IFB_C5612148-D-Chaplain_Critical_Incident_Stress.pdf

Invitation for Bid Contract Bid Number C5612148-D

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated: March 2024

IFB Page 1 of 84

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

4/5/2024

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis Services

BID NUMBER C5612148-D

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 C5612148-D titled Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis Services Service Contract. 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: Marie Moyer California Department of Corrections and Rehabilitation Email address: marie.moyer@cdcr.ca.gov

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, Marie Moyer Marie Moyer Contract Analyst

IFB Page 2 of 84 mailto:CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov

BID PACKAGE OVERVIEW

PROJECTED TIMETABLE

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

PROHIBITION ON TAX DELINQUENTS

BIDDER RESPONSIBILITIES & THE BID PACKAGE

BID SUBMITTAL

LETTERS OF INQUIRY

PUBLIC BID OPENING

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

BASIS FOR AWARD

PROTEST AWARD

AGREEMENT EXECUTION

EXTENSION OF TERM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

SMALL BUSINESS PREFERENCE PROGRAM

NON-SMALL BUSINESS PREFERENCE REQUEST

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE

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

AND DVBES

BIDDER PROVIDING FACILITY(IES)

Table of Contents

IFB Page 3 of 84

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)

• Service Report (Exhibit A-1)

• Budget Details and Payment Provisions (Exhibit B)

• Rate Sheet and Optional Years (Exhibit B-1)

• Budget Rate Sheet and Optional Years (Exhibit B-2)

• Rate Sheet Summary (Exhibit B-3)

• 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)

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

• Contractor Certification Clauses (CCC) 04/2017

• Payee Data Record (STD 204)

• Payee Data Record Supplement (STD 205)

• CDCR Supplement Vendor Payee Data Record

• Darfur Contracting Act (OBS 1500)

• California Civil Rights Laws Certification (OBS 1510)

• 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)

IFB Page 4 of 84 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

PROJECTED TIMETABLE

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

IFB Available to Prospective Bidders April 5, 2024

Letters of Inquiry Submission Date April 12, 2024

Submission of Bid April 30, 2024 by 11:00 AM

Public Bid Opening May 2, 2024 at 2:00 PM

Anticipated Date for Commencement of Services

July 1, 2024 or Upon Approval, Whichever Occurs Last

Term End Date of Agreement June 30, 2027

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 rates on Rate Sheet (Exhibit B-1), Budget Rate Sheet (Exhibit B-2), and Rate Sheet Summary (Exhibit B-3). Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1, B-2, and B-3. Failure to provide the required rates shall be cause for rejection of your bid.

NOTE:

1. Any quantities listed on Exhibit B-1, and B-2 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

IFB Page 5 of 84 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), Exhibit B-1 Rate Sheet, Exhibit B-2 Budget Rate Sheet, and Exhibit B-2 Rate Sheet Summary, 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:

IFB Page 6 of 84

BID FOR C5612148-D - Chaplaincy Critical Incident Stress and Post-Trauma Stress Crisis 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: C5612148-D

ATTENTION: Marie Moyer

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.

IFB Page 7 of 84 mailto:ISCBids@cdcr.ca.gov

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.

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

IFB Page 8 of 84 mailto:marie.moyer@cdcr.ca.gov 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 C5612148-D 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 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, B, B-1, B-2, B-3, D, and E.

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.

IFB Page 9 of 84 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 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

EXTENSION OF TERM

This Agreement may be amended when the additional year(s) or additional task(s) were anticipated and evaluated as an option to renew in the IFB/RFP.

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

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.

Award Based on

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.

IFB Page 10 of 84 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

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.

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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.

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).

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 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.

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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.

IFB Page 13 of 84

BID SUBMITTAL CHECKLIST

CHAPLAINCY CRITICAL INCIDENT STRESS AND

POST-TRAUMA STRESS CRISIS SERVICES

IFB Number C5612148-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package. Place a check mark or “X” 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 the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted to the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bid Proposal (Exhibit B-1). 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 and Optional Years (Exhibit B-1)

_____ Budget Rate Sheet and Optional Years (Exhibit B-2)

_____ Rate Sheet Summary (Exhibit B-3)

_____ Provide proof of Ecclesiastically certified and/or endorsed, licensed, ordained, or commissioned by a recognized religious body.

(Refer to Exhibit A, SOW, Section 3. License/Permit/Certification Requirements)

_____ Provide a copy of “All” Chaplain Résumés (Refer to Exhibit A, SOW, Section 2.H. Contractor Responsibilities)

_____ Contractor Certification Clauses (CCC - 04/2017)

_____ Payee Data Record (STD 204) Form

_____ Payee Data Record Supplement (STD 205) Form

_____ CDCR Supplement Vendor Payee Data Record Form

____ Darfur Contracting Act (OBS 1500)

____ Iran Contracting Act (OBS 1502)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ 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.

IFB Page 14 of 84

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

_____ DVBE Bid Incentive Request and Acknowledgement (OBS 554) (if applicable)

_____ Bidder Declaration (GSPD-05-105) (if applicable)

_____ DVBE Declarations (STD 843) (if applicable)

NOTE TO BIDDER: In addition to the above, the Contractor shall furnish the following to CDCR upon award.

_____ Copy of Certificate of Insurance, per Exhibit D, Special Terms and Conditions requirements.

IFB Page 15 of 84

Bidder Acknowledgement/Certification (OBS 300) Bid No. C5612148-D 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 (DVBE) 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 form.

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 ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

TAX STATUS [ ] Individual/Sole Proprietor [ ] Estate or Trust [ ] Partnership

[ ] Corporation (State in which incorporated _______) [ ] 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:

Bidding Preferences Claimed (Check only the preferences claimed) Preferences: Certification Number/Expiration Date DGS certified Small Business

DGS certified Micro Business

Non-Small Business Subcontractor Preference (committing use of 25% or more of DGS certified Small/Micro Business Subcontractors) include the OBS 555

DGS certified Disabled Veteran Business Enterprise

DVBE Incentive requested by bidder (include the completed OBS 554 with bid) NVSA preference request TACPA Attach all applicable 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 facility(ies) listed below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

IFB Page 16 of 84

2. The term of this Agreement is:

SAMPLE

IFB Page 17 of 84

TBD

California Department of Corrections and Rehabilitation (CDCR) Bid Number C5612148-D Scope of Work Exhibit A

CHAPLAINCY CRITICAL INCIDENT STRESS AND POST-TRAUMA STRESS CRISIS SERVICES

1. INTRODUCTION

The California Department of Corrections and Rehabilitation (CDCR) in recognition of those unique correctional stressors continues to expand the wellness services for its employees and their families to maximize wellness. As part of the expansion of programs, the CDCR aims to continue its confidential, critical incident stress management and post-trauma stress crisis services for CDCR employees and eligible family members who may be impacted by a traumatic event and/or critical incident. Services will be provided Statewide, twenty-four hours a day, seven days a week, 365 days a year. These services are expected to reduce the likelihood of serious post-trauma stress reactions and promote worksite wellness.

The goals for this contracted employee critical incident stress management and post-trauma stress crisis services are as follows:

A. Providing onsite proactive wellness support, and act as a conduit to enhanced psychological or medical support.

B. Provide 24/7 post incident critical incident stress debriefs and support following critical incidents.

C. Provide correctionally based trainings as needed.

2. CONTRACTOR RESPONSIBILITIES

The Contractor must have the resources to provide the following services Statewide as needed:

A. Emergency critical incident response services, to include post traumatic incident or crisis counseling, for CDCR employees “on” or “off” duty, to include their lawful spouse or registered domestic partner, and their eligible dependents. Chaplain must respond in-person within 24 hours of request.

Must be available twenty-four hours a day, seven days a week, 365 days each year.

Eligible dependents are defined consistent with the California’s Employee

Assistance Program (EAP) definition of eligibility and is as follows: Eligible dependent children include natural, adopted, or stepchildren who are under the age of 26. Children of any age who are incapable of self-sustaining employment due to a mental or physical disability are also eligible. Dependent children in the military are not eligible.

B. Monitored telephone service available twenty-four hours a day, seven days a week, 365 days each year.

IFB Page 18 of 84

Scope of Work Exhibit A

C. CDCR employees and/or their spouse or registered domestic partner, and/or eligible dependent(s) may request assistance by contacting a 24-Hour Confidential Crisis Line.

D. When services are requested, a face-to-face, telephonic response, or video conferencing shall occur within twenty-four hours of notification unless services cannot be provided for safety reasons as deemed by CDCR.

E. During the business hours of 8:00 am to 5:00 pm, a responding chaplain shall coordinate with the Warden, etc., or after business hours, the highest-ranking manager to ensure the chaplain’s presence on the premise is communicated to staff.

F. Chaplains may determine an appropriate location to provide services for CDCR employees “off-duty” and/or their spouse or registered domestic partner, and/or eligible dependent(s).

G. Provide in-person Critical Incident Stress Debriefings, within 48 hours at the request of CDCR.

H. The Contractor must submit, as part of their bid package, résumés to show all employed Chaplains have the following experience and background:

law enforcement experience/background;

two (2) years’ experience within a recognized religious denomination and background in law enforcement trauma;

clinical or field training in pastoral care, social work, counseling and guidance, or other related fields;

certified trainer in trauma and grief, suicide awareness, leadership ethics, and critical incident stress;

Have a minimum of two (2) years’ experience within a recognized church or religious denomination and a background in law enforcement trauma; and Able to demonstrate field training or competence in pastoral care, social work, counseling and guidance, or other related fields.

I. The Contractor must be accredited in academic classroom and field service training academy.

J. Any follow-up services provided shall be within 24 to 72 hours of the initial service.

Follow-up services are completed by phone but may also be in-person if deemed to be necessary by Chaplain.

K. Refer CDCR employees and/or their spouses or registered domestic partner and/or eligible dependents to public and private agencies for long-term support, and when applicable, recommend/refer employees and eligible dependents to CDCR’s Peer Support Program (PSP) (employees only) and EAP, respectively.

L. Complete an electronic pre-formatted template each month to obtain data as outlined in Item Reports by the 10th business day of the following month.

IFB Page 19 of 84

Scope of Work Exhibit A

M. Collaborate with CDCR’s PSP and/or EAP during debriefings.

N. No videos or audio recordings will be taken with any electronic device at any time.

O. No person who provides chaplain services to employees of the Department may work or volunteer for the Department in any capacity other than a chaplain.

P. Outreach to include attending ride-along, proactive worksite visits, funerals and funeral adjacent activities, memorials, health/fair information booths etc. Outreach will also include the facilitation of statewide family workshops/events. Contractor shall provide OEW with event schedule and/or workshop outline prior to the date of workshop/event.

Q. Training to include attending required CDCR sponsored curriculum classes, workshops, formal classroom presentations and scenario/exercises. The Contractor shall notify OEW when training services are request directly. Notification shall be within three business days of Contractor’s services being requested.

R. Upon request by CDCR, participate in instructional videos, provide certified training such as, but not limited to; trauma and grief, suicide awareness, leadership ethics, and critical incident stress to members of the PSP and CDCR employees.

S. Upon request by CDCR, participate in meet and greets.

T. Provide additional resources for crisis counseling or law enforcement-related issues.

U. Provide employees assistance in the event of a family death or hospitalization.

V. Coordinate in the line of duty death (LODD) funerals with local clergy, the family, and the CDCR.

3. LICENSE/PERMIT/CERTIFICATION REQUIREMENTS

Responders must be:

Ecclesiastically certified and/or endorsed, licensed, ordained, or commissioned by a recognized religious body.

4. CLERGY-PENITENT CONFIDENTIALITY

The Law Enforcement Chaplains have clergy privilege pursuant to the California Evidence Code, Division 8, Chapter 4, Article 8, Sections 1030-1034.

Chaplains shall provide counsel to or receive confidential communications from any Department employees concerning an incident personally witnessed by the chaplain or concerning an incident involving the chaplain.

IFB Page 20 of 84

Scope of Work Exhibit A

5. REPORTS

Monthly Report:

The Contractor shall submit a monthly electronic report detailing specific data compiled for each of the services provided in the previous month. The monthly report, upon approval of the agreement, shall contain the following;

• A pre-formatted invoice template;

• Completion of a service report for each service rendered (see Exhibit A-1, Service Report);

• Any and all accompanying service report receipts in adherence with CalHR rules governing reimbursement.

The Contractor Monthly Report shall be submitted electronically to the contact listed below, on or before the 10th business day of the following month. If completed comprehensive report is not received by the last day of the following month CDCR will submit invoice as is.

California Department of Corrections and Rehabilitation, Office of Employee Wellness 1515 S Street, Suite 125S Sacramento, CA 95811 briana.rojas@cdcr.ca.gov Phone Number: (916) 215-5715

Data Management:

The Contractor shall have written procedures and a quality assurance program in place to ensure data integrity and accuracy within 90 calendar days of Agreement implementation. At a minimum, these procedures shall include an information security policy.

The CDCR reserves the right to revise the data requirements, reporting timeframes, and/or procedures under this Agreement to meet the needs of the State without processing an Amendment. The CDCR will notify the Contractor of any additional data contract requirements, reporting timeframes, and/or procedure changes 30 calendar days prior to the effective date of the change. The CDCR will not require changes to the data requirements which would have a significant fiscal impact on the Contractor.

6. RELEASE OF INFORMATION

The Contractor shall not release any information, reports, writings, summary documents or press releases without prior review and written prior approval from CDCR. The Contractor or designee shall consult with CDCR in the development of any data or material to be released to the public, news, media or other professional groups.

7. CONTRACT AND TERM EXTENSION

If it is determined to be in the best interest of the CDCR, upon agreement between CDCR and the Contractor, the CDCR may extend this Agreement for two (2), optional one (1) year terms.

IFB Page 21 of 84

Scope of Work Exhibit A

8. CDCR RESPONSIBILITIES

CDCR will provide the following:

A. If a CDCR employee requests CISM/post-trauma crisis services, the CDCR shall contact the 24-Hour Confidential Crisis Line.

B. The Contract Liaison or designee will be solely responsible for determining acceptability and satisfactory completion of any services provided by the Contractor.

C. If contract resources are available and time permits, requests for Division of Adult

Parole Operations (DAPO) ride-along will be considered..

D. Provide Contractor with Exhibit A-1, Service Report.

E. Process invoices in timely fashion and engage with contractor on discrepancies.

9. CDCR CONTACT INFORMATION

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

Billing/Payment Issues:

Headquarters Accounting Office Attn: Accounts payable P.O. Box 942883 Sacramento, CA 95823

Scope of Work/Performance Issues/Invoices:

California Department of Corrections and Rehabilitation Office of Employee Wellness 1515 S Street, Suite 125S Sacramento, CA 95811 Briana Rojas, PsyD Phone Number: (916) 215-5715

General Contract Issues:

Office of Business Services Contracts Management Branch Phone Number: (279) 210-3708 Email: m_cdcrobscontracts@cdcr.ca.gov

IFB Page 22 of 84

TBD Bid Number C5612148-D California Department of Corrections and Rehabilitation (CDCR) Exhibit A-1 Service Report

SERVICE REPORT

Agency/Division

□ California Correctional Health Care Services

□ California Department of Corrections and Rehabilitation Headquarters & other Offices

□ Community Correctional Facilities

□ Conservation Camps - Adult

□ Division of Adult Institutions

□ Division of Adult Parole Operations Northern

□ Division of Adult Parole Operations Southern

Employee/Family - (Select all which apply)

□ Custody

□ Custody Spouse/Registered Domestic Partner/Dependents:

□ Non-Custody

□ Non-Custody Spouse/Registered Domestic Partner/Dependents:

Services were offered via:

□ Phone

□ In-Person (less than 24 hours)

□ In-Person (more than 24 hours)

□ Virtually

Initial or Follow-Up Service – (Select Initial or Follow-Up)

□ Initial Service

□ Follow-Up Service

How many Chaplains provided services:

□ Number #

Name of Chaplains providing services:

□ List each Chaplain by first and last name

IFB Page 23 of 84

Start Time/End Time/# of Total Hours

□ List amount of hours for each

Type of Issues/Interventions – (Select all which apply)

□ Assault/Serious Injury

□ BCOA Outreach (Graduations, Vendor night)

□ Critical Incident Stress Management

□ Domestic Violence

□ Employment

□ Family/Relationships

□ Financial/Legal

□ Gassing

□ Grief/Funeral/Fatal Accident/Bereavement

□ Line of Duty Death

□ Medical

□ Mental Health/Stress

□ Military

□ Proactive Events (Health Fairs, Family Day, Site Visits)

□ Shooting

□ Stress

□ Substance Use

□ Suicide Ideation

□ Suicide Attempt/Ideation

□ Training (Attended)

□ Training (Presented)

□ Quarterly Chaplain Training

IFB Page 24 of 84

Service Report

Services to be offered for the following:

California Correctional Health Care Services

□ Central Fill Pharmacy

□ Elk Grove Campus (Headquarters)

□ Region II – Regional Field Office

□ Region III – Bakersfield Office

□ Region IV – Southern Office

□ Region IV – Southern (temp office)

□ Records Center

CDCR Divisions and Unit Offices

□ Audits and Court Compliance

□ Board of Parole Hearings

□ Communications and External Affairs

□ Contract Beds Unit (aka COCF)

□ Council on Mentally Ill Offenders

□ Division of Administrative Services

□ Division of Adult Institutions

□ Division of Enterprise Information Services

□ Division of Facility Planning, Construction and Management

□ Division of Human Resources

□ Division of Internet Oversight and Research

□ Division of Oversight and Research

□ Division of Rehabilitative Programs

□ Fiscal Services

□ Legal Affairs

□ Legislative Affairs

□ Office of Business Services

□ Office of Correctional Health Care Services (CDCR)

□ Office of Correctional Safety

□ Office of Internal Affairs (Headquarters)

□ Office of Internal Affairs (North)

□ Office of Internal Affairs (Central)

□ Office of Internal Affairs (South)

□ Office of Labor Relations

□ Office of Ombudsman

□ Office of Peace Officer Selection (North)

□ Office of Peace Officer Selection (Central)

□ Office of Peace Officer Selection (South)

□ Office of Research

□ Office of Victim Services

□ Prison Industry Authority

□ Regulation and Policy

IFB Page 25 of 84

□ Richard A. McGee, Correctional Training Center (Academy)

Community Correctional Facilities

□ Central Valley Modified Community Correctional Facility (CVMCCF)

□ Delano Modified Community Correctional Facility (DMCCF)

□ Desert View Modified Community Correctional Facility (DVMCCF)

□ Golden State Modified Community Correctional Facility (GSMCCF)

□ McFarland Female Community Reentry Facility (FCRF)

□ Shafter Modified Community Correctional Facility (SMCCF)

□ Taft Modified Community Correctional Facility (TMCCF)

Conservation Fire Camps (Adult)

□ Acton Conservation Camp #11

□ Alder Conservation Camp #20

□ Antelope Conservation Camp #25

□ Baseline Conservation Camp #30

□ Ben Lomond Conservation Camp #45

□ Bautista Conservation Camp #36

□ Chamberlain Creek Camp #17

□ Cuesta Conservation Camp #24

□ Deadwood Conservation Camp #23

□ Delta Conservation Camp #8

□ Devil’s Garden Conservation Camp #40

□ Eel River Conservation Camp #31

□ Fenner Canyon Conservation Camp #41

□ Francisquito Conservation Camp #4

□…