RFP_P06252500_MSF_Installation_Bay_Area.pdf

State of California Department of Corrections and Rehabilitation

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

September 16, 2025

REQUEST FOR PROPOSAL (RFP)

RFP No. P06252500

MODULAR SYSTEMS FURNITURE (MSF) INSTALLATION SERVICES BAY AREA

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Request for Proposal (RFP), entitled MODULAR SYSTEMS FURNITURE (MSF) INSTALLATION SERVICES FOR CALIFORNIA BAY AREA, RFP No. P06252500. In submitting your proposal, you must comply with all the instructions and provisions stated herein and with those incorporated by reference.

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: September 30, 2025 by 3:00 PM CALPIA Contact SUBMIT BID TO:

Rommel Disuanco, Contract Analyst Phone: (916) 358-1433

Email: Rommel.Disuanco@calpia.ca.gov

California Prison Industry Authority Attention: Romel Disuanco, 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.

Public Works:

Pursuant to Labor Code, Section 1771.4 this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. By submitting a proposal, the Contractor acknowledges an understanding of public works requirements and obligations under the Labor Code and Public Contracting Code. CALPIA reserves the right to deny a bid if a contractor or subcontractor has violated the public work laws as set forth in Labor Code, Section 1777.7.

Pursuant to Labor Code, Section 1725.5 to be qualified to bid on, be listed in a bid proposal, or engage in the performance of this public works project all contractors, including subcontractors, must be registered with the Department of Industrial Relations. Failure to comply with this section may result in the bid being disqualified.

Pursuant to Labor Code, Section 1770, the Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and a general prevailing rate for legal holiday and overtime work for several crafts, classifications, or types of work. The Department of Industrial Relations’ general prevailing wage determinations can be accessed on the internet at https://dir.ca.gov/OPRL/DPreWageDetermination.htm or will be made available upon request at CALPIA’s Central Office. The Contractor shall include in their bid proposal the type of craft, mailto:XXXX.XXXXXX@calpia.ca.gov https://dir.ca.gov/OPRL/DPreWageDetermination.htm

California Prison Industry Authority (CALPIA) RFP No. P06252500 MSF Installation Services Bay Area

RFP/PW REV-0524

classification, or type of work to be used on the project. Failure to identify the type of craft, classification, or type of work to be used on a project may result in the bid being disqualified.

Term: The CALPIA anticipates that the proposed contract term will be for a period of approximately three (3) 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 the 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.

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 proposals. 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 all approvals have been obtained and the contract has been fully executed, including all applicable certificates of insurance and bonding. Should work begin before all approvals are obtained, services shall be considered voluntary.

RFP/PW REV-0524

SECTION PAGE

A. Purpose and Description of Service 4 B. Bid Information 4 C. Bidder’s Submittal Requirements 5 H. Bid Evaluation 10 I. Licenses and Permits 10 J. Standard Language 10 K. Bid Attachments 10

Attachment A: Bid Document Submittal Check List 11 Attachment B: Sample Standard Agreement (STD 213), Statement of Work and Payment Provisions 13

Attachment C: Cost Sheet 29 Attachment C-1: Out of Area Travel Provisions Attachment D: Experience/Past Performance (References) 33 Attachment E: Past Performance Questionnaire 34 Attachment F: Bidder’s Bond (10% of Bid) 37 Attachment G: Payment Bond Sample 38 Attachment H: Payment Bond Form (100% of the Contract Total) 39 Attachment I: Performance Bond Sample 40 Attachment J: Performance Bond Form (100% of Contract Total) 41 Attachment K1: Payee Data Record (STD 204) 42 Attachment K2: Payee Data Record Supplement (STD 205) 44 Attachment L: Contractor Certification Clauses 46 Attachment M: Bid/Bidder Certification Sheet 50 Attachment N: Post-Consumer Content Certification 52 Attachment O: Darfur Certification 54 Attachment P: California Civil Rights Laws Certification 55 Attachment Q: PREA Volunteer/Contractor Information Sheet 56 Attachment R: Appropriate Attire Policy 59 Attachment S: General Conditions of the Contract for Construction 61 Attachment T: Economic Sanctions Certification 102

Required Bid Documents:

Attachment A: Bid Document Submittal Check List 1 page Attachment C: Cost Sheet 4 pages Attachment D: Experience/Past Performance (References) 1 page Attachment F: Bidder’s Bond (10% of Bid Price) 1 page Attachment K1: Payee Data Record (STD 204) 2 pages Attachment K2: Payee Data Record Supplement (STD 205) 2 pages Attachment L: Contractor Certification Clauses 4 pages Attachment M: Bid/Bidder Certification Sheet 2 pages Attachment N: Post-Consumer Content Certification 2 pages Attachment O: Darfur Certification 1 page Attachment P: California Civil Rights Laws Certification 1 page Attachment Q: PREA Volunteer/Contractor Information Sheet 3 pages Attachment T: Economic Sanctions Certification 1 page

Bidder Instructions and Contract Provisions:

Instructions to Bidders REV-0313 7 pages Security Provisions REV-224* 5 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and are located on our website at the following link https://www.calpia.ca.gov/about/doing-business-with-calpia/

TABLE OF CONTENTS

https://www.calpia.ca.gov/about/doing-business-with-calpia/

A. Purpose and Description of Service

1. The California Prison Industry Authority (CALPIA) requires installation services for

CALPIA’s Monolithic and Frame and Tile lines of Modular Systems Furniture (MSF), including height adjustable tables. Additional services required will include such things as delivery and set in place of freestanding furniture, and repair of all types of furniture sold by CALPIA.

2. CALPIA reserves the right to award multiple contracts from this RFP to responsible bidders offering the best value for services; however, CALPIA is not obligated to award more than one contract.

3. CALPIA reserves the right, at CALPIA’s sole discretion and before the conclusion of the contract term, to renew the contract for an additional one-year period, one time only. A written and approved amendment to extend the contract will be required for the extension.

4. The contract resulting from this solicitation is subject to Prevailing Wage Rates per the Department of Industrial Relations, Labor Code 1770 and 1773. The wage determination and any predetermined increases for each craft or trade classification involved in the work is available at www.dir.ca.gov.

5. Services shall be provided as directed by CALPIA Contract Manager or designee, at assigned times and locations throughout the California Bay Area region. The California Bay Area region includes the following counties:

a. Alameda, Contra Costa, Marin, Monterey, Napa, San Francisco, San Mateo, Santa Clara, Santa Cruz, Solano, and Sonoma counties.

6. CALPIA estimates installing 1,250 workstations annually throughout the Bay Area region.

7. CALPIA estimates an additional 125 hours for furniture and chair repairs annually for the Bay Area region.

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

CALPIA reserves the right, before the conclusion of the contract term to extend the contract for an additional one (1) 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).

http://www.dir.ca.gov/

*estimated timeframes

2. Questions Regarding RFP

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

Questions must be submitted via email to Rommel.Disuanco@calpia.ca.gov prior to the deadline.

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 one (1) original bid and one (1) copy of the bid to the address and Contract Analyst identified 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. Bidder’s Submittal Requirements:

Experience: Contractor must provide proof of five (5) 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.

EVENT DATE

TIME

(Pacific STD /Daylight

Time) RFP Available to Prospective Bidders September 16, 2025 Deadline for Submittal of Questions 9/22/25 3:00 PM CALPIA Response to Submitted Questions 9/25/25 3:00 PM Final Date for Bid Submission/Bid Opening 9/30/25 3:00 PM Successful Bidder Letter and Posting of Intent to Award* 10/1/25 5:00 PM Last Day to Appeal Intent to Award* 10/7/25 5:00 PM Proposed Start Date of Agreement* October 15, 2025

Company Name Company Address

RFP Number: P06252500 RFP Name: MSF Installation Services for California Bay Area Attention: Rommel Disuanco

BID SUBMITTAL – DO NOT OPEN

mailto:Rommel.Disuanco@calpia.ca.gov

Past Performance: Contractor will be evaluated on prior performance through Contractor’s references (Attachment D), 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.

Responsible Bidder: Bidders must complete and return all attachments and requested information as identified and outlined in this IFB and in the Bid Document Submittal Checklist, or bid may be subject to rejection and disqualification.

Past Performance Questionnaire: Contractor will also be evaluated on prior performance through submitted Past Performance Questionnaires (Attachment E). Contractor shall request past customers to participate in providing a reference by encouraging them to fill out and submit the Past Performance Questionnaire (Attachment E) on their behalf. Completed Past Performance Questionnaires should be completed by the customer and submitted directly (via fax or email) to the Contract Analyst identified on Page 1 of this RFP.

Prevailing Wages: All bids must meet or exceed prevailing wage requirements as governed and defined by the Department of Industrial Relations (DIR) and accessible via the following website: https://dir.ca.gov/OPRL/DPreWageDetermination.htm.

Registration with Department of Industrial Relations (DIR): CALPIA requires any contractor or subcontractor responding to a bid with prevailing wage requirements to be registered with the DIR. Bidders shall submit proof of registration with DIR to CALPIA with the bid response. The Bidder shall be responsible for ensuring all subcontractors are registered with DIR as well.

Bidder’s Bond: Include a Bidder’s Bond, at the time of bid submittal, amounting to 10% of the project total (bid amount).

• Bidder’s Bond must be completed on Attachment F (attached) and be executed by an admitted surety insurer, authorized to issue bonds in the State of California.

• In lieu of a Bidder’s Bond, CALPIA will also accept a cashier’s check or certified cash or check amounting to 10% of the project total. Should any of these manners be pursued, the item will be returned to the bidder once a contract has been fully executed.

• Failure to include a Bidder’s Bond, or accepted alternate, at the time of bid submittal will render the bid null and void and as a result the bid will be disqualified and rejected.

• Documents with original signatures and embossed seals must be included in the original version of the submittal.

Payment Bond & Performance Bond: Be prepared to furnish both a Payment Bond and a Performance Bond each in the amount of 100% of the bid price should CALPIA choose to award your company a contract.

• These items are required and will need to be received prior to contract execution.

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.

Buy Clean California Act (BCCA): Beginning July 1, 2022, The BCCA targets the embodied carbon emissions of eligible construction materials (structural steel, carbon steel rebar, flat glass, and mineral wool board insulation) used in Public Works projects. The BCCA requires that these materials have a Global Warming Potential (GWP) below a limit set by the Department of General Services (DGS). The maximum acceptable GWP for each category of eligible material is located on the DGS BCCA website here:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List- Folder/Buy-Clean-California-Act

Bidders must submit a current facility-specific Environmental Product Declaration (EPD), Type III, as defined by the International Organization for Standardization (ISO) standard 14025, or similarly robust life cycle assessment methods that have uniform standards in data collection consistent with ISO standard 14025, industry acceptance, and integrity, for each material proposed to be used (pursuant to subdivision (a) of Public Contract Code, Section 3503). The EDPs will be used to determine compliance with the GWP limits established by DGS.

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

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

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

4986.2 Definitions for GenAI.

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

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

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

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Buy-Clean-California-Act https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Buy-Clean-California-Act

D. Cost Detail Format and Requirements

Bids must provide straightforward and concise descriptions of the bidder’s ability to satisfy the requirements of this RFP. The bid must be complete and accurate.

a. Use the Cost Sheet (Attachment C) in preparing your cost bid.

b. The bidder shall develop a work plan or schedule for task completion of a typical project.

Identify each major task, necessary subtask, and/or specific milestones by which progress can be measured and payments made.

E. Background Information

Bidder Is required to provide specific background information before CALPIA will consider the bid responsive. To comply with this section, contractor and subcontractors must provide a brief history and background, including:

i. Date business was established.

ii. Date first engaged in the installation of modular furniture.

iii. Location and size of headquarters, branch offices, and warehouses with staff and facilities in California Bay Area region.

iv. Major services and activities offered.

v. Current number of employees and organizational structure.

vi. Years of experience in modular system installation for contractor and staff.

vii. Years of experience providing furniture and chair repairs.

F. Subcontractors

If a bidder intends to use subcontractors to perform any of the work described in this RFP, the bidder must identify the subcontractor(s) on page 4 of the Cost Sheet (Attachment C). Bidder will be asked to provide a list of names, addresses and contractor’s state license number for each subcontractor and a summary of each subcontractor’s qualifications, experience, and duties that would be performed should a contract result from this RFP. If a bidder proposes to use a subcontractor for installation services, the subcontractor must have a current Prefabricated Equipment Contractor License (C-61, D-34) and the bidder must include a copy of that license in the bid.

Under no circumstances will the prime contractor be allowed to use a subcontractor for more than 50% of the contract dollar amount. On all jobs where a subcontractor is used, the prime contractor will be required to provide a minimum of 50% of the staffing for the project including project lead person. All subcontractors must provide the same background information detailed in section E above.

Nothing contained in this agreement or otherwise shall create any contractual relationship between CALPIA and any subcontractors, and no subcontractor shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to CALPIA for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to make payments to the Contractor. As a result, the CALPIA shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.

G. Bidder’s Minimum Requirements

1. Bidder must have a valid Contractor’s License from the Contractors State License Board, Category C-61 with Prefabricated Equipment Specialty (D-34).

2. The Bidder must have a physical presence (headquarters/branch office and warehouse) in the California Bay Area region. Bidder must be able to receive and dispatch products from the warehouse during normal business hours for the duration of the contract term.

3. Bidder must identify the warehouse location(s) they will use to meet the minimum requirement of 2,500 square feet to stage and 2,500 square feet to store CALPIA system components at no additional cost to CALPIA. Sites may be inspected prior to bid award.

4. Bidder must document that they own, or will lease for the contract term, a minimum of one

(1) twenty-foot box truck in order to deliver product on behalf of CALPIA. Bidders should describe vehicles, material handling equipment, and inventory control.

5. Bidder shall have a minimum of five (5) years as an established business with at least three

(3) years of experience providing MSF installation. Experience documentation must include projects that are from 1-500 cubicles in size. The CALPIA may contact Project Managers for reference purposes and/or to schedule site visits. Each bidder must provide a separate document with the bid package with the following details:

i. List by customer name the major projects installed within the last two years (minimum of 3, maximum of 6) to include:

a. The largest MSF installation by station count

b. An average MSF installation by station count

c. The largest two-week rate of sustained installation by station count

ii. Total number of workstations for each project named.

iii. Number of days to install for each project named.

iv. Name of bidder’s Project Manager on each project named.

v. Name and telephone number of the customer’s Project Manager on each project named.

vi. Note any specific examples on past projects that clearly demonstrate sensitivity to client’s particular needs.

6. Bidder must have adequate internet capabilities to transmit and receive the current version of Auto Cad drawings, project specifications, meeting and delivery schedules, and punch lists.

7. Payment and Performance bonds for the total bid amount or contract value will be required upon award of the contract. (See Samples Attachments G and I).

H. Bid Evaluation

Award of a contract resulting from this RFP will be based on the contractor providing the best value. The Contractor must meet or exceed the minimum requirements of the following criteria:

Category – Description

Cost Past Performance Experience

I. 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 Contractor shall provide copies of all required license(s) and permit(s) at the time of bid submittal.

1. Contractors State License Board (CSLB) License

2. Business license as required by the city, county, or both as determined by bidder’s place of business.

J. 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 Conditions of the Contract for Construction are not negotiable.

K. Bid Attachments

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

ATTACHMENT A

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 A: Bid Document Submittal Check List _____ Attachment C: Cost Sheet _____ Attachment D: Experience/Past Performance (References) _____ Attachment E: Past Performance Questionnaire(s) (Outlined on Page 7 in Section C) _____ Attachment F: Bidder’s Bond, or accepted alternate (Equal to 10% of bid amount) _____ Attachment K1: 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 K2: 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 L: Contractor Certification Clauses _____ Attachment M: Bid/Bidder Certification Sheet _____ Attachment N: Post-Consumer Content Certification _____ Attachment O: Darfur Certification _____ Attachment P: California Civil Rights Laws Certification _____ Attachment Q: PREA Volunteer/Contractor Information Sheet _____ Attachment T: Economic Sanctions Certification

Additional Items Description (If Applicable)

_____ Copy of applicable CSLB license(s) (Outlined on Page 11 in Section I) _____ Copy of Business License(s) and/or permit(s) as required by the state, city, and/or county

(Outlined on Page 11 in Section I) _____ Proof of Department of Industrial Relations (DIR) registration (Outlined on Page 7 in Section

C) _____ Documentation of warehouse and box truck required under Section G.3 and G.4 _____ Project Work Plan or Schedule for task management _____ Company background information required under Section E _____ Project information required under Section G.5 _____ Copy of Contractor’s License Category C-61 with Prefabricated Equipment Specialty (D-34) required under section G.1

STATE OF CALIFORNIA

STANDARD AGREEMENT ATTACHMENT B

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

RFP No. P06252500

REGISTRATION NUMBER

MODULAR SYSTEMS FURNITURE INSTALLATION – BAY AREA REGION

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, Year, or upon approval, whichever is the later, through Month Day, Year Agreement 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 B – Statement of Work, Technical Specifications, and Payment Provisions

15 pages Attachment C – Cost Sheet 4 pages

Attachment C-1 – Out of Area Travel and Per Diem Expenses 2 pages

Attachment H – Payment Bond 1 page

Attachment J – Performance Bond 1 page

Attachment R – Appropriate Attire Policy 2 pages

Attachment S – General Conditions of the Contract for Construction REV0720 40 pages

Security Provisions REV-0325* 5 pages NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached.

These documents can be viewed at http://www.calpia.ca.gov, (select About tab, then select Doing Business with

CALPIA).

Contractor Initials confirming acceptance of documents incorporated by reference: _______ 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

SAMPLE

http://www.calpia.ca.gov/

California Prison Industry Authority (CALPIA) RFP No. P06252500

SA/SOW/PW REV-0524

ATTACHMENT B

STATEMENT OF WORK AND PAYMENT PROVISIONS

I. STATEMENT OF WORK

1. Contractor will provide to California Prison Industry Authority (CALPIA) installation services for the Monolithic and Frame and Tile lines of Modular Systems Furniture (MSF), including height adjustable tables. Additional required services will include delivery and set in place of freestanding furniture and repair of all types of furniture sold by CALPIA.

A. Contractor agrees to provide to CALPIA all labor, including travel and per diem (for jobs within a 75 mile radius of the Contractor’s California Bay Area regional office address on file), materials, non-consumable supplies, parking fees and bridge tolls, insurance, transportation, equipment, tools and every other item of expense necessary to perform services. Equipment and tools will be maintained in good working order.

i. CALPIA agrees to compensate Contractor for travel expenses for out of area installations. “Out of area” is defined as locations outside a 75-mile radius of Contractor’s regional office address on file. See Attachment C-1 Out of Area Travel and Per Diem Expenses for details.

B. The Contractor is required to provide a minimum of 51% of the staffing/labor for the services detailed herein including project contact and lead person for services where a subcontractor may be used.

i. If the Contractor intends to use subcontractors to conduct any of the work described herein, the Contractor must identify the subcontractor(s) and provide a summary of each subcontractor’s qualifications, experience, and duties that would be performed.

a. All subcontractors must be approved in advance by the CALPIA Project

Representative, or designee, and must pass security requirements.

b. Contractor is required to provide a Project Manager over the work performed by the subcontractor(s).

C. Contractor agrees to send two (2) key personnel to a mandatory training session held at

CALPIA’s central office at no additional cost to CALPIA. This training will be conducted prior to the first scheduled installation.

D. Contractor must have the capability of completing $150,000 worth of product per 8-hour day per job. Contractor must have the ability to install three such jobs simultaneously. The installations may take place at three separate locations or in one location on three separate floors. In the event of an increase in demand for MSF installation services, the Contractor must, within 60 days written notice from CALPIA, be able to increase their labor pool to meet the increased demand for installation services. Any failure by Contractor to provide adequate labor to finish CALPIA projects on schedule will result in alternate contractor(s) being hired. The prime contractor will be billed for the difference between the contract price and what CALPIA has been charged by the alternate contractor(s).

California Prison Industry Authority (CALPIA) RFP No. P06252500

E. Contractor must be able to communicate with CALPIA via telephone, electronic mail, and cellular phone. Contractor shall provide the cell phone number of at least two (2) key personnel that can be reached 24 hours a day. Key personnel shall include the account manager and the lead installer for any current project.

F. Contractor’s employees must wear clean uniforms with company name clearly visible.

Shorts and cutoffs are not allowed.

G. Contractor and contractor’s employees act as representatives of CALPIA while on the jobsite. They are expected to conduct themselves in a professional manner. Any conflicts or challenges encountered by the Contractor on any jobsite must be resolved in a professional manner so as not to disparage CALPIA.

2. The Services shall be provided as directed by CALPIA’s Contract Manager, or designee, at assigned times and locations throughout California Bay Area region

A. California Bay Area counties include Alameda, Contra Costa, Marin, Monterey, Napa, San Francisco, San Mateo, Santa Clara, Santa Cruz, Solano, and Sonoma counties.

B. Services shall be provided during normal working hours (6am – 5pm) Monday through Friday, except state holidays. Off hours (before 6am or after 5pm) will be paid at a premium differential rate of half the quoted hourly rate for all off hours worked. Overtime will be paid at a premium differential rate of half the quoted hourly bid rate after 8 hours and on Saturdays, and at the quoted hourly bid rate on Sundays and holidays.

C. Due to time constraints and the inherent occupancy issues involved, service will be made available 24 hours per day, 365 days per year.

D. Contractor agrees to 1) attend meetings at CALPIA headquarters no more than once a month, and 2) participate in one weekly conference call, at CALPIA’s discretion at no additional cost.

3. Service shall be available not later than the express date set by CALPIA and Contractor, after all approvals have been obtained, the agreement is fully executed, and a Sage X3 Tracking Number is issued. Should 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.

California Prison Industry Authority (CALPIA) RFP No. P06252500

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

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

5. The 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 Contractors 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 on the policy.

6. Pre-Installation

Pre-installation services shall be included in the installation rate quoted on the Cost Sheet (Attachment C) under Part 1 MSF Installation. These services include, but are not limited to the following:

A. It will be Contractor’s responsibility to plot drawing and print projects specifications.

i. Contractor will receive the drawings and parts list via e-mail, U.S. mail, or by other means prior to the pre-installation meeting.

ii. Prior to the agreed upon installation date, Contractor will review this information for potential problems, plan installation sequence, staging areas, etc. Contractor will communicate these potential problems to CALPIA in writing within five (5) business days.

iii. Contractor will advise CALPIA of any potential additional expenses at this time.

B. A Lead Installer will attend all pre-installation meetings and represent CALPIA when the CALPIA representative cannot attend.

State Agency: CALPIA Contractor:

Section/Unit: Modular Systems Furniture Section/Unit:

Attention: Attention:

Address: 560 E. Natoma St.

Folsom, CA 95630

Address:

Phone: Phone:

Fax: Fax:

Email:

Email:

California Prison Industry Authority (CALPIA) RFP No. P06252500

i. Pre-installation meetings will be scheduled at the discretion of CALPIA at no charge to CALPIA.

ii. Contractor or CALPIA will clarify roles, schedules and sequence of work with customers, building managers, and subcontractors. They will assess on-site conditions for product deliveries and verify critical dimensions.

iii. In the event that CALPIA personnel cannot attend this meeting, Contractor will provide

CALPIA with any concerns, questions, or potential problems in writing via e-mail within 24 hours of the preinstall meeting.

7. Installation

A. Contractor shall unload, stage, and install all MSF components in an organized and professional manner. As stated in Section 1.E., Contractor shall provide contact information for the lead installer on each project.

i. All components shall be inventoried upon delivery, and CALPIA shall be notified by e-mail of any shortages by the close of business on the day of delivery. Failure to do so will result in Contractor being charged for all parts missing from original manifest at CALPIA sale price.

ii. Contractor shall be responsible for the protection of existing walls and flooring.

Damage to the site will be charged to Contractor.

iii. Upon completion of the installation, Contractor will ensure that the work area and surfaces are wiped down and clear of all debris resulting from the installation.

iv. Contractor will remove all dunnage daily unless other arrangements are made with

CALPIA or the customer. No dunnage is to be left in the trailers or box truck. Certain packaging material may be recycled and shall be returned to the factory at CALPIA’s discretion.

B. Contractor shall be responsible for the repackaging, loading and securing of all components to be returned to CALPIA in the same manner they were received.

i. A written list of all returned product shall be included with the returned products. A reason shall be given for excess product, such as damaged, excess, not installed, or defective. A copy of this list shall be e-mailed to CALPIA central office within 24 hours of returning product to the factory.

ii. Contractor shall notify the warehouse manager to make arrangements for obtaining necessary packing materials from CALPIA and the return of product in the condition received along with the recycled packing materials.

C. Contractor shall allow a one-hour window per project day for arrival time of CALPIA delivery truck (i.e. waiting for delivery truck, facility issues, communication center installations, etc.). CALPIA will not be charged stand-by time during this one-hour window.

California Prison Industry Authority (CALPIA) RFP No. P06252500

D. Contractor shall stand power poles and cut to length when and where required. Standing power poles does not include seismic bracing or electrical connection to the building.

E. Length of push from delivery vehicle to installation site alone will not be considered sufficient cause for additional installation charges.

F. All MSF shall be installed as detailed in the installation drawings provided to Contractor.

G. Changes to any part of the installation shall be approved in advance by CALPIA staff.

Customer approval of changes does not eliminate the responsibility of Contractor to obtain CALPIA’s approval of requested changes. Failure to obtain required approval will result in the deduction of cost associated with disassembly and reassembly of project to original specifications, including but not limited to the following costs:

i. CALPIA staff time at $120.00 per hour.

ii. All displaced employees, electricians, moving and storage companies, and data/com services.

iii. Rental Charges for displaced staff.

8. Punch List Services

A. Contractor may be required to represent CALPIA in the preparation of the punch list with the customer.

B. Contractor shall e-mail the punch list to CALPIA using the latest version of the standard CALPIA Punch List Form (MSF-F004) form within 24 hours of the punch walk through.

C. Contractor shall inventory all punch list items upon receipt from CALPIA to ensure all necessary parts are accounted for. CALPIA shall be notified by e-mail of any shortages by the close of business on the day of delivery.

D. Installation of punch list items will be completed by Contractor within 10 business days after receipt of punch list product at Contractor’s warehouse.

E. Any punch list items not completed by Contractor within 15 working days of the expiration of this contract will result in CALPIA hiring an alternative contractor to complete the work and billing the prime contractor for the cost difference between what CALPIA paid the alternate contractor and the contract rate.

F. All CALPIA product being stored in Contractor’s possession shall be returned to CALPIA warehouse within 15 working days of final acceptance at no additional cost to CALPIA.

G. Contractor will be responsible for installation of all parts included on the parts list per the final installation drawings. Contractor will not be compensated for return trips due to items not being installed per plan. Return trips shall be compensated at the rate for hourly services due to missing, damaged and defective product or design changes, not to exceed $1,000.00 per punch list per project. All exceptions must be approved in advance by CALPIA.

California Prison Industry Authority (CALPIA) RFP No. P06252500

i. At the completion of the punch list, Contractor shall forward the final acceptance signed by the customer indicating full acceptance of the project.

ii. The final acceptance must be forwarded to CALPIA within 48 hours. Failure to provide a completed and signed final acceptance will result in Contractor’s invoice not being processed.

iii. The CALPIA will not be responsible for payment on jobs resulting in return trips due to improper installations or contractor-damaged product.

9. Reconfigurations

Contractor shall provide reconfiguration services. Reconfiguration services shall include the disassembly, removal, and reinstallation of existing furniture in either the same location, another location, or in storage (without reinstallation). This service shall be provided in conjunction with the purchase of MSF.

A. Reconfiguration services shall be compensated at the percentage bid rate for reconfiguration multiplied by the list price of the “New” and “Reusable” parts required to complete the project installation.

B. Disassembly of “Excess” parts not required to complete the project will be paid at 25% of list price multiplied by the bid rate for reconfigurations.

C. The reconfiguration service shall not include the transportation and storage costs. The transportation and storage costs outside the cost for reconfigurations will be quoted on a case by case basis by Contractor. Contractor’s quotes shall be fair and reasonable and subject to audit by the CALPIA or State of California.

10. Warranties

Contractor will be asked to provide warranty services to evaluate and repair MSF throughout the California Bay Area region.

A. CALPIA will initiate warranty services on an MSF-F008 form outlining scope of the request.

B. Warranty requests will be compensated at the contract hourly rate.

C. Warranties outside the 75 mile radius from Contractor’s regional office will be paid the vehicle premium.

D. Contractor will provide CALPIA with the warranty list within 24 hours of the site visit if the issue could not be resolved.

E. Contractor will provide CALPIA with a signed final form MSF-F011 once the warranty services have been completed.

11. Dismantling of Surplus Modular Systems Furniture

California Prison Industry Authority (CALPIA) RFP No. P06252500

A. Contractor may be asked to provide disassembly, palletizing and loading of existing furniture for shipment to CALPIA warehouse at Avenal State Prison.

B. The cost for dismantling surplus will be quoted on a case by case basis by Contractor.

12. Warehouse Services

Contractor must have space to stage and store CALPIA components in the California Bay Area region.

A. A minimum of 2,500 square feet to stage and 2,500 cubic feet to store shall be available for CALPIA MSF components at no additional charge to CALPIA.

i. Contractor must own or lease for the contract term a minimum of one (1) twenty-foot truck in order to deliver product on behalf of CALPIA.

ii. Warehouse space and the twenty-foot truck must be made available for CALPIA use at all times.

B. Contractor shall maintain an inventory system to provide monthly reports for stock on hand.

13. Other Work As Requested

Contractor may be asked to provide additional services to be billed at the corresponding hourly rate listed on Cost Sheet under Part 3.

A. Generate inventory lists of existing MSF product at CALPIA customer locations throughout the region as directed.

B. Repair CALPIA manufactured furniture and chairs at CALPIA customer locations throughout the region as directed.

C. Deliver and/or set in place freestanding furniture and chairs sold by CALPIA for customers located throughout the region as needed.

14. CALPIA will assume responsibility for the delivery of all MSF components to the job site, unless alternate arrangements are made in advance.

A. Should Contractor be required to special handle or deliver product to the job site, compensation will be provided as detailed in the Invoicing and Payment section.

B. All additional charges must be approved in advance by CALPIA.

15. Public Works - Rules/Regulations:

A. Contractor shall observe and comply with all federal, state, city, and county laws, rules or regulations affecting the work.

California Prison Industry Authority (CALPIA) RFP No. P06252500

B. Any work done that does not comply with any laws, rules, or regulations will be remedied at Contractor's expense.

C. General Prevailing Wage rates shall apply to the resulting contract. Hourly wage rates shall be governed by the General Prevailing Wage Determination made by the Director of Industrial Relations pursuant to California Labor Code, Part 7, Chapter 1, Article 2, Sections 1770, 1773, and 1773.1.

D. Contractor shall maintain records of proof that prevailing wage is paid to workers. In some projects, Contractor may be required to provide proof of prevailing wage payments.

16. Licenses and Permits

During the term of this contract, Contractor must maintain all required licenses and/or permits in full force and effect. If and when the State learns that 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.

17. The work being performed under this agreement is subject to prevailing wage rates as governed and defined by the Department of Industrial Relations (DIR) at the following website: https://dir.ca.gov/OPRL/DPreWageDetermination.htm.

A. Contractor agrees to comply with all applicable provisions of the Labor Code including those provisions requiring the payment of not less than the general prevailing rate of wages.

B. Contractor must be registered with the DIR and maintain current registration for the duration of this agreement. Contractor shall be responsible to ensure all subcontractors are registered with the DIR and that their registration is current.

C. Contractor shall maintain records of proof that prevailing wage is paid to workers in accordance with DIR reporting requirements.

D. Projects of $30,000.00 or more must meet DIR’s apprenticeship requirements.

E. Contractor further agrees to penalties and forfeitures provided in the Labor Code in the event a violation of any of the provisions occur in the execution of the agreement.

18. The Contractor’s Project Manager will serve as a single point of contact for the scheduling, delivery, and installation, and every other aspect to ensure the project is a success.

19. The Contractor shall supervise and direct all work. The Contractor shall be responsible for, and have control over, construction means, methods, techniques, sequences, procedures, and safety precautions as related to the proposed work, unless otherwise noted or specified in the contract documents.

20. All phases of this project shall meet all applicable Federal, State, and local building codes as well as Fire Marshal requirements.

21. Institutional Lockdowns and/or Shutdowns

California Prison Industry Authority (CALPIA) RFP No. P06252500

a. In the event the Contractor is performing onsite work and the institution experiences a shutdown and/or lockdown, the Contractor will be reimbursed once, per occurrence, in accordance with the rate for “Standby Time” as listed on the Cost Sheet, Attachment C.

i. Reimbursement is contingent on the Contractor being onsite during the occurrence and will not continue beyond the first day regardless of the ongoing duration (i.e. days, weeks, etc.) of the institutional shutdown and/or lockdown.

ii. CALPIA will endeavor to provide the Contractor with 24-hour advance notification of institutional shutdowns and/or lockdowns whenever possible, however, the Contractor recognizes that this notification may not always be possible as shutdowns and/or lockdowns may be unforeseen.

22. Guarantee

a. The Contractor shall guarantee all labor and workmanship and/or equipment and parts for a…