STATE OF CALIFORNIA DEPARTMENT OF VETERANS AFFAIRS Post Office Box 942895 Sacramento, California 94295-0001 (916) 653-2374 ARNOLD SCHWARZENEGGER, Governor INVITATION FOR BID Notice to Prospective Bidders July 19, 2010 You are invited to review and respond to this Invitation for Bid (IFB), entitled Fire Alarm Maintenance, Inspection & Testing Services 10520011. In submitting your bid, you must comply with these instructions. Please adhere to the dates and times as indicated within this solicitation. All bids are due by the date and time as indicated in Section G) 1) Time Schedule, page 6. Any bids received after the Final Date for Bid Submission as indicated on page 6, will be deemed non-responsive. 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 www.ols.dgs.ca.gov/standard+language. If you do not have Internet access, a hard copy can be provided by contacting the person listed below. A state agency shall require a company that submits a bid or proposal with respect to a contract for goods or services that currently or within the previous three years has had business activities or other operations outside of the United States, to certify that the company is not a scrutinized company. (PCC 10478(a)). A scrutinized company means a company in Sudan that is involved in power production activities, mineral extraction activities, oil-related activities, or the production of military equipment. (PCC 10476) A scrutinized company is ineligible to, and shall not, bid on or submit a proposal for a contract with a state agency for goods or services. (PCC 10477(a)) In the opinion of Department of Veterans Affairs, 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: Dawn DiBartolo Department of Veterans Affairs Contract Office 1227 O Street, Room 100 Sacramento, CA 95814 916-653-2374 dawn.dibartolo@cdva.ca.gov Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 1 of 38 Table of Contents A) Purpose and Description of Services...2 B) Contract Term...2 C) Location for Performance of Work...2 D) Bidder Minimum Qualifications...2 E) References...2 F) Scope of Work... 3 G) Bid Requirements and Information...6 1) Key Action Dates...6 2) Mandatory Pre-Bid Conference...6 H) Submission of Bid...7 I) Evaluation and Selection...8 J) Award and Protest...8 K) Disposition of Bids...9 L) Agreement Execution and Performance...9 M) Preference Programs...10 N) Required Attachments...10 REQUIRED ATTACHMENT CHECK LIST...12 BID/BIDDER CERTIFICATION SHEET...13 COST SHEET...15 SUBCONTRACTORS LIST...16 BIDDER REFERENCES...17 DVBE PARTICIPATION FORMS & INSTRUCTIONS...18 BIDDER DECLARATION...22 DARFUR CONTRACTING ACT CERTIFICATION...24 SAMPLE DOCUMENTS OF: STANDARD AGREEMENT...26 SCOPE OF WORK...27 BUDGET DETAIL AND PAYMENT PROVISIONS...31 GENERAL TERMS & CONDITIONS...32 SPECIAL TERMS AND CONDITIONS...33
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 2 of 38 A) Purpose and Description of Services This solicitation is to contract for the performance of Fire Alarm Maintenance, Inspection, & Testing Services and Special Hazard/Gas Suppression (Halon) Fire Alarm System Testing / Inspection / Maintenance Services located at the Department of Veterans Affairs Building 1227 O Street Sacramento CA 95814. The Contractor is responsible for providing all permits, equipment, materials, properly certified trainers and all other labor to perform the requirements set forth in this contract. See Scope of Work for a complete description of services. B) Contract Term The anticipated term of the Agreement shall be from October 1, 2010 or Upon Approval, whichever is later, through and including June 30, 2013. C) Location for Performance of Work Work will be performed at the Department of Veterans Affairs Building, 1227 O Street, Sacramento, CA 95814. D) Bidder Minimum Qualifications 1. Must be legally authorized to do business in the State of California, and all required permits, and licenses must be in full force at the time the submission is made and throughout the term of the Agreement. 2. Bidder must have at least three (3) years of experience with inspecting, testing, maintaining and repairing fire alarm systems and providing Fire Alarm Maintenance services on Gamewell Fire Panel Systems. Further, the bidder must be properly certified and licensed to conduct the services herein described and possess: a. A valid C-10 (Electrical) and / or C-16 (Fire Protection) Contractors license. b. Technicians, trained, knowledgeable and qualified to service, maintain, and program all Gamewell Fire Panel Systems and components. 3. Further, bidders must meet all other qualifications and certifications required in this solicitation. Bidders shall have all necessary equipment and qualified personnel to perform the solicitation s Scope of Work outlined in Exhibit A. E) References Bidder must submit with the bid a list of at least three (3) references (Attachment 5) from customers for whom bidder has provided services, similar to those services required herein, within the last five (5) years. For each reference, bidder must provide the dates of service, type of service, the name of the person most familiar with the services provided, the company s name, address, and telephone number. References will be contacted by the State to verify qualifications as specified in this solicitation. References must provide information relating to work which the bidder has provided that demonstrates the bidder s responsibility, experience, capacity to perform the services required in the solicitation, and meet the minimum qualifications as stated above. If references are not legible with names and/or phone numbers and/or cannot be reached, the bid shall be deemed not responsive and rejected. If references obtained by the State are not favorable, the State may reject the bid.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 3 of 38 F) Scope of Work 1. Contractor agrees to provide California Department of Veterans Affairs, hereinafter the State, with Fire Alarm System Maintenance, Inspection, and Testing Services and Special Hazard/Gas Suppression (Halon) Fire Alarm System Testing / Inspection / Maintenance Services. Services shall be provided at the Department of Veterans Affairs, hereinafter the State, located at 1227 O Street, Sacramento California, 95814. 2. The Contract Managers are responsible for the administration of this Agreement and for responding to contractual inquiries pertaining to the governing provisions of the Agreement during the term of this Agreement. The Contract Managers will be: Department of Veterans Affairs (Contractor) Name: Jack Lahann Name: Contract Manager Address: 1227 O Street, Room 100 Sacramento, CA 95814 Address: Phone: (916) 653-2557 Phone: ( ) Fax: (916) 653-2421 Fax: ( ) 3. Contract Managers may be changed by issuing a 20-day prior written notification and shall not require a formal amendment to this Agreement. The notifying party shall provide complete contact information for the replacement Contract Manager including, name, title, mailing address, phone and fax number, and email address. 4. Contractor shall perform full maintenance (FM) of the Gamewell Fire Alarm System. 5. Contractor shall perform semi-annual inspection/testing/maintenance services on the Special Hazard/Gas Suppression (Halon) Fire Alarm System, located on the 6 th floor of the building. 6. Full Maintenance (FM) is defined as any maintenance required to keep system(s) operational including but not limited to parts replacement with new components and unlimited emergency service including all labor and materials at no additional cost to the State, with the exception of refilling suppression gas tank. 7. FM shall include furnishing all labor, equipment, materials and parts to perform the service of FM, repair inspection and maintenance of all Special Hazard/Gas Suppression (Halon) Fire Alarm Systems in the building. FM shall include furnishing all labor, equipment, materials and parts to perform the service of FM, repair inspection and maintenance of all Gamewell Fire Alarm Systems in the building. The work includes, but is not limited to, inspections, cleaning, lubricating, adjusting, testing, repairing, programming and parts replacement necessary to keep all systems in service at no additional cost to the State. Services and Components shall include, but are not limited to, the following: A) Annual inspection of the Gamewell Fire Alarm Panel Suppression Detection System, test, inspect, and labor. B) Annual inspection and testing of all smoke detectors in the building. C) Annual inspection and testing of all pull stations. D) Annual inspection and testing of all audio/visual units. E) Annual inspection and testing of all door holders.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 4 of 38 F) Semi-Annual inspection of the Class II Domestic Supplied 1.5 Fire Hose Station in accordance with NFPA 25. G) Quarterly test and inspection of the Fire Sprinkler System (Wet Pipe); inspection is to include one Riser, Tamper Flow. H) Any other components connected to the system not listed herein, but required for system operation. 8. Inspection, testing and maintenance shall be done in accordance with NFPA 10, current State Fire Marshal adopted edition with State Amendment and Manufactures Specification. 9. Veterans Affairs requires all testing and inspections and maintenance, Annual, Semi-Annual and Quarterly, be done by one contractor; no subcontractors are to be used; however, it is acceptable to use subcontractors for the purchase of necessary parts under this Agreement. 10. Contractor shall, before performing any inspections, testing, maintenance on the system(s), notify the Office of Procurement & Contracting (OPC) and the Central Station to prevent unnecessary response, and at the conclusion of the work notify that the Contractor has concluded the work. 11. Contractor shall have two (2) technicians on site performing inspections, testing or maintenance of the Fire Alarm System(s). One person shall be stationed at the Gamewell Fire Alarm System Panel monitoring testing. The other technician will conduct visual and electronic testing of all fire alarm related equipment. 12. Contractor shall attach stickers to all equipment, with the initials of the technician and date and type of service performed. 13. Contractor s personnel shall be fully trained and knowledgeable about all components and manufacturers of equipment used and able to perform inspections, testing and maintenance. 14. Contractor shall provide a technician to meet with the Deputy Fire Marshal to verify that the system(s) is operational and meets code. If a meeting is needed with the Fire Marshal, the contractor shall be given a forty- eight-hour notice prior to the scheduled meeting. 15. Contractor shall check with the OPC prior to commencing work and shall turn in a written report summarizing work performed. Written report shall include location and the description of work performed, and shall be turned in to the Contract Manager before leaving. 16. Contractor shall perform FM during regular business hours Monday through Friday 9:00 am to 3:30 pm, on workdays mutually agreeable to the Contractor and Veterans Affairs (OPC). Testing of the horns to be performed Monday through Friday at 6:30 am, unless otherwise scheduled by the OPC. 17. Contractor shall provide evidence of approval of plans, specification and / or listed components by the State Fire Marshal prior to any modification or replacement of any alarm system device. 18. Any requirement by the State Fire Marshal or CDVA to modify the system due to construction, change in the occupancy, or additional code requirements shall be the responsibility of the State. 19. Emergency Calls and Call Back Services shall be included in the price of the Agreement and shall include holidays, weekdays, and overtime. Contractor shall maintain a twenty- four (24) hour, seven (7) days a week system to receive Emergency Calls and Call Back Service requests, and shall be able to be on the premises within four (4) hours after receiving the call. 20. System(s) shall be rendered fully operational before technician(s) leave(s) the Department of Veterans of Affairs 1227 O Street after responding to Emergency Calls or Call Back Service requests. In
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 5 of 38 the event the systems(s) cannot be fully operational, the technician (s) shall notify the OPC of the status. 21. Contractor shall maintain qualified technicians and a readily available supply of parts and equipment to complete repairs within a twenty-four hour period. This shall include emergency calls, call back service, and FM. 22. Prevailing Wages a) In accordance with the provisions of Section 1770 of the Labor Code, the Department has ascertained that the general prevailing rates of wages applicable in the County of Sacramento are those rates established and published by the Director of Industrial Relations, http://www.dir.ca.gov/dlsr/pwd/apprentice.htm b) The Notice to Contractors stipulates the prevailing wage rates are applicable to the classes of labor to be used on this project. c) Pursuant to Labor Code Section 1776 completed certified payroll reporting forms for all workers involved in this project shall be submitted to the Contract Manager prior to the authorization of any payment for work under this contract. 23. List of Devices 7 fl Penthouse Smoke Detector - 1 Heat Detector 11 6 th floor Pull Stations 2 Smoke Detector 30 5 th floor Pull Stations 2 Smoke Detector 36 4 th Floor Pull Station 2 Smoke Detector 33 3 rd Floor Pull Station - 2 Smoke Detector 32 Heat Detector 6 2 nd Floor Pull Station 2 Smoke Detector 33 1 st Floor Pull Station 2 Smoke Detector 40 Water Flow 1 Tamper/ PIV - 1 STROBE AND HORN DEVISES GARAGE - 1 1 ST FLOOR 11 2 ND FLOOR 10 3 rd FLOOR 10 4 th FLOOR 10 5 TH FLOOR 10 6 TH FLOOR 10 PENTHOUSE 1 HELON STROBS 4 HOSE STATIONS PENTHOUSE 1 6 TH FLOOR 3 5 TH FLOOR 3 4 TH FLOOR 3 3 RD FLOOR 3
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 6 of 38 2 ND FLOOR 3 1 ST FLOOR - 4 24. All plans, specifications, inspection and test results, recommendations, components, written summary reports, and all other information pertinent to the continued maintenance and testing of the Gamewell Fire Alarm System located at the 1227 O Street, Sacramento, CA 95814, and all other systems and panels that interface, shall become and remain the property of the State. G) Bid Requirements and Information 1. Time Schedule: Below are the key events and time schedule for this bid solicitation: Key Event Date Time Bid Package Available to Prospective Bidders July 19, 2010 MANDATORY PRE-BID CONFERENCE July 27, 2010 10:30 A.M. Bids Due August 10, 2010 3:00 P.M. Bid Opening August 10, 2010 3:15 P.M. Notice of Intent to Award August 13, 2010 Anticipated Contract Start Date October 1, 2010 2. Mandatory Pre-Bid Conference A Mandatory Pre-Bid Conference and site inspection will be held at 10:30 A.M. on July 27, 2010. The Mandatory Pre-Bid Conference will be held at the Department of Veterans Affairs, 1227 O Street, Sacramento, CA 95814 in the 3 rd Floor Break Room. You must attend this conference, or have attended a conference for this particular service within the past six (6) months, in order to submit a bid. Any questions regarding this solicitation for bid, as well as a tour of the facility, will be answered at the Mandatory Pre-Bid Conference. You must attend the conference in order to better gauge the range and extent of the work involved, which may assist you in determining your final bid amount. Any general questions regarding this solicitation may be directed to the Contract Analyst, Dawn DiBartolo, at (916) 653-2374 or at the following email address: dawn.dibartolo@cdva.ca.gov. Follow-up Site Inspection: If a follow-up site inspection is necessary, the Contract Manager as indicated on page 3 of this solicitation, or his designee, will arrange it. Only Contractors who attended a Pre-Bid Meeting will be allowed to attend the follow-up site inspection. Plans/Specifications: All specifications are contained in this solicitation. Prospective bidders may obtain copies of this solicitation by calling or emailing a request to the Contract Analyst as noted above.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 7 of 38 H) Submission of Bid 1. All bids must be submitted under sealed cover and sent to Department of Veterans Affairs (CDVA) by dates and times shown in Section G, Bid Requirements and Information, Item 1) Key Action Dates, (page 6). 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: Your Firm Name Your Street Address/PO Box # Your City, State and Zip Code IFB 10520011 Attention: Dawn DiBartolo Department of Veterans Affairs Contract Office 1227 O Street, Room 100 Sacramento, CA 95814 DO NOT OPEN Bids not submitted under sealed cover may be rejected. Only the original bid is required with your submission. No copies are required. Mail or deliver bids to the following address: Department of Veterans Affairs Contract Office, 1227 O Street, Room 100 Sacramento, CA 95814 2. All bids shall include the documents identified in Required Attachment Checklist (see Attachment 1). Bids not including the proper required attachments" shall be deemed non-responsive. A nonresponsive bid is one that does not meet the basic bid requirements. 3. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm. 4. 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. 5. 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 immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the Agreement. 6. Costs for developing bids and in anticipation of award of the Agreement is entirely the responsibility of the bidder and shall not be charged to the State of California. 7. An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet, (see Attachment 2). The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 8 of 38 8. 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. 9. 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. 10. 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. 11. The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement. 12. Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements. 13. 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. 14. 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. The GTC may be viewed at Internet site www.dgs.ca.gov/contracts. 15. No oral understanding or agreement shall be binding on either party. I) Evaluation and Selection 1. The public bid opening will be at the California Department of Veterans Affairs - Headquarters Building - 1227 O Street - Room 100, Sacramento, California 95814. You will be asked to show a valid photo ID card before signing into the building. Please contact the Contract Analyst, Dawn DiBartolo at (916) 653-2374 or via email at dawn.dibartolo@cdva.ca.gov if you plan on attending the Bid Opening. 2. 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. 3. The State will evaluate each bid to determine its responsiveness to the published requirements. 4. 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. 5. Award if made, will be to the lowest responsive responsible bidder. J) Award and Protest 1. 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 five (5) working days prior to the award of the agreement.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 9 of 38 2. 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. 3. If any bidder, prior to the award of agreement, files a protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7 th Floor, Suite 7-330, West Sacramento, CA 95605 and the Department of Veterans Affairs 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. 4. 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 95605. 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. 5. 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 18662 and 26131. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to the awarding agency. 6. 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 www.dgs.ca.gov/contracts. This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years. K) Disposition of Bids 1. 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. 2. Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency. L) Agreement Execution and Performance 1. A person who is authorized to legally bind the awarded Contractor Contractually shall sign the contract and execute the required number of copies of the Contract documents and return them within ten (10) working days. The Contract will not be of any force or effect until fully approved. 2. 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. 3. All performance under the agreement shall be completed on or before the termination date of the agreement.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 10 of 38 M) Preference Programs The standard contract language for the preference programs can be found at the Internet web sites listed below: 1) Small Business Preference www.pd.dgs.ca.gov/smbus/sbcert.htm 2) Target Area Contract Preference Act (TACPA) www.pd.dgs.ca.gov/edip/tacpa.htm 3) Local Agency Military Base Recovery Area (LAMBRA) Act www.pd.dgs.ca.gov/edip/lambra.htm 4) Enterprise Zone Act (EZA) www.pd.dgs.ca.gov/edip/eza.htm N) Required Attachments The Disabled Veteran Business Enterprise (DVBE) Participation Program was established to acknowledge disabled veterans for their service and to further DVBE participation in state contracting, promote competition and encourage greater economic opportunity. When DVBE requirements are made mandatory in a solicitation, the State has established a DVBE participation goal of at least three percent (3%). If the minimum (3%) is not met, the bid package will be deemed non-responsive and rejected. An explanation of the Disabled Veteran Business Enterprise Participation Program (DVBE) requirements can be found at the Internet web site www.pd.dgs.ca.gov/dvbe/default.htm. This site contains information regarding program eligibility (Select DVBE Certification Benefits and Eligibility Requirements ). The DVBE Resource Packet contains publications that may be used to find DVBE vendors. The DVBE resource package can be found at the Internet website http://www.pd.dgs.ca.gov/publications/default.htm#osdc. Additionally, if this solicitation contains a DVBE requirement, Bidders are required to complete the Bidder Declaration. It can also be found at http://www.documents.dgs.ca.gov/pd/delegations/gspd105.pdf. DVBE INCENTIVE: If the solicitation does not include mandatory DVBE participation, in accordance with Military and Veterans Code 999.5(a) an incentive will be given to bidders who meet the DVBE requirements, either through achieving the minimum DVBE participation, or achieving less than the minimum DVBE participation. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State. The following scale will apply to bids achieving DVBE participation requirements. Confirmed DVBE Participation of: DVBE Incentive Percentage: 4% and above 5% 3% up to 4% 3% 2% up to 3% 2% 1% up to 2% 1%
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 11 of 38 Application of the DVBE incentive cannot displace a California certified Small Business. An explanation of the DVBE Incentive can be found at the Internet web site http://www.pd.dgs.ca.gov/dvbe/dvbeincentive. DVBE participation is encouraged but NOT mandatory for this solicitation. CDVA SB/MB/DVBE Advocate is Paul Fillingame at 916-651-3064, paul.fillingame@cdva.ca.gov Contractor understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC 999.9; Public Contract Code (PCC) 10115.10, or PCC 4110 (applies to public works only). Pursuant to Government Code 14841, upon completion of the contract for which a commitment to achieve small business (SB) or DVBE participation goals was made, the contractor shall report to the awarding department the actual percentage of SB/DVBE participation that was achieved. Refer to the following pages for additional Required Attachments that are a part of this agreement.
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 12 of 38 Bidder s Company Name: 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 Attachment 2 Attachment 3 Attachment 4 Attachment 5 Attachment 6 Required Attachment Checklist Bid/Bidder Certification Sheet Bid Cost Sheet Subcontractors List Bidder References CDVA 840 Disabled Veterans Business Enterprise Participation Forms & Instructions If Applicable GSPD-05-105 Bidder s Declaration If Applicable Attachment 7 Darfur Contracting Act Certification
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 13 of 38 BID/BIDDER CERTIFICATION SHEET ATTACHMENT 2 This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions. Do not return Sections A through N, (pages 2 through 11) or the "Sample Documents" at the end of this IFB. Our all inclusive bid is submitted as detailed in Attachment 3, Cost Sheet. A. All required attachments are included with this certification sheet. B. I have read and understand the DVBE participation requirements and have included documentation demonstrating that I have met the participation goals. 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 E-mail Address: 5. Partnership Indicate your organization type: 4. Sole Proprietorship 6. Corporation 6a. L.L.C. Limited Liability 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 as: a. California Small Business Enterprise b. Disabled Veteran Business Enterprise Yes No Yes No If yes, enter certification number: 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 OSBCR, if an application is pending:
Fire Alarm Maintenance, Inspection & Testing Services 10520011 Page 14 of 38 Completion Instructions for Bid/Bidder Certification Sheet Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below. Item Number s 1, 2, 2a, 3 Instructions 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, 6a 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. Or a Limited Liability Corporation 7 Enter your federal employee tax identification number. 8 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. 9 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, 13 Must be completed. These items are self-explanatory. 14 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 OSBCR.
Fire Alarm Testing and Maintenance Services 10520011 Page 15 of 38 ATTACHMENT 3 COST SHEET (NOTE: Cost sheet will become part of actual contract in Exhibit B, Budget Details). The undersigned Contractor hereby proposes to furnish all labor, parts, equipment and materials to perform the Fire Alarm Maintenance, Inspection, and Testing Services from October 1, 2010 or upon approval which ever is later, through June 30, 2013 at the Department of Veterans Affairs located at 1227 O Street, Sacramento, California, 95814 in accordance with the specifications and provisions received with the Bid Solicitation. Cost for Year 1: Cost for Year 2: Cost for Year 3: $ $ $ Parts & Materials $ 5,000.00 Total cost for three-year term of contract: $ Bid prices will be valid for 90 days after the bid opening date. This Cost Sheet MUST be signed and returned along with all the Required Attachments as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with solicitation instructions. Billing cycle: Monthly, in arrears, upon the State Contract Manager s receipt and approval of itemized invoices. Company Name Company Representative s Name (Printed) Company Representative s Signature Date
Fire Alarm Testing and Maintenance Services 10520011 Page 16 of 38 ATTACHEMNT 4 SUBCONTRACTOR LIST The Prime Contractor shall not substitute a subcontractor listed below unless the provisions of Public Contract Code Section 4107 or 4107.5 apply and a hearing is held, if required. All DVBE subcontractors/vendors must be listed or Bid will be deemed non-responsive. NAME OF SUBCONTRACTOR LICENSE TYPE LICENSE NUMBER WORK DESCRIPTION CONTRACT % / COST 1 % $ 2 % $ 3 % $ 4 % $ 5 % $ 6 % SUBCONTRACTOR TOTAL: $ % $
Fire Alarm Testing and Maintenance Services 10520011 Page 17 of 38 Bidder s Company Name: ATTACHMENT 5 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 of similar types of services performed within the last five years. If three references cannot be provided, please explain why on an attached sheet of paper. REFERENCE 1 Name of Firm Street Address City State Zip Code Contact Person Email Address Dates of Service Brief Description of Service Provided Telephone Number Cell Number Value or Cost of Service REFERENCE 2 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Cell 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 Email Address Cell Number Dates of Service Value or Cost of Service Brief Description of Service Provided
ATTACHMENT 6 CALIFORNIA DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM REQUIREMENTS (Revision Date 7/1/09) Please read the requirements and instructions carefully before you begin. AUTHORITY: The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), 10115 et seq., Military and Veterans Code (MVC), 999 et seq., and California Code of Regulations (CCR), Title 2, 1896.60 et seq. The minimum DVBE participation goal is 3% when DVBE goals are deemed mandatory. INTRODUCTION: The bidder must complete the identified forms and fully document options A, in this document to comply with this solicitation s DVBE program requirements. Bids or proposals (hereafter called bids ) that fail to submit all required forms and fully document and meet the DVBE program requirement shall be considered non-responsive, if requirements are deemed mandatory. Information submitted by the intended awardee to comply with this solicitation s DVBE requirements will be verified by the State. If evidence of an alleged violation is found during the verification process, the State shall initiate an investigation, in accordance with the requirements of the PCC 10115, et seq., and MVC 999 et seq., and follow the investigatory procedures required by the CCR 1896.80. Contractors found to be in violation of certain provisions may be subject to loss of certification, penalties and/or contract termination. Only State of California, Office of Small Business and DVBE Services (OSDS), certified DVBEs (hereafter called DVBE ) who perform a commercially useful function relevant to this solicitation, may be used to satisfy the DVBE program requirements. The criteria and definition for performing a commercially useful function are contained herein on the page entitled Resources & Information. Bidders are to verify each DVBE subcontractor s certification with OSDS to ensure DVBE eligibility. To meet the DVBE program requirements, bidders must complete and fully document the following compliance option when requirements are mandatory: Option A - Commitment to full DVBE participation - For a bidder who is a DVBE or who is able to meet the commitment to use identified certified DVBE(s) to fulfill the full DVBE participation goal. OPTION A COMMITMENT -- Commit to meet or exceed the DVBE participation requirement in this solicitation by Method A1 (bidder is a California certified DVBE) or A2 (bidder is not a California certified DVBE). Bidders must document DVBE participation commitment by completing and submitting the attached Documentation of Disabled Veteran Business Enterprise Program Requirements (CDVA. 840) and the Bidder Declaration (GSPD-05-105) located elsewhere within the solicitation document. Failure to complete and submit the required forms as instructed shall render the bid non-responsive. At the State s option prior to award of the contract, a written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. As directed by the State, the written confirmation must be signed by the bidder and the DVBE subcontractor(s). The written confirmation may request information that includes but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment, and total amount to be paid to the DVBE. If further verification is necessary, the State will obtain additional information to verify the above requirements. Page 18 of 38
CA DVBE PR (REV. 9-15-2003) Method A1. Certified DVBE bidder: a. Commit to performing at least 3% of the contract bid amount (unless otherwise specified) with the prime bidder s firm or in combination with another DVBE(s). b. Document option intention on the CDVA 840 (Section A) and document DVBE participation on the Bidder Declaration GSPD-05-105. c. At the State s option a DVBE bidder working in combination with other DVBEs shall submit proof of its commitment by submitting a written confirmation from the DVBE(s) identified as a subcontractor on the Bidder Declaration. When requested, the document must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for bid rejection. Method A2. Non-DVBE bidder: a. Commit to using certified DVBE(s) for at least 3% (unless otherwise specified) of the bid amount. b. When a bidder commits to less than the required 3% DVBE participation or its commitment may fall below 3% bidder will not be given any incentive points c. Document option intention on the CDVA 840 (Section A) and document DVBE participation on the Bidder Declaration GSPD-05-105. d. At the State s option prior to contract award, a bidder is to submit proof of its commitment by submitting a written confirmation from each DVBE identified as a subcontractor on the Bidder Declaration GSPD-05-105. The awarding department contracting official named in the solicitation may contact each listed DVBE, by mail, fax or telephone, for verification of the bidder s submitted DVBE information. When requested, the document must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for bid rejection. STATE: RESOURCES AND INFORMATION Contact the Department of General Services, Procurement Division (DGS-PD), Office of Small Business and DVBE Services (OSDS), to obtain a list of certified DVBEs by telephone at (916) 322-5060 for the 24-hour automated telephone system or (916) 375-4940 for the receptionist during normal business hours. This information can also be obtained by searching the online database at www.pd.dgs.ca.gov/smbus. Begin by selecting Certified Firm Inquiry Services and then search by using either the Keyword Search or the Standard Query options. FEDERAL: Search the U.S. Small Business Administration s (SBA) Central Contractor Registration (CCR) on-line database at www.ccr.gov/ to identify potential DVBEs and click on the "Dynamic Small Business Search" button. Search options and information are provided on the CCR Dynamic Small Business Search site. First time users should click on the help button for detailed instructions. LOCAL: For a list of local DVBE organizations, please refer to the DVBE Resource Packet that may be accessed online (www.pd.dgs.ca.gov/smbus - select DVBE Resource Packet ) or obtain a hardcopy by requesting it from DGS-PD Office of Small Business and DVBE Services (see the Resources & Information page provided herein). The Bidders Declaration (GSPD-05-105) MUST be included with the bid; failure to submit these documents shall render your bid non-responsive if requirements are mandatory. Page 19 of 38
CA DVBE PR (REV. 9-15-2003) RESOURCES AND INFORMATION For questions regarding bid documentation requirements, contact the contracting official at the awarding department for this solicitation. In accordance with Public Contract Code Section 10115.2(b)(3), bidders must advertise in trade and focus publications unless the requirement is waived. The Department of General Services, Procurement Division (DGS-PD) publishes a list of trade and focus publications to assist bidders in meeting these contract requirements. To obtain this list, please contact the DGS-PD Office of Small Business and DVBE Services and request the DVBE Resource Packet. U.S. Small Business Administration (SBA): Use the Central Contractor Registration (CCR) on-line database. Internet contact only Database: www.ccr.gov/. FOR: Service-Disabled Veteran-owned businesses in California (Remember to verify each DVBE s California certification.) Local Organizations (see the DVBE Resource Packet available from DGS-PD DVBE Program Section listed below) DGS-PD Office of Small Business and DVBE Services (OSDS) 707 Third Street, Room 1-400, West Sacramento, CA 95605 Website: www.pd.dgs.ca.gov/smbus 24-hour automated information & document requests: (916) 322-5060 Receptionist: (916) 375-4940 Fax: (916) 375-4950 DGS-PD Office of Small Business and DVBE Services 707 Third Street, Room 1-400, West Sacramento, CA 95605 Voice, 8 am-5 pm: (800) 559-5529 Fax: (916) 375-4597 FOR: List of potential DVBE subcontractors FOR: Directory of Certified DVBEs Certification Applications Certification Information Certification Status, Concerns FOR: DVBE Program Participation Requirements DVBE Program Info. and Statewide Policy DVBE Resource Packet DVBE Business Utilization Plan Small Business/DVBE Advocates Commercially Useful Function Definition California Code of Regulations, Title 2, 1896.61(l): The term "DVBE contractor, subcontractor or supplier" means any person or entity that satisfies the ownership (or management) and control requirements of 1896.61(f); is certified in accordance with 1896.70; and provides services or goods that contribute to the fulfillment of the contract requirements by performing a commercially useful function. As defined in MVC 999, a person or an entity is deemed to perform a "commercially useful function" if a person or entity does all of the following: Is responsible for the execution of a distinct element of the work of the contract. Carries out the obligation by actually performing, managing, or supervising the work involved. Performs work that is normal for its business services and functions. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. A contractor, subcontractor, or supplier will not be considered to perform a commercially useful function if the contractor's, subcontractor's, or supplier's role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of disabled veteran business enterprise participation. Page 20 of 38
CA DVBE PR (REV. 9-15-2003) STATE OF CALIFORNIA Department of Veterans Affairs DOCUMENTATION OF DISABLED VETERAN BUSINESS ENTERPRISE PROGRAM REQUIREMENTS CDVA 840 (REV. 7/2009) A. Designation Of Option Complete the applicable section and attach the required supporting documentation. You are advised to read all instructions carefully prior to completing this form. Remember that only California certified DVBEs who can provide related goods and/or services may be used to satisfy these program solicitation requirements. DVBEs must perform a commercially useful function. During contract performance, all requests for substituting DVBEs subcontractors must be made in accordance with the provisions of California Code of Regulations, Title 2, 1896.64(c). OPTION A I commit to meeting the full DVBE Agreement participation requirement. Complete: CDVA 840, Section A (check the box on this form) and sign and submit the bidders declaration (GSPD 05-105). Checking every box of your elected compliance option does not guarantee that your bid will be deemed compliant. OPTION A: COMMITMENT TO DVBE AGREEMENT PARTICIPATION CDVA 840 included with bid Designated the Commitment Option in Section A Checked the box of the form CDVA 840 Bidder Declaration form GSPD-05-105 completed and included with bid Proposed DVBE participation meets or exceeds the 3% requirement (unless a different percentage is specified) Page 21 of 38
State of California Department of General Services, Procurement Division Solicitation Number GSPD-05-105 (EST 8/05) BIDDER DECLARATION 1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form): a. Identify current California certification(s) (MB, SB, SB/NVSA, DVBE): or None (If None, go to Item #2) b. Will subcontractors be used for this contract? Yes No (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary. c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes No (2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes No N/A 2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary): Subcontractor Name, Contact Person, Phone Number & Fax Number Subcontractor Address & Email Address CA Certification (MB, SB, DVBE or None) Work performed or goods provided for this contract Corresponding % of bid price Good Standing? 51% Rental? CERTIFICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct. Page of Page 22 of 38