IFB_SD25-00002.pdf

INVITATION FOR BID

Notice to Prospective Bidders

IFB #SD25-00002

September 16, 2025

The California Department of Corrections and Rehabilitation (CDCR), California Correctional Health Care Services (CCHCS) is soliciting for service under the authority of California Public Contract Code Section 10340, subdivisions (a) and (b). You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB #SD25-00002 – On-Site Confidential Shredding Services.

Please note that mandatory DVBE requirements are part of this IFB. Bidders must meet the required 3% DVBE participation in order for their bid to be considered responsive. Please refer to the DVBE program requirements within this document for additional information.

Note that all Contracts entered into with the CDCR/CCHCS will include by reference General Terms and Conditions (GTC 02/2025) and the Contractor Certification Clauses (CCC 04/2017) that may be viewed and downloaded at Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language

If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of CDCR/CCHCS, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is:

Nahla Marmosh CDCR – California Correctional Health Care Services

916-691-4803 nahla.marmosh@cdcr.ca.gov

Please note that no verbal information given will be binding upon the CDCR/CCHCS unless such information is issued in writing as an official addendum.

Nahla Marmosh

Nahla Marmosh Contract Analyst

California Department of Corrections and Rehabilitation California Correctional Health Care Services IFB #SD25-00002 On-Site Confidential Shredding Services

Table of Contents

Section Page

A) Purpose and Description of Services

B) Bidder Minimum Qualifications

C) Bid Requirements and Information

1) Key Action Dates

2) Submission of Bid ................................................................................................ 4-5

3) Evaluation and Selection

4) Award and Protest ............................................................................................... 6-7

5) Disposition of Bids

6) Contract Execution and Performance

7) Executive Order N-6-22 – Russia Sanctions

D) Disabled Veteran Business Enterprise (DVBE) Participation Program

E) Preference Programs

1) Small Business Preference

2) Non-Small Business Preference

3) Disabled Veteran Business Enterprise (DVBE) Incentive Requirements

4) Commercially Useful Function

F) Required Attachments

1) Attachment 1 – Required Attachments Checklist

2) Attachment 2 – Rate Sheet

3) Attachment 3 – Bid/Bidder Certification Sheet ................................................. 12-13

4) Attachment 4 – Bidder References

5) Attachment 5 – Bidder Declaration (Subcontractor List)

6) Attachment 6 - DVBE Declaration (STD 843)

7) Attachment 7 – Minimum Qualifications Statement

8) Attachment 8– Payee Data Record (STD 204)

9) Attachment 9 – Darfur Contracting Act Certification

10) Attachment 10 – GenAI Reporting and Factsheet (AMS 708). ......................... 20-24

11) Attachment 11 – Contractor Certification Clauses ........................................... 25-28

12) Attachment 12 – Non Disclosure Agreement

13) Attachment 13 – Primary Laws, Rules and Regulations ................................. 30-31

Sample Contract (Includes the following): Separate

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit A-1 – Detailed Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B-1 – Rate Sheet Exhibit C – General Terms and Conditions* Exhibit D – CCHCS Special Provisions Exhibit E – Insurance Requirements Exhibit F – Business Associate Agreement (HIPAA) Exhibit G – Information Security Agreement (ISA) Attachment 1 – Non Redisclosure Agreement Attachment 2 – Primary Laws, Rules and Regulations

*Included by reference

On-Site Confidential Shredding Services

A. PURPOSE AND DESCRIPTION OF SERVICES:

The California Department of Corrections and Rehabilitation (CDCR)/California Correctional Health Care Services (CCHCS) requires On-Site Confidential Shredding Services as defined in the Sample Contract. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, transportation, equipment, and every other item of expense necessary to provide On-Site Confidential Shredding Services.

The term of the Contract, resulting from this IFB, shall be November 1, 2025 (or upon approval, whichever is later) through October 31, 2028. The Contractor is not authorized to commence work, as described in the Sample Contract, until the ensuing Contract has been fully executed.

B. BIDDER MINIMUM QUALIFICATIONS:

Bidders not meeting the following minimum qualifications will be disqualified:

1. Three (3) years’ experience performing On-Site Confidential Shredding Services.

2. A current valid AAA certification from the National Association of Information Destruction (NAID) must be provided.

3. The Contractor (if Corporation, LLC or Partnership) must be active and in good standing with the California Secretary of State’s Office. Certification must be provided. The Contractor (if Sole Proprietor) must have a valid business license. Copy of business license must be provided.

4. Three (3) positive references for services performed within the last five (5) years, which are similar to the scope of work to be performed in the ensuing contract, must be provided on Attachment 4 - Bidder References. All references must be for services provided for a minimum period of twelve (12) consecutive months. Bidders are responsible for ensuring that the references provided are available and respond during the time period specified in the Key Action Dates. The inability to confirm references, or if any reference provides an unsatisfactory review, may cause the bid to be rejected and deemed nonresponsive.

On-Site Confidential Shredding Services

C. BID REQUIREMENTS AND INFORMATION:

1. Key Action Dates:

Listed below are the important dates and times by which action must be taken or completed. If CDCR/CCHCS finds it necessary to alter any of these dates, it will be accomplished by issuance of an addendum to the IFB. All dates after the deadline for Final Date for Bid Submission are approximate and may be adjusted without an addendum to this IFB.

Event Date and Time

1. IFB Available to Prospective Bidders Tuesday, September 16, 2025

2. Final Date for Bidder Questions* Friday, September 23, 2025, by 3:00 pm

3. CDCR/CCHCS Response to Questions** Tuesday, September 30, 2025

4. Final Date for Bid Submission Tuesday, October 7, 2025, by 3:00 pm

5. Public Bid Opening*** Wednesday, October 8, 2025, at 10:00 am

6. References Contacted**** Wednesday, October 15, 2025

7. Due Date for Responses from References**** Wednesday, October 22, 2025, by 3:00 pm

8. Notice of Intent to Award Thursday, October 23, 2025

9. Proposed Award Date Friday, October 31, 2025

* Submit all questions via email to the contact person indicated on the cover page of this IFB no later than the date and time specified in the Key Action Dates.

** Written responses to IFB questions will be released by the date and time specified and will be viewable online at https://caleprocure.ca.gov/pages/index.aspx under this IFB posting.

*** If interested in attending, please dial (916) 701-9994 and enter Phone Conference ID 181-124-931# on the date and time listed in the chart above.

**** Bidders are responsible for ensuring that the References are available to respond within the time period specified.

2. Submission of Bid:

a) All bids must be submitted and received by CCHCS by the dates and times shown in the Key Action Dates.

b) IFB documents MUST be submitted to CDCR/CCHCS electronically (by email) to the contact analyst listed below:

Nahla Marmosh nahla.marmosh@cdcr.ca.gov

Subject Line: IFB # SD25-00002 – On-Site Confidential Shredding Services

c) All attachments MUST be submitted in ONE email.

d) All attachments must be combined into one PDF document and labeled “IFB” with the exception of Attachment 2, Rate Sheet, which must be submitted as a separate attachment.

e) Attachment 2, Rate Sheet, must be submitted as a separate attachment and labeled “Attachment 2, Rate Sheet”.

f) All bids shall include the documents identified in Attachment 1 – Required Attachments Checklist. Bids that do not include the required documents and/or attachments shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

g) All documents requiring a signature must bear a certified scanned signature of a person authorized to bind the Bidder’s firm.

On-Site Confidential Shredding Services

Note to Bidders: It is the sole responsibility of the Bidder to contact the Contract Analyst listed for this IFB to verify receipt of the submitted IFB documents.

h) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

i) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the Contract.

j) Costs incurred for developing bids and in anticipation of award of the Contract are entirely the responsibility of the bidder and shall not be charged to the State of California.

k) An individual who is authorized to bind the bidder contractually shall sign the, Attachment 3 – Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

l) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

m) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

n) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum which will be posted within this IFB’s posting at:

https://caleprocure.ca.gov/pages/index.aspx.

o) The awarding agency reserves the right to reject all bids. The agency is not required to award a Contract.

p) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

q) Where applicable, bidder should carefully examine work sites and specifications.

Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the Contract amount will be made due to a lack of careful examination of work sites and specifications.

r) The State does not accept alternate contract language from a prospective Bidder. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

s) No oral understanding or agreement shall be binding on either party.

3. Evaluation and Selection:

a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b) The State will evaluate each bid to determine its responsiveness to the published requirements. This may include, but is not limited to:

On-Site Confidential Shredding Services

Minimum Qualifications verified.

Commercially Useful Function verified (if applicable).

Verification of References.

Rate Sheet Calculations.

Application of Preferences, if applicable.

DVBE Incentives, if applicable.

Required certifications/licenses have been received/verified.

Secretary of State certification/Business License verified.

Largest Tax Delinquency List verified. Pursuant to PCC Section 10295.4, persons identified as the largest tax delinquents by the FTB or BOE are ineligible to enter into any contract with the State.

c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

d) Award if made, will be to the lowest responsive, responsible bidder.

e) In the event of a tie between two responsive, responsible bidders, a coin toss will be conducted and observed by witnesses.

f) In the event of a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

4. Award and Protest:

a) Whenever a Contract is awarded under a procedure which provides for competitive bidding, but the Contract is not being awarded to the lowest bidder, the low bidder must be notified of that fact five (5) working days prior to contract award.

b) Upon written request by any Bidder, notice of the proposed award shall be posted to Cal eProcure (www.caleprocure.ca.gov) by the awarding agency at least five (5) business days prior to awarding the Contract.

c) If any bidder, prior to the award of Contract, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 (Email: OLSProtests@dgs.ca.gov) and the CDCR/CCHCS on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the Contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services, and the awarding agency, a detailed written statement specifying the grounds for the protest, the IFB number, the name of the agency involved and the agency contract person. The detailed written statement should be submitted to both the CDCR/CCHCS Contract Analyst listed on page 1 of this IFB and:

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

On-Site Confidential Shredding Services

Protests may be sent by email, regular mail, courier or personal delivery. Protestants should include their email address if they have one and advise the DGS Bid Protest Coordinator if they will accept service of documents pertaining to the protest via email.

e) Upon resolution of the protest and award of the Contract, the Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

f) Upon resolution of the protest and award of the Contract, the Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language

This document is only required if the Bidder has not submitted this form to the awarding agency within the last three (3) years.

5. Disposition of Bids:

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

b) Bid packages may be returned only at the bidder's expense, unless such expense is waived by the awarding agency.

6. Contract Execution and Performance:

a) Performance shall start not later than 10 days after all approvals have been obtained and the Contract is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the Contract. In addition, the Contractor shall be liable to the State for the difference between the Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the Contract shall be completed on or before the termination date of the Contract.

7. 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. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. 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 rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

On-Site Confidential Shredding Services

D. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM REQUIREMENTS:

DVBE Program Requirements, as well as resources and information to locate DVBE suppliers, are available here:

https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&has h=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C

Bidders need to begin the required DVBE participation process as soon as possible to allow adequate response time for DVBE participants. Additional helpful resources pertaining to the DVBE Program are available here:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List- Folder/Commercially-Useful-Function-for-Certified-Firms

DVBE participation of no less than 3 percent is mandatory for this IFB. These requirements apply whether conducting business as a for-profit or nonprofit individual, partnership or corporation. In order to be deemed responsive and eligible for award of the Contract, the Bidder must attain the 3% participation.

Bidders must complete and return the Bidder Declaration (GSPD-05-105) and the DVBE Declaration form (STD 843) referenced in this IFB. Failure to complete and submit all required forms with the bid, that fully document and show that the DVBE requirements have been met, will cause the bid to be rejected.

The DVBE participation goals must be based on the total dollar amount of the bid.

Proof of Department of General Services (DGS) DVBE certification for your firm and/or subcontractors must be submitted with your bid.

E. PREFERENCE PROGRAMS:

The preferences programs are as follows:

1. Small Business Preference:

Certified small businesses or microbusinesses can claim the five percent (5%) preference when submitting a bid on a state contract. A non-small business may receive a preference of five percent if the business commits to subcontract at least twenty-five percent of its net bid price with one or more small businesses or microbusinesses. The five percent preference is used only for computation purposes, to determine the winning bidder and does not alter the amounts of the resulting contract. The value of the preference is limited to $50,000 when a contract award is based upon (5%) award to the lowest compliant bid.

A contract awarded on the basis of the five percent (5%) preference is awarded to the small business, microbusiness or non-small business for the actual amount of its bid.

To apply or re-apply for certification as a small business, follow the instructions at the following location:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

2. Non-Small Business Preference:

The preference to a non-small business bidder that commits to small business or microbusiness subcontractor participation of twenty-five percent (25%) of its net bid price shall be five percent (5%) of the lowest, responsive, responsible bidder’s price. A non-small business, which qualifies for this preference, may not take an award away from a certified small business.

On-Site Confidential Shredding Services

To locate potential small business sub-contractors, visit https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true.

Ensure “Micro Business (MB)” and “Small Business (SB)” are selected. Search by “Keywords” or “United Nations Standard Products and Services Codes (UNSPSC)” that apply to the elements of work you desire to subcontract to a small business.

Prime contractors wishing to subcontract to a small business may also check for subcontractor advertisements in the California State Contracts Register (CSCR) for this solicitation prior to the bid due date. The CSCR can be accessed here:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

3. Disabled Veteran Business Enterprise (DVBE) Incentive Requirement:

This solicitation requires a minimum DVBE participation goal of 3%. In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to Bidders who provide DVBE participation in excess of the 3% goal. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State.

The following percentages will apply for awards based on low prices.

Confirmed DVBE Participation of: DVBE Incentive 5% Inclusive 3% 4% to 4.99% Inclusive 2% 3.1% to 3.99% Inclusive 1%

The incentive is applied by reducing the bid price by the amount of incentive as computed from the lowest responsive bid price submitted by a responsible bidder.

This incentive is for evaluation purposes only.

Application of the incentive shall not displace an award to a small business with a non-small business.

4. Commercially Useful Function

“Commercially useful function” is defined as a person or entity doing all of the following:

1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of services and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment;

and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

It is not a “commercially useful function” if the DVBEs role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation. (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

F. REQUIRED ATTACHMENTS:

Refer to Attachment 1 for the Required Attachments that are a part of this IFB.

On-Site Confidential Shredding Services

ATTACHMENT 1

REQUIRED ATTACHMENTS CHECKLIST

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

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

One (1) scanned copy of the complete IFB response (except for Attachment 2 – Rate Sheet) in one attachment entitled “IFB # SD25-00002” Attachment 1 - Required Attachments Checklist Attachment 2 - Rate Sheet submitted as a separate attachment entitled “Attachment 2 – Rate Sheet” Attachment 3 - Bid/Bidder Certification Sheet Attachment 4 - Bidder References Attachment 5 - Bidder Declaration (GSPD 05-105) Attachment 6 - DVBE Declaration (STD 843) Attachment 7 - Minimum Qualifications Statement Attachment 8 - Payee Data Record (STD 204) and Payee Data Record Supplement (STD

205) if applicable

Attachment 9 - Darfur Contracting Act Certification Attachment 10 – GenAI Reporting and Factsheet** (AMS 708) California Secretary of State Business Entity Filing Certification http://www.sos.ca.gov/business-programs/business-entities/statements (if business entity is a Corporation, LLC or Partnership) OR Copy of Business License (if sole proprietorship)

Copy of current valid AAA certification from the National Association of Information Destruction (NAID)

Small Business/DVBE Certification (if applicable) http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

The following documents are required upon Contract award:

Insurance Certifications (with endorsements) for Automobile, General Liability and Workers Compensation (See Exhibit E of the Sample Contract)**

Attachment 11 - Contractor Certification Clauses (CCC-04/2017) Attachment 12 - Non Disclosure Agreement (This form must be signed by all parties involved in the Contract) Attachment 13 - Primary Laws, Rules and Regulations Regarding Conduct and

Association with Prison Inmates (CDC 181)**

The following attachment is included in the IFB as reference only and should not be included in the bid submission:

Sample Contract

On-Site Confidential Shredding Services

ATTACHMENT 2

RATE SHEET

On-Site Confidential Shredding Services

The Contractor agrees to provide to California Department of Corrections and Rehabilitation (CDCR), California Correctional Health Care Services (CCHCS) all labor, maintenance, travel and per diem, parts, materials, non-consumable supplies, transportation, equipment, and every other item of expense necessary to provide On-Site Confidential Shredding Services to be performed at San Quentin Rehabilitation Center (SQRC) located at 1 Main Street, San Quentin, CA 94964.

Cost Per Pound X *Estimated Number of Pounds

PER YEAR

Estimated Cost (A x B)

(A)

X 70,000 lbs.

(B) = (1) $___________

Container Rental Per Year

X *Estimated Number of 96- Gallon

Containers Needed On-Site (at all times)

Estimated Cost

(C x D)

(C)

X 22 Containers

(D) = (2) $___________

Estimated Total Cost Per Year

(1)+(2)

THREE-YEAR TERM

(1)+(2) X

Years

(3)

Total Bid Cost

(3)

*Quantities indicated above will be used solely for computing the cost as a fair and equitable formula to determine the lowest bidder and is not binding on the contracting agency. However, the actual costs quoted above by the bidder shall be binding for the term of the Agreement.

Please Note: All services performed are paid in arrears.

California Correctional Health Care Services IFB #SD25-00002 On-Site Confidential Shredding Services

ATTACHMENT 3

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned with all other required documents as an entire package in one attachment. The bid must be transmitted via email in accordance with IFB instructions.

A. Our all-inclusive bid is submitted as detailed in Exhibit B-1, Rate Sheet.

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

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

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

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

3. E-mail Address

4. Address

Indicate your organization type:

5. Sole Proprietorship 6. Partnership 7. Corporation

Indicate the applicable employee and/or corporation number:

8. Federal Employee ID No. (FEIN) 9. California Corporation #:

10. Indicate applicable license and/or certification information:

11. Bidder’s Name (Print) 12. Title

13. Signature 14. Date

15. Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items are checked “Yes”.

Date application was submitted to OSBCR, if an application is pending:

On-Site Confidential Shredding Services

ATTACHMENT 3 (CONTINUED)

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Certification Sheet by following the instructions below:

Item Numbers

Instructions

1, 2a, 2b, 3, 4 Must be completed. These items are self-explanatory.

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

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

An association of two or more persons to carry on, as co-owners, a business for profit.

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

8 Enter your federal employee tax identification number.

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

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

11, 12, 13, 14 Must be completed. These items are self-explanatory.

15 If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box.

If your certification is pending, enter the date your application was submitted to

OSBCR.

On-Site Confidential Shredding Services

ATTACHMENT 4

BIDDER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed non-responsive. Only one (1) CDCR/CCHCS reference will be accepted to meet this requirement. Letters of recommendation and/or letters of references are not acceptable.

List below three (3) positive references for services performed within the last five (5) years, which are similar to the scope of work to be performed in the ensuing contract. All references must be for services provided for a minimum period of twelve (12) consecutive months. Bidders are responsible for ensuring that the references provided are available and respond during the time period specified in the Key Action Dates. The inability to confirm references, or if any reference provides an unsatisfactory review, may cause the bid to be rejected and deemed nonresponsive.

Please Print or Type

REFERENCE 1

Name of Firm:

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

E-mail Address: Fax Number:

Dates of Service: Value or Cost of Service: $ Brief Description of Service Provided:

REFERENCE 2

Name of Firm:

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

E-mail Address: Fax Number:

Dates of Service: Value or Cost of Service: $ Brief Description of Service Provided:

REFERENCE 3

Name of Firm:

Street Address: City: State: Zip Code:

Contact Person: Telephone Number:

E-mail Address: Fax Number:

Dates of Service: Value or Cost of Service: $ Brief Description of Service Provided:

California Correctional Health Care Services IFB #SD25-00002

ATTACHMENT 5

BIDDER DECLARATION

The GSPD-05-105 can be found at:

http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Bidders must complete the Bidder Declaration and include it with their response. When completing the declaration, bidders must identify all sub-contractors proposed for participation in the contract.

Bidders awarded a contract are contractually obligated to use the sub-contractors indicated in the Bidder Declaration for requested services unless CDCR/CCHCS agrees to a substitution via amendment to the Contract.

On-Site Confidential Shredding Services

ATTACHMENT 6

DVBE DECLARATION (STD 843)

The STD 843 can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf.

Bidders must complete the DVBE Declaration when a DVBE Contractor or Subcontractor will provide materials, supplies, services or equipment (Military and Veterans Code Section 999.2).

Violations are misdemeanors and punishable by imprisonment or fine and violators are liable for civil penalties. All signatures are made under penalty of perjury.

On-Site Confidential Shredding Services

ATTACHMENT 7

MINIMUM QUALIFICATIONS STATEMENT

The Bidder shall provide a statement that clearly demonstrates that each of the minimum qualifications for this IFB have been met. Each minimum qualification must be identified and responded to individually. The minimum qualifications can be found on page 3.

1. Three (3) years’ experience performing On-Site Confidential Shredding Services.

2. A current valid AAA certification from the National Association of Information Destruction (NAID) must be provided.

3. The Contractor (if Corporation, LLC or Partnership) must be active and in good standing with the California Secretary of State’s Office. Certification must be provided. The Contractor (if Sole Proprietor) must have a valid business license. Copy of business license must be provided.

4. Three (3) positive references for services performed within the last five (5) years, which are similar to the scope of work to be performed in the ensuing contract, must be provided on Attachment 4 - Bidder References. All references must be for services provided for a minimum period of twelve (12) consecutive months. Bidders are responsible for ensuring that the references provided are available and respond during the time period specified in the Key Action Dates. The inability to confirm references, or if any reference provides an unsatisfactory review, may cause the bid to be rejected and deemed nonresponsive.

On-Site Confidential Shredding Services

ATTACHMENT 8

PAYEE DATA RECORD

The Bidder must complete and sign the Payee Data Record (STD. 204) and include it with the Bid Submittal. The STD 204 can be found at:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

Please note: If remittance address will be different than the mailing address on the STD 204, a STD 205 Payee Data Record Supplement must be completed and submitted with the STD 204.

The STD 205 can be found at: http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

California Correctional Health Care Services IFB #SD25-00002

ATTACHMENT 9

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States.

For such a company to bid on or submit a bid for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a bid.

If information in Option #1 or Option #2 does not apply, check box below:

Options below do not apply.

Company/Bidder Name (printed) Authorized Signature Date

If your company, within the previous three years, has had any business activities or other operations outside of the United States, you must complete Option #1 or Option #2 below.

OPTION #1 - CERTIFICATION

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

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code Section 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below.

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

Company/Bidder Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

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

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

Company/Bidder Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

On-Site Confidential Shredding Services

ATTACHMENT 10

GenAI Reporting and Factsheet

(AMS 708)

Bidders must complete and return the enclosed AMS 708 – GenAI Reporting and Factsheet.

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.

Note: GenAI is only applicable to solutions or services that include, or make available, any GenAI technology, including GenAI from third parties or subcontractors.

CALIFORNIA CORRECTIONAL HEALTH CARE SERVICES

ACQUISITIONS MANAGEMENT SECTION

GENAI DISCLOSURE & FACTSHEET

AMS 708 (REV. 03/2025)

Generative Artificial Intelligence (GenAI) Disclosure & Factsheet Bidder/Proposer/Offeror Information

Solicitation Number Bidder ID/Vendor ID (optional)

Business Name Business Telephone Number

Business Address City State Zip Code

GenAI Disclosure & Factsheet Will you be using or offering GenAI technology, model, or service (collectively, “system”)? Yes No (If No, skip to Signature section of this form.)

If yes, provide details regarding the GenAI system”). See GenAI Disclosure & Factsheet Definitions at the end of this form for more information.

Failure to disclose GenAI to the State and submit the detailed description may result in disqualification and may void any resulting contract.

1. GenAI Model Name, Version (including number of parameters)

2. Model Owner

3. Overview

4. Purpose

5. Intended Domain

6. Model Training Data

7. Model Information

ACQUISITIONS MANAGEMENT SECTION

GENAI DISCLOSURE & FACTSHEET

AMS 708 (REV. 03/2025)

8. Input and Outputs

9. Performance Metrics

10. Optimal Conditions

11. Poor Conditions

12. Bias

13. Test Data

14. Risk Categorization for Vendor Solutions (High, Medium, Low)

15. Ownership of AI system-generated data and/or content (Vendor or Agency)

Explain below how you are ensuring the GenAI system is not adversely affecting “decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.” (AB 302, Department of Technology: High-Risk automated decision systems: inventory).

Signature

By signing this document, I certify that I have identified and disclosed, if any, all GenAI components in the proposed solution or service.

Signature Date

ACQUISITIONS MANAGEMENT SECTION

GENAI DISCLOSURE & FACTSHEET

AMS 708 (REV. 03/2025)

GenAI Disclosure & Factsheet Definitions Please use the following definitions to complete the GenAI Disclosure and Factsheet:

1. Model Name, Version & Number of Parameters:

Definition: The unique identifier or name assigned to the specific GenAI model or service.

Purpose: Allows users to refer to and distinguish between different GenAI models.

2. Model Owner Definition: The name of the organization or entity responsible for creating or deploying the GenAI model or service.

Importance: Helps identify the source and accountability for the GenAI system.

3. Overview:

Definition: A concise summary of the GenAI model’s purpose, functionality, and key characteristics.

Role: Provides a high-level understanding for users and stakeholders.

4. Purpose:

Definition: The intended use or goal of the GenAI model (e.g., image recognition, natural language processing, text summarization).

Significance: Helps users assess whether the GenAI model aligns with their needs.

5. Intended Domain:

Definition: The context, subject matter or domain for which the GenAI model is designed to operate effectively.

Importance: Helps users determine if the GenAI model is suitable for their specific use case.

6. Training Data:

Definition: Information used to train the GenAI model (e.g., labeled images, text corpora).

Role: Influences the GenAI model’s behavior and performance.

7. Model Information:

Definition: Details about the architecture, parameters, and configuration of the GenAI model.

Relevance: Provides insights into how the GenAI model functions.

8. Inputs and Outputs:

Definition:

o Inputs: The data or features provided to the model for prediction (e.g., images, text).

o Outputs: The GenAI model’s predictions or results (e.g., class labels, probabilities).

Understanding: Crucial for integrating the GenAI model into applications.

9. Performance Metrics:

Definition: Quantitative measures (e.g., accuracy, F1-score) used to evaluate the GenAI model’s performance.

Assessment: Determines how well the GenAI model meets its intended purpose.

Continuous Monitoring Plan: Establishes a plan for continuous monitoring and evaluation of the GenAI model’s performance.

ACQUISITIONS MANAGEMENT SECTION

GENAI DISCLOSURE & FACTSHEET

AMS 708 (REV. 03/2025)

10. Optimal Conditions:

Definition: The ideal environment or context for the GenAI model to perform optimally.

Contextual Guidance: Helps users achieve the best results.

11. Poor Conditions:

Definition: Scenarios or conditions where the GenAI model’s performance may degrade.

Risk Awareness: Alerts users to potential limitations.

12. Bias:

Definition: Any systematic error or unfairness in the GenAI model’s predictions due to biased training data or design.

Mitigation: Addressing bias is crucial for ethical and unbiased GenAI.

13. Test Data:

Definition: Independent data used to evaluate the GenAI model’s performance after training.

Validation: Ensures the GenAI model generalizes well to unseen examples.

California Correctional Health Care Services IFB #SD25-00002

ATTACHMENT 11

CONTRACTOR CERTIFICATION CLAUSES

(Rev 4/2017)

CERTIFICATION

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

CONTRACTOR CERTIFICATION CLAUSES

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 11102) (Not applicable to public entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) The dangers of drug abuse in the workplace;

2) The person's or organization's policy of maintaining a drug-free workplace;

3) Any available counseling, rehabilitation and employee assistance programs; and,

4) Penalties that may be imposed upon employees for drug abuse violations.

c. Every employee who works on the proposed Agreement will:

1) Receive a copy of the company's drug-free workplace policy statement; and,

2) Agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et seq.)

California Correctional Health Care Services IFB #SD25-00002

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1) final unappealable finding of contempt of court by a Federal court has been issued against Contractor within the immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court, which orders Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract Code §10296) (Not applicable to public entities.)

4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO REQUIREMENT:

Contractor hereby certifies that Contractor will comply with the requirements of Section 6072 of the Business and Professions Code, effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the firm’s offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services, and may be taken into account when determining the award of future contracts with the State for legal services.

5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1, and is eligible to contract with the State of California.

6. SWEATFREE CODE OF CONDUCT:

a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories, or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract, declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.