RFP_C93352401_Health_and_Safety_Consulting_Specialist.pdf

State of California

Department of Corrections and Rehabilitation

March 18, 2025

REQUEST FOR PROPOSAL (RFP)

RFP No. C93352401

HEALTH AND SAFETY CONSULTING SERVICES

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Request for Proposal (RFP), entitled HEALTH AND SAFETY CONSULTING SERVICES, RFP NO. C93352401. 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: April 9, 2025 by 3:00 PM CALPIA Contact SUBMIT BID TO:

Lisa Horrell, Contract Analyst Phone: (916) 358-2150

Email: Lisa.Horrell@calpia.ca.gov

California Prison Industry Authority Attention: Lisa Horrell, 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 it for one (1) additional year. There is the potential to award multiple contracts to provide statewide coverage for Northern, Central, and Southern California regions as designated on CALPIA’s Safety, Audits and Compliance Unit Regional Map (Exhibit 1).

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).

http://www.calpia.ca.gov/ mailto:Lisa.Horrell@calpia.ca.gov

California Prison Industry Authority (CALPIA) RFP No. C93352401 Health and Safety Consulting Services

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

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

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. C93352401

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4 B. Bid Information 4 C. Questions Regarding RFP 5 D. Bidder Minimum Requirements 5 E. Bidder’s Submittal Requirements 6 F. Bid Evaluation 10 G. Licenses and Permits 11 H. Standard Language 12 I. Bid Attachments 12

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

Work and Payment Provisions 14

Exhibit 1: Safety, Audits and Compliance Regional Map 21 Attachment 3: Cost Sheet 22 Attachment 4A: Payee Data Record (STD 204) 23 Attachment 4B: Payee Data Record Supplement (STD 205) 25 Attachment 5: Darfur Certification 27 Attachment 6: Experience/Past Performance (References) 28 Attachment 7: Contractor Certification Clauses (CCC’s) 29 Attachment 8: Past Performance Questionnaire 33 Attachment 9: PREA Volunteer/Contractor Information Sheet 36 Attachment 10: Appropriate Attire Policy 39 Attachment 11: Economic Sanctions Certification 41 Attachment 12: California Civil Rights Laws Certification 42

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) 1 page Attachment 4B: Payee Data Record Supplement (STD 205) 1 page 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: California Civil Rights Laws Certification 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 consultant services to provide subject matter expertise to and oversight of its Health and Safety Unit (HSU) headquartered in Folsom, California.

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

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

CALPIA reserves the right to modify this schedule at CALPIA’s discretion. Notification of changes in the Event due date will be posted on the State’s e-procurement website (FI$CAL) and sent to all known interested vendors. Vendors are encouraged to notify CALPIA of their interest in bidding to ensure they receive any revisions directly.

2. Site Assessment Walkthrough

A site assessment walkthrough will be scheduled with the top 2-3 consultants per region based upon the scoring of the submitted offers. Attendees will be escorted through a designated facility (to be determined at a later date) as part of a mock inspection and encouraged to take notes throughout the tour. Attendees will draft their findings into a report to be submitted for final evaluation purposes. CALPIA will be looking for a demonstration of the consultant’s knowledge base of Title 8 and ANSI standards, as well as the methodology and meticulousness exhibited in the report.

EVENT DATE

TIME

(Pacific STD /Daylight Time)

RFP available to prospective bidders March 18, 2025 Deadline for Submittal of Questions 4/1/2025 3:00 PM CALPIA Final Response to Submitted Questions 4/3/2025 3:00 PM Sealed Proposals Due to CALPIA 4/9/2025 By 3:00 PM Proposal Evaluations 4/10/2025 – 4/17/2025 Site Assessment Walkthrough with Top Consultants 5/14/2025 9:00 AM Site Assessment Evaluation Report Due Date 5/19/2025 5:00 PM Successful Bidder Letter and Posting of Intent to Award* 5/21/2025 5:00 PM Last Day to Appeal Intent to Award* 5/282025 5:00 PM Proposed Start Date of Agreement* June 9, 2025

California Prison Industry Authority (CALPIA) RFP No. C93352401

The selected consultants will be required to provide their driver’s license or California DMV identification card number, date of birth, and complete name to secure gate clearance for admittance to the designated correctional facility. Individuals attending the walkthrough must bring their Driver’s License or California DMV identification card in order to be admitted onto institutional grounds.

Individuals will not be admitted onto institutional grounds dressed in jeans, shorts or blue chambray, denim, orange, or olive-green clothing, as these colors are used for incarcerated individuals and correctional staff attire and identification. In addition, no paging or cellular devises are allowed on institution grounds. No pagers, cell phones, or photo equipment are allowed. See Appropriate Attire Policy, Attachment 10, for a complete listing of requirements.

3. 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:

C. Questions Regarding RFP

Bidders are encouraged to submit questions prior to the question submittal deadline outlined in the Time Schedule above (see Section B, Item 1). Questions must be submitted via email to Lisa.Horrell@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 consultative services in the form of training, policy and program review, and in-person audits and inspections.

Company Name Company Address

RFP Number: C93352401 RFP Name: Health and Safety Consulting Services Attention: Lisa Horrell

BID SUBMITTAL – DO NOT OPEN

California Prison Industry Authority (CALPIA) RFP No. C93352401

• Bidder must have knowledge of the applicable rules, regulations, procedures, and laws to ensure compliance with California Code of Regulations, California Health and Safety Code, and Code of Federal 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 health and safety nature to government agencies.

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 Scope of Work. Experience will be determined by documentation submitted by the Contractor and further information provided by the references submitted under the Past Performance requirement below. Experience is defined as the kind and amount of work a Contractor has done relevant to the work contemplated by this procurement.

Past Performance: Contractor will be evaluated on prior performance through Contractor’s references (Attachment 6), on three (3) projects similar in nature within the last three (3) years.

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

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

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

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) §

4986.2 Definitions for GenAI.

California Prison Industry Authority (CALPIA) RFP No. C93352401

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

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 this 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 that the firm, if a corporation, 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.

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

California Prison Industry Authority (CALPIA) RFP No. C93352401

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 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 health and safety consulting and oversight, along with the amount of time and manpower to be expended and the equipment 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 they relate 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.

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 Item 10 below for additional requirements).

California Prison Industry Authority (CALPIA) RFP No. C93352401

8. Professional Resume(s)

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

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.

Bidders will 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.

California Prison Industry Authority (CALPIA) RFP No. C93352401

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. 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

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

The evaluation committee will evaluate and score each responsive proposal using the criteria and methods specified in the Evaluation Rubric provided below. Cost evaluations will be determined by region, so Bidders who do not choose to bid on all three regions will not be penalized. Each region will be allotted a maximum of 30 points for comparison with other quotes for that region.

The top 2-3 consultants for each region will be invited to perform a site assessment at a designated correctional facility. The consultants will draft a report with their findings and submit it for final evaluation purposes. CALPIA will be looking for a demonstration of the consultant’s knowledge base of Title 8 and ANSI standards, as well as the methodology and meticulousness exhibited in the report.

Award of a contract or contracts resulting from this RFP will be based on the Bidder(s) providing the best value while meeting the scoring requirements as outlined below.

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.

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. 10

Soundness/Appropriateness of Proposed Methodology 10

Feasibility of Work Plan and Sample Schedule 10

California Prison Industry Authority (CALPIA) RFP No. C93352401

Experience/Qualifications & Resources

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

Past Work

Quality and Relevance 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 Cost Evaluation 30

Northern California Region

Central California Region

Southern California Region

The lowest cost proposal for each region 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

PHASE II: Site Assessment and Report Evaluation

CALPIA will be looking for a demonstration of the consultant’s knowledge base of Title 8 and ANSI standards, as well as the methodology and meticulousness exhibited in the site assessment report.

G. 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.

California Prison Industry Authority (CALPIA) RFP No. C93352401

H. 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.

I. 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 8) _____ 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

Additional Items Description (If Applicable)

_____ Copy of Business License(s) or permit(s) as required by the city, county, or both (Outlined on Pages 7 and 12)

_____ Documentation and/or Certification illustrating compliance with Minimum Qualifications (Outlined on Page 6)

_____ Documentation and/or Certification illustrating compliance with Desired Qualifications (Outlined on Page 6)

_____ Cover Letter (Outlined on Page 7) _____ Overview of Company History (Outlined on Page 7) _____ Work Sample (Outlined on Page 8) _____ Technique, Approach, and Methodology (Includes Work Plan & Proposed/Sample

Schedule) (Outlined on Page 8) _____ Staffing Plan (Outlined on Page 8) _____ Professional Resumes (Outlined on Page 9) _____ Confidentiality Statement (Outlined on Page 9) _____ Subcontractor Identification & Requested Information (Outlined on Page 9)

STATE OF CALIFORNIA

STANDARD AGREEMENT

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

RFP C93352401

REGISTRATION NUMBER

Health and Safety Consulting Services

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

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

Agreement is:

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

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

Attachment 2 - Scope of Work and Payment Provisions 7 pages Attachment 3 - Cost Sheet 1 page General Provisions REV-0524* 21 pages Security Provisions REV-224* 5 pages Travel Provisions REV-1024* 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.)

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

SCOPE OF WORK AND PAYMENT PROVISIONS

Contractor Initial _______

I. SCOPE OF WORK

1. Contractor agrees to provide the California Prison Industry Authority (CALPIA) with subject matter expertise and oversight in the form of training, policy and program review, and in-person audits and inspections to ensure that CALPIA remains in compliance with California Code of Regulations (CCR), California Health and Safety Code, and Code of Federal Regulations, through the contractor(s).

A. The services will be made available to all CALPIA correctional facility locations and their enterprises. There is potential to have multiple contractors to provide statewide coverage for Northern, Central, and Southern California regions, including satellite locations.

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 via email, telephone, and/or web conference.

3. Contractor must also be willing to come on grounds of correctional facilities and work directly with, and communicate with, the incarcerated population employed by CALPIA. The Contractor must adhere to rules dictated in the correctional environment, including dress code, behavior, and professionalism.

A. In the event services require the Contractor to work with, near, or around the incarcerated population, the Contractor must be examined and tested or medically evaluated by a licensed healthcare provider for tuberculosis (TB) in an infectious or contagious stage prior to performance of contracted duties, and annually (within 12 months of the initial TB test) thereafter, or more often as required by CALPIA.

B. The Contractor must be fingerprint-cleared or receive a gate clearance prior to coming on grounds of a correctional facility.

C. The Contractor must be able to be medically cleared and fit tested for a respirator as needed.

4. The services for the field shall be provided during the regular correctional facility business hours, Monday through Friday, 6:30 a.m. to 2:30 p.m. (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. For example, special projects may result in an extended schedule and varying work hours.

5. 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 a Sage X3 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.

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

State Agency: CALPIA Contractor: TBD Section/Unit: Section/Unit:

Attention: Attention:

Address: 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.

7. 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.

8. 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.

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

GenAI Technology Use & Reporting

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

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

10. Contractor shall provide the following services, but are not limited to:

A. Injury and Illness Prevention Program (IIPP) component review, revision, and constructive feedback in compliance with Title 8 CCR. The following components include but are not limited to:

i. Respiratory Protection Program

ii. Bloodborne Pathogen Exposure Control Program

iii. Heat Illness Prevention

iv. Wildfire Smoke Protection

v. Aerosol Transmissible Disease Exposure Control Program

vi. Emergency Action Plan

vii. Fire Prevention Plan

viii. Hazard Communication Program

ix. Hazardous Materials/Hazardous Waste Program

x. Workplace Violence Program

xi. Ergonomics Program

xii. Control of Hazardous Energy

xiii. Confined Space Program xiv.Hazard Analysis and Identification

xv. Code of Safe Practices

B. Provide guidance on IIPP component programs observed to be missing from the IIPP or from other existing programs reviewed and determined to be incomplete or insufficient.

C. Assist and provide guidance on in-person routine biannual inspections as needed.

Provide feedback to both the Health and Safety Unit (HSU) and field supervision for observed health and safety concerns. Facilitate identifying weaknesses in engineering and work practice controls and provide guidance on improvements that are cost effective and the most technologically advanced. Conduct a review of the current inspection checklist and make necessary revisions to ensure all necessary facets of Cal/OSHA requirements are assessed correctly and sufficiently.

D. Assist and provide feedback on accident, exposure, illness, or injury investigations as needed. Ensure engineering, work practice, administrative controls, and personal protective equipment meet minimum standards for protection against hazards. Facilitate identifying weaknesses that contributed to the accident, injury, or illness. Provide guidance on how to make CALPIA work practices and machines efficient according to the most current technology available.

E. Provide training and consultation on record keeping requirements and document retention.

F. Provide feedback on training created by HSU to deliver to the field to ensure all requirements are addressed and clearly explained.

G. Provide guidance on hazardous waste management, biohazardous waste management, emergency response procedures, and air quality emissions, ensuring that these procedures meet California Air Resource Board, Department of Toxic Chemicals, and California Environmental Protection Agency standards.

11. 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.

12. 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.

B. Travel shall be invoiced separately in accordance with the CALPIA approved Travel Provisions REV – 1024 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.

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. Contractor’s headquarters, while providing services to CALPIA shall be the

Contractor’s primary place of business.

iv. No allowance will be made for travel within a 50-mile range of Contractor’s primary place of business.

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). 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 not more frequently than once every 30 days in arrears to:

CALPIA – Health & Safety Unit

Attention: XXXX Address: XXXX

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

E. 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.

http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

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.

F. 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.

G. 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.

State of California Department of Corrections and Rehabilitation

California Prison Industry Authority 560 East Natoma Street Folsom, CA 95630-2200 www.calpia.ca.gov

EXHIBIT 1

ATTACHMENT 3

COST SHEET

Bidders are asked to provide an hourly rate by region as designated on the CALPIA Safety, Audits and Compliance Regional Map (Exhibit 1). Bidders are not required to quote all three regions to be considered responsive; however, Bidder must be willing to visit any institution within the region to be considered for that regional award. 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 Price

Consulting and Oversight Services - Northern California Region $_________/Hour

Consulting and Oversight Services - Central California Region $_________/Hour

Consulting and Oversight Services - Southern California Region $_________/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

STREET

ADDRESS:

CITY/STATE/ZIP:

EMAIL:

AUTHORIZED

NAME:

PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

Section 1 – Payee Information NAME (This is required. Do not leave this line blank. Must match the payee’s federal tax return)

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

MAILING ADDRESS (number, street, apt. or suite no.) (See instructions on Page 2)

CITY, STATE, ZIP CODE E-MAIL ADDRESS

Section 2 – Entity Type Check one (1) box only that matches the entity type of the Payee listed in Section 1 above. (See instructions on page 2)

CORPORATION (see instructions on page 2)SOLE PROPRIETOR / INDIVIDUAL MEDICAL (e.g., dentistry, chiropractic, etc.)SINGLE MEMBER LLC Disregarded Entity owned by an individual

PARTNERSHIP

ESTATE OR TRUST

LEGAL (e.g., attorney services)

EXEMPT (e.g., nonprofit)

ALL OTHERS

Section 3 – Tax Identification Number Enter your Tax Identification Number (TIN) in the appropriate box. The TIN must match the name given in Section 1 of this form. Do not provide more than one (1) TIN.

The TIN is a 9-digit number. Note: Payment will not be processed without a TIN.

For Individuals, enter SSN.

If you are a Resident Alien, and you do not have and are not eligible to get an SSN, enter your ITIN.

Grantor Trusts (such as a Revocable Living Trust while the grantors are alive) may not have a separate FEIN. Those trusts must enter the individual grantor’s SSN.

For Sole Proprietor or Single Member LLC (disregarded entity), in which the sole member is an individual, enter SSN (ITIN if applicable) or FEIN (FTB prefers SSN).

For Single Member LLC (disregarded entity), in which the sole member is a business entity, enter the owner entity’s FEIN. Do not use the disregarded entity’s FEIN.

For all other entities including LLC that is taxed as a corporation or partnership, estates/trusts (with FEINs), enter the entity’s FEIN.

Social Security Number (SSN) or Individual Tax Identification Number (ITIN)

OR

Federal Employer Identification Number

(FEIN)

Section 4 – Payee Residency Status (See instructions)

CALIFORNIA RESIDENT – Qualified to do business in California or maintains a permanent place of business in California.

CALIFORNIA NONRESIDENT – Payments to nonresidents for services may be subject to state income tax withholding.

No services performed in California

Copy of Franchise Tax Board waiver of state withholding is attached.

Section 5 – Certification I hereby certify under penalty of perjury that the information provided on this document is true and correct.

Should my residency status change, I will promptly notify the state agency below.

NAME OF AUTHORIZED PAYEE REPRESENTATIVE TITLE E-MAIL ADDRESS

SIGNATURE DATE TELEPHONE (include area code)

Section 6 – Paying State Agency Please return completed form to:

STATE AGENCY/DEPARTMENT OFFICE UNIT/SECTION

MAILING ADDRESS FAX TELEPHONE (include area code)

CITY STATE ZIP CODE E-MAIL ADDRESS

California Prison Industry Authority (CALPIA) Business Services Section (BSS)

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

Folsom CA 95630 bsshelpdesk@calpia.ca.gov

Print Form Reset Form

ATTACHMENT 4A

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required…