IFB_-_S96012612_-_Live_Scan_Services.pdf

State of California Department of Corrections and Rehabilitation

August 25, 2026

INVITATION FOR BID (IFB)

IFB No. S96012612

LIVE SCAN 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 LIVE SCAN SERVICES, IFB NO. S96012612. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-0925 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: September 15, 2026 by 3:00 PM CALCTRA Contact SUBMIT BID TO:

Rommel Disuanco, Contract Analyst Phone: (916) 628-5804

Email:

Rommel.Disuanco@calctra.ca.gov

California Correctional Training and Rehabilitation Authority

Attention: Rommel Disuanco, Contract Analyst

560 East Natoma Street Folsom, CA 95630

Please note that no verbal information given will be binding upon 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).

http://www.calctra.ca.gov/ mailto:Rommel.Disuanco@calctra.ca.gov

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

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 and Rehabilitation Authority (CALCTRA) Live Scan Services

IFB No. S96012612

TABLE OF CONTENTS

SECTION

PAGE

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

Attachment 1: Bid Document Submittal Check List 7 Attachment 2: Sample Standard Agreement (STD 213), Statement of

Work and Payment Provisions 8

Attachment 3: Cost Sheet 17 Attachment 4A: Payee Data Record (STD 204) 19 Attachment 4B: Payee Data Record Supplement (STD 205) 21 Attachment 5: Darfur Certification 23 Attachment 6: Appropriate Attire Policy 24 Attachment 8: Contractor Certification Clauses (CCC’s) 26 Attachment 9: PREA Volunteer/Contractor Information Sheet 30 Attachment 10: Economic Sanctions Certification 33

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet 2 pages Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 7: Experience/Past Performance (References) 1 page Attachment 8: Contractor Certification Clauses (CCC’s) 4 pages Attachment 9: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 10: Economic Sanctions Certification 1 page

Bidder Instructions and Contract Provisions:

Bidders Instructions REV-0925* 10 pages General Provisions REV-1025* 22 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 and Rehabilitation Authority (CALCTRA)

A. Purpose and Description of Service

The California Correctional Training and Rehabilitation Authority (CALCTRA) requires Live Scan services throughout the State of California, Mobile Live Scan services, and support of Live Scan Software Online portals to include Biomentrics4ALL, Inc., for Non-Sworn LEA Personnel and Contractors. These services shall be provided to potential CALCTRA hires and existing staff throughout the State of California.

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.

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 August 25, 2026 Final Date for Bid Submission/Bid Opening 9/15/2026 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award* 9/17/26 3:00 PM Last Day to Appeal Intent to Award* 9/24/26 3:00 PM Proposed Start Date of Agreement* 10/1/26

Company Name Company Address

IFB Number: S96012612 IFB Name: LIVE SCAN SERVICES Attention: ROMMEL DISUANCO

BID SUBMITTAL – DO NOT OPEN

C. Bidder’s Submittal Requirements

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 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. 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.

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 and 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 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 8: Contractor’s Certification Clauses _____ Attachment 9: PREA Volunteer/Contractor Information Sheet _____ Attachment 10: Economic Sanctions Certification

California Correctional Training and Rehabilitation Authority (CALCTRA)

STATE OF CALIFORNIA

STANDARD AGREEMENT

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

S96012612

REGISTRATION NUMBER

LIVESCAN 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, 20XX or upon approval, whichever is the later, through XXXX XX, 20XX 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 8 pages

Exhibit 1 – Map of CDCR/CALCTRA Locations in California 1 page

Attachment 6 – Appropriate Attire Policy 2 Pages

General Provisions REV-1025 22 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

SAMPLE

California Correctional Training and Rehabilitation Authority (CALCTRA)

Contractor Initial _______

SCOPE OF WORK AND PAYMENT PROVISIONS

I. SCOPE OF WORK

1. Contractor agrees to provide to California Correctional Training and Rehabilitation Authority (CALCTRA), Live Scan services throughout the State of California, Mobile Live Scan services, and support of Live Scan Software Online portals to include online self-scheduling capability, for Non-Sworn Law Enforcement Agency (LEA) Personnel and Contractors.

These services shall be provided to potential CALCTRA hires and existing staff throughout the State of California.

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, parking fees and bridge tolls, insurance, transportation, equipment and every other item of expense necessary to perform services.

2. The services shall be performed at Contractor’s place of business, mobile locations (to include California Department of Corrections and Rehabilitation [CDCR] institutions), and/or at CALCTRA hiring events throughout the State. See Exhibit I for CDCR institution locations.

A. Contractor shall have the capability of processing 50 – 100 prospective candidates a month statewide, including rural areas, for the duration of the contract.

3. The services shall be provided Monday through Friday during normal business hours and as required by CALCTRA for hiring events.

4. 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.

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

State Agency: Contractor:

Section/Unit: Human Resources Section/Unit:

Attention: Attention:

Address: 560 E. Natoma

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.

6. Contractor shall furnish to 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:

California Correctional Training and Rehabilitation Authority (CALCTRA)

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.

7. Contractor agrees to provide CALCTRA with mobile Live Scan Services for use at scheduled hiring events for selected candidates when needed. Contractor will also provide Live Scan sites throughout California where CALCTRA candidates can visit for follow-up or additional Live Scan services as needed.

A. Contractor and staff utilized by the Contractor to complete these services shall conduct business in a professional and respectful manner, including contacting CALCTRA Project Representative or designee to assist in resolving customer concerns. Contractor will also provide online support through their software provider.

B. Contractor shall maintain a current list of the following information regarding each of the Live Scan operators associated with this contract:

i. Name

ii. Service Location

iii. Service Location ID number

iv. Completion date of training

v. The list shall be provided electronically to CALCTRA designated staff upon request.

C. Contractor will provide CALCTRA with a list of all Service Locations, including address, phone, and hours of operation.

D. No subcontracting will be permitted.

E. Contractor shall notify CALCTRA immediately if a Live Scan physical location associated with this contract is not open or the necessary equipment is not operable.

F. Contractor will be compensated based on the agreed pricing found in the Payment Provisions section of this contract.

8. Contractor shall accompany CALCTRA staff at scheduled events for the day (or days) to provide Live Scan services to applicable candidates.

A. CALCTRA will schedule job fairs in advance to allow proper preparation and reservation time for Contractor Staff. CALCTRA will notify Contractor two (2) weeks prior to scheduled services.

B. Job fairs will be located across the entire state of California.

California Correctional Training and Rehabilitation Authority (CALCTRA)

C. There will be no limit to the maximum number of candidates to be Live Scanned at the events.

D. Contractor will be provided the Request for Live Scan Services form (CALCTRA Form HR-LS-F001) upon award of this agreement. Candidates will complete CALCTRA Form HR-LS-F001, or via the online scheduling portal prior to having Live Scan services performed. Candidate will have their fingerprints rolled “on the spot” at these designated event locations.

E. Contractor will send collected information, including fingerprints and forms, immediately for DOJ/FBI background checks.

F. Contractor will provide all scheduled appointments and transaction history and provide monthly transaction reports to CALCTRA email (Livescan@CALCTRA.ca.gov).

G. Contractor will ensure CALCTRA Form HR-LS-F001 is completed legibly, and all required fields have been completed by both the applicant and the Contractor.

H. Contractor will ensure that the hiring institution acronym is listed next to the words “California Correctional Training and Rehabilitation Authority (CALCTRA)” in the field entitled “Office/Institution Receiving Live Scan Results”.

9. Contractor shall allow access to fingerprinting stations across the state of California where selected applicants can visit and complete a Live Scan. This may be needed if applicant needs to resubmit fingerprints or if CALCTRA determines an applicant requires walk-in Live Scan service.

A. These locations will allow “walk-in” appointments or scheduled appointments for CALCTRA selected candidates to complete a Live Scan.

10. Contractor shall provide Live Scan applicant information to DOJ/FBI as follows:

A. Upon close of business on day of performing Live Scan for CALCTRA, submit via encrypted email to DOJ, the following data:

i. Name

ii. Address

iii. Date of birth

iv. Social Security Number

v. Date of Live Scan (same as date of submission to DOJ/FBI)

vi. ATI Number

vii. Submission Response

B. Reports will need to be in Excel format or other electronic copy format that can be converted to Excel. Reports shall be provided via encrypted email to CALCTRA at close of business on day of Live Scans.

C. Contractor will submit an invoice once a month to CALCTRA for Live Scan services satisfactorily rendered. This invoice shall include fees for all applicants Live Scanned in prior month. Accompanying report shall contain the information as listed in Section 10, California Correctional Training and Rehabilitation Authority (CALCTRA) mailto:Livescan@calpia.ca.gov

Item A. above, for entire billing period, along with corresponding charges for each Live Scan.

D. CALCTRA will not pay for any Live Scan rejected by DOJ due to Contractor’s failure to capture acceptable fingerprints. Should CALCTRA be billed for DOJ fees for an applicant that is rejected through DOJ, CALCTRA must receive a credit towards either the resubmittal of the same applicant or credited towards the monthly invoice.

11. Contractor shall provide the following services including but not limited to:

A. Equipment:

i. Contractor to provide certified Fingerprint Rollers, vehicle for transportation, and all other necessary equipment needed to provide Live Scan services at scheduled events located across California, at both mobile and physical locations.

ii. Equipment must be in good working order for the purpose of Live Scan services.

iii. The Contractor shall be responsible for the setup, operation, maintenance, and cost of all Live Scan workstations. This includes all network communication lines associated with the capture and transmission of electronic applicant fingerprint records.

iv. Contractor will test equipment prior to day of service and work out any connectivity issues to ensure service is provided without delay.

B. Licenses, Permits, and Certifications:

i. All employees conducting the rolling of fingerprints shall possess and maintain a valid Fingerprint Roller Certification issued by the Department of Justice (DOJ) per PC Section 11102.1(a) California Department of Justice, Bureau of Criminal Identification and Information, Applicant Communication Network, Terms and Conditions for Private Service Providers in California.

ii. The Contractor shall comply with all requirements as specified in the California Department of Justice, Bureau of Criminal Identification and Information, Applicant Communication Network, Terms and Conditions for Private Service Providers in California.

C. Communication and Reservations:

i. Contractor must be able to communicate with CALCTRA via cell phone seven (7) days per week during normal working business hours.

ii. Contractor shall provide a toll-free scheduling service that shall be available during normal business hours (8:00 a.m. to 5:00 p.m. PST, Monday through Saturday).

iii. CALCTRA will always endeavor to provide two (2) weeks’ notice to Contractor when making reservations for mobile Live Scan services.

iv. The Contractor shall maintain the online CALCTRA secure portal which includes the functionality to complete a Request for Live Scan Service and allow scheduling of appointments online for CALCTRA applicable candidates and contractors.

California Correctional Training and Rehabilitation Authority (CALCTRA)

v. All electronic communication sent to CALCTRA via Livescan@calctra.ca.gov from the Contractor that contains sensitive or confidential data on candidates must use some level of encryption (i.e. requiring a password, requiring only selected emails to view, etc.).

D. Reporting:

i. Contractor shall maintain and provide reports containing a current list with the information provided in Item 10. A. above regarding each of the applicants who were Live Scanned during the billing month under this contract.

ii. A report containing the same information stated above shall accompany the monthly invoice.

iii. Vendor shall send an encrypted email containing an Excel spreadsheet to CALCTRA following the completion of a scheduled fair/event. This spreadsheet will be available upon close of business of the day of event.

iv. The spreadsheet shall be provided electronically to CALCTRA via Livescan@calctra.ca.gov upon request, once per month for billing, and close of business on the day of scheduled fair/event.

v. Live Scan results from the Department of Justice will be sent to California Correctional Training and Rehabilitation Authority (CALCTRA) Custodian of Records (COR) designated staff.

E. Resubmittal of Fingerprints:

i. Contractor will be responsible for any fingerprint rolling costs due to Contractor’s failure to initially capture acceptable fingerprints.

ii. Contractor shall allow access to Fingerprinting stations across the state of California where selected applicants can visit and complete a Live Scan for resubmission of fingerprints or if CALCTRA directs an applicant to visit the Contractors Live Scan physical location.

iii. These locations will allow both “walk-in” appointments and scheduled appointments for CALCTRA selected candidates to complete a Live Scan.

iv. Contractor shall notify CALCTRA immediately anytime the Contractor’s Live Scan workstation, located within the Contractors provided list of workstations, will not be operating during normally advertised business hours.

a. In the event of a closure, the Contractor shall reschedule the Live Scan appointment and/or provide the contact information for an alternate location during such closure.

12. 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

California Correctional Training and Rehabilitation Authority (CALCTRA) mailto:Livescan@calctra.ca.gov mailto:Livescan@calctra.ca.gov 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.

13. 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.

14. 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, CALCTRA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet , which is attached hereto and made part of this agreement.

Item No.

Description of Work

Unit

Price

1.

Live Scan Fingerprint Rolling Fee

EA

2.

Remote Location Live Scan Fee

3. DOJ/FBI Live Scan Fee

EA

EA

$ CA DOJ

$ FBI

4. Mobile Service Fee EA $

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. Invoices shall be submitted in triplicate not more frequently than once every 30 days in arrears to:

CALCTRA - Human Resources Attention: TBD

560 E. Natoma Street Folsom, CA 95630

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

D. 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.

California Correctional Training and Rehabilitation Authority (CALCTRA)

E. 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.

F. 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 California Correctional Training and Rehabilitation Board and/or the presence of sufficient funds to cover those obligations in the fund from which those 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 CALCTRA.

California Correctional Training and Rehabilitation Authority (CALCTRA)

ATTACHMENT 3

COST SHEET

The estimated quantities indicated below will be used solely for computing the cost to determine the best value bidder and is not binding upon the contracting agency. However, the actual costs quoted by the bidder shall be binding for the term of the Agreement. CALCTRA is not obligated to purchase any quantity of services from the contractor.

Under no circumstances will the contractor be allowed to use a subcontractor for more than 50% of the contract dollar amount. For all services where a subcontractor is used, the contractor will be required to provide a minimum of 50% of the staffing for the project including project contact person.

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. Description of Work Unit Quoted Cost

1. Live Scan Fingerprint Rolling Fee EA

2. Remote Location Live Scan Fee EA

3. DOJ/FBI Live Scan Fee EA

$_____________FBI

$_____________CA DOJ

4. Mobile Service Fee EA

TOTAL

See Bidders Instructions Item 26 for complete instructions on offering Cash Discounts.

_____% Cash discount for payment within __________ days of receipt.

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: __________ Expiration Date: __________

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code: __________

NAME OF

BIDDER:

COMPANY NAME

ADDRESS:

PHONE: FAX:

EMAIL:

AUTHORIZED

NAME:

PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

California Correctional Training and Rehabilitation Authority (CALCTRA)

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:

UNIT/SECTION

MAILING ADDRESS FAX TELEPHONE (include area code)

CITY STATE ZIP CODE E-MAIL ADDRESS

STATE AGENCY/DEPARTMENT OFFICE

California Correctional Training & Rehabilitation Authority (CALCTRA) Business Services Section (BSS)

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

Folsom CA 95630 bsshelpdesk@calpia.ca.gov

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California Correctional Training and Rehabilitation Authority (CALCTRA) Live Scan Services

ATTACHMENT 4A

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 qualifies for an Exempt status, including 501(c) 3 and domestic non-profit corporations. Corporation-Exempt Corporation that does not meet the qualifications of any of the other corporation types listed above LLC that is to be taxed as a Corporation and does not meet any of the other corporation types listed above

Corporation-All Other

Section 3 – Tax Identification Number The State of California requires that all parties entering into business transactions that may lead to payment(s) from the state provide their Taxpayer Identification Number (TIN). The TIN is required by R&TC sections 18646 and 18661 to facilitate tax compliance enforcement activities and preparation of Form 1099 and other information returns as required by the IRC section 6109(a) and R&TC section 18662 and its regulations.

Section 4 – Payee Residency Status Are you a California resident or nonresident?

A corporation will be defined as a "resident" if it has a permanent place of business in California or is qualified through the Secretary of State to do business in California.

A partnership is considered a resident partnership if it has a permanent place of business in California.

An estate is a resident if the decedent was a California resident at time of death.

A trust is a resident if at least one trustee is a California resident.

o For individuals and sole proprietors, the term "resident" includes every individual who is in California for other than a temporary or transitory purpose and any individual domiciled in California who is absent for a temporary or transitory purpose. Generally, an individual who comes to California for a purpose that will extend over a long or indefinite period will be considered a resident. However, an individual who comes to perform a particular contract of short duration will be considered a nonresident.

For information on Nonresident Withholding, contact the Franchise Tax Board at the numbers listed below:

Withholding Services and Compliance Section: 1-888-792-4900 E-mail address: wscs.gen@ftb.ca.gov For hearing impaired with TDD, call: 1-800-822-6268 Website: www.ftb.ca.gov

Section 5 – Certification Provide the name, title, email address, signature, and telephone number of individual completing this form and date completed. In the event that a SSN or ITIN is provided, the individual identified as the tax liable party must certify the form. Note: the signee may differ from the tax liable party in this situation if the signee can provide a power of attorney documented for the individual.

Section 6 – Paying State Agency This section must be completed by the state agency/department requesting the STD 204.

Privacy Statement Section 7(b) of the Privacy Act of 1974 (Public Law 93-579) requires that any federal, state, or local governmental agency, which requests an individual to disclose their social security account number, shall inform that individual whether that disclosure is mandatory or voluntary, by which statutory or other authority such number is solicited, and what uses will be made of it. It is mandatory to furnish the information requested. Federal law requires that payment for which the requested information is not provided is subject to federal backup withholding and state law imposes noncompliance penalties of up to $20,000. You have the right to access records containing your personal information, such as your SSN. To exercise that right, please contact the business services unit or the accounts payable unit of the state agency(ies) with which you transact that business.

All questions should be referred to the requesting state agency listed on the bottom front of this form.

California Correctional Training and Rehabilitation Authority (CALCTRA)

STATE OF CALIFORNIA – STATE CONTROLLERS OFFICE

PAYEE DATA RECORD SUPPLEMENT

(This form is optional. Form is used to provide remittance address information if different than the mailing address on the STD 204 – Payee Data Record.

Use this form to provide additional remittance addresses and additional Authorized Representatives of the Payee not identified on the STD 204.)

Payee Information (must match the STD 204) NAME (Required. Do not leave blank.)

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

TAX ID NUMBER (Required)

SSN, ITIN, or FEIN that matches Tax ID number provided on STD 204

Additional Remittance Address Information Use the fields below to provide remittance addresses for payee if different from the mailing address on the STD 204.

The addresses provided below are for remittance purposes only. 1099 information returns will be sent to the mailing address specified on the STD 204.

REMITTANCE ADDRESS (number, street, apt or suite no.)

CITY STATE ZIP CODE

REMITTANCE ADDRESS

CITY STATE ZIP CODE

REMITTANCE ADDRESS

CITY STATE ZIP CODE

REMITTANCE ADDRESS

CITY STATE ZIP CODE

REMITTANCE ADDRESS

CITY STATE ZIP CODE

Additional Contact Information Use the fields below to provide additional Authorized Representatives for the Payee if applicable.

CONTACT NAME

TELEPHONE (Include area code) EMAIL

CONTACT NAME

TELEPHONE EMAIL

CONTACT NAME

TELEPHONE EMAIL

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

By signing this document, I authorize the State of California to remit payment to the addresses specified on this supplemental form (STD 205) and certify that all persons identified on this form are authorized representatives of this payee. Payments remitted to any of the listed addresses may be reported on 1099 information returns to the tax liable entity identified on the accompanying Payee Data Record - STD 204.

NAME OF AUTHORIZED PAYEE REPRESENTATIVE

(Print or Type name)

TITLE E-MAIL ADDRESS

SIGNATURE

X___________________________________________

DATE TELEPHONE (Include area code)

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California Correctional Training and Rehabilitation Authority (CALCTRA) Live Scan Services

ATTACHMENT 4B

STATE OF CALIFORNIA – STATE CONTROLLERS OFFICE

PAYEE DATA RECORD SUPPLEMENT

(This form is optional. Form is used to provide remittance address information if different than the mailing address on the STD 204 – Payee Data Record.

Use this form to provide additional remittance addresses and additional Authorized Representatives of the Payee not identified on the STD 204.)

GENERAL INSTRUCTIONS

Type or print the information on the Payee Data Record Supplement, STD 205. Sign, date, and return to the state agency/department with a completed STD 204. Prompt return of the fully completed forms will prevent delays when processing payments.

Purpose – Completion of this form (STD 205) is optional. Payees may use this form to provide remittance addresses or contact information in addition to the 1099 information return mailing address provided on the STD 204. This form shall only be used in conjunction with the STD 204, and will not be accepted without a STD 204.

Please note: The State of California Government will issue 1099 information returns to the mailing address provided on the most recently dated form STD 204 validated by the Payee. Addresses provided on this form (STD 205) will be used for remittance purposes only. If the payee would like to update the address for receiving 1099 information returns, please complete the STD 204.

Payee Information: The Payee’s Tax ID number (TIN) and Name (including any Business, DBA, or Disregarded LLC names) are required. This information is subject to TIN matching via the IRS database for validation. Payee Information provided in this section must clearly match the STD 204. Any discrepancies may result in delays of payment, up to and including denial of the request.

Name – Enter the name of the Payee. The name provided shall be the tax liable party and is subject to IRS TIN matching (when applicable).

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

Tax ID Number-The State of California requires that all parties entering into business transactions that may lead to payment(s) from the state provide their Taxpayer Identification Number (TIN). The TIN is required by R&TC sections 18646 and 18661 to facilitate tax compliance enforcement activities and preparation of Form 1099 and other information returns as required by the IRC section 6109(a) and R&TC section 18662 and its regulations.

Additional Remittance Address Information - Enter the Payee’s additional remittance address(s) that are not listed on STD 204. Up to five (5) addresses may be provided on this form. The Payee may provide additional remittance addresses on a second STD 205 form if needed.

Additional Contact Information - Enter the Payee’s additional or updated contact information. Up to three contacts may be identified on this form. Payee may provide additional contacts on a second STD 205 if needed.

PRIVACY STATEMENT

Section…