IFB_6000001986_-_American_Sign_Language_Interpreter.pdf

Invitation for Bid Bid No. 6000001986

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS

AND REHABILITATION

INVITATION FOR BID

BID NO. 6000001986

Date: February 9, 2016

The California Department of Corrections and Rehabilitation (COeR), Board of Parole Hearings (BPH), hereafter referred to as the State, is inviting responses to this Invitation For Bid (IFB) entitled American Sign Language Interpreter.

In accordance with the California Government Code and Americans with Disabilities Act, this IFB is available in a text·only format on a compact disc as a disability-related reasonable accommodation.

To discuss how to receive a copy of this IFB in the specified format or to request a different format, please contact the person identified below.

This IFB package contains the following documents (except as otherwise indicated). Please note that you must comply with the requirements contained in all of these documents.

• Notice to Prospective Bidders

• Bidder AcknowledgmenUCertification (OBS 300)

• Bid Submittal Checklist

• Sample Standard Agreement (STD 213)

.- Scope of Work (Exhibit A)

• List of 50 Most Used Languages (Exhibit A-1)

• Region Site Locations (Exhibit A-2)

• Professional Conduct for Interpreters (Exhibit A-3)

• Budget Details and Payment Provisions (Exhibit B)

Invitation for Bid Bid No. 6000001986

• Rate Sheet (Exhibit B-1)

• General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference oniy and is available on the internet at http://www.documents.dgs.ca.gov/ols/GTC~610.doc .

If you do not have Internet access, you may request a hard copy of ExhIbit e by contacting the contract analyst listed be/ow.

• Special Terms and Conditions (Exhibit D)

• Prison Rape Elimination Policy (Exhibit E)

• Confirmation Letter Sample (Attachment 1)

• Standard Contractor Certification Clauses (CCG) This document is incorporated in this bid package and is available on the Internet at http://www.documents.dgs.ca.gov/ols/CCC~307.doc. You MUST submit an original signed copy w;th your bid package. If you do not have Internet access, you may request a hard copy of the eee by contacting the contract analyst listed below.

• Payee Data Record (STD 204)

• Non-Small Business Preference Request and Subcontractor Acknowledgement

(OBS 555)

• Darfur Contracting Act (OBS 1500)

• Sample Certificate of Insurance

• Bidder Declaration (GSPD-05-105)

• DVBE Declarations (STD 843)

• OV8E Bid Incentive Request and Acknowledgement (08S 554)

NOTE: If your bid exceeds $15,000, failure to submit the completed DVBE worksheets with your bid proposal will result in automatic rejection of your bid.

It is the opinion of the State that this IFB is complete and without need of explanation. However, if any documents are missing, or if you have any questions regarding this IFB, immediately contact the person identified below.

Arlene Carson

(916) 255-6578 arlene,carson@cdcr,ca.gov California Relay Service 1-800-735-2929

Notice to Prospective Bidders

THE STATE OF CALIFORNIA

Department of Corrections and Rehabilitation

NOTICE TO PROSPECTIVE BIDDERS

American Sign language Interpreter

Bid No. 6000001986

I. PROJECTED TIMETABLE

Bid No. 6000001986

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

IFB Available to Prospective Bidders

Letters of Inquiry

Submission of Bid

Public Bid Opening

Anticipated Date for Commencement of Services

Termination of Agreement

February 9, 2016

February 23, 2016

March 22, 2016 @ 2:00 p. m.

March 23, 2016 @ 10:00 a.m.

July 1, 2016

June 30, 2018

II. BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

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

All ASL interpreters provided by the Contractor during the term of this Agreement shall be certified by the Registry of Interpreters for the Deaf (RID).

Contractor shall be responsible to ensure certified interpreters are provided.

Contractor shall maintain all ASL interpreter licenses and certifications as required by law. Contractor shall provide proof of certifications/qualifications to the BPH, DPSU prior to the start of work, and shall provide copies of all license(s) or certification(s)/qualification(s) requested. If at any time during the period of this Agreement the Contractor receives notification that their license(s) or certification(s) is being suspended, are suspended, or may potentially be suspended, the Contractor must immediately notify the BPH, DPSU.

III. PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the Board of Equalization (BOE) under authority of Sections 7063 or

Notice to Prospective Bidders Bid No. 6000001986

19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

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

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

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

IV. BIDDER RESPONSIBILITIES & THE BID PACKAGE

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

Bidder shall provide rate(s) on Rate Sheet (Exhibit B-1). Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on Exhibit B-1 are COCR's estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

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

3. The amount of the total bid will be rounded up to the nearest whole dollar when the Agreement documents resulting from this bid are prepared.

4. COCR reserves the right to include additional institution(s) or delete institution(s), which no longer require this service. The additional institution(s) will be included in the appropriate Institution Group and the bid rate for that group shall apply.

All required documents listed in the Bid Submittal Checklist must be included within the sealed bid package. No bid will be considered unless it is submitted with the COCR Bidder Acknowledgement/Certification form (OBS 300) and Exhibit B-1 Rate Sheet and is in conformance with the submission requirements of this IFB. Additionally, an original, signed copy of all pages of the Contractor Certification Clause (CCC) must be submitted to COeR with the completed bid package. The State reserves the right to request clarification of any documents included with this bid.

The bid must be for the entire activity described herein. The State does not accept alternate contract language from a prospective Contractor. A bid with such language will be considered a counter proposal and will be rejected. Additionally, bids may be rejected if the bid proposal shows any alterations of form, additions not called for, a conditioned or incomplete bid, or erasures and/or irregularities of any kind. Any bid amounts changed after the amounts are originally inserted MUST be initialed in ink by the bidder.

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

V. BID SUBMITTAL

Sealed bids must be received no later than the time and date specified in the Projected Timetable (Section I of these instructions) at the designated address stated below.

MAIL DELIVERY,

HAND DELIVERY. or

OVERNIGHT MAIL:

California Department of Corrections and Rehabilitation Office of Business Services, Contracts Management Branch Attention: Arlene Carson 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827

Any bid received at the above address after the Submission of Bid date and time specified in the Projected Timetable, Section I, will NOT be considered. It is the State's policy to make every effort to ensure that aU bids have been received and properly time stamped; however, bidders are ultimately responsible for ensuring timely receipt of their bid. Bidders may verify receipt of their bid by contacting the person identified in the cover letter of this IFB prior to the Public Bid Opening.

Bids that are not properly marked may be disregarded. All completed bids and required documents shall be packaged and submitted in a sealed envelope to the address specified in the section entitled "Bid Submission Requirements." The sealed envelope must be clearly marked "BID FOR American Sign Language Interpreter ~ BID NO.

6000001986 - Attention: Arlene Carson - DO NOT OPEN." Failure to do so may result in the premature opening of, or failure to open, your bid.

In submitting a bid, the bidder accepts the terms and conditions expressed herein.

Costs incurred for developing bids and in anticipation of award of the Agreement are the responsibility of the bidder and shall not be charged to the State.

A bidder may modify a bid after its submission by withdrawing the original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, wi!! not be considered.

A bid may be withdrawn from consideration by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

AI! documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

VI. LETTERS OF INQUIRY

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

Any letters of inquiry must be submitted in writing to allow COCR time to research and prepare a response. Submit your letter of inquiry by February 23, 2016 directly to Arlene Carson, Contracts Management Branch, by any of the following:

Mail: 98380ldPlacervilieRoad.Suite B-2 Sacramento, CA 95827

FAX: (916) 255-6187

E-mail: arlene.carson@cdcr.ca.gov

Inquiries received after this date will only be addressed at CDeR's discretion.

VII. PUBLIC BID OPENING

If you are planning to attend the public bid opening, you must notify the contact person listed in the cover letter of this IFB three (3) working days before the bid opening date specified in Section I - Projected Timetable. If you and/or your representative require reasonable accommodation to participate in the Public Bid Opening, you must contact the contract analyst identified in this package and identify what reasonable accommodation{s) is required for you to participate.

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

VIII. NON RESPONSIBLE BIDDER

If a previous Agreement with a prospective bidder was terminated for cause, the State reserves the right to hold a responsibility hearing before awarding the Agreement to determine jf the bidder is responsible. The bid may be rejected if the State deems, at the conclusion of the responsibility hearing, that the bidder is not responsible.

IX. BASIS FOR AWARD

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

In the event of tie bids, except as provided in Government Code §14838(f), CDeR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit B-1, if applicable. If not applicable or if there is a discount tie, a coin toss or lot drawing will be used to determine the bidder entitled to the contract award. The coin toss or lot drawing will be officially witnessed and all affected bidders will be advised of the tiebreaker method and invited to attend.

The State is not required to award an Agreement and reserves the right to reject any and all bids and to waive any immaterial deviations in the bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from ful! compliance with all requirements if awarded the Agreement.

The State intends to award one or more Agreements to the lowest responsible bidder(s).

Bidders may submit bids for any and all regions (North, Central and Southern). If a bidder is the lowest bidder for more than one region, alt of the regions awarded to that bidder will be incorporated into one Agreement.

The State reserves the right to award multiple Agreements for backup purposes. When services are needed, the "primary" Contractor, defined as the lowest responsible bidder, will be contacted first. IF and ONLY IF, the primary Contractor is unable to provide services, the "secondary" Contractor, defined as the second lowest responsible bidder, will be contacted. This process wi!! be repeated based on the number of Agreements awarded and will take place each time the institution contacts the Contractor to provide services.

The State intends to award as many Agreements as are necessary for backup purposes.

Each Agreement will have a separate Agreement number and include all of the information contained in the bid document for the institutions awarded to that Contractor.

Contractors with multiple Agreements on subsequent bids for the same service(s) at the same institution{s) shall be obligated to provide service(s) at the rate{s) specified in the Contractor's primary Agreement (Le., the Agreement first bid) until all obligations under that Agreement (e.g., number of hours) are satisfied before the rate(s) in any subsequent Agreement(s) can be used. The only exception to this provision occurs when the rate(s) in a subsequent Agreement is lower than those of the primary Agreement; the state then has the sale right to determine which rate(s) will be applied.

X. PROTEST AWARD

Information regarding the protest of an award may be www.ols.dgs.ca.gov/Contract+Manual/Chapters4through6.htm, Contract Award Protests.

found under by going to Chapter 6:

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

The envelope containing the written protest must clearly state: "Protest Concerning IFB Number 6000001986 for the California Department of Corrections and Rehabilitation". Protests MUST be filed with:

ORIGINAL COpy

HAND OR MAIL DELIVERY HAND OR MAIL DELIVERY

Department of General Services Department of Corrections and Rehabilitation Office of Legal Services Office of BUsiness Services Attn: Protest Coordinator Contracts Management Branch 707 Third Street, ih Floor 9838 Old Placerville Road, Suite B-2 West Sacramento, CA 95605 Sacramento, CA 95827

XI. AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required.

Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, A-1, A-2, A-3, B, B-1, D, E, and Attachment 1.

This Agreement will not include a hard copy of the General Terms and Conditions for Private Contractors (Exhibit C). which is incorporated into the Agreement by reference only on the STD 213. Also not provided is a hard copy of the Contractor Certification Glauses (GGG). Exhibit G and the GGG may be downloaded from the Internet at www.ols.dgs.ca.gov/standard+language and printed for your files. An original, signed copy of all pages of the cec must be submitted to COCR. Failure to submit a signed CCC may result in rejection of your bid.

After award, two (2) original Standard Agreements will be forwarded to the Contractor for signature. Upon receipt, the Contractor must sign each Agreement with an original signature and return all Agreements with any required documentation in accordance with the time frame specified in the transmittal letter. In the event the State has not received the signed Agreements and the required documentation within the specified time frame, the award may be rescinded and awarded to the next lowest responsible bidder.

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

XII. EXTENSION OF TERM

This Agreement may be amended to extend the term, if it is determined to be in the best interest of the State. Upon signing the amendment, Contractor hereby agrees to provide services for the extended period at the rates specified in the original Agreement.

XIII. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

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

XIV. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

COCR is committed to meeting and exceeding the 3 percent goal for Disabled Veteran BUsiness Enterprise (DVBE) participation in State contracting activities, set forth in Military and Veterans Code 999. The OV8E Incentive Program applies to all contracting activities for services including public works, construction, services, leasing, materials testing, and other related contracts. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DV8E participation. This incentive is for bid computation only.

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

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form

(OBS 554) and submit with bid proposal.

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

For certification and preference approval process information, contact the OGS OS OS by telephone at (916) 375-4940 or access the DGS OSDS Internet website at http://www.pd.dgs.ca.gov/dvbe/delault.htm

Award Based on Low Price

The incentive shall be equal to a bidder's DV8E participation level (rounded to the nearest two decimal places).

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0-1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

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

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

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

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

xv. SMALL BUSINESS PREFERENCE PROGRAM

Current law encourages state departments to first consider a Small Business (S/B) Enterprise I Microbusiness (M/B) Enterprise for contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to use certified Small/Micro Businesses whenever possible.

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

1. The principal office is located in California

2. The officers are domiciled in California

3. The business is independently owned and operated

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

a. For Small Business, either:

(1) The business, together with any affiliates, has 100 or fewer employees and averaged annual gross receipts of $14,000,000 or less over the previous three years, or

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

b. For Micro Business, either:

(1) The business, together with any affiliates, has 25 or fewer employees and averaged annual gross receipts of $3,500,000 or less over the previous three years, or

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

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise.

The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

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

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

2. Receipt of documents verified by such office.

Therefore, jf you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OS OS by telephone at (916) 375-4940 or access the OSOS Internet website at www.pd.dgs.ca.gov/smbuslgefcertified.htm.

XVI. NON-SMALL BUSINESS PREFERENCE REQUEST

Pursuant to Title 2, CCR Section § 1896, et seq., and GC Section § 14838, el seq., a bid preference offive percent (5%) is available to a responsive non-small business claiming no less than twenty-five percent (25%), Small Business/Micro Business (S8/MB) subcontractor participation with one or more SBIMB enterprises. This preference is considered only if the tentative low bidder is not a certified SB/MB.

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

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

To be eligible for the non-small business preference, the business prime vendor must complete and submit the Non-Small Business Preference Request and Subcontractor Acknow!edgement form (OBS 555) with their bid proposal.

XVII. NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

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

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000. The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

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

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

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

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

XVIII. IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

COCR must identify m! contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in Ihe submitted original GSPD-05- 105, the Contractor shall notify the Office of Business Services (08S), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or OV8E status.

COCR asks that you encourage any subcontractor(s) and/or consultant(s) not currently certified as a Smali/Micro business or OVBE that may meet the certification requirements specified herein to become certified through the OGS, OSOS. Please provide those subcontractor(s)/consultant(s) the OS OS contact and certification information provided above.

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

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

XIX. BIDDER PROVIDING FACILlTY(IES)

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

The bidder hereby authorizes the State to insert the bidder's facility(ies) as listed in the COeR Bidder Acknowledgement/Certification form (08S 300) into the contract Exhibit A Scope of Work.

Enclosures

Bidder Acknowledgement/Certification (OBS 300) Bid NUmber 6000001986 California Department of Corrections and Rehabilitation (CDCR)

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (OVBE) requirements. if applicable, and such addenda thereto as may be issued before the public bid opening date. at the rates set forth by the bidder in Exhibit B-1, Rate Sheet. Exhibit B-1 Rate Sheet must be submitted with this Bidder Acknowledgement/Certification fonn.

Exhibit B-1 Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

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

COMPANY NAME

STREET ADDRESS P.O BOX:

CITY. STATE AND ZIP CODE' CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER. FAX NUMBER:

FEDERAL 10 or SOCIAL SECURITY NUMBER: E·MAll ADDRESS'

TAX STATUS [ I Individual/Sole Proprietor [ I Estate or Trust [ I Partnership [ I Corporation (State in which incorporated ) [ I Other:

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

PRINT NAME AND TiTLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE DATE'

Biddina Preferences Claimed (Check only the preferences claimed Preferences: Certification Number/ExDiration Date Cl DGS certified Small Business CI DGS certified Micro Business CI Non·Smali Business Subcontractor Preference (committing use of 25% or more of DGS certified Smalt/Micro Business subcontractor~i include the OBS 555 CI DGS certified Disabled Veteran Business Enter rise I o DVBE Incentive re uested bv bidder include the comoleted 08S 554 with bid Cl NvsA oreference renuest Check all that bidder is annl inofor: D TACPA D LAMBRA D EZA Attach all aoolicable forms

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

Street Address, City. State, Zip Code

I Street Address, City, State, Zip Code

BID SUBMITTAL CHECKLIST

AMERICAN SIGN LANGUAGE INTERPRETER SERVICES

IFB No. 6000001986

Use this checklist to ensure that the documents identified below are included in your company's bid package. Place a check mark or "Xl! next to each document being submitted to the State.

Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid will consist of ALL of the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted 10 the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bidder Acknowledgement/Certification (08S 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

Bid Submittal Checklist (this checklist)

Bidder Acknowledgement/Certification (OBS 300)

Rate Sheet (Exhibit B-1)

Copy of Contractor Certification Clauses (CCC) The CCC can be found on the Internet at http://www.ols.dgs.ca.gov/standard+language.

The first page must be signed and submitted prior to the award of the contract.

Original Payee Data Record (STD 204)

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

Darfur Contracting Act (OBS 1500)

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

__ Copy of certification by the Registry of Interpreters for the Deaf (RID)

__ Copy of American Sign Language license and/or certification(s)

__ GSPD-05-105 Bidder Declaration

__ STD 843 DVBE Declarations

Page 1 of2

DVBE Bid Incentive Request and Acknowledgement (OBS 554)

In addition to the above, the Contractor shall furnish the documents identified below at time of award.

__ Prison Rape Elimination Policy - Volunteer/Contractor Information Sheet (Exhibit E)

__ Copy of Certificate of Insurance (Professional and Commercial General Liability)

__ Copy of Workers Compensation Insurance

STATE OF CALIFORNIA

STANDARD AGREEMENT

STO 213 (Rev 06/03) AGREEMENT NUMBER

REGISTRATION NUMBER

1. ThIs Agreement IS entered into between the State Agency and the Contractor named below.

STATE AGENCY"S NAME

California Department of Corrections and Rehabilitation

CONTRACTOR'S NAME

2. The term of this Agreement is:

July 1, 2016

3. The maximum amount $ of this A~reement is:

through June 30, 2018

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

Exhibit A - Scope of Work Exhibit A-1 - List of 50 Most Used Languages Exhibit A-2 - Region Site Locations Exhibit A-3 - Professional Conduct for Interpreters Exhibit B - Budget Detail and Payment Provisions Exhibit B-1 - Rate Sheet Exhibit C* - General Terms and Conditions Exhibit 0 - Special Terms and Conditions Exhibit E - Prison Rape Elimination Policy Attachment 1 - Confirmation Letter Sample

5 pages 1 page 1 page 1 page 2 pages 3 pages

GTC 610

17 pages 2 pages 1 page

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

These documents can be viewed at http://www.dgs.ca.govlolslResourcesiStandardContractLanguage.aspx

IN WITNESS WHEREOF this Agreement has been executed by the parties hereto , CTOR California Department of General

CONTRACTOR'S NAME (II other Ihan an indlvi(iual. sfu/e whe1her a corporatIOn. partnership. etc) Services Use Only

BY (Au/harrted Signature) DATE SIGNED(I)" nOI'.V!,")

25 I

PRINTED NAME AND TITLE OF PERSON SIGNJNG

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Department of Corrections and Rehabilitation BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TrTLE OF PERSON SIGNING D Exempt per:

Terri Gibson Manaqer Headquarters Contract Unit 3

ADDRESS

9838 Old Placerville Road, Suite 8-2, Sacramento, CA 95827

TBB Bid Number 6000001986 California Department of Corrections and Rehabilitation (CDCR) Exhibit A Scope of Work

AMERICAN SIGN LANGUAGE INTERPRETER

I. INTRODUCTION

This is a statewide Agreement in which the Contractor shall furnish all labor, supplies, transportation, equipment, and every other item of expense necessary to perform, on an as-needed basis, American Sign Language (ASL) services for the California Department of Corrections and Rehabilitation (CDCR), Board of Parole Hearings (BPH), Data Processing and Scheduling Unit (DPSU). Interpreting services will be performed primarily at locations listed in Exhibit E, Regional Site Locations, and other locations may be added as needed.

The Contractor agrees to interpret from spoken English to ASL and from ASL to spoken English by a qualified interpreter (see requirements below).

II. QUALIFICATIONS

All ASL interpreters provided by the Contractor during the term of this Agreement shall be certified by the Registry of Interpreters for the Deaf (RID).

III. LICENSE/PERMITS/CERTIFICATIONS

Contractor shall be responsible to ensure certified interpreters are provided.

Contractor shall maintain all ASL interpreter licenses and certifications as required by law. Contractor shall provide proof of certifications/qualifications to the BPH, DPSU prior to the start of work, and shall provide copies of all license(s) or certification(s)/qualification(s) requested. If at any time during the period of this Agreement the Contractor receives notification that their license(s) or certification(s) is being suspended, are suspended, or may potentially be suspended, the Contractor must immediately notify the BPH, DPSU.

IV. REQUEST FOR SERVICES

A. Services will be available Monday through Friday from 8:00 a.m. to 5:00 p.m., or as needed to meet BPH's obligations. Services may be required, on a case by case basis, prior to 8:00 a.m., andlor after 5:00 p.m. If services are required for an eight (8) hour period, a thirty (30) minute unpaid lunch break will be allowed.

The requested hours of service may range from one (1) to forty (40) hours per week, per request.

B. There shall be one (1) interpreter for each scheduled session per panel. For example, if there are two panels, there will be two (2) interpreters, and if one

Scope of Work panel, one interpreter. The rate of pay for services rendered shall be per interpreter, per half-day or full-day session.

Definitions of half-day and full-day sessions:

1. A half-day session is defined as any portion of a consecutive four and one-half hour period for either a morning or afternoon session.

a. A morning session begins no earlier than 8:00 a.m. and ends no later than 12:30 p.m.

b. An afternoon session begins no earlier than 12:30 p.m. and ends no later than 5:00 p.m.

2. Regardless if the morning or afternoon session goes beyond the above times, the interpreter is entitled to hourly compensation. The compensation is reimbursed in quarter-hour increments, not to exceed the full-day rate. (Hourly compensation is computed by taking the full-day rate, divided by eight hours, times the number of quarter-hours.)

3. A full-day session is defined as a morning session and an afternoon session combined.

a. If an interpreter is required to work after 5:00 p.m., until the conclusion of the hearing, the interpreter is entitled to hourly compensation. The compensation is reimbursed in quarter-hour increments, not to exceed the full-day rate. (Hourly compensation is computed by taking the full-day rate, divided by eight hours, times the number of quarter-hours.)

b. The BPH, DPSU will request an interpreter for a full-day session when scheduling services for a 10:30 a.m. hearing.

1. If an interpreter has been scheduled for a 10:30 a.m. hearing that is cancelled with less than twenty-four (24) hours notice, a cancellation fee of the full day session rate may be warranted.

2. Hearings scheduled at 1 :00 p.m. may require the interpreter to remain at the hearing facility until after 5:00 p.m. The interpreter should take this into consideration when accepting an interpreting assignment for a 1 :00 p.m. hearing.

3. When there are multiple hearing panels at one location on the same day, an interpreter will be hired for each panel, if needed, for all hearing panels. The rate will be per interpreter.

Scope of Work

C. Interpreter services for inmates/parolees at BPH hearings includes, but is not limited to, life parole consideration, medical parole, elderly parole, youth offenders, and mentally disordered offender hearings.

D. Interpreters may be asked to assist attorneys with interpretations when meeting with inmates/parolees during hearing breaks, or immediately prior to or after the hearing.

E. Interpreters will provide services, when necessary, to those inmates/parolees who understand little or no English as well as persons with limited language skills and disabilities, in accordance with the Americans with Disabilities Act.

F. Interpreters shall arrive in person, at a predetermined time and location, as identified in the confirmation letter or any subsequent notification. Interpreters must be punctual and take into consideration the approximate time required for security screening and registration at State prison facilities.

G. If the interpreter is unavailable at the scheduled time of hearing, the interpreter will not be compensated.

H. When services are required by the BPH, the "primary" Contractor, defined as the lowest responsible bidder, will be contacted by the BPH, DPSU first. IF and ONLY IF, the primary Contractor is unable to provide services, the "secondary" Contractor, defined as the second lowest responsible bidder, will be contacted.

This process will be repeated based on the number of Agreements awarded and will take place each time the BPH, DPSU notifies the Contractor to provide servIces.

V. CANCELLATION

ASL interpreter services are mission critical. The Contractor shall notify the BPH, DPSU, no less than twenty-four (24) hours in advance of scheduled services, if they are unable to provide services and/or immediately provide replacement staff to avoid disruption of service.

If the Contractor cannot provide services at the agreed upon scheduled time, the BPH, DPSU may select an alternate interpreter provider as per Item IV, H above. If an alternate interpreter/provider is used, the Contractor shall pay the difference in cost that the BPH, DPSU pays for interpreter services as follows:

A. The amount the Contractor pays shall be the difference between BPH, DPSU's cost and the primary contract cost.

Scope of Work

B. If there are multiple Agreements, each Contractor that does not provide an interpreter shall pay an equal portion of the difference between the BPH, DPSU's cost and the primary contract cost.

C. The BPH, DPSU shall deduct the difference in costs from invoices submitted by the Contractor.

The Contractor shall receive at least a twenty-four (24) hour notice for cancelled hearings from the BPH, DPSU. In instances where a hearing has been cancelled, including hearings beginning on the first business day of the work week when a twenty-four (24) hour notice of cancellation cannot be provided to the Contractor, a cancellation fee shall be paid to the Contractor, in accordance with the terms of this Agreement, for a scheduled half-day or full-day session.

VI. DOCUMENTATION REQUIREMENTS

When submitting invoices, the Contractor shall include a confirmation letter to the BPH, DPSU that provides the date, start and end times of the interpretation services, and is signed by the Commissioner, Deputy Commissioner, and/or Administrative Law Judge.

VII. CONTRACTOR RESPONSIBILITIES

A. The Contractor shall respond to the BPH, DPSU within twenty-four (24) hours of initial contact.

B. The Contractor shall provide ASL interpretation services at the scheduled times and locations as agreed upon.

C. The Contractor shall ensure all interpreters assigned to appOintments have the proper identification and proof of RID certification to provide to the BPH, DPSU.

D. The Contractor shall provide written translations upon request by the BPH, DPSU.

E. Due to the confidentiality of inmate/parolee information, all interpreters will be required to sign a declaration stating that each session is privileged information, and will not be divulged unless by special permission from the inmate/parolee.

F. All invoices shall be submitted within thirty (30) calendar days from the date of the hearing, to ensure expediency of processing. Any invoice(s) submitted after the thirty (30) calendar day period may cause delay in payment to the Contractor. The confirmation letter must be included with the invoice to ensure timely payment.

Scope of Work

VIII. CDCRIBPH RESPONSIBILITIES

A. The BPH, DPSU will request the interpreter's RID membership card at the time of appointment to verify the expiration date and to ensure the card indicates "certified."

B. When services are requested, the BPH, DPSU shall provide the Contractor with a confirmation letter via email andlor mail that states the type of assignment, date and time services are needed, location of services, and the name and number of the facility contact person. The interpreter will bring the confirmation letter to the interpreting appointment and present it to the assigned Commissioner, Deputy Commissioner, and/or Administrative Law Judge for signature.

IX. CDCR/BPH CONTACT INFORMATION

Should questions or problems arise during the term of this Agreement, the Contractor should contact the following offices:

Billing/Payment Issues:

Accounting Services Branch - Sacramento Phone Number: (916) 255-2042 FAX Number: (916) 255-6309

Scope of Service/Performance Issues:

Board of Parole Hearings Chief, Administration/BPH Phone Number: (916) 445-2077 Fax Number: (916) 324-3716

General Contract Issues:

Office of Business Services Phone Number: (916) 255-6167 Fax Number: (916) 255-6187

TBB

California Department of Corrections and Rehabilitation Ust of 50 Most Used Languages

1. Chinese, Mandarin

2. English 3, Spanish

4. Arabic 5, Bengali

6. Hindi

7. Russian

8. Portuguese

9. Japanese

10. German

11. Chinese, Wu

12. Javanese

13. Korean

14. French

15. Turkish

16. Vietnamese

17. Telugu

18. Chinese, Yue(Cantonese)

19. Marathi

20. Tamil

21. Italian

22. Urdu

23. Chinese, Min Nan

24. Chinese, Jinyu

25. Gujarati

Agreement Number 6000001986 Exhibit A~1

26. Polish

27. Ukrainian

28. Persian 29, Chinese, Xiang

30. Matayalam

31. Chinese, Hakka

32. Kannada 33.0riya

34. Panjabi, Western

35. Panjabi, Eastern

36. Sunda

37. Bhojpuri

38. Azerbaijani, South

39. Maithili

40. Hausa

41. Greek

42. Burmese

43. Serbo~Croatian4

44. Chinese, Gan

45. Awadhi

46. Thai

47. Dutch

48. Yoruba

49. Sindhi

50. Romanian

Region Site Locations

Institutions

California Correctional Center eec California Medical Facility leMF California State Prison, Sacramento SAC California State Prison, Solano SOL) California Health Care Facility CHeF) Stockton Deuel Vocational Institution nVI Folsom State Prison (FOl High Desert State Prison (HDSP) .

Mule Creek Stale Prison (MCSP) Pelican Bay Siale Prison PBSP Sacramento Central Office SACCO) San Quentin State Prison SQ Sierra Conservation Center SCC

Avenal State Prison ASP CA Substance Abuse Treatment Facility (SATF California Correctional Institution (CCI) California State Prison, Corcoran COR Central California Women's Facility, CCWF) Correctional Trainin Facility CTF Kern Vallev State Prison (KVSP) North Kern State Prison (NKSP) Pleasant Valley State Prison (PVSP Salinas Valley State Prison (SVSP) Vallev State Prison for Women (VSPW) WascO State Prison WSP)

Atascadero State Hospital CA State Prison, los An eles County LAC) California City Correctional Facility {CAC California Institution for Men (CIM) California Institution for Women CIW California Men's Colony (CMC California Rehabilitation Center (CRC) Calipatria State Prison (CAL) Cenlinela State Prison (CEN) Chuckawalla Valley State Prison CVSP Ironwood State Prison ISP) Patton State Hospital R.J. Donovan Correctional Facility (RJD

Address

NORTHERN REGION

711-045 Center Road 1600 California Drive 100 Prison Road 2100 Peabody Road 7707 South Austin Road 23500 Kasson Road 300 Prison Road 475-750 Rice Canyon Road 4001 Highway 104, P. O. Box 409099 5905 lake Earl Drive 10961 Sun Center Drive San Quentin State Prison SO) 5100 O'Byrnes Ferry Road

CENTRAL REGION

#1 Kings Way 900 Quebec Avenue 24900 Highway 202 4001 King Avenue 23370 Road 22 Highway 101 North 3000 West Cecil Avenue 2737 West Cecil Avenue 24863 W Jayne Ave 31625 Hiqhway 101 216233 Avenue 24 701 Scofield Avenue

SOUTHERN REGION

10333 EI Camino Real 44750 60th Street West 22844 Virginia Blvd.

14901 Central Avenue 16756 Chino-Corona Road Highway 1 5th Street and Western 7018 Blair Road 2302 Brown Road 19025 Wiley's Well Road 19005 Wiley's Well Road 3102 E. Highland Avenue 480 Alta Road

Page 1 of1

Ci~/State

Susanville, CA 96127 Vacaville, CA 95696 Represa, CA 95671-0002 Vacaville, CA 95696-4000 Stockton, CA 95215 Tracy, CA 95376 Represa, CA 95671 Susanville, CA 96127 lone, CA 95640 Crescent City, CA 95531 Rancho Cordova, CA 95670 San Quentin, CA 94964 Jamestown, CA 95327

Avenal, CA 93204 Corcoran, CA 93212-7100 Tehachapi, CA 93561 Corcoran, CA 93212-8309 Chowchilla, CA 93610-1501 Soledad, CA 93960-0686 Delano, CA 93216 Delano, CA 93215-0567 Coalinga, CA 93210 Soledad, CA 93960-1020 Chowchilla, CA 93610-0099 Wasco, CA 93280-8800

Atascadero, CA 93422 lancaster, CA 93536-7620 California City, CA 93505 Chino, CA 91710 Corona, CA 92880 San Luis Obispo, CA 93409 Norco, CA 92860 Cali atria, CA 92233·5001 Imperial, CA 92251-0731 Blythe, CA 92225 BI the, CA 92225 Patton, CA 92369 San Diego, CA 92179

Bid Number 6000001986 Exhibit A"2

Professional Conduct for Interpreters

Professional conduct for interpreters

(a) Representation of qualifications

Agreement Number 6000001986 Exhibit A-3

An interpreter must accurately and completely represent his or her certifications, training, and relevant experience.

(b) Complete and accurate interpretation

An interpreter must use his or her best skills and judgment to interpret accurately without embellishing, omitting, Of editing. When interpreting for a party, the interpreter must interpret everything that is said during the entire proceedings. When interpreting for a witness, the interpreter must interpret everything that is said during the witness's testimony.

(c) Impartiality and avoidance of conflicts of interest

(1) Impartiality An interpreter must be impartial and unbiased and must refrain from conduct that may give an appearance of bias.

(2) Disclosure of conflicts An interpreter must disclose to the judge and to all parties any actual or apparent conflict of interest. Any condition that interferes with the objectivity of an interpreter is a conflict of interest.