IFB_Packet_Minus_B-1.pdf

Invitation for Bid Bid No. 6000001976

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS

AND REHABILITATION

INVITATION FOR BID

BID NO. 6000001976

Date: February 19, 2016

The California Department of Corrections and Rehabilitation (CDCR), Board of Parole Hearings (BPH), hereafter referred to as the State, is inviting responses to this Invitation For Bid (IFB) entitled Telephonic Interpreter Services.

In accordance with the California Government Code and Americans with Disabilities Act, this IFB is available in a text-only format on a compact disc as a disability-related reasonable accommodation.

To discuss how to receive a copy of this IFB in the specified format or to request a different format, please contact the person identified below.

This IFB package contains the following documents (except as otherwise indicated). Please note that you must comply with the requirements contained in all of these documents.

Notice to Prospective Bidders

Bidder Acknowledgment/Certification (OBS 300)

Bid Submittal Checklist

Sample Standard Agreement (STD 213)

Scope of Work (Exhibit A)

List of 50 Most Used Languages (Exhibit A-1)

Institution List (Exhibit A-2)

Professional Conduct for Interpreters (Exhibit A-3)

Budget Details and Payment Provisions (Exhibit B)

Invitation for Bid Bid No. 6000001976

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).

General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at http://www.documents.dgs.ca.gov/ols/GTC-610.doc .

If you do not have Internet access, you may request a hard copy of Exhibit C by contacting the contract analyst listed below.

Special Terms and Conditions (Exhibit D)

Prison Rape Elimination Policy (Exhibit E)

Standard Contractor Certification Clauses (CCC) This document is incorporated in this bid package by reference only and is available on the Internet at http://www.documents.dgs.ca.gov/ols/CCC-307.doc.

You MUST submit an original signed copy with your bid package. If you do not have Internet access, you may request a hard copy of the CCC by contacting the contract analyst listed below.

Payee Data Record (STD 204)

Non-Small Business Preference Request and Subcontractor Acknowledgement

(OBS 555)

Darfur Contracting Act (OBS 1500)

Sample Certificate of Insurance

DVBE Declarations (STD 843)

Bidder Declaration (105)

DVBE Bid Inventive Instructions

DVBE Bid Incentive Request and Subcontractor Acknowledgement (OBS 554)

It is the opinion of the State that this IFB is complete and without need of explanation. However, if any documents are missing, or if you have any questions regarding this IFB, immediately contact the person identified below.

Michele M. Hoffman 916-255-5672

Michele.Hoffman@cdcr.ca.gov California Relay Service 1-800-735-2929 http://www.documents.dgs.ca.gov/ols/GTC-610.doc http://www.documents.dgs.ca.gov/ols/CCC-307.doc

Notice to Prospective Bidders Bid No. 6000001976

THE STATE OF CALIFORNIA

Department of Corrections and Rehabilitation

NOTICE TO PROSPECTIVE BIDDERS

TELEPHONIC INTERPRETER SERVICES

Bid No. 6000001976

I. PROJECTED TIMETABLE

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

IFB Available to Prospective Bidders February 19, 2016

Letters of Inquiry 3:00 p.m. February 26, 2016

Submission of Bid 11:00 a.m. March 17, 2016

Public Bid Opening 1:30 p.m. March 17, 2016

Anticipated Date for Commencement of Services July 1, 2016

Termination of Agreement June 30, 2018

II. 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.

All Telephonic Interpretations provided by the Contractor during the term of this Agreement shall be performed by a certified interpreter, defined by the Judicial Council of California Administrative Office of the Courts (JCCAOC) as “an interpreter that has passed the Judicial Council’s Court Interpreter Certification Examination in one (1) of twelve (12) languages,” or, a registered interpreter defined by the JCCAOC as “One who interprets in a spoken language for which there is no state certification exam and has passed the English Fluency Examination.”

All licenses and certifications required by law.

Three (3) Letters of Reference proving experience of services performed, on company letterhead and signed by the company’s evaluator for services performed not more than five (5) years prior. Letter shall include a telephone number of the evaluator.

Services will be performed only by Contractor staff and/or subcontractors who meet these requirements. Apprentices or trainees are not acceptable.

Bidder shall maintain all licenses and certifications required by law. Contractor shall provide proof of certifications/qualifications to the Board of Parole Hearings (BPH,), Decision Processing and Scheduling Unit, (DPSU) hereafter referred to as BPH, DPSU, prior to the start of work and shall provide copies of any licenses or certifications/qualifications requested by BPH, DPSU. If at any time during the period of this Agreement the Contractor receives notification that their licenses or certifications are being suspended, are suspended, or may potentially be suspended, Contractor must immediately notify BPH, DPSU.

III. 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.

IV. BIDDER RESPONSIBILITIES & THE BID PACKAGE

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

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

NOTE:

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

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

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

3. The amount of the total bid will be rounded up to the nearest whole dollar when the

Agreement documents resulting from this bid are prepared.

4. CDCR reserves the right to include additional institution(s) or delete institution(s), which no longer require this service. The additional institution(s) will be included in the appropriate Institution Group and the bid rate for that group shall apply.

All required documents listed in the Bid Submittal Checklist must be included within the sealed 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, an original, 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 in ink by the bidder.

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

V. BID SUBMITTAL

Sealed bids must be received no later than the time and date specified in the Projected Timetable (Section I of these instructions) at the designated address stated below.

MAIL DELIVERY,

HAND DELIVERY, or

OVERNIGHT MAIL:

California Department of Corrections and Rehabilitation Office of Business Services, Contracts Management Branch Attention: Michele M. Hoffman 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827

Any bid received at the above address after the Submission of Bid date and time specified in the Projected Timetable, Section I, will NOT be considered. It is the State's policy to make every effort to ensure that all bids have been received and properly time stamped; however, bidders are ultimately responsible for ensuring timely receipt of their bid. Bidders may verify receipt of their bid by contacting the person identified in the cover letter of this IFB prior to the Public Bid Opening.

Bids that are not properly marked may be disregarded. All completed bids and required documents shall be packaged and submitted in a sealed envelope to the address specified in the section entitled “Bid Submission Requirements”. The sealed envelope must be clearly marked "BID FOR TELEPHONIC INTERPRETER SERVICES - BID NO.

6000001976 Attention: MICHELE M. HOFFMAN - DO NOT OPEN." Failure to do so may result in the premature opening of, or failure to open, your bid.

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.

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 the State, signed by the bidder or an authorized agent. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

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

VI. LETTERS OF INQUIRY

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

Any letters of inquiry must be submitted in writing to allow CDCR time to research and prepare a response. Submit your letter of inquiry by February 26, 2016, directly to Michele M. Hoffman, Contracts Management Branch, by any of the following:

Mail: 9838 Old Placerville Road, Suite B-2

FAX: (916) 255-6187

E-mail: Michele.Hoffman@cdcr.ca.gov

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

mailto:Michele.Hoffman@cdcr.ca.gov

VII. PUBLIC BID OPENING

If you are planning to attend the public bid opening, you must notify the contact person listed in the cover letter of this IFB two (2) working days before the bid opening date specified in Section I – Projected Timetable. If you and/or your representative require reasonable accommodation to participate in the Public Bid Opening, you must contact the contract analyst identified in this package and identify what reasonable accommodation(s) is required for you to participate.

At the time of the public bid opening, the dollar amount of each bid 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.

VIII. NONRESPONSIBLE BIDDER

If a previous Agreement with a prospective bidder was terminated for cause, the State reserves the right to hold a responsibility hearing before awarding the Agreement to determine if the bidder is responsible. The bid may be rejected if the State deems, at the conclusion of the responsibility hearing, that the bidder is not responsible.

IX. 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.

The State reserves the right to award multiple Agreements for backup purposes. When services are needed, the “primary” Contractor, defined as the lowest responsible bidder, will be contacted first. IF and ONLY IF, the primary Contractor is unable to provide services, the “secondary” Contractor, defined as the second lowest responsible bidder, will be contacted. This process will be repeated based on the number of Agreements awarded and will take place each time the institution contacts the Contractor to provide services.

The State intends to award as many Agreements as are necessary for backup purposes.

Each Agreement will have a separate Agreement number and include all of the information contained in the bid document for the institutions awarded to that Contractor.

Contractors with multiple Agreements on subsequent bids for the same service(s) at the same institution(s) shall be obligated to provide service(s) at the rate(s) specified in the Contractor’s primary Agreement (i.e., the Agreement first bid) until all obligations under that Agreement (e.g., number of hours) are satisfied before the rate(s) in any subsequent Agreement(s) can be used. The only exception to this provision occurs when the rate(s) in a subsequent Agreement is lower than those of the primary Agreement; the state then has the sole right to determine which rate(s) will be applied.

X. PROTEST AWARD

Information regarding the protest of an award may be found by going to www.ols.dgs.ca.gov/Contract+Manual/Chapters4through6.htm, under Chapter 6:

Contract Award Protests.

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

The envelope containing the written protest must clearly state: "Protest Concerning IFB Number 6000001976 for the California Department of Corrections and Rehabilitation". Protests MUST be filed with:

ORIGINAL COPY

HAND OR MAIL DELIVERY

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

HAND OR MAIL DELIVERY

Department of Corrections and Rehabilitation Office of Business Services Contracts Management Branch

XI. 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, A-2, A-3, B, B-1, D, and E.

This Agreement will not include a hard copy of the General Terms and Conditions for Private Contractors (Exhibit C), which is incorporated into the Agreement by reference only on the STD 213. Also not provided is a hard copy of the Contractor Certification Clauses (CCC). Exhibit C and the CCC may be downloaded from the Internet at www.ols.dgs.ca.gov/standard+language and printed for your files. An original, signed copy of all pages of the CCC must be submitted to CDCR. Failure to submit a signed CCC may result in rejection of your bid.

http://www.ols.dgs.ca.gov/Contract+Manual/Chapters4through6.htm

After award, two (2) original Standard Agreements will be forwarded to the Contractor for signature. Upon receipt, the Contractor must sign each Agreement with an original signature and return all Agreements 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 Agreements 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 California Victim Compensation and Government Claims Board. When the Agreement is fully approved, a copy will be forwarded to you.

XII. EXTENSION OF TERM

This Agreement may be amended to extend the term, if it is determined to be in the best interest of the State. Upon signing the amendment, Contractor hereby agrees to provide services for the extended period at the rates specified in the original Agreement.

XIII. 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.

XIV. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

CDCR is committed to meeting and exceeding the 3 percent 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 including public works, construction, services, leasing, materials testing, and other related contracts. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DVBE participation. This incentive is for bid computation only.

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

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form

(OBS 554) and submit with bid proposal.

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

For certification and preference approval process information, contact the DGS OSDS by telephone at (916) 375-4940 or access the DGS OSDS Internet website at http://www.pd.dgs.ca.gov/dvbe/default.htm http://www.pd.dgs.ca.gov/dvbe/default.htm

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%

1. The incentive is subject to a minimum of one percent (1%) and a maximum of three percent (3%) and will not exceed $500,000. Bids with DVBE participation of more than three (3%) percent will be calculated with a three percent (3%) 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 (three percent (3%) 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.

XV. SMALL BUSINESS PREFERENCE PROGRAM

Current law encourages state departments to first consider a Small Business (S/B) Enterprise / Microbusiness (M/B) Enterprise for contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to use 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 100 or fewer employees and averaged annual gross receipts of $14,000,000 or less over the previous three years, or

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

b. For Micro Business, either:

(1) The business, together with any affiliates, has 25 or fewer employees and averaged annual gross receipts of $3,500,000 or less over the previous three years, or

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

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise.

The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

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

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

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

2. Receipt of documents verified by such office.

Therefore, if you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at www.pd.dgs.ca.gov/smbus/getcertified.htm.

XVI. 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.

XVII. 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.

http://www.pd.dgs.ca.gov/smbus/getcertified.htm

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).

XVIII. 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.

XIX. 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.

Enclosures

Bidder Acknowledgement/Certification (OBS 300) Bid No. 6000001976 California Department of Corrections and Rehabilitation (CDCR)

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (DVBE) requirements, if applicable, and such addenda thereto as may be issued before the public bid opening date, at the rates set forth by the bidder in Exhibit B-1, Rate Sheet. Exhibit B-1 Rate Sheet must be submitted with this Bidder Acknowledgement/Certification form.

Exhibit B-1 Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

By virtue of submitting this bid, the undersigned is accepting the terms and conditions expressed in this IFB. Any and all services performed outside the scope of this Agreement shall be at the sole risk and expense of the bidder.

COMPANY NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE AND ZIP CODE: CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER: FAX NUMBER:

FEDERAL ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

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

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

By signing this document, I CERTIFY UNDER PENALTY OF PERJURY, that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of

California.

PRINT NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:

Bidding Preferences Claimed (Check only the preferences claimed)

Preferences: Certification Number/Expiration Date

DGS certified Small Business

DGS certified Micro Business

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

DGS certified Disabled Veteran Business Enterprise

DVBE Incentive requested by bidder (include the completed OBS 554 with bid)

NVSA preference request

TACPA Attach all applicable forms

Bidder Providing Facility(ies) If the bidder is supplying the facility(ies) for services, please specify the complete address(es) of the facility(ies) where services will be provided (use additional sheets if necessary). The bidder hereby authorizes the State to insert the bidder’s facility(ies) listed below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

BID SUBMITTAL CHECKLIST

IFB No. 6000001976

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 Bidder Acknowledgement/Certification (OBS 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Rate Sheet (Exhibit B-1)

_____ Prison Rape Elimination Policy (Exhibit E)

_____ Copy of Contractor Certification Clauses (CCC)

The CCC can be found on the Internet at http://www.ols.dgs.ca.gov/standard+language. The first page must be signed and submitted prior to the award of the contract, but is not required if the bidder has submitted this form to the awarding agency within the last three (3) years.

_____ Original Payee Data Record (STD 204)

_____ Non-Small Business Preference Request and Subcontractor Acknowledgement

(OBS 555)

_____ Darfur Contracting Act (OBS 1500)

_____ DVBE Declaration (STD 843)

_____ Bidder Declaration (105)

_____ 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.

California Department of Corrections and Rehabilitation (CDCR) Bid Number: 6000001976 Bid Submittal Check List

_____ Three (3) Letters of Reference proving experience of services performed, on company letterhead and signed by the company’s evaluator for services performed not more than five (5) years prior. Letter shall include a telephone number of the evaluator.

_____ List of all Court Certified and Registered Interpreters. Defined by the Judicial

Council of California Administrative Office of Courts (JCCAOC) as “an interpreter that has passed the Judicial Council’s Court Interpreter Certification Examination in one (1) of twelve (12) languages”, or, a registered interpreter defined by the JACCAOC as “One who interprets in a spoke language for which there is no state certification exam as passed with English Fluency Examination.”

_____ Copy of valid Court Certified and Registered Interpreters’ Certification

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

_____ Copy of Worker’s Compensation, if applicable, (if exempt, please cite the legal code that exempts you from this requirement)

_____ Copy of Commercial General Liability

_____ Copy of Professional Liability

STANDARD AGREEMENT

STD 213 (Rev 06/03) AGREEMENT NUMBER

REGISTRATION NUMBER

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

STATE AGENCY'S NAME

CONTRACTOR'S NAME

2. The term of this through

Agreement is:

3. The maximum amount $ of this Agreement is:

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

Exhibit A – Scope of Work page(s)

Exhibit B – Budget Detail and Payment Provisions page(s)

Exhibit B-1 – Rate Sheet(s) page(s)

Exhibit C* – General Terms and Conditions

Check mark one item below as Exhibit D:

Exhibit - D Special Terms and Conditions page(s)

Exhibit E – Listing of Participating Locations page(s)

Exhibit F – Prison Rape Eliminations Policy pages

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx

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

CONTRACTOR California Department of General Services Use Only

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

AGENCY NAME

BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING Exempt per:

ADDRESS

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx

Bid Number 6000001976 California Department of Corrections and Rehabilitation (CDCR) Exhibit A Scope of Work

I. INTRODUCTION

The Contractor agrees to provide the California Department of Corrections and Rehabilitation, (CDCR), Board of Parole Hearings (BPH), all labor, supplies, equipment, and every other expense necessary to perform, on an as needed basis, Foreign Language over the Telephone Interpreting Services. The services will be provided to the Northern, Central or Southern Regional site locations listed on Exhibit A-2, Site Locations. Other locations may be added as needed. The Contractor will be the (primary or secondary provider for (Northern, Central or Southern Regional) site locations.

The Contractor agrees to interpret from a spoken foreign language to English and from English to a spoken foreign language.

The Contractor agrees to provide the BPH with the necessary and appropriate level of expertise applicable to the interpreting services. These services shall be provided twenty-four (24) hours a day, seven (7) days a week, with translators in one hundred fifty (150) languages and specialized telephone equipment (dual-handset, speaker phone).

II. QUALIFICATIONS

All Telephone Foreign Language Interpretations provided by the Contractor during the term of this Agreement shall be performed by a certified interpreter, defined by the Judicial Council of California Administrative Office of the Courts (JCCAOC) as “an interpreter that has passed the Judicial Council’s Court Interpreter Certification Examination in one (1) of twelve (12) languages,” or, a registered interpreter defined by the JCCAOC as “One who interprets in a spoken language for which there is no state certification exam and has passed the English Fluency Examination.”

The Contractor shall provide proof of experience of services performed by their company.

Acceptable proof is a minimum of three (3) letters of reference that specifies the date’s services were provided, and verification that the service performed was satisfactory. The letters must be on the company’s letterhead and signed by the company’s evaluator for services performed no more than five (5) years prior to the commencement date of the Agreement. The letters should include a telephone number(s) of the evaluator enabling CDCR to verify the authenticity of each reference given.

Services will be performed only by the Contractor staff and/or subcontractors who meet these requirements. Apprentices or trainees are not acceptable.

III. LICENSE/PERMITS/CERTIFICATIONS

Contractor shall be responsible to ensure court certified interpreters are provided.

Contractor shall maintain all licenses and certifications required by law. Contractor shall provide proof of certifications/qualifications to the BPH prior to the start of work and shall provide copies of any licenses or certifications/qualifications requested by BPH.

If at any time during the period of this Agreement the Contractor receives notification that their licenses or certifications are being suspended, are suspended, or may potentially be suspended, the Contractor must immediately notify BPH.

IV. CONTRACTOR’S RESPONSIBILITIES

A. Provide quality, professional over the telephone real time interpreters (OPI) twenty-four

(24) hours a day, seven (7) days a week in one hundred fifty (150) languages.

B. Provide “Language Identification Charts” as needed to the Contract Liaison in BPH as an aid in determining unknown languages at no cost to the BPH.

C. Provide training to telephone interpreters regarding parole terms from the Glossary of

Terms, Title 15, Sections 2000 & 3000 and any future terminology that may be required as deemed reasonably necessary.

D. Provide quality, professional specialized telephone equipment. Telephones need to be dual-handset telephones with a speaker.

E. Provide to the Contract Liaison in BPH approximately 83 (eighty-three) analog dual-handset telephones. BPH may, throughout the term of this Agreement, make changes to the number of leased analog dual-handset telephones as necessary at no additional charge.

F. The Contractor shall be responsible for all costs associated with the shipping of

Contractor’s Analog dual-handset telephones and/or cards to and from various BPH sites (See Exhibit A-2 – Listing of Site Locations). The cards must contain instructions on how to use telephones, codes for all languages and access Personal Identification Numbers (PIN). Contractor will tag and log all telephones provided to the Contract Liaison in BPH for inventory purposes and will provide an updated telephone log for reconciliation purposes to BPH no less than quarterly.

G. Contractor shall maintain a list of access PINs which shall be provided to the Contract

Liaison in BPH upon delivery of telephones and/or upon request.

H. Warrant the Analog dual-handset telephones to be free from defects in material or workmanship. In the event of any such defect, Contractor shall repair or replace within one (1) business day, the defective analog dual-handset telephones. It is imperative that CDCR have access to interpreters twenty-four (24) hours a day, seven (7) days a week, and that telephones be available for overnight delivery when needed.

I. Provide accurate technical and remote customer service support within four (4) hours at no cost to the BPH.

J. Provide over the telephone orientation and/or in-person training to BPH staff regarding the use of the dual-headset telephones.

K. Provide product information, educational literature and other assistance to enable use of

Contractor’s services at Contractor’s expense.

L. Work closely with BPH to effectively implement services including on-site training and ongoing support.

M. Contractor shall provide customer service via onsite or telephone to resolve equipment problems within four (4) hours of BPH request. If equipment is not repaired in a manner satisfactory to the BPH, Contractor shall replace such equipment within one (1) business day at no cost to BPH. Contractor acknowledges that timely translation services and continuous use of equipment are necessary for the BPH provision of services, and will provide repairs and replacement within one (1) business day, as requested.

N. Provide signage for facilities as needed to increase the awareness for both BPH staff and inmates at no cost to the BPH. Use and placement of signage shall be at the discretion of BPH. Signs are to identify the telephones in a room or cabinet as being available for interpreters and to let staff know that they are to be used only for BPH proceedings.

O. Within fifteen (15) working days of the last day of the month the Contractor shall provide to the BPH Accounting Liaison an itemized invoice that details the amount of usage of interpreting services; by minutes, location/facility, Caller’s complete first and last names, Caller’s Title, CDCR Number or Case Number, etc.

P. Performance deficiencies with interpreter services shall be noted and a resolution between BPH Accounting Liaison and Contractor will be discussed. If a resolution cannot be made between Contractor and BPH Accounting Liaison, the BPH Accounting Liaison may discount services rendered, and/or terminate the contract.

Q. Due to inmate confidential information, Contractor shall have all BPH assigned interpreters sign a declaration statement, stating, “Each session is privileged information and will not be divulged unless by special permission from the inmate.”

V. CDCR’S RESPONSIBILITIES

A. The BPH will request the interpreter’s certification/registration information at the time of appointment to verify interpreter’s qualifications.

B. Explore and promote the usefulness and applicability of Contractor’s services.

C. Assist Contractor with survey conduction of the BPH staff, obtaining feedback as to the effectiveness of Program services.

D. Accepts responsibility for all loss and stolen telephones and/or cards issued to BPH.

E. Responsible for the collection, packaging and return shipment of Contractor’s phones and/or cards upon the completion of the Agreement at no charge.

F. Maintain a supply of phones provided by Contractor, and ship to BPH staff in the field as needed. BPH will also provide access PIN numbers to field staff as provided by the Contractor.

G. Appoint a designated staff person to maintain Contractor phone supply, access PIN numbers, and reconciliation logs.

VI. DOCUMENTATION REQUIREMENTS

The Contractor shall submit a monthly report to the BPH Contract Liaison or designee of the services provided. The report shall include date(s) of service, inmate/parolee name, CDCR number, reason for interpretation (parole review, etc.), name of staff scheduling interpretation, total labor hours expended, and signature of BPH Contract Liaison or designee certifying indicated services were performed.

VII. CDCR/BPH CONTACT INFORMATION

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

Scope of Service/Performance Issues:

Board of Parole Hearings Contracts/Procurement Unit Chau Truong, Contract Manager P. O. Box 4036 Sacramento, CA 95812-4036 Phone Number: (916) 322-6815 Fax Number: (916) 445-5242

Billing/payment Issues:

Board of Parole Hearings Accounting Liaison Office Phone Number: (916) 322-1567 Fax Number: (916) 445-5242

General Contract Issues:

Office of Business Service Contracts Management Branch Michele M. Hoffman, Associate Contract Analyst P. O. Box 942883 Sacramento, CA 94283 Phone Number: 916-255-5672 Fax Number: 916-255-6187

1. Chinese, Mandarin 26. Polish

2. English 27. Ukrainian

3. Spanish 28. Persian

4. Arabic 29. Chinese, Xiang

5. Bengali 30. Malayalam

6. Hindi 31. Chinese, Hakka

7. Russian 32. Kannada

8. Portuguese 33. Oriya

9. Japanese 34. Panjabi, Western

10. German 35. Sunda

11. Chinese, Wu 35. Panjabi, Eastern

12. Javanese 36. Romanian

13. Korean 37. Bhojpuri

14. French 38. Azerbaijani, South

15. Turkish 40. Maithili

16. Vietnamese 41. Hausa

17. Telugu 42. Greek

18. Chinese, Yue(Cantonese) 43. Burmese

19. Marathi 44. Serbo-Croatian4

20. Tamil 45. Chinese, Gan

21. Italian 46. Awadhi

22. Urdu 47. Thai

23. Chinese, Min Nan 48. Dutch

24. Chinese, Jinyu 49. Yoruba

25. Gujarati 50. Sindhi

California Department of Corrections and Rehabilitation List of 50 Most Used Languages

Bid Number 6000001976 Exhibit A-1

California Department of Corrections and Rehabilitation

Site Location

Bid Number 6000001976

Exhibit A-2

Institutions Address City/State

California Correctional Center (CCC) 711-045 Center Road Susanville, CA 96127

California Medical Facility (CMF) 1600 California Drive Vacaville, CA 95696

California State Prison, Sacramento (SAC) 100 Prison Road Represa, CA 95671-0002

California State Prison, Solano (SOL) 2100 Peabody Road Vacaville, CA 95696-4000

California Health Care Facility (CHCF) Stockton 7707 South Austin Road Stockton, CA 95215

Deuel Vocational Institution (DVI) 23500 Kasson Road Tracy, CA 95376

Folsom State Prison (FOL) 300 Prison Road Represa, CA 95671

High Desert State Prison (HDSP) 475-750 Rice Canyon Road Susanville, CA 96127

Mule Creek State Prison (MCSP) 4001 Highway 104, P. O. Box 409099 Ione, CA 95640

Pelican Bay State Prison (PBSP) 5905 Lake Earl Drive Crescent City, CA 95531

Sacramento Central Office (SACCO) 10961 Sun Center Drive Rancho Cordova, CA 95670

San Quentin State Prison (SQ) San Quentin State Prison (SQ) San Quentin, CA 94964

Sierra Conservation Center (SCC) 5100 O'Byrnes Ferry Road Jamestown, CA 95327

Avenal State Prison (ASP) #1 Kings Way Avenal, CA 93204

CA Substance Abuse Treatment Facility (SATF) 900 Quebec Avenue Corcoran, CA 93212-7100

California Correctional Institution (CCI) 24900 Highway 202 Tehachapi, CA 93561

California State Prison, Corcoran (COR) 4001 King Avenue Corcoran, CA 93212-8309

Central California Women's Facility (CCWF) 23370 Road 22 Chowchilla, CA 93610-1501

Correctional Training Facility (CTF) Highway 101 North Soledad, CA 93960-0686

Kern Valley State Prison (KVSP) 3000 West Cecil Avenue Delano, CA 93216

North Kern State Prison (NKSP) 2737 West Cecil Avenue Delano, CA 93215-0567

Pleasant Valley State Prison (PVSP) 24863 W Jayne Ave Coalinga, CA 93210

Salinas Valley State Prison (SVSP) 31625 Highway 101 Soledad, CA 93960-1020

Valley State Prison for Women (VSPW) 216233 Avenue 24 Chowchilla, CA 93610-0099

Wasco State Prison (WSP) 701 Scofield Avenue Wasco, CA 93280-8800

Atascadero State Hospital 10333 El Camino Real Atascadero, CA 93422

CA State Prison, Los Angeles County (LAC) 44750 60th Street West Lancaster, CA 93536-7620

Califonria City Correctional Facility (CAC) 22844 Virgina Blvd California City, CA 93505

California Institution for Men (CIM) 14901 Central Avenue Chino, CA 91710

California Institution for Women (CIW) 16756 Chino-Corona Road Corona, CA 92880

California Men's Colony (CMC) Highway 1 San Luis Obispo, CA 93409

California Rehabilitation Center (CRC) 5th Street and Western Norco, CA 92860

Calipatria State Prison (CAL) 7018 Blair Road Calipatria, CA 92233-5001

Centinela State Prison (CEN) 2302 Brown Road Imperial, CA 92251-0731

Chuckawalla Valley State Prison (CVSP) 19025 Wiley's Well Road Blythe, CA 92225

Ironwood State Prison (ISP) 19005 Wiley's Well Road Blythe, CA 92225

Patton State Hospital 3102 E. Highland Avenue Patton, CA 92369

R.J. Donovan Correctional Facility (RJD) 480 Alta Road San Diego, CA 92179

Northern Regional

Central Regional

Southern Regional

A

B

C

California Department of Corrections and Rehabilitation Exhibit A-3 Professional Conduct for Interpreters

Professional Conduct for Interpreters:

(a) Representation of qualifications

An interpreter must accurately and completely represent his or her certifications, training, and relevant experience.

(b) Complete and…