Backup_Furniture_Transport,Delivery,and_Install.pdf

State of California Department of Corrections and Rehabilitation

December 5, 2024

INVITATION FOR BID (IFB)

IFB No. S01972430

BACKUP FURNITURE TRANSPORTATION, DELIVERY, AND INSTALLATION SERVICES

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled BACKUP FURNITURE TRANSPORTATION, DELIVERY, AND INSTALLATION SERVICES, IFB NO. S01972430. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-524 located on the CALPIA website (www.calpia.ca.gov, select About tab and then Doing Business with CALPIA).

In the opinion of CALPIA, this IFB is complete and without need of explanation. However, should you have questions, or need clarifying information, please contact the Contract Analyst indicated below.

Due Date/Time: December 19, 2024, by 3:00 PM CALPIA Contact SUBMIT BID TO:

Ashley LuMaye, Contract Analyst Phone: (916) 358-1110

Email: Ashley.LuMaye@calpia.ca.gov

California Prison Industry Authority Attention: Ashley LuMaye, Contract Analyst

560 East Natoma Street Folsom, CA 95630

Please note that no verbal information given will be binding upon the CALPIA unless such information is issued in writing as an official addendum to this IFB.

Term: The CALPIA anticipates that the proposed contract term will be for a period of two (2) years with the option to extend for an additional one (1) year.

The contract award will be made on the basis of BEST VALUE as determined by CALPIA alone, under statutory authority (Penal Code 2808) considering the following criteria:

1. Cost: Fair, reasonable, and competitive price, and customer service commitments for goods and or services.

2. Performance: Past performance, including but not limited to, quality and/or reliability for the product or service as well as efficient billing practices; certification by the International Organization for Standardization (ISO).

3. Experience: Length of time and/or number of instances the bidder has offered or produced the requested type of product and/or service.

California Prison Industry Authority (CALPIA) IFB No. S01972430 Backup Furniture Transportation, Delivery, and Installation Services

CALPIA may consider other factors deemed necessary to ensure that best value is achieved.

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids.

Employment of ex-offenders by the bidder is encouraged by CALPIA as part of our ongoing mission to change lives through opportunities.

Any agreement resulting from this solicitation shall be of no force or effect until it is signed by both parties and approved by CALPIA. The Contractor is not to begin work until a contract has been made, all approvals have been obtained, and the contract has been fully executed. Should work begin before all approvals are obtained, services shall be considered voluntary.

California Prison Industry Authority (CALPIA) IFB No. S01972430

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4

B. Bid Information 4

C. Bidder’s Submittal Requirements 5

D. Bid Evaluation 6

E. Licenses and Permits 7

F. Standard Language 7

G. Standard Language 8 H. Bid Attachments 8

Attachment 1: Bid Document Submittal Check List 9 Attachment 2: Sample Standard Agreement (STD 213), Statement of Work and Payment Provisions

Attachment 3: Cost Sheet 24 Attachment 4A: Payee Data Record (STD 204) 27 Attachment 4B: Payee Data Record Supplement (STD 205) 29 Attachment 5: Darfur Certification 31 Attachment 6: Appropriate Attire Policy 32 Attachment 7: Experience/Past Performance (References) 34 Attachment 8: Contractor Certification Clauses (CCC’s) 35 Attachment 9: PREA Volunteer/Contractor Information Sheet 39 Attachment 10: Economic Sanctions Certification 42 Attachment 11: GenAI Reporting & Factsheet Form (STD 1000) 43 Attachment 12: California Civil Rights Laws Certification 46

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet 3 pages Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 7: Experience/Past Performance (References) 1 page Attachment 8: Contractor Certification Clauses (CCC’s) 4 pages Attachment 9: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 10: Economic Sanctions Certification 1 page Attachment 11: GenAI Reporting & Factsheet Form (STD 1000) 3 pages Attachment 12: California Civil Rights Laws Certification 1 page

Bidder Instructions and Contract Provisions:

Bidders Instructions REV-524* 10 pages General Provisions REV-0524* 21 pages Security Provisions REV-224* 5 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and are located on our website at the following link http://www.calpia.ca.gov select About tab, then select Doing Business with CALPIA.

California Prison Industry Authority (CALPIA) IFB No. S01972430

A. Purpose and Description of Service

The California Prison Industry Authority (CALPIA) requires backup furniture and special project transportation services to and from various locations throughout the State of California. Product shall be transported in State of California-owned trailers, or upon request, Contractor-provided trailers. Trailers can be singles, doubles, or a combination of both.

Refer to the Sample STD 213, Statement of Work and Payment Provisions, attached to this IFB as Attachment 2.

CALPIA reserves the right, before the conclusion of the contract term to extend the contract for an additional one-year period. A written and approved amendment will be required to extend the contract prior to contract expiration.

Contractor shall furnish all labor, including but not limited to loading and unloading of trailers, travel and per diam, materials, non-consumable supplies, transportation, equipment, bridge tolls and parking fees, and every other item of expense necessary to perform furniture freight transportation services.

Refer to Section D, Bidders Minimum Qualifications, and the Sample STD 213, Scope of Work and Payment Provisions (Attachment 2) for detailed descriptions of specifications and service requirements. Bidders are not required to bid all regions to be considered responsive. Note:

No subcontracting will be permitted.

Multi-provider contract: The CALPIA reserves the right to award multiple contracts for backup purposes. The CALPIA anticipates awarding up to three (3) contracts; however, CALPIA is not obligated to award more than one contract. When CALPIA requires services, CALPIA will contact the first ranked awardee where there is a multi-award contract. If the first ranked awardee is unable to perform the service, then the second ranked awardee will be contacted to provide the requested service. Awardee three will only be contacted if the first two awardees are unable to perform the needed service.

Contractors unable to accept a run three (3) times in a rolling 90-day period may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract.

Contractor must be available to provide services on a 24 hour per day and 365 days per year basis, including State holidays. CALPIA will not pay an increased labor rate for work performed on State holidays. Delivery hours shall be determined by individual CALPIA warehouses located at California Department of Corrections and Rehabilitation (CDCR) institutions and customer requirements.

B. Bid Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. All times are Pacific Standard Time (PST)/Pacific Daylight Time (PDT).

California Prison Industry Authority (CALPIA) IFB No. S01972430

*estimated timeframes

2. Bid Submittal

Bids must be received via U.S. Mail, common carrier, or hand delivered; no other method of response will be accepted. Bids not submitted under sealed cover may be rejected. Submit one (1) copy of the bid to the address and Contract Analyst on page 1 of this document. The interior sealed envelope 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:

C. Background Information Requirements

Bidder is required to provide specific background information before the CALPIA will consider the bid. To comply with this section, each bidder must provide a brief history and background, including:

1. Date business was established

2. Date business first engaged in transportation and delivery services

3. Location and size of headquarters and warehouse

4. Major services and activities offered

5. Current number of employees and organizational structure

6. Years of experience providing office/residential furniture delivery and assembly, as well as the following:

a. List of customer names, including Project Manager contact information, for deliveries conducted within the last 2 years (minimum of 3 names, maximum of 6 names)

EVENT DATE

TIME

(Pacific STD /Daylight Time)

IFB available to prospective bidders December 5, 2024 Final Date for Bid Submission/Bid Opening 12/19/2024 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award* 12/23/2024 5:00 PM Last Day to Appeal Intent to Award* 12/30/2024 5:00 PM Proposed Start Date of Agreement* January 14, 2025

Company Name Company Address

IFB Number: S01972430 IFB Name: Furniture Transportation, Delivery, and Installation Attention: Ashley LuMaye

BID SUBMITTAL – DO NOT OPEN

California Prison Industry Authority (CALPIA) IFB No. S01972430

b. Total number of pounds or quantities of furniture delivered/installed in last 2 years

c. Note any specific examples on past projects that clearly demonstrate sensitivity to client’s particular needs

7. Company’s damage claim process

D. Bidder’s Minimum Qualifications

At the time of bid submittal, bidder must meet the following requirements:

1. Bidder must have a minimum of three (3) years of experience providing freight transportation service.

2. Bidder must document that they own, or will lease for the contract term, a minimum of one

(1) twenty-foot box truck with liftgate, and a minimum of four (4) trucks/tractors with trailers available in order to deliver product on behalf of CALPIA on any given day. Bidders shall describe vehicles, material handling equipment, and inventory control.

3. Bidder shall have experience providing delivery and furniture installation services. The CALPIA will contact Project Manager(s) for reference purposes and/or to schedule site visits. Each bidder must provide a separate document with the bid package with the following details:

a. Bidder must have a minimum of four (4) trucks/tractors with trailers available for CALPIA furniture transportation on any given day.

b. Bidder must have a minimum of four (4) drivers available with valid California Commercial Driver’s License.

c. Bidder must have one (1) backup driver with valid California Commercial Driver’s

License.

d. Bidder must be able to provide documentation for gate clearances of four (4) drivers and one (1) backup driver.

i. Documentation to be submitted to project representative within one (1) week of award notification from CALPIA Contract Analyst.

ii. Ex-offenders are prohibited from entering any correctional institution in any employment capacity.

e. Bidder must have adequate internet capabilities to transmit and receive project specifications, meeting and delivery schedules, and product lists.

Executive Order N-6-22 – Russia Sanctions: CALPIA requires Bidders to include a completed Economic Sanctions Certification form (BSS-F069) as required by Executive Order N-6-22 in order to be eligible to conduct business with the State of California.

California Prison Industry Authority (CALPIA) IFB No. S01972430

Executive Order N-12-23 – Generative Artificial Intelligence (GenAI):

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 / Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI, including GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder / Offeror / Contractor.

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder / Offeror / Contractor.

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

Upon receipt of a Bidder / Offeror / Contractor GenAI Reporting and Factsheet (STD 1000), 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.

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. Bidders/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors.

E. Bid Evaluation

Award of a contract resulting from this IFB will be based on the contractor providing the best value. The Contractor must meet or exceed the minimum requirements of the following criteria:

Category – Description Cost Past Performance Experience

F. Licenses and Permits

During the term of the contract, the Contractor must maintain all required licenses and/or permits in full force and effect. If and when the State learns that the Contractor has failed to do so, the State may, in addition to any other remedy it may have, immediately terminate this contract without any cost or liability to the State. If, after bid submission, the Contractor replaces or renews a required license or permit or obtains a newly-applicable license or permit, the Contractor shall provide the State with a copy of the renewed or replaced or newly-obtained license or permit within 20 days following the Contractor's receipt of same.

California Prison Industry Authority (CALPIA) IFB No. S01972430

The bidder shall provide copies of all required license(s) and permit(s) at the time of bid submittal.

1. Business license as required by the city, county, or both, as determined by bidder’s place of business

2. Motor Carrier Permit

G. Standard Language

CALPIA 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. CALPIA’s General Provisions (GP’s) are not negotiable.

H. Bid Attachments

Refer to the following pages for additional required attachments that are a part of this IFB.

ATTACHMENT 1

BID DOCUMENT SUBMITTAL CHECK LIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items listed below have been included in your bid. Place a check mark or “X” next to each item that you are submitting. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package.

NAME OF BIDDER:

COMPANY NAME:

Attachment Name/Description

_____ Attachment 1: Bid Document Submittal Check List

_____ Attachment 3: Cost Sheet

_____ Attachment 4A: Payee Data Record (STD 204) NOTE: If company is incorporated, Payee’s Legal business name on the STD 204 must match the name registered with the Secretary of State of California.

_____ Attachment 4B: Payee Data Record Supplement (STD 205) NOTE: For use if additional remittance addresses are needed or if additional authorized representatives need to be identified.

_____ Attachment 5: Darfur Certification

_____ Attachment 7: Experience/Past Performance (References)

_____ Attachment 8: Contractor’s Certification Clauses

_____ Attachment 9: PREA Volunteer/Contractor Information Sheet

_____ Attachment 10: Economic Sanctions Certification

_____ Attachment 11: GenAI Reporting & Factsheet Form (STD 1000)

_____ Attachment 12: California Civil Rights Laws Certification

Additional Items Description

_____ Background Information (Section C Items 1-7)

_____ Minimum Qualifications Documentation (Section D Item 2)

_____ Copy of Business License/Permits(s) as required by the city, county, or both

_____ Copy of Motor Carrier Permit

STATE OF CALIFORNIA

STANDARD AGREEMENT ATTACHMENT 2

STD 213 (Rev 6/21/06) AGREEMENT NUMBER

IFB No. S01972430

REGISTRATION NUMBER

BACKUP FURNITURE TRANSPORTATION, DELIVERY, AND INSTALLATION

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

CALIFORNIA PRISON INDUSTRY AUTHORITY

CONTRACTOR'S NAME

TBD

2. The term of this Month Day, 2025 or upon approval, whichever is the later, through Month Day, 2027Agreement is:

3. The maximum amount $ of this Agreement is: Dollars and No Cents

4. The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part of the Agreement.

Attachment 2 – Statement of Work and Payment Provisions 12 pages

Exhibit A - Map - Customer Geographic Delivery Regions 1 page

Attachment 3 - Cost Sheet 3 pages

Attachment 6 - Appropriate Attire Policy 2 pages

General Provisions REV-0524* 21 pages

Security Provisions REV-224* 5 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached

These documents can be viewed at http://www.calpia.ca.gov, (select About tab, then select Doing Business with CALPIA).

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR

CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Prison Industry Authority BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

560 East Natoma Street Folsom, CA 95630

PRINTED NAME AND TITLE OF PERSON SIGNING

AGENCY NAMEAGENCY NAME

or upon approval, whichever is the later, throughor upon approval, whichever is the later, through Month Day, 2027Month Day, 2027

The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a partThe parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part tatement of Work and Payment Provisions

Customer Geographic Delivery RegionsCustomer Geographic Delivery Regions

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereby incorporated by reference and made part of this agreement as if attached

These documents can be viewed at These documents can be viewed at http://www.calpia.ca.govhttp://www.calpia.ca.gov,,http://www.calpia.ca.govhttp://www.calpia.ca.govhttp://www.calpia.ca.gov (select (select About bout tab, then select Doing Business with CALPIA).tab, then select Doing Business with CALPIA).

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTORCONTRACTOR

(if other than an individual, state (if other than an individual, state whether a corporation, partnership, etc.)whether a corporation, partnership, etc.)

(Authorized Signature)

PRINTED NAME AND TITLE OF PERSON SIGNINGPRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESSADDRESS

STATE OF CALIFORNIASTATE OF CALIFORNIA

California Prison Industry AuthorityCalifornia Prison Industry Authority (Authorized Signature)(Authorized Signature)

Backup Furniture Transportation, Delivery, and Installation

ATTACHMENT 2

STATEMENT OF WORK AND PAYMENT PROVISIONS

I. STATEMENT OF WORK

The purpose of this contract is to establish backup furniture and major project transportation for those occasions when California Prison Industry Authority (CALPIA) heavy truck drivers are not available to perform such services.

1. Services may include deliveries to remote locations within the state of California, and instances of unique projects which include transport, delivery, assembly, and/or installation of CALPIA furniture products. The Contractor is required to provide all services for any region awarded to them.

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, parking fees and bridge tolls, insurance, transportation, equipment and every other item of expense necessary to perform services.

i. Contractor and all staff utilized by Contractor to complete these services shall conduct business in a professional and respectful manner, including contacting CALPIA designee to assist resolving customer concerns. All agree to abide by the Appropriate Attire Policy (Exhibit 4).

ii. No subcontracting will be permitted.

iii. CALPIA may require Contractor or representative to attend training on assembly of furniture items at no additional cost to CALPIA. Contractor will be given 14 calendar day notice if training is deemed necessary.

iv. No monetary compensation will be made for standby, spotting, or staging time unless authorized by CALPIA’s On Time Delivery (OTD) Administrator or designee, in advance. Contractor is expected to report any delays to the CALPIA’s OTD Administrator or designee for resolution.

v. Product shall be transported in Contractor-owned tractors using Contractor or

CALPIA owned air-ride trailers, in singles, doubles, or any combination. Contractor’s equipment shall be maintained in good working order.

vi. Contractor is responsible for all damage to CALPIA equipment and customer products during shipment, in-transit storage, and delivery. Contractor shall be responsible for any damage to customer buildings, which includes walls, floors, and elevators, incurred when performing contracted services.

2. Service days will be every day, including State holidays.

A. Specific hours and availability will be determined by CALPIA warehouse locations and customer requirements.

B. CALPIA will endeavor to provide Contractor with the earliest possible notice of a request for service.

C. Any requests for furniture or non-furniture transport services may come with less than

24-hour notice.

D. CALPIA will not pay an increased rate for work performed on State holidays and weekends.

3. Delivery service shall be available no later than the express date set by CALPIA and Contractor, after all approvals have been obtained; the agreement is fully executed; and an ERPLX Tracking Number is issued. Upon Contractor acceptance of delivery, should Contractor fail to commence work at the agreed upon time, CALPIA, upon five (5) days’ written notice to Contractor, reserves the right to terminate the agreement effective immediately. In addition, Contractor shall be liable to CALPIA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor.

4. The Project Representatives during the term of this agreement will be:

State Agency: Contractor:

Section/Unit: Section/Unit:

Attention: Attention:

Address: Address:

Phone: Phone:

Email: Email:

Note: No formal amendment of this agreement is needed to change the contact information. Changes will be made by written or electronic notification.

5. Contractor shall furnish to the CALPIA a certificate of insurance, stating that there is Commercial General Liability, Worker’s Compensation, and Automotive Liability. The certificate of insurance shall include the following three (3) provisions in their entirety:

A. The insurer will not cancel the insured’s coverage without 30 days prior written notice to the State and will provide the State with a written 10-day notice for Contractor’s non-payment of premiums.

B. Under Contractor’s General Liability and Automobile Liability insurance CALPIA and the State of California, its officers, agents, employees, and servants are included as additional insured, but only insofar as the operations under this contract are concerned.

C. The State will not be responsible for any premiums or assessment of the policy.

6. Licenses and Permits

During the term of the contract, the Contractor must maintain all required licenses and/or permits in full force and effect. If and when the State learns that the Contractor has failed to do so, the State may, in addition to any other remedy it may have, immediately terminate this contract without any cause or liability to the State. If after bid submission, the Contractor replaces or renews a required license or permit or obtains a newly applicable license or permit, the Contractor shall provide the State with a copy of the renewed, replaced, or newly obtained license or permit within 20 days following the Contractor’s receipt of the same.

7. The Contractor shall provide services as required by CALPIA. The Contractor will be notified by CALPIA representative and may be given less than 24-hour notice.

A. The Contractor will have one (1) hour to respond to CALPIA’s initial request for service.

If no response is received within this timeframe, CALPIA reserves the right to contract the next ranked/awarded vendor for the service need.

B. Contractors unable to perform three (3) times in a rolling 90-day period may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract.

8. The services may also include transportation of non-furniture products and items upon mutual agreement between CALPIA and the Contractor. Contract spending for non-furniture delivery is not tot exceed five percent (5%) of deliveries. Non-Furniture deliveries will be paid on a per mile rate in accordance with the amount specified in the Cost Sheet (Attachment 3). The Contractor reserves the right to decline a delivery request outside of furniture.

9. CALPIA will transport product from CALPIA factory to the CALPIA warehouse located within the customer’s geographic delivery region. CALPIA reserves the right to approve or reject the Contractor’s suggested alternate pick-up location. The Contractor will be responsible for furniture pick-up from designated CALPIA pick-up locations for delivery, assembly, and installation as needed at customer locations within specified geographic customer delivery regions. See Map (Exhibit A).

10.Any changes to the Bill of Lading (BOL) will require prior approval from the OTD Administrator or designee in writing before driver leaves the dock.

A. Cargo will range from a single item to a major furniture delivery.

B. CALPIA will provide the number of pounds per load on the BOL.

i. Driver will provide an inspection form to note any irregularity of the trailer(s) and will require the driver’s and /or a CALPIA representative signature prior to leaving the pickup location.

C. Driver will verify that the BOL is signed by all parties, including the customer, with legible signatures on all copies of the BOL, before leaving the delivery station.

11. CALPIA will maintain state-owned equipment in sound mechanical operating condition.

A. CALPIA will provide an inspection form to note any irregularity of the trailer(s) and will require the driver’s and/or a CALPIA representative signature prior to leaving the pickup location.

B. CALPIA will reimburse contractor for tire repairs, equipment infractions, etc. of state-owned equipment with prior approval from CALPIA’s OTD Warehouse Manager I/II or designee.

i. CALPIA will provide to Contractor a list of emergency telephone numbers for obtaining approval.

ii. Invoices for repairs must be submitted to CALPIA for reimbursement. Expenses over $250 require pre-approval by CALPIA’s Operations Branch Manager, OTD Administrator or designee.

12. CALPIA will provide a BOL for each pick-up and/or delivery with the following information:

A. The item descriptions, volumes, and weight to be delivered to each customer.

B. Delivery information such as:

i. Customer notification by driver prior to delivery.

ii. Dock to dock, dockside, set-in-place, or hand carry delivery.

a. Dock to Dock – Contractor will transport product from one dock to the next dock; no handling required.

b. Dockside – Contractor will unload product from truck/trailer on to dock and remove dunnage.

c. Set in Place – Contractor will unload the product from truck/trailer, assemble, remove dunnage, and set in place per customer request; not hand carry required.

d. Hand Carry - Set in place delivery that requires hand-carrying product upstairs.

CALPIA pre-approval is required.

iii. Pickup of items to be returned to CALPIA if necessary.

C. Pickup and/or delivery address.

D. Pickup and/or delivery contact name and phone number.

E. CALPIA contact phone numbers.

13. Contractor shall provide the following, including but not limited to:

A. Contractor will be responsible for furniture pickup from designated CALPIA locations.

Contractor will deliver, assemble, and install product as needed at customer locations within specified geographic customer delivery regions.

B. Contractor is required to provide all services to any region awarded. See Map (Exhibit A).

i. Northern CALPIA pickup locations include the following sites:

• San Quentin State Prison

• California State Prison-Solano

• Folsom State Prison

• OTD-N, Sacramento

• Correctional Training Facility, Soledad

ii. Central CALPIA pickup locations include the following sites:

Avenal State Prison OTD-C, Corcoran Correctional Training Facility, Soledad

iii. Southern CALPIA pickup locations include the following:

OTD-S, Chino

C. Contractor will provide adequate labor, equipment, and facilities to meet contractual obligations, as well as maintain the quality of CALPIA products and timeliness of deliveries. In the case of mechanical breakdown, Contractor is responsible for ensuring product quality and timeliness of deliveries. Contractor shall keep a record of maintenance on trucks/tractors, and these records shall be made available to CALPIA upon request.

D. Driver(s) needs to obtain California Department of Corrections and Rehabilitation gate clearance to provide service at any given time.

E. All licensed drivers must have means of communication during delivery transportation.

The Contractor is expected to contact CALPIA immediately in the event of an emergency.

i. The Contractor will immediately notify CALPIA when product is unable to be delivered due to the customer being unavailable. CALPIA will attempt to reach out to the customer in order to ensure delivery is complete.

ii. The Contractor is required to make arrangements with customers on all deliveries.

F. Contractor will return all state-owned trailers to origin after each run unless approved in advance by the CALPIA project representative.

G. The Contractor shall submit a Proof of Delivery (POD) signed and dated by the customer to CALPIA within 48-hours of product(s) being delivered.

14.Damage or Loss

A. The Contractor shall be liable for damages or loss of CALPIA’s equipment and products during the performance of any contractual services.

B. In instances when the contractor loads product in trailers, it will be the Contractor’s responsibility to assess all products being transported prior to loading. The Contractor will notify CALPIA of any damages found. Once products have been loaded into trailers, the Contractor will then be responsible for any subsequent damages.

C. The Contractor will be responsible for any damage to state or customer buildings, including walls, floors, elevators, etc., incurred while performing contractual services.

D. Contractor must provide CALPIA their process for submitting damage claims prior to contract execution.

15. Upon CALPIA request, the Contractor shall be responsible for providing direction as to the order of furniture loading based on scheduled routs. Completion of delivers will be performed as directed by the CALPIA project representative or designee.

16. Deliveries will be completed within five (5) business days of pickup of freight for deliveries to customers locations.

17. Responsibility of Contractor’s driver:

A. Always Have a valid Class A license and valid photo ID in their possession.

B. Follow customer instructions for trailer placement.

C. Provide notification to customer prior to all delivers.

D. Obtain signatures from customers accepting delivery with a legible customer signature on all copies of BOL (signature must include printed name and date for arrival and departure time when stand by time is being accrued).

E. Return all shipper supplied furniture blankets to the point of shipment within one (1) week after delivery is complete.

i. The Contractor will indicate number of furniture blankets received on the BOL.

ii. The Contractor will indicate number of furniture blankets returned to CALPIA on the BOL and invoice.

iii. The Contractor will be charged $8.00 (deducted from invoice) for any furniture blankets not returned to shipper.

iv. The Contractor may provide their own supply of furniture blankets at the time of pickup and/or exchange blankets one for one with shipper’s blankets.

F. Transport backhauls as needed (dock to dock).

G. Have a cell phone available for means of communication with CALPIA and the Contractor dispatch during emergency events.

H. Driver(s) transporting onto institutional grounds will be required to check-in their cell phone at the sally port prior to entering institutional grounds. Cell phone will be available for pick up after completion of services. Company and private cell phones are not permitted for use inside an institution.

18. Merchandise Returns to CALPIA shall be handled as follows:

A. The Contractor shall be responsible for the repackaging, loading, and securing of all products to be returned to CALPIA in the same manner they were received.

B. The Contractor to route product to originating location or as directed by CALPIA designee within ten (10) business days.

19. CALPIA cannot guarantee full trailer loads for every delivery. There will be times when partial trailer loads for delivery occurs.

20. CALPIA reserves the right to award up to three (3) contracts per region for backup purposes.

A. Awarded Contractor will provide delivery service to any geographic region (Northern, Central, and Southern California) indicated on the California County Map (Exhibit A) that they are awarded.

B. CALPIA will contact first ranked awardee. If the first ranked awardee is unable to perform, then the second ranked awardee will be contacted to provide the requested service (s).

the third awardee will only be contacted if the first two awardees are unable to perform the needed service(s).

C. CALPIA reserves the right to utilize multiple vendors concurrently based on operational need to maintain timely delivery expectations.

21. The Contractor with a pattern of declining service requests will be subject to vendor performance reviews and contract termination. The Contractor will be compensated for services as follows:

A. Rate Per Pound – Awarded Contractor will provide transportation, delivery, and installation services to any geographic region (Northern, Central, and Southern California) that they are awarded. The Contractor will be compensated for the standard delivery services based on the per pound rates indicated on the cost Sheet (Attachment 3). Rate per pound includes off-hour delivery services.

B. Rate Per Mile – Non-furniture deliveries will be paid at a rate per mile in accordance with the amount specified in the Cost Sheet (Attachment 3).

C. Standby Rate – An hourly rate of approved standby time will be paid based on the cost sheet (Attachment 3).

22. Out-of-Pocket Expense Reimbursements (i.e., fasteners, paint, film, etc.) – Subject to CALPIA OTD Administrator ir designee approval, the Contractor will be reimbursed for actual costs up to $250.00. Reimbursements exceeding $250.00 require the approval of CALPIA Operations Branch Manager. Reimbursements require a receipt for all items claimed.

23. Surcharge for Outlying Area Pick-Ups and Deliveries – CALPIA will pay the surcharge percentage rate for deliveries to areas identified on the Cost Sheet (Exhibit 3) as being outside the standard delivery areas.

24. Stacking of Charges – Only a single standard delivery service rate may apply to a route;

CALPIA will not permit the stacking of delivery service rates.

25. Maintenance and Repair

In the case of mechanical breakdown, the Contractor is responsible for providing all labor and equipment necessary to ensure timeliness of deliveries. Backup tractor/truck must be available within 24 hours of any equipment breakdown.

A. The Contractor shall keep a maintenance record on all ruck/trailers/tractors, and these records shall be made available to CALPIA within 24 hours of request.

B. The Contractor shall be responsible for any and all traffic infractions, maintenance/repair of equipment, and any damages to person or property associated with Contractor-owned equipment.

C. In the event of accident while performing services for CALPIA, regardless of equipment used, the contractor will notify CALPIA immediately. The Contractor will complete the state of California Vehicle Accident Report (STD 270) within 24 hours and submit to CALPIA contact person.

26. Fuel Surcharge:

A. A fuel surcharge may be applied to the total of each invoice submitted based on the applicable California fuel cost per the Department of energy, US Energy Information Administration.

B. The Contractor is to use the average weekly fuel costs when applying the surcharge to their invoice total or if submitting invoicing on a monthly basis, the average monthly fuel cost shall be used.

C. The surcharge is calculated at the corresponding percentage of the prices listed below:

When the fuel cost is: The fuel surcharge is: When the fuel cost is: The fuel surcharge is:

At Least But Less

Than Percentage is:

At Least But Less Than

Percentage is:

$ 4.01 $ 4.10 0.75 $5.31 $ 5.40 10.50 $ 4.11 $ 4.20 1.50 $5.41 $ 5.50 11.25 $ 4.21 $ 4.30 2.25 $5.51 $ 5.60 12.00 $ 4.31 $ 4.40 3.00 $5.61 $ 5.70 12.75 $ 4.41 $ 4.50 3.75 $5.71 $ 5.80 13.50 $ 4.51 $ 4.60 4.50 $5.81 $ 5.90 14.25 $ 4.61 $ 4.70 5.25 $5.91 $ 6.00 15.00 $ 4.71 $ 4.80 6.00 $6.01 $ 6.10 15.75 $ 4.81 $ 4.90 6.75 $6.11 $6.20 16.50 $ 4.91 $ 5.00 7.50 $6.21 $6.30 17.25 $ 5.01 $ 5.10 8.25 $6.31 $6.40 18.00 $5.11 $ 5.20 9.00 $6.41 $6.50 18.75 $5.21 $ 5.30 9.75 $6.51 $6.60 19.50

D. Fuel pricing may be obtained from the Department of energy, US Energy Information

Administration website, Weekly Retail Gasoline and Diesel Prices for California at:

http://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_nus_w.htm

27. Executive Order N-6-22 – Russia 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. The EO directs state agencies to terminate contracts with, and to refrain from entering into any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

28.Executive Order N-12-23 – Generative Artificial Intelligence (GenAI)

GenAI Technology Use & Reporting

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI

Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology. At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

29. CALPIA reserves the right to amend the agreement, prior to expiration, in writing on the STD 213A. CALPIA may adjust the terms of the agreement including but not limited to the following:

A. Term extension up to one (1) year.

B. Decreasing the amount of the contract’s original value.

C. Increasing the contract amount by up to 30% of the original value.

II. PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the CALPIA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet , Attachment 3, which is attached hereto and made part of this agreement.

B. Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable). Invoices shall include the six-digit Purchase Order (ERPlx) Number and the Agreement Number referenced in the executed contract cover letter. Invoices shall be submitted in triplicate not more frequently than once every 30 days in arrears to:

i. Non-Furniture deliveries will be paid on a per mile rate in accordance with the amount specified on the Cost Sheet (Attachment 3)

C. All invoice packages must contain original documents and be legible. Failure to provide original, legible documents will delay payment at Contractor’s expense.

D. Accurate/correct invoice packages must be submitted for review and payment in a timely manner subject to the following:

CALPIA -OTD

Attention:

Address:

i. All invoices, including revised/amended / corrected invoices, must be received by CALPIA within 60 days from the date services were rendered.

ii. Invoices received by CALPIA more than 60 days after the date services were rendered will be denied, deemed a forfeiture of payment by Contractor, and no payment will be issued.

a. It is Contractor’s responsibility to ensure invoices are received by CALPIA by the deadline. No exceptions will be allowed for invoice packages lost in transit unless supported by documentation that they should have arrived on time (i.e., proof of overnight delivery).

b. If a revision/amendment/correction of a timely submitted invoice is requested by

CALPIA, payment will not be forfeited if the requested invoice is received more than 60 days after the date services were rendered.

iii. All invoices received shall be deemed accurate/correct unless Contractor provides

CALPIA with written notice of any error(s) within 60 days from the date services were rendered. Written notice must include a written explanation of the change, a revised/amended/corrected invoice, and supporting documentation.

iv. Invoices received by CALPIA on the 60th day from the date services were rendered cannot be revised/amended/corrected by Contractor except at the request of CALPIA.

E. Contractors unable to provide accurate/correct invoice packages in a timely manner may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract at any time.

F. Contractor is to provide a monthly report showing billed, paid, and outstanding invoices.

2. Availability of Funds

All financial obligations of CALPIA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALPIA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALPIA’s obligations under this agreement, CALPIA may immediately terminate this agreement.

3. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927. Unless expressly exempted by statute, the Act requires State agencies to pay properly submitted, undisputed invoices not more than 45 days after (a) the date of acceptance of goods or performance of services or (b) receipt of an undisputed invoice, whichever is later.

4. Cash Discounts

CALPIA has a history of taking cash discounts and intends to take advantage of cash discounts offered when they are in the best interest of the CALPIA.

California Prison Industry Authority (CALPIA) IFB No. S01972430

EXHIBIT A

MAP – CUSTOMER GEOGRAPHIC DELIVERY REGIONS

ATTACHMENT 3

COST SHEET

The actual costs quoted by the bidder shall be binding for the term of the Agreement. CALPIA is not obligated to purchase any quantity of services from the contractor.

Under no circumstances will the contractor be allowed to use a subcontractor for more than 50% of the contract dollar amount. For all services where a subcontractor is used, the contractor will be required to provide a minimum of 50% of the staffing for the project including project contact person.

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.

Note: There are two parts to this bid sheet. Be sure to complete Part 1 and Part 2.

Part 1: Rate Charges for Standard Delivery Areas (See Map on Page 2 of 3)

Delivery Services for Standard Delivery Areas

Rate per Pound North

Rate per Pound Central

Rate per Pound South

1. Dock-to dock, no handling required

2. Dockside Delivery with removal of dunnage

3. Set in place delivery, assembly, and removal of dunnage

4. Hand carry $_______________ $_______________ $_______________

Standby Time Rate per Hour

North Rate per Hour

Central Rate per Hour

South

5. Standby Time – Approved by CALPIA OTD Administrator or Designee

Non-Furniture Deliveries Rate per Mile

North Rate per Mile

Central Rate per Mile

South

6. Delivery of non-furniture product

California Prison Industry Authority (CALPIA) IFB No. S01972430

ATTACHMENT 3

COST SHEET - REVISED (Continued)

Part 2: Additional Rate Charges for Storage and Outlying Area Pick-Ups & Deliveries

Using the map and chart below, indicate delivery destination surcharge as a percentage of the pounds delivered to the Outlying Pick-Up and/or Delivery Area only. Standard delivery areas are not subject to surcharge. (Standard Delivery Area defined in table below*)

Outlying Pick-up & Delivery Area Surcharge Chart Pick-up & Delivery Area Surcharge Percentage

1 % 2 % 8 % 9 %

11 % 12 %

*Standard delivery area includes the following:

3-Sacramento Valley

4-Bay Area

5-Central Coast

6-Central California

7-Los Angeles

10-San Joaquin Valley

Area 2 Siskiyou Modoc Trinity Shasta Lassen Tehama Plumas Sierra

Area 9 Mono Inyo Area 8

San Bernardino Riverside

Area 1 Del Norte Humboldt Mendocino Lake

Area 11 San

Diego Imperial

Area 12 Orange

California Prison Industry Authority (CALPIA) IFB No. S01972430

ATTACHMENT 3

COST SHEET – REVISED (Continued)

See Bidders Instructions Item 26 for complete instructions on offering Cash Discounts.

_____% Cash discount for payment within __________ days of receipt.

For accounting reporting purposes, please provide the following information: Are you certified with the California Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Micro Business

Yes No Yes No

If yes, enter certification number below: Expiration Date:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NAME OF

BIDDER:

COMPANY NAME

STREET

ADDRESS:

CITY, STATE, ZIP

PHONE: FAX:

EMAIL:

AUTHORIZED

NAME: PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

California Prison Industry Authority (CALPIA)

ATTACHMENT 5

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 - 10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

OPTION #1 – DOMESTIC ONLY

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, initial here and submit with your bid package. (Initial ______)

OPTION #2 - CERTIFICATION

If your company, within the previous three years, has had business…