17953 Attachment B C.pdf

ATTACHMENT B & C

OREGON DEPARTMENT OF CORRECTIONS

C.3.5.1.1 In order to obtain sensitive documents (Attachment B and Attachment C) which are necessary for the preparation of a proposal, Bidders must submit a completed and signed Attachment E and Attachment F to the SPC via email.

Bidders should promptly complete and submit Attachments E and F to ensure adequate time to prepare a bid responsive to this ITB.

Level 3 - Restricted

REQUEST FOR BACKGROUND VERIFICATION DATA/LEDS

INFORMATION

Date:

Name:

Last First Middle

Other names used, including maiden name, aliases, previous married names, nicknames, etc.

Date of Birth:

Month Day Year

Social Security #: Ethnicity:

(Optional or last 4-digits only) (Optional)

Gender: Race:

(Optional) (Optional)

Height: Weight: Eye Color: Hair Color:

(Optional) (Optional) (Optional) (Optional)

Driver’s License#: State:

Address:

Phone #:

List all state(s) lived, worked, or attended school in since age 18.

The information provided will be used only for the purpose indicated above and will be handled with confidentiality.

By signing, you grant DOC permission to run a LEDS check and certify the information provided above is correct and true to the best of your knowledge.

Signature:

This section for DOC use only

☐Information/Permission received by phone. DOC Visitors List Checked: ☐ Yes ☐ No

Purpose/Reason for LEDS Check: OJIN Needed: ☐ Yes ☐ No

Section Requesting LEDS Check: Institution/Facility:

Function Unit Manager/Designee must review and approve in all cases where criminal history is discovered.

☐No Criminal Record ☐Criminal Record ☐ Approved ☐ Denied

Reviewed by FUM Name:

LEDS Check Completed By:

Database Completed By:

Attachment E

Tina Kotek, Governor

Oregon Department of Corrections Purchasing & Contracts Unit

3723 Fairview Industrial Drive SE Salem, OR 97302

Ryan.n.kirtley@doc.oregon.gov

Oregon

CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

For Access to Sensitive ODOC Documents Coffee Creek Correctional Facility (CCCF) Camera Upgrade Project

Date: ______________________ Contractor / Firm Name: ____________________________________ Address: _________________________________________________ City/State/Zip: ___________________________________________ Authorized Representative: _________________________________ Title: _____________________________________________________ Email / Phone: ____________________________________________

1. Purpose of Agreement The Oregon Department of Corrections (“ODOC”) maintains security-sensitive information that is not publicly releasable, including facility system schematics, drawings, specifications, security-related infrastructure descriptions, and other materials associated with the CCCF Camera Upgrade Project (“Project Documents”).

These materials are exempt from disclosure and protected under Oregon law, including but not limited to ORS 192.345, ORS 192.355, ORS 181A.220, and ORS 646.461 – 646.475.

Contractor requests access to certain Project Documents solely for the purpose of preparing a bid, proposal, estimate, or performing work associated with the Project. As a condition of receiving such documents, Contractor agrees to the terms below.

2. Confidentiality Obligations Contractor agrees:

1. To treat all Project Documents as strictly confidential and not disclose them to any person or entity except employees or subcontractors who have a legitimate need to know for proposal or performance purposes.

2. Not to reproduce, distribute, post, upload, or transmit any Project Documents through any means not expressly authorized by ODOC.

3. Not to use Project Documents for any purpose other than preparing a bid or performing work awarded by ODOC.

4. Not to remove, alter, or obscure any confidentiality markings contained within the materials.

5. To maintain secure physical and digital storage of all Project Documents, including ensuring documents are:

o Stored on encrypted drives o Not shared via public cloud services o Not printed or transmitted except as strictly necessary

3. Subcontractor and Employee Access Contractor shall ensure that any subcontractors or employees granted access to the Project Documents are:

1. Limited to those with a legitimate project-related need,

2. Bound by confidentiality obligations equal to or greater than those contained in this Agreement, and

3. Notified that unauthorized disclosure is prohibited and may violate Oregon law.

Contractor assumes responsibility for any breach caused by its employees, subcontractors, or agents.

ATTACHMENT F

4. Security Requirements Contractor acknowledges that Project Documents may contain sensitive information relating to:

Surveillance infrastructure Cabling routes Security system layout Operational vulnerabilities Restricted facility areas

Contractor agrees to comply with:

DOC Supplemental General Conditions (SGC-18 – Project Security Procedures) All DOC security policies, instructions, and directives related to access, dissemination, retention, and return of sensitive information.

Failure to comply may result in:

Removal from consideration, Contract termination, Legal remedies available to the State of Oregon.

5. Return or Destruction of Materials Upon completion of the proposal phase, completion of the contract, withdrawal from consideration, or upon written request from ODOC, Contractor agrees to:

1. Return all hard-copy materials to ODOC, or

2. Destroy all digital copies, including backups, cloud-stored materials, cached data, and email attachments, and

3. Submit a written certification confirming the return or destruction of all materials within 7 calendar days.

6. No License or Ownership Conveyed Access to Project Documents does not grant Contractor any ownership, license, or other rights beyond those expressly granted in this Agreement. All documents remain the sole property of ODOC.

7. Duration of Obligations Confidentiality obligations survive:

Bid rejection Contract award to another vendor Contract completion Contract termination

These obligations continue indefinitely, or until ODOC formally notifies Contractor that the information has been declassified or released publicly.

8. Penalties and Remedies Unauthorized disclosure may result in:

Disqualification from the procurement process, Termination of contracts, Damages recoverable under Oregon law, Criminal penalties, where applicable.

ODOC retains all legal rights and remedies associated with any breach.

9. Certification and Signature

Page 36of 37

By signing below, the undersigned certifies that they have read, understood, and agree to comply with all terms of this Confidentiality & Non-Disclosure Agreement.

Authorized Representative Signature: ____________________________________ Printed Name: _________________________________________________________ Title: ________________________________________________________________ Date: ________________________________________________________________