CDCR-2024027-PODO-OBS_4007_(B).pdf

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

OBS 4007 (B) (Rev. 07/2024)

BIDDER INFORMATION

Business Name: ________________________________ Address: ________________________

Contact Person: ________________________________ ________________________________

Title: _________________________________________ ________________________________

Phone: _______________________________________ ________________________________

Email: _______________________________________ ________________________________

Federal Employer Identification Number (FEIN): __________________________

Retailer’s CA Seller’s Permit Number: __________________________________

Small Business (SB) ☐ Micro Business (MB) ☐ Disabled Veteran Business Enterprise (DVBE) ☐

SB/MB/DVBE Certification #: __________________ Certification Expiration Date: ______________

Are you the manufacturer? Yes ☐ No ☐

Are you a non-small business claiming at least 25% small business subcontractor preference?

Yes ☐ No ☐

*Payment discount offered on invoices to be paid within ________ days of receipt = ________%.

X____________________________________________ ________________________________

Bidder Signature Date

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered to the designated point(s) by the method of delivery and within the times specified and subject to the General Provisions attached or included by reference. By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) STATEMENT OF COMPLIANCE - The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

REQUEST FOR QUOTATION: NON-IT GOODS

Informal Competitive

Solicitation Number: __________________ Release Date: ____________ Due Date: __________

Bid responses must be delivered via email to the state official listed herein on or before 2:00 p.m.

on the due date above.

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #________________

ADDITIONAL SOLICITATION DETAILS

(this section to be completed by State official only)

Deliveries must be completed within ______________ calendar days after receipt of order (ARO).

METHOD OF AWARD:

The lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation will be awarded. For the purposes of this solicitation, requested items shall be awarded based on the option selected below:

☐ All or none – the lowest overall bid price for all items will be awarded.

☐ On the basis of individual items – the lowest bid on each line item will be awarded. The State may accept and choose to award any single line item or any combination of line items as specified in this solicitation.

FREE ON BOARD (F.O.B.) DESTINATION:

For the purposes of this solicitation, only bid responses quoting F.O.B. Destination to the ordering organization’s receiving point will be accepted. Responsibility and liability for loss or damage for all orders shall remain with the contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and any warranty obligations. Acceptable freight payment terms shall be defined based on the selected option below:

☐ Only bids offering Freight Prepaid by the contractor will be accepted. All shipping costs must be included in the cost of the goods. Shipping costs may NOT be listed as a separate stand-alone cost.

☐ Bids offering either Freight Prepaid/ADD or Freight Prepaid by the contractor will be accepted.

STATE OFFICIAL / REQUESTOR CONTACT INFORMATION

Name: __________________________________

Email: __________________________________

Phone: _________________________________

Shipping Address:

_______________________________ **Fax: ___________________________________

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

*PAYMENT DISCOUNT OFFERS

Discounts will not be considered when evaluating bid responses for award purposes. However, discounts may be offered and taken by the State when processing invoices within the timeframe specified. Whenever possible, the CDCR will accept the offer of cash discounts for payment terms other than those specified in the General Provisions Paragraph 30 (i.e. Net 45). Please do not reference or include payment terms that conflict with the provisions of the California Prompt Payment Act, Government Code Section 927 et. seq. The Act requires state agencies to pay properly submitted, undisputed invoices not more than 45 days after (i) the date of acceptance of goods or performance of services; or (ii) receipt of an undisputed invoice, whichever is later.

DELIVERY

Final delivery, inspection, and acceptance shall be at the shipping address location(s) described herein.

PRICES

Prices shall be all inclusive. Only the prices submitted in the bid response shall be accepted and included in the awarded purchase order.

SUBSTITUTIONS

Substitutions for like items may be accepted at the State’s discretion if the requested item is not available and the substitute item is equivalent to, or exceeds the standards, of the original request. The State reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality required.

CDCR SPECIAL TERMS AND CONDITIONS

If delivering to a CDCR institution, special terms and conditions apply. Suppliers must observe all institution security rules and regulations. Delivery drivers may be required to obtain gate clearance prior to delivery. Suppliers shall contact the institution regarding specific requirements prior to attempting delivery. All persons entering institution grounds must have a valid state driver’s license or photo identification card on their person. Clothing restrictions apply. See CDCR Special Terms and Conditions attachment for more details.

TOBACCO-FREE ENVIRONMENT

Pursuant to Penal Code § 5030.1, the possession or use of tobacco products by any person on the grounds of any institution or facility under the jurisdiction of CDCR is prohibited.

FACSIMILE (FAX) BID SUBMITTALS

Faxed bid submittals will be considered only if they are sent to . Bids sent to any other fax number will not be considered. To be considered, all pages of a faxed bid must be completely received prior to the due date and time specified in this solicitation. The State assumes no responsibility if a supplier cannot transmit their bid via fax, or if the entire bid is not received prior to the due date and time.

BIDDER DECLARATION (GSPD-05-105)

All suppliers must complete the Bidder Declaration GSPD-05-105 and submit it with the bid response.

When completing the declaration, suppliers must identify all subcontractors proposed for participation in the contract; this includes equipment manufacturers, equipment distributors and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime’s contract. Suppliers awarded a contract are contractually obligated to use the subcontractors for

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________ the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract. All certified small businesses (SBs) and/or Disabled Veteran Business Enterprises (DVBEs) must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837 (d)(4).

SB / DVBE CERTIFICATION

The DGS Procurement Division, Office of Small Business and DVBE Services (OSDS) is the state’s certifying agency. Suppliers claiming preferences/incentives must provide their California SB/MB/DVBE certification number on page 1 of this RFQ. Completed certification applications and required support documents must be submitted to the OSDS no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the application as submitted. SB/Nonprofit Veteran Service Agencies (NVSA’s) must possess certification by California prior to the day and time bids are due. Online applications are located on the Cal eProcure website. Questions regarding certification should be directed to the OSDS at OSDSHelp@dgs.ca.gov or (916) 375-4940.

SMALL BUSINESS PREFERENCE

Section 14838 et seq. of the California Government Code requires that a 5% preference be given to bidders who qualify as a certified small business. If applicable, claim the small business preference by providing the small business certification number on page 1 of this RFQ.

SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA)

SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section

999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, provide certification number on page 1 of this RFQ.

NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

A 5% preference is available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, identify the small business subcontractor information and percentages on the Bidder Declaration (GSPD-05-105) form and indicate you are claiming the preference on page 1 of this RFQ.

DVBE PROGRAM REQUIREMENTS

The State has established goals for DVBE participation in State contracts. The intent of the DVBE participation requirement and incentive is to encourage DVBE certified suppliers to participate in bidding opportunities, and to encourage non-DVBE firms to seek and include DVBE’s as sub-contractors. For the purposes of this solicitation, the department elects to exempt the DVBE Program Requirements, but opts to include the DVBE Incentive. This solicitation does not include a required minimum DVBE participation percentage or goal.

DVBE INCENTIVE

A DVBE incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the State shall apply a DVBE bid incentive to bids that propose a California certified DVBE participation as identified on the Bidder Declaration, GSPD-05-105, and confirmed by the State. Bidders that fail to submit the required Bidder Declaration to confirm the level of DVBE participation will not be eligible to receive the DVBE incentive. The DVBE incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation. The net bid price of responsive bids will be reduced, for evaluation purposes only, by the amount of DVBE incentive as applied to the lowest

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________ net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the DVBE incentive will be California certified small businesses.

The following incentive percentages will apply to this solicitation:

Confirmed DVBE Participation of:

DVBE

Incentive:

5% or over 5%

4% to 4.99% 4%

3% to 3.99% 3%

2% to 2.99% 2%

1% to 1.99% 1%

To attain DVBE participation, bidders must commit to meet or exceed the DVBE participation percentage by either:

Method A1: Bidder is a California certified DVBE and commits to perform the participation amount with its own resources or in combination with another DVBE(s), or;

Method A2: Bidder is not a California certified DVBE but commits to using DVBE(s) as subcontractor to perform the participation percentage of the contract bid amount.

At the State’s option prior to award of the contract, a written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. As directed by the State, the written confirmation must be signed by the bidder and/or the DVBE subcontractor(s). The written confirmation may request information that includes but is not limited to the DVBE scope of work, rate and conditions of payment, total amount to be paid to the DVBE, etc. If further verification is necessary, the State will obtain additional information to verify compliance with the above requirements.

DVBE DECLARATIONS (DGS PD 843)

Per the Military and Veterans Code Section 999.2, the DVBE Declarations (DGS PD 843) must be completed and signed by all disabled veteran business owner(s) and disabled veteran business manager(s) when a DVBE contractor or subcontractor will provide materials, supplies, services, or equipment. When applicable, the completed form must be included with the bid response.

DVBE SUBCONTRACTING – REPORTING REQUIREMENTS

Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code Section 999 et seq. Should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code section 999.5 (g), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by both the awarding department and the Department of General Services (DGS) prior to the commencement of any work by the proposed subcontractor. Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in MVC Section 999.9; Public Contract Code (PCC) Section 10115.10

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

Upon completion of this Contract, the department requires the prime contractor to certify information using the Prime Contractor’s Certification – DVBE Subcontracting Report (STD 817). If for this Contract, the Contractor made a commitment to achieve the DVBE participation goal by subcontracting to a DVBE, the Department will withhold $10,000 from the final payment, or the full final payment if less than $10,000, until the Contractor complies with the certification requirements above. A Contractor that fails to comply with the certification requirement shall, after written notice, be allowed to cure the defect.

Notwithstanding any other law, if, after 30 calendar days from the date of written cure notice, the prime contractor refuses to comply with the certification requirements, the department shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000. (MVC § 999.7)

A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (MVC § 999.5(d); Govt. Code § 14841)

Contractor agrees to comply with the rules, regulations, ordinances, and statutes that apply to the DVBE program as defined in Section 999 of the MVC, including, but not limited to, the requirements of Section 999.5(d). (PCC Code § 10230)

DVBE subcontractors will be notified at the time of award that their firm has been listed for participation in an agreement. Upon request, the prime contractor shall also provide proof of payment to the DVBE for subcontractor work.

TIRE-DERIVED PRODUCTS PREFERENCE

Per Public Resources Code (PRC) section 42890 et seq., a 5 percent (5%) recycle preference is available for recycled tire products (also known as tire-derived products). When evaluating bids, application of the tire recycle preference is only applicable if both virgin products and recycled content products (RCP) are acceptable for a line item. Should only recycled content products be bid, then the preference is not calculated. Should a solicitation include a mix of line items containing both qualified and non-qualified tire-derived RCPs, the preference shall only apply to qualified line items. If line item awards are made, the preference shall be applied, to the extent possible, so as to maximize award to bidders proposing recycled tire products (PRC section 42892).

RECYCLED CONTENT PRODUCTS

State agencies are required to report purchases in many product categories. In order to comply with those requirements, suppliers are required to complete and return the attached Postconsumer Recycled-Content Certification form (CalRecycle 74) with their bid response. Failure to complete and return the form may disqualify your bid from consideration. More information is located at:

http://www.calrecycle.ca.gov/BuyRecycled/StateAgency/.

PAYEE DATA RECORD (STD. 204) AND CDCR SUPPLEMENT

The successful bidder may be required to submit a Payee Data Record, STD. 204, and/or a CDCR Supplement Vendor Payee Data form listing payee information and their Taxpayer Identification Number (upon request prior to award if currently not on file with CDCR or if there are business information updates needed).

PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the California Department of Tax and Fee Administration (CDTFA) under authority of Sections 7063 or

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process. PCC §10295.4. Contractors included on tax delinquency lists; contracts void and unenforceable;

(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.

DARFUR CONTRACTING ACT

All bidders will be required to submit a completed DARFUR Contracting Act Certification Form. Effective January 1, 2009, CDCR generally cannot contract with “scrutinized” companies that do business in the African nation of Sudan, as described in PCC §§ 10475 -10478. A company that currently has (or within the previous three years has had) business activities or other operations outside of the United States must certify that it is not a “scrutinized” company when it submits a bid or proposal to CDCR. A scrutinized company may still submit a bid or proposal for a contract with CDCR if the company first obtains permission from the DGS.

CALIFORNIA SELLER’S PERMIT

If applicable, award will be contingent upon providing your company’s California retailer’s seller’s permit number or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by the California Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in §§ 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract Code. In order to expedite the process of verifying the validity of the permit, provide the CDTFA issued seller’s permit number on page 1 of this RFQ or attach a copy of the permit with your bid response.

RESPONSIVE BID

A bid that clearly substantiates compliance, without material deviation, with all specifications, requirements, and the terms and conditions of the solicitation. If a bidder has been determined to be non-responsive, the bid shall be rejected.

RESPONSIBLE BIDDER

Bidders may be required to submit further evidence of their qualifications at such times and under conditions, as it may deem necessary. If a bidder has been determined to be non-responsible, the bid shall be rejected.

BID EVALUATION – TIE BETWEEN BIDDERS

In the event of a precise tie between bidders, the CDCR procurement official will conduct a coin toss.

At least one witness must observe and document the coin toss. Affected bidders will be given the opportunity to attend the tie breaker coin toss. An email notification will be sent to the affected bidders at least 24 hours before the coin toss is conducted.

Note: In the event of a precise tie between the bid of an SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also an SB/MB. (Reference GC section 14838 (f) and 2 CCR section 1896.8(f)).

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

Note: Recycled tire product contracts will be awarded to the bidder whose product has the greatest percentage of recycled tire content if the fitness, quality, and price are equal. (PRC section 42894) “Recycled tire product” means a product with not less than 50 percent of its total content derived from recycled used tires. (PRC section 42890).

SUPPLIER TERMS AND CONDITIONS / QUOTATION ATTACHMENTS

Quote responses that reference a supplier’s own terms and conditions, legal terms, or provisions that conflict with the State’s General Provisions shall be considered non-responsive and will be rejected.

The state objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder.

CONFIDENTIALITY

During the evaluation of bids received in response to a competitive solicitation and prior to contract award information relating to bid evaluation is confidential. Any disclosure of confidential information by the bidder during the procurement process is a basis for rejecting the bidder’s proposal and finding the bidder ineligible. Total confidentiality during the procurement process is vital to preserve the integrity of the process.

LOSS LEADER

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 § 17030 of the Business and Professions Code. A “loss leader” is any article or product sold at less than cost: (a) where the purpose is to induce, promote, or encourage the purchase of other merchandise; or (b) where the effect is a tendency or capacity to mislead or deceive purchasers or prospective purchasers; or (c) where the effect is to divert trade from or otherwise injure competitors.

CHANGE ORDERS/AMENDMENTS

Any purchase order resulting from this quote may be amended, modified (within the scope of the original agreement), or terminated at any time by mutual agreement of the parties in writing. Change orders amending, modifying, or terminating the purchase order, including modifications of compensation payable, may only be issued by an authorized State Procurement Official. All such change orders shall be in writing and issued only upon written concurrence of the supplier.

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. 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.

Assembly Bill 418: The California Food Safety Act The California Food Safety Act, chapter 17 (commencing with Section 109025) is added to Part 3 of Division 104 of the Health and Safety Code Bill Text - AB-418 The California Food Safety Act.:

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

Commencing January 1, 2027, a person or entity shall not manufacture, sell, deliver, distribute, hold, or offer for sale, in commerce a food product for human consumption that contains any of the following substances:

(1) Brominated vegetable oil (CAS no. 8016-94-2)

(2) Potassium bromate (CAS no. 7758-01-2)

(3) Propylparaben (CAS no. 94-13-3)

(4) Red dye 3 (CAS no. 16423-68-0)

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 to which 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.

Purchases Exempt from GenAI Procurement Procedures These purchases do not require submittal of the STD 1000 form:

1. Commodity types that do not include a technology or service component.

Examples include:

a. Office, medical, and cleaning supplies (staplers, pens, masks, mops, etc.)

b. Office furniture (chairs, desks, etc.)

c. Non-IT hardware (hammer, nails, buckets, etc.)

d. Food

Commodity purchases that would NOT be exempt include items with a technology component, including but not limited to; Bluetooth, network, cloud computing, and software use (e.g., vehicles with technology, refrigerator with technology including software, networked printers, cloud computing software license to access online content including news, information, communication services, etc.).

Assembly Bill 778 – Purchase of California-Grown Agricultural Food Products Assembly Bill 778, Institutional Purchasers: Purchase of California-Grown Agricultural Food Products (2021-2022) amended Section 58595 of the Food and Agricultural Code, requiring a California state-owned or state-run institution that purchases agricultural food products to ensure at least 60% of the

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________ agricultural food products that it purchases in a calendar year are grown or produced in the state by December 31, 2025. If a bidder is offering agricultural food products, the OBS 1600 form is required for the state’s data collection and reporting towards the 60% goal. Bidder must identify if the agricultural food product is grown or produced in California or not.

SOLICITATION ATTACHMENTS

The following documents are attached, or are incorporated by reference, and are considered part of this solicitation:

• Line-Item Cost Worksheet (Commodity Descriptions/Specifications/Quantities)

• Bidder Declaration (GSPD-05-105) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

• Darfur Contracting Act Certification (OBS 1500)

• Postconsumer Content Certification (CalRecycle 74) https://www.calrecycle.ca.gov/BuyRecycled/StateAgency/VendorEd/Form74Guide/

• Disabled Veteran Business Enterprise Declarations (DGS PD 843) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

• Payee Data Record (STD 204) http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

• Supplement Vendor Payee Data Record Form

• General Provisions – Non-Information Technology Goods (DGS PD-401 Non-IT

Goods) (Revised and Effective 06/21/2022) https://www.dgs.ca.gov/-

/media/Divisions/PD/PTCS/OPPL/Model-Language/Non-

IT/NonITGeneralProvisions062122.pdf?la=en&hash=7D58E4294765EA74730DA67AEECF

7CE6247B4A3A

• Bidder Instructions (DGS PD 451) (Revised and Effective 11/09/2011) https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

• CDCR Special Terms and Conditions (when applicable)

• Special Provisions such as Warranty Agreement (if applicable)

• Distribution List/Delivery Schedule (for multiple shipping locations or multiple delivery dates, if applicable)

• Generative Artificial Intelligence (GenAI) Disclosure & Factsheet (STD 1000) STD 1000 Generative Artificial Intelligence (GenAI) Disclosure & Factsheet (ca.gov)

• California Grown/Produced Agricultural Food Products Vendor Certification (OBS 1600)

• Other: ________________________________________

SUBMISSION METHODS

Bidders must submit their bid electronically, via email, to the State Procurement Official identified in this RFQ. The subject line of the email should contain RFQ Number:

CDCR-2024027-PODO

Electronic bids must be sent directly to michelle.pantoja@cdcr.ca.gov

OBS 4007 (B) (Rev. 07/2024) SOLICITATION #_________________

• Request for Quotation (OBS 4007(B)) (all pages) including:

o Signed/dated front page o Seller’s Permit Information (or a copy of the CA Seller’s Permit) o FEIN # o SB/MB/DVBE Certification Number (if applicable)

• Line-Item Cost Worksheet or Business Letterhead Itemized Quote (if allowable)

• Bidder Declaration (GSPD-05-105)

• Darfur Contracting Act Certification (OBS 1500)

• Postconsumer-Content Certification (CalRecycle 74)

• Disabled Veteran Business Enterprise Declarations (DGS PD 843) (only if applicable)

• Payee Data Record (STD 204) and CDCR Supplemental Payee Data Record (if applicable upon request)

• Generative Artificial Intelligence (GenAI) Disclosure & Factsheet (STD 1000) (if applicable)

• California Grown/Produced Agricultural Food Products Vendor Certification (OBS 1600) (if applicable)

Failure to return any applicable item in the above list with the bid response may result in your bid being considered non-responsive and may be rejected.

RESPONSE LIST

Mandatory Documents - The following list identifies the items that must be completed and returned (when applicable) in order to be evaluated for award:

Barcode Labels California Department of Corrections and Rehabilitation (CDCR)

Barcode Labels Quote Worksheet

CDCR-2024027-PODO

A.

Estimated

Maximum Qty for Term

X Unit Price per EACH

= Total

1,950,000 X $ = $

Estimated Qty per year = 500,000

500,000 X 3 Year Term = 1,500,000

Option to increase by 30% = 450,000

Vendor Name:

SOLICITATION # CDCR-2024027-PODO

California Department of Corrections and Rehabilitation Facility Locations

Location Address

Avenal State Prison (ASP) #1 Kings Way, P.O. Box 8, Avenal, CA 93204

Calipatria State Prison (CAL) 7018 Blair Road, P.O. Box 5001, Calipatria, CA 92233

California Correctional Institution (CCI) 24900 Highway 202, P.O. Box 1031, Tehachapi, CA 93581-1031

CA Correctional Women's Facility (CCWF) 23370 Rd 22, Chowchilla, CA 93610-1501

Centinela State Prison (CEN) 2302 Brown Road, P.O. Box 731, Imperial, CA 92251-0731

California Health Care Facility (CHCF) 7707 Austin Road, Stockton, CA 95215

California Institution for Men (CIM) 14901 Central Ave., P.O. Box 128, Chino, CA 91710

CA Institute for Women (CIW) 16756 Chino-Corona Rd, Corona, CA 92880

California Men’s Colony (CMC) Highway 1, P.O. Box 8101, San Luis Obispo, CA 93409-8101

California Medical Facility (CMF) 1600 California Drive, P.O. Box 2000, Vacaville, CA 95696

California State Prison, Corcoran (COR) 4001 King Avenue, P.O. Box 8800, Corcoran, CA 93212-8309

California Rehabilitation Center (CRC) 5th Street and Western, P.O. Box 1841, Norco, CA 92860

Correctional Training Facility (CTF) Highway 101N, P.O. Box 686, Soledad, CA 93960

Chuckawalla Valley State Prison (CVSP) 19025 Wileys Well Rd., P.O. Box 2289, Blythe, CA 92256

Folsom State Prison (incl. FWF) (FSP) 300 Prison Road, P.O. Box 71, Represa, CA 95671

High Desert State Prison (HDSP) 475-750 Rice Canyon Rd., P.O. Box 750, Susanville, CA 96127

Ironwood State Prison (ISP) 19005 Wileys Well Rd., P.O. Box 2229, Blythe, CA 92226

Kern Valley State Prison (KVSP) 3000 West Cecil Avenue, P.O. Box 6000, Delano, CA 93216

California State Prison, Los Angeles County (LAC)

44750 - 60th Street, West, Lancaster, CA 93536-7620

Mule Creek State Prison (MCSP) 4001 Highway 104, P.O. Box 409099, Ione, CA 95640

North Kern State Prison (NKSP) 2737 West Cecil Ave., P.O. Box 567, Delano, CA 93216-0567

Pelican Bay State Prison (PBSP) 5905 Lake Earl Drive, P.O. Box 7000, Crescent City, CA 95531-7000

Pleasant Valley State Prison (PVSP) 24863 West Jayne Avenue, P.O. Box 8500, Coalinga, CA 93210

Richard J. Donovan (RJD) 480 Alta Road, San Diego, CA 92179

California State Prison, Sacramento (SAC) Prison Road, P.O. Box 290002, Represa, CA 95671

California Substance Abuse Treatment Facility (SATF)

900 Quebec Ave./P.O. Box 7100, Corcoran, CA 93212

Sierra Conservation Center (SCC) 5100 O’Byrnes Ferry Road, P.O. Box 497, Jamestown, CA 95327

California State Prison, Solano (SOL) 2100 Peabody Road, P.O. Box 4000, Vacaville, CA 95696-4000

San Quentin Rehabilitation Center(SQRC) Main Street, San Quentin, CA 94964

Salinas Valley State Prison (SVSP) 31625 Highway 101, P.O. Box 1020, Soledad, CA 93960-1020

Valley State Prison (VSP) 21633 Ave 24, Chowchilla, CA 93610-0099

Wasco State Prison-Reception Center

(WSP)

701 Scofield Ave., P.O. Box 8800, Wasco, CA 93280-8800

CRS Parole Case Records 9160 Cleveland Ave. Suite 101 Rancho Cucamonga, CA 91730

Case Records Services/Legal Processing Unit (LPU)

9272 Laguna Springs Dr, Suite 301, Elk Grove, CA 95758

Office of Victim Services (OVSRS) 9266 Laguna Springs Dr. Building F, Elk Grove CA 95758

Office of Correctional Education 9260 Laguna Springs Dr. Bldg E, Elk Grove CA 95758

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

STATEMENT OF WORK SOLICITATION # CDCR-2024027-PODO

Barcode Labels

A. INTRODUCTION

The California Department of Corrections and Rehabilitation (CDCR) will establish a three (3) year term purchase agreement for the procurement and distribution of Barcode Labels. The objective of this term purchase agreement is to provide various CDCR facilities, located throughout the State of California, with a single supplier for on-going ordering of barcode labels on an as-needed basis. The CDCR intends to make a single agreement award to the responsive and responsible supplier offering the lowest bid.

CDCR’s Strategic Offender Management System (SOMS) contains functionality to create a link to a source document that is scanned and stored in the Electronic Records Management System (ERMS). This process allows viewing of a source document directly from the SOMS transaction screen without having to locate the document in ERMS.

The SOMS/ERMS integrated link process requires a barcode label to be placed on the source document and entered into SOMS prior to scanning the document with a desktop document scanner that reads the barcode label and loads it into ERMS.

B. PRODUCT SPECIFICATIONS

The barcode labels must meet the exact specifications identified herein in order to allow departments to properly utilize the integration link process for highly sensitive documents.

The label stock must meet the following mandatory requirements:

Measures 3.5 inches in length and 1.0 inch in height (3.5” X 1”) Material and thickness of label must be such that the information underneath the label does not interfere with the barcode scanner’s ability to read/scan a Global Unique Identifier (GUID) sequence number

White with matte finish Blue or black backing on the label Smudge proof Adhesive labels on rolls or sheets

The Image Locator Barcode (ILB) must consist of the following data elements:

Static text at the beginning of the barcode, the text shall be “ILB:”

Global Unique Identifier (GUID) – a 128 bit integer that is represented as a 36 character hexadecimal string, such as 627673d3-de70-4b51-be70-aebfe7flb135.

Note: sometimes the GUID is surrounded by brackets {} for the purposes of this barcode and data entry operation the brackets will not be included (do not include {} around the GUID). The format of the GUID is as follows:

o Must be 36 characters long and represented as a hexadecimal string o Contains Alphanumeric and dashes, no spaces o Not case sensitive o Generated at random and not sequential to prevent duplication.

GUID must be unique.

Total barcode length must be 40 characters

Following are examples of the ILB data strings:

ILB:627673d3-de70-4b51-be70-aebfe7f1b135 ILB:24b95acd-66b5-4924-97bd-1064fc4bbd18 ILB:7a9434be-4832-443b-a288-43b32267a206 ILB:51c2d7b9-1c9f-4965-91a2-704692300db4 ILB:58c85a0e-fce5-4979-ae2d-d27775548ad8 ILB:72a6b83d-0fcf-4070-ad36-4bf25b0ef910 ILB:90a54060-1c00-432a-ac49-60b27636e7b7 ILB:e63e3e42-d0c8-49d9-9c4f-80700e401ab2 ILB:bf343e46-0fa9-4b8a-b8fe-4ef26585a72f ILB:4807ddff-7c43-4a5e-ba4f-2bd1a4e4e424 ILB:c851bfc9-baed-46a7-9320-0f60b5433719

C. PRODUCT DESIGN SPECIFICATIONS

The ILB barcode must be printed as two dimensional PDF417 barcode. A PDF417 barcode is a two-dimensional barcode format that accommodates up to 1,800 ASCII characters. Two-dimensional barcodes use both the horizontal and vertical dimensions to store more data.

The printed PDF417 barcode must meet the following mandatory requirements in order for the barcode to be readable by the eScan software:

The barcode itself shall be 3 inches in length and 0.5 inches in height (3” X 0.5”)

The text shall be centered directly under the barcode and 3 inches in length and 0.25 inches in height (3” X 0.25”)

The total size shall be 3 inches in length and 0.75 inches in height (3” X 0.75”)

• The ILB Barcode must be printed in permanent black toner

• The barcode must meet the international standard, ISO/IEC

15438:2006 requirements

Following is a screenshot of sample barcodes:

D. SAMPLES

Bidders must submit at least one-hundred (100) sample barcode labels with their bid response at no cost to CDCR. CDCR will test and validate the lowest bidders’ sample barcode labels compatibility with the integration link process. CDCR will utilize a Honeywell Vuquest 3320g Area-Imaging Scanner, Kodak S2050, Kodak S2070 and Kodak i2420 desktop scanners to test and determine compatibility. Barcode testing will include placing various sample barcode labels over document text, on a blank page, and on blank space at the top of a text document and scanning the document with the barcode. Barcode samples will be rated as pass/fail in each scenario. If any issues are encountered with the sample labels during testing and validation the bid may be rejected. CDCR may request adjustments and additional samples in order to pass validation. Additional sample requests to pass validation will be at the discretion of CDCR. If revised samples are requested, the Bidder will be required to supply revised samples within five (5) business days to pass validation. If the bidder fails to supply revised samples or if the revised samples fail validation testing again, the bid will be rejected and the department will move on to the next lowest bidder. Samples furnished must be identical in all respects to the products bid. Bidders are responsible for all costs of developing and submitting a bid package, including sample barcodes. Such costs cannot be charged to CDCR or included in any cost element of a bidder’s price offering. Samples must be mailed to CDCR and received by Bid Due Date, emailed or faxed samples will not be accepted. Due to postal service delays, it is recommended that samples are mailed using overnight service.

All barcode samples must be mailed to the address below:

California Department of Corrections and Rehabilitation 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827 Attn: Michelle Pantoja

E. PHOTOS OF CDCR’S ERMS BARCODE LABEL

(back)

(front)

F. QUANTITY

The total estimated quantity for the term of the agreement is located on Page 12 of the bid packet. Actual purchase quantities may vary. Individual purchase orders will be submitted throughout the year as facilities/locations needs are determined by the fluctuation of inmate records. CDCR shall not be obligated to purchase successful bidders’ excess inventory of any item if actual purchases vary from the quantities listed in this solicitation. The cumulative quantity of labels purchased against the resulting agreement throughout the stated term shall not exceed 30% more than the total estimated quantity.

G. PRICES

Prices shall be firm fixed for the duration of the contract. All prices shall be FOB Destination, Freight PrePaid by the supplier. No separate charges for delivery will be paid by the State.

H. ORDERING PROCEDURE

Individual purchase orders will be issued on an as-needed basis. Standard orders shall be a minimum of 5000 labels and shall be in additional increments of 1000, or as mutually agreed upon between the supplier and CDCR.

I. DELIVERY

Delivery of standard orders, placed before 2:00 p.m. PST, must be completed and received by the institution within fifteen (15) business days. All orders shall be shipped directly to the facility indicated on each individual purchase order. Packing slip(s)/Bills of Lading must accompany each shipment and must reference the PO number, item description, and the quantity of labels delivered.

J. FACILITY LOCATIONS

The awarded supplier will be required to provide labels to various CDCR facilities throughout the State of California. California Department of Corrections and Rehabilitation, Site Locations for facility addresses is attached on Page 13 of the bid packet.

K. AGREEMENT TERM

The term of the resulting agreement shall be three (3) years, beginning upon final approval of the agreement.

All terms of this contract will extend to any new CDCR facilities that may be established during the agreement period. In the event that CDCR does establish additional facility locations within California during the contract period, CDCR will notify the vendor of the new facility address and contact information.

L. REFERENCES

Bidders must be experienced in providing large quantities of barcode labels with GUIDs to various customers. Each bidder shall provide at least one (1) customer reference evaluation from whom they’ve supplied at least one-million barcode labels using Page 22 of the bid packet. Customer reference evaluations are intended to gather information related to the bidder’s experience in successfully servicing accounts similar to the requirements in this solicitation. Completed reference evaluations shall be from a customer that the bidder has provided labels to within the last five years. Refer to bidder and customer instructions on Page 22 of the bid packet. Failure to submit customer reference evaluations may result in your bid being considered non-responsive. CDCR reserves the right to verify all reference evaluation information provided by the bidder with the customers identified.

M. EVALUATION AND AWARD

For the purpose of this bid, award of the agreement will be on the basis of “All or None” to the responsive and responsible bidder that offers the lowest cost. Evaluation and award will be based on the lowest cost for the total estimated quantity of standard orders, including the option to purchase up to 30% more than the estimated quantities.

N. WARRANTY / RETURNS

Supplier shall guarantee that labels arrive at ordering location within contractual timeframes, as specified herein. If labels are deemed to be damaged, defective, and/or un-useable, the supplier shall replace un-usable/damaged labels and deliver them to ordering location within three (3) business days, at no additional cost to

CDCR.

O. TERMINATION

The State shall have the right to terminate the resulting agreement upon delivery of written notice, to the supplier, of at least thirty (30) calendar days.

P. PROMPT PAYMENT CLAUSE

Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927 et. seq.

Q. CONTACT

CDCR Procurement Analyst Michelle Pantoja Procurement Operations and Delegation Oversight Unit 9838 Old Placerville Rd., Suite B-2, Sacramento, CA 95827

TELEPHONE: (279) 210-3766

EMAIL: michelle.pantoja@cdcr.ca.gov

SOLICITATION # CDCR-2024027-PODO

California Department of Corrections and Rehabilitation

CUSTOMER REFERENCE / EVALUATION FORM

Instructions

Bidder/Supplier: Provide a copy of this form to a customer whom your business has supplied at least one-million barcode labels that are similar to the required specifications in the solicitation.

Customer: Customer references and evaluations are required in order to comply with the requirements of a competitive solicitation. The bidder is requesting that you verify your overall satisfaction of their performance and the quality of products they have provided. The information provided will be sent to the California Department of Corrections and Rehabilitation as part of the supplier’s bid response. The department may contact you to verify the information provided.

Reference Customer Information

Business Name

Contact Person Name

Phone Number

Email Address

Contract Number (if applicable)

Contract Dollar Value

Rating Scale and Description:

Exceptional (5) Best-in-class performance. Supplier performance met all contract requirements and exceeded business expectations. No issues were encountered.

Very Good (4) Performance met all contract requirements and exceeded some business expectations. There were a few minor issues, which were addressed appropriately and deemed negligible.

Satisfactory (3) Performance met contract requirements. There were some minor issues, but corrective actions taken by the Supplier were acceptable.

Marginal (2) Performance did not meet the contractual requirements. There were some issues of a serious nature for which corrective action was only somewhat effective.

Poor (1) Performance did not meet contractual requirements. There were serious issues with the Supplier’s performance and/or products and the Supplier’s corrective actions were ineffective.

Customer Evaluation

Question Rating (select one)

1. How would you rate the Supplier’s customer service?

2. How would you rate the quality of products offered by the Supplier?

3. How would you rate the conformance of products offered by the Supplier relative to the specifications requested?

4. How would you rate the Supplier’s handling of problems encountered?

5. How would you rate your level of overall satisfaction with the Supplier?

6. Would you recommend this Supplier to other businesses? YES NO

Additional Comments:

Customer Signature Date

BIDDER DECLARATION

1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):

a. Identify current California certification(s) (MB, SB, NVSA, DVBE): ____________ or None ____ (If “None”, go to Item #2)

b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes ___ No ___

(2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes ___ No ___ N/A ___

2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):

Subcontractor Name, Contact Person, Subcontractor Address CA Certification (MB, SB, Work performed or goods provided Corresponding Good 51% Phone Number & Fax Number & Email Address NVSA, DVBE or None) for this contract % of bid price Standing? Rental?

Solicitation Number_____________________

CERTIfICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct.

State of California—Department of General Services, Procurement Division

GSPD–05–105 (REV 08/09)

Page_____ of _____

BIDDER DECLARATION Instructions All prime bidders (the firm submitting the bid) must complete the Bidder Declaration.

1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled “None” and proceed to Item #2. If the prime bidder possesses one or more of the following certifications, enter the applicable certification(s) on the line:

1.b. Mark either “Yes” or “No” to identify whether subcontractors will be used for the contract. If the response is “No”, proceed to Item #1.c. If “Yes”, enter on the line the distinct element of work contained in the contract to be performed or the goods to be provided by the prime bidder. Do not include goods or services to be provided by subcontractors.

Bidders certified as MB, SB, NVSA, and/or DVBE must provide a commercially useful function as defined in Military and Veterans Code Section 999 for DVBEs and Government Code Section 14837(d)(4)(A) for small/ microbusinesses.

Bids must propose that certified bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State. For questions regarding the solicitation, contact the procurement official identified in the solicitation.

Note: A subcontractor is any person, firm, corporation, or organization contracting to perform part of the prime’s contract.

1.c. This item is only to be completed by businesses certified by California as a DVBE.

(1) Declare whether the prime bidder is a broker or agent by marking either “Yes” or “No”. The Military and Veterans Code Section 999.2 (b) defines “broker” or “agent” as a certified DVBE contractor or subcon-tractor that does not have title, possession, control,…