IFB_RW2421004_Mesh_Back_Task_Chairs_5.15.24.pdf

State of California Department of Corrections and Rehabilitation

May 16, 2024

INVITATION FOR BID (IFB)

IFB # RW2421004

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled RW2421004 for MESH BACK EGONOMIC TASK CHAIR KITS.

In submitting your bid, you must comply with the instructions found herein.

Mail or deliver your bid package for the IFB to the address below. Faxed or electronically forwarded bids will not be accepted. Bids not submitted under sealed cover will be rejected. The sealed cover must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

IFB Number: RW2421004 IFB Name: MESH BACK ERGONOMIC TASK CHAIR KITS Attention: LISA HORRELL Bid Submittal: Do Not Open

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

Due Date/Time: Thursday, June 6, 2020 3:00 pm CALPIA Contact Return Bid To:

Lisa Horrell Phone: (916) 358-2685

Email: Lisa.Horrell@calpia.ca.gov

California Prison Industry Authority Attention: Lisa Horrell

560 East Natoma Street Folsom, CA 95630

This IFB covers the estimated three (3) year requirement of MESH BACK ERGONOMIC TASK CHAIR KITS for the California Prison Industry Authority (CALPIA) furniture factories. These factories are currently located at Correctional Training Facility in Soledad, California; and Avenal State Prison in Avenal, California.

Term: Any contract resulting from this solicitation will expire after three (3) years regardless of the amount purchased, unless extended or terminated. The contract resulting from this solicitation may be extended for a term of one (1) year by mutual agreement of CALPIA and the contractor.

mailto:Lisa.Horrell@calpia.ca.gov

Invitation for Bid #RW 2421004 Page 2 of 13 Mesh Back Ergonomic Task Chair Kits

Method of Award:

CALPIA may award multiple contracts from this Invitation for Bid. Contract award will be determined on the basis of best fit for CALPIA markets and manufacturing settings, which can include the life cycle cost of a product, expressed warranties and customer service commitments.

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

1. Cost: Fair, reasonable, and competitive price, expressed warranties, life cycle of product, and customer service commitments for goods and or services.

2. Performance: Past performance, quality and/or reliability for the product or service;

certification by the International Standard Organization (ISO). Should a bidder be excluded based upon performance history, there must be documentation which supports that conclusion.

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

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

Any such factors must be reduced to written form and maintained in the contract file for the duration of the resulting contract.

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids. Employment of ex-offenders by the bidder is encouraged by CALPIA as part of our ongoing mission to change lives through opportunities.

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

Invitation for Bid #RW2421004 Page 3 of 13

Product Profile:

The object of the mesh back ergonomic task chair series is to provide a durable and versatile seating line that is designed with economy in mind. Styling of the mesh back ergonomic task chair series will be well-designed, functional, supportive, and comfortable with a focus on quality materials. The intended usage for this chair line is to include, but not be limited to, desk/workstation seating for CDCR, State agencies and other government entities. Reference the CALPIA online catalog for additional information and specifics regarding the existing seating line: www.calpia.ca.gov.

CALPIA’s mesh back ergonomic task chair product line is ANSI/BIFMA Level 2 e3-2019 certified It is also compliant with the standards set by Leadership in Energy and Environmental Design

(LEED).

Mandatory Specifications and Requirements:

Sections A-D list specifications required of any product offered by bidders. Section E lists requirements specific to each line item. Section F lists required optional features that bidders are asked to quote. Current CALPIA chairs from the CALPIA catalog are listed as reference styles but are not intended to restrict to any particular brand.

Bidders are not required to bid on every line item listed on the Cost Sheet to be considered responsive. Bidders may offer more than one model for a line item as long as each model fits the specified criteria.

A. Flammability

1. Certificate of Compliance for TB 117-2013 (California Technical Bulletin) smolder resistance test from recognized third party testing organization

2. Letter of Compliance on company letterhead certifying that no flame-retardant chemicals have been added to the products offered (Must comply with AB 2998 flame retardant chemicals less than 1,000 ppm)

B. Furniture Sustainability Standard

1. ANSI/BIFMA x5.1 General Purpose Office Chairs testing certification

C. Environmental Certification

1. BIFMA level® 2, 2019 (CALPIA will consider certification in progress as long as

Bidder submits evidence that the process will be completed within 6 months of the bid due date)

D. General Product Profile Requirements

1. Ability to swivel 360˚

2. Standard seat with contoured waterfall shaped injection molded foam

3. Adjustable lumbar support

4. Mesh back http://www.calpia.ca.gov/

Invitation for Bid #RW2421004 Page 4 of 13

5. Arm rests with adjustable height and width

6. Black five-legged heavy duty, injection molded, contoured poly-resin polymer with steel reinforcement base

7. Heavy duty, dual wheel hard casters for carpeted surfaces

8. Advanced ergonomic control mechanism or technology with the following features:

a. Pneumatic gas cylinder seat height adjustment with a minimum 3” range

b. Synchro tilt with tilt limiter lock and clearly labeled controls

c. Sliding seat depth with a minimum 2” adjustment

d. Adjustable tilt tension

E. Individual Line Item Requirements

1. Line Item 1: Unassembled basic mid-back ergonomic task chair kit (reference

CALPIA’s Brentwood chair Style #680700 and #680701 with headrest)

a. Standard ergonomic control features: multifunction control mechanism or technology with the following features:

i. Pneumatic gas cylinder seat height adjustment with minimum 3” range

ii. Seat pan and back tilt: fixed seat pan; synchronous or independent control with labeled paddles(s)

iii. Adjustable tilt tension

b. Arms: height and width adjustable

c. Adjustable headrest option required

d. Minimum weight capacity of 300 pounds

2. Line Item 2: Unassembled basic high-back ergonomic task chair kit (reference CALPIA’s Patriot chair Style #682200 and #682201 with headrest)

a. Standard ergonomic control features: multifunction control mechanism or technology with the following features:

i. Pneumatic gas cylinder seat height adjustment with minimum 3” range

ii. Seat pan and back tilt: fixed seat pan; synchronous or independent control with labeled paddles(s)

iii. Adjustable tilt tension

b. Arm Pads: 4-way directional adjustment and pivot adjustment

Invitation for Bid #RW2421004 Page 5 of 13

c. High resilient memory foam combined with molded foam

d. Adjustable headrest option required

e. Minimum weight capacity of 300 pounds

3. Line Item 3: Unassembled contemporary mid-back ergonomic task chair kit (reference CALPIA’s Atlas chair Style #681201)

a. Deluxe ergonomic control features: multifunction control mechanism or technology with a minimum of the following features:

i. Seat pan and back tilt: minimum 2” seat depth adjustment; synchronous or independent control with labeled paddle(s)

ii. Forward tilt limiter

b. Optional pneumatic sit-to-stand telescoping gas lift cylinder/ foot ring kit with height adjustment range of 7.5”

c. Arms: height and width adjustable

d. Upholstered seat (CALPIA will order kit without seat mesh and use CALPIA upholstery instead)

e. Minimum weight capacity of 400 pounds

4. Line Item 4: Unassembled deluxe high-back ergonomic task chair kit (reference CALPIA’s Boston chair Style #680000)

a. Deluxe ergonomic control features: multifunction control mechanism or technology with a minimum of the following features:

i. Pneumatic gas cylinder seat height adjustment with minimum 3” range

ii. Seat pan and back tilt: minimum 2” seat depth adjustment; synchronous or independent control with labeled paddles(s)

iii. Adjustable tilt tension

b. Arms: height adjustable and dual width adjustability ( arm brackets)

c. Arm Pads: pivot and adjust forward and back

d. Adjustable headrest option required

e. Minimum weight capacity of 350 pounds

5. Line Item 5: Unassembled deluxe 24/7 high-back ergonomic task chair kit (reference CALPIA’s Boston chair Style #680001)

a. Deluxe ergonomic control features: multifunction control mechanism or technology with a minimum of the following features:

Invitation for Bid #RW2421004 Page 6 of 13

i. Dual stage pneumatic gas cylinder, 24/7 rated usage, height adjustment with minimum 5” range

ii. Seat pan and back tilt: minimum 2” seat depth adjustment; synchronous or independent control with labeled paddles(s)

iii. Adjustable tilt tension

b. Arms: height and width adjustable; arm pads reinforced with steel plates for 24/7 usage

F. Product Options

1. Soft casters for hard surfaces

2. Replaceable arm pads

3. Adjustable head rests

CALPIA will be purchasing unassembled kits, but there may be a need to order completely assembled chairs. Bidders are asked to quote both versions on Exhibit 1 Cost Sheet for the chairs they are quoting.

Product Information:

The following list of product information is required for each chair offered in the bid (All literature must be in English):

• Product Brochures/Profiles/Literature

• Detailed photographs of finished product with close ups of legs, arms, and backs

• Technical specifications (dimensions, ranges, mounting hardware and bolt grade)

• Engineered assembly drawings and instructions for each kit

• List or engineered drawings of any special tool/jigs/fixtures required for each kit

• Certificates of Compliance (see items A,B, and C provided under Mandatory Product

Specifications and Requirements above)

• Delivery lead-time (number of days if other than 30 days)

• Recycled/post-consumer content and recyclability of parts and products

• Warranty information of product and parts

• Applicable Material Safety Data Sheets (MSDS)

Information provided is for the sole purpose of evaluation by CALPIA and will remain confidential. If deemed necessary by CALPIA, information may be shared with an outside testing laboratory for evaluation only.

Minimum Bidder Qualifications:

CALPIA will only contract with manufacturers or representatives of the manufacturer who agree to work in the unique Correctional Industries setting. Only products offered by the manufacturer will be eligible. If the manufacturer declines to participate, the representatives will not be eligible to offer their product for sale to CALPIA. Bidders who are representatives of a manufacturer will provide a signed letter of agreement from the manufacturer with their bid package, stating that the manufacturer agrees to work with Correctional Industries and will provide CALPIA with any needed technical support.

Invitation for Bid #RW2421004 Page 7 of 13

The successful bidder shall have a minimum of five (5) years of experience in manufacturing ergonomic task chairs or as a representative of said manufacturer. The successful bidder shall also have a minimum of three (3) years of experience working in a Correctional Industries setting as a manufacturer or representative of said manufacturer. Bidders shall provide a company profile, including number of years in business and verifiable company references within the last five years (minimum two, maximum five references). Bidders who are representatives of a manufacturer shall provide a company profile for both the manufacturer as well as their own company. Bidders shall provide documented quality control procedures that include receiving inspection standards.

Cost to Cover:

Any failure to perform its obligations under the contract by the contractor shall, in addition to any other remedies available to CALPIA, entitle CALPIA to recover from the contractor the difference between the contractor’s price and an alternate supplier’s higher price in the event that CALPIA chooses to pay an alternate supplier a higher price for goods or services that the contractor fails to provide in a timely fashion.

Contract Dollar Value:

Any contract resulting from this bid will expire three years from its effective date unless extended or cancelled. In the event the ordering agency’s requirements are curtailed because of reducing requirements, cancellation of State programs, lack of fiscal appropriations, etc., the State shall be excused from purchasing any outstanding balances.

Quantities shown for each line item are estimated and are the anticipated contract purchase need. The State will not be obligated to purchase the contractor’s excess inventory of any line item if actual purchases vary from the anticipated purchase pattern. The State reserves the right to order more or less of any line item provided the total monetary amount of the contract is not exceeded.

Please Note:

Only bids quoted on the State’s own Cost Sheet will be considered. Bids submitted referencing supplier attachments, which include legal terms and conditions that conflict with the State’s general bid provisions shall be considered non-responsive and such bids shall be rejected. On the Cost Sheet if there is a discrepancy between the unit price and the extension price, the unit price shall prevail.

Emergency Extension Option:

In the event of an emergency, upon mutual agreement with the contractor(s), CALPIA may extend the contract for up to one (1) additional year beyond the stated term and any noted extensions. Extensions during this period may occur in various increments until the establishment of a new contract. The total of the Emergency Extension Option terms shall not exceed one (1) additional year. All original Terms and Conditions shall remain the same during the extensions. Emergency Extension Option may be exercised in the event that a replacement contract cannot be established due to the protest of Intent to Award, loss of key CALPIA procurement staff, or other circumstances that would otherwise cause an unanticipated disruption to CALPIA’s Furniture Enterprise.

Emergency Purchase:

In the event of an emergency as determined by CALPIA, at CALPIA’s sole discretion, CALPIA may purchase any required line item from other than the Contractor.

Invitation for Bid #RW2421004 Page 8 of 13

Quality Assurance:

CALPIA would prefer that bidders are ISO certified. If not ISO certified, the bidder shall demonstrate that the manufacturer has a quality assurance program established that assures product continuity and consistency.

Quality Control (QC) Procedures:

Upon award of the contract, CALPIA shall be provided with Contractor’s QC procedures including process information, receiving inspection standards, schematic drawings and component part drawings, and the process for corrective action addressing quality issues with any associated revision dates. All documentation supplied will reference both Contractor and CALPIA numbering. All component part drawings are to have complete dimensions, including “point to point” dimensions that allows CALPIA to inspect component parts upon delivery for compliance. All non-compliant products will be returned to Contractor at Contractor’s expense and shall be replaced within 10 working days of notification to the Contractor by CALPIA.

Engineering Change Notifications (ECNs):

Vendor will notify CALPIA in writing or via e-mail of any planned or intended ECNs for any component or material prior to shipments of any effected parts and at least 30 business days prior to proposed change. ECN must include the following: reason for change, drawings, assembly instructions/specifications or requirements with associated revision dates, any additional equipment requirements and ANSI-BIFMA test results if applicable.

CALPIA must be notified of any ECN defective parts recall, or ECN affecting any current product in inventory or previously provided from contract implementation, which may be deemed a safety issue (i.e., product safety recall). If ECN affects current inventory (i.e., creates obsolete parts), vendor will pick-up and credit CALPIA for any obsolete inventory and will provide time and labor to change out affected parts.

CALPIA has the right to reject ECNs and retains the right to terminate use of product affected in contract.

Certified Test Reports (CTR):

Delivered products may be subject to additional testing to determine if delivered product meets specifications. If the delivered product does not meet the specifications, CALPIA may terminate for default in accordance with General Provisions, Clause 74.

Corrective Action Plan:

Should there be any issue with quality and/or damage to the final product, CALPIA can request a written Corrective Action Plan (CAP). A CAP will be provided to CALPIA from the Contractor no later than three (3) business days from time that the incident is reported to the Contractor contact. The CAP will contain the nature of the reported issue, what immediate actions are taking place to correct the problem, and how the problem is going to be prevented from occurring again. The CAP can also contain any other relevant information that the Contractor feels is necessary to explain the situation. CALPIA may issue a vendor performance report based on the circumstances.

Returns Policy:

All chair components shall be guaranteed to be free of manufacturer defects in quality and workmanship. Contractor shall accept all returns resulting from manufacturing defect or Contractor data entry/picking error. Data entry and picking errors shall be returned with a copy

Invitation for Bid #RW2421004 Page 9 of 13 of the packing slip or invoice within 30 days. Contractor will also pay ground freight costs for returned defective product or vendor error return. CALPIA shall notify the Contractor prior to making this type of return.

Substitutions:

Any substitution in material shall exceed the quality standard in this scope and all substitution differences must be submitted in writing. Substitution may be considered, based on CALPIA’s need and requirements.

Warranty Parts Replacement Timeline/Procedures:

The CALPIA warrants that products under this contract are free from defects in materials and workmanship found through normal usage for the specified warranty period of five (5) years.

The CALPIA shall be provided with warranty replacement parts for the duration of the contract, including the vendors’ warranty period after the expiration of the contract with CALPIA.

The vendor shall provide CALPIA replacement warranty parts 10 working days from point of factory contact to delivery of replacement parts. Vendor shall notify CALPIA of warranty part status return within 3 working days from point of the factory contact. Vendor shall assume freight charges for warranty parts.

On-Site Training:

The CALPIA shall be provided on-site training for the duration of the contract including a minimum of two (2) days start-up training at each factory location and one (1) day annual training per site if requested. Vendor shall supply instruction manuals and two control samples (one fully assembled and one unassembled) per location. Bidder shall supply suggested training plan including manuals, instructions, etc. within 30 calendar days of awarded contract. Branding on any drawings, manuals, instructions, etc. shall be labeled with CALPIA’s logo, product number and description.

In addition, Contractor shall supply one (1) day annual training to CALPIA Sales team on benefits and features of the mesh back task chair. Training shall be conducted at a CALPIA location in the Sacramento area.

Recycled Content:

State agencies require that all suppliers certify the recycled content of all products offered or sold to the State. Copies of the recycled content certification form(s) (CIWMB 74) and/or other certification documentation must be obtained and kept on file. The supplier must certify the minimum percentage of post-consumer material and secondary material in the product. Note:

Products that are refurbished, remanufactured, or reused are always considered recycled products, regardless of whether or not they meet the minimum content requirements.

Provide CALPIA with recycled content information in accordance with California State Agency Buy Recycled Campaign (SABRC) per Integrated Waste Management Board website found at www.ciwmb.ca.gov/BuyRecycled/StateAgency/Certify.htm also included with this bid package for all products within contract. Vendor must include recycled content for any of the eleven reportable product categories listed. Any changes during the term of the contract must be in writing with content provided.

http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Manual/default.htm#CIWMB74 http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Certify.htm

Invitation for Bid #RW2421004 Page 10 of 13

Packaging:

All packaging materials used in shipment must be of recyclable material. Exterior packaging is to show the contents and the purchase order number. All packaging shall conform to the applicable freight classifications, International Chamber of Commerce (ICC) and/or postal regulations and is to be of a quality to assure final delivery without damage to the contents.

A packing slip shall accompany each shipment and show the contract number, contents, quantity shipped and should utilize CALPIA’s numbers (PO #’s, stocking #’s, etc.) for ease of identification. Contractor is required to submit a Certificate of Compliance (COC) for TB117-2013 with each shipment.

Minimum Order:

The minimum order is 50 chairs in any combination of line items (assembled or unassembled) from one contract vendor. Orders for less than this quantity shall be considered non-contract and may be purchased from other sources.

CALPIA shall be able to purchase individual component parts per parts breakdown sheets furnished by contractor upon award of contract at CALPIA’s discretion.

Freight on Board (F.O.B.) Point:

For the purpose of this bid, only bids quoting F.O.B. Destination will be accepted. Bids quoting other than F.O.B. Destination will be rejected.

Delivery:

The items are to be delivered when and as requested within 30 calendar days after notification by the ordering agency, Monday through Friday, 8:00 a.m. to 2:30 p.m. Weekend or holiday deliveries cannot be accepted without prior approval in writing by ordering agency.

It shall be the contractor’s responsibility to notify CALPIA of any late deliveries (per purchase order/replacement due date) of complete kits, component parts, or replacement warranty parts immediately upon their knowledge.

It shall be the contractor’s responsibility to obtain proper clearance for delivery drivers prior to any and all deliveries. Contact the institution listed for the driver clearance procedure.

Delivery Address: Delivery sites may be added as deemed necessary by CALPIA.

Avenal State Prison Correctional Training Facility #1 Kings Way Highway 101N Avenal, CA 93204 Soledad, CA 93960 Attn: CALPIA Furniture Attn: CALPIA Furniture

(559) 386-0587 Ext. 6057 (831) 678-3951 Ext. 4700

Supplier Code of Conduct:

The Supplier Code of Conduct sets forth the business conduct standards to which CALPIA expects its suppliers to adhere. This Code covers suppliers, vendors, contractors, consultants, agencies, and other providers of goods and services who do, or seek to do, business with CALPIA worldwide.

Invitation for Bid #RW2421004 Page 11 of 13

CALPIA keeps signed copies of the Supplier Code of Conduct in the contract file. Vendors will be required to submit a completed form upon award if one is not already on file. The form must be signed by the company’s Chief Executive Officer (CEO), Chief Financial Officer (CFO), or his/her designee. Any bid submitted by a company who considers themselves a distributor of goods, will be expected to obtain and submit a signed copy of the Supplier Code of Conduct from the manufacturer(s) of the goods sold along with your own signed copy.

Payment:

Payment terms for this contract are net forty-five (45) days. Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927 etc. seq. Unless expressly exempted by statute, the Act requires State agencies to pay properly submitted, undisputed invoices not more than forty-five (45) days after (a) the date of acceptance of goods or performance of services or (b) receipt of an undisputed invoice, whichever is later. Under no circumstances will CALPIA be subject to late payment fees or interest charges.

Executive Order N-6-22 – Russia Sanctions:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering into any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement.

The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

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

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

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

The State has developed a GenAI Disclosure & Factsheet (STD 1000) to be completed by the Bidder/Offeror. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.”

Invitation for Bid #RW2421004 Page 12 of 13

Samples: DO NOT SEND SAMPLES UNLESS REQUESTED Samples may be required prior to final award of bid. CALPIA will send a request to qualified bidders for one (1) completely assembled chair. The chair will be upholstered in black mesh fabric for evaluation purposes.

If the samples do not meet specifications, the bid will be rejected. The bidder will not be allowed to re-submit corrected samples. Any samples may be returned upon request at vendors’ expense. Return authorization packing slip(s) will be required along with prepaid will call or return merchandise authorization packing slip(s).

Invitation for Bid #RW2421004 Page 13 of 13

California Prison Industry Authority Invitation For Bid RW2421004

REQUIRED ATTACHMENT CHECK LIST

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

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

BIDDER NAME:

Attachments Attachment Name/Description

_____ Exhibit 1 Contract Price Sheet

_____ Exhibit 2 Bidder/Supplier Responsibility Information

_____ Exhibit 3 Bid/Bidder Certification Sheet

_____ Exhibit 4 Darfur Certificate

_____ Exhibit 5 Economic Sanctions Certification _____ Exhibit 6 Supplier Code of Conduct

_____ STD 204 Payee Data Record _____ STD 205 Payee Data Record Supplement

NOTE: For use if additional remittance addresses or additional authorized representatives need to be identified

_____ CIWMB 74 Postconsumer-Content Certification

_____ STD 1000 GenAI Disclosure & Factsheet Form

Additional Documentation Required

____ Product Brochure/Profile/Literature

____ Letter of Agreement from Manufacturer (only if this applies)

____ Product Testing Certifications from recognized testing organization

____ BIFMA level® 2, 2019 certification or documentation of certification in process

____ ISO Certifications or other Quality Assurance documentation

____ Detailed Photographs of finished products with close-ups of legs, arms and backs

____ Technical specifications (dimensions, ranges, weights, mounting hardware)

____ Engineered assembly drawings and instructions for each kit

____ List or engineered drawings of any special tool/jigs/fixtures required for each kit

____ Warranty information of product and parts

____ Applicable Material Safety Data Sheets

IFB #RW2421004 Exhibit 1 Mesh Back Ergonomic Task Chair Kits Page 1 of 3

CONTRACT PRICE SHEET

The estimated quantities for Lines 1-5 are the anticipated need over the three-year term of the agreement. The quantities indicated will be used solely for computing the cost as a fair and equitable formula; they are not binding upon the contracting agency. However, the actual costs quoted by the bidder shall be binding for the term of the Agreement.

CALPIA may need to order completely assembled chairs, so bidders are requested to provide a price for completely assembled chairs (with upholstery fabric provided by CALPIA when needed).

The reference models listed for each line item are intended as examples of the style chairs CALPIA is looking for.

They are not a restriction to brand. If Bidder has more than one product that qualifies for a line item, Bidder may submit alternate bid sheet(s) by printing out additional copies of the Contract Price Sheet and indicate “Alternate Bid” at the top.

The extension total price is determined by multiplying the unit price of the unassembled seat by the estimated quantity for that line item. In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

Bidders are required to answer the question “How was the environment considered in the furniture design”. Space is provided on page 3 of the Contract Price Sheet, or bidders may attach a separate document as their response.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a

“loss leader” as defined in Section 17030 of the Business and Professions Code.

ITEM

NO.

ESTIMATED

3-YEAR

QUANTITIES

UNIT DESCRIPTION UNIT PRICE EXTENSION

1 18,000 EA

Unassembled Standard Mid-Back Chair Kit Mesh Back and Foam Seat with Mesh Fabric Adjustable Seat Pan Depth

Reference: CALPIA Brentwood #680700 Bidder Model Name or Number:

$_______/EA $____________

2 12,000 EA

Unassembled Standard High-Back Chair Kit Mesh Back and Foam Seat with Mesh Fabric Adjustable Seat Pan Depth

Reference: CALPIA Patriot #682200 Bidder Model Name or Number:

$_______/EA $____________

3a 3,000 EA

Unassembled Contemporary Mid-Back Chair Kit Mesh Back and Foam Seat (no upholstery) With Standard Gas Cylinder lift (3” range)

Reference: CALPIA Atlas #681201 Bidder Model Name or Number:

$_______/EA $____________

3b 3,000 EA

Unassembled Contemporary Mid-Back Chair Kit Mesh Back and Foam Seat (no upholstery) With Telescoping Gas Cylinder lift kit (7.5” range)

Reference: CALPIA Atlas #681201 Bidder Model Name or Number:

$_______/EA $____________

Mesh Back Ergonomic Task Chair Kits Page 2 of 3

ITEM

NO.

ESTIMATED

3-YEAR

QUANTITIES

UNIT DESCRIPTION UNIT PRICE EXTENSION

4 2,500 EA

Unassembled Deluxe High Back Chair Kit Mesh Back and Foam Seat with Mesh Fabric Adjustable Seat Pan Depth

Reference: CALPIA Boston #680000 Bidder Model Name or Number:

$_______/EA $____________

5 2,500 EA

Unassembled Deluxe 24/7 High Back Chair Kit Mesh Back and Foam Seat with Mesh Fabric Adjustable Seat Pan Depth

Reference: CALPIA Boston 24/7 #680001 Bidder Model Name or Number:

$_______/EA $____________

TOTAL (Lines 1-5 Extended Prices) $___________

ASSEMBLED MESH BACK CHAIRS (*Lines 8a and 8b upholstery provided by CALPIA)

6 ASSEMBLED VERSION OF LINE 1

MID BACK BASIC MESH BACK CHAIR $_______________ EA

7 ASSEMBLED VERSION OF LINE 2

HIGH BACK BASIC MESH BACK CHAIR $_______________ EA

8a ASSEMBLED VERSION OF LINE 3a

CONTEMPORARY MID BACK MESH BACK CHAIR $_______________ EA

8b ASSEMBLED VERSION OF LINE 3b

CONTEMPORARY MID BACK MESH BACK CHAIR $_______________ EA

9 ASSEMBLED VERSION OF LINE 4

DELUXE HIGH BACK MESH BACK CHAIR $_______________ EA

10 ASSEMBLED VERSION OF LINE 5

DELUXE HIGH BACK 24/7 MESH BACK CHAIR $_______________ EA

OPTIONS: The purchase of any of optional items will be considered a contract purchase and will be subject to the same contract terms. If different options apply for various chair models, state the chair model, and list the pricing separately below. Add additional lines if needed.

Soft Casters for Hard Floors for Chair Model _________________ $_______________ SET OF 5 Soft Casters for Hard Floors for Chair Model _________________ $_______________ SET OF 5 Soft Casters for Hard Floors for Chair Model _________________ $_______________ SET OF 5 Soft Casters for Hard Floors for Chair Model _________________ $_______________ SET OF 5 Soft Casters for Hard Floors for Chair Model _________________ $_______________ SET OF 5

Arm Pads for Chair Model _______________________________ $_______________ EACH Arm Pads for Chair Model _______________________________ $_______________ EACH Arm Pads for Chair Model _______________________________ $_______________ EACH Arm Pads for Chair Model _______________________________ $_______________ EACH Arm Pads for Chair Model _______________________________ $_______________ EACH

Mesh Back Ergonomic Task Chair Kits Page 3 of 3

Adjustable Headrest for Chair Model _______________________ $_______________ EACH Adjustable Headrest for Chair Model _______________________ $_______________ EACH Adjustable Headrest for Chair Model _______________________ $_______________ EACH Adjustable Headrest for Chair Model _______________________ $_______________ EACH Adjustable Headrest for Chair Model _______________________ $_______________ EACH

Bidder to complete: Name and Address to which orders are to be sent:

Name:

Street Address:

City/State/Zip:

Phone: Fax:

Email:

Supplier Contact:

Contractor shall have, preferably in California, a contact person available during the hours of 8:00 A.M. to 5:00 P.M. on weekdays to answer questions regarding product, orders, or other areas in relation to the contract and the State’s needs.

All questions shall be answered within twenty-four (24) hours (except on weekends or holidays).

Contact person:

Phone Number: Fax number:

Email Address:

Exhibit 2

Bidder/Supplier – Materials, Responsibility Information

The intent of these questions is to establish that the bidder has secured the necessary production, distribution, and financial resources to perform the contract being proposed.

Except in cases when CALPIA concludes that a specified brand name is the only one that will meet the needs of CALPIA, all commodities shall be entered into with the best value bidder meeting all specifications. Responsibility in this context relates to the bidder’s qualifications and capability to successfully fulfill the requirements of the Invitation for Bid (IFB). A bidder is deemed not responsible when they have demonstrated a lack of reliability in complying with and completing previously awarded State/Private contracts. Prior to awarding the contract related to this IFB, CALPIA’s Authorized Representative will determine whether the proposed awardee is responsible. In order to obtain information necessary to establish a bidder’s responsibility, each bidder shall complete the information requested below.

Failure to complete these questions may cause your offer to be rejected as nonresponsive. Incomplete, vague, or misleading responses could cause your offer to be rejected as non-responsible. Use additional sheets as necessary to provide all the requested information.

Bidders who are manufacturers should be able to directly respond to the questions. Non-manufacturers may need to consult with their supply chain to properly complete each question. The burden of proof lies with the bidder to prove, to CALPIA’s satisfaction, that the bidder has adequate knowledge and control of the supply chain being utilized.

1. (A) If you are not the manufacturer, please list your role in the supply chain and list all points of business interaction(s) between the manufacturer and your firm. (Manufacturer/Producer, wholesaler/broker, warehousing/distribution)

Please be prepared to provide a written agreement between your firm and your supplier upon request. If your supplier is not the manufacturer, please also be prepared to provide a written agreement between the manufacturer and your supplier. If there is no written agreement between these two parties, to provide upon request supporting documents showing that they have worked together in the past.

1. (B) Name and address of the manufacturer and any other key parties utilized:

Exhibit 2

2.) How long has your firm been part of this supply chain? If less than 2 years, then please provide names of all the suppliers relative to this solicitation with whom you have worked in the past 2 years:

3.) How much business have you successfully completed as part of the supply chain described above? (Total dollar values, length of contract, product types, and geographic areas supplied.

4.) Names(s) of packaging and shipping firms(s) to be utilized for this contract.

5.) Have you ever had a contract terminated prior to its designated end date/term? If yes, please explain circumstances for each such contract termination.

6.) Using the format below, list contracts that you were awarded within the last five years with a value of at least 50% of the value of the contract to be awarded herein, which demonstrate your ability to meet the requirements of the proposed contract.

Contract Number: ____________________________________________________________________________________________ Description of product/services: _________________________________________________________________________________ Contract Value ($):____________________________________________________________________________________________ Contract Award Date: _________________________________________________________________________________________ Required Delivery or Completion Date: ___________________________________________________________________________ Actual Delivery or Completion Date: _____________________________________________________________________________ Customer Contact Information (Name, phone number and email): ______________________________________________________

Business Services Section will review your past performance. A history of late or non-compliant deliveries on past or present contracts may cause your bid to be rejected.

Exhibit 3

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with other bid/quote documents as an entire package with original signatures

A. _____% Cash discount for payment within __________ days of receipt. (See Bidders Instructions Item 26 for complete instructions on offering Cash Discounts.)

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated is authorized to bind the bidding firm contractually and certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

1. Company Name 2.a Telephone Number 2.b. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN/SSN) 8. California

Corporation No.

9. Indicate applicable license and/or certification information:

Contractor’s State Licensing Board Number:

10. PUC License Number CAL- T:

11. Other Licenses:

12. Bidder’s Name (Print) 13. Title

14. Signature 15. Date

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

a. California Small Business Micro Business

Yes No Yes No If yes, enter certification number below: Expiration Date:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

Qualifying Experience:

Exhibit 3

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below

Item Numbers

Instructions

1, 2a, 2b, 3

Must be completed. 1. Enter your name if sole proprietor or independent contractor. All other items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

If you are a corporation: Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete if your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

12, 13, 14, 15 Must be completed. These items are self-explanatory.

This information is requested by CALPIA Accounting. If certified as a Small Business Enterprise/Micro Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veteran Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box.

11/16, Rev. E BSS-F017 Page 1 of 1

DARFUR CONTRACTING ACT CERTIFICATION

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

OPTION #1 – DOMESTIC ONLY

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

OPTION #2 - CERTIFICATION

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

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

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #3 – WRITTEN PERMISSION FROM DGS

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

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

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

EXHIBIT 4

5/5/2022, Rev. B BSS-F069 Page 1 of 1

ECONOMIC SANCTIONS CERTIFICATION

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions against Russia and Russian entities and individuals. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf.

As a potential vendor, contractor, or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury websites (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions and https://home.treasury.gov/news/press-releases/jy0608). Failure to comply may result in the termination of purchase orders, contracts, or grants, as applicable.

In order to be eligible to submit a bid, proposal, or conduct business with CALPIA, please complete the following certification and return with your bid documents or as otherwise requested.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that the prospective proposer/bidder named below is in compliance with the economic sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as sanctions imposed under state law, if any, and I am duly authorized to legally bind the prospective proposer/bidder named below.

This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

EXHIBIT 5

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/news/press-releases/jy0608

EXHIBIT 6

CALPIA Supplier Code of Conduct Revised 10-29-2015

Supplier Code of Conduct

The California Prison Industry Authority (CALPIA) is committed to working in partnership with our suppliers to follow a code of conduct in the areas of employee labor conditions, health & safety, environmental management, business ethics, and corporate social responsibility (CSR). We have updated our policies to simplify communications about CALPIA’s values and how they extend to our supply chain partners.

Our supplier code of conduct explicitly communicates our corporate social responsibility expectations to our suppliers and their chain of suppliers. While the vast majority of our suppliers are already working to these or similar standards, and may well have supplier standards that reach back into their own supply chains, we continue to work closely with our suppliers…