RFP_C25512400_Chemical_Consulting_Services.pdf

State of California Department of Corrections and Rehabilitation

May 23, 2024

REQUEST FOR PROPOSAL (RFP)

RFP No. C25512400

CHEMICAL CONSULTING SERVICES FOR CLEANING PRODUCTS

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Request for Proposal (RFP), entitled CHEMICAL CONSULTING SERVICES FOR CLEANING PRODUCTS, RFP NO. C25512400. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-524 located on the CALPIA website (www.calpia.ca.gov, select About tab and then Doing Business with CALPIA).

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

Due Date/Time: June 14, 2024, by 3:00 PM CALPIA Contact SUBMIT BID TO:

Quica Teames, Contract Analyst Phone: (916) 358-2756

Email: Quica.Teames@calpia.ca.gov

California Prison Industry Authority Attention: Quica Teames, Contract Analyst

560 East Natoma Street Folsom, CA 95630

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

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

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

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

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

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

California Prison Industry Authority (CALPIA) RFP No. C25512400 Chemical Consulting Services for Cleaning Products

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

Any such factors must be reduced to written form and maintained in the contract file for the duration of the resulting contract.

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

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

California Prison Industry Authority (CALPIA) RFP No. C25512400

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4

B. Bid Information 4

C. Bidder’s Submittal Requirements 5

D. Bid Evaluation 9

E. Licenses and Permits 12

F. Standard Language 12

G. Bid Attachments 12 Attachment 1: Bid Document Submittal Check List 13 Attachment 2: Sample Standard Agreement (STD 213), Statement of

Work and Payment Provisions

Attachment 3: Cost Sheet 23 Attachment 4A: Payee Data Record (STD 204) 24 Attachment 4B: Payee Data Record Supplement (STD 205) 26 Attachment 5: Darfur Certification 28 Attachment 6: Experience/Past Performance (References) 29 Attachment 7: Contractor Certification Clauses (CCC’s) 30 Attachment 8: Past Performance Questionnaire 34 Attachment 9: PREA Volunteer/Contractor Information Sheet 37 Attachment 10: Appropriate Attire Policy 40 Attachment 11: Economic Sanctions Certification 42 Attachment 12: GenAI Disclosures & Factsheet Form (STD 1000) 43 Attachment 13: California Civil Rights Laws Certification (+$100,000 only) 47

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet 1 page Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 6: Experience/Past Performance (References) 1 page Attachment 7: Contractor Certification Clauses (CCC’s) 4 pages Attachment 8: Past Performance Questionnaire 3 pages Attachment 9: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 11: Economic Sanctions Certification 1 page Attachment 12: GenAI Disclosures & Factsheet Form (STD 1000) 4 pages Attachment 13: California Civil Rights Laws Certification (+$100,000 only) 1 page

Bidder Instructions and Contract Provisions:

Bidders Instructions REV-524* 10 pages General Provisions REV-0524* 21 pages Security Provisions REV-224* 5 pages Travel Provisions REV-324* 2 pages

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

A. Purpose and Description of Service

The California Prison Industry Authority (CALPIA) requires chemical consulting services for its cleaning products enterprise at California State Prison, Los Angeles County (LAC) located in Lancaster, California. The consultant is expected to provide subject matter expertise and oversight in the field with respect to chemical formulation, product manufacturing, product labeling, product packaging, product registration, and Safety Data Sheet (SDS) creation. The Contractor must be an expert on Environmental Protection Agency (EPA), Occupational Health & Safety Administration (OSHA), Department of Transportation (DOT), and Department of Pesticide Regulation (DPR) requirements as they pertain to CALPIA’s cleaning products line.

Refer to the Sample STD 213, Statement of Work and Payment Provisions, attached to this RFP as Attachment 2 for additional details and requirements.

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

B. Bid Information

1. Time Schedule

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

*estimated timeframes

2. Bid Submittal

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

EVENT DATE

TIME

(Pacific STD /Daylight Time)

RFP available to prospective bidders May 23, 2024 Deadline for Submittal of Questions May 31, 2024 5:00 PM CALPIA Response to Submitted Questions June 7, 2024 5:00 PM Final Date for Bid Submission/Bid Opening June 14, 2024 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award* June 18, 2024 5:00 PM Last Day to Appeal Intent to Award* June 25, 2024 5:00 PM Proposed Start Date of Agreement* July 1, 2024

Company Name Company Address

RFP Number: C25512400 RFP Name: Chemical Consulting Services for Cleaning Products Attention: Quica Teames

BID SUBMITTAL – DO NOT OPEN

California Prison Industry Authority (CALPIA) RFP No. C25512400

Within the interior sealed package, the Bidder shall include:

One (1) original and three (3) copies of all information required by this RFP; excluding all reference to cost information which shall be separately sealed (see below).

A separately sealed envelope marked “Cost Sheets for RFP C25512400” shall contain one (1) original copy of the Cost Sheet.

C. Questions Regarding RFP

Bidders are encouraged to submit questions prior to the questions submittal deadline outlined in the Time Schedule above (see Section B, Item 1). Questions must be submitted via email to Quica.Teames@calpia.ca.gov by the question submittal deadline.

Additionally, if a Bidder discovers any ambiguity, conflict, discrepancy, omission or error in this RFP, the Bidder shall notify the CALPIA contact contained on Page 1 of this RFP via email.

Note: No verbal information given will be binding upon the CALPIA unless such information is issued in writing as an official addendum to this RFP.

D. Bidder Minimum Qualifications

Failure to meet the following requirements by the bid due date will be grounds for the CALPIA to deem a Bidder non-responsive. In submitting a bid, Bidder must certify and demonstrate that it possesses the following requirements:

Mandatory Experience

Bidders shall have at least three (3) years of experience providing services of a consultative nature in all the following areas: chemical formulations, chemical product manufacturing, product labeling, product packaging, product regulation, product registration, SDS creation, development of training materials, performance of training sessions, conducting site surveys (i.e. audits of current manufacturing processes and procedures to ensure compliance with EPA, OSHA, DOT, and DPR requirements, etc.)

Bidder must have knowledge of the applicable rules, regulations, procedures, and laws that relate to and/or regulate the production of cleaning products (specifically relating to EPA, OSHA, DOT, and DPR requirements and regulations).

Bidders must demonstrate, in their proposal, that the staff assigned to the project possess the experience, education, knowledge, and skills required to perform the tasks described in this RFP.

Desirable Skills/Qualifications (Non-Mandatory)

Experience in providing consultative services of a chemical nature to government agencies.

California Prison Industry Authority (CALPIA) RFP No. C25512400

E. Bidder’s Submittal Requirements

Experience: Contractor must provide proof of three (3) years of experience with services similar in nature to the services identified in the attached Statement of Work. Experience will be determined by documentation submitted by the Contractor and further information provided by the references submitted under the Past Performance requirement below. Experience is defined as the kind and amount of work a Contractor has done relevant to the work contemplated by this procurement.

Past Performance: Contractor will be evaluated on prior performance through Contractor’s references (Attachment 7), on three (3) projects similar in nature within the last three (3) years.

Past performance is defined as the Contractor’s record of conforming to standards of good workmanship; Contractor’s record of forecasting and controlling costs; Contractor’s adherence to contract schedules, including the administrative aspects of performance; Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and the Contractor’s business-like concern for the interest of the customer.

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

RFP Response Content: Proposals should provide a straightforward and concise plan for the execution of the services requested and illustrate the Bidder’s ability to satisfy the requirements of tis RFP. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

1. Cover Letter

A cover letter must be included with the bid submittal and signed by an individual authorized to bind the company. The cover letter must state that the firm agrees to all the requirements set forth in this RFP and that the minimum qualifications are satisfied.

Note: Bidder must include proof, if a corporation, that the firm is in good standing and qualified to conduct business in California. For nonprofit organizations, Bidder must provide proof of nonprofit status with bid submittal.

2. General Overview of Company History

A general overview of the bidding company’s history must be included with the bid submittal. The overview shall include the number of years the company has been in business, what services are provided, and the number of years the company has been providing each of those services.

3. Demonstrated Experience

The Bidder shall demonstrate, in their proposal, at least three (3) years of experience in providing services similar in nature to the services requested by this RFP. Experience will be determined by documentation submitted by the Bidder and further information provided by the references submitted under the Past Performance requirement above. Experience is defined as any kind and amount of work, a Bidder has done relevant to the work contemplated by this RFP.

California Prison Industry Authority (CALPIA) RFP No. C25512400

Each listed reference shall include a contact person, the customer’s name and address, telephone number, email address, cost of services and/or project, and a description of the type of service(s)/project(s) performed.

The Experience/Past Performance (References) form, Attachment 6, shall be utilized to document accordingly.

4. Request Past Performance Questionnaires

Request references from past customers; encourage them to fill out the Past Performance Questionnaire, Attachment 8, on your company’s behalf.

Completed Past Performance Questionnaires should be completed by the customer and submitted directly (via email) to the CALPIA contact identified on page 1 of this RFP.

5. Work Sample

The Bidder must submit a brief list of similar types of contracts and/or projects that were successfully completed in the past and include one (1) work sample with their bid submittal.

The work sample shall include identification of the problem, analysis of the situation, and a clearly identified solution or product for which initial services were required. The work sample must not exceed five (5) pages in length; evaluation points will be deducted for samples that surpass the maximum requested page length. The submitted sample pages may be components of a larger project and need not be submitted in sequential order so long as the Bidder has provided the requested information as outlined above.

6. Technique, Approach, and Methodology

Bidder shall provide an overall description of the techniques, approaches, and methods to be used in performing the requested services along with the amount of time and manpower to be expended and the equipment and facilities to be utilized. The Bidder shall include a work plan and propose a preliminary/sample schedule (ensuring all deliverables are met) with the bid submittal.

7. Staffing Plan

A staffing plan must be submitted in response to this RFP that demonstrates the Bidder’s ability to achieve the objectives, requirements, and complete the deliverables set forth herein.

The staffing plan must include, at a minimum, a designated Project Representative (Contract Manager and/or Project Manager). Should any other staff be required, the Bidder must include and identify the necessary staff in the proposal and list their classification title along with their assigned responsibilities and duties as it relates to the services requested in this RFP.

The Bidder must demonstrate, in writing, how the firm and/or key personnel satisfy the minimum desirable qualifications of this RFP.

California Prison Industry Authority (CALPIA) RFP No. C25512400

The Bidder must also submit an organizational chart that displays the relationship (hierarchy) between the Project Representative (Contract Manager and/or Project Manager) and the key personnel and all other parties, including subcontractors, to the extent subcontractors will be utilized.

The Bidder, if awarded, will act as a prime contractor under the terms of the agreement, the Bidder must also identify subcontractor affiliation as applicable (see part 10 below for additional requirements).

8. Professional Resume(s)

A resume must be submitted for each individual listed in response to this RFP, who may perform services under this agreement, if awarded. There should be a resume for each individual listed in response to part 7 above.

Bidder may also include copies of professional certification and/or other credentials, but these items may not take the place of a resume.

9. Confidentiality Statement

The Bidders must self-certify in their proposal that no actual conflicts of interest exist by submitting a written response indicating that there is no conflict of interests between existing client relationships and the ability of the Bidder to vigorously and fully represent

CALPIA.

Actual conflicts of interest will disqualify the Bidder.

Should there be a perceived conflict of interest with any client relationships, the perceived conflict must be listed and explained for each perceived conflict and should not exceed two

(2) pages in length.

At the sole discretion of CALPIA, any perceived conflict of interests may disqualify the Bidder from consideration of award.

10. Subcontractors

If subcontractors are contemplated, the Bidder must include the following information with their bid submittal; identification of those subcontracted persons or films, the portions and monetary percentages of work to be done by the subcontractors, how they were selected and why, resumes of each major subcontract participant, and a decision of how the subcontracted work will be controlled, monitored, and evaluated by the Bidder.

11. Additional Requirements

All proposals shall include the documents identified in the Bid Document Submittal Checklist, Attachment 1. Proposals not including the proper documentation and attachments may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

California Prison Industry Authority (CALPIA) RFP No. C25512400

12. Preparation of Proposal Documents

Before submitting a response to this RFP, Bidders should review, correct all errors, and confirm compliance with the RFP requirements.

Provide one (1) original response and three (3) copies as your submittal to this RFP.

Documents with original signatures must be included in the original version of the submittal.

The proposal package should be prepared in the least expensive method.

Costs incurred for developing proposals in anticipation of award are entirely the responsibility of the Bidder and shall not be charged to the CALPIA.

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

Executive Order N-12-23 – Generative Artificial Intelligence (GenAI): The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidders/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors.

The State has developed a GenAI Disclosure & Factsheet (STD 1000) to be completed by the Bidder/Offeror. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet, 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.”

F. Bid Evaluation

At the time of bid opening, CALPIA will examine each bid for the presence or absence of the requested information and compliance with the RFP submission requirements to determine the Bidder’s Responsiveness.

Submissions that meet the RFP requirements will be submitted to the CALPIA evaluation committee.

The evaluation committee will evaluate and score each proposal using the criteria and methods specified in the Evaluation Rubric listed below.

Award of a contract resulting from this RFP will be based on the Bidder providing the best value while meeting the scoring requirements as outlined below. Only the highest scoring responsive, Bidder will be considered for award.

California Prison Industry Authority (CALPIA) RFP No. C25512400

A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Proposals that contain false or misleading statements or provide references that do not support an attribute or condition claimed by the Bidder, may be rejected at CALPIA’s sole discretion.

CALPIA may reject any or all proposals and may waive any immaterial deviations in a proposal.

CALPIA’s waiver of immaterial deviation shall in no way modify the RFP documents or excuse the Bidder from full compliance with all requirements if awarded the agreement.

The Bidder may offer a cash discount; however, for the purpose of the bid evaluation, when the cash discount offer exceeds five percent (5%), the discount will be calculated as five percent (5%) to determine cost points. For the purpose of the bid evaluation only, if a Bidder offers a cash discount of less than 20 days or less than one half (1/2) or one percent (1%), CALPIA will not adjust their bid for cash discount to determine cost points.

A minimum of 70 points out of a total of 100, from the criteria established by the CALPIA and listed in the Evaluation Rubric below, must be achieved for the Bidder to be considered responsive. A responsive proposal is one that meets or exceeds the requirements stated in this RFP.

California Prison Industry Authority (CALPIA) RFP No. C25512400

Evaluation Rubric

Rating/Scoring Criteria Maximum Points Possible

PHASE I: Scoring of Proposal

Understanding & Methodology

Expressed Level of Understanding of Service Needs, Problems, Issues, Required Tasks and Deliverables as outlined in this RFP.

Soundness/Appropriateness of Proposed Methodology 10

Feasibility of Work Plan and Sample Schedule 10

Experience/Qualifications & Resources

Assigned Staff’s Expressed Knowledge, Experience, Education, and Background Related to Services Requested in this RFP. 15

Past Work

Similarity Between Previous Projects/Contracts and the Services Requested of this RFP 10

Soundness of submitted Work Sample in identifying the problem, analyzing the situation, and identifying and/or preparing/implementing a reasonable and feasible solution or product

Overall Quality of Proposal

Clarity and Format of Proposal 5

PHASE II: Cost Evaluation 30

The lowest cost proposal is awarded the maximum cost points.

Other proposals are awarded cost points based on the following mathematical formula:

Cost Points = (factor*) X Maximum Cost Points

*factor = Lowest cost proposal divided by next Bidder’s proposal cost

Total Points Possible: 100

California Prison Industry Authority (CALPIA) RFP No. C25512400

E. Licenses and Permits

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

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

F. Standard Language

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

G. Bid Attachments

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

ATTACHMENT 1

BID DOCUMENT SUBMITTAL CHECK LIST

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

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

NAME OF BIDDER:

COMPANY NAME:

Attachment Name/Description

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

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

_____ Attachment 5: Darfur Certification _____ Attachment 6: Experience/Past Performance (References) _____ Attachment 7: Contractor’s Certification Clauses _____ Attachment 8: Past Performance Questionnaire (Outlined on Page 7) _____ Attachment 9: PREA Volunteer/Contractor Information Sheet _____ Attachment 10: Economic Sanctions Certification _____ Attachment 12: GenAI Disclosure & Factsheet Form (STD 1000) _____ Attachment 13: California Civil Rights Laws Certification (+$100,000 only)

Additional Items Description (If Applicable)

_____ Copy of Business License(s) or permit(s) as required by the city, county, or both (Outlined on Pages 6 and 12)

_____ Documentation and/or Certification illustrating compliance with Minimum Qualifications (Outlined on Page 5)

_____ Documentation and/or Certification illustrating compliance with Desired Qualifications (Outlined on Page 5)

_____ Cover Letter (Outlined on Page 6) _____ Overview of Company History (Outlined on Page 6) _____ Work Sample (Outlined on Page 7) _____ Technique, Approach, and Methodology (Includes Work Plan & Proposed/Sample

Schedule) (Outlined on Page 7) _____ Staffing Plan (Outlined on Page 7) _____ Professional Resumes (Outlined on Page 8) _____ Confidentiality Statement (Outlined on Page 8) _____ Subcontractor Identification & Requested Information (Outlined on Page 8)

STATE OF CALIFORNIA

STANDARD AGREEMENT ATTACHMENT 2

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

RFP C25512400

REGISTRATION NUMBER

CHEMICAL CONSULTING SERVICES FOR CLEANING PRODUCTS

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

STATE AGENCY'S NAME

CALIFORNIA PRISON INDUSTRY AUTHORITY

CONTRACTOR'S NAME

TBD

2. The term of this Month Day, 2024 or upon approval, whichever is the later, through Month Day, 2026Agreement is:

3. The maximum amount $0.00 of this Agreement is: Dollars and No Cents

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

Attachment 2 – Statement of Work and Payment Provisions 8 pages

Attachment 3 – Cost Sheet 1 page

General Provisions REV-0524* 21 pages

Security Provisions REV-224* 5 pages

Travel Provisions REV-0324* 2 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached These documents can be viewed at http://www.calpia.ca.gov, (select About tab, then select Doing Business with CALPIA).

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

CONTRACTOR

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

TBD

BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Prison Industry Authority BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

560 East Natoma Street Folsom, CA 95630

ADDRESSADDRESS

or upon approval, whichever is the later, throughor upon approval, whichever is the later, through Month DayMonth Day, 2026

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

Statement of Work and Payment Provisions Statement of Work and Payment Provisions with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached http://www.calpia.ca.govhttp://www.calpia.ca.gov,,http://www.calpia.ca.govhttp://www.calpia.ca.govhttp://www.calpia.ca.gov (select (select About bout tab, then select Doing Business with CALPIA).tab, then select Doing Business with CALPIA).

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

CONTRACTORCONTRACTOR

(if other than an individual, state whether a corporation, (if other than an individual, state whether a corporation, partnership, etc.)partnership, etc.)

(Authorized Signature)

PRINTED NAME AND TITLE OF PERSON SIGNINGPRINTED NAME AND TITLE OF PERSON SIGNING

STATE OF CALIFORNIASTATE OF CALIFORNIA

AGENCY NAMEAGENCY NAME

California Prison Industry AuthorityCalifornia Prison Industry Authority (Authorized Signature)(Authorized Signature)

PRINTED NAME AND TITLE OF PERSON SIGNING

STATEMENT OF WORK AND PAYMENT PROVISIONS

I. STATEMENT OF WORK

1. Contractor agrees to provide the California Prison Industry Authority (CALPIA) with consulting services needed to supply subject matter expertise and oversight in the field of chemical formulation, product manufacturing, product labeling, product packaging, product registration, Safety Data Sheet (SDS) creation, Environmental Protection Agency (EPA), Occupational Safety & Health Administration (OSHA), Department of Transportation (DOT), and Department of Pesticide Regulations (DPR) requirements as they pertain to CALPIA’s cleaning products line.

A. The CALPIA will further the expansion of its cleaning products line and will continue to evaluate and update current product formulations to ensure it is providing a safe and quality product to its customers.

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

2. The services shall be performed primarily at the Contractor’s place of business and shall be conducted via email, telephone, and/or web conference.

A. Onsite consultations and training sessions may be needed in person and shall be conducted at the CALPIA cleaning products enterprise located at the following address:

i. California State Prison, Los Angeles County (LAC)

44750 60th Street West Lancaster, CA 93536

3. The services shall be provided during regular business hours of the cleaning products enterprise, Monday through Friday, 6:30 AM to 2:30 PM (PST), except State holidays, or as directed by the CALPIA Project Representative, or designee.

A. Upon mutual agreement between the CALPIA Project Representative, or designee, and the Contractor, working hours may be modified as necessary.

i. For example, special projects may result in an extended schedule and varying work hours.

4. Service shall be available not later than the express date set by CALPIA and the Contractor, after all approvals have been obtained, the agreement is fully executed, and an ERPLX

Tracking Number is issued. Should the Contractor fail to commence work at the agreed upon time, the CALPIA, upon five (5) days’ written notice to the Contractor, reserves the right to terminate the agreement effective immediately. In addition, the Contractor shall be liable to the CALPIA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor.

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

State Agency: CALPIA Contractor:

Section/Unit: Marketing / Operations Section/Unit:

Attention: Attention:

Address: 560 East Natoma Street

Folsom, CA 95630 Address:

Phone: Phone:

Email: Email:

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

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

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

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

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

7. Contractor shall provide chemical consulting services, including but not limited to the following:

A. The Contractor shall be available to assist CALPIA staff, consult with CALPIA’s

Business Services Section (BSS) on vendor recommendations, and advise CALPIA’s Management on discrepancy resolutions.

B. Consultations may include any of the following methods:

i. Phone and/or electronic mail (email);

ii. Written correspondence;

iii. Onsite and in person.

C. All electronic documentation and/or digital work product(s) (created onsite or offsite) must be compatible, and interface, with existing CALPIA software applications such as the Microsoft Office Suite (including Microsoft Word, Microsoft Excel, and Microsoft Access).

D. The Contractor will assist with CALPIA sanitization chemistry and brand management for the cleaning products line including, but not limited to, each of the following:

i. Advising on product offering, selection, and rationalization;

ii. Assisting in the formulation development and certification for general cleaners, protective coatings, “Green Chemistry” product development and certification, etc.;

iii. Advising on primary registrant selection and management for sanitizers and disinfectants;

iv. Advising on packaging and labeling criteria and selection;

v. Conducting and providing scientific research;

vi. Interpreting and applying EPA, OSHA, DOT, and DPR regulations;

vii. Advising on EPA, OSHA, DOT, and DPR compliance and best practices for new and existing products;

viii. Reviewing technical documents;

ix. Conducting literature reviews;

x. Assisting with marketing text development for various marketing materials, including those appearing on CALPIA’s online website;

xi. Reviewing regulatory required label text and making recommendations for label text based on regulatory requirements, and reviewing final labels before going to print;

xii. Providing assistance to CALPIA staff with respect to permitting and reporting;

xiii. Contacting manufacturers to confirm correct data is being supplied;

xiv. Developing continuous improvement formulation for environmental profile processes;

xv. Consulting on the necessary and/or recommended Personal Protective Equipment

(PPE);

xvi. Consulting on quality control processes and their implementation.

E. The Contractor shall conduct site surveys including:

i. Audits of the current facilities manufacturing processes and procedures.

ii. Audits of existing procedures as they relate to sanitizers and disinfectants in compliance with manufacturer, EPA, and DPR requirements.

F. The Contractor shall provide staff and inmate training, including but not limited to:

i. Developing chemical sanitation procedures and management training materials associated with manufacturing and sanitation practices;

ii. Reviewing and editing training agendas of mixing techniques for inmates and CALPIA staff;

iii. Reviewing and editing inmate testing and staff oversight methodologies for inmates;

iv. Providing safety trainings (on-site, webinar, or web-based training);

v. Providing hazardous materials shipping training and consultations;

vi. Providing chemical storage training and risk management assistance;

vii. Developing other training programs and training materials as needed.

G. The Contractor shall review and edit SDSs; tasks will include, but not limited to the following:

i. Working with other existing CALPIA consultants/vendors and staff to write, review and/or edit SDSs.

ii. Providing SDS authoring software for creating and editing SDSs;

iii. Creating SDSs in the format currently used by CALPIA;

iv. Creating Globally Harmonized System (GHS) and EPA compliant SDSs & labels;

v. Identifying OSHA exposure limits for chemicals;

vi. Creating batch sheets;

vii. Providing the necessary information to generate labels with OSHA required label text and pictograms.

viii. Making software and templates available to the CALPIA for purchase after contract expiration.

H. The Contractor will serve as CALPIA’s Subject Matter Expert (SME) and may be requested to represent CALPIA as an expert witness.

i. The Contractor shall have expertise regarding California Proposition 65

(Proposition 65), officially known as the Safe Water and Toxic Enforcement Act of 1986, in relation to cleaning products manufacturing, labeling, and distribution.

ii. The Contractor shall assist CALPIA in understanding, abiding by, and adhering to the rules and regulations outlined in Proposition 65.

iii. Assistance provided to CALPIA by the Contractor shall be timely and conform to the rules and regulations outlined in Proposition 65 and all applicable local, state, and federal regulations.

I. The Contractor shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

i. The Contractor shall notify the CALPIA Project Representative, or designee, in writing, of any changes in key personnel performing service(s) under this agreement. If a Contactor’s employee is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor will make every reasonable effort to provide suitable substitute personnel. The substitute personnel shall meet all requirements and must be approved in advance of any performance under this agreement by the CALPIA via an approved amendment.

8. The CALPIA shall provide the Contractor with access to operation areas, as required, to complete the tasks and activities defined herein.

A. However, CALPIA will not provide any equipment or office space for the Contractor during the term of this agreement.

9. It shall be CALPIA’s sole determination as to whether a deliverable has been successfully completed and is acceptable to the CALPIA.

A. Costs related to the rework of unacceptable work products shall be costs of the Contractor and shall not be billed to the CALPIA.

B. The CALPIA shall endeavor to provide the timely review and approval (at least a minimum of ten (10) State business days) of information and documentation submitted by the Contractor in performance of its contractual obligations.

10.Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering into any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

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

The State of California seeks to realize the potential benefits of Generative Artificial Intelligence (GenAI), through the development and deployment of GenAI tools, while balancing the risks of these new technologies. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure. Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet, the State reserves the right to incorporate GenAI Special Provisions into the final contract.

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

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

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

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

13. Per §10369 of the Public Contract Code (PCC), within sixty (60) days after the completion of this Agreement, the CALPIA Project Representative, or designee shall complete a written evaluation of the Contractor’s performance under this Agreement. If Contractor did not satisfactorily perform the work, a copy of the evaluation will be sent to the State Department of General Services (DGS), Office of Legal Services, and to the Contractor within 15 working days of the completion of the evaluation.

II. PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the CALPIA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet , Attachment 3, which is attached hereto and made part of this agreement.

i. Progress payments are permitted for services and/or tasks performed under this agreement. Ten percent (10%) of the invoiced amount shall be withheld pending completion of each task, and receipt and acceptance by the CALPIA Project Representative, or designee of any final reports required under this agreement. Any funds withheld with regard to a particular task may be paid upon completion of that task.

B. Travel shall be invoiced separately in accordance with the CALPIA approved Travel

Provisions REV – 0324 which are incorporated by reference.

i. All travel for or on behalf of CALPIA shall require written approval by the CALPIA Project Representative, or designee in advance.

a. During on-site consultation services or training, the Contractor’s time (billable hours) begins upon arrival at the LAC facility.

ii. Mileage reimbursement will not exceed the rate established by California Department of Human Resources (CalHR) at http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx.

iii. No allowance will be made for commuting to or from California State Prison, Los Angeles County (LAC), 44750 60th Street West, Lancaster, CA 93536.

C. Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable).

i. Example:

Phone consultation with written documentation for SDS sheets: 8/20/2024, 1600-1830 hours, 2.5 hours @ $100.00/Hour = $250.00.

D. Invoices shall include the six-digit Purchase Order (ERPlx) Number and the Agreement Number referenced in the executed contract cover letter. Invoices shall be submitted in triplicate not more frequently than once every 30 days in arrears to:

California Prison Industry Authority

Attention:

Address: 560 East Natoma Street

Folsom, CA 95630

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

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

i. All invoices, including revised/amended/corrected invoices, must be received by

CALPIA within 60 days from the date services were rendered.

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

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

b. If a revision/amendment/correction of a timely submitted invoice is requested by

CALPIA, payment will not be forfeited if the requested invoice is received more than 60 days after the date services were rendered.

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

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

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

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

2. Availability of Funds

All financial obligations of CALPIA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALPIA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALPIA’s obligations under this agreement, CALPIA may immediately terminate this agreement.

3. Prompt Payment Clause

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

4. Cash Discounts

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

ATTACHMENT 3

COST SHEET

The actual costs quoted by the bidder shall be binding for the term of the Agreement. CALPIA is not obligated to purchase any quantity of services from the contractor.

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

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

Description Unit of Measure Unit Price

Chemical Consulting Services Per Hour $_____________/Hour

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

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

For accounting reporting purposes, please provide the following information: Are you certified with the California Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Micro Business Yes No Yes No

If yes, enter certification number: __________ Expiration Date: __________

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code: __________

NAME OF

BIDDER:

COMPANY NAME

ADDRESS:

PHONE: FAX:

EMAIL:

AUTHORIZED

NAME:

PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

California Prison Industry Authority (CALPIA)

RFP No. C25512400

ATTACHMENT 4A

RFP No. C25512400

RFP No. C25512400

ATTACHMENT 4B

ATTACHMENT 5

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.