RFP #2026-2000-0045 Optometry Services.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF CORRECTIONS

ADMINISTRATIVE SERVICES

PRIMARY CONTACT:

ALLAN OYAO JR.

PROCUREMENT OFFICER

allan.oyao@alaska.gov

(907) 269-5910

OPTOMETRY SERVICES

(STATEWIDE)

RFP 2026-2000-0045

ISSUED AUGUST 6, 2025

mailto:allan.oyao@alaska.gov

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2026-2000-0045

OPTOMETRY SERVICES (STATEWIDE)

2 Rev. 8/24

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE & QUALIFICATIONS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 3.07 CONTRACT PAYMENT

SEC. 3.08 LOCATION OF WORK

SEC. 3.09 TRAVEL

SEC. 3.10 THIRD-PARTY SERVICE PROVIDERS

SEC. 3.11 SUBCONTRACTORS

SEC. 3.12 JOINT VENTURES

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.14 CONTRACT PERSONNEL

SEC. 3.15 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.16 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.17 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.18 INDEMNIFICATION

SEC. 3.19 INSURANCE REQUIREMENTS

SEC. 3.20 SERVICE CONTRACT DEFICIENCIES

SEC. 3.21 SECURITY SPECIFICATIONS

SEC. 3.22 SECURITY BACKGROUND INVESTIGATION AND POLICIES AND PROCEDURES

SEC. 3.23 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 INTRODUCTION

SEC. 4.02 PROPOSAL CONTENTS

SEC. 4.03 EXPERIENCE AND QUALIFICATIONS

SEC. 4.04 UNDERSTANDING OF THE PROJECT

SEC. 4.05 METHODOLOGY USED FOR THE PROJECT

SEC. 4.06 MANAGEMENT PLAN FOR THE PROJECT

SEC. 4.07 COST PROPOSAL

SEC. 4.08 EVALUATION CRITERIA

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS (20%)

SEC. 5.05 UNDERSTANDING OF THE PROJECT (5%)

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT (5%)

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT (20%)

SEC. 5.08 CONTRACT COST (40%)

SEC. 5.09 ALASKA OFFEROR PREFERENCE (10%)

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SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATES NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Corrections, Division of Health and Rehabilitation Services, is soliciting proposals for an individual or agency to provide optometry services to our on-site clinics statewide.

SEC. 1.02 BUDGET

The Department of Corrections, Division of Health and Rehabilitation Services, estimates an annual budget of between $80,000.00 and $90,000.00 for this project. This contract/agreement is dependent upon legislative appropriation of funding and programmatic needs.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing AKST on September 8, 2025, as indicated by postmark or email timestamp, and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE & QUALIFICATIONS

In order for offers to be considered responsive, offerors must meet these minimum prior experience requirements:

• Offerors must have a minimum of 2 years of experience providing this type of service in an institutional environment. Resumes/vitae must be provided on all staff (including subcontractors if applicable) who will be performing services under the resulting contract.

In order for offers to be considered responsive, offerors must meet these minimum prior qualification requirements:

• Licensed Optometrist – holder of a valid current certificate issued by the Alaska State Board of Examiners in Optometry. (Provide copies)

• Offerors must be able to provide proof of having a DEA certificate upon request if selected to provide this service.

An offeror's failure to meet these minimum prior experience and qualifications requirements will cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of the offeror's proposals upon which an award could not be made.

SEC. 1.06 QUESTIONS DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

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Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision. The Deadline for questions is 2:00 PM, prevailing AKST on August 27, 2025.

PROCUREMENT OFFICER: Allan Oyao Jr. – PHONE 907-269-5910 – Email: allan.oyao@alaska.gov

SEC. 1.07 RETURN INSTRUCTIONS

Do not submit a response through IRIS Vendor Self-Service (VSS).

If submitting a hard copy proposal, Offerors must submit one hard copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Department of Corrections Division of Administrative Services

Attention: Allan Oyao Jr.

RFP Number: 2026-2000-0045

RFP Title: Optometry Clinical Services 550 W. 7th Avenue, Suite 1800

Anchorage, AK 99501

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to doc.procurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf” (Vendor A is the name of the offeror). The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes, and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at 907-269-5910 or by email (preferred) to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

mailto:allan.oyao@alaska.gov mailto:doc.procurement@alaska.gov

6 Rev. 8/24

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All the times are Alaska Standard Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 8/6/2025 Question Deadline 2:00 PM 8/27/2025 Deadline for Receipt of Proposals 2:00 PM 9/8/2025 Proposal Evaluations Complete 9/15/2025 Notice of Intent to Award 9/17/2025 Contract Issued 10/1/2025

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Corrections or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830, alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

7 Rev. 8/24

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

Health Care Mission: The mission of the State of Alaska, Department of Corrections Health and Rehabilitation services, is to provide those health care services necessary to prevent or alleviate pain and suffering; provide those services that the potential for harm to the prisoner by reason of delay or denial would be substantial; assure that any treatment or procedure provided is of medical necessity and not simply desirable; assure that denials or delays are not deliberately indifferent to serious medical needs; take corrective action when long-term ill effects can be prevented; and provide those procedures, treatment and prosthetic devices essential to the inmate's level of functioning and rehabilitation. To the maximum extent possible, health care services will be provided in the facility's medical unit.

8 Rev. 8/24

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Department of Corrections is soliciting proposals for optometrist and optician services to be provided to people incarcerated at various facilities. Institutions to be served under the terms of any contract awarded as a result of this RFP are as follows:

• Anchorage Correctional Complex (ACC), 1400 E. 4th Ave, Anchorage, AK. 99501

• Fairbanks Correctional Center (FCC), 1931 Egan Ave., Fairbanks, AK 99701

• Goose Creek Correctional Center (GCCC), 22301 W. Alsop Rd, Wasilla, AK 99654

• Hiland Mountain Correctional Center (HMCC), 9101 Hesterberg Rd, Eagle River, AK 99577

• Lemon Creek Correctional Center (LCCC), 2000 Lemon Creek Rd, Juneau, AK 99801

• Palmer Correctional Center (PCC), Mile 58 Glenn Hwy, Sutton, AK

• Spring Creek Correctional Center (SCCC), Mile 5 Nash Rd., Seward, AK 99664

• Wildwood Correctional Center (WCC), 10 Chugach Ave., Kenai, AK 99611

Services at other facilities and/or at the offeror’s office may be needed and requested of the successful offeror. Any costs associated with services performed at other locations will be negotiated separately.

The Department will not be obligated to contract with the successful offeror for any additional services.

The contractor is required to have their own portable or mobile examination equipment to perform these services at all locations. The department does not provide any optometric equipment for use by the contractor.

The contractor will provide:

(a) Routine Services – (Within the Facility):

• Eye examinations to detect refractive errors and determine general ocular health. Examinations will include color vision testing, depth perception testing, glaucoma testing, blood pressure testing, visual acuity testing, visual fields, diabetes retinal screening testing, and refractions, as necessary.

• Refractions to include dilated fundus exams and fundus photography are to be performed in the institutions. (It is estimated that 15% of the examinations will require fundus photography. Please state one cost for examinations that will cover the 15% fundus photography requirements.)

• Basic rounded square full plastic frame with spring hinges to fit: 48 mm - 56 mm eye; bridge change from 18 mm - 24 mm; temple length 5.5" - 6" or 135 mm - 155 mm; with skull temple;

preferred frame colors brown or black. Frames should be uniform and consistent throughout the correctional system.

• Plastic lenses with hard coating in widths 48-54, single vision and bifocals. Bifocal lenses are needed in approximately 15% of the prescriptions.

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• Medicines must only be prescribed as necessary and only when approved by the Institutional Health Care Officer. The Department will provide any prescription medications necessary from the Department’s central pharmacy.

(b) Non-Routine Services – (Outside the Facility): Patients may be taken from the facilities to the contractor’s office or another service provider for special services on an as-needed basis, but only after written prior pre-authorization from the Medical Director or their designee. Special services include, but are not limited to: retinal photography, visual fields, special testing, referrals to surgery, referrals to a retinal specialist, etc.

Contact lenses will only be provided when essential and properly coordinated, with a separate Referral Order (OR) specifically for contacts that must be approved in advance by the URC or

MAC.

(c) Delivery Timeframe: The Department requires reasonably prompt services. The DOC expects delivery of prescription glasses within one week following the examination date. The offeror must indicate the timeframes for the provision of these services and the length of time between examination and delivery of the prescription for glasses.

(d) Quality Assurance: The Department requires accurate prescriptions and will expect that if prescriptions or glasses are not correct, they will be corrected or adjusted at no additional cost.

(e) Exclusions: The Department does not allow mirrored, photo-sensitive, oversized lenses, Tinted lenses. Under special circumstances, tinted or contact lenses may be requested, but they must have a written pre-authorization by the Medical Advisory Committee. No other services or materials will be provided unless approved in advance by the DOC.

Other Requirements:

The successful offeror may be required to:

• Attend semi-annual meetings with the Department of Corrections staff in the first contract year and annually each subsequent year, as required by the Director.

• Provide or be available for court testimony on an as-needed basis.

The successful offeror will be required to comply with all current Bloodborne Pathogen Standards and regulations. Refer to 29 CFR 1910.1030 and AS 18.0.890, Alaska Occupational Safety and Health (AKOSH), and DOC P&P 202.03.

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of the award, approximately October 1, 2025, through June 30, 2026, with two (2) one-year optional renewal terms through June 30, 2028. The optional contract renewal shall be exercised solely at the discretion of the State. All contract renewals are dependent upon legislative appropriation of funding and programmatic needs.

10 Rev. 8/24

The approximate contract schedule is as follows:

Initial Term: October 1, 2025 – June 30, 2026 Optional Renewal: July 1, 2026 – June 30, 2027 Optional Renewal: July 1, 2027 – June 30, 2028

The successful offeror must be a qualified professional providing optometric services and the necessary materials to meet the vision care needs of people in the custody of the Department of Corrections. The offeror must have the ability to provide the services on a regularly scheduled basis and to the average number of patients as indicated below:

Anchorage Correctional Complex: One visit every three months, twenty-five (25) patients per visit.

Fairbanks Correctional Center: One visit every six months, twenty (20) patients per visit.

Goose Greek Correctional Center: One visit every six weeks, twenty-five (25) patients per visit

Hiland Mountain Correctional Center: One visit every four months, twenty (20) patients per visit.

Lemon Creek Correctional Center: One visit every six months, twenty (20) patients per visit.

Palmer Correctional Center: One visit every three months, twenty (20) patients per visit.

Spring Creek Correctional Center: One visit every four months, twenty (20) patients per visit.

Wildwood Correctional Complex: One visit every six months, twenty (20) patients per visit.

The above minimum number of patients per visit is a guarantee. If the contractor sees fewer than the minimum patients specified above, the contractor can bill for the remaining patients not seen at their exam rate. If the number exceeds the minimum number specified, the contractor will bill for the actual number seen.

NOTE: If the facility contacts the contractor or their office and gives notification to cancel the scheduled visit within one week of arrival, there will be no charge to the department. “ONE WEEK” is defined as seven (7) days.

DOC notification shall be given by both written (email) and verbal (telephonic) communications.

Normally, work hours are 8 am to 5 pm Monday–Friday; holidays and weekends may be available with prior coordination.

The Department reserves the right to add locations or change locations that require the provision of contract services. An increase or decrease in services specified in each institution may occur during any period of performance. This will be dependent upon the number of persons incarcerated or under the custody of the Department, and upon legislative funding.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least

11 Rev. 8/24

30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

• Obtain patient signed informed consent forms as necessary.

• Maintain medical records for each patient and provide them to the DOC medical records staff.

• Provide DOC medical records staff with a legible copy of every refraction/eyeglass prescription following each appointment;

• Use the Department's Electronic Health Records Systems (EHR) if desired but not required, as long as clinical documentation is provided to the DOC medical records.

SEC. 3.04 CONTRACT TYPE

This contract is a Firm Fixed Price contract.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

The successful offeror must provide a billing for services (based on fees established in the finalized contract) for each patient with support documentation to demonstrate provision of services. All billings must be certified (signed) in writing by the successful offeror and submitted to the HARS Administrative Officer, Department of Corrections, 550 W. 7th Ave, Suite 1800, Anchorage, AK 99501 for review and approval.

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

The state is eligible to receive a 5% discount for all invoices paid within 15 business days from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. The discount shall be taken on the full invoice amount. The state shall consider payment to be made as either the date a printed warrant is issued or the date an electronic funds transfer (EFT) is initiated.

SEC. 3.07 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Corrections or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

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SEC. 3.08 LOCATION OF WORK

The location(s) where the work is to be performed, completed, and managed are at the following locations.

• Anchorage Correctional Complex (ACC), 1400 E. 4th Ave, Anchorage, AK. 99501

• Fairbanks Correctional Center (FCC), 1931 Egan Ave., Fairbanks, AK 99701

• Goose Creek Correctional Center (GCCC), 22301 W. Alsop Rd, Wasilla, AK 99654

• Hiland Mountain Correctional Center (HMCC), 9101 Hesterberg Rd, Eagle River, AK 99577

• Lemon Creek Correctional Center (LCCC), 2000 Lemon Creek Rd, Juneau, AK 99801

• Palmer Correctional Center (PCC), Mile 58 Glenn Hwy, Sutton, AK

• Spring Creek Correctional Center (SCCC), Mile 5 Nash Rd., Seward, AK 99664

• Wildwood Correctional Center (WCC), 10 Chugach Ave., Kenai, AK 99611

Other DOC locations may be added, if coordinated in advance.

The state will provide workspace for the contractor, but no equipment will be provided for this service.

The contractor should include all direct and indirect costs in their price proposal. Indirect examples are transportation, lodging, licensing, taxi, and per diem costs, etc. Travel to other locations will not be required.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.09 TRAVEL

Travel costs should be included in the cost proposal.

SEC. 3.10 THIRD-PARTY SERVICE PROVIDERS

Third-party service providers will not be allowed.

SEC. 3.11 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.12 JOINT VENTURES

Joint ventures will not be allowed.

13 Rev. 8/24

SEC. 3.13 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.14 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.15 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.16 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Corrections or the Commissioner's designee.

SEC. 3.17 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by storage, disclosure, publication, dissemination to and/or use by third parties of the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state laws, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to, or use of the confidential information.

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Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract.

Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request.

If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.18 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for, error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents, and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.19 INSURANCE REQUIREMENTS

Without limiting the contractor's indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

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Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under

AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Professional Liability Insurance: covering all errors, omissions, or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,000 $300,000 per Claim/Annual Aggregate $100,000-$499,000 $500,000 per Claim/Annual Aggregate $500,000-$999,999 $1,000,000 per Claim/Annual Aggregate $1,000,000 or over Refer to Risk Management

SEC. 3.20 SERVICE CONTRACT DEFICIENCIES

The contractor’s failure to provide a service required by this contract will be grounds for the state to issue a Service Deficiency Claim (SDC) to the contractor. The SDC will be provided to the contractor in writing.

The contractor will advise the state, in writing, of the corrective action being taken.

If a deficiency is not corrected within 8 working hours from the time it is issued, the state may issue another SDC and procure from another contractor the services necessary to correct the problem. The contractor will then be obliged to reimburse the state for the amount required to correct the problem.

If a contractor gets more than one (1) substantiated SDC in 30 days or a total of two (2) substantiated SDCs in 60 days, it will be grounds for the state to declare the contractor in default.

SEC. 3.21 SECURITY SPECIFICATIONS

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Security:

Security at all Alaska correctional facilities is the first priority. Contractors can expect delays in conducting business within the facility and/or its grounds. “Contractor” is defined as: delivery personnel, couriers, or service providers. Prisoner counts, emergencies of any type, prisoner movement, other deliveries, or other factors may delay or restrict contractor entry or movement within the perimeter. Security staff will facilitate contractors in conducting their business, but contractors must at all times respect security staff instructions. Contractors must follow all lawful instructions and directives of any staff member while on facility grounds. The State will at all times retain the exclusive right to restrict contractor access to the facility, or portions of the facility, for any reason.

Contractors must at all times have in their possession a valid Alaska Driver’s License or state-provided identification card and be prepared to provide it to any staff whenever requested. Contractors must never leave their tools or personal effects unattended or unsecured. Knives, cellular telephones, toxic/hazardous chemicals, alcohol, tobacco, drugs and paraphernalia, weapons of any kind, and explosives are prohibited at all times. All other items (i.e., tools, repair parts, cameras, paperwork, boxes) entering the facility are subject to inspection and must be approved by security staff. Contractor tools and other items may be inventoried upon entering and exiting the facility. Giving prisoners access to driver’s licenses, credit cards, telephone numbers, family pictures, etc., is a breach of security.

Contractors must fully cooperate with facility staff to prevent escape, sabotage, assault, any disturbance, or the importation of contraband. There is no confidentiality when it comes to security at one of the correctional facilities. Information regarding impending riots, escape plans, assaults, and other such matters that come to you in what would otherwise be considered a confidential exchange must be passed on to security staff immediately. To withhold information such as this could endanger you and others as well as lead to criminal charges. Nothing within this section limits a specific facility’s superintendent or security staff member from modifying or imposing alternate security requirements for contractors and their staff.

Security Check:

All personnel (both contractors and Subcontractors) will be required to undergo a security check prior to the commencement of work. A mandatory security briefing will be provided to the contractor staff prior to the start of on-site work.

1. The contractor will complete a Request for Clearance form to submit to the facility security staff for review at least 48 hours prior to commencement of work. The form requires the following information from each person working on site:

a. Full name.

b. Residence address.

c. Telephone Number.

d. Date of birth.

e. Social Security Number.

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f. Valid driver's license and state of issue, or other photo identification bearing a Social Security number.

g. The names of any relatives, friends, or acquaintances that are currently incarcerated within the facility.

2. The security check will look for recent or frequent past convictions or for outstanding warrants.

Security staff reserve the right to disqualify anyone from access to the work site. A past conviction will not automatically disqualify.

3. Once a Request for Clearance has been approved and is on file, it is not necessary for the contractor to complete a new form each time they request to enter the facility grounds.

Personnel Access:

1. Access to the work site, which is within a correctional facility, will be monitored and controlled by the Department of Corrections in order to prevent the importation of contraband and escape of inmates. At no time will contractor staff enter areas of the facility that are off-limits to them, nor drive vehicles along the perimeter fence or other unauthorized areas unless directed to do so by security staff.

2. Contractor staff will report to the visitor’s reception area at the beginning of each shift to obtain their identification badge or visitor’s badge and sign in on the contractor’s log. At the end of each shift, contractor staff will return their badges to this area and sign out of the contractor’s log. If workers leave the compound at lunch, they will all leave at the same time. Contractors should encourage their staff to bring lunch and to eat within the designated work area or cafeteria.

3. Contractors, Subcontractors, and Employees may be denied access or be removed from the facility for the following reasons:

a. Contractors or workers who are incompetent, careless, or otherwise detrimental to the work or the security of the facility.

b. Security requirements.

c. Disruptive, abrasive, and/or argumentative conduct.

d. Being under the influence of Alcohol, Drugs, and/or any substance that is considered contraband by the Facility (including use of Tobacco Products).

e. Refusal to submit to a search of personal property/belongings or themselves.

f. Health problems.

g. Failure to show proper identification.

h. Failure to follow the direction of Correctional Officers and/or staff members.

i. Having any unauthorized contact or interaction with inmates.

j. Failure to pass the security check.

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k. Failure to secure tools and work areas. (If no personnel are physically present in the work area, the work area and/or tools must be secured prior to leaving the area.)

Vehicle Access:

1. No privately owned vehicles may enter inside the security fence without approval from the DOC on-site security staff member. Contractor vehicles can be parked in the employee/visitor parking lot outside the security fence and must be locked at all times.

2. Authorized work vehicles, i.e., job site trailers and trucks, may be left inside the fence in a location IF they can be secured and upon the approval of security staff.

3. Privately owned and/or contractor vehicles are prohibited from entering unauthorized areas unless directed to do so by security staff.

Tool Control:

1. Do not leave prisoner-accessible work areas unattended without first removing or securing all tools and objects that would be considered contraband.

2. At the end of each workday, remove all tools and equipment from inmate-accessible work areas and store them within locked cabinets, locked containers, or locked storage trailers.

3. Maintain a written inventory of tools and equipment daily. Tools and equipment that cannot be accounted for at the end of each workday shall be brought to the immediate attention of a security staff member.

Contraband:

The mailing, bartering, introducing, exchanging or buying of items between inmates and contractors or their employees is strictly prohibited without the written consent of the Superintendent of the facility.

The following quotes are from Alaska Statutes and are provided so as to inform the contractor.

Title 11 - Alaska Statutes, Section 11.56.375, Promoting contraband in the first degree.

1. A person commits the crime of promoting contraband in the first degree if the person violates AS

11.56.380 and the contraband is:

a. A deadly weapon or a defensive weapon.

b. An article that is intended by the defendant to be used as a means of facilitating an escape; or

c. A controlled substance

2. Promoting contraband in the first degree is a class C felony.

AS 11.56.380, Promoting contraband in the second degree.

1. A person commits the crime of promoting contraband in the second degree if the person:

a. Introduces, takes, conveys, or attempts to introduce, take, or convey contraband into a correctional facility; or

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b. Makes, obtains, possesses, or attempts to make, obtain, or possess anything that person knows to be contraband while under official detention within a correctional facility.

2. Promoting contraband in the second degree is a Class A misdemeanor.

a. Effective August 26, 1999, contraband includes tobacco products.

AS 11.56.390, definition:

In AS 11.56.300-11.56.390, "contraband" means any article or thing that persons confined in a correctional facility are prohibited by law from obtaining, making, or possessing in that correctional facility.

SEC. 3.22 SECURITY BACKGROUND INVESTIGATION AND POLICIES AND

PROCEDURES

The department shall require personnel providing direct services within correctional facilities to comply with background investigations and/or security checks prior to starting work under the contract. When background investigations are required, they shall be performed by the department at no charge to the contractor. The department reserves the right to restrict an individual’s access to the facility or program if they are determined to pose a threat to security or if they fail to provide the information required for a background check.

The contractor will ensure that all individuals providing services under the terms of the contract complete the following forms and scan completed copies to the procurement officer of record and the program manager.

http://www.correct.state.ak.us/commissioner/policies-procedures

• Security Clearance Form;

• PREA Employment Disclosure Form (only applicable if services are provided in the institution)

• Code of Ethical Conduct 202.01a;

• Standards of Conduct 202.15a;

• ACOMS form and agreement, and (only applicable if they will be using DOC computers or network)

• Criminal Justice Information Services Addendum (CJIS) form. (Only required if providing services in the institutions or upon request.)

o The department may require the contractor to obtain 2 fingerprint “blue cards” form FD- 258 for personnel performing service under this contract (no charge to contractor).

Fingerprint (blue cards) can be obtained in Anchorage, in the basement of the Nesbitt Courthouse, or make arrangements at one of the department institutions by appointment.

Questions or for arranging appointment please contact the following personnel:

James Dabbs-Ashworth (james.dabbs-ashworth@alaska.gov)

David Muise (david.muise@alaska.gov) http://www.correct.state.ak.us/commissioner/policies-procedures mailto:james.dabbs-ashworth@alaska.gov mailto:david.muise@alaska.gov

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• The completed forms must be submitted to the procurement officer or designee.

• The department will send individual personnel a link to an online security awareness training that should take no longer than 2 hours to complete. Training is required biannually.

Recidivism Reporting: (Only applies if applicable)

Contractors reporting on program efficacy must use the statutory definition of recidivism. For programs that have been in place less than three (3) years, reports must clearly state the date parameters that are being used to report recidivism. The statutory definition of recidivism is:

Per AS 44.19.647 Recidivism Definition:

A felony offender who is reincarcerated within three (3) years of release for any offense conviction:

• Parole or probation violation

• New felony crime

• New misdemeanor crime

And per department Policies & Procedures 501.2 (Research Activities) & 650.01 (Criminal Justice Information Access), links provided below:

https://doc.alaska.gov/pnp/pdf/501.02.pdf?080916 https://doc.alaska.gov/pnp/pdf/650.01.pdf

Employee Incident Reporting: Contractor is required to contact the program manager for this contract if any of its employees working under this contract are involved in any criminal behavior and report it to the department within 24 hours of notice of the incident. Reporting shall be via email to the program manager and can be followed up with a phone call if needed.

SEC. 3.23 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

https://doc.alaska.gov/pnp/pdf/501.02.pdf?080916 https://doc.alaska.gov/pnp/pdf/650.01.pdf

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SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 INTRODUCTION

Proposals must include the complete name and address of offeror’s firm and the name, mailing address, and telephone number of the person the state should contact regarding the proposal.

Proposals must confirm that the offeror will comply with all provisions in this RFP; and, if applicable, provide notice that the firm qualifies as an Alaskan bidder. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the proposals may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.

SEC. 4.02 PROPOSAL CONTENTS

The following information must be included in all proposals.

(a) AUTHORIZED SIGNATURE All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

Proposals must remain open and valid for at least 90-days from the date set as the deadline for receipt of proposals.

(b) OFFEROR'S CERTIFICATION By signature on the proposal, offerors certify that they comply with the following:

A. the laws of the State of Alaska;

B. the applicable portion of the Federal Civil Rights Act of 1964;

C. the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

D. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

E. all terms and conditions set out in this RFP;

F. a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

G. that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

(c) VENDOR TAX ID A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the state's request.

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(d) CONFLICT OF INTEREST Each proposal…