RFP_SD25-00032_Dental_Registry_Network.pdf

P.O. Box 588500 Elk Grove, CA 95758

ADDENDUM 1

Request for Proposal (RFP) SD25-00032 Dental Registry Network

Please note the below changes for RFP SD25-00032 via this Addendum. All additions are reflected using bold/underline text on the RFP. All deletions are reflected using strikethrough text on the RFP.

1. This addendum revises Attachment 12 - Customer Reference Questionnaire

(CCHCS-MC-415).

2. CDCR/CCCS has made available an Excel version of Attachment 15 – Rate Sheet that may be used to submit rate information in response to the RFP.

3. Exhibit A, Scope of Work, Section 12.d has been updated to clarify required meal and rest periods.

4. RFP Section 5.15, Generative Artificial Intelligence (GenAI), has been updated to clarify the prohibited use of GenAI.

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

REQUEST FOR PROPOSAL (RFP)

Proposal Number: SD25-00032

You are invited to review and respond to this Request for Proposal (RFP) titled Dental Registry Network (DRN). Potential proposers are encouraged to download the solicitation package as well as any future addendums from Cal eProcure at: https://caleprocure.ca.gov/. Proposers must comply with the instructions found herein. The deadline for submitting proposals is October 5, 2026, 4:00 p.m. Pacific Daylight Time (PDT).

The California Department of Corrections and Rehabilitation/California Correctional Health Care Services (CDCR/CCHCS), hereafter also referred to as the State, is soliciting proposals from qualified entities to provide a statewide network of temporary/relief dental registry staffing services. The successful proposer will be awarded a contract term of three years that is anticipated to begin on January 1, 2027, and end on December 31, 2029. CDCR/CCHCS has the option of extending this Agreement for up to three optional one-year terms through December 31, 2032. Contract extensions are subject to satisfactory performance, funding availability, and approval by the Department of General Services (DGS).

This RFP package consists of the following documents. Proposers must comply with all requirements in the following documents:

• Notice to Prospective Proposals

• Standard Agreement (STD 213) – (Sample)

• Exhibit A – Scope of Work

• Exhibit A-1 – Service Specifications

• Exhibit B – Budget Detail and Payment Provisions

• Exhibit B-1 – Rate Sheet

• Exhibit B-2 – Institution Rate Sheet

• Exhibit C* – General Terms and Conditions (GTC 02/2025)

• Exhibit D – Special Terms and Conditions & Additional Provisions

• Exhibit E – Definitions

• Exhibit F – HIPAA Business Associate Agreement

• Exhibit G – Information Security Agreement

• Exhibit H – List of Participating CDCR Institutions

• Exhibit I – California State Institutions Map https://caleprocure.ca.gov/

CDCR/CCHCS RFP Number: SD25-00032 Request for Proposal

• Cover Letter

• Attachment 1 – Required Attachments Checklist

• Attachment 2 – Proposal/Proposer Certification Sheet

• Attachment 3 – Bidder Declaration Form

• Attachment 4 – DVBE Incentive Application Request, if applicable

• Attachment 5 – Darfur Contracting Act Certification

• Attachment 6 – California Civil Rights Laws Certification

• Attachment 7 – Contractor Certification Clauses

• Attachment 8 – Iran Contracting Act

• Attachment 9 – Payee Data Record

• Attachment 10 – Supplement Vendor Payee Data Record

• Attachment 11 – Certificate of Good Standing

• Attachment 12 – Customer Reference Questionnaire (CCHCS-MC-415)

• Attachment 13 – Conflict of Interest Compliance Certification (CCHCS-MC-412)

• Attachment 14 – Confidentiality Agreement Form (CCHCS-MC-420)

• Attachment 15 – Rate Sheet

* Exhibit C* – General Terms and Conditions (GTC 02/2025) is incorporated in this proposal package by reference only and is available on the internet at the following link:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language Proposers may request a hard copy of this document by contacting the CDCR/CCHCS Direct Care Contracts Section (DCCS) Proposal Representative listed below.

It is the opinion of the State that this RFP is complete and without need of explanation. If the proposer has any questions regarding this RFP or believes any documents to be missing from this RFP, immediately contact the Proposal Representative listed below.

Proposal Representative: Amanda Saragoza Contract Support Team: m_ContractSupport@cdcr.ca.gov

California Relay Service: 1-800-735-2929

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

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

Table of Contents

REQUEST FOR PROPOSAL (RFP)

Proposal Number: SD25-00032 Table of Contents

1 INTRODUCTION AND OVERVIEW

1.1 Request for Proposal Purpose

1.2 Proposal Process

1.2.1 Proposer’s Responsibility

1.3 Scope and Proposer Reminders

1.3.1 Solicitation Objectives

1.4 Availability

1.5 Proposal Representative

1.6 Key Action Dates

1.7 Cal eProcure Portal

1.7.1 Adobe Acrobat Version

1.7.2 Cal eProcure Portal Registration

1.8 Proposer Questions

1.8.1 How to Submit Questions

1.8.2 Question Submittal Deadline

2 GENERAL REQUIREMENTS

2.1 Mandatory Requirements

2.1.1 Desirable Items

2.1.2 Contract Requirements

2.1.3. Third Party Beneficiary

2.2 Proposal Steps

2.2.1 Preparation of Proposals

2.2.2 Proposer’s Intention to Submit a Proposal

2.2.3 Proposer Interviews

2.3 News Releases

2.4 Disposition of Proposals

2.5 Reasonable Accommodation

2.6 Limitation of State Liability

2.7 Funding Reductions in Subsequent Budget Years

2.8 Competitive Bidding and Proposal Responsiveness

3 BUSINESS AND QUALIFICATION REQUIREMENTS

3.1 Minimum Business Requirements

3.2 Qualification Requirements

3.2.1 Experience Requirements

3.2.2 System Requirement Order Portal Refer to Exhibit A, Scope of Work, Section 3

3.2.3 Compliance with Contract Terms and Conditions

3.3 Entity Documents

3.3.1 Proof of Corporate Status

3.3.2 Proof of Nonprofit Status

3.3.3 Organization Chart

3.3.4 Financial Statements

3.3.5 Contractor Staff Resumes

3.3.6 Conflict of Interest

4 SPECIFICATIONS AND SCOPE OF WORK

4.1 Specifications

4.1.1 Permits

4.1.2 Contract Term

4.1.3 Invoicing and Payment

4.1.3.1 Prohibition on Advance Payments

4.1.3.2 Rates and Prices

4.2 Scope of Work

4.3 Performance Guarantees

5 ADMINISTRATIVE REQUIREMENTS

5.1 Cover Letter

5.2 Letter of Intent to Submit Proposal

5.3 Proposer’s Responsibility

5.4 Insurance Requirements

5.5 Certification to Do Business in the State

5.6 Payee Data Record

5.7 Confidentiality of Information

5.8 Subcontractor(s)

5.9 Disabled Veteran Business Enterprise (DVBE) Program

5.10 Bidding Preference

5.10.1 Small Business/Microbusiness Preference

5.10.1.1 Non-Small Business Preference

5.11 Commercially Useful Function

5.12 Darfur Contracting Act

5.13 Iran Contracting Act

5.14 California Civil Rights Laws Attachment

5.15 Generative Artificial Intelligence (GenAI)

6 REQUIRED SUBMITTALS

6.1 Legal Name

6.2 Submission Requirements:

6.3 Proposal Submittal Checklist

7 COST PROPOSAL

7.1 Costs for the Submission of Proposals

7.2 Proposal Rate Sheet (Exhibit B-1)

7.3 Pricing

7.4 Discounts

7.5 Certificate of Independent Price Determination

8 PROPOSAL FORMAT

8.1 Proposal Requirements

8.1.1 Assembly of Narrative Proposal

8.1.2 Preparation

8.1.3 Content Requirements

8.2 Submitted Proposal

8.2.1 Submission of Proposal

8.2.1.1 False or Misleading Statements

8.2.1.2 Proposal Signature

8.2.1.3 Proof of Timely Receipt

8.2.1.4 Modification or Withdrawal of Proposals

8.2.1.5 Confidentiality

8.3 Rejection of Proposals

8.3.1 General

8.3.2 Evaluation Questions

8.4 Errors in the Proposal

8.4.1 CDCR/CCHCS’ Rights

8.5 Do Not Mark Proposal with Exceptions nor Add Alternative Boilerplate

8.6 Contract Terms and Conditions

8.7 Proprietary Proposal Material

8.8 Proposer’s Responsibility to Examine Documents

8.8.1 Proposer’s Responsibility to Provide Full Response

8.9 Communications

8.10 Proposal Disposition

8.11 Indemnification

9 EVALUATION PROCESS

10 AWARD AND CONTRACT EXECUTION INSTRUCTIONS

10.1 Final Submittals Prior to Contract Award

10.2 Contract Award

10.2.1 Settlement of Ties

10.3 Complete Integration

10.4 Severability

10.5 Protests of Award

10.5.1 Who Can Protest

10.5.2 Grounds for Protests

10.5.3 Protest Timelines and Submission

10.6 Forms

10.7 Insurance Requirements

10.8 Taxpayer Federal Employer Identification Number

1 INTRODUCTION AND OVERVIEW

1.1 Request for Proposal Purpose

The California Department of Corrections and Rehabilitation/California Correctional Health Care Services (CDCR/CCHCS) is requesting proposals for a statewide registry network contractor to provide temporary/relief dental registry staffing services. The objective of this initiative is to develop, implement, manage, and maintain a statewide registry network for temporary/relief dental registry staffing services to be utilized on an as-needed basis, to fill temporary vacancies, substitute for full-time CDCR/CCHCS employees while on extended leave, provide temporary services when appropriate staffing levels cannot be maintained with civil service staff, provide services when the requested services are not available within State civil service, or in an emergency on an as-needed basis.

CDCR/CCHCS intends to award one Agreement to one proposer but shall not guarantee any specific volume of work once the award is made. The total amount awarded under this RFP will be based on the information provided on Attachment 15 – Rate Sheet. The awarded Contractor must have strong statewide provider relationships and have a proven record of obtaining health care services including, but not limited to, those listed in Exhibit A-1, Service Specifications. CDCR/CCHCS reserves the right to request additional registry services to be included in the registry network or to remove registry services from the network as needed.

The awarded Contractor shall have the ability to provide registry services to patients at all CDCR/CCHCS institutions within four months of the Agreement term start date.

The implementation will be on a phased basis; proposer must provide an implementation plan within 30 calendar days following the contract award date, with full implementation required by the end of the four-month period. The Contractor shall obtain and retain registry staff utilizing the hourly rates listed on Exhibit B-1, Rate Sheet of the final Agreement for services provided to patients, including overhead amount.

CDCR/CCHCS reserves the right to extend the Agreement for up to three optional one-year terms at the rates and maximum dollar amounts listed on Exhibit B-1, Rate Sheet. All agreement amendments are subject to satisfactory performance, and funding availability, and may require approval from DGS. Agreement amendments will not take effect until the Contractor has received a copy of the final contract document that has been signed by the CDCR/CCHCS and approved by DGS, if applicable.

1.2 Proposal Process

This proposal process will be conducted under the provisions of Public Contract Code Sections 10100-10490. Proposals will be evaluated and awarded to a responsive and responsible proposer earning the highest score. CDCR/CCHCS will provide the Agreement administration and overall responsibility for conducting proposal activities for RFP SD25-00032 and all communications with proposers. Proposers should carefully read RFP Section 9 Evaluation Process to ensure an understanding of the evaluation process.

The State estimates the bidding process will take approximately six months to complete.

This proposal process is also conducted in compliance with the Americans with Disabilities Act (ADA) of 1990. In accordance with 42 United States Code, Section 12101, et seq., this RFP can be made available in the specified format by contacting the Proposal Representative identified in this RFP.

1.2.1 Proposer’s Responsibility

Proposers are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc. before submitting a proposal. If the language is unclear or ambiguous, it is the proposer’s responsibility to request clarification or assistance from the Proposal Representative before submitting a proposal. If clarification of the RFP is necessary, submit questions in writing in a timely manner as specified in Section 5. Key Action Dates and only to the Proposal Representative. If the RFP is modified prior to the final proposal submission date, the State shall post an addendum at https://caleprocure.ca.gov/pages/index.aspx. By virtue of submitting a proposal, proposers accept the terms and conditions expressed as stated below and as required by law. Costs incurred for developing proposals in anticipation of award of an Agreement are the responsibility of the proposer and shall not be charged to the State.

1.3 Scope and Proposer Reminders

This RFP contains the instructions governing the requirements for a complete and binding proposal to be submitted by proposers. This RFP also addresses the requirements that proposers must meet in order to be eligible for consideration as well as the selected proposer’s responsibilities before, during, and after commencement of the operational phase.

1.3.1 Solicitation Objectives

CDCR/CCHCS expects to achieve the following outcomes with the Contractor through this solicitation:

A. Obtain a DRN Contractor to provide, implement, monitor, train, and manage a network of registry provider groups to work at institutions on an as-needed temporary/relief basis.

B. Obtain a DRN that meets the requirements of Exhibit A, Scope of Work, Exhibit A-1, Service Specifications, and the CDCR/CCHCS Credentialing and Privileging Support Unit (CPSU) requirements, policies, and procedures.

C. Have temporary/relief dental registry staffing services for all geographic locations of institutions available statewide.

D. Identify and contract with the best overall source for the subject services, including but not limited to, price and value of the services.

E. Facilitate a smooth transition between contractors at the beginning and end of the Agreement period.

F. Contractor must continually train its staff, consistent with expectations as provided in the RFP and Exhibit A, Scope of Work.

G. Contractor must provide immediate response to the institutions’ (customers’) concerns and issues.

H. Contractor must provide high quality services consistent with the terms and conditions under this Agreement and consistent with established and commonly accepted standards and principles of health care practice. Nothing in this Agreement shall supersede the common law rules for the interpretation of established and commonly accepted standards and principles of medical practice.

I. Contractor must provide a web-based system and reporting to facilitate communication and tracking/monitoring as detailed in Exhibit, A Scope of Work.

J. Contractor must continue to utilize the existing timekeeping process established at all institutions for submission of timesheets for temporary/relief providers, tracking/monitoring of hours worked, and billing temporary/relief providers’ hours worked on invoices for payment. Contractor must continue to utilize the existing timekeeping process established at all institutions for submission of timesheets for temporary/relief providers, https://caleprocure.ca.gov/pages/index.aspx tracking/monitoring of hours worked, and billing temporary/relief providers’ hours worked on invoices for payment.

K. Contractor must monitor whether the provision and utilization of registry services meet professionally recognized standards of practice.

L. Contractor must work with CDCR/CCHCS in emergency or urgent situations to provide temporary/relief dental registry staffing services which may modify standard requirements, as needed, to fulfill the needs. Any modifications to standard requirements must be mutually agreed upon by Contractor and CDCR/CCHCS.

1.4 Availability

Contractor must have available all personnel, temporary/relief providers, equipment, and materials ready to begin work at all institutions within four months of the Agreement term start date. If temporary/relief providers offered by the Contractor are subsequently unable to provide services under this Agreement, they must be replaced with equally qualified temporary/relief providers who meet the Agreement requirements to avoid service disruption.

1.5 Proposal Representative

Correspondence including questions, revisions to information involving the designated contact person, proposals, and other requests shall be sent via email to the Proposal Representative below:

Amanda Saragoza m_ContractSupport@cdcr.ca.gov

1.6 Key Action Dates

Listed below are the anticipated key activities, actions, dates, and times for completion of this RFP. If the State finds it necessary to change any of these key activities, actions or dates, it will be accomplished via an addendum to the RFP.

Key Activity Anticipated Date and Time

RFP Available to Prospective Proposers Tuesday, September 8, 2026

Reasonable Accommodation Friday, September 11, 2026

Deadline for Submission of Questions Tuesday, September 15, 2026, at 5:00 p.m. PDT

Deadline for Response of Questions Monday, September 21, 2026

Deadline for Submission of Letter of Intent to Submit Proposal Friday, September 25, 2026

Deadline for Submission of Proposals Monday, October 5, 2026, at 4:00 p.m. PDT

Proposal Opening Wednesday, October 7, 2026, at 10:00 a.m. PDT

Proposal Evaluation October 7, 2026, through October 23, 2026

Notification of Intent to Award Monday, October 26, 2026

Proposed Start Date of Agreement Friday, January 1, 2027

1.7 Cal eProcure Portal

Cal eProcure is the online portal designed to improve the experience of businesses selling products and services to the State.

1.7.1 Adobe Acrobat Version

While this RFP is available electronically in Adobe Acrobat format, the official version is located on the Cal eProcure online portal in the California State Contracts Register at:

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

1.7.2 Cal eProcure Portal Registration

If proposer have not completed a one-time registration into the Cal eProcure online portal, it is requested that proposer register at:

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

1.8 Proposer Questions

Immediately notify the Proposal Representative if clarification is needed regarding the services sought or questions arise about the RFP and/or its accompanying materials, instructions, or requirements. Question(s) shall be submitted in writing as instructed below. At its discretion, the State reserves the right to contact proposers to seek clarification of any question received.

Proposers shall report to the Proposal Representative a known or suspected problem with the RFP and/or its accompanying materials or seek clarification and/or correction of the RFP and/or its accompanying materials. The successful proposer shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error. The State will post the summary and responses to all questions received and any discrepancies, omissions, or errors through the Cal eProcure portal:

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

Proposers desiring clarification about a specific RFP requirement and/or questions related to a sensitive issue or proprietary aspects of a proposal may submit individual questions that are marked “Confidential”. Proposers must include, with its question, an explanation as to the reason(s) it believes a question marked “Confidential” is sensitive or is surrounding a proprietary issue. If a question appears to be unique to a single proposer or is marked “Confidential,” the State will email a response only to the proposer if the State concurs with Proposer’s claim that the question is sensitive or proprietary in nature. If the State does not concur, the question will be answered in the manner described herein and proposer will be notified.

To the extent practicable, questions shall remain written as submitted. However, the State may consolidate and/or paraphrase similar or related questions.

What to Include in a Question:

Proposer representative name Name of company Mailing address Email address Area code and telephone number A description of the subject or issue in question or discrepancy found Section, page number, or other information useful in identifying the specific problem or issue in question Remedy sought, if any Format questions as follows:

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

Reference Section Page Number

Question Remedy sought

(if applicable)

Use “General” for general questions. Use “RFP” if the question is about a section in the RFP. For questions regarding exhibits and attachments, identify the exhibit by letter (e.g., Exhibit A) and the attachment by number (e.g., Attachment 1), etc.

Indicate the RFP section by number.

Include the number(s) or letter(s) of any subsection(s) or paragraph(s). Indicate the exhibit letter and identify any subsection(s) by number(s) or letter(s).

Example:

1.8.1 How to Submit Questions

Questions concerning this RFP shall be directed, via email, to the Proposal Representative at m_ContractSupport@cdcr.ca.gov. Failure to submit questions to the designee will result in the question(s) being ineligible for a response by the State. The Proposal Representative will coordinate written responses. The questions and responses will be posted at https://caleprocure.ca.gov/pages/index.aspx.

1.8.2 Question Submittal Deadline

All written questions must be received no later than September 15, 2026. However, the State will accept reporting of RFP errors or irregularities if they are received prior to the proposal submission deadline.

2 GENERAL REQUIREMENTS

2.1 Mandatory Requirements

The State has established certain requirements with respect to proposals to be submitted by prospective proposers. The use of “shall”, “must”, or “will” in this RFP indicates a requirement or condition which is mandatory. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the response is not in substantial accord with the RFP requirements, provides an advantage to one proposer over other proposers, or has a potentially significant effect on the delivery, quantity, or quality of items proposed, amount paid to the proposer, or on the cost to the State. Material deviations cannot be waived.

2.1.1 Desirable Items

The words “should” or “may” in this RFP indicate desirable attributes or conditions but are not mandatory in nature.

2.1.2 Contract Requirements

The selected proposer must adhere to all provisions listed in Exhibit C, General Terms and Conditions, Exhibit D, Special Terms and Conditions & Additional Provisions and Attachment 7 Contractor Certification Clauses (CCC 04/2017).

2.1.3. Third Party Beneficiary

Except as otherwise provided, nothing in the awarded contract shall be construed as giving any third party any right, remedy, or claim.

2.2 Proposal Steps

2.2.1 Preparation of Proposals

Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of the proposer’s compliance with the requirements of this RFP. Emphasis should be concentrated on compliance with the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Before submitting each document, the proposers should carefully read the proposal for errors and adherence to the RFP requirements.

2.2.2 Proposer’s Intention to Submit a Proposal

CDCR/CCHCS will utilize a Letter of Intent to Submit Proposal to determine the potential volume of proposers in advance of the proposal deadline to assist CDCR/CCHCS in assessing and monitoring the proposal process and to ensure there are sufficient proposers in the market given the identified project requirements in the current solicitation. The Letter of Intent to Submit Proposal is non-binding. Potential proposers who submit a Letter of Intent to Submit Proposal are not required to submit a proposal. However, proposers are strongly encouraged to file their intention to submit a proposal in writing via email, to the Proposal Representative as provided in Subsection 1.5. CDCR/CCHCS reserves the right to cancel any solicitation if, in CDCR/CCHCS’ sole discretion, insufficient proposers have filed a Letter of Intent to Submit Proposal by the Key Action Date. Thus, all proposers who intend to submit a proposal are strongly encouraged to file a Letter of Intent to Submit Proposal timely.

2.2.3 Proposer Interviews

The Evaluation Scoring Committee (ESC) may conduct confidential discussions with one or more proposers submitting proposals that have been reviewed by the State. At the confidential discussion, proposers may bring those persons who may be required to answer questions or commit to changes. The State will not make counter proposals to a proposer’s proposed solution to the RFP requirements and will only identify its concerns, ask for clarification, and express its reservations if a particular requirement of the RFP is not, in the opinion of the State, appropriately satisfied. Oral statements made by either party during confidential discussions shall not be binding. Confidential discussions are not a right but rather are conducted at the sole discretion of

CDCR/CCHCS.

2.3 News Releases

News releases or any publications by proposers relating to an Agreement resulting from this RFP shall not be made without prior written approval of the DCCS Chief or their designee.

2.4 Disposition of Proposals

All materials submitted in response to this RFP upon submission are the property of the State, subject to the California Public Records Act (PRA) Government Code Section 7920.000, et seq., and will be returned only at the option of the State and at the proposer’s expense. At a minimum, the Master Copy of the proposal shall be retained for official files and will become a public record after the Notification of Intent to Award as specified in Subsection 1.6 – Key Action Dates. However, materials the State considers in its sole opinion to be confidential information will be returned upon the request of the proposer.

Upon posting of the Notification of Intent to Award, all documents submitted in response to this RFP and all documents used in the selection process (e.g., review checklists, scoring sheets, Letters of Intent, etc.) will be regarded as public records under the PRA and subject to review by the public. Proposal contents, proposer correspondence, selection working papers, or any other medium shall be held in the strictest confidence until the Notification of Intent to Award is posted.

2.5 Reasonable Accommodation

The State will provide assistive services for individuals who require reasonable accommodation.

To request such services or copies of written materials in an alternate format, please contact the Proposal Representative listed in Subsection 1.5 no later than September 15, 2026.

The range of assistive services available may be limited if requestors do not allow ten or more business days prior to the date the alternate format material is needed.

2.6 Limitation of State Liability

It is mutually agreed that if the California State Budget Act for the current fiscal year and/or any subsequent fiscal years covered under this Agreement does not appropriate sufficient funds for this program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other consideration under this Agreement, and Contractor shall not be obligated to perform any provisions of this Agreement.

2.7 Funding Reductions in Subsequent Budget Years

If funding for the purposes of this program is reduced or deleted for any fiscal year by the California State Budget Act, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an Agreement amendment to the Contractor to reflect the reduced amount.

2.8 Competitive Bidding and Proposal Responsiveness

Competitive bidding is not defined in any single statute but is more in the nature of a compendium of numerous court decisions. From such court decisions, the following rules have evolved, among others:

A. The RFP must provide a basis for full and fair competitive bidding among proposers on a common standard, free of restrictions that would tend to stifle competition.

B. The State may modify the RFP, prior to the date fixed for Agreement award, by issuance of an addendum to all parties who are proposers.

C. To be considered a valid proposal, proposers must respond and conform to the RFP including all documents, which are incorporated therein. A proposal which does not comply may be rejected.

D. In order for a proposal to be rejected for a deviation, the deviation must be deemed to be of a material nature.

E. State agencies have the express or implied right to reject any and all proposals in the best interests of the State. Proposals cannot, however, be selectively rejected without cause.

F. Proposals cannot be changed after the time designated for receipt and opening thereof. No negotiation as to the scope of the work, amount to be paid, or contractual terms is permitted.

However, this does not preclude the State from clarifying the proposer’s intent by asking questions and considering the answers.

G. A competitive proposal, once opened, is in the nature of an irrevocable option and a contract right of which the public agency cannot be deprived without its consent unless the requirements for rescission are present. All proposals become public documents.

H. Proposals cannot be accepted “in part” unless the RFP specifically permits such an award.

I. Contracts entered into through the competitive bidding process cannot later be amended unless the RFP includes a provision to be incorporated in the contract awarded providing for such amendment of time, money, or terms.

3 BUSINESS AND QUALIFICATION REQUIREMENTS

This section describes the business and qualification requirements that each proposer must possess. Unless otherwise stated, these documents shall be submitted with the proposal as required in Section 8 Proposal Format.

3.1 Minimum Business Requirements

Before the Agreement is signed, proposers must provide the State of California business license and a Contractor license, if required. If the State of California has exempted proposer’s business from State licensing (for example, some foreign companies are exempt and in some cases, the State waives licensing because the company does not have a physical presence in the State), submit proof of that exemption to the Proposal Representative. All costs for any licenses, permits, and associated tax payments due to the State as a result of licensing shall be borne by Proposer and not charged to CDCR/CCHCS. See Attachment 7 Contractor Certification Clauses (CCC 04/2017) and Subsection 5.5 in the RFP entitled “Certification to Do Business in the State” for additional information.

3.2 Qualification Requirements

Failure to meet the following requirements by the proposal submission deadline will be grounds for the State to deem a proposer non-responsive. If, at any stage of review, a proposal is found to be substantively non-compliant with RFP specifications/requirements, that proposal shall be rejected from further consideration. In submitting a proposal, proposers must certify and prove that it possesses the following qualification requirements.

3.2.1 Experience Requirements

All experience must have occurred within the past five years of the date this RFP was posted. It is possible to obtain the experience types listed below during the same time period. See Exhibit A, Scope of Work, for additional information.

Proposers must have at least two continuous years of the type(s) of experience listed below:

A. Have a minimum of two continuous years of experience delivering a full range of dental registry network services for one or two public U.S. entities (state, federal, county, or local government).

B. Provide comprehensive dental registry network management to support operations and maintain appropriate registry staffing levels for the provision of health care services for all levels of care in an outpatient and inpatient setting.

3.2.2 System Requirement Order Portal

Refer to Exhibit A, Scope of Work, Section 3.

3.2.3 Compliance with Contract Terms and Conditions

Proposers must certify that they have read and are willing to comply with all proposed terms and conditions addressed in the RFP Subsection 8.6 entitled “Contract Terms and Conditions” including the terms appearing in the referenced contract exhibits and attachments. Proposers are responsible for ensuring that all services are performed in compliance with all laws and regulations.

3.3 Entity Documents

Entity documents identified within this section are required to be submitted in the manner and order described in Section 8.

3.3.1 Proof of Corporate Status

If the proposer is a corporation, the proposer must submit either a copy of the proposing firm’s most current Certificate of Good Standing issued by the State of California, Office of the Secretary of State, or submit a downloaded copy of the proposing firm’s online status information from the California Business Portal website of California’s Office of the Secretary of State. Submit a written explanation if this documentation cannot be provided. Unless otherwise specified, do not submit copies of the proposing firm’s Bylaws or Articles of Incorporation. Corporations must certify they are in good standing and qualified to conduct business in California. See Attachment 7 Contractor Certification Clauses (CCC 04/2017) and Subsection 5.5 in the RFP entitled “Certification to Do Business in the State”. A proposal may be considered non-responsive and rejected by the State if it does not contain a copy of the certification of the above information or if the information is later proven false.

3.3.2 Proof of Nonprofit Status

Nonprofit organizations must prove they are legally eligible to claim “nonprofit” and/or tax-exempt status by submitting a copy of an Internal Revenue Service determination letter indicating nonprofit or 501(c)(3) tax-exempt status. Submit a written explanation if this documentation cannot be provided.

3.3.3 Organization Chart

The organization chart must show the lines of authority and reporting relationships within the proposer’s organization including the relationship between management and subcontractors, if any. Refer to Subsection 8.1.3.F.1 in this RFP as to the manner in which to submit the organization chart in response to this proposal.

3.3.4 Financial Statements

Proposers must certify that they are financially stable, solvent, and have adequate cash reserves to meet all financial obligations while awaiting reimbursement from the State. Proposers must submit copies of independently audited financial statements for the past 24-month period with all noted audit exceptions explained. CDCR/CCHCS will accept audited financial statements prepared by a proposer’s financial accounting department, accounting firm, or auditing firm. A statement signed by the Proposer’s Chief Financial Officer, certifying that the financial statements are accurate and complete, must accompany all financial statements. As an alternative to the above requirements of submitting copies of independently audited financial statements, proposers may provide a Dun & Bradstreet Report to support financial standards rating.

3.3.5 Contractor Staff Resumes

Proposers shall include resumes for each contract participant who will exercise a major policy, administrative, or consultative role in carrying out the services herein. To the extent practicable, resumes should not exceed two pages in length per person and should not include personal information such as social security number, home address, home telephone number, home email address, marital status, gender, birth date, age, etc.

3.3.6 Conflict of Interest

Proposers intending to submit proposals are required to submit Attachment 13 Conflict of Interest Compliance Certificate (CCHCS-MC-412) certifying that the proposer:

A. Is not currently involved with or connected to any CDCR/CCHCS employee(s).

B. Understands that the conflict-of-interest requirements shall remain in effect for the entire term of the resulting Agreement.

If a conflict of interest is determined to exist that cannot be resolved to the satisfaction of CDCR/CCHCS before the award of the Agreement, the conflict will be grounds for deeming a proposal non-responsive and rejected by the State.

Proposers must assess their own situation according to the Conflict-of-Interest Compliance Certification information in Attachment 13. Complete, sign, and attach any required documentation according to the instructions on the attachment. Place Attachment 13 and any accompanying documentation in the Appendix Section of the proposal.

See Exhibit D, Special Terms and Conditions & Additional Provisions, Section 26 for additional information.

4 SPECIFICATIONS AND SCOPE OF WORK

4.1 Specifications

4.1.1 Permits

All necessary permits required to perform work must be supplied by Contractor at no additional cost to CDCR/CCHCS.

4.1.2 Contract Term

The contract term is anticipated to begin January 1, 2027, through December 31, 2029.

CDCR/CCHCS has the option of extending this contract for up to three optional one-year terms through December 31, 2032.

4.1.3 Invoicing and Payment

For services satisfactorily rendered and upon receipt and approval of Contractor’s invoices, the compensation for services shall be in accordance with the rates specified in Exhibit B-1, Rate Sheet.

4.1.3.1 Prohibition on Advance Payments

CDCR/CCHCS does not accept requests for early/advance payment, down payment, or partial payment.

4.1.3.2 Rates and Prices

Pricing shall be prepared using Exhibit B-1, Rate Sheet. No CDCR/CCHCS employee can independently negotiate or implement a rate increase request on behalf of CDCR/CCHCS. Any invoice that is sent to CDCR/CCHCS with pricing above that which is specified in the Contract shall be rejected. Payment of an erroneous invoice does not constitute acceptance of the erroneous pricing and CDCR/CCHCS may seek reimbursement of the overpayment or may deduct such overpayment from future invoices. See Section 7 Cost Proposal in this RFP for information on the submission of costs.

4.2 Scope of Work

Refer to Exhibit A, Scope of Work.

4.3 Performance Guarantees

Proposer must be able to meet or exceed the minimum Performance Standards listed in Exhibit A-1, Service Specifications, Section 5.

5 ADMINISTRATIVE REQUIREMENTS

In addition to meeting the requirements in Section 4 – Specifications and Scope of Work, proposers must adhere to all administrative requirements of RFP SD25-00032 to be responsive.

This section provides the administrative requirements that ensure proposers have the resources, experience, and certifications required to complete this Agreement successfully. The section also describes preference programs. Unless otherwise stated, these documents shall be submitted with the proposal as required in Section 8 Proposal Format.

5.1 Cover Letter

The proposal must contain a Cover Letter identifying three designated points of contact who will be available throughout the term of the Agreement, signed by an individual who is authorized to bind the proposer’s firm contractually, indicating the title and position that person holds in the firm, and includes a statement that the proposer commits to fulfilling all requirements of RFP SD25- 00032 and certifies the information contained in the proposal, including attachments, is true and correct. The Cover Letter must clearly explain how the proposer meets each of the Mandatory Qualifications listed in Section 9 – Evaluation Process. Failure to provide this information will result in the proposal being deemed non-responsive.

5.2 Letter of Intent to Submit Proposal

The Letter of Intent to Submit Proposal will be used to identify proposers who intend to participate in this RFP and wish to receive information during the proposal process. The Letter of Intent to Submit Proposal must conform to the specifications in Section 2 – General Requirements, Subsection 2.2.2 Proposer’s Intention to Submit a Proposal.

5.3 Proposer’s Responsibility

Prior to award of the Agreement, the State must be assured that the selected proposer has all of the resources to successfully provide services under the Agreement. This includes, but is not limited to, sufficient personnel with the required skills, equipment of appropriate type and in sufficient quantity, and experience in providing similar services. To provide these assurances, proposers must submit the items defined in this RFP, Section 5 – Administrative Requirements, Subsection 6.3 Proposal Submittal Checklist and Section 8 Proposal Format. Proposers are required to read every section in the RFP and submit all attachments as specified in the Table of Contents and RFP prior to responding to this RFP as there will be no negotiation of terms or conditions to the contractual language after proposals are submitted.

If, during the evaluation process, the State is unable to assure itself of a proposer's ability to provide services under the Agreement, the State has the option of requesting the proposer provide any information that the State deems necessary to determine the proposer's responsibility. If such information is required, the proposer will be notified via email and will be permitted five business days after the date of notice to submit the information requested via email, unless otherwise specified.

5.4 Insurance Requirements

Proposers must maintain in force, as required by State law, a valid workers’ compensation insurance policy issued by the State Compensation Insurance Fund, or approved broker, for all employees engaged in the performance of the Agreement. Proposers agree to furnish the State satisfactory evidence thereof at the time of proposal submittal and at any time during the term of the Agreement. See Exhibit D, Special Terms and Conditions & Additional Provisions, Section 40 Insurance Requirements for additional information. Also see the State Compensation Insurance Fund’s website at https://www.statefundca.com/ for additional information.

5.5 Certification to Do Business in the State

If the proposer is a corporation, the proposer must submit either a copy of the proposing firm’s most current Certificate of Good Standing issued by the State of California, Office of the Secretary https://www.statefundca.com/ of State, or submit a downloaded copy of the proposing firm’s online status information from the California Business Portal website of California’s Office of the Secretary of State. Submit a written explanation if this documentation cannot be provided. Unless otherwise specified, do not submit copies of the proposing firm’s Bylaws or Articles of Incorporation. Corporations must certify they are in good standing and qualified to conduct business in California. See Attachment 7 Contractor Certification Clauses (CCC 04/2017) and Subsection 3.3.1 in the RFP entitled “Proof of Corporate Status.” A proposal may be considered non-responsive and rejected by the State if it does not contain a copy of the certification of the above information or if the information is later proven false.

5.6 Payee Data Record

The proposal submission must contain a fully executed copy of the Payee Data Record (STD 204). The Payee Data Record Supplement) form shall also be included. See Section 6.3 Proposal Submittal Checklist for additional information related to when the Payee Data Record Supplement may be submitted, and Attachment 9 and Attachment 10.

5.7 Confidentiality of Information

To preserve the integrity of security measures integrated into the State’s automated information systems, the proposer agrees that an authorized representative and/or corporate officer of all contractors and subcontractors participating in this proposal shall submit a signed copy of the Confidentiality Agreement Form (CCHCS-MC-420). Under no circumstances shall proposers use, publish, sell, or otherwise disclose to any third party the contents of any accessed records, data, or reports derived from data submitted for processing without the prior written authorization and consent of the State. See Exhibit D, Special Terms and Conditions & Additional Provisions, Sections 50 and 51 for additional information.

5.8 Subcontractor(s)

A subcontractor is any person, partnership, or company not in the employment of or owned by the proposer that will be performing services or providing goods under the Agreement. Utilities, telephone, and facility property managers are not considered subcontractors. Proposers shall specify which subcontractor(s) will be used. Proposers shall include background information about any known subcontractor that will be providing material or services required by the RFP in its proposal. This shall include project organizational charts that clearly specify the roles and responsibilities of each subcontractor and the qualifications of each to provide designated services, equipment, software, and supplies under the Agreement. As requested by CDCR/CCHCS, proposers shall solicit any additional information that may be deemed necessary to complete the proposal evaluation process. Upon award of Agreement, the proposer must notify subcontractors of their participation in the Agreement.

Proposers shall include, at a minimum, the following information in its proposal for each subcontractor:

A. Name, address, corporate/company director name, position in the company, telephone number, email address, and primary contact name.

B. Each specific service(s) to be performed, citing the specific RFP section(s) and paragraph(s).

C. Description of the company’s relevant qualifications, capabilities, and resources.

D. Commitment to establish and execute a contingency plan, should there be a failure to perform.

E. Commitment to ensure compliance with the security and confidentiality requirements, as set forth in this RFP.

F. Portions and monetary percentages of the work to be done by each subcontractor/contractor.

G. How each was selected and why.

H. Description of how subcontracted work will be controlled, monitored, and evaluated. See Exhibit D, Special Terms and Conditions & Additional Provisions, Section 12.

5.9 Disabled Veteran Business Enterprise (DVBE) Program

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

The following percentages will apply for awards based on low price:

Confirmed DVBE Participation of: DVBE Incentive 5% Inclusive 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

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

This incentive is for evaluation purposes only.

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

5.10 Bidding Preference

Agreements awarded with applied preferences will be monitored throughout the life of the Agreement for compliance to statutory, regulatory, and contractual requirements. The State will take appropriate corrective action to apply sanctions, as necessary, to enforce preference programs.

5.10.1 Small Business/Microbusiness Preference

Certified small businesses or microbusinesses can claim the 5% preference when submitting a proposal on a state contract. A non-small business may receive a preference of 5% if the business commits to subcontract at least 25% of its net proposal price with one or more small businesses or microbusinesses. The 5% preference is used only for computation purposes to determine the winning proposer and does not alter the amounts of the resulting contract. The value of the preference is limited to $50,000 when a contract award is based upon the 5% award to the lowest compliant proposal. A contract awarded on the basis of the 5% preference is awarded to the small business, microbusiness, or non-small business for the actual amount of its proposal.

To apply or re-apply for certification as a small business, follow the instructions at the following location: Apply For or Re-apply as Small Business, Disabled Veteran Business Enterprise

5.10.1.1 Non-Small Business Preference

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

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

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

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

b. Prime contractors wishing to subcontract to a small business may also check for subcontractor advertisements in the California State Contracts Register (CSCR) for this solicitation prior to the proposal due date. The CSCR can be accessed here: https://caleprocure.ca.gov/pages/ Events-BS3/event-search.aspx

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