00._Invitation_For_Bid_C5613110-D_Bid_Package.pdf

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

Updated: December 2025

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

3/27/2026

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis Service

BID NUMBER C5613110-D

RETURN BID TO: CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov Please see Bid Submittal instructions for CDCR’s new electronic bid submittal process.

You are invited to review and respond to this IFB C5613110-D, titled Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis Service Contract, in the Northern, Central and Southern Regions. In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Government Code 14838, the California Department of Corrections and Rehabilitation (CDCR) is required to meet the State’s twenty-five percent (25%) Small Business (SB) participation requirement. Certified SBs and micro-businesses (MB) are encouraged to submit bids. See Small Business Preference Program Section, in this IFB for requirements.

The designated contact person for this IFB is:

Contract Analyst: Tiffany Thompson

Email address: Tiffany.Thompson@cdcr.ca.gov Phone: (279) 210-3742

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

Technical questions regarding this solicitation will be addressed in writing and accordance with the Questions and Answers portion of this IFB. See Letters of Inquiry Section for more details.

Sincerely, Tiffany Thompson

Tiffany Thompson Contract Analyst mailto:CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov mailto:Tiffany.Thompson@cdcr.ca.gov

BID PACKAGE OVERVIEW .................................................................................................................. - 4 -

PROJECTED TIMETABLE

FUNDING

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

PROHIBITION ON TAX DELINQUENTS

BIDDER RESPONSIBILITIES & THE BID PACKAGE

BID SUBMITTAL

LETTERS OF INQUIRY

PUBLIC BID OPENING

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

BASIS FOR AWARD

PROTEST AWARD

AGREEMENT EXECUTION

EXTENSION OF TERM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

SMALL BUSINESS PREFERENCE PROGRAM

NON-SMALL BUSINESS PREFERENCE REQUEST

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS: SMALL/MICRO BUSINESS

AND DVBES

BIDDER PROVIDING FACILITY(IES)

Table of Contents

BID PACKAGE OVERVIEW

This IFB package contains the following documents (except as otherwise indicated).

Please note that you must comply with the requirements contained in all documents.

Bid Submittal Checklist

Bidder Acknowledgment/Certification (OBS 300)

Sample Standard Agreement (STD 213)

Scope of Work (Exhibit A)

Budget Details and Payment Provisions (Exhibit B)

Rate Detail Worksheet (Exhibit B-1.1 through B-1.5)

Budget Rate Sheet (Exhibit B-2.1 through B-2.5)

Budget Rate Sheet Summary (Exhibit B-3)

General Terms and Conditions (Exhibit C)

This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 02/2025.

Special Terms and Conditions (Exhibit D)

CDCR 2301 PREA Policy Information for Volunteers and Contractors (Exhibit E)

Service Report (Attachment 1)

Hourly Summary Worksheet (Attachment 2)

Travel Summary Worksheet (Attachment 3)

Regional Map (Attachment 4)

Invoice Template (Attachment 5)

Contractor Certification Clauses (CCC)

Payee Data Record (STD 204)

Payee Date Record Supplement (STD 205)

Supplement Vendor Payee Data Record Form

Darfur Contracting Act (OBS 1500)

California Civil Rights Laws Certification (OBS 1510) https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

Generative Artificial Intelligence GenAI Reporting and Factsheet (OBS 1000)

Bidder Declaration (GSPD-05-105)

Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555)

DVBE Declarations (DGS PD 843)

DVBE Bid Incentive Request and Acknowledgement (OBS 554)

Sample Certificate of Insurance

Invitation for Bid Bid Number C5613110-D

PROJECTED TIMETABLE

The following dates are set forth for informational and planning purposes only and are subject to change.

IFB Available to Prospective Bidders March 27, 2026 Letters of Inquiry Due Date April 6, 2026 Submission of Bid April 17, 2026, by 11:00 AM Public Bid Opening April 20, 2026, at 2:00 PM Anticipated Date for Commencement of Services

July 1, 2026

Term End Date of Agreement June 30, 2029

FUNDING

The State’s estimate for this Agreement is $846,000.00.

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

Bidder qualifications and licensing requirements (if any) are specified below and/or in Exhibit A, Scope of Work. Unless otherwise stated, the bidder shall meet all qualifications and licensing requirements at the time of the bid opening.

Bidder qualifications and licensing requirements (if any) are specified below and/or in Exhibit A, Scope of Work. Unless otherwise stated, the bidder shall meet all qualifications and licensing requirements at the time of the bid opening.

Must be ecclesiastically certified and/or endorsed, licensed, ordained, or commissioned by a recognized religious body.

Must hold a Critical Incident Stress Debriefing (CISD) certification.

Contractor must be accredited in Peace Officer’s Standards and Training (POST) academic classroom and field service training academy.

PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the Board of Equalization (BOE) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists.

(a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

(b) This section shall apply to any contract executed on or after July 1, 2012.

BIDDER RESPONSIBILITIES & THE BID PACKAGE

Bidders are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a bid. If the language is unclear or ambiguous, it is the bidder’s responsibility to request clarification or assistance before submitting a bid. Please note that no verbal information will be binding upon the State unless the State issues such information in writing as an official addendum. If the IFB is modified prior to the final bid submission date, the State will issue an addendum to all bidders that received a bid package.

Bidder shall provide rate(s) on Exhibit B-1.1 through B-1.5, Rate Detail Worksheet, Exhibit B-2.1 through B-2.5, Budget Rate Sheet and Exhibit B-3, Budget Summary for each Region you wish to bid on. Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1.1 through B-1.5, Rate Detail Worksheet, Exhibit B-2.1 through B-2.5, Budget Rate Sheet, and Exhibit B-3, Budget Rate Sheet Summary. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Bidders shall submit separate bid packages, including corresponding Rate Sheets, for each region you wish to bid on. Failure to submit all required documentation for each Region shall be cause for rejection of your bid package for the corresponding Region.

2. Any quantities listed on Exhibit B-1.1 through B-1.5, Rate Detail Worksheet and Exhibit B-2.1 through B-2.5, Budget Rate Sheet are CDCR’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

3. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item

Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

Discrepancies in percentage calculations into dollars shall be rounded up to the nearest cent, second digit after the decimal (e.g., $1534.00 x 22.67% = $347.7578, should round up to $347.76). Numbers 1-4 remain the same, numbers 5-9 round up. CDCR will recalculate budgets to reflect correct totals during the administrative review to reflect any discrepancies in budgets and to show an accurate rate for the bidding process.

4. Bidders are not required to bid on all Regions. Bidders may submit for one or more Regions.

All required documents listed in the Bid Submittal Checklist must be included within the bid package. No bid will be considered unless it is submitted with the CDCR Bidder Acknowledgement/Certification form (OBS 300) and Exhibit B-1.1 through B-1.5, Rate Detail Worksheet, Exhibit B-2.1 through B-2.5, Budget Rate Sheet, and Exhibit B-3, Budget Rate Sheet Summary, and is in conformance with the submission requirements of this IFB. Additionally, a signed copy of all pages of the Contractor Certification Clause (CCC) must be submitted to CDCR with the completed bid package. The State reserves the right to request clarification of any documents included with this bid.

The bid must be for the entire activity described herein. 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. Additionally, bids may be rejected if the bid proposal shows any alterations of form, additions not called for, a conditioned or incomplete bid, or erasures and/or irregularities of any kind. Any bid amounts changed after the amounts are originally inserted MUST be initialed through DocuSign by the bidder.

Failure to submit required documentation may result in the rejection of your bid.

BID SUBMITTAL

Bids must be submitted electronically, with all necessary bid submission documents in a clear, legible Portable Document Format (PDF), the documents are fully responsive and lack any deficiency, to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov no later than the time and date specified in the Projected Timetable. Any bid received in any other manner will NOT be considered. Bid submission time will be recorded using the electronic time stamp associated with receipt of the email submission. CDCR will provide an automated email response confirming receipt of each submission received showing the date and time the submission was received. If a confirmation receipt is not received, please contact CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov to confirm your bid was received. Confirmation receipt is not a representation by CDCR that the submitted bid is responsive and complete.

Any electronic bid received after the Submission of Bid date and time specified in the Projected Timetable will NOT be considered. Bidders are ultimately responsible for ensuring timely receipt of their bid. It is recommended that Bidders submit bids at least one (1) hour in advance of the bid submission deadline to allow for confirmation of bid submission.

Bid submissions with attached PDF documents in excess of forty (40) Megabytes in size risk being undeliverable. The State’s mail server may automatically reject excessively large emails. Bidder may submit multiple emails if file size exceeds forty (40) Megabytes. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc. Links to files stored on the internet (e.g., Google Drive, Dropbox) in lieu of attachments are not acceptable, and any documents stored at such links will not be reviewed.

The subject line of the electronic bid must be titled:

BID FOR C5613110-D Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis Service Contract (Company Name).

Bids that are not properly marked may be disregarded. Please see example below for further assistance.

The body of the email of the electronic bid must only contain the following:

DO NOT OPEN

BID NUMBER: C5613110-D

ATTENTION: Tiffany Thompson

REGION:

COMPANY NAME:

(See Sample Below)

In submitting a bid, the bidder accepts the terms and conditions expressed herein. Costs incurred for developing bids and in anticipation of award of the Agreement are the responsibility of the bidder and shall not be charged to the State.

Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear one of the following DocuSign, or Adobe Acrobat Sign signature, or a scanned document of an original ink signature. An unsigned bid may be rejected.

A bidder may modify a bid after its submission by withdrawing the 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. A bid may be withdrawn from consideration by submitting a written withdrawal request to CDCR via email to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov, signed by the bidder or an authorized agent. Bids will not be opened until the Public Bid Open date and time. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

All documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 7920 et seq.) and subject to review by the public.

LETTERS OF INQUIRY

The purpose of these letters is to provide bidders the opportunity to ask questions and/or provide feedback to CDCR on the specifics of the IFB and/or DVBE requirements. While some input may be incorporated into the IFB, remarks and explanations submitted may not necessarily change provisions of the IFB. Any modifications to the IFB as a result of these inquiries will be documented by an addendum and forwarded to all bidders.

Any letters of inquiry must be submitted by email to allow CDCR time to research and prepare a response.

Submit your letter of inquiry by the date specified in the Projected Timetable Section of this IFB directly to Tiffany Thompson, Contracts Management Branch, by e-mail: Tiffany.Thompson@cdcr.ca.gov.

Inquiries received after this date will only be addressed at CDCR’s discretion.

PUBLIC BID OPENING

All bids received by the due date and time will be opened and read at a virtual public bid opening. Bids will be opened publicly over conference-call utilizing the call-in number below. The time of the public bid opening will be as outlined in the Projected Timetable.

Call-In Number: 1-916-701-9994 Passcode: 340347063#

At the time of the public bid opening, the dollar amount of each bid, claimed preference, and the name of each company bidding shall be read. The contract award is subject to a complete review of the entire bid proposal for compliance and adherence to the IFB requirements, verification of all calculations and claimed preferences, and compliance with DVBE Mandatory participation requirements, if applicable.

Final results may change as a result of formal bid evaluation.

Bid opening will be audio only with no opportunity for questions and answers.

Bid Results can also be requested by contacting the contract analyst listed in this solicitation following the public bid opening.

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

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

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

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

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

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

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

BASIS FOR AWARD

The award of an Agreement, if it is to be awarded, will be made to the lowest responsible bidder whose bid complies with all requirements prescribed herein. In the event a bidder submits more than one (1) bid for the same institution/service under this bid process, the State shall select the lowest bid and reject all other bids from this bidder.

In the event of tie bids, except as provided in Government Code §14838(f), CDCR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit B-2, Budget Rate Sheet, if applicable. If not applicable or if there is a discount tie, a coin toss or lot drawing will be used to determine the bidder entitled to the contract award. The coin toss or lot drawing will be officially witnessed, and all affected bidders will be advised of the tiebreaker method and invited to attend.

The State is not required to award an Agreement and reserves the right to reject any and all bids and to waive any immaterial deviations in the 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.

The State intends to award one or more Agreements to the lowest responsible bidder(s). Bidders may submit bids for one or more locations. If a bidder is the lowest bidder for more than one location, all of the locations awarded to that bidder may be incorporated into one Agreement. This determination will be based on what is in the best interests of the State.

PROTEST AWARD

Information regarding the protest of an award may be found by going to State Contracting Manual - Volume 1, under Chapter 6: Contract Award Protests.

A protest to this bid must adhere to Public Contract Code (PCC) Section 10345.

The envelope or email subject line containing the written protest must clearly state:

"Protest Concerning IFB Number C5613110-D for the California Department of Corrections and Rehabilitation".

Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

Department of General Services Office of Legal Services Attn: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

EMAIL OR MAIL DELIVERY

E-mail: m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

Department of Corrections and Rehabilitation Office of Business Services Contracts Management Branch 9838 Old Placerville Road, Suite B Sacramento, CA 95827

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-6.pdf?la=en&hash=33EED4E1173B84AE93CFDD3D3268B13618EA189F mailto:OLSProtests@dgs.ca.gov mailto:m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, B, B-1.1 through B-1.5, B-2.1 through B-2.5, B-3, D, E, and Attachments 1 through 5.

This Agreement will not include a copy of the Exhibit C, General Terms and Conditions for Private Contractors, which is incorporated into the Agreement by reference only on the STD 213. Exhibit C may be downloaded from the Internet at Standard Contract Language for Non - IT Services.

After award, the Standard Agreement will be forwarded to the Contractor for signature via DocuSign.

Upon receipt, the Contractor must sign the Agreement and return the Agreement with any required documentation in accordance with the time frame specified in the transmittal letter. In the event the State has not received the signed Agreement and the required documentation within the specified time frame, the award may be rescinded and awarded to the next lowest responsible bidder.

This Agreement is not valid unless and until approved by the Department of General Services, or, under its authority CDCR. The State has no legal obligation unless and until the Agreement is approved. Any work commenced by the Contractor prior to approval may be considered voluntary and the Contractor may have to pursue claim for payment by filing with the Department of General Services. Government Claims Program. When the Agreement is fully approved, a copy will be forwarded to you.

EXTENSION OF TERM

This Agreement may be amended when the additional year(s) or additional task(s) were anticipated and evaluated as an option to renew in the IFB/RFP.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

This IFB is exempt from the DVBE requirement. However, the State is committed to achieving legislatively established goals for the participation of DVBEs in all state contracting and seeks to use certified DVBE business whenever possible. Therefore, the State requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

CDCR is committed to meeting and exceeding the three percent (3%) goal for Disabled Veteran Business Enterprise (DVBE) participation in State contracting activities, set forth in Military and Veterans Code

999. The DVBE Incentive Program applies to all contracting activities for services. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DVBE participation. This incentive is for bid computation only.

To be eligible for the DVBE incentive, the business must:

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form (OBS 554) and submit with bid proposal.

2. Have a completed DVBE application on file with DGS, OSDS by 5:00 p.m. on the date bids are due.

For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply For or Re-apply as Small Business, Disabled Veteran Business Enterprise.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification

Award Based on Low Price

The incentive shall be equal to a bidder’s DVBE participation level (rounded to the nearest two decimal places).

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

1. The incentive is subject to a minimum of one percent (1%) and a maximum of five percent (5%) and will not exceed $500,000. Bids with DVBE participation of more than five percent (5%) will be calculated with a five percent (5%) incentive.

2. Bidders with DVBE participation of less than the required percentage listed in the solicitation will be deemed non-responsive and eliminated from any further participation.

3. The Small Business Preference (five percent (5%) up to $50,000) may be combined with the DVBE incentive but will not exceed a combined total of $500,000.

4. The DVBE incentive is computed from the lowest responsive and responsible bid price.

SMALL BUSINESS PREFERENCE PROGRAM

Current law requires state departments to support the success of small businesses, including microbusinesses, in participation in contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to contract with certified Small/Micro Businesses whenever possible.

A Small/Micro Business enterprise is defined as a business certified by the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS) in which:

1. The principal office is located in California;

2. The officers are domiciled in California;

3. The business is independently owned and operated;

4. The business, with any affiliates, is not dominant in its field of operation; and

a. For Small Business, either:

(1) The business, together with any affiliates, has one hundred (100) or fewer employees and averaged annual gross receipts of $16,000,000 or less over the previous three years, or

(2) The business is a manufacturer with one hundred (100) or fewer employees;

b. For Micro Business, either:

(1) The business, together with any affiliates, has twenty-five (25) or fewer employees and averaged annual gross receipts of $5,000,000 or less over the previous three years, or

(2) The business is a manufacturer with twenty-five (25) or fewer employees.

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

To claim the Small/Micro Business preference, which may not exceed $50,000 for any bid, your firm must:

1. Have a completed application (including proof of annual receipts) on file with the DGS, OSDS, by 5:00 p.m. on the date bids are due, and

2. Receipt of documents verified by such office.

Therefore, if you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply For or Re-apply as Small Business, Disabled Veteran Business Enterprise.

NON-SMALL BUSINESS PREFERENCE REQUEST

Pursuant to Title 2, CCR Section 1896, et seq., and GC Section 14838, et seq., a bid preference of five percent (5%) is available to a responsive non-small business claiming no less than twenty-five percent (25%), Small Business/Micro Business (SB/MB) subcontractor participation with one or more SB/MB enterprises. This preference is considered only if the tentative low bidder is not a certified SB/MB.

In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the bidder.

A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS OSDS as a SB/MB enterprise.

To be eligible for the non-small business preference, the business prime vendor must complete and submit the Non-Small Business Preference Request and Subcontractor Acknowledgement form (OBS

555) with their bid proposal.

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro Business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro Business.

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000.

The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

To be eligible for the NVSA Small/Micro Business Preference, the business concern must:

1. request preference at the time of bid submission, and

2. must possess a valid certification prior to bid submission.

An SB/NVSA is not subject to the same standards as other certified Small/Micro businesses. SB/NVSA standards are identified in Military and Veterans Code Section 999.51(a) (3).

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

CDCR must identify all contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in the submitted original GSPD-05-105, the Contractor shall notify the Office of Business Services (OBS), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or DVBE status.

CDCR asks that you encourage any subcontractor(s) and/or consultant(s) not currently certified as a Small/Micro business or DVBE that may meet the certification requirements specified herein to become certified through the DGS, OSDS. Please provide those subcontractor(s)/consultant(s) the OSDS contact and certification information provided above.

If you are a certified Small/Micro business enterprise and fail to complete the Prime Contractor information of the CDCR Bidder Acknowledgement/Certification form (OBS 300), your business shall be classified as a large business, which will preclude your bid from receiving the five percent (5%) Small/Micro business preference and can cause incorrect reporting of Small/Micro business and large business participation by CDCR.

If you are a certified DVBE and fail to specify that information on the CDCR Bidder Acknowledgement/Certification form, (OBS 300) your business shall be classified as a large business, which will preclude your bid from receiving any range of the DVBE incentive and cause incorrect reporting of DVBE participation by CDCR.

BIDDER PROVIDING FACILITY(IES)

Bidders providing facility(ies) for their services must specify the complete address(es) of the facility(ies) where the services will be performed in the appropriate section on the Bidder Acknowledgement/Certification form (OBS 300) in the spaces provided.

The bidder hereby authorizes the State to insert the bidder’s facility(ies) as listed in the CDCR Bidder Acknowledgement/Certification form (OBS 300) into the contract Exhibit A Scope of Work.

BID SUBMITTAL CHECKLIST

Chaplaincy Critical Incident Stress and Post-Trauma Stress

Crisis Service Contract

IFB Number C5613110-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package. Place a check mark or “X” next to each document being submitted to the State. Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid will consist of the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted to the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bidder Acknowledgement/Certification (OBS 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Rate Detail Worksheet (Exhibit B-1.1 through B-1.5)

_____ Budget Rate Sheet (Exhibit B-2.1 through B-2.5)

_____ Budget Rate Sheet Summary (Exhibit B-3)

_____ Contractor Certification Clauses (CCC)

_____ Payee Data Record (STD 204)

_____ Payee Data Record Supplement (STD 205) (If applicable)

_____ Supplement Vendor Payee Data Record Form

_____ Darfur Contracting Act (OBS 1500)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ Generative Artificial Intelligence (GenAI) Reporting and Factsheet (OBS 1000)

_____ Bidder Declaration (GSPD-05-105)

____ Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555) (if applicable)

_____ DVBE Declarations (DGS PD 843) (if applicable)

_____ DVBE Bid Incentive Request and Acknowledgement (OBS 554) (if applicable)

_____ Copy of valid California city or county business license (if applicable) or, if a corporation located with the State of California, incorporation documents or letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province or country in which business is headquartered.

_____ Proof of being ecclesiastically certified and/or endorsed, licensed, ordained, or commissioned by a recognized religious body.

_____ Critical Incident Stress Debriefing (CISD) certification.

_____ Proof of accreditation in Peace Officer’s Standards and Training (POST) academic classroom and field service training academy.

NOTE TO BIDDER: In addition to the above, the Provider shall furnish the following to CDCR upon award.

_____ Copy of any required Certificate(s) of Insurance; Commercial General Liability & Automobile

Insurance Certificate (in accordance with Exhibit D, CDCR Special Terms and Conditions)

_____ Copy of Workers’ Compensation, if applicable (if exempt, please cite the legal code that exempts you from this requirement)

Bidder Acknowledgement/Certification (OBS 300) Bid Number C5613110-D California Department of Corrections and Rehabilitation (CDCR)

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (DVBE) requirements, if applicable, and such addenda thereto as may be issued before the public bid opening date, at the rates set forth by the bidder in Exhibit B-2.1 through B-2.5, Budget Rate Sheet.

Exhibit B-2.1 through B-2.5, Budget Rate Sheet must be submitted with this Bidder Acknowledgement/Certification form.

Exhibit B-2.1 through B-2.5, Budget Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

By virtue of submitting this bid, the undersigned is accepting the terms and conditions expressed in this IFB. Any and all services performed outside the scope of this Agreement shall be at the sole risk and expense of the bidder.

COMPANY NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE AND ZIP CODE: CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER: FAX NUMBER:

FEDERAL ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

TAX STATUS [ ] Individual/Sole Proprietor [ ] Estate or Trust [ ] Partnership

[ ] Corporation (State in which incorporated _______) [ ] Other: ______________________

By signing this document, I CERTIFY UNDER PENALTY OF PERJURY, that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of

California.

PRINT NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:

Bidding Preferences Claimed (Check only the preferences claimed)

Preferences: Certification Number/Expiration Date

DGS certified Small Business

DGS certified Micro Business

Non-Small Business Subcontractor Preference (committing use of 25% or more of DGS certified Small/Micro Business Subcontractors) include the OBS 555

DGS certified Disabled Veteran Business Enterprise

DVBE Incentive requested by bidder (include the completed OBS 554 with bid)

NVSA preference request

TACPA Attach all applicable forms

Bidder Providing Facility(ies) If the bidder is supplying the facility(ies) for services, please specify the complete address(es) of the facility(ies) where services will be provided (use additional sheets if necessary). The bidder hereby authorizes the State to insert the bidder’s facility(ies) listed below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

2. The term of this Agreement is:

SAMPLE

SAMPLE

TBB Bid Number C5613110-D California Department of Corrections and Rehabilitation Exhibit A Scope of Work

CHAPLAINCY CRITICAL INCIDENT STRESS AND

POST-TRAUMA STRESS CRISIS SERVICES

1. INTRODUCTION

As part of the expansion of wellness services and programs, the California Department of Corrections and Rehabilitation (CDCR) aims to continue its confidential, critical incident stress management and post-trauma stress crisis services in the Northern, Central and Southern Regions (see Attachment 4, Regional Map). These services are for CDCR employees, their lawful spouse or registered domestic partner, and eligible dependents hereinafter referred to as “CDCR employees” (as defined below) who may be impacted by a traumatic event and/or critical incident. These services are expected to reduce the likelihood of serious post-trauma stress reactions and promote worksite wellness.

Eligible dependents are defined as outlined in CalHR’s Employee Assistance Program (EAP) definition of eligibility and is as follows: Eligible dependent children include natural, adopted, or stepchildren who are under the age of 26. Children of any age who are incapable of self-sustaining employment due to a mental or physical disability are also eligible. Dependent children in the military are not eligible.

2. CONTRACTOR SERVICE GOALS

The Contractor shall collaborate with CDCR’s Office of Employee Wellness (OEW), to provide CDCR employees critical incident stress management and post-trauma stress crisis services. The goals for these services are as follows:

A. Provide accessibility for critical incident stress support.

B. Provide onsite proactive wellness support and act as a conduit to enhanced psychological support.

C. Provide Critical Incident Stress Debriefings (CISD).

A CISD occurs following a critical incident and is a structured, confidential group process led by trained professionals and peers to help those involved in a traumatic event process their thoughts, emotions, and reaction.

D. Provide correctionally based wellness and resource training, as requested.

3. CONTRACTOR RESPONSIBILITIES

The Contractor shall have the necessary resources and be able to provide the following services Statewide as needed:

The Contractor must be available to provide all services, excluding training, to CDCR employees, twenty-four (24) hours a day, seven (7) days a week, 365 days each year. The Contractor shall only provide services outlined in this Agreement upon the request of CDCR employees. The Contractor shall not operate as a self-contained deployment system.

Services are categorized into two (2) categories:

Category 1 – Telephonic services Telephonic services are provided directly to CDCR employees via the telephone and consist of critical incident and stress management support. Prior approval from OEW is not required before providing Category 1 services. The Contractor shall provide a confidential, monitored, reliable, non-automated multi-line telephone service which will be available twenty-four (24) hours a day, seven (7) days a week, 365 days each year for CDCR employees to request assistance. Contractor shall provide a response and return voicemail messages within two (2) hours of receipt.

Category 2 – In-person and virtual services Services shall be provided to CDCR employees either in-person or via a virtual conferencing platform and consist of critical incident and stress management support, proactive wellness support and/or training. Prior approval from OEW is required before providing Category 2 services. The Contractor shall request authorization from OEW, via the service request portal, within two (2) days of receipt of the request from CDCR employees, and obtain written approval from OEW, via e-mail. Failure to obtain approval prior to a Category 2 response will result in nonpayment for services and travel expenses that are incurred in relation to the response.

A. The Contractor shall provide the following when requested by a CDCR employee:

a. Critical incident and stress management support, to include but are not limited to: Critical Incident Stress Management (CISM), defusing, CISD, demobilization, line of duty death counseling, funeral and funeral adjacent activities, memorials, and initial follow up post trauma stress services (i.e. assault, suicide, medical, substance use, family/relationships etc.)

i. Upon receiving approval from OEW, the Contractor shall provide an in-person CISD response, within seventy-two (72) hours of receiving the initial request. The Contractor shall collaborate with CDCR’s Peer Support Program (PSP) and Employee Assistance Program (EAP) during CISDs.

b. Outreach, that includes proactive wellness worksite visits and participation in ride-alongs. Prior to the outreach visit, the Contractor shall provide OEW, via e- mail, the requested ride-along schedules and/or outreach event schedule.

ii. The Contractor shall submit a written report to OEW prior to the start of each contract year outlining all contractor-initiated proactive wellness worksite visits. The report shall identify the proposed worksites and dates, provide rationale for targeted support, and describe the objectives to be achieved through these visits.

c. Customized Trainings for CDCR employees pertaining to wellness-related topics and chaplaincy resource information. Once the request to present is approved by OEW, the Contractor shall provide presentation materials to OEW, via e-mail, five (5) days prior to delivering the presentation.

B. Follow-up services within twenty-four (24) to seventy-two (72) hours of the initial service.

Typically, follow-up services are completed by phone but may be in person if deemed necessary by the chaplain and approved by OEW. If in person, the Contractor must follow the Category 2 request guidelines and request approval, via the service portal and receive written approval from OEW, via e-mail, prior to the services being provided.

C. Referrals to public and private agencies for long-term support, and when applicable, recommend/refer employees to CDCR’s PSP (employees only) and EAP, respectively.

D. Deployment preparation which includes correspondence (i.e. e-mails, calls, texts etc.)

with CDCR worksites.

i. The Contractor shall make all efforts to assign a chaplain based on the chaplain’s immediate proximity to the requestor for in-person Chaplain responses. For all services, excluding CISD, chaplains may determine an appropriate location to provide services for “off-duty” CDCR employees but the location shall not exceed thirty (30) miles from the employee’s home or work address. All travel, shall follow Category 2 service guidelines, outlined above, and must be pre-approved by OEW.

Unapproved travel shall not be reimbursed.

E. Provide a responding chaplain who will coordinate with the Warden, Parole Administrator, Director or their appointed designee, during the business hours of 8:00 am to 5:00 pm, Monday through Friday, except for State Holidays. If services are required after business hours, a responding chaplain shall coordinate with the highest-ranking manager to ensure the chaplain’s presence on the premise is communicated to CDCR staff.

F. Coordinate and prepare travel arrangements utilizing the most cost-effective means in accordance with the rates set forth by CalHR.

i. To assist travelers in determining cost-effective methods of transportation, travel methods shall be confirmed utilizing the Department of General Services (DGS) approved Mileage Reimbursement Calculator located here: Trip Optimizer. When utilizing a personal vehicle for travel, the Contractor will be reimbursed for mileage incurred totaling more than fifty (50) miles roundtrip from the Contractor’s office. Roundtrip mileage of fifty (50) miles or less shall not be reimbursed. If the most cost-effective means of transportation is not used, the Contractor will be reimbursed at the cost-effective rate. The Contractor may submit a written justification with the travel expense claim submission for full reimbursement consideration.

G. When a personal vehicle is utilized, as part of the travel expense claim submission, the Contractor shall submit a printout of the completed Mileage Reimbursement Calculator, reflecting the mileage incurred during the trip, to demonstrate that the most cost-effective method was utilized. Failure to submit the required documentation will result in non-payment for travel reimbursement.

H. On a monthly basis, the Contractor shall complete a CDCR provided electronic service report template for each service rendered to obtain data as outlined in Section 5, Reports, which will be due to CDCR, by the 10th business day of the following month.

I. Actively monitor expenditures, ensuring that all costs associated with this Agreement are managed within the approved budget.

https://legacy.enterprise.com/car_rental/deeplinkmap.do?bid=046&mcid=DBCA

J. Prepare and submit the CDCR-required annual forms by set forth due dates to OEW in order to remain in compliance with CDCR policy and regulations. CDCR-required annual forms include but are not limited to Tuberculosis (TB) attestation and gate clearance forms.

K. Meet with OEW upon request, with meetings occurring within forty-eight (48) hours.

L. Refrain from taking any videos or audio recordings at any time.

M. Provide chaplains that meet the eligibility criteria listed below and be able to provide substantiation upon request at any time throughout the term of this Agreement.

i. Law enforcement experience/background;

ii. Clinical or field training in pastoral care, social work, counseling and guidance;

iii. Certified trainer in trauma and grief, suicide awareness, leadership ethics, and critical incident stress;

iv. Have a minimum of two (2) years of experience within a recognized church or religious denomination and a background in law enforcement trauma; and

v. Able to demonstrate field training or competence in pastoral care, social work, counseling and guidance.

N. The Contractor must be accredited, and provide proof of accreditation, in Peace

Officer’s Standards and Training (POST) academic classroom and field service training academy.

O. The Contractor shall not provide CDCR with any Chaplain that currently works for or volunteers for the CDCR.

4. LICENSE/PERMIT/CERTIFICATION REQUIREMENTS

Bidders must:

• Be ecclesiastically certified and/or endorsed, licensed, ordained, or commissioned by a recognized religious body.

• Hold a Critical Incident Stress Debriefing (CISD) certification.

• Provide proof of accreditation, in Peace…