IFB_Package_C5613246-D.pdf

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated: December 2025

IFB Page 1 of 141

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

3/11/2026

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

PRE-EMPLOYMENT MEDICAL EXAMINATIONS

IFB NUMBER C5613246-D

RETURN BID TO: CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov

Please see Bid Submittal instructions for CDCR’s new electronic bid submittal process.

You are invited to review and respond to this IFB C5613246-D, titled Pre-Employment Medical Examinations Contract, at eight (8) locations listed in Exhibit A-1, Examination Site Locations. In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

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

The designated contact person for this IFB is:

Contract Analyst: Lana Ponomarenko

Email address: Svetlana.Ponomarenko@cdcr.ca.gov Phone: (279) 210-3732

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

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

Sincerely, Lana Ponomarenko

Lana Ponomarenko Contract Analyst

IFB Page 2 of 141 mailto:CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov

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

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

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

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

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

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

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

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

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

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

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

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

AGREEMENT EXECUTION ................................................................................................................ - 11 -

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

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

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

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

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

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

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

AND DVBES ..................................................................................................................................... - 14 -

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

Table of Contents

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BID PACKAGE OVERVIEW

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

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

• Bid Submittal Checklist

• Bidder Acknowledgment/Certification (OBS 300)

• Sample Standard Agreement (STD 213)

• Scope of Work (Exhibit A)

• Examination Site Locations (Exhibit A-1)

• Budget Details and Payment Provisions (Exhibit B)

• Rate Sheet (Exhibit B-1) Electronically downloaded bid package includes an Excel spreadsheet file in addition to the PDF version (for additional information, see Exhibit B-1, first paragraph).

• Rate Sheet Summary (Exhibit B-2)

• General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 02/2025.

• Special Terms and Conditions (Exhibit D)

• HIPAA Business Associates Agreement (Exhibit E)

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

• CDCR Medical Appointment Notice (Attachment 1)

• Peace Officer Health Questionnaire (Attachment 2)

• Authorization to Release Medical Information (Attachment 3)

• Respiratory Protection Medical Evaluation Questionnaire (Attachment 4)

• Report of Peace Officer Medical Examination (Attachment 5)

• PEM Packet Checklist (Attachment 6)

• Authorization for Urinalysis (Attachment 7)

• Candidate Respirator Medical Clearance Form (Attachment 8)

• Physically Demanding Tasks (Attachment 9)

• Standard Contractor Certification Clauses (CCC)

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• Payee Data Record (STD 204)

• Payee Data Record Supplement Form (STD 205)

• Supplement Vendor Payee Data Record Form

• Darfur Contracting Act (OBS 1500)

• Iran Contracting Act (OBS 1502)

• California Civil Rights Laws Certification (OBS 1510)

• GenAI Reporting and Factsheet (OBS 1000)

• Sample Certificate of Insurance

• Bidder Declaration (GSPD-05-105)

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

• California DVBE Bid Incentive Instructions – Selecting Incentive Option

• DVBE Declarations (DGS PD 843)

• DVBE Bid Incentive Request and Acknowledgement (OBS 554)

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Invitation for Bid Contract Bid Number C5613246-D

PROJECTED TIMETABLE

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

IFB Available to Prospective Bidders March 11, 2026

Letters of Inquiry Submission Date March 18, 2026

Submission of Bid April 3, 2026, by 11:00 AM

Public Bid Opening April 6, 2026, at 2:00 PM

Anticipated Date for Commencement of Services

July 1, 2026, or Upon Approval, whichever occurs last

Term End Date of Agreement June 30, 2029

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

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

If services are provided in California, bidder shall be licensed or shall have on staff physician(s) to practice medicine in the State of California as defined in the Medical Practice Act, Chapter 5, commencing with Section 2000 of the Business and Professions Code, and possess a valid Physician license as issued by the Medical Board of California.

PROHIBITION ON TAX DELINQUENTS

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

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

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

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

BIDDER RESPONSIBILITIES & THE BID PACKAGE

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

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

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NOTE:

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

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item

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

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

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

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

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

BID SUBMITTAL

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

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

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

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The subject line of the electronic bid must be titled:

BID FOR C5613246-D- Pre-Employment Medical Examinations

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

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

DO NOT OPEN

BID NUMBER: C5613246-D

ATTENTION: Lana Ponomarenko

COMPANY NAME: _________________

(See Sample Below)

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

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

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

All documents submitted in response to this IFB will become the property of the State and will be regarded as public records under the California Public Records Act (Government Code Section 7920 et seq.) and subject to review by the public.

LETTERS OF INQUIRY

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

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

Submit your letter of inquiry by the date specified in the Projected Timetable Section of this IFB directly to Lana Ponomarenko, Contracts Management Branch, by E-mail: svetlana.ponomarenko@cdcr.ca.gov.

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

PUBLIC BID OPENING

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

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

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

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

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

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

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS

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

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

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

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

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Upon notification by a Bidder / Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

BASIS FOR AWARD

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

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

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

PROTEST AWARD

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

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

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

"Protest Concerning IFB Number C5613246-D for the California Department of Corrections and Rehabilitation".

Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

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

EMAIL OR MAIL DELIVERY

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

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

IFB Page 10 of 141 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-6.pdf?la=en&hash=33EED4E1173B84AE93CFDD3D3268B13618EA189F mailto:OLSProtests@dgs.ca.gov mailto:m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, A-1, B, B-1, D, E, F and Attachments 1 through 9.

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

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

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

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

EXTENSION OF TERM

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

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

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

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

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

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

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

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

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

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For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply For or Re-apply as Small Business, Disabled

Veteran Business Enterprise.

Award Based on Low Price

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

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

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

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

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

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

SMALL BUSINESS PREFERENCE PROGRAM

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

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

1. The principal office is located in California;

2. The officers are domiciled in California;

3. The business is independently owned and operated;

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

a. For Small Business, either:

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

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

b. For Micro Business, either:

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

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

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

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

1. Have a completed application (including proof of annual receipts) on file with the DGS, OSDS, by

5:00 p.m. on the date bids are due, and

2. Receipt of documents verified by such office.

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

NON-SMALL BUSINESS PREFERENCE REQUEST

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

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

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

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

555) with their bid proposal.

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

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

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000.

The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

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

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

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

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

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IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

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

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

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

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

BIDDER PROVIDING FACILITY(IES)

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

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

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BID SUBMITTAL CHECKLIST

IFB Number C5613246-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package. Place a check mark or “X” next to each document being submitted to the State. Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid will consist of the documents identified below.

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

Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Examination Site Locations (Exhibit A-1)

_____ Rate Sheet (Exhibit B-1) For the bidder’s convenience, Exhibit B-1 is an Excel spreadsheet file. The spreadsheet is password protected and cannot be altered, except where highlighted. The bidder will enter amounts into each of the highlighted cells.

_____ Rate Sheet Summary (Exhibit B-2)

_____ Contractor Certification Clauses (CCC - 04/2017)

_____ Payee Data Record (STD 204)

_____ Payee Data Record Supplement Form (STD 205)

_____ Supplement Vendor Payee Data Record Form

_____ Darfur Contracting Act (OBS 1500)

_____ Iran Contracting Act (OBS 1502)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ GenAI Disclosure & Factsheet (OBS 1000)

_____ Copy of Medical Professional License (including a copy for all medical staff providing services)

_____ Copy of valid Clinical Laboratory Improvement Amendments (CLIA) certificate

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

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

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Bid Submittal Checklist IFB Number C5612646-D

(if applicable)

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

_____ DVBE Declarations (DGS PD 843) (if applicable)

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

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

_____ Certificate of Insurance

_____ Workers’ Compensation Insurance

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TBB

Scope of Work

Exhibit A

1. INTRODUCTION

The Contractor shall provide pre-employment medical (PEM) examinations of candidates seeking peace officer employment with the California Department of Corrections and Rehabilitation (CDCR). The PEM Unit, within the CDCR’s Office of Peace Officer Selection (OPOS) has oversight of the PEM function. PEM examinations shall consist of the following:

a. General Physical Examination

b. Blood Specimen and Analysis

c. IgG Varicella Blood Test

d. Hepatitis B Blood Test

e. Routine Urinalysis

f. Urine Drug Screening with Medical Review Officer (MRO) review of positive tests

g. Hearing Test

h. Respirator Fit Testing

i. Respirator Use Explanation/Demonstration and Evaluation Services

The Contractor shall conduct the examinations pursuant to guidelines provided by the CDCR, California Code of Regulations (CCR), Title 2 and Administration and State Personnel Board Rules on Pre-employment Drug Testing. The Contractor shall provide examination facilities and services for all of the following locations:

Site 1 – Eureka/Crescent City* Site 2 – Redding (2) Site 3 – Sacramento/Rancho Cordova Site 4 – Richmond/San Rafael/Oakland Site 5 – Fresno Site 6 – Bakersfield Site 7 – Rancho Cucamonga/Ontario Site 8 – San Diego/Temecula

*Site 1 - Eureka or Crescent City (Only) This facility must be located in California and within 100-miles of the city limits.

The Contractor shall submit a list of their PEM examination sites to the CDCR and include the address of each facility to be utilized on the Bidder Acknowledgement/Certification (OBS 300) form. (Due at the time of bid submittal)

The Contractor’s facility location information for Sites 1 through 8 will be listed on Exhibit A-1, Examination Site Locations.

2. CONTRACTOR’S RESPONSIBILITIES

The Contractor shall be licensed to practice medicine in the State of California as defined in the Medical Practice Act, Chapter 5, commencing with Section 2000 of the Business and

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Professions Code and possess a valid Physician license as issued by the Medical Board of California.

Contractor shall provide a copy of their Medical Professional License, as well as a copy for all medical staff providing services.

The Contractor shall provide examination facilities for Sites 1 through 8 that have a current California license, compliant with the requirements of the California Business and Professions Code, Division 2, Chapter 3, Article 4.

The Contractor shall utilize laboratory facilities that have a valid Clinical Laboratory Improvement Amendments (CLIA) certificate. One laboratory facility may be used for multiple examination facilities. Contractor shall provide a copy of a valid CLIA certificate.

The Contractor shall provide California, unrestricted licensed physicians or certified Physician Assistants, Family Nurse Practitioners, or Advanced Practitioners of Nursing to conduct PEM examinations, under the direction of a California, unrestricted licensed Physician.

The Contractor must have a HIPAA compliant, secure cloud-based portal with proprietary multiple party communication and notification system for a statewide workflow automation scheduling system. The system must be able to send an automated appointment confirmation email to all stakeholders and be used as a mechanism for the patient’s providers and other authorized third-party specialists to communicate. The program must utilize “geo-fencing” to assist applicants in finding and scheduling the most compatible location and appointment time.

The Contractor shall send an email to candidates providing a link to the Contractor’s website where candidates will register and have the ability to self-schedule their appointment date and time. The email and/or website will provide a link to the applicable CDCR forms the candidates will be required to bring with them to their appointments. CDCR will have permission to access the Contractor’s scheduling website to view status of appointments, as well as post appointment progress.

The Contractor shall make two attempts, one via email and one via phone, to contact those candidates that fail to register and schedule their appointments, before notifying CDCR that the candidate “did not respond to scheduling.”

The Contractor shall notify candidates in a typewritten format of all scheduled examination appointments using the CDCR Medical Appointment Notice (Attachment 1). The Contractor shall send the notice via electronic mail, including an attachment and/or a link to the following forms:

a) Peace Officer Health Questionnaire (OPOS 207, Attachment 2)

b) Authorization to Release Medical Information (OPOS 204, Attachment 3)

c) Respiratory Protection Medical Evaluation Questionnaire (OPOS 208, Attachment 4)

The Contractor shall instruct candidates to print (if applicable), complete and bring these forms to their appointment, along with the CDCR Medical Appointment Notice (Attachment 1) and current state issued driver’s license or current Government (Military, State) photo identification card. Upon arrival to the appointment, the Contractor shall verify the accuracy and completeness of the required forms and verify the candidate’s identification prior to the examination. The Contractor shall send the notice with all forms to the candidate within 48 hours of scheduling the appointment. In the event a candidate does not have an electronic mail address, the Contractor may send the notice with all forms via the United States Post Office.

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A. Replacement of Key Personnel

The Contractor shall report in writing to the CDCR Program Manager (See Item 5, CDCR Program Managers), within one business day, the replacement of any key personnel essential to the successful operation of the contracted services, as well as proposed replacements and action plans describing the continuation of services. The Contractor shall obtain the CDCR approval of replacement personnel, prior to providing services. The Contractor shall notify the CDCR Program Manager of clinic closures, key personnel staff away and unable to perform examinations, or any disruption that may cause delay to the PEM process. This Agreement may be terminated by the CDCR, as specified in Exhibit D, if it is determined that the replacement of key personnel is detrimental to the services to be performed.

B. Estimated Number of Examinations for Each Site

Location Monthly Annually Total

Site 1 – Eureka/Crescent City 2 24 72 Site 2 – Redding (2) 3 36 108 Site 3 – Sacramento/Rancho Cordova 64 768 2304 Site 4 – Richmond/San Rafael/Oakland 16 192 576 Site 5 – Fresno 55 660 1980 Site 6 – Bakersfield 35 420 1260 Site 7 – Rancho Cucamonga/Ontario 55 660 1980 Site 8 – San Diego/Temecula 20 240 720

All quantities are estimates only and cannot be guaranteed by the CDCR. Actual numbers may vary depending on staffing needs.

PEM examination results are valid for one (1) year. Peace officer candidates, who have not been hired within the one (1) year timeframe, will be required to undergo a new PEM examination.

The Contractor shall examine CDCR candidates within one (1) hour of their scheduled appointment time and provide a clean, safe, and stress-free environment. However, patients who have incurred an injury requiring immediate medical care may be seen before a CDCR candidate.

The Contractor shall conduct all PEM examinations in a professional manner, and in accordance with protocol established by the professional standard of practice and procedures delineated within this Agreement. The Contractor shall be responsible for the results of PEM examination reports prepared by personnel under the direct, or indirect, supervision of the Contractor. PEM providers shall not provide services to candidates, other than the required components of the PEM examination, except in emergency situations.

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C. Examination Scheduling and Facilities

The CDCR shall electronically notify the Contractor of candidates requiring PEM examinations and provide each candidate’s contact information. The Contractor shall contact the candidate to schedule a PEM examination appointment, within five (5) calendar days from the date of the CDCR referral to the Contractor. The Contractor shall also follow up with an electronic (i.e., e-mail) CDCR Medical Appointment Notice (Attachment 1) to the candidate citing the date, time, and location of the appointment within forty-eight (48) hours of the Contractor scheduling the candidate’s appointment. In the event a candidate does not have an electronic mail address, the Contractor may send the notice, with all forms, via the United States Post Office. The Contractor shall notify the CDCR within twenty-four (24) hours of any appointment “no-shows.” CDCR reserves the right to implement an online, electronic candidate self-scheduling system and will notify the Contractor within thirty (30) days before implementation.

The Contractor shall schedule and conduct PEM examinations within ten (10) calendar days of receiving the initial contract referral from the CDCR. The chart below provides a visual illustration of the candidate appointment scheduling timeframes. This process includes the initial contact with the candidate, and one follow up call, if the Contractor was unable to personally speak to the candidate or leave a message.

Scheduling Timeframe

Required Candidate Contact

“No Shows” Additional Exam or

Documentation

Within five (5) calendar days from the date of the

CDCR

referral

Call the candidate to schedule appointment (if necessary, leave a voicemail); provide the date, time, and location of appointment; provide a call-back phone number for rescheduling purposes;

e-mail/mail a scheduling notice to the candidate

Notify the CDCR within 24 hours from date of appointment if a candidate is a

“no show” for an appointment

Notify the CDCR within ten (10) calendar days from date of appointment if additional information or testing is required

The CDCR Medical Appointment Notice (Attachment 1) instructs candidates to bring a copy of the notice to their PEM examination appointment. The Contractor shall submit this copy of the CDCR Medical Appointment Notice (Attachment 1) with the completed Report of Peace Officer Medical Examination (Attachment 5) in the final PEM Packet to the CDCR.

The Contractor shall provide facilities that are cleaned daily and comply with all applicable health and safety standards. The Contractor’s facility/facilities shall provide a stress-free environment and have clean restrooms, private dressing rooms, and a waiting area with available seating. In addition, the Contractor shall have adequate parking (at no expense to the applicant) to accommodate the daily number of PEM examinations as required by this Agreement.

A stress-free environment shall be defined as an environment free of mentally or emotionally disruptive conditions that may occur in response to adverse external influences. These adverse external influences include anything that can affect a candidate’s physical health, characterized by an increased heart rate, a rise in blood pressure, muscular tension, irritability and depression.

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D. PEM Examination

The Contractor shall provide each candidate a same-gender medical provider for all components of the PEM examination. If a same-gender medical provider is not available, the Contractor shall offer the candidate an option to reschedule the examination without penalty, or offer the option of continuing the examination with the available medical provider and a same-gender chaperone.

The Contractor shall provide each candidate with a hospital gown to wear during the PEM examination. Prior to the hands-on physical portion of the examination and urine sample collection, the Contractor shall instruct the candidate to remove all articles of clothing under their gown.

The CDCR PEM Unit reserves the right to implement a questionnaire for candidate completion, prior to the Contractor’s clinical evaluation. Candidate will present the completed form and medical records, as may be required, during the PEM appointment, to the licensed Contract clinician performing the PEM. The licensed PEM professional will consider the documents’ relevancy to candidates’ medical suitability for peace officer appointment, and request further information as needed in order to render a decision.

E. General Physical Examination

The Contractor shall provide a Physician or Licensed Health Care Provider (PLHCP) to conduct PEM examinations prior to the urine specimen collection.