State of California Department of Corrections and Rehabilitation

February 20, 2026

INVITATION FOR BID (IFB)

IFB No. S42972545

BACKUP CONSUMABLE TRANSPORTATION SERVICES

Notice to Prospective Contractors

The California Correctional Training and Rehabilitation Authority (CALCTRA) invites you to review and respond to this Invitation for Bid (IFB), entitled BACKUP CONSUMABLE TRANSPORTATION SERVICES, IFB NO. S42972545. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-524 located on the CALCTRA website (www.calctra.ca.gov, select About tab and then Doing Business with CALCTRA).

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

Due Date/Time: March 5, 2026 by 3:00 PM CALCTRA Contact SUBMIT BID TO:

Sadaqatullah Sahak, Contract Analyst Phone: (916) 358-1504

Email: Sadaqatullah.Sahak@calctra.ca.gov

California Correctional Training and Rehabilitation Authority

Attention: Sadaqatullah Sahak, Contract Analyst 560 East Natoma Street

Folsom, CA 95630

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

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

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

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

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

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

http://www.calctra.ca.gov/ mailto:Sadaqatullah.Sahak@calctra.ca.gov

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

In the interest of achieving best value, CALCTRA 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 CALCTRA as part of our ongoing mission to change lives through opportunities.

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

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

IFB No. S42972545

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4 B. Bid Information 5 C. Background Information and Submittal Requirements 6 D. Bidder’s Minimum Qualifications 7 E. Bid Evaluation 8 F. Licenses and Permits 8 G. Standard Language 8 H. Bid Attachments 8

Attachment 1: Bid Document Submittal Check List 9 Attachment 2: Sample Standard Agreement (STD 213), Statement of

Work and Payment Provisions 10

Exhibit A: Food Product Temperature Control Procedure 21 Attachment 3: Cost Sheet Cover Page 31 Attachment 3A-3C: Cost Sheets for Established Delivery Routes 32 Attachment 3D-3F: Cost Sheets for Alternate Delivery Routes 57 Attachment 4A: Payee Data Record (STD 204) 60 Attachment 4B: Payee Data Record Supplement (STD 205) 62 Attachment 5: Darfur Certification 64 Attachment 6: Experience/Past Performance (References) 65 Attachment 7: Contractor Certification Clauses (CCC’s) 66 Attachment 8: PREA Volunteer/Contractor Information Sheet 70 Attachment 9: Appropriate Attire Policy 73 Attachment 10: Economic Sanctions Certification 75 Attachment 11: California Civil Rights Laws Certification 76

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet Cover Page 1 page Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 3A-3C: Cost Sheets for Established Delivery Routes 25 pages Attachment 3D-3F: Cost Sheets for Alternate Delivery Routes 3 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 6: Experience/Past Performance (References) 1 page Attachment 7: Contractor Certification Clauses (CCC’s) 4 pages Attachment 8: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 10: Economic Sanctions Certification 1 page

Attachment 11: California Civil Rights Laws Certification 1 page Bidder Instructions and Contract Provisions:

Bidders Instructions REV-0925* 10 pages General Provisions REV-1025* 21 pages Security Provisions REV-0925* 5 pages

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

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

A. Purpose and Description of Service

The California Correctional Training and Rehabilitation Authority (CALCTRA) requires Backup Consumable Transportation Services throughout Northern, Central and Southern California regions.

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

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

CALCTRA delivers food to the Department of Corrections and Rehabilitation (CDCR) as well as other state, county, and government agencies. Upon request, Contractor will pick-up and deliver food or other CALCTRA products and deliver to various state, county, and government institutions on routes identified in Attachment 3 “Cost Sheets for Established Delivery Routes and Alternate Delivery Routes”.

Contractor shall furnish all labor, including but not limited to loading and unloading trailers, travel and per diem, materials, non-consumable supplies, transportation, equipment, bridge tolls and parking fees, and every other item of expense necessary to perform consumable freight transportation services.

All routes are considered “on call”. Bidders are not required to bid all regions or all routes within a region. However, Bidders must bid on all runs within any route they choose to bid in order to be considered responsive. Bidders should pay attention to the points of origin when bidding as request for service could be as short as 24 hours. Note: No subcontracting will be permitted.

Established Delivery Routes: Predetermined CALCTRA routes based on existing customer transport and delivery needs.

Alternate Delivery Routes: Yet-to-be identified route stops and non-consumable transports.

Hybrid Delivery Routes: Established Delivery Routes with an Alternate Delivery Route component.

Multi-Provider Contract: The CALCTRA reserves the right to award multiple contracts for backup purposes. The CALCTRA anticipates awarding up to three (3) contracts; however, CALCTRA is not obligated to award more than one contract. when CALPIA requires services, CALCTRA will contact the first ranked awardee where there is a multi-award contract. If the first ranked awardee is unable to perform the service, then the second ranked awardee will be contacted to provide the requested service. Awardee three will only be contacted if the first two awardees are unable to perform the needed service. The concurrent award of contracts will be based on bid rates and best value determination. CALCTRA is not obligated to purchase any quantity of services from any of the awardees.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

Contractors unable to perform an agreed upon route three (3) times in a rolling 90-day period may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract.

Contractor may be requested to transport products outside of consumables (not to exceed ten percent [10%] of contract award and upon mutual agreements) at the bid rate quoted on Attachment 3D-3F. Contractor reserves the right to decline a route request outside of consumables.

Contractor must be available to provide services on a 24 hour per day and 365 days per year basis, including State holidays. CALCTRA will not pay an increased labor rate for work performed on holidays. Delivery hours shall be determined by individual CALCTRA warehouses located at the California Department Corrections and Rehabilitation (CDCR) institutions and customer requirements.

B. Bid Information

1. Time Schedule

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

*estimated timeframes

2. Bid Submittal

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

EVENT DATE

TIME

(Pacific STD /Daylight Time)

IFB available to prospective bidders February 20, 2026 Final Date for Bid Submission/Bid Opening 3/5/2026 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award* 3/6/2026 5:00 PM Last Day to Appeal Intent to Award* 3/13/2026 5:00 PM Proposed Start Date of Agreement* April 1, 2026

Company Name Company Address

IFB Number: S42972545 IFB Name: Backup Consumable Transportation Services Attention: Sadaqatullah Sahak

BID SUBMITTAL – DO NOT OPEN

California Correctional Training & Rehabilitation Authority (CALCTRA)

Background Information and Submittal Requirements

Bidders are required to provide specific background information before CALCTRA will consider the Contractor’s bid. To comply with this section, each Contractor must provide a brief history and background, including;

1. Date business was established.

2. Date business first engaged in transportation and delivery services.

3. Location and size of headquarters and warehouse.

4. Major services and activities offered

5. Current number of employees and organizational structure.

6. Years of experience providing services similar in nature to the services identified in the attached Scope of Work. Experience will be determined by documentation submitted by the Contractor and further information provided by the references submitted under the Past Performance requirement below. Experience is defined as the kind and amount of work a Contractor has done relevant to the work contemplated by this procurement.

7. Prior performance through Contractor’s references (Attachment 6), on three (3) projects similar in nature within the last three (3) years. Past performance is defined as the Contractor’s record of conforming to standards of good workmanship; Contractor’s record of forecasting and controlling costs; Contractor’s adherence to contract schedules, including the administrative aspects of performance; Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and the Contractor’s business-like concern for the interest of the customer.

8. Your company’s damage claim process.

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

Executive Order N-6-22 – Russia Sanctions:

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

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

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

Bidder / Offeror 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

California Correctional Training & Rehabilitation Authority (CALCTRA) 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.

D. Bidder’s Minimum Qualifications

At the time of bid submittal, bidder must meet the following requirements.

1. Bidder must have a minimum of three (3) years of experience providing freight transportation service.

2. Bidder must document that they own, or will lease for the contract term, a minimum of one

(1) twenty-foot box truck with liftgate, and a minimum of four (4) trucks/tractors available in order to deliver product on behalf of CALCTRA on any given day. Bidders should describe vehicles, material handling equipment, and inventory control.

3. CALCTRA will contact Project Representative(s) for reference purposes and/or to schedule site visits. Each bidder must provide a separate documents with the bid package with the following details:

a. Bidder must have a minimum of four (4) truck/tractors with trailers available for CALCTRA consumables transportation on any given day.

b. Bidder must have a minimum of four (4) drivers available with valid California Commercial Driver’s License.

c. Bidder must have one (1) backup driver with valid California Commercial Driver’s License.

d. Bidder must be able to provide documentation for gate clearances of four (4) drivers and one (1) backup driver.

i. Documentation to be submitted to the CALCTRA contract representative within one (1) week of award notification from CALCTRA Contract Analyst.

e. Bidder must have adequate internet capabilities to transmit and receive project specifications, meeting and delivery schedules, and product lists.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

E. Bid Evaluation

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

Category – Description Cost Past Performance Experience

E. Licenses and Permits

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

1. Business license as required by the city, county, or both, as determined by bidder’s place of business.

2. Motor Carrier Permit

F. Standard Language

CALCTRA does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. CALCTRA’s General Provisions (GP’s) are not negotiable.

G. Bid Attachments

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

California Correctional Training & Rehabilitation Authority (CALCTRA)

ATTACHMENT 1

BID DOCUMENT SUBMITTAL CHECK LIST

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

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

NAME OF BIDDER:

COMPANY NAME:

Attachment Name/Description

_____ Attachment 1: Bid Document Submittal Check List _____ Attachment 3: Cost Sheet _____ Attachment 3A – 3C: Cost Sheets for Established Delivery Routes _____ Attachment 3D – 3F: Cost Sheets for Alternate Delivery Routes _____ Attachment 4A: Payee Data Record (STD 204) NOTE: If company is incorporated, Payee’s Legal business name on the STD 204 must match the name registered with the Secretary of State of California.

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

_____ Attachment 5: Darfur Certification _____ Attachment 6: Experience/Past Performance (References) _____ Attachment 7: Contractor’s Certification Clauses _____ Attachment 8: PREA Volunteer/Contractor Information Sheet _____ Attachment 10: Economic Sanctions Certification _____ Attachment 11: California Civil Rights Laws Certification

Additional Required Documentation

_____ Background Information (Section C Items 1-8 and Attachment 10)

_____ Minimum Qualifications Documentation (Section D Item 2)

_____ Copy of Business License/Permit(s) as required by the city, county, or both

_____ Copy of Motor Carrier Permit

California Correctional Training & Rehabilitation Authority (CALCTRA)

STATE OF CALIFORNIA

STANDARD AGREEMENT

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

IFB No. S42972545

REGISTRATION NUMBER

Backup Consumables Transportation Services

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

STATE AGENCY'S NAME

CALIFORNIA CORRECTIONAL TRAINING AND REHABILITATION AUTHORITY

CONTRACTOR'S NAME

2. The term of this XXXX XX, 2026 or upon approval, whichever is the later, through XXXX XX, 2028 Agreement is:

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

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

Attachment 2 – Scope of Work and Payment Provisions 10 pages

Attachment 2 – Food Product Temperature Monitoring 10 pages

Attachment 3A-3C – Cost Sheets for Established Delivery Routes 25 pages

Attachment 3D-3F – Cost Sheets for Alternate Delivery Routes 3 pages

Attachment 9 – Appropriate Attire Policy 2 pages

General Provisions REV-1025* 21 pages

Security Provisions REV-0925* 5 pages NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached

These documents can be viewed at http://www.calctra.ca.gov, (select About tab, then select Doing Business with CALCTRA).

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

CONTRACTOR

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

BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Correctional Training and Rehabilitation Authority BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

560 East Natoma Street Folsom, CA 95630

SCOPE OF WORK AND PAYMENT PROVISIONS

I. SCOPE OF WORK

The purpose of this contract is to establish backup consumable transportation for those occasions when California Correctional Training and Rehabilitation Authority (CALCTRA) heavy truck drivers are not available to perform such services.

1. Contractor agrees to provide the California Correctional Training and Rehabilitation Authority (CALCTRA) with backup consumable transportation services on predetermined routes within California as listed on the Cost Sheets for Established Delivery Routes (Attachment 3A-3C), which may include minor modifications to the predetermined routes. In addition, Contractor may be requested to provide transportation services based on rate per mile per pound as outlined on Cost Sheets for Alternate Delivery Routes (Attachment 3D-3F).

A. The Contractor shall furnish all labor, including but not limited to loading and unloading of trailers, travel and per diem, materials, non-consumable supplies, transportation, parking fees and bridge tolls, insurance, equipment and every other item of expense necessary to perform services.

i. Contractor and staff utilized by Contractor to complete these services shall conduct business in a professional and respectful manner, including contacting CALCTRA’s designee to assist resolving customer concerns. All agree to abide by the Appropriate Attire Policy (Attachment 9).

ii. No subcontracting will be permitted.

iii. Contractor will ensure proper securing of the load(s).

iv. No monetary compensation will be made for standby, spotting, or staging time unless authorized by CALCTRA On Time Delivery (OTD) Project Representative, or designee, in advance. Contractor is expected to report any delays to the OTD Project Representative, or designee, for resolution.

v. Contractor is responsible for all damage to CALCTRA equipment and customer products during shipment, in-transit storage, and delivery, as well as any damage to customer buildings, which includes walls and floors, incurred when performing contracted services.

2. Service days will be Sunday through Saturday, including State holidays.

A. Specific hours and availability will be determined by CALCTRA customer requirements.

B. CALCTRA will endeavor to provide Contractor with the earliest possible notice of a request for service.

C. Any requests for consumable or non-consumable transport services may come with less than 24-hour notice.

D. CALCTRA will not pay an increased labor rate for work performed on holidays.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

3. Delivery service shall be available not later than the express date set by CALCTRA and the Contractor, after all approvals have been obtained, the agreement is fully executed, and a Sage X3 Tracking Number is issued. Should the Contractor fail to commence work at the agreed upon time, the CALCTRA, upon five (5) days’ written notice to the Contractor, reserves the right to terminate the agreement effective immediately. In addition, the Contractor shall be liable to the CALCTRA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor.

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

State Agency: CALCTRA On Time Delivery Contractor:

Section/Unit: Section/Unit:

Attention: Attention:

Address: 560 East Natoma Street

Folsom, CA 95630 Address:

Phone: Phone:

Email: Email:

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

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

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

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

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

6. Licenses and Permits

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

7. Contractor shall provide backup transport services as awarded throughout the State of California, based on the route information detailed in the Cost Sheets for Established Delivery Routes (Attachments 3A-3C). Hours shall be determined by individual CALCTRA warehouse located at California Department of Corrections and Rehabilitation (CDCR) institutions and customer requirements. CALCTRA will endeavor to provide Contractor with

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services the earliest possible notice of a request for service; however, some requests may come with less than 24-hour notice.

A. Contractor will have one (1) hour to respond to CALCTRA’s initial request for service. If no response is received within this timeframe, CALCTRA reserves the right to contact the next ranked/awarded vendor for the service needed.

B. Contractors unable to perform three (3) times in a rolling 90-day period may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract.

C. Consumable products will be picked up at the specific locations identified in Attachment 3A-3C.

D. Consumable products will be delivered to various state, county, and government institutions as identified in Attachments 3A-3C.

E. Established Delivery Routes are predetermined CALCTRA routes based on existing customer transport and delivery needs.

i. CALCTRA may not always need services for every route stop identified in the established Delivery Route schedule. Eliminating one or more stops from an Established Delivery Route does not render the entire route as an Alternate Delivery Route.

ii. A change in the sequence of stops from an Established Delivery Route will not be considered an Alternate Delivery Route.

F. Alternate Delivery Routes are yet-to-be identified route stops for consumable and/or non-consumable products.

G. Hybrid Delivery Routes are Established Delivery Routes with an Alternate Delivery Route component.

H. Due to time constraints and the inherent delivery issues involved, services may be required outside of the Established Delivery Route schedule; there may be instances when CALCTRA needs to include one or more stops on an Established Delivery Route.

i. Adding additional stop(s) does not render the entire route as an Alternate Delivery Route. These will be considered Hybrid Delivery Routes, with only the additional stops eligible for payment at the Alternate Delivery Route regional rate per mile and per pound (Attachments 3D-3F). The remainder of the Hybrid Delivery Route will be subject to the Established Delivery Route rates (Attachment 3A-3C).

ii. Contractor must be available to provide such services for cases where deliveries are delayed or rescheduled on a 24-hour per day and 365 days per year basis, including State holidays.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

I. Route stops may include picking up or delivering products at multiple points at a single location (e.g., going to multiple docks within one CDCR institution). This does not qualify as an “additional stop” for purposes of applying the Alternate Delivery Route regional rate.

J. Loading/Unloading of product will be expected of drivers when other labor is not available.

K. No monetary compensation will be made for standby, spotting, or staging time unless authorized by CALCTRA’s OTD Project Representative, or designee, in advance.

Contractor is expected to report any delays to the OTD Project Representative, or designee, for resolution.

L. Contractor may be requested to transport other products outside of consumables (not to exceed 10% of contract award) at the per mile per pound bid rate. Contractor reserves the right to decline a route request outside of consumables.

8. Contractor shall provide the following, including but not limited to:

A. Equipment:

i. Contractor must have a minimum of four (4) trucks/tractors with trailers (refrigerated and dry) available as required for each delivery route.

ii. Contractor must have a minimum of four (4) drivers available with valid California Commercial Driver’s License.

iii. Contractor must have one (1) backup driver with valid California Commercial Driver’s License.

iv. Equipment must be in good working order for the purpose of transporting consumable products. (See Section E).

v. Adequate labor, equipment, and facilities are required to maintain the quality of CALCTRA products and timeliness of deliveries. In the case of mechanical breakdown, Contractor is responsible for providing all labor, equipment, and facilities necessary to ensure product quality and timeliness of deliveries. Back-up tractor/truck with trailer must be available within 24 hours of any equipment breakdown.

B. Deliveries:

i. Deliveries consist of transportation of consumable products in Contractor-provided trailers, or in emergency cases, state-owned trailers.

ii. All deliveries will be made in the order listed on the Cost Sheets for Established Delivery Routes (Attachments 3A-3C). In the event of a route change, CALCTRA’s OTD warehouse Manager I/II or designee shall instruct Contractor as to the sequence of deliveries to be made.

iii. Backhaul of product includes those situations when, upon completion of delivery at a specified location, product is transported back to originating location. Backhaul services will be included at the contracted rate for Established Delivery Route.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

iv. Contractor shall provide dockside delivery and pick-up as directed by CALCTRA.

v. If a CALCTRA customer is requesting the return of product originally delivered by CALCTRA, the drive is to contact CALCTRA’s OTD Project Representative, or designee, for instructions.

vi. State-owned or Contractor-provided trailers must be either single, or double, or a combination of both, as determined by CALCTRA.

vii. State-owned trailers must be returned to point of origin within 24 hours of completion of each route.

viii. At the conclusion of each route, trailers are to be returned to their origin for loading on next day shipments.

C. Communication:

i. CALCTRA will endeavor to provide Contractor with the earliest possible notice of a request for services.

ii. Contractor must be able to communicate with CALCTRA via mobile phone 24 hours per day seven (7) days per week.

iii. Contractor shall provide a list of cell phone numbers of at least two key personnel, including a general dispatch phone number that can be reached 24 hours per day seven (7) days per week.

iv. Contractor’s driver shall make customer telephone contacts to arrange for appropriate delivery as directed by the CALCTRA’s OTD Project Representative, or designee, or delivery information contained on the Bill of Loading (BOL).

v. Contractor and/or driver shall have a means of communication with CALCTRA and must contact CALCTRA immediately in the event of an emergency.

vi. Delays of greater than one (1) hour past the scheduled delivery time must be reported to CALCTRA and customer.

D. Responsibility of Contractor’s Driver:

i. Driver(s) must have a valid Class A license and a valid photo ID in their possession at all times.

ii. Driver(s) must complete the BOL. (See Section F).

iii. Driver(s) must have a cell phone available for means of communication with CALCTRA and Contractor dispatch during emergency events.

iv. Driver(s) transporting onto institutional grounds will be required to check-in their cell phone at the sally port prior to entering institutional grounds. Cell phone will be

California Correctional Training & Rehabilitation Authority (CALCTRA) available for pick up after completion of services. Company and private cell phones are not permitted for use inside an institution.

v. Driver(s) must follow delivery instructions provided on the CALCTRA BOL.

vi. Driver(s) must submit the completed BOL and freight bills daily (at the end of each run) to the CALCTRA’s OTD Warehouse Manager I/II, or designee.

vii. Driver(s) must perform temperature recording at each delivery location to ensure temperatures were maintained during transport according to current Work Instruction:

Food Product Temperature Control Procedure, Document No. OTW-W005. (Exhibit A). CALCTRA will endeavor to provide Contractor with the most recent version of the document.

viii. Driver(s) must make customer telephone contacts to arrange for appropriate delivery as directed by the CALCTRA’s OTD Project Representative, or designee, or delivery information contained on the BOL.

E. Maintenance and Repair:

i. Contractor shall keep a maintenance record on all truck/trailers/tractors. Records shall be available to CALCTRA within 24 hours of request.

ii. Contractor shall be responsible for any and all traffic infractions, maintenance, repair, and damages to person or property associated with Contractor-owned equipment.

iii. CALCTRA will reimburse Contractor for costs associated with the repairs and/or equipment infractions for State-owned equipment up to $250.00. Repairs exceeding $250.00 require the approval of CALCTRA’s OTD Project Representative, or designee, prior to initiating repairs.

iv. In the event of an accident while performing services for CALCTRA, regardless of equipment used, the Contractor will notify CALCTRA immediately. Contractor will complete the State’s Vehicle Accident Report Form )Std. 270) within 24 hours and submit to CALCTRA’s OTD Project Representative, or designee.

F. Bill of Loading (BOL):

i. A BOL with CALCTRA logo on the front will be provided with each load indicating the amount to be delivered to each Customer.

ii. Upon receipt, the driver shall sign, date, and print his/her name on the BOL. The driver will count and record the number of containers received on the BOL.

iii. Driver is expected to unload product and obtain legible signatures on all copies of the BOL with receiving date from customers accepting delivery.

iv. The BOL must include the delivery count and freight temperatures. The BOL, with legible signatures on all copies, must be turned in to the CALCTRA’s OTD Project Representative, or designee, upon completion of delivery route.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

9. Fuel Surcharge

A. A fuel surcharge may be applied to the total of each invoice submitted based on the applicable California fuel cost per the Department of Energy, US Energy Information Administration.

B. Contractor is to use the weekly fuel cost when applying the surcharge to their weekly invoice total; or is submitting invoicing on a monthly basis, the monthly fuel cost shall be used.

C. The surcharge is calculated at the corresponding percentage of prices listed below:

When the fuel cost is: The fuel surcharge is:

When the fuel cost is: The fuel surcharge is:

At Least But Less Than

Percentage is: At Least But Less Than

Percentage is:

$4.01 $4.10 0.75 $5.31 $5.40 10.50 $4.11 $4.20 1.50 $5.41 $5.50 11.25 $4.21 $4.30 2.25 $5.51 $5.60 12.00 $4.31 $4.40 3.00 $5.61 $5.70 12.75 $4.41 $4.50 3.75 $5.71 $5.80 13.50 $4.51 $4.60 4.50 $5.81 $5.90 14.25 $4.61 $4.70 5.25 $5.91 $6.00 15.00 $4.71 $4.80 6.00 $6.01 $6.10 15.75 $4.81 $4.90 6.75 $6.11 $6.20 16.50 $4.91 $5.00 7.50 $6.21 $6.30 17.25 $5.01 $5.10 8.25 $6.31 $6.40 18.00 $5.11 $5.20 9.00 $6.41 $6.50 18.75 $5.21 $5.30 9.75 $6.51 $6.60 19.50

D. Fuel pricing may be obtained from the Department of Energy, US Energy Information Administration website, Weekly Retail Gasoline and Diesel Prices for California at:

https://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_nus_w.htm

10. 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.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

IFB No. S42972545 https://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_nus_w.htm

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

GenAI Technology Use & Reporting

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

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

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

A. Term extension up to one (1) year.

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

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

II. PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the CALCTRA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheets for Established Delivery Routes (Attachments 3A- 3C) and/or Alternate Delivery Routes (Attachments 3D-3F) as applicable, which are attached hereto and made part of this agreement. For Hybrid Delivery Routes, the Established Delivery Routes, the Established Delivery Route portion will be compensated consistent with the Cost Sheets for Established Delivery Routes (Attachments 3A-3C), and only the additional stop(s) will be compensated consistent with the appropriate Cost Sheet for Alternate Delivery Routes (Attachments 3D-3F).

B. Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable). Invoices shall include the six-digit Purchase Order (Sage X3) Number and the Agreement Number referenced in the executed contract cover letter distributed with the signed Agreement. Copies of all BOLs associated with the invoiced deliveries must be submitted with the invoices themselves.

C. Contractor shall submit invoice(s) pf charges to CALCTRA’s OTD analyst designated in Section D below for each shipment performed with a signed CALCTRA BOL attached before payment will be authorized.

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

D. Invoices must be submitted not more than once a week and not less than once a month to the OTD analyst listed below:

CALCTRA – Central Office Attention: OTD Analyst 560 East Natoma Street

Folsom, CA 95630

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

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

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

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

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

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

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

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

CALCTRA.

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

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

2. Availability of Funds

All financial obligations of CALCTRA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALCTRA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALCTRA’s obligations under this agreement, CALCTRA may immediately terminate this agreement.

3. Prompt Payment Clause

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

4. Cash Discounts

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

CALIFORNIA CORRECTIONAL TRAINING AND REHABILITATION AUTHORITY

Work Instruction Title: Approved by: Revision Level.: Page:

Food Product Temperature Control Procedure

(Original Signature on File in QMS) L 1 of 10 Title of Approving Individual: Effective date: Document No.:

OTD, Branch Manager 09/01/2025 OTW-W005 Organization Area Applicable to:

On Time Delivery (OTD) Statewide and Food Factory Loading Areas

1.0 SCOPE:

1.1 This work instruction describes the process by which

California Correctional Training and Rehabilitation Authority (CalCTRA) Staff and Operations, Transportation & Warehousing (OTW) will manage the proper temperatures of refrigerated goods while loading, staging/warehousing, transporting, and delivering all CalCTRA refrigerated foods.

2.0 RESPONSIBILITY:

2.1 Warehouse Manager/Supervisor, OTD

2.2 Administrator, OTD

2.3 Manager, OTD

2.4 Heavy Truck Drivers OTD

2.5 Contracted Carriers

2.6 Warehouse Personnel, OTD

3.0 DEFINITIONS:

3.1 BLANKET A piece of equipment that will be used to insulate pallets of food products that require temperature control to maintain quality and wholesomeness. Blanket may be a thermal type or quilted packing type.

3.2 REFRIGERATION The process of keeping product cold and/or frozen in a confined space.

3.3 LASER POINT THERMOMETER A tool used to test the environment and/or product for accurate temperatures with laser technology.

3.4 CALIBRATED STEM THERMOMETER A tool used to test the environment and/or product for accurate temperatures. Thermometer will be calibrated utilizing manufacturer instructions (OTW-W006) and calibration will be documented on the Thermometer Verification Record (OTW-F002).

3.5 TRAILER A piece of mobile equipment hooked to a truck that is used to transport pallets of product to and from certain locations.

3.6 BULKHEAD A portable wall separating the front refrigerated section of the trailer from the back.

Effectively stops cold air from flowing to the back of the trailer.

3.7 LOAD The total amount of product that is inside a trailer to be moved or delivered.

3.8 DAILY TEMP LOG SHEET A form used to record the temperatures of the trailers and/or food products

(OTD F004).

The online version of this procedure/ work instruction is official. Therefore, all printed versions of this document are unofficial copies.

EXHIBIT A

California Correctional Training & Rehabilitation Authority (CALCTRA) Backup Consumable Transportation Services

Work Instruction Title: Revision Level.: Page:

Food Product Temperature Control Procedure

L 2 of 10 Effective date: Document No.:

09/01/2025 OTW-W005

3.9 BILL OF LADING BOL written confirmation signed by Shipper, Truck Driver, and Receiver stating item code and purchase order number.

3.10 REFRIGERATION UNIT A piece of equipment attached to a trailer which provides the cold air to maintain the proper temperature setting.

3.11 TEMPERATURE SETTING A set number in Fahrenheit that is manually entered into the refrigeration unit based on the type of food product being transported.

3.12 THERMOSTAT A component of the refrigeration unit which regulates and displays the current air temperature inside the trailer.

3.13 FROZEN LOADS Product will be maintained in an environment of 0° to 8° with the trailer refrigeration unit being set at -10° cycle sentry setting year round.

3.14 FRESH LOADS Product will be maintained in an environment and within a product temperature range as listed below;

3.14.1 Juice & Milk product will be maintained at a temperature and in an environment of between 30° to 40° Trailer refrigeration unit is to be set at 32° during the months of June-October. Trailer refrigeration unit is to be set at 33° (November-May).

3.14.2 Fresh Eggs will be maintained in an environment of 32° to 40° F year round.

3.14.3 Bread Products will be maintained in an ambient temperature environment year round.

3.14.4 Box Lunches Products will be maintained in an ambient temperature environment year round.

3.14.5 Trailer refrigeration unit setting for all fresh loads will be cycle sentry setting year round

3.15 FROZEN and FRESH LOADS Product will be maintained in an environment as to protect both frozen and fresh product to include;

3.15.1 Bulk heading the trailer to provide a barrier between the dry food product and the fresh/frozen food product.

3.15.2 Using blankets to protect the fresh product from the frozen product temperature differentials.

3.16 RUNS/ROUTES The prepared path and direction of a truck and trailer for pickup and/or delivery.

3.17 LOADING FOOD PRODUCTS Refers to a situation where an On Time Delivery driver arrives with either a partial or empty trailer which is to be loaded while the driver waits.

3.18 SWAPS Refers to a situation where a Driver leaves an empty trailer at the factory for loading then picks up a trailer which was previously loaded by the factory/warehouse staff.

4.0 WORK…