IFB_NO._SP06062411_Refrigeration_Equipment_Preventative_M_R.pdf

State of California Department of Corrections and Rehabilitation

March 1 , 2025

INVITATION FOR BID (IFB)

IFB No. SP06062411

REFRIGERATION EQUIPMENT PREVENTATIVE MAINTENANCE AND REPAIR

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled REFRIGERATION EQUIPMENT PREVENTATIVE MAINTENANCE AND REPAIR, IFB NO. SP06062411. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-524 located on the CALPIA website (www.calpia.ca.gov, select About tab and then Doing Business with CALPIA).

In the opinion of CALPIA, this IFB is complete and without need of explanation. However, should you have questions, or need clarifying information, please contact the Contract Analyst indicated below.

Due Date/Time: March 2 , 2025, by 3:00 PM CALPIA Contact SUBMIT BID TO:

Rommel Disuanco, Contract Analyst Phone: (916) 358-1109

Email: Rommel.Disuanco@calpia.ca.gov

California Prison Industry Authority Attention: Rommel Disuanco, Contract Analyst

560 East Natoma Street Folsom, CA 95630

Please note that no verbal information given will be binding upon the CALPIA unless such information is issued in writing as an official addendum to this IFB.

Term: The CALPIA anticipates that the proposed contract term will be for a period of two (2) years with the option to extend for an additional one (1) year.

The contract award will be made on the basis of BEST VALUE as determined by CALPIA alone, under statutory authority (Penal Code 2808) considering the following criteria:

1. Cost: Fair, reasonable, and competitive price, and customer service commitments for goods and or services.

2. Performance: Past performance, including but not limited to, quality and/or reliability for the product or service as well as efficient billing practices; certification by the International Organization for Standardization (ISO).

3. Experience: Length of time and/or number of instances the bidder has offered or produced the requested type of product and/or service.

CALPIA may consider other factors deemed necessary to ensure that best value is achieved.

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids.

Employment of ex-offenders by the bidder is encouraged by CALPIA as part of our ongoing mission to change lives through opportunities.

Any agreement resulting from this solicitation shall be of no force or effect until it is signed by both parties and approved by CALPIA. The Contractor is not to begin work until a contract has been made, all approvals have been obtained, and the contract has been fully executed. Should work begin before all approvals are obtained, services shall be considered voluntary.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

IFB No. SP06062411

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4

B. Bid Information 4

C. Bidder’s Submittal Requirements 5

D. Bid Evaluation 6

E. Licenses and Permits 6

F. Standard Language 6

G. Bid Attachments 6 Attachment 1: Bid Document Submittal Check List 7 Attachment 2: Sample Standard Agreement (STD 213), Statement of

Work and Payment Provisions

Exhibit A: Equipment List 16 Exhibit B: Reference Photos 17 Attachment 3: Cost Sheet 25 Attachment 4A: Payee Data Record (STD 204) 27 Attachment 4B: Payee Data Record Supplement (STD 205) 29 Attachment 5: Darfur Certification 31 Attachment 6: Appropriate Attire Policy 32 Attachment 7: Experience/Past Performance (References) 34 Attachment 8: Contractor Certification Clauses (CCC’s) 35 Attachment 9: PREA Volunteer/Contractor Information Sheet 39 Attachment 10: Economic Sanctions Certification 42 Attachment 11: GenAI Reporting & Factsheet Form (STD 1000) 43

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet 2 pages Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 6: Appropriate Attire Policy 2 pages Attachment 7: Experience/Past Performance (References) 1 page Attachment 8: Contractor Certification Clauses (CCC’s) 4 pages Attachment 9: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 10: Economic Sanctions Certification 1 page Attachment 11: GenAI Reporting & Factsheet Form (STD 1000) 3 pages

Bidder Instructions and Contract Provisions:

Bidders Instructions REV-524* 10 pages General Provisions REV-0524* 21 pages Security Provisions REV-224* 5 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and are located on our website at the following link http://www.calpia.ca.gov select About tab, then select Doing Business with CALPIA.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

A. Purpose and Description of Service

The California Prison Industry Authority (CALPIA) requires a Preventative Maintenance Program (PMP) and repair service for various refrigeration equipment located at the Poultry Processing Plant at Avenal State Prison (ASP).

Refer to the Sample STD 213, Statement of Work and Payment Provisions, attached to this IFB as Attachment 2.

CALPIA reserves the right, before the conclusion of the contract term to extend the contract for an additional one-year period. A written and approved amendment will be required to extend the contract prior to contract expiration.

B. Bid Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. All times are Pacific Standard Time (PST)/Pacific Daylight Time (PDT).

*estimated timeframes

2. Bid Submittal

Bids must be received via U.S. Mail, common carrier, or hand delivered; no other method of response will be accepted. Bids not submitted under sealed cover may be rejected. Submit one (1) copy of the bid to the address and Contract Analyst on page 1 of this document. The interior sealed envelope must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

EVENT DATE

TIME

(Pacific STD /Daylight Time)

IFB available to prospective bidders March 1 , 2025 Final Date for Bid Submission/Bid Opening March 2 , 2025 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award*

March 2 , 2025 5:00 PM

Last Day to Appeal Intent to Award* April , 2025 5:00 PM Proposed Start Date of Agreement* April, 15, 2025

Company Name Company Address

IFB Number: SP06062411 IFB Name: Refrigeration Equipment Preventative Maintenance and Repair Attention: Rommel Disuanco

BID SUBMITTAL – DO NOT OPEN

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

C. Bidder’s Submittal Requirements

Experience: Contractor must provide proof of five (5) years of experience with services similar in nature to the services identified in the attached Scope of Work. Experience will be determined by documentation submitted by the Contractor and further information provided by the references submitted under the Past Performance requirement below. Experience is defined as the kind and amount of work a Contractor has done relevant to the work contemplated by this procurement.

Past Performance: Contractor will be evaluated on prior performance through Contractor’s references (Attachment 7), on three (3) projects similar in nature within the last three (3) years.

Past performance is defined as the Contractor’s record of conforming to standards of good workmanship; Contractor’s record of forecasting and controlling costs; Contractor’s adherence to contract schedules, including the administrative aspects of performance; Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and the Contractor’s business-like concern for the interest of the customer.

Licenses/Permits: The Contractor shall provide copies of all required license(s) and permit(s) as required by the city, county, or both as determined by bidder’s place of business.

Executive Order N-6-22 – Russia Sanctions: CALPIA requires Bidders to include a completed Economic Sanctions Certification form (BSS-F069) as required by Executive Order N-6-22 in order to be eligible to conduct business with the State of California.

Executive Order N-12-23 – Generative Artificial Intelligence (GenAI):

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

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

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder / Offeror / Contractor .

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder / Offeror / Contractor.

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

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

Prevailing Wages: All bids must meet or exceed prevailing wage requirements as governed and defined by the Department of Industrial Relations (DIR) and accessible via the following website: https://dir.ca.gov/OPRL/DPreWageDetermination.htm.

Registration with Department of Industrial Relations (DIR): CALPIA requires any contractor or subcontractor responding to a bid with prevailing wage requirements to be registered with the DIR. Bidders shall submit proof of registration with DIR to CALPIA with the bid response.

The Bidder shall be responsible to ensure all subcontractors are registered with DIR as well.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

D. Bid Evaluation

Award of a contract resulting from this IFB will be based on the contractor providing the best value. The Contractor must meet or exceed the minimum requirements of the following criteria:

Category – Description Cost Past Performance Experience

E. Licenses and Permits

During the term of the contract, the Contractor must maintain all required licenses and/or permits in full force and effect. If and when the State learns that the Contractor has failed to do so, the State may, in addition to any other remedy it may have, immediately terminate this contract without any cost or liability to the State. If, after bid submission, the Contractor replaces or renews a required license or permit or obtains a newly-applicable license or permit, the Contractor shall provide the State with a copy of the renewed or replaced or newly-obtained license or permit within 20 days following the Contractor's receipt of same.

F. Standard Language CALPIA 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. CALPIA’s General Provisions (GP’s) are not negotiable.

G. Bid Attachments

Refer to the following pages for additional required attachments that are a part of this IFB.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

ATTACHMENT 1

BID DOCUMENT SUBMITTAL CHECK LIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items listed below have been included in your bid. Place a check mark or “X” next to each item that you are submitting. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package.

Attachment Name/Description

_____ Attachment 1: Bid Document Submittal Check List

_____ Attachment 3: Cost Sheet

_____ Attachment 4A: Payee Data Record (STD 204) NOTE: If company is incorporated, Payee’s Legal business name on the STD 204 must match the name registered with the Secretary of State of California.

_____ Attachment 4B: Payee Data Record Supplement (STD 205) NOTE: For use if additional remittance addresses are needed or if additional authorized representatives need to be identified.

_____ Attachment 5: Darfur Certification

_____ Attachment 7: Experience/Past Performance (References)

_____ Attachment 8: Contractor’s Certification Clauses

_____ Attachment 9: PREA Volunteer/Contractor Information Sheet

_____ Attachment 10: Economic Sanctions Certification

_____ Attachment 11: GenAI Reporting & Factsheet Form STD 1000)

Additional Items Description (If Applicable)

_____ Copy of applicable CSLB license(s) (Outlined on Page 5 in Section C)

_____ Copy of Business License(s) and/or permit(s) as required by the state, city, and/or county (Outlined on Page 5 in Section C)

_____ Proof of Department of Industrial Relations (DIR) registration

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

STATE OF CALIFORNIA

STANDARD AGREEMENT ATTACHMENT 2

STD 213 (Rev 6/21/06) AGREEMENT NUMBER

SP06062411

REGISTRATION NUMBER

REFRIGERATION EQUIPMENT PREVENTATIVE MAINTENANCE AND REPAIR DIR Project #

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

CALIFORNIA PRISON INDUSTRY AUTHORITY

CONTRACTOR'S NAME

TBD

2. The term of this Month Day, 2025 or upon approval, whichever is the later, through Month Day, 2027Agreement is:

3. The maximum amount $ of this Agreement is: Dollars and No Cents

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

Attachment 2 - Statement of Work and Payment Provisions 7 pages

Exhibit A - Equipment List 1 page

Exhibit B - Reference Photos 8 Pages

Attachment 3 - Cost Sheet 1 page

General Provisions REV-0524* 21 pages

Security Provisions REV-224* 5 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached These documents can be viewed at http://www.calpia.ca.gov, (select About tab, then select Doing Business with CALPIA).

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR

CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Prison Industry Authority BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

560 East Natoma Street Folsom, CA 95630

PRINTED NAME AND TITLE OF PERSON SIGNINGPRINTED NAME AND TITLE OF PERSON SIGNING

or upon approval, whichever is the later, throughor upon approval, whichever is the later, through MonthMonth DayDay, 2027

The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a partThe parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part of Work and Payment Provisions

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of Items shown with an Asterisk (*), are hereby incorporated by reference and made part of http://www.calpia.ca.govhttp://www.calpia.ca.gov,,http://www.calpia.ca.govhttp://www.calpia.ca.govhttp://www.calpia.ca.gov (select (select About About tab, then select Doing Business with CALPIA).tab, then select Doing Business with CALPIA).

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTORCONTRACTOR

(if other than an individual, state (if other than an individual, state whether a corporation, partnership, etc.)whether a corporation, partnership, etc.)

(Authorized Signature)

ADDRESSADDRESS

STATE OF CALIFORNIASTATE OF CALIFORNIA

AGENCY NAMEAGENCY NAME

California Prison Industry AuthorityCalifornia Prison Industry Authority (Authorized Signature)(Authorized Signature)

PRINTED NAME AND TITLE OF PERSON SIGNING

ATTACHMENT 2

STATEMENT OF WORK AND PAYMENT PROVISIONS

I. STATEMENT OF WORK

1. Contractor agrees to provide California Prison Industry Authority (CALPIA) with a Preventative Maintenance Program (PMP) and repair service for various refrigeration equipment located at the Poultry Processing Plant at Avenal State Prison (ASP).

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, transportation, equipment, and every other item of expense necessary to perform services.

B. Services shall be performed on, but not limited to, the equipment delineated in the Equipment List, Exhibit A, which is attached hereto and made a part of this agreement.

i. CALPIA reserves the right to delete from, and/or add refrigeration units to, the equipment list established within this agreement.

ii. Equipment removals and/or additions shall be issued to the Contractor in writing by the CALPIA Project Representative, or designee.

iii. Any additional equipment will be serviced at the rates specified on the Cost Sheet, Attachment 3.

2. The services shall be performed at the CALPIA Poultry Processing Plant located at:

A. Avenal State Prison (ASP)

#1 Kings Way Avenal, CA 93204

3. The services shall be provided during normal working hours from 7:00 AM to 4:00 PM, Monday through Friday, as directed by the CALPIA Project Representative, or designee.

4. Service shall be available not later than the express date set by CALPIA and the Contractor, after all approvals have been obtained, the agreement is fully executed, and an ERPLX

Tracking Number is issued. Should the Contractor fail to commence work at the agreed upon time, the CALPIA, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement effective immediately. In addition, the Contractor shall be liable to the CALPIA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

5. The Project Representatives during the term of this agreement will be:

State Agency: CALPIA Contractor:

Section/Unit: Poultry Processing Plant Section/Unit:

Attention: Attention:

Address: #1 Kings Way

Avenal, CA 93204 Address:

Phone: Phone:

Email: Email:

Note: No formal amendment of this agreement is needed to change the contact information. Changes will be made by written or electronic notification.

6. The Contractor shall furnish to the CALPIA a certificate of insurance, stating that there is Commercial General Liability, Worker’s Compensation, and Automotive Liability. The certificate of insurance shall include the following three (3) provisions in their entirety:

A. The insurer will not cancel the insured’s coverage without 30 days prior written notice to the State, and will provide the State with a written 10-day notice for Contractor’s non-payment of premiums.

B. Under Contractor’s General Liability and Automobile Liability insurance CALPIA and the State of California, its officers, agents, employees, and servants are included as additional insured, but only insofar as the operations under this contract are concerned.

C. The State will not be responsible for any premiums or assessment on the policy.

7. The work being performed under this agreement is subject to prevailing wage rates as governed and defined by the Department of Industrial Relations (DIR) at the following website: https://dir.ca.gov/OPRL/DPreWageDetermination.htm.

A. The Contractor agrees to comply with all applicable provisions of the Labor Code including those provisions requiring the payment of not less than the general prevailing rate of wages.

B. The Contractor must be registered with the DIR and maintain current registration for the duration of this agreement. The Contractor shall be responsible to ensure all subcontractors are registered with the DIR and that their registration is current.

C. The Contractor shall maintain records of proof that the prevailing wage is paid to workers in accordance with DIR reporting requirements.

D. Projects of $30,000.00 or more must meet DIR’s apprenticeship requirements.

E. The Contactor further agrees to penalties and forfeitures provided in the Labor Code in the event a violation of any of the provisions occur in the execution of this agreement.

8. The Contractor shall provide the following: Contractor shall provide a Preventative

Maintenance Program (PMP) and perform services every six (6) months, including but are not limited to the following:

A. Evaporators:

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

i. Tighten all electrical connections in the electrical panel

ii. Check for frayed wiring insulation, and corroded terminals

iii. Replace damaged wiring as needed

iv. Ensure all spade connections are tight

v. Inspect fan motors and blades for unusual wear patterns or stress fractures

vi. Replace any worn blades and tighten all fan set screws

vii. Apply the correct lubricant to motors with lubrication fittings

viii. Replace any motor that is hard to rotate and/or has worn bearings

ix. Inspect and check all defrost heaters for correct amp draw

x. Check the voltage at each heater terminal and ensure terminals are in good condition

xi. Inspect the drain pan and ensure proper drainage is occurring, make recommendations as needed

xii. Check evaporators for proper defrosting

xiii. Inspect the evaporator coil surface and make recommendations as needed.

B. Compressor Units:

i. Tighten all electrical connections

ii. Check for frayed wiring insulation, and corroded terminals

iii. Replace damaged wiring as needed

iv. Ensure all spade connections are tight

v. Check all electrical components and contactors

vi. Inspect the defrost timer motor

vii. Clean the contact points and lubricate the gears of the clock

viii. Check all relays for work points and replace as necessary

ix. Check the electrical connections inside the compressor electrical box

x. Check the operation of the control system

xi. Check the oil level in the compressors

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

xii. Check the operation of the defrost controls

xiii. Check the condition of refrigerant line insulation

xiv. Ensure the refrigerant level is acceptable

xv. Check the system’s superheat at the condensing unit

xvi. Inspect all capillary and super hose lines for signs of wear

xvii. Replace all missing valve caps and unit covers.

C. Condensers:

i. Check the operation of condenser fans

ii. Inspect fan motors and blades for unusual wear patterns or stress fractures

iii. Replace any worn blades and tighten all fan set screws

iv. Lubricate the motors as needed and replace any motor that is worn.

9. The Contractor shall maintain and submit a complete maintenance log/report to the CALPIA

Project Representative, or designee, for each service provided.

10. All work shall be completed to the satisfaction of the CALPIA Project Representative, or designee.

11. Schedule of Services:

A. A minimum of two (2) PMP calls for each 12-month period from the effective date of this agreement and uniformly scheduled six (6) months apart.

B. A specific time and date for the subsequent PMP service shall be scheduled by the service representative and mutually agreed upon by the CALPIA Project Representative, or designee, at the end of each service or at least with a minimum of seven (7) days advance notice.

C. The Contractor shall respond to all other requests for repair services (those outside of the

PMP service) within twenty-four hours of notification to schedule a time for the service.

12. The Contractor shall consult with the CALPIA Project Representative, or designee, on operational or maintenance procedures and make recommendations for any necessary repairs.

A. The Contractor shall provide an itemized list of recommended repair parts to the CALPIA

Project Representative, or designee.

B. All replacement parts and ordering will be done separate of this agreement on a CALPIA Purchase Order (PIA-099), referencing this agreement number.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

C. All replacement parts used in the maintenance and repair of equipment serviced under this agreement shall be factory approved parts.

D. The Contractor shall install repair parts upon approval from the CALPIA Project Representative or designee.

13.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.

14. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI)

GenAI Technology Use & Reporting

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI

Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology. At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

15. CALPIA reserves the right to amend the agreement, prior to expiration, in writing on the STD 213A. CALPIA may adjust the terms of the agreement including but not limited to the following:

A. Extending the contract term up to one (1) year;

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

B. Decreasing the amount of the contract’s original value;

C. Increasing the contract amount by up to 30% of the original value.

II. PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the

CALPIA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet, which is attached hereto and made part of this agreement.

B. Any and all costs incurred by the Contractor of the Contractor’s employees for subsistence, travel, or time necessary to travel to and/or from ASP, shall be the responsibility of the Contractor and are included in the contract amount.

C. Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable). Invoices shall include the ERPlx Number, and the Agreement Number shown in the upper right corner of the STD 213 and shall be submitted in triplicate not more frequently than once every thirty (30) days in arrears to:

California Prison Industry Authority (CALPIA)

Attention:

#1 Kings Way

Avenal, CA 93204

D. All invoice packages must contain original documents and be legible. Failure to provide original, legible documents will delay payment at Contractor’s expense.

E. Accurate/correct invoice packages must be submitted for review and payment in a timely manner subject to the following:

i. All invoices, including revised/amended/corrected invoices, must be received by CALPIA within 60 days from the date services were rendered.

ii. Invoices received by CALPIA more than 60 days after the date services were rendered will be denied, deemed a forfeiture of payment by Contractor, and no payment will be issued.

a. It is Contractor’s responsibility to ensure invoices are received by CALPIA by the deadline. No exceptions will be allowed for invoice packages lost in transit unless supported by documentation that it should have arrived on time (i.e., proof of overnight delivery).

b. If a revision/amendment/correction of a timely submitted invoice is requested by CALPIA, payment will not be forfeited if the requested invoice is received more than 60 days after the date services were rendered.

Refrigeration Equipment Preventative Maintenance and Repair

iii. All invoices received shall be deemed accurate/correct unless Contractor provides CALPIA with written notice of any error(s) within 60 days from the date services were rendered. Written notice must include a written explanation of the change, a revised/amended/corrected invoice, and supporting documentation.

iv. Invoices received by CALPIA on the 60th day from the date services were rendered cannot be revised/amended/corrected by Contractor except at the request of

CALPIA.

F. Contractors unable to provide accurate/correct invoice packages in a timely manner may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract at any time.

G. The Contractor is to provide a monthly report showing billed, paid, and outstanding invoices.

2. Availability of Funds

All financial obligations of CALPIA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALPIA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALPIA’s obligations under this agreement, CALPIA may immediately terminate this agreement.

3. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927. Unless expressly exempted by statute, the Act requires State agencies to pay properly submitted, undisputed invoices not more than 45 days after (a) the date of acceptance of goods or performance of services or (b) receipt of an undisputed invoice, whichever is later.

4. Cash Discounts

CALPIA has a history of taking cash discounts and intends to take advantage of cash discounts offered when they are in the best interest of the CALPIA.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

EXHIBIT A

EQUIPMENT LIST

Make Compressor Refrigerant Location Serial No./

CALPIA Equip. No.

Chandler Refrigeration® Copeland® R-416A Spiral Freezer Room 59693

Chandler Refrigeration® Copeland® R-416A Spiral Freezer Room 59694

Chandler Refrigeration® Copeland® R-416A Spiral Freezer Room 02773

Silva Cold Zone® Copeland® R-416A Sizing Room 02311/2579CC C-8

Silva Cold Zone® Copeland® R-416A Dicing Room 02312/2580CC C-8

Silva Cold Zone® Copeland® R-416A Walk-in Cooler 02313/2581CC C-8

Lke8cd® Unknown R12 Spice Connex 6400258

Airco-CO2® Copeland® R-404A CO2 Tank 3087384V

Bohn Refrigeration Unit® Copeland® R-404A Large Freezer # 1 T03L00044

Bohn Refrigeration Unit® Copeland® R-404A Large Freezer # 2 T03L00045

Bohn Refrigeration Unit® Copeland® R-404A Large Freezer # 3 T03L00046

Bohn Refrigeration Unit® Copeland® R-404A Large Freezer # 4 T03L00047

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

EXHIBIT B

REFERENCE PHOTOS

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

ATTACHMENT 3

COST SHEET

The estimated quantities indicated below will be used solely for computing the cost to determine the best value bidder and is not binding upon the contracting agency. However, the actual costs quoted by the bidder shall be binding for the term of the Agreement. CALPIA is not obligated to purchase any quantity of services from the contractor.

Under no circumstances will the contractor be allowed to use a subcontractor for more than 50% of the contract dollar amount. For all services where a subcontractor is used, the contractor will be required to provide a minimum of 50% of the staffing for the project including project contact person.

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

Item

Description

Quoted Rates

Preventative Maintenance Program

(PMP) & Repairs

A minimum of two (2) PMP calls for each 12-month period from the effective date of this agreement

Hourly Labor Rates:

Monday – Friday

1 – 8 Hour(s) (First 8 hours) $ /Hour*

9 + Hours (After 8 hours) $ /Hour* (when over 8 hours)

Hourly Labor Rate:

Weekends

Saturdays (Anytime) $ /Hour*

Sundays (Anytime) $ /Hour*

Hourly Labor Rate:

Holidays

Holidays (Anytime) $ /Hour*

NOTE: The Contractor’s bid amount includes all charges for travel to and from ASP

*Rates meet or exceed prevailing wage requirements as governed and defined by the Department of Industrial Relations (DIR) and accessible via the following website:

https://dir.ca.gov/OPRL/DPreWageDetermination.htm

All replacement parts used in the maintenance and repair of equipment serviced under this agreement shall be new manufacturer approved parts.

Replacement parts and ordering of such will be done separate of this agreement on a CALPIA Purchase Order (PIA-099), referencing this Agreement Number.

See Bidders Instructions Item 26 for complete instructions on offering Cash Discounts.

_____% Cash discount for payment within __________ days of receipt.

Refrigeration Equipment Preventative Maintenance and Repair

ATTACHMENT 3

COST SHEET CONTINUED

For accounting reporting purposes, please provide the following information: Are you certified with the California Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Micro Business

Yes No Yes No

If yes, enter certification number: _________ Expiration Date: __________

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code: __________

NAME OF

BIDDER:

COMPANY NAME

ADDRESS:

PHONE: FAX:

EMAIL:

AUTHORIZED

NAME:

PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

ATTACHMENT 5

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 - 10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

OPTION #1 – DOMESTIC ONLY

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, initial here and submit with your bid package. (Initial ______)

OPTION #2 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #3 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

ATTACHMENT

APPROPRIATE ATTIRE POLICY

Employees that are not required to wear a state approved uniform shall wear clothing that is conservative, professional, and commensurate with their work environment, and does not pose potential injury while in the performance of their duties. All employees including, but not limited to contract employees, registry employees, volunteers, and off duty custody staff are expected to be in appropriate attire while on Institution grounds. Supervisors are responsible for monitoring their areas daily to ensure that employees comply with this directive. Appropriate, progressive discipline may be taken for violations.

The following guidelines are to be applied:

1. Dresses and skirts must reach at the knee or below when standing and worn in a professional and conservative manner.

2. Capri pants must reach below the knee.

3. Sleeveless garments (i.e., dresses and/or shirts) worn in a conservative and professional manner are permitted. However, these garments must be completely covered when worn in the presence of the inmate population (i.e. corridors, medical areas, housing units, etc.).

4. Spaghetti strapped garments (i.e., dresses, tops) are not permitted.

5. Leggings or any other footless style tights (spandex or cotton) worn under a dress, tunic or skirt are not permitted.

6. Any clothing containing emblems, quotes, lettering, or pictures pertaining to and/or depicting sex, politics, profanity, drugs, alcohol, violence, or illegal behavior are not permitted.

7. Shorts, skorts, tube tops, halter tops, pajama pants and/or lounging pants of any style are not permitted.

8. Sweat suits, jogging suits, nylon suits and/or velour suits are not permitted.

9. Any clothing similar to state clothing colors worn by inmates, (blue chambray, blue denim or orange/white worn as a two-piece) is not permitted.

10.Camouflage clothing of any color is not permitted.

11.Clothing that exposes any part of the midriff is not permitted.

12.All white blouses/shirts must be worn with the appropriate camisole or t-shirt underneath. In addition, the appropriate camisole or t-shirt shall be worn to avoid the perception of a plunging neckline.

13.Visible body piercings other than the ear lobes are not permitted (i.e., eyebrow, cheeks, nose, lip, tongue, etc.). Gauge earrings are not permitted.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

14.Excluded Footwear Styles: strapless or any open-toe style shoe, boot or sandal that exposes more than two (2) toes is not permitted.

15.Acceptable Footwear Styles: closed toe or peep-toe style shoes, boot or sandal that exposes less than three (3) toes.

16.Employees that change their hair color or who wear colored extensions, hair pieces, or wigs that alters the appearance from their State identification card or driver's license picture must have authorization from the Watch Commander prior to entering the Institution.

17.Personal clothing shall not be left unattended at any time and shall be removed from the institution at the end of the employee's shift (i.e., sweaters, jackets, coats, scarves, etc.).

18.Safety precautions should be taken into consideration regarding the wearing of ties, scarves, jewelry, and hair ornaments.

19. Healthcare Staff: Chambray blue or blue denim scrubs are not permitted. Orange or white scrubs worn as a solid uniform could be viewed as inmate attire; therefore, these colors shall be worn as a solid bottom with a printed top or vice-versa. Scrubs shall only be worn by certified medical classifications. All laboratory coats must be clean, neat and always display the name(s) of provider(s). No laboratory coats shall display drug (pharmacy) logos or any other unacceptable emblems, quotes or pictures.

20.Employees will not be allowed entrance into the secure perimeter wearing inappropriate clothing. If a disagreement arises, the Watch Commander will be contacted. Only a manager has the authority to send an employee home to change clothing. Reasonable time will be allowed, and the employee will be docked for the time taken.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

A 7

EXPERIENCE/PAST PERFORMANCE (REFERENCES)

Submission of this attachment is mandatory. Failure to complete and return this form with your bid will cause your bid to be rejected and deemed non-responsive, unless otherwise instructed in the Bid Submission section.

1. List all references where similar types of services were performed within the last three (3) years. Use additional sheets for complete narrative of services provided. If three references cannot be provided, please explain why on an attached sheet of paper.

REFERENCE 1

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 3

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

ATTACHMENT 8

CONTRACTOR CERTIFICATION CLAUSES

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 8103) (Not applicable to public entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) the dangers of drug abuse in the workplace

2) the person's or organization's policy of maintaining a drug-free workplace

3) any available counseling, rehabilitation, and employee assistance programs

4) penalties that may be imposed upon employees for drug abuse violations

c. Every employee who works on the proposed Agreement will:

1) receive a copy of the company's drug-free workplace policy statement; and,

2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et seq.)

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1) final unappealable finding of contempt of court by a Federal court has been

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair issued against Contractor within the immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court, which orders Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract Code §10296) (Not applicable to public entities.)

4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO REQUIREMENT:

Contractor hereby certifies that contractor will comply with the requirements of Section 6072 of the Business and Professions Code, effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the firm’s offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services and may be taken into account when determining the award of future contracts with the State for legal services.

5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1 and is eligible to contract with the State of California.

6. SWEATFREE CODE OF CONDUCT:

a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories, or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract, declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor. The contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set forth on the California Department of Industrial Relations website located at www.dir.ca.gov, and Public Contract Code Section 6108.

b. The contractor agrees to cooperate fully in providing reasonable access to the contractor’s records, documents, agents or employees, or premises if reasonably required by authorized officials of the contracting agency, the Department of Industrial Relations, or the Department of Justice to determine the contractor’s compliance with the requirements under paragraph (a).

7. DOMESTIC PARTNERS: For contracts over $100,000 executed or amended after January 1, 2007, the contractor certifies that contractor is in compliance with Public Contract Code section 10295.3.

8. CONFLICT OF INTEREST: Contractor needs to be aware of the following provisions regarding current or former state employees. If Contractor has any questions on the status of any person rendering services or involved with the Agreement, the awarding agency must be contacted immediately for clarification.

California Prison Industry Authority (CALPIA) Refrigeration Equipment Preventative Maintenance and Repair

Current State Employees (Pub. Contract Code §10410):

a. No officer or employee shall engage in any employment, activity or enterprise from which the officer or…