IFB Title: Court Case File Folders
IFB Number: IFB 16-20
INVITATION FOR BIDS
SUPERIOR COURT OF CALIFORNIA, COUNTY OF SAN
BERNARDINO
REGARDING: IFB 16-20 COURT CASE FILE FOLDERS
PROPOSALS DUE NO LATER THAN:
OCTOBER 23, 2015 3:00 PM PDT
Page 1 of 9
IFB Title: Court Case File Folders
IFB Number: IFB 16-20
1.0
BACKGROUND INFORMATION
1.1 The Superior Court of California, County of San Bernardino is seeking a qualified
vendor to provide case file folders for its various court locations located within the
County.
2.0
DESCRIPTION OF SERVICES AND DELIVERABLES
1.1 The Court seeks vendors to provide new court case file folders that are of
same/similar or equivalent type in accordance with the attached statement of work
and .pdf file folder templates. The type of award anticipated is Firm Fixed Price for
an initial term of (1) one year with two (2) consecutive one (1) year options for
renewal exercisable at the sole discretion of the Court. The Court also reserves the
right that after contract award but prior to print layout/production to modify or change
basic content or layout of court case file folders, at no cost, so long as it does not
substantially change the folder size/layout or volume of printing required. Pricing
should be provided on a per folder basis (each) and all recurring & non-recurring
charges (set-up, plate/template or changes) should be quoted separately. Freight
should be calculated as FOB destination and be shown as a separate line item as cost
per folder.
1.2 Bidder should calculate the anticipated freight costs of the goods shipped to the
following address for receipt by the Court:
790 South Gifford Street
San Bernardino, CA 92145
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IFB Title: Court Case File Folders
IFB Number: IFB 16-20
3.0
TIMELINE FOR THIS IFB
The Court has developed the following list of key events related to this IFB. All dates are
subject to change at the discretion of the Court.
EVENT
IFB Issued
Deadline for Questions
Questions and Answers Posted
DATE
October 02, 2015
3:00 PM Pacific Time
October 08 , 2015
October 13, 2015
Latest Date and Time Proposal May Be
Submitted
3:00 PM Pacific Time
October 23, 2015
Bids Publicly Opened
9:00 AM Pacific Time
October 26, 2015
Evaluation of Proposals (estimate only)
October 27, 2015
Notice of Intent to Award (estimate only)
October 28, 2015
Contract Award Date/Order Materials
(estimate only)
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November 30, 2015
IFB Title: Court Case File Folders
IFB Number: IFB 16-20
4.0
IFB ATTACHMENTS
The following attachments are included as part of this IFB:
ATTACMENT
Attachment 1:
Administrative Rules
Governing RFPs
(Non-IT Good)
Attachment 2: Court
Standard Terms and
Conditions
Attachment 3:
Proposer’s
Acceptance of
Terms and
Conditions
Attachment 4: Darfur
Contracting Act
Certification
Attachment 5: Payee
Data Record Form
Attachment 6:
Payment Provisions
Attachment 7:
Postconsumercontent Certification
Attachment 8:
Statement of Work
for File Folder Bids
Attachment 9:
Annual Usage
Attachment 10:
Pricing Sheet
.pdf Images
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DESCRIPTION
These rules govern this solicitation.
If selected, the person or entity submitting a proposal (the
“Proposer”) must sign this Court Standard Form agreement or a
Court Standard Form agreement containing these terms and
conditions (the “Terms and Conditions”).
On this form, the Proposer must indicate acceptance of the
Terms and Conditions or identify exceptions to the Terms and
Conditions.
Note: A material exception to a Minimum Term will render
a proposal non-responsive.
Proposer must complete the Darfur Contracting Act Certification
and submit the completed certification with its proposal.
This form contains information the Court requires in order to
process payments and must be submitted with the proposal.
Payment provisions that govern this solicitation.
The State Agency Buy Recycled Campaign (SABRC) is a state
mandated program. This certification shall be provided
regardless of the content, even if the product contains no
recycled material.
Specifications, naming convention and physical description of
current court case file folders
Annual usages of court case file folders by; prefix/color,
jurisdiction code/color and district.
Court Case File Folder Pricing Sheet. Bidder should use this
format (with embedded formulas) in providing pricing.
.pdf Images of Folder Templates
IFB Title: Court Case File Folders
IFB Number: IFB 16-20
5.0
PAYMENT INFORMATION
The type of award contemplated herein is Firm Fixed Price (FFP) therefore the following
will apply:


Progress or advance payments are not allowed under this solicitation.
Travel and per diem expenses are not allowed under this solicitation.
The Court is not responsible for any travel expenses, including but not limited to mileage
and lodging that the Vendor may incur during the performance of the contract.
6.0
SUBMISSIONS OF BIDS
6.1
Bids should provide straightforward, concise information that satisfies the
requirements of the “Bid Contents” section below. Expensive bindings, color
displays, and the like are not necessary or desired. Emphasis should be placed on
conformity to the IFB’s instructions and requirements, and completeness and
clarity of content.
6.2
The Bidder must submit its bid in two parts, the non-cost information and the cost
information.
A. The Bidder must submit one (1) original and one copy of the non-cost
information. The original must be signed by an authorized representative of the
Bidder. The non-cost information (including all copies thereof) must be
submitted to the Court in a single sealed envelope, separate from the cost
information. The Bidder must write the IFB title and number on the outside of the
sealed envelope.
B. The Bidder must submit one (1) original and one (1) copy of the cost
information. The original must be signed by an authorized representative of the
Bidder. The cost information (including all copies thereof) must be submitted to
the Court in a single sealed envelope, separate from the non-cost information. The
Bidder must write the IFB title and number on the outside of the sealed envelope.
C. The Proposer must submit an electronic version of the entire proposal on
CD-ROM or USB Flash Drive. The files contained on the CD-ROM or USD
Flash Drive should be in PDF, Word, or Excel formats.
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IFB Title: Court Case File Folders
IFB Number: IFB 16-20
6.3
Bids must be delivered by the date and time listed on the coversheet of this IFB
to:
USPS Registered/ Special Delivery (Fed-Ex, UPS or Hand Delivery)
Superior Court of California, County of San Bernardino
Attention: Purchasing
247 W. Third St., 11th Floor
San Bernardino, CA 92415-0066
7.0
6.4
Late bids will not be accepted.
6.5
Only written bids will be accepted. Bids must be sent by registered or certified
mail, courier service (e.g. FedEx), or delivered by hand. Bids may not be
transmitted by fax or email.
BID CONTENTS
7.1
Non-Cost Information. The following must be included in the non-cost
information. A bid lacking any of the following may be deemed non-responsive.
A. Bidder’s name, address, telephone and fax numbers, and federal tax identification
number. Note that if Bidder is a sole proprietor using his or her social security
number, the social security number will be required before finalizing a contract.
B. Name, title, address, telephone number, and email address of the individual who
will act as Bidder’s designated representative for purposes of this IFB.
C. Model number(s), specifications, or other description of the goods Bidder
proposes to supply to the Court, including warranty information.
D. Names, addresses, and telephone numbers of a minimum of three (3) clients for
whom the Bidder has provided similar goods. The Court may check references
listed by Bidder.
E. Acceptance of the Terms and Conditions.
1. On Attachment 3, the Bidder must either indicate acceptance of the
Terms and Conditions or clearly identify exceptions to the Terms and
Conditions. An “exception” includes any addition, deletion, or other
modification.
2. If exceptions are identified, the Bidder must also submit a red-lined
version of the Terms and Conditions that clearly tracks proposed
changes, and a written explanation or rationale for each exception and/or
proposed change.
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IFB Title: Court Case File Folders
IFB Number: IFB 16-20
Note: A material exception to the Terms and Conditions (addition,
deletion, or other modification) will render a bid non-responsive.
F. Certifications, Attachments, and other requirements.
1. Bidder must include the following certifications in its bid:
Bidder certifies that it has no interest that would constitute a conflict of
interest under California Public Contract Code sections 10365.5, 10410 or
10411; Government Code sections 1090 et seq. or 87100 et seq.; or rule
10.103 or rule 10.104 of the California Rules of Court, which restrict
employees and former employees from contracting with judicial branch
entities.
Bidder certifies that either (i) it is not a scrutinized company as defined in
PCC 10490(b), or (ii) the goods or services the Bidder would provide to
the Court are not related to products or services that are the reason the
Bidder must comply with Section 13(p) of the Securities Exchange Act of
1934. (Note: PCC 10490(b) defines a “scrutinized company” as “a person
that has been found to be in violation of Section 13(p) of the Securities
Exchange Act of 1934 by final judgment or settlement entered in a civil or
administrative action brought by the Securities and Exchange Commission
and the person has not remedied or cured the violation in a manner
accepted by the commission on or before final judgment or settlement.”)
2. Bidder must submit with its bid, for itself and each of its affiliates that make
sales for delivery into California, a copy of either (a) a California seller's
permit issued under Revenue and Taxation Code section 6066 et seq. or (b) a
certificate of registration issued under Revenue and Taxation Code section
6226.
3. Bidder must complete the Darfur Contracting Act Certification
(Attachment 4) and submit the completed certification with its bid.
4. If (i) Bidder is a corporation, limited liability company, or limited
partnership, and (ii) the agreement resulting from this IFB will be
performed in California, proof that Bidder is in good standing and
qualified to conduct business in California.
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IFB Title: Court Case File Folders
IFB Number: IFB 16-20
7.2
Cost Portion. The following information must be included in the cost portion of
the proposal. The bidder is encouraged to use the spaces provided in Exhibit A
which is attached to this IFB.
A. IT Goods:
1. The cost per unit for the goods described in Section 2.0 Description of
Goods and/or Services using Attachment 10 or similar format for
submitting pricing.
2. Lead time for delivery ARO (after receipt of order)
NOTE: 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 Section 17030 of the Business and
Professions Code.
8.0
OFFER PERIOD
A Bidder's bid is an irrevocable offer for ninety (90) days following the bid due date. In
the event a final contract has not been awarded within this period, the Court reserves the
right to negotiate extensions to this period.
9.0
EVALUATION OF BIDS
The bids will be publicly opened at 9:00 AM October 26, 2015, at the Court’s Purchasing
offices located at:
247 W. Third St., 11th Floor
San Bernardino, CA 92415-0066
The Court will evaluate the bids as described in the Administrative Rules. Award, if
made, will be to the responsible bidder that submitted the lowest responsive bid after the
application of any preference, incentives, or discounts, if applicable, meeting the
specifications.
The Court may conduct interviews with Bidders to clarify aspects of their bids. The
interview process may require a demonstration of equivalence if a brand name is included
in the specifications. The interviews may be conducted in person or by phone. If
conducted in person, interviews will likely be held at the Court’s offices. The Court will
not reimburse Bidders for any costs incurred in traveling to or from the interview
location. The Court will notify eligible Bidders regarding interview arrangements.
If a contract will be awarded, the Court will post Notice of Intent to Award at:
www.sb-court.org.
Page 8 of 9
IFB Title: Court Case File Folders
IFB Number: IFB 16-20
10.0
CONFIDENTIAL OR PROPRIETARY INFORMATION
One copy of each bid will be retained by the Court for official files and will become a
public record. The Public Contract Code requires that bids be publicly opened and made
available for public inspection. Accordingly, Bidder should not include confidential or
proprietary information in its bid
11.0
DISABLED VETERAN BUSINESS ENTERPRISE PARTICIPATION GOALS
The Court’s DVBE participation goal is a minimum of 3% of the value of all Court
contracts in any given fiscal year (July 1 thru June 30). To implement the DVBE
program the Court may grant bidders that provide DVBE participation a DVBE
incentive. The Court DVBE incentive for procurements awarded to the lowest
responsible bidder may be initially 3%. The Court DVBE incentive for procurements
awarded to the highest scoring bidder/proposer may also initially be 3%. Any bidder
claiming the DVBE incentive for any procurement must submit the appropriate
certifications as part of a complete bid package. The Court will not apply the DVBE
incentive without the proper certifications on file.
12.0
PROTESTS
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch
Contract Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a
Bidder to comply with the protest procedures set forth in that chapter will render a protest
inadequate and non-responsive, and will result in rejection of the protest The deadline for
the Court to receive a solicitation specifications protest is 3:00 PM Pacific Time, August
24, 2015. Protests should be sent to:
Superior Court of California
County of San Bernardino
Legal Research – Steve Pascover, Managing Judicial Staff Counsel
247 W. Third Street, 3rd Floor
San Bernardino, CA 92415-0214
13.0
CANCELLATION OF SOLICITATION
The Court may cancel this solicitation at any time in accordance with the Judicial Branch
Contracting Manual (JBCM) 4.4.B, which states in part “Before a Bid Closing Date, the
JBE (Judicial Branch Entity) may cancel a solicitation for any or no reason. After the Bid
Closing Date, all bids may be rejected if the JBE determines that:
 The Bids received are not really competitive,
 The cost is unreasonable,
 The cost exceeds the amount expected; or
 The JBE determines otherwise that awarding the contract is not in the best
interest of the JBE.
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