RFQ_C5612048-1.pdf

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN NEWSOM, GOVERNOR

ENTERPRISE INFORMATION SERVICES

Office of the Chief Information Officer (OCIO) Information Technology Acquisitions Unit 1900 Birkmont Drive, Rancho Cordova, CA 95742

THE STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

INFORMATION TECHNOLOGY REQUEST FOR QUOTE - RFQ #C5612048-1

The California Department of Corrections and Rehabilitation (CDCR) is requesting quotes to assist the Enterprise Information Services (EIS) with IT technical training services, with the goal to provide technical training and employable skills to incarcerated participants for the California Department of Corrections and Rehabilitation (CDCR), Valley State Prison (VSP) Media School. Quotes must comply with the instructions found herein. Failure to comply with any of the requirements may cause the quote to be rejected and deemed non-responsive. Refer to Exhibit A, Statement of Work (SOW), for the required services related to this solicitation.

By submitting a quote, the bidder agrees to the terms and conditions stated in this RFQ and in accordance with the requirements contained within.an authorized Key Action Dates and Times may be adjusted by the State of California (State) as conditions warrant.

The period of performance for this agreement shall be from July 1, 2024, or upon CDCR approval, whichever is later, through June 30, 2026, with one optional year to extend. Funding is subject to approval of the project funding requests. If it is determined to be in the best interest of the CDCR, the resulting Agreement may be amended to lengthen the term and/or increase the funding consistent with the original Scope of Services.

This original Agreement may not exceed $550,000.00 in FY 2024/2025 and $200,000 in 2025/2026.

If option to extend for one (1) year is exercised (FY 26/27), it shall be consistent with the B1-Rate Sheet, and not exceed $200,000.

This RFQ does not constitute a commitment by the CDCR to award an Agreement. The CDCR reserves the right to reject any or all quotes received, if the CDCR determines that it is in the CDCR’s best interest.

The CDCR restricts the responding firms replying to this solicitation to be headquartered and doing business within the United States only. No foreign or international firms are allowed to respond to this solicitation.

Quotes for this IT Services contract are due to Enterprise Information Services (EIS) by the date and time listed in the Key Action Dates listed in the Attachment A, RFQ Response Format and Requirements, Section A. 1. Bidders shall e-mail (1) copy of their response to the address listed below.

Department Contact:

California Department of Corrections and Rehabilitation

EIS - IT Acquisitions Unit Attention: Robin Adams

1940 Birkmont Drive, Rancho Cordova, CA 95742

Email: robin.adams@cdcr.ca.gov

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A California Department of Corrections and Rehabilitation

ATTACHMENT A

RFQ RESPONSE FORMAT AND REQUIREMENTS

A. GENERAL INFORMATION

Definitions:

Contractor- A Contractor/Contractor staff is considered to be a staff augmentation that does not offer any consultation services as it relates to the consultation of further purchasing of goods/software or services under any services Contract. A Contractor who does not advise on the procurement or contracting of further services under a services Contract is also not required to submit a Form 700, Statement of Economic Interests. In addition, a Contractor is also called the owner of a company or firm, (services or consulting) and their staff are considered Contractor staff if they do not advise on further procurement or contracting.

Consultant- A Consultant is considered to be that of an advisory nature and can offer its consulting services which can advise and suggest through the consultation process of the further purchasing of goods/software or services under any services Contract.

A Consultant who does advise on the procurement or contracting of further services under a services Contract will be required to submit a Form 700, Statement of Economic Interests.

This RFQ contains the requirements that interested Contractors (hereinafter also referred to as “bidder”) must meet in order to submit a responsive bid. It provides information regarding the format in which bids must be submitted, the material to be included, the requirements that must be met to be eligible for consideration, and the Contractors responsibilities.

Bids submitted in response to this RFQ must contain all data/information requested and must conform to the format prescribed. It is the Contractors responsibility to provide all required data and other information deemed necessary for the CDCR’s Evaluation Team to determine and verify the Contractors ability to perform the tasks and activities defined in Exhibit A, SOW. Bids may be disqualified if they fail to respond completely to RFQ requirements and subsequent Addenda. Only one (1) Contractor will be awarded the resulting Agreement.

1. Key Action Dates

Contractors are advised of the dates and times shown below and are expected to adhere to them. The CDCR may modify any part of the RFQ, prior to the date bids are due, by issuance of one (1) or more addendum. Addendums will be numbered consecutively and posted to Cal eProcure alongside the original RFQ advertisement. Interested bidders may submit questions and/or requests for clarification, via e-mail on or before the date and time listed in the table below, to:

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

Robin.Adams@cdcr.ca.gov. The CDCR’s responses to bidder questions that provide new or additional information will be provided to all bidders via an Addendum and sent to all potential bidders.

Event Date Time RFQ Release date 5/28/2024 2:00 PM RFQ Questions Due 5/30/2024 2:00 PM RFQ Response to Questions 5/31/2024 4:00 PM RFQ Solicitation Due Date 6/11/2024 2:00 PM

RFQ Evaluations* 6/11/2024 –

6/13/24/2024

Intent to Award (5-Day Period) * 6/14/24 Award of Agreement (Proposed)* 6/24/2024 Proposed Agreement Start Date* 7/01/2024

*Dates subject to change

The CDCR will not consider bids submitted by fax. The CDCR reserves the right to reject all bids and reissue this RFQ.

2. Period of Performance

The period of performance for this Agreement shall be from July 1, 2024, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2026, with one (1) optional one (1) year extension, consistent with the original Scope of Services and at the contracted hourly rate as referenced in Exhibit B-1, Rate Sheet. The dollar amount of the first-year amendment shall not exceed the first full fiscal year funds encumbered.

a. The selected Contractor shall not be authorized to start work under this

Agreement until notified by the CDCR. If the Contractor starts performance before final approval (execution) of the Agreement, it shall be considered voluntary on the part of the Contractor and non-compensable by the CDCR.

b. Any and all Amendments must be in writing and signed by both parties prior to commencement of additional work.

3. Admonishment Regarding Follow-On Contracts

Per Public Contract Code (PCC) 10365.5, no person, Contractor, or subsidiary thereof, who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any Contractor who contracts with the

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

CDCR to develop and provide formal recommendations for the acquisition of IT products or services is precluded from contracting for any work recommended in the formal recommendation.

4. Written Questions

a. All questions regarding the content of this RFQ must be submitted via email.

The CDCR shall be notified immediately if clarification is needed. Consultants (or Contractors, whichever is applicable) that fail to report a known or suspected problem with the RFQ, or fail to seek clarification, shall submit a bid at their own risk. All questions must be received by the date and time listed in the Key Action Dates. Questions submitted via email after the deadline may be answered at the CDCR’s option. At its discretion, the CDCR may contact and inquire to seek clarification of any inquiry received.

b. When the CDCR has completed its assessment of the questions, all questions and answers will be posted to Cal eprocure alongside the original RFQ advertisement.

What to include in an inquiry:

a. Contractor’s firm name, individual’s name submitting the question or inquiry, e-mail address, and RFQ number.

b. A description of the subject, issue, or discrepancy found.

c. RFQ section, page number, and/or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

5. Proprietary Information

Any documentation submitted which has been marked “Confidential” or “Proprietary” will not be accepted. All documents submitted in response to this RFQ are the property of the CDCR and are subject to review or release to the public under the California Public Records Act (PRA), GC 6250 et seq.

6. Cost for Developing Bids

Costs for developing bids are entirely the responsibility of the Contractor and shall not be chargeable to the CDCR.

7. Proposed Staff Availability

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

a. All Contractor shall actively participate in providing technical leadership, expertise, documentation, planning meetings, product demonstrations, and team retrospectives. This includes supporting the CDCR in business analysis to clarify its business needs.

b. The Contractor shall produce and deliver (as applicable) to the CDCR the following documentation:

1) Formal and informal meeting notes.

2) Fact-finding notes.

3) Working session notes.

4) Presentations.

5) General communication notes.

6) System requirement specifications, use cases, or user stories as directed.

7) Technical design documentation/as-built specifications as directed.

8. Method of Award

This evaluation will be based on Request for Quote (RFQ). The CDCR will compare bids submitted in response to this RFQ based on Lowest Cost to the CDCR, which means the bid that best meets, and potentially exceeds, CDCR’s requirements at the lowest overall cost wins matrix. If award of an Agreement is made, it will be made on an “All or None” basis in accordance with the RFQ assessment requirements to a responsible Contractor whose bid complies with all the requirements (administrative and technical), terms and conditions of the RFQ, and any Addenda thereto, except for such immaterial defects as may be waived by the State. The Contractor, including all proposed candidates and/or subcontractors, shall be headquartered and doing business within the United States only. No foreign or international firms, including all proposed candidates and/or subcontractors, shall be allowed to respond to this RFQ. In the event of a tiebreaker, the CDCR may use references to determine a winner.

B. RESPONSE FORMAT AND REQUIREMENTS

1. Format

a. Contractors must submit a bid in a format compatible with the CDCR’s standard software applications (i.e., Microsoft [MS] Office). Printed documents must be single-spaced, using a 12-point font. A smaller font may be used for tables.

The CDCR’s standard software applications include MS Windows XP Professional, MS Office Professional (including Outlook) 2010, Excel 2010, and Project 2010. Contractors are required to submit their response in one (1)

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A complete PDF or Word doc. Multiple documents submitted will be rejected and deemed non-responsive.

b. The CDCR must receive one (1) copy via email of a bid no later than the date and time specified in the Key Action Dates. Bids not received by the date and time specified in the Key Action Dates may be rejected.

c. Any copy of the bid emailed must be clearly marked "RFQ C5612048.”

d. For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any of bid submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the Bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD-05-105, and that is also accompanied by the Contractors letter of explanation.

2. Requirements

This RFQ and the Contractor’s response will be made part of the CDCR Procurement documents and Contract file. Bids submitted in response to this RFQ must include the following information:

a. Signed/date Request for Quote - IT Goods/Services - Informal Competitive EIS

4004(C) (all pages).

b. The Contractor’s Small Business and/or Disabled Veteran’s Business

Enterprise (SB/DVBE) Certification, if applicable. The State will verify SB/DVBE certifications are valid at the time the responses are due. In accordance with GC Section 14837(d) and Military and Veterans Code Section 999, all SB and DVBE contractors, subcontractors, and suppliers that bid on or participate in a State contract, regardless of being an oral or written solicitation, must perform a Commercially Useful Function (CUF). See CUF Policy.

c. A copy of the Contractor’s valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents or letter from the Secretary of State; or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which the business is headquartered.

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

d. The total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

e. A statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

f. A detailed description of the Contractor’s approach for completing the activities and tasks identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the Contractor staff.

g. Detailed curriculum.

h. Detailed description of Certificats that can/shall be earned.

i. Resumes of each proposed Contractor Staff. Resumes must document years of experience in performing the services as described in Exhibit A, SOW, Section L, Deliverables. Descriptions must include the company/project name and start and end dates that relate to the specific experience of the proposed Candidate(s). Assessment will be based on the breadth, duration, and successful achievement of an individual.

j. Completed Attachment 1. Indicate if qualifications for Contractor and each

Contractor Staff have been met/not met and reference associated page number in resume.

k. At least three (3) client references for the Contractor and Contractor staff from prior Agreements similar in size and scope. Complete Attachment #2, Customer Reference Form for each reference to include a contact person, phone number, and e-mail address. Reference descriptions must include the department/project name that relates to the experience. The CDCR may contact referenced organizations when reviewing a bid to verify the information provided. A reference must be external to a contractor’s organization and corporate structure. The referenced experience must be within the past 10 years and comparable with the needs of this project. References more than 10 years old will be accepted, but references will only be evaluated up to 10 years old.

l. Completed Rate Sheet Exhibit B-1. The rate sheet must be complete, including an authorized signature and price extension (if applicable).

(Note: Some attachments as noted below may not be applicable to this type of solicitation, therefore, they may not be included and the CDCR may not list all 13 required or optional Attachments.)

m. Completed Bidder Declaration Form (GSPD-05-105), Attachment #3.

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

All Contractors must complete GSPD-05-105 and include it with the bid response. When completing the declaration, Contractors must identify all subcontractors proposed for the Agreement. The Contractor awarded the resulting Agreement is contractually obligated to use the subcontractors for the corresponding work identified, unless the CDCR agrees to a substitution incorporated by an amendment to the Agreement.

n. Completed Payee Data Record (STD 204). Attachment #4.

o. Completed Project Management Methodology (PMM) Statement Attachment

#5, (not applicable).

When responding to an RFQ associated with a CDCR IT project, Contractors must include a declaration, agreeing to comply with and utilize the CA-PMM and the CDCR-PMM, including the use of the CDCR’s schedule management tool Attachment #5.

p. Completed Disabled Veteran Business Enterprise Declaration (STD. 843), Attachment #7, if applicable.

q. Completed California Civil Rights Laws Certification, Attachment #10.

r. Completed TACPA Preference Request Form (STD. 830), Attachment #11, if applicable.

s. Completed GENAI Disclosure and Fact Sheet (Std 1000). Attachment #12.

t. Completed Response Checklist, Attachment #13.

3. Other Requirements

The Contractors and/or Candidates shall be required to complete the following prior to award. Do not submit the following with a bid response.

a. Confidentiality Statement and Non-Disclosure Agreement Attachment #6.

b. A copy of a Liability Insurance Certificate.

The Contractor must furnish to the CDCR a certificate of insurance stating that there is liability insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage liability. The certification of insurance must include the following provisions:

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A

1) The insurer will not cancel the insured’s coverage without thirty (30) calendar days’ prior written notice to the CDCR.

2) The State of California/CDCR is included as additional insured.

c. Proof of Workers Compensation Insurance.

The Contractor shall furnish to the CDCR a certificate of insurance stating that there is Workers’ Compensation insurance on all employees engaged in the performance of this contract. The certificate of insurance must include the provision that the insurer will not cancel the insured’s coverage without thirty

(30) calendar days’ prior written notice to the CDCR.

d. Additional Insurance Requirements

Refer to Exhibit D – CDCR Special Provisions, to include Professional Liability and Employee Dishonesty.

C. ASSESSMENT AND SELECTION PROCESS

1. All bids will be reviewed for being Responsive and Responsible (R&R) as defined in the State Contracting Manual, Volume 2, Section 1404.2, to the requirements of this RFQ. Incomplete bids will not be considered. If a response is missing required information, it will be deemed non-responsive. The CDCR may, at its discretion, determine if a response is either non-responsive or non-responsible. Bids will be assessed based solely upon the information presented in the written response.

a. Completeness of a bid and adherence to all Response Requirements of this

RFQ.

b. Qualifications of the Contractor, as listed in the Statement of Work (SOW), Scope of Work Section L, Mandatory Qualifications – Contractor, and Minimum or Mandatory qualifications. These qualifications are in addition Section “d” listed below.

c. Rate Sheet – Exhibit B-1

d. Compliance with all Mandatory Qualifications and Desirable Qualifications (if applicable, as listed below).

The CDCR intends to contract with a Contractor that proposes Contractor Staff for each CDCR Classification Title listed in the SOW who has the required skill sets indicated. If the Contractor proposes more than one candidate for each position, the hours and time will be split between the contractor staff members’ classification

Valley State Prison – Media School RFQ #C5612048-1 Audio and Video Production Program Attachment A California Department of Corrections and Rehabilitation and cannot exceed the approved budget as noted in this Agreement. Contractors who have been involved with programs that meet these skill sets, but who do not propose candidates with the required experience and required skill sets listed in the SOW, will not be considered for award. Each individual Candidate must meet qualifications for the respective classification/job title under which they are submitted. All references will be contacted for verification.

3. Administrative Requirements (100 % Pass/Fail)

The Assessment Team will review the bids to determine whether all Administrative Requirements were provided. Administrative Requirements will be assessed as 100% pass or fail. Responsiveness to the requirements in this RFQ will be either given a “pass” (e.g., complied with requirement, completed, and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those bids that receive a 100% passing approval will proceed to the next step, cost evaluation. Administrative requirements shall include:

Item Administrative Requirements Score a.

Signed/date Request for Quote - IT Goods/Services - Informal Competitive EIS 4004(C) (all pages)

Pass/Fail

b. Contractor’s SB/DVBE Certification, if applicable. Pass/Fail c.

A copy of the Contractor’s valid California city or county business license (if applicable).

Pass/Fail d.

Total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

Pass/Fail e.

A statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

Pass/Fail f.

Detailed description of the Contractor’s approach for completing the activities and tasks/deliverables identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the proposed Candidate(s).

Pass/Fail g.

Detailed curriculum

Pass/Fail h.

Detailed description of Certificats that can/shall be earned.

Pass/Fail i.

Resumes of each proposed Contractor Staff. Resumes must document years of experience in performing the services as described in Exhibit A, SOW, Section L.

Descriptions must include the company/project name and start and end dates that relate to the specific experience of the proposed Contractor Staff.

Pass/Fail

California Department of Corrections and Rehabilitation j.

Completed Attachment 1. Indicate if qualifications for Contractor and each Contractor Staff have been met/not met and reference associated page number in resume.

Pass/Fail k.

At least three (3) references for each proposed Contractor and Contractor Staff, must be reported on Attachment #2, Customer Reference Form. References should be for Agreements of the same complexity and magnitude as proposed in Exhibit A, SOW.

Pass/Fail

l. Completed Rate Sheet Exhibit B-1. Pass/Fail

m. Completed Bidder Declaration Form (GSPD-05-105) Pass/Fail

n. Completed Payee Data Record (STD 204) Pass/Fail

o. Completed PMM Statement- if applicable Pass/Fail p.

Completed Disabled Veteran Business Enterprise Declaration (STD. 843), Attachment #7, if applicable.

Pass/Fail q.

Completed California Civil Rights Laws Certification, Attachment #10. Pass/Fail r.

Completed TACPA Preference Request Form (STD. 830), Attachment #11, if applicable. Pass/Fail s.

Completed GENAI Disclosure and Fact Sheet (Std 1000).

Attachment #12. Pass/Fail

t. Completed Response Checklist. Pass/Fail

4. Mandatory Classification Qualifications (Pass/Fail)

The Assessment Team will review the Classification Qualifications and determine whether the proposed Contractor and Contractor Staff meet the experience and/or education requirements for designated job classifications as listed in the SOW Sections I through K. Classification Qualifications shall be assessed on a 100% pass/fail basis. Only those bids that receive a 100% pass score will proceed to the next step, cost evaluation. Contractors must provide substantiation as to how the company and its staff members meet the qualifications listed in the SOW.

5. Interviews –If requested by CDCR, will be used in the event of a tiebreaker.

D. UNANTICIPATED TASKS

The CDCR expects that during the Agreement term, legislative and/or program changes may necessitate modifications to this Agreement. Unanticipated Tasks may result in an Amendment, and the Amendment rates are based on the Contractor staff hourly labor rates as identified on Exhibit B-1, Rate Sheet. The agreed upon rates shall be to support Amendments (change requests) to this Agreement.

California Department of Corrections and Rehabilitation

Unanticipated Tasks are defined as additional work that must be performed, and are generally within the original SOW, but were unforeseen and not identified at the time of bid. Both parties shall agree upon the work that needs to be performed, which shall result in Unanticipated Costs and Tasks as identified on the Work Authorization (WA) form, Exhibit A-1. No work shall be performed in advance of the Contractor’s written proposal and the CDCR’s approved Amendment of Unanticipated Tasks.

The CDCR limits the budget for unanticipated tasks as to not exceed 10% of the sum of the original Contract and are in accordance with rates as listed in Exhibit B-1.

1. A WA shall be performed for each item of unanticipated work that is not specified in Exhibit A, SOW. All unanticipated work shall be clearly defined on Exhibit A-1, Work Authorization.

2. Before work can begin, a WA shall be completed by the CDCR Contract Manager (CM) and signed by both the CDCR and the Contractor staff.

3. Each WA shall outline in detail the purpose, objective, goals, and costs.

4. The CDCR may, at any time, order the Contractor to stop work on any WA. The Contractor staff shall be compensated for any and all work performed prior to any work stoppage.

5. The Contractor staff shall inform the CDCR CM if a WA needs to be revised for additional work hours. It is at the discretion of the CDCR CM to accept or reject the request, and the revised WA must be signed by both the CDCR CM and the Contractor.

6. The WA shall not supersede the terms of this Agreement; all terms within this Agreement shall remain in full force.

7. The Contractor staff shall be compensated under the WA by the rates as provided on Exhibit B-1, Rate Sheet.

E. WORK AUTHORIZATION AND AMENDMENT LIMITS

1. Work Authorizations (WA’s) shall not exceed 10% of the original Agreement, not including or related to any time and/or money Amendments. WA’s must be justified and be completely separate from any time and/or money Amendment. Once a WA has been approved, it will be added and considered as an Amendment, separate from any time and/or money Amendment.

2. Period of Performance language may indicate that amendment for optional years may be executed. Upon the execution of these optional years, any further

California Department of Corrections and Rehabilitation

Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement.

3. Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement, not including WA’s. Under Emergency justification, special circumstances, or legislatively mandated conditions, some agreements may be Amended beyond 1-year and/or 20% of the original Agreement amount and will be solely at the discretion of the CDCR and/or the CDCR Technical Contract Manger. Any Amendment that adds funding will be subject to the CDCR’s Delegated Purchasing Authority thresholds.

F. EXHIBITS AND ATTACHMENTS

Exhibit A Statement of Work

Exhibit A-1 Work Authorization Form - Unanticipated Tasks

Exhibit B Budget Detail and Payment Provisions

Exhibit B-1 Rate Sheet

Exhibit C General Provisions for Information Technology

Exhibit D CDCR Special Provisions

Attachment #1 Staff Qualifications

Attachment #2 Customer Reference Form

Attachment #3 Bidder Declaration Form (GSPD 105)

Attachment #4 Payee Data Record and Supplemental Payee Data (STD 204)

Attachment #5 Project Methodology Statement (not applicable)

Attachment #6 Confidentiality and Non-Disclosure Agreement

Attachment #7 Disabled Veterans Business Enterprise Declarations (STD 843)

Attachment #8 Deliverable Expectation Document (DED)

Attachment #9 Deliverable Acceptance Document (DAD)

Attachment #10 California Civil Rights Laws Certification

Attachment #11 Target Area Contracting preference Act (TACPA)

Attachment #12 GENAI Disclosure and Fact Sheet (Std 1000).

Attachment #13 Response Checklist

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5/28/2024

6/11/2024

Robin Adams 5/28/2024

C5612048-1

Valley State Prison – Media School Request for Quote #C5612048-1 Audio and Video Production Program Exhibit A

STATEMENT OF WORK

A. PURPOSE

The purpose of this Request for Quotation (RFQ) solicitation is to secure a contractor to provide technical training and employable skills to incarcerated participants at the California Department of Corrections and Rehabilitation (CDCR), Valley State Prison (VSP), as a result of the creation and establishment of an Audio and Video Production program within the VSP Media School. The Audio and Video Production program for the VSP Media School shall service approximately 27 participants, 6.5 hours per day, five days per week, providing technical training, education and hands-on application of a variety of industry relevant media platforms.

The terms “shall” and “must” are considered by the CDCR to mean mandatory or required. The terms “may” or “can” are considered to be optional and are at the discretion of the CDCR.

B. OBJECTIVES

CDCR expects all students who have completed the program, to possess the necessary technical skills to launch a successful and fulfilling career. The aim is to provide them with the tools and resources needed to address many challenges that may arise during their reintegration into society.

C. PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be from July 1, 2024, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2026, with one (1) optional one (1) year extension, consistent with the original Scope of Services and at the deliverables’ rate as referenced in Exhibit B-1, Rate Sheet. The dollar amount of the first-year amendment shall not exceed the first full fiscal year funds encumbered.

D. ANNUAL BUDGETED COSTS FOR SERVICES RENDERED

Funding for services shall not exceed $550,000.00 in FY 2024/2025; $200,000 in 2025/2026; and $200,000 in FY 2026/2027, if option to extend for one (1) year is exercised, consistent with the B1-Rate Sheet. Funding must include all Staff/Personnel costs, equipment, supplies, consultants (if applicable), and any other line items needed to fulfill the terms of the contractual agreement.

E. SUBCONTRACTING

For any services, including Consulting services awarded by the CDCR, the maximum

Audio and Video Production Program Exhibit A amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any offer or quote submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the Bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this offer or quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD- 05-105, and that is also accompanied by the Contractors letter of explanation.

F. DELIVERABLES

The Contractor must follow Payment Provisions guidelines regarding invoicing instructions and requirements as spelled out specifically in Exhibit B.

This contract is based on deliverables. Deliverables are clearly defined as a set of items that must be bid on individually and completed in their entirety prior to invoicing. If the Statement of Work (SOW) clearly states that progress payments will be allowed against the deliverable, they shall be approved by CDCR prior to invoicing. All invoicing shall be billed monthly in arrears, in accordance with the B1 Rate Sheet, and payment is defined in Exhibit B, Budget Detail and Payment Provisions. Deliverable based contracts can cross Fiscal Years.

Progress Payments

In accordance with State Contracting Manual, Volume 2, Section 1901.3, any contract that allows for progress payments when the IT goods or services are manufactured or performed by a Contractor, specifically for the State and are not suitable for sale to others in the normal course of the contractor’s business operations, shall have a withhold of no less than 10% until final delivery and acceptance of said goods or services. If progress payments are to be made, they should be made not more frequently than monthly in arrears or at clearly identifiable stages of progress, based upon written progress reports submitted with the contractor’s invoices. Progress payments shall not be made in advance of delivery or acceptance of goods or services.

G. CONTRACTOR ONBOARDING – GATE CLEARANCE

This Agreement explicitly excludes Contractor onboarding procedures. Gate clearance for the Contractor and/or Contractor Staff, if needed (i.e., delivery of equipment), shall be facilitated and processed by the Institution for each service request or site visit. This section applies to any staff replacements or substitutions as well.

H. SCOPE OF WORK

The Contractor agrees to provide to the CDCR instruction and curriculum for the Audio and Video Production program.

1. Contractor is required to determine the number of courses, structure, format and curriculum. Participants per training/course should not exceed or be less

Audio and Video Production Program Exhibit A than 27 unless mutually agreed upon between the Contractor and the CDCR.

2. The Contractor and the CDCR shall agree upon day and time of the week virtual instruction will occur.

3. The contractor shall work in collaboration with other VSP Media School programs.

4. The Contractor shall provide Real-time IT support for all classrooms during classroom hours (8am-4pm PST), except Holidays.

5. The Contractor shall provide remote monitoring and logging of all workstation logins and activity. Suspicious activity is escalated to local classroom facilitator(s).

6. The Audio and Video Production program shall be performed at the following location:

Valley State Prison 21633 Avenue 24 Chowchilla, CA 93610

(559) 665-6100

I. MANDATORY QUALIFICATIONS- CONTRACTOR

The Contractor must meet all of the MQ’s listed below in order for the Contractor to be considered for Agreement award. Not meeting any one (1) MQ in this area may result in disqualification and is at the discretion of the CDCR.

1. Contractor must have at least one year of verifiable history successfully providing training in a correctional setting using the delivery model specified in this SOW.

2. Contractor must have an established curriculum that has already been validated through successful training with inmates in a correctional setting.

3. Contractor must have an established computer and technology system design solution for installation in a correctional setting that satisfies the CDCR technology security requirements.

4. Contractor must demonstrate established relationships with potential employers for people who have completed training in this particular digital trade.

J. DESIREABLE QUALIFICATIONS – CONTRACTOR

1. The Contractor shall offer a proprietary curriculum, live video calls, a help desk, an image repository, a messaging platform, cloud file storage, and a Wikipedia clone that has been tried and successfully tested within CDCR.

2. The Contractor must have demonstrated successful implementation of a Computer and Related Technology course in the CDCR correctional education environment.

Audio and Video Production Program Exhibit A

3. The Contractor must have Remote Instructors host weekly live sessions on technical concepts introduced through the LMS, supplementing the curriculum by providing real-world applications for abstract ideas.

K. MANDATORY QUALIFICATIONS - CONTRACTOR STAFF

The Contractor’s staff must meet the MQ listed below in order for the Contractor to be considered for Agreement award. Not meeting this MQ, in this area, may result in disqualification, and is at the discretion of the CDCR.

Minimum relevant work experience/knowledge in the Deliverables reflected in Section L, Deliverables. Experience for all Contractor staff, shall be no less than two years within the last five years.

L. DELIVERABLES

Deliverable Expectation Documents, DED (Attachment 8) and Deliverable Acceptance Documents, DAD (Attachment 9) will be the basis by which a deliverable is accepted by CDCR.

1. Deliverable 1 - Program Offerings

1.1 Classroom design layout.

1.2 Lesson plan templates.

1.3 Facilitate project kick off meetings.

1.4 Process for checking technology remotely.

1.5 Process for successful co-teaching.

1.6 Process for classroom management.

1.7 Program Offering/course grading rubric.

1.8 Final project for participants to complete that will display skills and techniques acquired in the course.

1.9 Digital portfolio of participant products produced relevant coursework materials and accomplishments.

1.10 Physical, tangible certificate of course completion.

1.11 Program offerings schedule. Schedule shall be up to 12 months, or two semesters, in length for each fiscal year.

1.12 Reports

Contractor shall provide Performance Report including topics covered during instruction, student attendance and student success data on a monthly basis.

1.13 Detailed Staffing Plan

Contractor shall provide the name, resume and credentials for all staff who will be interacting directly with students and instructors.

1.14 List of internet based or on-premises applications to be utilized.

Type of Personnel CDCR Working Title Contractor Staff Contractor Staff

Audio and Video Production Program Exhibit A

1.15 Curriculum

Contractor shall provide a description of the course(s) taught to the

CDCR on an annual basis. Format shall be similar to college course descriptions to allow students to be considered for college course credit. The course description will include the learning objectives, training materials used, competency assessment protocols, and hours for training.

2. Deliverable 2 - Equipment

2.1 The contractor shall provide student computers as reflected on approved equipment list submitted in response to RFQ.

2.2 The contractor shall provide television monitor, mounting system and speakers as reflected on approved equipment list submitted in response to RFQ.

2.3 The network "stack" of equipment as reflected on approved equipment list submitted in response to RFQ.

3. Deliverable 3- Class room Training

3.1 Fall Semester

3.1.1 August 2024

3.1.2 September 2024

3.1.3 October 2024

3.1.4 November 2024

3.1.5 December 2024

3.2 Spring Semester 2025

3.2.1 January 2025

3.2.2 February 2025

3.2.3 March 2025

3.2.4 April 2025

3.2.5 May2025

3.3 Fall Semester 2025

3.3.1 August 2025

3.3.2 September 2025

3.3.3 October 2025

3.3.4 November 2025

3.3.5 December 2025

3.4 Spring Semester 2026

3.4.1 January 2026

3.4.2 February 2026

3.4.3 March 2026

3.4.4 April 2026

3.4.5 May 2026

M. DELIVERABLES ACCEPTANCE CRITERIA

All concluded work shall be submitted to the CDCR Technical Contract Manager (TCM), Audio and Video Production Program Exhibit A or a selected representative, for review, approval, or rejection. Payment for all deliverables performed under this agreement shall be by deliverable. It will be the sole determination of the CDCR as to whether the work has been successfully completed and is acceptable to the CDCR. Signed acceptance is required from the CDCR TCM, or a selected representative, before approving an invoice for payment, and a DAD shall accompany the invoice for any progress payment if allowed in the SOW.

1. Deliverables Expectation Document

The purpose of the Deliverables Expectation Document (DED), Attachment 8, is to ensure the CDCR TCM, or selected representative, and contractor share a common understanding of the deliverable prior to commencing work.

DEDs will be submitted in collaboration with the CDCR and submitted within thirty.

(30) days of contract initiation. The Contractor shall submit for and receive approvals for the DEDs, prior to work commencing on said DEDs. Any DED content that cannot be agreed upon at the end of the OED creation cycle will be negotiated with the CDCR TCM and the contractor's representatives. The CDCR may submit change requests in writing to the contractor. The contractor will resubmit a final copy for review within five (5) State working days following receipt of the written requested changes.

After the DED is accepted, it will be signed by the CDCR TCM or selected representative and Contractor, upon which the Contractor can commence work against said deliverable.

2. Deliverable Acceptance Document (DAD)

After the deliverable is completed and accepted, the Contractor will submit a Deliverables Acceptance Document (Attachment 9) for CDCR TCM, or a selected representative’s review and approval. The Contractor may submit invoices for individual deliverable withhold amounts after all deliverables are signed off as accepted.

The Contractor shall submit a Deliverable Acceptance Document (DAD) as noted in the original solicitation and award documents, with each monthly invoice. Each invoice shall clearly identify the billed hours from either deliverable #1, deliverable #2, or deliverable #3, as noted on Exhibit B-1, Rate Sheet, and to which fiscal year (FY) and Purchase Order (PO) the Contractors invoice is in reference to. The CDCR TCM, or selected representative must approve and sign the Contractor’s submitted DAD. Failure to submit a DAD for signature, or if the Contractor’s invoice does not clearly separate billed hours from either deliverable #1, #2 or #3, may result in a delay in invoice and payment processing.

The CDCR shall be the sole judge of the acceptability of all work performed and all work products produced by the Contractor because of this Agreement. The Contractor shall complete the Deliverable Acceptance Document (DAD), Attachment 9, for all completed work.

Audio and Video Production Program Exhibit A

All concluded work shall be submitted to the CDCR TCM, or a selected representative, for review, approval and/or rejection. Payment for all tasks performed under this Agreement shall be by deliverable. Throughout this Agreement, the CDCR will review and validate deliverables prior to final acceptance.

It shall be CDCR's sole determination as to whether a deliverable has been successfully completed and is acceptable to the CDCR. Signed acceptance is required from the CDCR TCM, or a selected representative, before approving an invoice for payment.

CDCR may approve progress payments against a deliverable based on work completed against said deliverable and as spelled out in the DED.

Invoice approval criteria shall consist of the following:

a. Assigned tasks were completed as specified and the product/service is deemed by the CDCR to be making satisfactory progress and or a final product was rendered.

b. Plans, schedules, designs, documentation, and reports are completed as specified and approved.

c. All documentation and artifact gathering has been completed.

d. All products/services provided must be in a form useful to the CDCR.

e. If a product/service is not accepted, the CDCR shall provide the reason, in writing, within ten (10) business days of receipt of the product/service.

N. AGREEMENT COMPLETION CRITERIA

The CDCR TCM, or selected representative, will perform status monitoring and acceptance of detailed activities and deliverables as outlined in Section H, Scope of Work, and Section L, Deliverables. Following an assessment of the various deliverables and/or confirming deliverables have been completed to CDCR’s satisfaction, the CDCR TCM, or a selected representative, will inform the selected Contractor by e-mail when the Contractor’s services are completed. Following this notification, the Contractor shall complete and submit a handover report to the CDCR TCM, or a selected representative, confirming completion of the deliverables and the status of related work at the time the services were rendered complete.

O. CONTRACTOR ROLES AND RESPONSIBILITIES

1. Staffing

a. The Contractor is responsible for the hiring of qualified staff to provide training, education and application for the Audio and Video Production program.

b. The Contractor shall provide, to the CDCR TCM, or selected CDCR representative, the name(s) of at least one (1) personnel contact who will act as the lead/responsible party for the purposes of communication and resolving any issues that may arise during the term of this agreement. This includes, but

Audio and Video Production Program Exhibit A is not limited to, any details of unaccepted DAD’s.

c. Support the CDCR DRP-CTE team (to be identified at Contract execution) with such advice and assistance as may be reasonably requested from the assigned.

d. Assist the CDCR TCM, or a selected representative, in planning, monitoring, and controlling the activities and deliverables/tasks to be carried out by the Contractor’s staff.

e. Monitor the performance of the Contractor Staff and adjust staffing levels appropriately to ensure completion of deliverables listed in Section L, Deliverables, within the stated Period of Performance.

f. Immediately communicate all issues affecting work, schedule, resources, scope, or cost to the CDCR TCM.

g. In the event that the CDCR, TCM does not feel that the contract staff are sufficiently preforming the duties as outlined in the SOW, the CDCR will have the right to request a replacement. The Contractor will have no more than 30 days to submit a replacement staff that meet the mandatory qualifications as outlined in Section K and they must be able to perform the deliverables as outlined in Section L.

h. If the Contractor cannot find a suitable replacement, the CDCR may elect to cancel this agreement pursuant to Section T, Termination or Contract Modification.

i. The Contractor shall work in collaboration with the CDCR co-instructor and contract subject matter expert (SME), to be identified after contract award, to extend the learning in between interactive "remote instruction" rather than in class lessons provided by the SME.

j. The Contract shall co-plan and co-teach with the CDCR CTE instructor.

k. The Contractor must provide remote instruction at least once per week including weeks with state or federal holidays, unless students are not in attending school on the regularly scheduled day of instruction by the contractor.

l. The Contractor agrees to coordinate external consultants guests, or mentors who plan to work under the requirements of the contract, Section K, Mandatory Qualifications- Contractor Staff.

m. The Contractor will submit a detailed staffing plan as part of their RFQ response identifying all staff.

n. The Contractor is responsible for ensuring Staff selected to fulfill the conditions set forth in this SOW have the relevant work

Audio and Video Production Program Exhibit A experience/knowledge in the Program Offerings and courses offered by the contractor.

2. Equipment

a. The contractor is responsible for providing all equipment needed to fulfill

Program offerings and respective courses.

b. The contractor is responsible for maintaining the equipment throughout the length of the contract.

c. For security purposes, all equipment, computers, and software, etc., identified in the RFQ response-must be approved by the CDCR before allowing it into the institutional setting.

d. The Contractor shall detail in the response what types of equipment, computers, software, subscriptions, etc. they plan to use to fulfill the conditions outlined in the SOW.

If the contractor plans to connect via the CDCR Inmate network, the Contractor must meet the following requirements or supply Contractor's own network as approved by the CDCR Enterprise Information Systems.

3. Minimum requirements to connect a device to the inmate network:

a. Support an explicit proxy configuration with Kerberos authentication.

b. Network connectivity requires the device to be capable of connecting by standard RJ45 Ethernet, or 802.11 5Ghz wireless with WPA2-Enterprise authentication.

i. The device must be able to be AD joined or a member of the VMWare

UEM to receive the necessary device certificate for 802.1x authentication.

ii. VMWare UEM will require a device to have "Google Management Services" installed.

c. Devices intending to directly connect to the CDCR managed inmate network must comply with endpoint security standards and prior to being added. This includes capabilities for anti-malware, data loss prevention, and endpoint detection & remediation.

4. Requirements for Education Applications:

a. Any internet based or on premise applications must have full documentation on URLs, IPs, and TCP/UDP port requirements.

If an application cannot function through the CDCR proxy further…