IFB-RW2521008_Conference_Chair_Kits.pdf

State of California Department of Corrections and Rehabilitation

August 12, 2025

INVITATION FOR BID (IFB)

IFB # RW2521008

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled RW2521008 for CONFERENCE CHAIR KITS. In submitting your bid, you must comply with the instructions found herein. CALPIA does not accept alternate contract language from a prospective vendor. A bid with such language will be considered a counter proposal and will be rejected. CALPIA’s General Provisions (GP’s) are not negotiable.

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: RW2521008 IFB Name: CONFERENCE CHAIR KITS Attention: SADAQATULLAH SAHAK 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/Tim September 2 by 3:00 pm (PST) CALPIA Contact: Return Sealed Bid To:

Sadaqatullah Sahak Phone: (916) 358-1504

Email: Sadaqatullah.Sahak@calpia.ca.gov

California Prison Industry Authority Attention: Sadaqatullah Sahak

560 East Natoma Street Folsom, CA 95630

This IFB covers the estimated annual requirement of Conference Chair Kits for the California Prison Industry Authority (CALPIA) Furniture Enterprise at Avenal and Soledad, 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 by mutual agreement of CALPIA and the contractor.

mailto:Sadaqatullah.Sahak@calpia.ca.gov

California Prison Industry Authority (CALPIA) IFB RW2521008 Conference Chair Kits

Method of Award:

CALPIA may award multiple contract 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, including but not limited to the quality and/or reliability of the product or service as well as efficient billing practices; certification by the International Organization for Standardization (ISO).

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

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

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

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.

California Prison Industry Authority (CALPIA) IFB RW2521008

Minimum Bidder Qualifications:

CALPIA will only contract with manufactures or representative of the manufacture 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.

The successful bidder shall have a minimum of five (5) years of experience in manufacturing conference chairs or as a representative of said manufacturer. Due to significant challenges of working inside a correctional facility compared to a normal setting, the successful bidder shall also document that they have a minimum of three (3) years of experience working in a correctional industry 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.

Product Profile:

CALPIA supplies seating for a variety of government entities, including correctional institutions, state hospitals, and other state agencies. The objective of the conference task chair line is to offer a classic, durable, functional seating line with transitional, tailored styling. The chairs must be functional and comfortable with a focus on quality materials and components. The intended use for these chairs is primarily in conference rooms and executive offices. Chairs may also be used in multifunctional environment. To see the current chair offered in CALPIA’s product line, go to CALPIA’s website (https://catalog.calpia.ca.gov/) and search for the Milano conference chairs.

Mandatory Specifications and Requirements:

Sections A-C below lists specifications required of any product offered by bidders. Note: All certifications must be from a recognized third party testing organization. Section D lists requirements specific to each line item. Bidders are not required to bid on every line item listed on the Cost Sheet to be considered responsive.

A. Flammability:

1. Certificate of Compliance for TB 117-2013 (California Technical Bulletin) smolder resistance test.

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 https://catalog.calpia.ca.gov/

California Prison Industry Authority (CALPIA) IFB RW2521008

C. Environmental Certification from the following:

1. Greenguard Gold or SCS Indoor Advantage Gold

2. BIFMA level® 2 or 3, 2019 standard

D. Line Item Requirements:

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.

Line Item 1) Unassembled mid-back conference chair kit (sub-assembly)

i. Lumber back support

ii. Foam or mesh back

iii. Injection molded, high resilience, foam seat with waterfall contoured shape

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

v. Adjustable tilt tension

vi. Synchronized tilt mechanism

vii. Fixed arms

viii. Un-upholstered back and seat

ix. Heady duty composite black base with set of 5 hard casters (55mm)

x. 360 degree swivel

xi. 300lb weight rating

xii. Set of soft casters for hard surfaces as an option

xiii. Option; Aluminum armrests

xiv. Option; Fully adjustable arms

Line 2) Unassembled high-back conference chair kit (sub-assembly)

i. Lumber back support

ii. Foam or mesh back

iii. Injection molded, high resilience foam seat with waterfall contoured shape

California Prison Industry Authority (CALPIA) IFB RW2521008

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

v. Adjustable tilt tension

vi. Synchronized tilt mechanism

vii. Fixed arms

viii. Un-upholstered back and seat

ix. Heavy duty composite black base with set of 5 hard casters (55mm)

x. 360 degree swivel

xi. 300lb weight rating

xii. Set of soft casters for hard surfaces as an option

xiii. Option; Aluminum armrests

xiv. Option; Fully adjustable arms

Product Information:

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

• Product Brochures / Profiles / Literature

• Technical specifications (dimensions, hardware, etc.)

• Engineered assembly drawings and instructions for each kit

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

• Product testing Certificate of Compliance (ANSI/BIFMA Standards, TB 117-2013, and any others deemed necessary)

• Environmental Certification from at lest one of the third-party organizations listed

• Letter certifying no added flame retardant chemicals

• Delivery lead-time (number of days)

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

• Warranty information of product and parts

• Design for Environment (DFE) statement or documentation that answers the question

“How was the environment considered in the design” (needed to support CALPIA’s BIFMA Level 2 certification)

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.

Company Information:

CALPIA will only contract with furniture manufacturers in response to this solicitation. The successful bidder shall have a minimum of three (3) years of experience in manufacturing conference chairs. Bidders shall provide a company profile, including number of years in

California Prison Industry Authority (CALPIA) IFB RW2521008 business and verifiable company references within the last five years (minimum two, maximum five).

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. However, 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 pattern. 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.

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 enterprises.

Emergency Purchase:

In the event of an emergency as defined by the Public Contract Code (PCC) Section 1102 and as determined by CALPIA’s Procurement Officer, at CALPIA’s sole discretion, CALPIA may purchase any required line item from other than the Contractor.

Quality Assurance:

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

California Prison Industry Authority (CALPIA) IFB RW2521008

Quality Control (QC) Procedures:

Upon award of the contract, CALPIA shall be provided with Contractor’s QC procedures including process information, all 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.

CALPIA must be notified of any defective parts recall or Engineering Change Notifications (ECNs) affecting any current product in inventory or previous provided from contract implementation which may be deemed a safety issue (i.e. product safety recall).

If defective parts recall effects 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 effected parts.

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

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 the effected parts.

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).

Certified Test Reports (CTR):

Delivered products may be subject to testing to determine if delivered product meets specifications. If the delivered product doesn’t meet the specifications, CALPIA may terminate for default in accordance with General Provisions, Clause 72.

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.

California Prison Industry Authority (CALPIA) IFB RW2521008

Return Policy:

All chairs and 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 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:

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 years.

CALPIA requires warranty replacement parts during the duration of the contract and including the 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 may be obligated to provide time and material support to CALPIA to assist with replacement of defective parts.

Vendor shall assume freight charges for warranty parts.

Recycled Content:

State agencies require that all supplier 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.

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.

http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Certify.htm

California Prison Industry Authority (CALPIA) IFB RW2521008

Minimum Order:

The minimum order is 50 chairs of any combination of line items (assembled or unassembled) form one contract vendor. Order 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 (freight prepaid by the vendor to the ordering facility’s receiving point) 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 the ordering agency. Any single failure to deliver in a timely manner will be a material breach of this contract by the contractor.

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 Locations: 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: PIA Furniture Superintendent Attn: PIA Furniture Superintendent

(559) 386-6063 ext. 6057 (831) 678-3951 ext. 4700

On-Site Training:

CALPIA shall be provided on-site training for the duration of the contract to include a minimum of two (2) days start-up training at each factory location and one (1) day annual training per site if requested. One (1) day of Sales and Customer Service training may also be required. Vendor shall supply instruction manuals and two control samples of finished products per location.

Vendor shall supply suggested training plan, including manuals, instructions, etc., prior to the outset of the training.

Samples: DO NOT SEND SAMPLES UNTIL REQUESTED Samples may be required prior to final award of bid. CALPIA will send a request to qualified bidders for one (1) completely assembled sample. The assembled chair sample will be upholstered in a solid black fabric for evaluation process. Upon award, any assembled chairs ordered from the resulting contract will be covered by the vendor with fabric provided by

CALPIA.

If the samples do not meet specifications, the bid will be rejected. The bidder will not be allowed to re-submit corrected samples. Disqualified samples will be returned at vendors’ expense.

California Prison Industry Authority (CALPIA) IFB RW2521008

Return authorization packing slip(s) will be required with prepaid will call or return merchandise authorization packing slip(s).

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 with 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.

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

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

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

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

California Prison Industry Authority (CALPIA) IFB RW2521008

CALIFORNIA PRISON INDUSTRY AUTHORITY

Invitation for Bid RW2521008

CONFERENCE CHAIR KITS

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’S COMPANY 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 _____ STD 204 Payee Data Record

_____ STD 205 Payee Data Record Supplement NOTE: For use only if additional remittance addresses or additional authorized representatives need to be identified

______ CIWMB 74 Postconsumer-Content Certification Additional Documentation Required

_____ Company Profile | Background Information _____ ISO Certifications or other Quality Assurance documentation _____ Product Brochures | Profiles | Literature _____ Technical specifications (dimensions, weights, hardware) _____ Engineered assembly drawings and instructions for each kit ____ Product testing Certificate of Compliance (ANSI/BIFMA Standards, TB 117- 2013, and any others if deemed necessary) _____ Environmental Certification from at least one of the third-party organizations listed _____ Letter certifying no added fire-retardant chemicals _____ Warranty information of product and parts

Exhibit 1

CONTRACT PRICE SHEET

The estimated quantities indicated below are the anticipated need for unassembled chair kits 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 to determine the best value bidder. These quantities 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 as stated on page 3 under Product Profile, so bidders are requested to provide a price for completely assembled chairs (with upholstery fabric provide by CALPIA).

If more than one product qualifies for a line item, submit alternate bid sheet(s) for each product.

Print 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 item by the estimated quantity for that line item. In case discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

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

QUANTITY UNIT DESCRIPTION UNIT PRICE EXTENSION

ASSEMBLED

CHAIR PRICE

1 2,000 EA

CONFERENCE CHAIR, MID-BACK,

UNASSEMBLED

MODEL NAME/NO._______________

$________EACH $___________ $___________

2 2,000 EA

CONFERENCE CHAIR, HIGH-BACK,

UNASSEMBLED

MODEL NAME/NO._______________

$________EACH $___________ $___________

3 500 ST SOFT CASTERS (SET OF 5) $________SET $___________

4 500 PR ALUMINUM ARMREST OPTION $________PAIR $___________

5 500 PR FULLY ADJUSTABLE ARM OPTION $________PAIR $___________

Please list all other options available $___________

Total Bid Price (Sum of Extended Prices for Lines 1 through 5): $__________________

Delivery Lead Time (number of days ARO): ____________________________________

California Prison Industry Authority (CALPIA) IFB RW2521008

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

Company Name:

Street Address:

City/State/Zip:

Phone: Fax:

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:

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 fulfil 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 non-responsive. 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 be prepared to provide a written agreement between the manufacturer and your supplier. If there is no written agreement between these two parties, 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 the 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 the 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): ______________________________________________________

The 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.

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.

4 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.

5 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.

6 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.

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

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

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

11 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.

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 a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and

b) 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

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

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

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

Section 1 – Payee Information NAME (This is required. Do not leave this line blank. Must match the payee’s federal tax return)

BUSINESS NAME, DBA NAME or DISREGARDED SINGLE MEMBER LLC NAME (If different from above)

MAILING ADDRESS (number, street, apt. or suite no.) (See instructions on Page 2)

CITY, STATE, ZIP CODE E-MAIL ADDRESS

Section 2 – Entity Type Check one (1) box only that matches the entity type of the Payee listed in Section 1 above. (See instructions on page 2)

CORPORATION (see instructions on page 2)SOLE PROPRIETOR / INDIVIDUAL MEDICAL (e.g., dentistry, chiropractic, etc.)SINGLE MEMBER LLC Disregarded Entity owned by an individual

PARTNERSHIP

ESTATE OR TRUST

LEGAL (e.g., attorney services)

EXEMPT (e.g., nonprofit)

ALL OTHERS

Section 3 – Tax Identification Number Enter your Tax Identification Number (TIN) in the appropriate box. The TIN must match the name given in Section 1 of this form. Do not provide more than one (1) TIN.

The TIN is a 9-digit number. Note: Payment will not be processed without a TIN.

For Individuals, enter SSN.

If you are a Resident Alien, and you do not have and are not eligible to get an SSN, enter your ITIN.

Grantor Trusts (such as a Revocable Living Trust while the grantors are alive) may not have a separate FEIN. Those trusts must enter the individual grantor’s SSN.

For Sole Proprietor or Single Member LLC (disregarded entity), in which the sole member is an individual, enter SSN (ITIN if applicable) or FEIN (FTB prefers SSN).

For Single Member LLC (disregarded entity), in which the sole member is a business entity, enter the owner entity’s FEIN. Do not use the disregarded entity’s FEIN.

For all other entities including LLC that is taxed as a corporation or partnership, estates/trusts (with FEINs), enter the entity’s FEIN.

Social Security Number (SSN) or Individual Tax Identification Number (ITIN)

OR

Federal Employer Identification Number

(FEIN)

Section 4 – Payee Residency Status (See instructions)

CALIFORNIA RESIDENT – Qualified to do business in California or maintains a permanent place of business in California.

CALIFORNIA NONRESIDENT – Payments to nonresidents for services may be subject to state income tax withholding.

No services performed in California

Copy of Franchise Tax Board waiver of state withholding is attached.

Section 5 – Certification I hereby certify under penalty of perjury that the information provided on this document is true and correct.

Should my residency status change, I will promptly notify the state agency below.

NAME OF AUTHORIZED PAYEE REPRESENTATIVE TITLE E-MAIL ADDRESS

SIGNATURE DATE TELEPHONE (include area code)

Section 6 – Paying State Agency Please return completed form to:

STATE AGENCY/DEPARTMENT OFFICE UNIT/SECTION

MAILING ADDRESS FAX TELEPHONE (include area code)

CITY STATE ZIP CODE E-MAIL ADDRESS

California Prison Industry Authority (CALPIA) Business Services Section (BSS)

560 East Natoma Street (916) 358-1811 (916) 358-2755

Folsom CA 95630 bsshelpdesk@calpia.ca.gov

Print Form Reset Form

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

GENERAL INSTRUCTIONS

Type or print the information on the Payee Data Record, STD 204 form. Sign, date, and return to the state agency/department office address shown in Section 6.

Prompt return of this fully completed form will prevent delays when processing payments.

Information provided in this form will be used by California state agencies/departments to prepare Information Returns (Form1099).

NOTE: Completion of this form is optional for Government entities, i.e. federal, state, local, and special districts.

A completed Payee Data Record, STD 204 form, is required for all payees (non-governmental entities or individuals) entering into a transaction that may lead to a payment from the state. Each state agency requires a completed, signed, and dated STD 204 on file; therefore, it is possible for you to receive this form from multiple state agencies with which you do business.

Payees who do not wish to complete the STD 204 may elect not to do business with the state. If the payee does not complete the STD 204 and the required payee data is not otherwise provided, payment may be reduced for federal and state backup withholding. Amounts reported on Information Returns (Form 1099) are in accordance with the Internal Revenue Code (IRC) and the California Revenue and Taxation Code (R&TC).

Section 1 – Payee Information Name – Enter the name that appears on the payee's federal tax return. The name provided shall be the tax liable party and is subject to IRS TIN matching (when applicable).

Sole Proprietor/Individual/Revocable Trusts – enter the name shown on your federal tax return.

Single Member Limited Liability Companies (LLCs) that is disregarded as an entity separate from its owner for federal tax purposes - enter the name of the individual or business entity that is tax liable for the business in section 1. Enter the DBA, LLC name, trade, or fictitious name under Business Name.

Note: for the State of California tax purposes, a Single Member LLC is not disregarded from its owner, even if they may be disregarded at the Federal level.

Partnerships, Estates/Trusts, or Corporations – enter the entity name as shown on the entity’s federal tax return. The name provided in Section 1 must match to the TIN provided in section 3. Enter any DBA, trade, or fictitious business names under Business Name.

Business Name – Enter the business name, DBA name, trade or fictitious name, or disregarded LLC name.

Mailing Address – The mailing address is the address where the payee will receive information returns. Use form STD 205, Payee Data Record Supplement to provide a remittance address if different from the mailing address for information returns, or make subsequent changes to the remittance address.

Section 2 – Entity Type If the Payee in Section 1 is a(n)… THEN Select the Box for…

Grantor (Revocable Living) Trust disregarded for federal tax purposes Sole Proprietor/Individual Limited Liability Company (LLC) owned by an individual and is disregarded for federal tax purposes Single Member LLC-owned by an individual Partnerships Limited Liability Partnerships (LLP) and, LLC treated as a Partnership Partnerships Estate Trust (other than disregarded Grantor Trust) Estate or Trust Corporation that is medical in nature (e.g., medical and healthcare services, physician care, nursery care, dentistry, etc. LLC that is to be taxed like a Corporation and is medical in nature

Corporation-Medical

Corporation that is legal in nature (e.g., services of attorneys, arbitrators, notary publics involving legal or law related matters, etc.) LLC that is to be taxed like a Corporation and is legal in nature

Corporation-Legal

Corporation that…