IFB_DF240150_Occupational_Therapy_Services.pdf

California Department of Education Invitation for Bid (IFB) Occupational Therapy Services –

DF240150

California School for the Deaf, Fremont Analyst: Contract Analyst – Alejandra Ramirez

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: aramirez@cde.ca.gov Phone: (916) 319-0412

Bid Due Date: July 3, 2024, at 2:00 pm PDT

Public Bid Opening: July 9, 2024, at 10:00 am PDT Contract Period: September 1, 2024 – August 30, 2025

One-Year Option to Renew: September 1, 2025 – August 30, 2026 One-Year Option to Renew: September 1, 2026 – August 30, 2027

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Occupational Therapy Services – DF240150

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. BID SUBMISSION

XII. BID SUBMISSION REQUIREMENTS

XIII. BASIS OF AWARD

XIV. OPTION TO RENEW

XV. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. DESCRIPTION OF SERVICES

IV. OCCUPATIONAL THERAPY SERVICES SPECIFICATIONS

V. SCHEDULE

VI. OCCUPATIONAL THERAPIST QUALIFICATIONS

VII. CONTRACTOR RESPONSIBILITIES

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

II. BUDGET CONTINGENCY CLAUSE (rev. 9/2012)

III. PAYMENT

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.2 – CONTRACTOR’S BID FORM

EXHIBIT B.3 – CONTRACTOR’S BID FORM

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

II. TERMINATION FOR TARGETS OF ECONOMIC SANCTIONS; EXECUTIVE

ORDER N-6-22 – RUSSIA SANCTIONS

III. RESOLUTION OF DISPUTES

IV. LOSS LEADER

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

VI. PROHIBITION OF DISCRIMINATION

VII. HEALTH AND SAFETY

VIII. DATA MANAGEMENT (DM) REQUIREMENTS (Rev. 7/22)

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. OWNERSHIP OF MATERIALS AND DATA (Rev. 1/20)

V. AMENDMENTS

VI. OPTION TO RENEW

EXHIBIT F – CONFIDENTIALITY STATEMENT

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 44

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 - BIDDER CERTIFICATION

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide occupational therapy assessment, direct, indirect and consultation services for the California School for the Deaf, Fremont, located at 39350 Gallaudet Drive, Fremont, CA 94538, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on September 1, 2024. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

Award of a contract as a result of this IFB shall be contingent on DGS approval, CDE executive approval, funding and program authorization provided to and by the CDE.

II. IFB SCHEDULE

Activity Action Date

Invitation for Bid Advertisement June 18, 2024

Bids Due July 3, 2024 at 2:00 pm PDT

Public Bid Opening July 9 at 10:00 am PDT

Contract Start Date September 1, 2024

III. ELIGIBLE BIDDERS

Public or private corporations, agencies, organizations, associations, or individuals may submit a sealed bid in response to this IFB. The bidder must be legally constituted and qualified to do business within the State of California (registered with the California Secretary of State), if applicable. Bidders must be a legally cognizable public agency, sole proprietorship, partnership, or corporation (fully incorporated by the deadline for submitting bids). Failure to meet the foregoing requirement will result in disqualification.

Bidders who have had a contract terminated by the CDE in the past 18 months may be automatically disqualified.

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

See General Information, Article V DVBE Participation Goals for information.

B. Targets of Economic Sanctions; Executive Order N-6-22 – Russia Sanctions:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

IV. SUBCONTRACTING

The bidder responding to this IFB must serve as the Prime Contractor and will be the responsible entity in ensuring that all services and activities are competently and successfully completed. If any portion of the work outlined in Exhibit A, Scope of Work, is to be subcontracted out, or performed by anyone other than the bidder, a Bidder Declaration Form (GSPD-05-105) must be completed and submitted as part of the bid submission. The Bidder Declaration Form must bear the original signature of the person authorized to bind the bidder. The Bidder Declaration form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

A. Commercially Useful Function

Bids must propose that Prime bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State.

Commercially useful function is defined as: 1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of service and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

A small or microbusiness/DVBE contractor, subcontractor or supplier is not performing a “commercially useful function” if its role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of small business or microbusiness/DVBE participation. (GC § 14837(d)(4);

Tit. 2 CCR § 1896.15.) (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

V. DVBE PROGRAM REQUIREMENT

Section 10115 et seq. of Public Contract Code, and Section 999 et seq. of the Military and Veterans Code requires a goal of three percent (3%) certified California Disabled Veteran Business Enterprise (DVBE) participation for all contracts on an agency-wide basis of $25,000.00 and over unless exempted due to the services provided.

This solicitation is exempt from DVBE participation, however the DVBE incentive still applies (see Article VI. Preference Programs).

The CDE is committed to achieving legislatively established goals for the participation of DVBEs in all contracting and seeks to use certified California DVBE business whenever possible.

VI. PREFERENCE PROGRAMS

A. Small Business Preference

A five percent (5%) bid preference is available and will be applied in accordance with Attachment 5. The small business preference will be applied to those bidders declaring their eligibility by completing Attachment 5. The bidder must include proof of Small Business certification, if applying for the preference. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

Information regarding this preference program may be obtained on the DGS website, https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/How-to-do-business-with-the-state-of-California

B. DVBE Incentive Option

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to responsive and responsible bidders who provide DVBE participation as outlined below. The incentive amount for awards based on the lowest responsive/ responsible bid received will vary in conjunction with the percentage of DVBE participation. The incentive is only given to those bidders who are responsive to the DVBE Program Requirements and DVBE participation in the resulting contract. The following represents the percentages that will be applied:

Confirmed DVBE Participation of 5% or more, the DVBE Incentive is 5%.

Confirmed DVBE Participation of 4% to 4.99%, the DVBE Incentive is 4%.

Confirmed DVBE Participation of 3% to 3.99%, the DVBE Incentive is 3%.

In order to receive the incentive bidders must document DVBE participation commitment by completing and submitting the Bidder Declaration (GSPD-05-105) with the Bid. The GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf.

The bidder must also include proof of DVBE certification, if applying for the incentive.

Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

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

Bidders/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Disclosure & Factsheet to be completed by the Bidder/Offeror.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and 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 GenAI Disclosure & Factsheet 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

VIII. BIDDER REQUIREMENTS

Bidders must be responsible and have the capability to professionally carry out the terms of this contract. Those bidders who have had a contract terminated with the CDE in the past 18 months will be disqualified and will not be considered in the award process.

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work must have all of the following:

1. The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work must have a minimum of five (5) years of experience working with children with physical, developmental and learning disabilities. They may be interns of a qualified Supervising Occupational Therapist(s). Information about their supervisors, including credentials, must be provided to show they are qualified to supervise Occupational Therapist(s) interns for their hours. The Occupational Therapist must have knowledge about the unique learning needs of students who have hearing impairments, including student(s) who have additional disabilities.

2. License, a copy of the following must be provided:

a. California Board of Occupational Therapy License:

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work shall possess, and provide a photocopy of, a valid California Board of Occupational Therapy License issued by the California Board of Occupational Therapy.

3. Certification, a copy of the following must be provided:

a. National Board for Certification in Occupational Therapy:

Exhibit A, Scope of Work shall possess, and provide a photocopy of, a certification from the National Board for Certification in Occupational Therapy.

b. If Occupational Therapist(s) are still working on their hours towards licensure, they need to provide certificates and credentials indicating allowance to provide services and their assigned and approved supervisors’ names and credentials.

4. Education, a copy of the following must be provided:

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work shall possess, and provide a photocopy of, a Master’s Degree in Occupational Therapy with an emphasis/elective track in Pediatric Science.

5. Only Occupational Therapist(s) or Interns with required certificate, educational degree, and license on file with the CDE Contract Monitor will be allowed to provide occupational therapy services under this contract.

6. Fluency in American Sign Language (ASL), AND approximately three (3) years knowledge of Deaf Culture through their work experience or completed course work is preferred for the primary Occupational Therapist(s). If ASL fluent Occupational Therapist(s) are not available, the bidder is allowed to subcontract for an ASL fluent Occupational Therapist(s), OR may subcontract for qualified and certified ASL interpreters for at least one-thousand (1,000) hours during the contract year. The bidder must provide the CDE with a list of subcontracted ASL interpreters to be used along with their credentials before any services are rendered in performance of this contract.

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Contract Analyst Alejandra Ramirez, aramirez@cde.ca.gov, (916) 319-0412. The CDE reserves the right to rephrase or not answer any question submitted.

The CDE reserves the right to amend or modify the IFB document prior to the final bid submittal date identified herein by issuing an addendum to all parties. The CDE will not be bound by verbal representations or interpretations.

The CDE reserves the right, at its sole discretion, for any reason, including price, rates, costs, etc., to cancel or modify this IFB, in whole or in part, prior to the award of any contract. The CDE may waive any immaterial deviation or defect in a bid proposal. The CDE’s waiver of a deviation or defect shall in no way modify the IFB documents or excuse the Contractor from full compliance with the IFB specifications if awarded the contract. The CDE may reject any bid for any deviation or defect.

If you would like to request a copy of this IFB in an alternate format, including Word, please contact Alejandra Ramirez by phone at (916) 319-0412 or by e-mail at aramirez@cde.ca.gov.

X. BID DOCUMENTS AS PUBLIC RECORD

All bids and related documents submitted in response to this IFB become the property of the State of California and are considered public records and are subject to disclosure upon request, pursuant to Government Code Section 6250 et seq. All contracts awarded and all attachments thereto will become public records.

XI. BID SUBMISSION

Each bidder shall submit to the CDE two sealed copies of their bid meeting the specifications described in this IFB.

1. One (1) original set of bid documents which must bear the original signature of the individual authorized to do so, and

2. One (1) copy of the bid documents with a photocopy of the original signature.

All bid package documents must bear the original signature of the individual authorized to sign the contract. No electronic signatures will be accepted as original. Original signature shall mean a manual handwritten signature or mark in wet ink.

The bid shall be returned in a sealed envelope marked “SEALED BID – Occupational Therapy Services – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: Contract Analyst – DF240150 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814 SEALED BID – Occupational Therapy Services – DO NOT OPEN

Sealed bids may be submitted via mail to the address above. Or may be hand delivered to the CDE Mail Room located on the first floor of the CDE building at 1430 N Street, Sacramento, CA 95814. If hand delivering, bidder must check in with the security desk (present valid ID). Security personnel will not accept bids.

The deadline for submission of sealed bids is: Wednesday, July 3, 2024 at 2:00 pm PDT.

The bids will be publicly opened and read on: Tuesday, July 9, 2024 and 10:00 am PDT at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2212, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB.

Bids not received at the location by the date and time specified will not be accepted.

Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

By submitting a bid, prospective bidders certify that they meet all qualifications specified herein and agree to comply with all terms and conditions of this IFB. After announcement of the apparent successful bidder, there will be no negotiations of the terms and conditions of this IFB or the bidder's submitted proposal between the CDE and the apparent successful bidder.

Bids shall not be qualified or conditioned. Any bid response modifying, amending, or proposing alternate language to the terms and conditions of the IFB will be invalid and inapplicable. Bids submitted must be complete in all respects and may be rejected if incomplete or contain irregularities of any kind.

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.

There is no requirement to award a contract if, in the opinion of the CDE, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

If no submissions are received containing bids offering a cost/price/rate, which in the opinion of the CDE is a reasonable cost/price/rate, CDE is not required to award an Agreement (Public Contract Code Section 10344 [d]).

Every component of the bid cost/price/rate is subject to reasonableness of cost justification. If any portion of the cost is rejected by the CDE, then the entire bid may be rejected.

The cost of bid development is the responsibility of the prospective bidder and shall not be chargeable to the CDE.

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – Alejandra Ramirez – DF240150, 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

Clarification may be requested by the CDE Contracts Office during the review of the bids for the purpose of clarifying ambiguities in the information presented in the bid response. The CDE reserves the right, at its sole discretion, to overlook, correct, or require a bidder to remedy any obvious clerical or incidental mathematical errors on a bid form. Bidders may be required to initial corrections.

Any failure by the bidder to acquaint itself with available information will not relieve them from responsibility for estimating properly, the difficulty, or cost of successfully performing the work.

XII. BID SUBMISSION REQUIREMENTS

The bid submission package must be submitted to the CDE and must include the following required forms fully completed and signed where applicable. One original set and one full copy of the bid documents listed herein must be included in the bid package. See Article XI. Bid Submission.

A. Attachment 1 – Required Attachment Checklist

The Required Attachment Checklist is to be used to ensure and confirm compliance with the bid submission requirements. The checklist must be completed and submitted as the cover of your bid package.

B. Exhibit B.1, Exhibit B.2, and Exhibit B.3 Contractor’s Bid Forms

Contractor's Bid Form: must be completed and submitted with an original signature by the individual legally authorized to bind the bidder. Proposal form must contain the proposed bid cost for Grand Total.

C. Licenses/Certification/Educational Degree

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work must have all of the following:

1. The Occupational Therapist(s) to be used in fulfilment of the services outlined in

Exhibit A, Scope of Work must have a minimum of five (5) years of experience working with children with physical, developmental and learning disabilities. They may be interns of a qualified Supervising Occupational Therapist(s). Information about their supervisors, including credentials, must be provided to show they are qualified to supervise Occupational Therapist(s) interns for their hours. The Occupational Therapist must have knowledge about the unique learning needs of students who have hearing impairments, including student(s) who have additional disabilities.

Exhibit A, Scope of Work shall possess, and provide a photocopy of, a certification from the National Board for Certification in Occupational Therapy.

b. If Occupational Therapist(s) are still working on their hours towards licensure, they need to provide certificates and credentials indicating allowance to provide services and their assigned and approved supervisors’ names and credentials.

4. Education, a copy of the following must be provided:

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work shall possess, and provide a photocopy of, a Master’s is preferred for the primary OT(s). If ASL fluent OT(s) are not available, the bidder is allowed to subcontract for an ASL fluent OT(s), OR may subcontract for qualified and certified ASL interpreters for at least one-thousand (1,000) hours during the contract year. The bidder must provide the CDE with a list of subcontracted ASL interpreters to be used along with their credentials before any services are rendered in performance of this contract.

D. Insurance Certificate

The bidder must possess and provide a copy of their insurance certificates meeting the terms outlined in Exhibit E, Article II. Certificate of Insurance Requirements and III.

Workers Compensation:

1. Commercial General Liability, AND

2. Professional Liability, AND

3. Workers’ Compensation

Proof of coverage and limits for the above required terms are required in the bid submission package. The additional insured language (see Exhibit E, Article II.

Certificate of Insurance Requirements) will be required as a condition of contract award.

E. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

F. Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205)

The STD 204 form must be completed and submitted with an original signature. The STD 204 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

The STD 205 form must be completed and submitted with an original signature if the bidder must identify a remittance address that is different from the mailing address identified on the STD 204. The Payee Data Record Supplemental STD 205 can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

G. Generative Artificial Intelligence (GenAI) Disclosure and Factsheet (STD 1000)

The STD 1000 form must be completed and submitted with an original signature. See General Information, Article VIII. Generative Artificial Intelligence (GenAI) Disclosure Notification for more information. The STD 1000 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

H. Attachment 2 – Certification of Workers’ Compensation Insurance

The Certification of Workers’ Compensation Insurance form must be fully completed, signed and dated with an original signature.

I. Attachment 3 – Darfur Contracting Act Certification, or Attachment 3a – Darfur Contracting Act Certification Supplemental

The Darfur Contracting Act Certification or the Darfur Contracting Act Certification Supplemental must be fully completed, signed and dated with an original signature.

J. Attachment 4 – California Civil Rights Certification

The California Civil Rights Certification must be fully completed, signed and dated with an original signature.

K. Attachment 6 – Bidder Certification

The Bidder Certification must be fully completed and dated with an original signature.

Bidders must demonstrate responsibility and the capability to professionally carry out the terms of this contract through the bidder certification.

L. Conditional Attachments

1. Subcontracting

If bidder intends to subcontract any portion of the work outlined in Exhibit A, Scope of Work, the Bidder Declaration (GSPD-05-105) form must be completed and submitted with original signature. The GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

2. Small Business Preference

If bidder intends to apply for the Small Business Preference the Attachment 5 Small Business Preference Sheet must be completed and submitted with original signature.

The bidder must submit proof of Small Business certification. Failure to submit a copy of your proof of certification for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

3. DVBE Incentive Option

If bidder intends to apply for the DVBE Incentive the following documents are required. Failure to submit any of the documents for this bid will not be cause for bid rejection; however, DVBE incentive will not be considered or granted for your bid.

Bidder Declaration (GSPD-05-105). Bids must include a GSPD-05-105 form completed in accordance with the instructions on the form. The GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf.

DVBE Certification. Bids must include a copy of the DVBE certification for each DVBE contractor/subcontractor. DVBE certification can be verified and printed from Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

XIII. BASIS OF AWARD

Following the public bid opening, the CDE Contracts Office will review the low bid for compliance with the bid requirements, specified herein, and to determine if the low bidder is responsible and responsive to this IFB.

The contract shall be awarded on the basis of the responsive and responsible bidder submitting the lowest average Grand Total.

The contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total for occupational therapy services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Grand Total will be computed by adding the Grand Total from each of the three bid forms, Exhibit B.1, B.2, and B.3, and then dividing the amount by three.

Charges for the bidder’s operating expenses such as: labor, material, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, certifications, licenses, insurance and/or any other overhead expenses must be included as part of the bidder’s rates.

All bid responses must comply with the requirements outlined herein. Failure to do so will disqualify the bid. If it is determined not to be in the best interest of the State, the State reserves the right to not award a contract in response to this IFB.

THE STATE RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container. The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

Small business bidders, meeting the IFB specifications, shall have precedence over non-small business bidders in that the application of any bidder preference for which non-small business bidders may be eligible under any other provision of law shall not result in the denial of the award to a small business bidder.

In the event of a precise tie between the low responsible bid of bidder meeting the specifications of a small business, and the low responsible bid of a bidder meeting the specifications of a disabled veteran-owned small business, the contract shall be awarded to the veteran-owned small business.

Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted in a public place in the offices of the contracting agency at least five working days prior to awarding the contract.

XIV. OPTION TO RENEW

The contract awarded through this IFB would expire on August 30, 2025; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (September 1, 2025 – August 30, 2026) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period September 1, 2025 – August 30, 2026. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in March 2025.

Costs for the second one-year option to renew (September 1, 2026 – August 30, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period September 1, 2026 – August 30, 2027. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in March 2026.

XV. CONTRACT AWARD PROTEST PROCEDURES

If prior to the award, any bidder files a protest with the CDE against the awarding of the contract on the grounds that it is the lowest responsive/responsible bidder meeting the specifications of the IFB, the contract shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. Protests shall be limited to those bases specified in Public Contract Code section 10345 (Attachment 7 describes the protest procedures to be followed by a bidder filing a protest). The protest shall be sent to:

Department of General Services Office of Legal Services ATTN: Bid Protest Coordinator 707 3rd Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 EMAIL: OLSProtests@dgs.ca.gov

California Department of Education Contracts Office ATTN: Contract Manager 1430 N Street, Suite 2213 Sacramento, CA 95814 EMAIL: ContractsOffice@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor will provide Occupational Therapy assessment, direct, indirect and consultation services, on an as-needed basis, to the California School for the Deaf, Fremont (CSDF) located at 39350 Gallaudet Drive, Fremont, CA 94538, as described herein.

Services will be provided to the most complex, difficult to serve special education students between the ages of three (3) years to twenty-two (22) years of age.

Services shall be in accordance with the California Education Code, §§ 56326, 56367, 59210, 59220, and 59300, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Andrea Neblett, ANeblett@csdf-cde.ca.gov, 510-794-3679, as the CDE Contract Monitor to oversee this project. Said CDE Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this Agreement without a formal contract amendment.

The Contractor will assign a Contractor Contract Monitor to oversee this project. Said Contractor Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms, or conditions of this Agreement without a formal contract amendment.

III. DESCRIPTION OF SERVICES

A. The Contractor will provide Occupational Therapy assessment, direct, indirect, and consultation services through an Occupational Therapist(s) [OT(s)].

B. Services will only be utilized when Occupational Therapy assessment, direct, indirect, and consultation services are needed as part of the CSDF transdisciplinary assessment, on an as needed basis when requested by the CDE Contract Monitor.

C. The OT(s) must be able to perform the tasks associated with the scope of their license and certification. The Contractor agrees that OT(s) are required to render Occupational Therapy assessment, direct, indirect, and consultation services as described herein.

1. The OT(s) must perform services in accordance with Federal and State laws and regulations and CSDF Policies and Procedures. Upon contract start date, the CDE Contract Monitor will provide the Contractor with CSDF Policies and Procedures.

D. The OT(s) must implement Occupational Therapy assessment, direct, indirect, and consultation services including, but not limited to, review of existing student records, assessment of fine and gross motor development, and sensory needs related to educational participation, participate in IEP and staff meetings at CSDF to discuss findings, and provide the CDE Contract Monitor with a written assessment report of findings and therapy and/or educational programming recommendations within the timelines specified in Exhibit A, Article V, Schedule.

E. The Contractor will also provide direct, indirect and consultation services as indicated on the students’ IEP at CSDF’s campus in assigned locations.

1. The OT(s) will log their services rendered in person on the student’s electronic

IEP form.

2. The OT(s) will attend IEP meetings of students on their caseload.

3. The OT(s) will have their own materials as needed for Occupational Therapy

Services.

4. The OT(s) will be available to communicate with teachers and families about their services and recommendations by phone, in person and by email as indicated on the IEP.

5. The OT(s) will work with students in designated locations at CSDF as approved by the respective Principals.

F. The OT(s) must be able to provide the following services on an as needed basis, at the CSDF:

1. Sensory Processing/Modulation and Praxis Assessment

a. The OT(s) will assess sensory processing/modulation and praxis as well as the educational impact in diverse populations including children with sensory processing disorder, autism spectrum disorders, neuromuscular disorders, and genetic disorders.

b. The OT(s) will administer, score, and interpret of a variety of measures to assess sensory processing/modulation and praxis. When indicated based on student record review by CDE Contract Monitor, OT(s) will administer one, or more of the following assessments:

i. Bruininks Oseretsky Test of Motor Proficiency

ii. Beery Buktenica Test of Visual Motor Skills

iii. Sensory Processing Measure

iv. Test of Visual Perceptual Skills

v. Peabody Developmental Motor Scales

vi. Any other legitimate motor assessments for pediatrics and adolescents.

2. Motor Skills Assessment:

a. The OT(s) will assess motor impairments as well as educational impact in a wide range of students including children with movement disorders such as cerebral palsy, Tourette’s syndrome, tremor, ataxia, paresis and plegia. When indicated based on student record review by CDE Contract Monitor, the OT(s) will administer one or more of the following assessments:

i. Bruininks-Test of Motor Proficiency

ii. Movement Assessment Battery for Children

iii. Quality of Upper Extremity Skills

iv. Evaluation Tool of Children’s Handwriting

v. Clinical Observations of Motor and Postural Skills

vi. Any other legitimate motor assessments for pediatrics and adolescents.

3. School Participation and Performance Assessment:

a. The OT(s) will administer and interpret a variety of instruments designed to assess occupational needs related to school participation and performance.

When indicated, based on student record review by the CDE Contract Monitor, the OT(s) will administer one of more of the following assessments:

i. School Function Assessment Activities

ii. School Version of the Assessment of Motor and Process Skills

iii. Sensorimotor Performance Analysis

iv. Goal Oriented Assessment of Life Skills

v. Miller Function and Participation Scales

vi. School Version of the Assessment of Motor and Process Skills

vii. Any other current and legitimate assessment tools for pediatrics and adolescents.

4. Developmental Assessment:

a. The OT(s) will administer, score, and interpret a variety of measures to assess developmental levels. When indicated based on student record review by CDE Contract Monitor, the OT(s) will administer one or more of the following assessments:

i. Peabody Developmental Motor Scales

ii. Erhardt Developmental Prehension Assessment

iii. Hawaii Early Learning Profile

iv. Quick Neurological Screening Test—II

5. Direct, Indirect and Consultation Services by OT(s):

a. The OT(s) will schedule and provide students with direct services as indicated on their IEPs.

b. The OT(s) will provide indirect and consultation with the students’ teachers and parents as agreed upon on the students’ IEP.

c. The OT(s) will keep service log data in the students’ IEP forms on the electronic IEP platform CSDF uses.

d. The OT(s) will write progress notes on a quarterly basis as scheduled on the IEP on the IEP platform.

e. The OT(s) will update IEP goals annually and make recommendations at IEP meetings, determine if Occupational Therapy services need to continue or close for the following year and present recommendations to families or in IEP meetings. If closing of services is recommended before the IEP year ends, then they need to create an amendment for parents’ signatures.

G. Should internet access be necessary to conduct the assessment(s), CSDF will ensure that the OT(s) have access to a computer with an internet connection.

IV. OCCUPATIONAL THERAPY SERVICES SPECIFICATIONS

Occupational therapy assessment, direct, indirect, and consultation services will be provided in accordance with the procedures below:

A. The OT(s) will serve as part of the CSDF’s transdisciplinary assessment team and conduct assessment of occupational skills as they pertain to the student’s educational needs, including fine and gross motor development and sensory needs which may include vestibular, tactile, proprioceptive, auditory, visual, and gustatory-olfactory behaviors.

B. At least SIXTY (60) DAYS prior to the student’s assessment DUE DATE, the CDE Contract Monitor or authorized CDE designee will contact the Contractor by telephone or email to provide them with the date the IEP assessment plan selected for the assessment and to request their services. The CDE Contract Monitor will also provide the Contractor with the name of the CSDF Case Manager. The Contractor will respond to the CDE Contract Monitor within five (5) business days and confirm the date they will be at the CSDF for the assessment, and the name of the OT(s).

C. The OT(s) will have access to the students’ physical and electronic files at CSDF’ Pupil Personnel Services Achieves Room to generate an appropriate and accurate report once an Assessment Plan is approved for occupation. At least two weeks prior to the assessment date, student records will be mailed to the Contractor for review by the OT(s) to assist in preparation for the assessment.

1. Any information and/or documents provided must not be duplicated, disseminated, or otherwise used for any purpose other than for the services rendered for this contract.

2. The Contractor and/or Contractor’s OT(s) must keep all students’ personal information, files, and related documents confidential.

3. All student records, related documents, and reports must be returned and/or submitted to the CDE Contract Monitor when requested by the CDE Contract Monitor.

4. At least 1 week prior to the assessment the CDE Contract Monitor or CSDF Case

Manager will contact the OT(s) to follow up regarding student record review. The OT(s) will indicate the anticipated number of hours needed to conduct the assessment and confirm the date and time they will arrive at the CSDF for assessment. The OT(s) will be responsible for his/her assigned sections of the report.

D. The OT(s) will arrive at the CSDF at the date and time scheduled with the CDE

Contract Monitor or CSDF Case Manager to conduct the assessment and direct/indirect and consultation services.

1. The OT(s) must follow these procedures upon arriving at CSDF:

a. The OT(s) must sign in at the Receptionist Desk in the Administration Building

# 27 upon arrival at CSDF, unless they have a staff identification badge.

b. The OT(s) must sign in when on state property.

c. The OT(s) will be issued a visitor’s badge which must be worn at all times, while on CSDF campus.

E. The OT(s) will conduct and complete all direct assessments and services with the students onsite at CSDF within the previously agreed upon timeframe.

F. The OT(s) will participate in an up to two (2) hour IEP meeting with the CSDF transdisciplinary team. The purpose of the caucus is to share findings, discuss and determine diagnosis and related recommendations. Also, individual responsibilities for the final transdisciplinary report are assigned by the CSDF Case Manager of the team. The OT(s) will be responsible for the final transdisciplinary report and upload it in the IEP electronic platform.

G. Two weeks following the caucus, the OT(s) must submit a final transdisciplinary report of assessment findings and educationally related recommendations to the CSDF Case Manager. The OT(s) will provide an electronic version of the report in Microsoft Word. The students’ name must be deleted from the report and replaced with “student” and parent names are to be replaced with “parent” prior to sending the report to the CDE Contract Monitor, by email and in Word Document format. The report will be emailed to the CSDF Case Manager.

V. SCHEDULE

A. Services will be provided between the hours of 8:00 AM to 4:00 PM Monday through Friday, excluding school and State holidays.

B. The CDE Contract Monitor will notify the Contractor and/or Contractor’s OT(s) of any scheduled appointment cancellations twenty-four (24) hours prior to the scheduled assessment and direct services date.

VI. OCCUPATIONAL THERAPIST QUALIFICATIONS

The OT(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work must have all of the following:

1. The OT(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work must have a minimum of five (5) years of experience working with children with physical, developmental and learning disabilities. They may be interns of a qualified Supervising OT(s). Information about their supervisors, including credentials, must be provided to show they are qualified to supervise OT(s) interns for their hours. The OT(s) must have knowledge about the unique learning needs of students who have hearing impairments, including student(s) who have additional disabilities.

Exhibit A, Scope of Work shall possess, and provide a photocopy of, a certification from the National Board for Certification in Occupational Therapy.

b. If Occupational Therapist(s) are still working on their hours towards licensure, they need to provide certificates and credentials indicating allowance to provide services and their assigned and approved supervisors’ names and credentials.

4. Education, a copy of the following must be provided:

The Occupational Therapist(s) to be used in fulfilment of the services outlined in Exhibit A, Scope of Work shall possess, and provide a photocopy of, a Master’s is preferred for the primary Occupational Therapist(s). If ASL fluent Occupational Therapist(s) are not available, the bidder is allowed to subcontract for an ASL fluent Occupational Therapist(s), OR may subcontract for qualified and certified ASL interpreters for at least one-thousand (1,000) hours during the contract year. The bidder must provide the CDE with a list of subcontracted ASL interpreters to be used along with their credentials before any services are rendered in performance of this contract.

VII. CONTRACTOR RESPONSIBILITIES

A. In the event that the OT(s) required license or certification is to expire, the Contractor shall provide current/renewed license or certification to the CDE Contract Monitor thirty (30) calendar days prior to expiration.

B. The Contractor must verify through the appropriate licensing boards that no current or unresolved adverse actions have been taken by the State licensing authorities against any OT(s) assigned to CSDF, and that all licenses are active and void of misconduct. If the Contractor sends an employee that has any adverse actions or does not have a current valid license and certification, the CDE will not allow the employee to render services under this contract and no services will be paid for.

C. The Contractor must maintain all data in accordance with Exhibit D, Article VIII, Data Management (DM) Requirements and Exhibit F, Confidentiality Statement.

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this agreement.

Invoices shall include the Agreement Number DF240150 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education California School for the Deaf, Fremont Attention: Andrea Neblett 39350 Gallaudet Drive Fremont, CA 94538 Email: aneblett@csdf-cde.ca.gov

II. BUDGET CONTINGENCY CLAUSE (rev. 9/2012)

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government or the California State Legislature for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature that may affect the provisions, terms or funding of this Agreement in any manner.

C. It is mutually agreed that if the Congress or the State Legislature does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds.

D. Pursuant to GC, Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent upon the receipt of federal funds by a state agency.

E. CDE has the option to terminate the Agreement under the 30-day termination clause or to amend the Agreement to reflect any reduction in funds.

III. PAYMENT

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

EXHIBIT B.1 – CONTRACTOR’S BID FORM

Occupational Therapy Services – DF240150

Contract Period: September 1, 2024 through August 30, 2025

The undersigned Contractor hereby proposes to furnish all labor, material, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, certifications, licenses, insurance and/or any other overhead expenses necessary to perform all the work required for occupational therapy assessment, direct, indirect and consultation services in accordance with the terms and conditions contained herein:

DESCRIPTION RATE HOURS* TOTAL

Occupational Therapy Services

$___________/hour X 1000 hours $_______________

ASL Interpreting Services

$___________/hour X 1000 hours $_______________

Grand Total $_______________

*Number of hours are an estimation only; the CDE reserves the right to increase or decrease the number of hours as needed.

This bid form must be completed in its entirety. An unsigned bid form may result in disqualification.

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip:…