Imagistics International, Inc. v. Department of General Services

59 Cal. Rptr. 3d 18, 150 Cal. App. 4th 581
CourtCalifornia Court of Appeal
DecidedMay 4, 2007
DocketC051385
StatusPublished
Cited by58 cases

This text of 59 Cal. Rptr. 3d 18 (Imagistics International, Inc. v. Department of General Services) is published on Counsel Stack Legal Research, covering California Court of Appeal primary law. Counsel Stack provides free access to over 12 million legal documents including statutes, case law, regulations, and constitutions.

Bluebook
Imagistics International, Inc. v. Department of General Services, 59 Cal. Rptr. 3d 18, 150 Cal. App. 4th 581 (Cal. Ct. App. 2007).

Opinions

Opinion

DAVIS, Acting P. J.

Following the rejection of its protest to the award of a public contract to real party in interest Sharp Electronics Corp. (Sharp), plaintiff Imagistics International, Inc. (Imagistics), filed the present petition for a peremptory writ of mandate directing defendant Department of General Services (DGS) to accept its protest, or for a declaration that the award of the contract to Sharp was void. In bifurcated proceedings, the trial court first found that the standard of strict compliance was appropriate for the procedures for filing a protest, which plaintiff Imagistics had not satisfied. In its subsequent order, it did not find any basis for excusing plaintiff Imagistics from exhausting this administrative remedy.

Plaintiff Imagistics promptly appealed. It renews its arguments here, as well as invoking new ones for the first time.2 We shall affirm.

Background

In March 2005, defendant DGS solicited proposals for the purchase of photocopiers and related support services. The value of the contract approximated $37.5 million. -

The bidding process had two phases. The first solicited responses to technical and administrative specifications of the proposal. Bidders that [585]*585satisfied these criteria could then participate in a so-called reverse auction that provided the opportunity to view the lowest existing bid and place a lower one.

The solicitation included a notification that the DGS would be conducting it under the auspices of an alternate procedure in which unsuccessful bidders must submit any protests to binding arbitration. (Pub. Contract Code, § 12125 et seq.)3 In the regulations governing protest arbitration, defendant DGS has designated a “Coordinator” to supervise any protests to a solicitation under the program. (Cal. Code Regs., tit. 1, § 1402, subd. (e).)

While plaintiff Imagistics submitted the lowest bid in the reverse auction, real party in interest Sharp’s bid had a higher score in the first phase. As a result, its overall score was higher, and defendant DGS issued its notice of intent to award the contract to Sharp. Plaintiff Imagistics sent its notice of intent to protest the award on June 23, 2005. In its response to plaintiff, defendant DGS reiterated the need to file a “Detailed Written Statement of Protest” (SOP) no later than 5:00 p.m. on July 5, 2005, along with a filing fee and a deposit for estimated arbitration costs.

Under the pertinent regulations, “A protest is filed by the submission of: the [SOP] and any exhibits specified in section 1412\ a check . . . for the OAH filing fee of $50; and the arbitration deposit... to the Coordinator by [5:00 p.m. (see Cal. Code Regs., tit. 1, § 1402, subd. (c))] on the 7th working day after the time ... for written Notice of Intent to Protest .... A [protesting party] who fails to comply with this subsection waives [its] right to protest.” (Cal. Code Regs., tit. 1, § 1408, subd. (a).) “. . . If the [SOP] is sent to the [DGS] by [fax], [the protesting party] must ■ • . [1] • ■ ■ HO (2) Remit the required deposit and filing fee to [the] Coordinator by any reasonable means. If sending via carrier, the postmark date . . . shall be used to determine timeliness.” (Id., § 1408, subd. (b).) In the provisions governing the format and contents of the SOP, the material portions of the solicitation must be included as exhibits, the length is limited to 50 typed pages “excluding exhibits,” and “[a]ny exhibits submitted shall be paginated.” (Id., § 1412, subds. (b)(1), (2), (c), (d).) Failure to comply with these provisions forfeits the right to protest. (Id., § 1412, subd. (g).)

Plaintiff’s attorney sent an associate and an assistant to the offices of defendant DGS at 4:50 p.m. on July 5 to hand deliver the SOP with its [586]*586accompanying exhibits. They discovered that a check for the fee and deposit was not in the envelope. They told DGS employees that someone would bring them a check; however, the DGS employees emphasized that 5:00 p.m. was the absolute deadline for submitting a check in person. While this was taking place, the fax machine in the DGS office began to receive plaintiff’s SOP. However, the transmitted SOP did not include any of its accompanying exhibits. A second assistant from plaintiff’s attorney’s office arrived with a check just after the DGS office closed its doors at 5:00 p.m. Plaintiff’s three representatives saw an assistant deputy director of defendant DOS’s legal department in the hallway and attempted to persuade him to accept the check, but he refused the proffer.4 About 6:30 p.m., DGS sent a fax to plaintiff and its attorney notifying them that their protest was incomplete for want of a check for the fee and deposit, and therefore was “terminated.” DGS simultaneously faxed notice to all interested parties that the protest was now closed.

Shortly before 7:00 p.m. that evening, defendant DGS received a fax from plaintiff’s attorney that was a copy of a coyer letter for the check for the fee and deposit. On the next day (July 6), defendant DGS received the original and the check in an envelope postmarked July 5. Defendant DGS returned the check the same day, stating that the late submission of payment did not meet filing requirements. Plaintiff’s attorney also sent a letter on July 6 to the DGS attorney in response to the July 5 faxed notice that its protest was considered terminated. This letter was replete with criticisms: chiding the DGS attorney for failing to accept the check because this was a reasonable means of delivering payment to the Coordinator when filing by fax, pointing out that DGS employees were still at work after 5:00 p.m. (an assertion overlooking the deadline as defined in the regulations), and complaining of the “brusk [sz'c] and inappropriate handling of this matter.” Defendant DGS awarded the contract to real party in interest Sharp on July 7.

On July 11, plaintiff filed the present petition with a supporting memorandum of points and authorities. At the initial hearing in this matter two days later, the trial court issued an order bifurcating the issues, with the matter of the timeliness of plaintiff’s protest to be considered first. It directed the responding parties to file briefs by 10:30 a.m. on July 22 for the July 29 hearing.

Defendant DGS and real party in interest Sharp filed answers responding to allegations involving these issues on July 22, along with their opposition [587]*587briefs, but apparently only real party in interest Sharp filed these before 10:30 a.m. Defendant DGS included declarations from several of its employees as exhibits to its answer. In its reply, plaintiff Imagistics asserted that the failure of defendant DGS to file its answer by the court’s purported deadline meant that all the allegations of the petition must be deemed uncontroverted as to defendant DGS, and thus the trial court must disregard the declarations filed with the untimely answer.

As noted at the outset, the superior court concluded that strict compliance with requirements for filing a protest was necessary in the context of awards of major contracts subject to the alternative protest procedure. In doing so, it cited policy statements in attachments to defendant DOS’s declarations, therefore implicitly overruling plaintiff Imagistics’s objection to the answer.5

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Cite This Page — Counsel Stack

Bluebook (online)
59 Cal. Rptr. 3d 18, 150 Cal. App. 4th 581, Counsel Stack Legal Research, https://law.counselstack.com/opinion/imagistics-international-inc-v-department-of-general-services-calctapp-2007.