IFB_C5611985-D-Rebid_1-FLS_Addendum_1.pdf

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN NEWSOM, GOVERNOR

DIVISION OF ADMINISTRATIVE SERVICES

OFFICE OF BUSINESS SERVICES

9838 Old Placerville Road, Suite B-2

Sacramento, CA 95827

October 8, 2024

TO: PROSPECTIVE BIDDER

RE: INVITATION FOR BID NUMBER C5611985-D, REBID 1, ADDENDUM NUMBER 1,

FAMILY LIAISON SERVICES

The above-referenced Invitation for Bid (IFB) was advertised on September 18, 2024. Addendum 1 hereby reflects the following changes:

A. Invitation For Bid, Page 2 on the IFB package - The designated contact person for this IFB has changed from:

Contract Analyst: Marie Moyer California Department of Corrections and Rehabilitation Email Address: marie.moyer@cdcr.ca.gov Phone: (279) 210-3708

The new designated contact person for this IFB is now:

Contract Analyst: Mariann Isola California Department of Corrections and Rehabilitation Email Address: mariann.isola@cdcr.ca.gov Phone: (279) 210-3740

B. Invitation For Bid, Bid Submittal, Page 8 on the IFB package - the information to input into the body of the bid submission email has changed from: ATTENTION:

Marie Moyer to ATTENTION: Mariann Isola.

C. The Exhibit A, Scope of Work has been revised in its entirety and hereby attached to this Addendum 1.

D. The Exhibit B-1, Rate Sheet has been revised in its entirety and hereby attached to this Addendum 1. Please ensure to utilize the Addendum 1 Rate Sheet or your bid proposal may be disqualified.

E. All bidders’ questions and California Department of Corrections and Rehabilitation responses are attached to this Addendum 1.

All other terms and conditions remain the same.

If you submit a new bid, your first bid will be returned unopened. However, if you have already submitted a bid and you do not submit a new bid, your current bid shall remain in our files, unopened, until the new bid opening date.

We regret any inconvenience this may have caused. If you have any questions or need assistance from this office, please do not hesitate to contact me at marie.moyer@cdcr.ca.gov.

Sincerely, Marie Moyer

Marie Moyer, Contract Analyst Service Contracts Section Contracts Management Branch

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated:August 2024

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

10/8/2024

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

Family Liaison Services BID NUMBER C5611985-D, Rebid 1, Addendum 1

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

You are invited to review and respond to this IFB C5611985-D, Rebid 1 titled Family Liaison Services Contract, California Department of Corrections and Rehabilitation (CDCR) at the locations listed in Exhibit E, List of Participating Institutions. In submitting your bid, you shall comply with the instructions found herein.

In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

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

The designated contact person for this IFB is:

Contract Analyst: Mariann Isola California Department of Corrections and Rehabilitation Email address: mariann.isola@cdcr.ca.gov Phone: (279) 210-3740

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

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

Sincerely, Mariann Isola

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

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

PROJECTED TIMETABLE .................................................................................................................... - 6 -

FUNDING ........................................................................................................................................... - 6 -

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS ............................................................ - 6 -

PROHIBITION ON TAX DELINQUENTS ............................................................................................... - 6 -

BIDDER RESPONSIBILITIES & THE BID PACKAGE ............................................................................... - 6 -

BID SUBMITTAL ................................................................................................................................. - 7 -

LETTERS OF INQUIRY ........................................................................................................................ - 8 -

PUBLIC BID OPENING ........................................................................................................................ - 9 -

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS .......................................................................... - 9 -

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE ......................................................... - 9 -

BASIS FOR AWARD ..........................................................................................................................- 10 -

PROTEST AWARD ............................................................................................................................- 10 -

AGREEMENT EXECUTION ................................................................................................................- 10 -

EXTENSION OF TERM ......................................................................................................................- 11 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM .....................................................- 11 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE .....................................................- 11 -

SMALL BUSINESS PREFERENCE PROGRAM .....................................................................................- 12 -

NON-SMALL BUSINESS PREFERENCE REQUEST ..............................................................................- 13 -

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE ..........................- 13 -

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

AND DVBES .....................................................................................................................................- 13 -

BIDDER PROVIDING FACILITY(IES) ..................................................................................................- 14 -

Table of Contents

BID PACKAGE OVERVIEW

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

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

• Bid Submittal Checklist

• Bidder Acknowledgment/Certification (OBS 300)

• Sample Standard Agreement (STD 213)

• Scope of Work (Exhibit A)

• Budget Details and Payment Provisions (Exhibit B)

• Rate Sheet (Exhibit B-1)

• Non-Expendable Equipment (Exhibit B-2)

• Family Liaison Services Specialist Personnel Assignment (B-3)

• Line Item Budget Guide (B-4)

• General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 04/2017.

• Special Terms and Conditions (Exhibit D)

• List of Participating Institutions (Exhibit E)

• California State Institutions Map (Exhibit F)

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

• Contractor’s References (Attachment 1)

• Contractor Certification Clauses (CCC 04/2017)

• Payee Data Record (STD 204)

• Payee Data Record Supplement (STD 205)

• Supplement Vendor Payee Data Record Form

• Darfur Contracting Act (OBS 1500)

• Iran Contracting Act (OBS 1502)

• California Civil Rights Laws Certification (OBS 1510)

• GenAI Reporting and Factsheet (STD 1000) https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

• Sample Certificate of Insurance

• Bidder Declaration (GSPD-05-105)

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

• DVBE Declarations (DGS PD 843)

• DVBE Bid Incentive Request and Acknowledgement (OBS 554)

Invitation for Bid Contract Bid Number C5611985-D, Rebid 1, Addendum 1

PROJECTED TIMETABLE

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

IFB Available to Prospective Bidders September 18, 2024

Letters of Inquiry Submission Date September 25, 2024 at 12:00 PM

Submission of Bid October 15, 2024 by 11:00 AM

Public Bid Opening October 17, 2024 at 2:00 PM

Anticipated Date for Commencement of Services

Upon Approval

Term End Date of Agreement June 30, 2027

FUNDING

The State’s estimate for this Agreement is $4,600,000.00.

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

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

PROHIBITION ON TAX DELINQUENTS

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

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

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

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

BIDDER RESPONSIBILITIES & THE BID PACKAGE

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

Bidder shall provide rate(s) on 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 CDCR’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

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.

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

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

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

BID SUBMITTAL

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

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

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

The subject line of the electronic bid must be titled:

BID FOR C5611985, Rebid 1 - Family Liaison Services.

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

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

DO NOT OPEN

BID NUMBER: C5611985, Rebid 1 ATTENTION: Mariann Isola

COMPANY NAME:

(See Sample Below)

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

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

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

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

LETTERS OF INQUIRY

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

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

Submit your letter of inquiry by the date specified in the Projected Timetable Section of this IFB directly to Marie Moyer, Contracts Management Branch, by E-mail: marie.moyer@cdcr.ca.gov.

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

PUBLIC BID OPENING

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

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

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

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

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

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

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

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

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

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

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

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.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd1000.pdf&data=05%7C02%7CJulia.Diener%40cdcr.ca.gov%7Cc7087df30e4f42adf39e08dc99ffdd51%7C0662477dfa0c4556a8f5c3bc62aa0d9c%7C0%7C0%7C638554571556222997%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=ZucoHMAXrghqm%2B1WycmZzO4G%2BRzJnUHBLX9hhexQOtk%3D&reserved=0

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

Upon receipt of a Bidder / Offeror / Contractor GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

BASIS FOR AWARD

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

In the event of tie bids, except as provided in Government Code §14838(f), CDCR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit B-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 full compliance with all requirements if awarded the Agreement.

PROTEST AWARD

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

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

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

"Protest Concerning IFB Number C5611985, Rebid 1 for the California Department of Corrections and Rehabilitation".

Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

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

EMAIL OR MAIL DELIVERY

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

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

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-6.pdf?la=en&hash=33EED4E1173B84AE93CFDD3D3268B13618EA189F mailto:OLSProtests@dgs.ca.gov mailto:m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov 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, B, B-1, B-2, B-3, B-4, D, E, F, and G.

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

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

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

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

EXTENSION OF TERM

This Agreement may not be amended to extend the term except where necessary to complete performance of the original agreement and not to provide for additional services.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

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

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

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

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

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

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

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

For certification and preference approval process information, contact the OSDS by telephone at (916)

375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

Award Based on Low Price

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

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

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

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

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

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

SMALL BUSINESS PREFERENCE PROGRAM

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

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

1. The principal office is located in California;

2. The officers are domiciled in California;

3. The business is independently owned and operated;

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

a. For Small Business, either:

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

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

b. For Micro Business, either:

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

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

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

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

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

2. Receipt of documents verified by such office.

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

NON-SMALL BUSINESS PREFERENCE REQUEST

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

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

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

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

555) with their bid proposal.

NON-PROFIT 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).

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

CDCR must identify all contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in the submitted original GSPD-05-105, the Contractor shall notify the Office of Business Services (OBS), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or DVBE status.

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

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

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

BIDDER PROVIDING FACILITY(IES)

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

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

TBB IFB Number C5611985-D, Rebid 1 California Department of Corrections and Rehabilitation (CDCR) Exhibit A Scope of Work Addendum 1

FEMALE OFFENDER PROGRAMS & SERVICES/SPECIAL HOUSING MISSION

FAMILY LIAISON SERVICES

I. INTRODUCTION

The California Department of Corrections and Rehabilitation (CDCR), Division of Adult Institutions (DAI), Female Offender Programs and Services/Special Housing Mission (FOPS) is to contract with a private nonprofit agency or agencies with prior experience in establishing and assisting the incarcerated by facilitating successful parole through the provision of personal services regarding family and personal issues. Family Liaison Services (FLS) will be under the administration of FOPS at each participating Institution listed in Exhibit E - List of Participating Institutions.

A. Background

In 1980 Assembly Bill 2848 (AB 2848) was signed for the provision of personal and Family Liaison Services to incarcerated individuals. The California Legislature found that (1) incarceration in a State Correctional Institution impedes the maintenance of family relationships of the incarcerated; (2) the preservation of the family relationships of incarcerated people housed at Correctional Institutions is in the public interest because stability will assist a formerly incarcerated person to effectively reintegrate into society; (3) activities designed to maintain family relationships have resulted in an increased number of visits to incarcerated people; (4) maintaining the family relationships of the incarcerated has an impact on reducing the rate of recidivism; and

(5) allowing family contact is an effective method of treatment for the incarcerated housed in Correctional Institutions. As a result of the findings, FLS was established to help alleviate the incarcerated person’s anxiety and preserve the family relationships of incarcerated people. This will increase the number of parole successes, reduce recidivism, and enhance public safety.

B. Objectives

The objective of Assembly Bill 2848 (AB 2848) mandates that FLS provide, at a minimum, each of the following services to incarcerated people:

A. Increase the direct communication between the incarcerated and their families by providing counseling, facilitating phone contact, and encouraging letter writing.

B. Increase the number of visits between the incarcerated and their families by providing information on visiting guidelines and providing liaison services to the Visitor Center.

C. Increase the number of contacts between institutional staff and the families of the incarcerated through counseling and outreach efforts.

D. Locate relatives with whom an incarcerated person has lost contact.

E. Reduce the incarcerated person’s anxiety regarding family problems through counseling and other referral services as needed.

F. Recruit and train volunteers to provide assistance in the FLS.

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

II. MINIMUM QUALIFICATIONS

The Contractor must meet the following minimum criteria to bid:

A. Must be a verifiable 501(c)(3)

B. The Contractor must have been in business a minimum of five (5) years and provide at least four (4) references showing the Contractor has performed the work outlined in the Scope of Work (SOW) using Contractor’s References, Attachment 1.

C. The Contractor must provide sample curriculum and training materials on Parenting Skills and Evidence-based Conflict Resolution due at time of bid submission.

III. CONTRACTOR RESPONSIBILITIES

The Contractor is expected to provide FLS in accordance with AB 2848, either directly or through subcontracts, which will include Parenting Skills training and evidence-based Conflict Resolution programs using trained Family Liaison Specialists (FLSS), for the incarcerated within the regional service areas. The Contractor will provide all administrative services detailed in the Scope of Work it is responsible for the following:

A. Operational Services

The FLS will accomplish objectives as specified in Assembly Bill 2848. The FLS shall be scheduled to provide services at each institution based on the following schedule: Friday through Sunday, 8:00 a.m. to 5:00 p.m. Monday and Tuesday regular day off, Wednesday and Thursday 12:00 pm to 9:00 p.m. (with one-hour lunch as required), however, this schedule can be adjusted by the Contractor with written approval from the Community Resource Manager (CRM) or institution designee. It shall be noted, the CRM is not the supervisor of the FLS. The FLS Supervisor will be designated by the contractor. The CRM is the liaison between the contractor and the Institution. CDCR reserves the right to adjust this schedule based on the incarcerated person’s availability or institutional needs. The Contractor must identify a contingency work plan for FLS staff during lockdowns.

B. Standardized Program Plan (SPP)

To ensure appropriate operational coverage of field staff performing under this contract, the Contractor is required to file a SPP document within 30 days of contract approval. The SPP document must list all institutions within the statewide service area with corresponding field staff work schedules, including the Director. Also, the SPP document must list all administrative staff assigned to this program with their work schedules. The Contractor is responsible for requesting from FOPS, in advance, permission to modify any areas within the SPP. No contract staff may work more hours than what is budgeted for in the contract without FOPS approval.

The FLSS shall provide, monthly an average of 120 incarcerated service units,15-hours of training/workshops and up to 25-hours of administrative work i.e. documenting services provided, data reporting, and other personnel requirements (totaling 160-hours of services average per month, per each institution). All service units must be documented and reported to FOPS /SH monthly. Partial hour service units are authorized and can be cumulative for the month provided and shall be documented and reported accordingly.

When service provided does not fall under one of the areas named below, FOPS will

California Department of Corrections and Rehabilitation (CDCR) Exhibit A determine what assistance qualifies to be counted for service units. A service unit is defined as the delivery of one unit of incarcerated services/assistance which is equivalent to one-hour of time expended addressing a specific incarcerated person’s problem with another incarcerated person and/or their families in one of (but not limited to) the following areas:

1. Reduce the incarcerated person’s anxiety associated with family problems (identify type of problem) through counseling, facilitation, and providing referrals.

2. Facilitate or provide counseling, reentry, employment, or educational services for the incarcerated, Family service referrals, facilitation, and liaison services.

3. Increase direct communication between the incarcerated and his/her family by encouraging phone contact and letter writing.

4. Increase number of visits between an incarcerated individual and his/her family by providing visiting guidelines and Visitor Center liaison services.

5. Increase the number of contacts between Institution staff and the family of the incarcerated.

6. Assist in locating relatives of the incarcerated

7. Facilitate or provide counseling, legal services, food, clothing, transportation, and lodging for the families of the incarcerated in emergencies.

8. Parenting Skills and Evidence-based Conflict Resolution Workshops.

C. Parenting Skills Workshops

The Parenting Skills Training and curriculum must be submitted 30 days after the execution of the agreement.

Contractor must provide detailed Parenting Skills Training curriculum and materials. The training sessions shall be held during the incarcerated person’s leisure time hours. The Warden or designee from each Institution must approve, in writing, the Parenting Skills Training schedule prior to implementation.

The Parenting Skills Training shall consist of a 90-hour course completed curriculum.

Three (3) sessions of 30 hours each shall be provided to a minimum of 75 incarcerated persons per year, per Institution. Any deviation of this requirement must be approved in writing by the Contract Manager, CRM or Institutional designee.

Each participant must complete the “Application for Parenting Skills Training” to participate in the program. The training curriculum shall include, but not be limited to:

1. Child growth and development

2. Parental responsibilities

3. Maintaining healthy relationships

4. Anger Management

5. Letter writing to children

6. Reintegration (family life after prison)

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

D. Evidence-Based Conflict Resolution Workshops

The Evidence-Based Conflict Resolution Training and curriculum must be submitted within 30 days after execution of the agreement.

The Contractor must provide detailed Evidence-Based Conflict Resolution curriculum and materials. The training sessions shall be held during the incarcerated person’s leisure time hours. The Warden or designee from each Institution must approve, in writing, the Evidence-based Conflict Resolution Workshop schedule prior to implementation.

The Evidence-based Conflict Resolution Training shall consist of a 90-hour course completed curriculum. Three (3) sessions of 30 hours each shall be provided to a minimum of 75 incarcerated persons per year, per Institution. Any deviation of this requirement must be approved in writing by the Contract Manager, CRM or Institutional designee.

Each incarcerated person must complete the Application for “Evidence-based Conflict Resolution Training” to participate in the program. The program must provide participants with conflict resolution skills. The Evidence-Based Conflict Resolution curriculum shall include, but not be limited to:

1. Anger Management

2. Trust and mutual support

3. Listening skills/communication skills

4. Conflict Resolution Skills

5. Role Playing

E. Staffing Requirements

Duty statements or job descriptions shall be submitted to the Contract Manager within 30 days after execution of the agreement.

The Contractor must establish and maintain experienced staff necessary to fill the core mandatory positions identified in the SOW. Staffing operations must also remain in compliance with the Standard Program Plan (SPP). Staffing hours must take into consideration availability of the incarcerated and institution’s needs. The Contractor should establish and budget for “Temporary Help” to cover staffing needs for employee vacation, sick coverage, and temporarily unfilled positions. The Contractor must identify standard accounting and office management functions that will be performed in the operations manual. Any costs associated must be displayed in the budget.

The Contractor must be able to recruit, train, and supervise all contract staff statewide.

The minimum age requirement for any contracted staff is 21 years of age. The required staffing levels are listed below and are followed by specific minimum qualifications for each position. A full-time equivalent (FTE) position of 1.0 is equal to an average of 40 hours per week over a year period at 100% project time. All staff must meet minimum qualifications regardless of time base. Any deviation from minimum qualifications must be approved in writing by the Contract Manager.

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

The Contractor must provide and maintain résumés, duty statements or job descriptions for all staff paid through this Agreement. In addition, personnel files for all contracted staff shall indicate their date of employment, rate of pay and benefits, pay increases, promotions and status changes, and, if applicable, the date and reason(s) for termination.

The Contractor shall provide the Institution Personnel Office a list of FLS employees and their date of birth, social security number, home phone number/address, and emergency contact name/phone number. The Contractor shall update the list monthly, or as changes warrant.

1. Mandatory Positions:

The Contractor shall establish and maintain the experienced staff necessary to fill core mandatory positions identified. At a minimum, the Contractor shall provide the following positions, required to implement this agreement:

a. Director - 13 positions

b. FLSS - 22 positions

To effectively administer the Program, the Contractor may establish additional positions or disclose additional resources that will be utilized to supervise and train staff, handle personnel administration, agreement administration, budgeting and invoicing, program integrity, etc. Additional positions or contracted services shall be identified in the proposed Exhibit B-1 - Rate Sheet, and a Duty Statement will be submitted to the Contract Manager.

Staffing operations shall also remain in compliance with the SPP. The Contractor shall establish and budget for “Temporary Help” in Exhibit B-1 - Rate Sheet, to cover staffing needs for employee vacation, sick coverage, and vacancies over 90 days. The Contractor shall identify standard accounting and office management function that it will perform. The Contractor shall display costs associated in the Exhibit B-1 – Rate Sheet.

2. Director – Full-time required

The Director shall work a minimum of 40 hours per month. The Contractor may submit requests to the FOPS Contract Manager to reduce or increase hours of an individual Director based on the areas assigned and the needs of the institution and with agreement of the FOPS Contract Manager. Minimum requirements must be met regardless of the time-base. Job sharing is not authorized for this position. The Contract Manager will be the final approver of job applications.

The Director will be the contracted staff person with the overall administrative responsibility for the delivery of services at the assigned Institution(s).