually. In addition, each circuit in the system will be tested; this could be done by activating a single component on the circuit. Testing may be done in conjunction with the Facility s fire drills. All backup batteries for the fire alarm panel shall be replaced with new batteries annually during the month of December after contacting the Chief of Fire Services. Contractor shall be responsible for the repair and preventive maintenance of all Automation and Fire Systems end-to-end including, but not limited to, the following: PCU, CPU, Printer, Wide Carriage Printer Keyboard Type, Power supplies CPU and PCU, Annunciators, Smoke Detectors, both duct and area detectors. All backup batteries for the CPU shall be replaced during the first month of this contract to ensure system reliability. Contractor to supply all software required to maintain a complete Automation/Fire Alarm System and make changes, as requested by the Chief of Plant Operations. 5. Fire Alarm Systems A. Detector Types and Locations: (1) Ionization, product of combustion - all resident - occupied areas. All smoke detectors shall be tested; DTAC 17 & 20 - semi-annually. (2) Rate-of-rise - Nutritional Services building. 5/21/2015 3:44 PM p. 6

7 Exhibit A Contractor FV Page 5 of 10 (3) Heat Detectors - School. (4) Photo-electric - School & Activity Center. (5) Air Duct - All air/heating/ventilating systems, facility-wide. (6) Recall elevator smoke detectors. B. Inspection of Detectors Each automatic detector to be maintained in reliable operating condition. Periodic inspections and tests shall be made to ensure proper maintenance as specified herein. All smoke detectors to be tested semi-annually. C. Maintenance and Testing Maintenance and testing shall be performed in accordance with the National Fire Protection Association (NFPA), 2000 Edition Standard 72E and supplemented by the manufacturer s instructions and those of the authority having jurisdiction. D. Supervision of Detectors Detectors shall be under the supervision of responsible person, who shall cause proper tests to be made at specified intervals and have general charge of all alterations and additions. E. Test Notification For any tests, all persons who would automatically receive an alarm shall be notified in advance so that an unnecessary response does not occur. F. Smoke Detectors (1) To ensure that each smoke detector is operative, it shall be tested, in place, in accordance with NFPA Standard 72E. (2) Detector sensitivity shall be determined using: 1. A calibrated test method, or 2. The manufacturer s calibrated sensitivity test instrument, or 3. Other calibrated test method acceptable to the authority having jurisdiction. (3) All detectors identified to be outside the approved range of sensitivity shall be replaced. 5/21/2015 3:44 PM p. 7

8 Exhibit A Contractor FV Page 6 of 10 G. Heat/Rate of Rise Detectors One or more detectors on each signal-initiating circuit shall be tested at least semi-annually. Each detector shall be tested annually. H. Air Duct Detector Testing and Maintenance to consist of: 1. A visual inspection of the detector installation (including seals), to look for any mistreatment or modification of the device or its intended operation. 2. Using approved method, clean inside of sampling tubes to remove accumulated dust or dirt. The frequency of cleaning shall be semiannual. 3. Using smoke or substitute, a calibrated test method, perform a full functional test of the detector causing the detector to alarm and determine that proper operation occurs. This may be done by directly injecting the smoke or substitute into the detection sampling means. I. Fire/Smoke Damper 1. Contractor shall conduct an annual functional test of fire/smoke dampers that are tied to the fire alarm to verify that they operate as originally designed, and in accordance with the applicable State Codes, Regulations, and National Standards. 2. Any fire/smoke dampers found to be nonfunctional during annual test, contractor will notified the Fire Chief. The Fire Chief will submit a service order for the repair of the dampers. Once the service order has been approved, contractor will repair the nonfunctional dampers. J. Other fire alarm system devices to be tested in conjunction with smoke detector tests shall be: 1. Fire sprinkler flow switches and key activated fire alarm boxes. 2. Fire Control Panels (Local Fire alarm Only) located at: Simplex Panels - School, Homes 49 and 50 Fire Lite Panels - Telephone Operator s office Notifier Panel - Nutritional Services Notifier Panel - DTAC 40 Notifier Panel - DTAC 25 All fire alarm systems shall be restored to service as promptly as possible after each test. 5/21/2015 3:44 PM p. 8

9 Exhibit A Contractor FV Page 7 of Equipment List The following is a list of fire alarm equipment. While this list is from the best sources available, it is not conclusive. The Contractor shall be responsible for all parts of the Fire Alarm System from end-to-end connected to the Delta FIRE SMOKE DUCT LOCATION FS-20 ALARM PANEL DETECTORS DETECTORS ANUNCIATOR F 2 6 6X6 6X3 6+1 J 1 4 6X4 6X4 4+2 B X R&T Total Equipment List Duct Detectors The duct-type smoke detectors are ionization and photo-electric type mounted in/on. The air handling systems at various locations are as listed: 1. Edwards, Model #6450, located in Bldgs. J, L, M, O, P, Q, - Total Edwards, Model #6360-1, located in Bldg. B - Total: 16. Model EESL-824A, located in Bldg. B - Total: Pyrotronics, Model #DIA-10, R&T Bldg. - Total Notifier, Model #DH-20, Bldg. F - TOTAL: 4. The following is a list of maintained equipment, necessary to effect repairs on the Delta 1000 systems: HONEYWELL QTY COMPONENT DESCRIPTION PARTNUMBER 1 Central Processing Transmission Boards Unit - Honeywell DC Transmission Model #W1000A Baud Tone Transmission (C.P.U.) PROM Board Interrupt & Teletype Boards Microprocessor Board Input/Output Interface Cassette Interface Board RAM Board K Dynamic (Switch Replaces Addressable) Memory Power Supply Logic Power Supply Operators Terminal Control Logic Board Honeywell #W1001A Power Driver Board UART Interface Board /21/2015 3:44 PM p. 9

10 Exhibit A Contractor FV Page 8 of 10 Transmission Interface Board: DC (for DC1200) Transmission Power Supply Board Function Board Address Board Power Supply Power Supply Replacement Board Model W1008A 29 Data Gathering Panel, Model Series Temperature Sensor, Model L7092A 12 Temperature Sensor, Model L7095A 1 Temperature Sensor, Model L7093D 20 Relay, Model L482C 1 AJS Delta 1000 Upgrade AJS Smartchannel AJS Ramcram AJS Proprietary Software Pentium 4 Computer 8. Emergency Service Backup emergency service shall be provided 24 hours/day to minimize downtime. Contractor shall respond to any call for emergency service affecting the Central Processing Unit (C.P.U.), P.C.U., or any part of the Fire Alarm System function within two (2) hours and have the systems repaired within eight (8) hours, without exception. Failure to do so shall result in liquidated damages, as herein described. Contractor shall provide s Fire Chief with a telephone number where the Contractor can be reached 24 hours/day, 7 days/week, for emergency service. The Contractor shall be responsible for all repairs for which the cost shall be included in the contract with the exception of damage by water, storm or lighting. 9. Liquidated Damages Due to Facility Licensing, A.C.D.D., California State Fire Marshal, etc., requirements for fire alarm reporting and overall system integrity, the parties 5/21/2015 3:44 PM p. 10

11 Exhibit A Contractor FV Page 9 of 10 agree that the State would suffer substantial damage as the result of failure of the Contractor to finish the work on time, but it would be impracticable or extremely difficult to fix the actual damages and; therefore, the parties agree that a reasonable approximation of the actual damages to be suffered by the State is the sum of: A. Emergency service to the P.C.U., C.P.U., or any part of the Fire Alarm System shall be $ per hour for each hour the P.C.U., C.P.U., or any part of the Fire Alarm System does not function properly. To start eight (8) hours after the initial call by the Central Power Plant, Chief Engineer II, or persons representing this Facility from Office of Protective Services/Fire Services. B. Emergency service to other than the equipment listed in Paragraph (A) of this section shall be $ per day for each day systems do not function properly. To start (48) hours after notification of equipment failure. C. It is also agreed that these monies will be deducted from the payment to the Contractor. 10. Magnetic Door Holders Contractor shall maintain approximately 220 magnetic door holders that are connected to the fire alarm system. This includes conduits, door holders, and contact plates. Fairview shall provide all parts as needed. Magnetic door holders shall be repaired as required by the Project Representative. 11. Special Requirements A. Comply with all fire code regulations and all special regulations B. Perform all testing in accordance with the manufacturer's specifications and/or recommendations and regulatory agency requirements. C. Prepare and submit all reports on inspections, testing and service as required by the responsible regulatory agency. Provide a copy of those reports and proof of submittal upon request. D. This CONTRACT is intended to provide full maintenance and repair services required for the operation and maintenance, including software, of the fire system in order to meet the minimum requirements of the regulatory agency with jurisdiction over this facility. E. CONTRACTOR shall possess ten (l0) years experience in the type of work required by this CONTRACT. Experience must show that the CONTRACTOR has or is currently providing service of the type required on the specific equipment (manufacturer and model) covered by this CONTRACT. 5/21/2015 3:44 PM p. 11

12 Exhibit A Contractor FV Page 10 of 10 F. CONTRACTOR shall be licensed in accordance with Division 3, Chapter 9, of the Business and Professions Code of the State of California. (Valid C-IO & C-16 Licenses. CONTRACTOR shall also be Honeywell certified. 5/21/2015 3:44 PM p. 12

13 FAIRVIEW DEVELOPMENTAL CENTER 2501 Harbor Blvd. Costa Mesa, CA (714) (714) FAX May 21, 2015 FV Preventive Maintenance and Repair of Automation and Old Fire Alarm System Addendum I The following changes are to be incorporated to the Information for Bid for FV (Preventive Maintenance and Repair of Automation and Old Fire Alarm System). Information for Bid Page 2 of 11, Section A - Deleted 2 nd paragraph Attachment 3, Bid Proposal - Added the Administration, Auditorium and Work Activity Center to the list - Deleted Power Plant form the list. Sincerely, Katrina Opendo Contract Analyst Building Partnerships, Supporting Choices STATE OF CALIFORNIA S HEALTH AND HUMAN SERVICES AGENCY DEPARTMENT OF DEVELOPMENTAL SERVICES EDMUND G. BROWN JR., Governor 5/21/2015 3:44 PM p. 13

14 FAIRVIEW DEVELOPMENTAL CENTER 2501 Harbor Blvd. Costa Mesa, CA (714) (714) FAX INVITATION FOR BID Notice to Prospective Bidders May 14, 2015 You are invited to review and respond to this Invitation for Bid (IFB), entitled FV Preventative Maintenance & Repair of Old Automation & Fire Alarm System, effective July 1, 2015 through June 30, In submitting your bid, you must comply with these instructions. Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site If you do not have Internet access, a hard copy can be provided by contacting the person listed below. The DVBE Program Requirements are being waived in this solicitation. In the opinion of, this Invitation for Bid is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is: Javier Preciado, Fire Chief Office of Protective Services (714) Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum. "The effective date of this contract/amendment is either the start date or the approval date by the Department of General Services, whichever is later. No work shall commence until the effective date." Katrina Opendo Staff Services Analyst Building Partnerships, Supporting Choices STATE OF CALIFORNIA S HEALTH AND HUMAN SERVICES AGENCY DEPARTMENT OF DEVELOPMENTAL SERVICES EDMUND G. BROWN JR., Governor 5/21/2015 3:44 PM p. 14

15 IFB Number FV Page 1 of 11 Table of Contents Section Page A) Purpose and Description of Services... 2 B) Bidder Minimum Qualifications 2 C) Bid Requirements and Information 2 1) Key Action Dates 2 2) Mandatory Pre-bid Conference/Site Inspection 2 3) Submission of Bid.. 3 4) Evaluation and Selection 4 5) Award and Protest.. 4 6) Disposition of Bid ) Agreement Execution and Performance.. 5 D) Preference Programs. 5 Small Business Preference.. 5 E) Required Attachments 6 1) Required Attachment Check List 7 2) Bid/Bidder Certification Sheet. 8 3) Bid Proposal ) Bidder References 11 5) Payee Data Record (STD 204) 6) Contractor's Certification Clauses (CCC) (page 1) 7) Small Business Identification Questionnaire 8) Darfur Contracting Act ) Valid Honeywell Certification 10) General Liability Insurance Certificate 11) Secretary of State Business Entity Detail (if applicable) F) Sample Standard Agreement (STD 213) 1) Exhibit A, Scope of Work 2) Exhibit B, Budget Detail and Payment Provisions 3) Exhibit C, General Terms and Conditions 4) Exhibit D, Special Terms and Conditions, Policy Memorandum #423 5) Exhibit E, Sexual Harassment Prevention Policy Directive 6) Exhibit F, Statement of Assurance for Protection of Personal Information HIPAA Confidentiality Agreement 5/21/2015 3:44 PM p. 15

16 IFB Number FV Page 2 of 11 A) Purpose and Description of Services This contract consists of providing a preventive maintenance and repair contract for a computer based Automation and Fire Alarm System located at (FDC). The System is a Honeywell Alpha/Delta 1000 based system. Bidder Minimum Qualifications 1) Bidder must provide three references for services performed within the last five years. The Scope of Work should be similar to the scope in this Agreement. 2) Prospective bidder must be Honeywell certified. B) Bid Requirements and Information 1) Key Action Dates Event Date IFB available to prospective bidders May 14, 2015 Mandatory Pre-bid Conference/Site Inspection Final Date for Bid Submission Bid Opening May 19, 2:00 p.m. May 29, 2:00 p.m. May 29, 2:00 p.m. Notice of Intent to Award June 2, 2015 Proposed Award Date June 9, ) Mandatory Pre-bid Conference/Site Inspection a) A mandatory pre-bid conference/site inspection is scheduled at 2:00 p.m. on Tuesday, May 19, 2015, in the Small Classroom for the purpose of discussing concerns regarding this IFB. b) In the event a potential prime contractor is unable to attend the mandatory pre-bid conference/walkthrough, an authorized representative may attend on their behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a potential prime contractor at a mandatory pre-bid conference/walkthrough. "No bid will be accepted unless the bidder or his authorized representative was in attendance." c) For contractors who need assistance due to a physical impairment, a reasonable accommodation will be provided by the awarding agency upon request for the pre-bid conference/site inspection. Contractor must call DDS/ at (714) no later than the fifth working day prior to the scheduled date and time of the pre-bid conference to arrange for a reasonable accommodation. 5/21/2015 3:44 PM p. 16

17 IFB Number FV Page 3 of 11 3) Submission of Bid a) All bids must be submitted under sealed cover and sent to DDS/ by dates and times shown in Section C, Bid Requirements and Information, Item 1) Key Action Dates, (page 2). The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with "DO NOT OPEN", as shown in the following example: FV Preventative Maintenance and Repair of Automation & Fire Alarm System 2501 Harbor Blvd. Costa Mesa, CA DO NOT OPEN Bids not submitted under sealed cover may be rejected. A minimum of 1 copy of the bid must be submitted. b) All bids shall include the documents identified in Section E, Required Attachment Checklist (see page 7). Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements. c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm. d) Mail or deliver bids to the following address: U.S. Postal Service Deliveries Hand Deliveries (UPS, Express Mail, Federal Express) Attn: Accounting Department 2501 Harbor Blvd. Costa Mesa, CA e) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected. f) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement. g) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California. h) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet, page 8. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected. 5/21/2015 3:44 PM p. 17

18 IFB Number FV Page 4 of 11 i) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered. j) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline. k) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package. l) The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement. m) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements. n) 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 agreement amount will be made due to a lack of careful examination of work sites and specifications. o) The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State s General Terms and Conditions (GTC) are not negotiable. p) No oral understanding or agreement shall be binding on either party. 4) Evaluation and Selection a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB. b) The State will evaluate each bid to determine its responsiveness to the published requirements. c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected. d) Award if made, will be to the lowest responsive responsible bidder. 5) Award and Protest a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement. b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement. 5/21/2015 3:44 PM p. 18

19 IFB Number FV Page 5 of 11 c) If any bidder, prior to the award of agreement, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA and on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter. d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7 th Floor, Suite 7-330, West Sacramento, California A copy of the detailed written statement should be mailed to the awarding agency. It is suggested that you submit any protest by certified or registered mail. e) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections and This form can be found on the Internet at under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to the awarding agency. f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years. 6) Disposition of Bids a) Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. b) Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency. 7) Agreement Execution and Performance a) Performance shall start not later than the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor. b) All performance under the agreement shall be completed on or before the termination date of the agreement. D) Preference Programs Small Business Preference: 5/21/2015 3:44 PM p. 19

20 IFB Number FV Page 6 of 11 E) Required Attachments Refer to the following pages for additional Required Attachments that are a part of this agreement. 5/21/2015 3:44 PM p. 20

21 IFB Number FV Page 7 of 11 ATTACHMENT 1 REQUIRED ATTACHMENT CHECK LIST A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or X next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package also. Attachment Attachment Name/Description Attachment 1 Required Attachment Check List Attachment 2 Bid/Bidder Certification Sheet Attachment 3 Bid Proposal Attachment 4 Bidder References Attachment 5 Payee Data Record (STD 204) Attachment 6 Contractor Certification Clauses (CCC 307) Attachment 7 Small Business Identification Questionnaire Attachment 8 Darfur Contracting Act 2008 Attachment 9 Valid Honeywell Certification Attachment 10 General Liability Insurance in accordance with the contract requirement as described in Exhibit D, Page 2-3, Section 10 of the attached sample contract. Attachment 11 If applicable, Business Entity Detail from the Secretary of State Corporation portal Must have an Active status to provide service with the State. Go to to print the entity detail. 5/21/2015 3:44 PM p. 21

22 IFB Number FV Page 8 of 11 ATTACHMENT 2 BID/BIDDER CERTIFICATION SHEET This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package in duplicate with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions. Do not return Section C, Bid Requirements and Information (pages 2 through 6) nor the "Sample Agreement" at the end of this IFB. A. Our all-inclusive bid is submitted as detailed in Attachment 3, Bid Proposal (pages 10 and 11). B. All required attachments are included with this certification sheet. C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification. An Unsigned Bid/Bidder Certification Sheet May Be Cause For Rejection 1. Company Name 2. Telephone Number 2a. Fax Number ( ) ( ) 3. Address Indicate your organization type: 4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number: 7. Federal Employee ID No. (FEIN) 8. California Corporation No. 9. Indicate applicable license and/or certification information: 10. Bidder s Name (Print) 11. Title 12. Signature 13. Date 14. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as: a. California Small Business b. Disabled Veteran Business Enterprise Yes No Yes No If yes, enter your service code below: If yes, enter certification number: NOTE: A copy of your Certification is required to be included if either of the above items is checked Yes. Date application was submitted to OSDC, if an application is pending: 5/21/2015 3:44 PM p. 22

23 Completion Instructions for Bid/Bidder Certification Sheet Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below. IFB Number FV Page 9 of 11 Item Numbers Instructions 1, 2, 2a, 3 Must be completed. These items are self-explanatory. 4 Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business. 5 Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit. 6 Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals. 7 Enter your federal employee tax identification number. 8 9 Enter your corporation number assigned by the California Secretary of State s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California. Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured. 10, 11, 12, Must be completed. These items are self-explanatory. If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDC. 5/21/2015 3:44 PM p. 23

24 IFB Number FV Page 10 of 11 ATTACHMENT 3 BID PROPOSAL Preventative Maintenance and Repair of Automation and Fire Alarm System In Accordance with your invitation for bid for the maintenance and repair of computer based automation and fire alarm systems located at, I hereby propose to perform the work specified and described during the term of July 1, 2015 through June 30, 2017, for the following prices. Building Building Square Footage # of Smoke Detectors # of Heat Detectors # of Key Stations # of Duct Detectors FACP Annunciators Dampers Monthly Price Administration 25, $ $ Auditorium 15,707 1 $ $ Laundry $ $ Plant Operations & Warehouse 23, $ $ Residence 25 19, $ $ Residence 26, 27 28, $ $ Residence 32, 33 28, $ $ Residence 34, 35 28, $ $ Residence 40 19, $ $ Transition Housing 47, 48, 49, 50 5, $ $ Work Activity Center 27, $ $ Total Bid Amount $ Total 24 Months Price Vendor's Name Representative's Signature The actual cost quoted above by the bidder shall be binding for the term of the Agreement. Billing Cycle: Monthly Note: All services performed are paid in arrears according to billing cycle indicated above. 5/21/2015 3:44 PM p. 24

25 IFB Number FV Page 11 of 11 ATTACHMENT 4 BIDDER REFERENCES Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive. List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract. REFERENCE 1 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided REFERENCE 2 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided REFERENCE 3 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided 5/21/2015 3:44 PM p. 25

26 Question and Answers for Bid #FV Preventative Maintenance & Repair of Old Automation & Fire Alarm System 5 Overall Bid Questions There are no questions associated with this bid. Question Deadline: May 26, :00:00 AM PDT 5/21/2015 3:44 PM p. 26 6