RFQ_No._C5613373.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 SERVICE REQUEST FOR QUOTE

RFQ #C5613373

The California Department of Corrections and Rehabilitation (CDCR) is requesting quotes for services to assist the Enterprise Information Services (EIS) with document remediation services, for the California Department of Corrections and Rehabilitation (CDCR) Regulation and Policy Management Branch (RPMB). 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, 2026, or upon CDCR approval, whichever is later, through June 30, 2027. 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 $60,000.00.

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 service agreement are due to Enterprise Information Services (EIS) by the date and time listed in the Key Action Dates listed in the RFO, Section B.1. Bidders shall e-mail (1) copy of their response to the address listed below.

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

Department Contact:

California Department of Corrections and Rehabilitation

EIS - IT Acquisitions Unit Attention: Barbara Bassham

1940 Birkmont Drive, Rancho Cordova, CA 95742

Email: barbara.bassham@cdcr.ca.gov

Request for Quote C5613373 California Department of Corrections and Rehabilitation Exhibit A-2

A. INTRODUCTION

1. Purpose

This Agreement provides document remediation services for the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards.

2. Background

The Contractor agrees to provide the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards. The work includes the remediation of the documents provided by CDCR to meet the Federal and State requirements. The Contractor shall provide all labor, supplies, materials, equipment, and tools, and every other item of expense necessary to perform the necessary services. Services shall be provided on an as-needed basis, to be determined by CDCR. All requests shall be made by CDCR staff in writing by either email or hand delivery or mailed by prepaid first-class postage.

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.

3. Solution

B. 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, The Contractor will remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA.

(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 Request for Quote (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, Statement of Work (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:

barbara.bassham@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 6/1/2026 2:00 PM RFQ Questions Due 6/5/2026 2:00 PM RFQ Solicitation Due Date 6/152026 2:00 PM RFQ Evaluations* 6/15-6/17/2026 Proposed Agreement Start Date* 7/1/2026

*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, 2026, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2027 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, and 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 CDCR to develop and provide formal recommendations for the acquisition of Information Technology (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. Method of Award

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.

C. 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) 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 C5613373.”

d. For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40 percent If the amount of Subcontracting exceeds 40 percent, 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 percent 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 percent 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) as noted in the California State Contracting Manual, Volume 2.

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.

d. 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.)

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

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.

f. Completed Payee Data Record (STD 204) and Supplemental Payee Data

Record (STD 205), Attachment 4.

g. GenAI Technology Use & Reporting

Pursuant to the State of California’s General Terms and Conditions GSPD ITGP (2/20/225), Section 22.2, and as also noted in CDCR’s Exhibit C, General IT Terms and Conditions, Generative Artificial Intelligence (GenAI) shall be disclosed by any Contactor submitting an offer or quote to the CDCR where GenAI is to be used. Any Contractor responding to an RFO or Request for Quote (RFQ) shall mark “yes” or “no” in the check box as indicated on Exhibit B-1, Rate sheet. By checking “yes” or “no”, the Contractor agrees to the terms and conditions of GSPD ITGP as it relates to GenAI.

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:

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 30 calendar days’ prior written notice to the CDCR.

d. Additional Insurance Requirements (if applicable)

Refer to Exhibit D – CDCR Special Provisions.

D. 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. Rate Sheet – Exhibit B-1.

3. Administrative Requirements (100 percent Pass/Fail)

The Assessment Team will review the bids to determine whether all Administrative Requirements were provided. Administrative Requirements will be assessed as 100 percent 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 percent passing approval will proceed to the next step, cost evaluation. Administrative requirements shall include:

Item Administrative Requirements Score a.

Cover letter typed on Contractor’s company letterhead and signed by an authorized officer of the company who has legal and binding authority.

Pass/Fail

b. Company name, mailing address, and telephone number. Pass/Fail c.

Name, telephone number, and email address of the Contractor’s contact person.

Pass/Fail

d. Date of the submitted bid. Pass/Fail

e. Contractor’s SB/DVBE Certification, if applicable. Pass/Fail f.

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

Pass/Fail g.

Completed Rate Sheet Exhibit B-1. The Contractor must submit one (1) staff member per CDCR Classification/Title.

Proposing one staff member for multiple titles cannot exceed 100 percent, if applicable.

Pass/Fail

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

i. Completed Supplemental & Payee Data Record (STD 204) Pass/Fail

E. 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 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.

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 percent 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.

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 shall be compensated for any and all work performed prior to any work stoppage.

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

F. WORK AUTHORIZATION AND AMENDMENT LIMITS

1. Work Authorizations (WA’s) shall not exceed 10 percent 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 Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20 percent 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 percent 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 percent of the original Agreement amount and will be solely at the discretion of the CDCR and/or the Program title Lead. Any Amendment that adds funding will be subject to the CDCR’s Delegated Purchasing Authority thresholds.

G. 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 3 Bidder Declaration Form (GSPD 105)

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

Attachment 6 Confidentiality and Non-Disclosure Agreement

Attachment A NCR-24-03-Developmental-Disability-Program-1_NO-1

Attachment B MST-file.DDP-final-adopted-1

Attachment C Requirements for Web Content Accessibility Guidelines 2.1

Document Remediation Request for Quote C5613373

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

STATEMENT OF WORK

A. OBJECTIVES

The Contractor agrees to provide the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards.

The work includes the remediation of the documents provided by CDCR to meet the Federal and State requirements. The Contractor shall provide all labor, supplies, materials, equipment, and tools, and every other item of expense necessary to perform the necessary services. Services shall be provided on an as-needed basis, to be determined by CDCR. All remediation project requests shall be made by CDCR staff by email.

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. PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be from July 1, 2026, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2027 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, and the dollar amount of the first year amendment shall not exceed the first full fiscal year funds encumbered.

C. SUBCONTRACTING

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 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 Contractor letter of explanation.

D. SCOPE OF WORK

The Contractor will remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA. To avoid excessive failed remediated files, the Contractor should have advanced level remediation expertise.

The files currently are in the Acrobat PDF file format. If another file needs to be submitted to the Contractor not in that format, it is to be anticipated to be in a Word document format. CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The documents will be in the English language. If at any time there is a need to send documents to be remediated in a different language, the CDCR would suggest the bid reflect, if it is an option, pricing if an option, and if turnaround times vary if in a different language. It is recommended that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

Most documents do not need to be Optical Character Recognition (OCR) with the documents converted to PDF prior to remediating. However, if any scans are included, typically they are 2-3 pages in each regulation approval notice that are scanned and need to be tagged as an image. CDCR recommends that bid submissions take into consideration key variables and associated costs for remediation of documents. Vendor specifics that have costs above standard remediation to meet accessibility guidelines (audit and assessment, tagging, alternative text, color contrast, reading order, metadata, and troubleshooting issues preventing files from passing remediation checkers and meeting standards) should be identified in the bid. For example, if a vendor has an added charge for large scale projects, the vendor should clarify what constitutes a large-scale project, and if the vendor has specifics for document complexity (i.e., complex tables, intricate forms, nested lists, images), then the vendor should be specific with any applicable costs in their bid.

It is estimated that on average less than 10-15% of the pages included in the PDF files we will be requesting to remediate include form fields. Most of the pages within the documents are standard text. When referring to 10-15% of the pages containing form fields, it is referring to the CDCR forms that are sometimes included in the rulemaking packages. CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The average range of form fields per document varies per document. For example, there could be a form with 50 form fields, whereas another document could have 10.

It ranges based on complexity of the document and the pages of the document with form fields. The CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The portion (percentage) of the pages scanned that require OCR text recognition are for the Notice of Change to Regulations (NCRs) (Attachment A). There are 2 forms that are scanned. For Notice of Change to Department Operations Manual (DOM) Publications DOMs, there will be nothing that is scanned in the document. Most of the documents sent to the remediator will be NCRs, Renotices, Recently Adopted Regulations and Regulations in Emergency Effect (Attachment B). On rare occasions, remediation packages may include documents that are scanned versions, such as case law provided by legal teams. Further, in these rare circumstances, often scanned documents are a small portion of the entire remediation. Bid submissions should take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The estimated percentage of files that would need to be remediated at a regular turnaround rate is 80% of documents, with the remaining 20% requiring the remediation be done at an expedited rate. Often the turnaround times the Contractor provides are acceptable, most remediation packages must be completed within four business days for regular turnaround times, and sooner for expedited packages. The CDCR process gives CDCR limited flexibility to upload the link and then reupload the link once the document arrives back from the Contractor remediated. On rare occasions, the remediation package is complex with alternate text and high page count (over 100 pages), whereas, the Contractor may need to provide a turnaround time outside of the regular and expedited timeframes.

The timeframe for receipt of files will be agreed upon in writing between the Contractor and the CDCR, with e-mail being an acceptable method of communication and keeping with the regular and expedited turnaround timeframes as often as possible with few exceptions for complex high page documents.

Once the Contractor submits the remediated file, CDCR will assess if the file is properly remediated per our specifications, and if any error messages exist in our remediation checker upon receipt, we will email the Contractor and the Contractor will need to correct the file at no additional charge from the initial bid/estimate, to meet CDCR standards before the project is considered completed. Any documents that require fixing, the maximum turnaround time is 2 days. The contractor will be allowed two attempts to correct any errors. If these attempts do not rectify the error or errors, the contractor will be deemed non-compliant and may result in contract termination.

E. CONTRACTOR ROLES AND RESPONSIBILITIES

1. Remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA.

2. Once the file is sent for remediation to the Contractor, a response of being in receipt of the remediation request should be within 24 hours during regular business days including Monday-Friday, with California State Holidays being excluded. Any other inquiries sent to the Contractor via email, including requests for IT support if issues exist on the Contractor’s portal or drop box, shall be responded to by the Contractor within 24 hours during regular business days including Monday-Friday with California state holidays being excluded. The Contractor has an additional 24 hours during regular business days including Monday-Friday, with California state holidays being excluded, and after sending the email confirmation receipt they received the remediation package, to provide an official bid with estimate for the submitted remediation project.

3. The CDCR IT approved shuttle or submission website will ensure that the CDCR will have access, permissions, and IT support from the Contractor, as well as a shuttle or drop box that allows for large file sizes. The Contractor must identify the shuttle or submission website in their bid.

F. CDCR ROLES AND RESPONSIBILITIES

CDCR shall provide the following:

1. Provide Contractor with access to applicable files, reports, contracts, documents, and other relevant information.

2. A portable document format (PDF) or other mutually acceptable format of the document needing remediation including, but not limited to, the documents that are required to be posted onto the CDCR internet and intranet page(s):

a. Notice of Change to Regulations (NCR)

i. Regulation Text

ii. Initial Statement of Reasons

iii. Forms Incorporated by Reference

iv. Document(s) Relied Upon

b. Re-notice for NCRs

i. Cover Letter

ii. Revised Regulation Text

iii. Initial Statement of Reasons-Addendum

iv. Forms Incorporated by Reference (if changes are made)

v. Document(s) Relied Upon (if changes are made)

c. Office of Administrative Law (OAL) Approved Regulations

i. OAL Approval Letter

ii. STD 400

iii. Final Regulation Text

iv. Final Statement of Reasons

v. Forms Incorporated by Reference

vi. Document(s) Relied Upon

d. Emergency Regulations

i. OAL's Approval Letter

ii. STD 400

iii. Emergency Regulation Text

iv. Forms Incorporated by Reference

v. Document(s) Relied Upon

vi. NCR

vii. Re-notice (if applicable)

viii. Final Approved Regulation Text

e. Tables/Appendices/Matrices/Schedules

f. Authorized Pilot Programs

g. Title 15 Annual Publication (415 pages)

h. CDCR Department Operations Manual Publication (878 pages)

i. CDCR standardized forms

3. The CDCR will help resolve and escalate contract/project issues within the

CDCR organization, as necessary.

4. The CDCR Program Manager, or a CDCR selected representative, will review and approved all work products.

5. The CDCR Program Manager or a CDCR selected representative will provide Contractor staff with access to applicable files, reports, contracts, documents, and other relevant information as needed by this contract.

6. The CDCR will provide staff availability for all meetings.

G. AGREEMENT COMPLETION CRITERIA

The Program Manager, or selected representative, will perform status monitoring and acceptance of detailed activities and tasks as outlined in Section D, Scope of Work.

Following an assessment of the various tasks and/or confirming tasks have been completed to the CDCR satisfaction, the CDCR Program Manager, 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 Program Manager, or a selected representative, confirming completion of the tasks and the status of related work at the time the services were rendered complete.

H. AGREEMENT CONDITIONS

1. Any Contractor or sub-Contractor working remotely must work from a remote location within the United States. Remote work locations outside of the United States are prohibited.

2. The Contractor shall submit to the Program Manager, or designated CDCR representative for review of any staff substitutions in advance.

3. The CDCR and the Contractor are mutually obligated to keep open and regular channels of communication to ensure the successful execution of this contract.

Both parties are responsible for communicating any potential problem or issue to the CDCR Program Manager and the Contractor, respectively, within forty-eight

(48) hours of becoming aware of said problem.

I. TRAVEL

No travel expenses are authorized or will be reimbursed.

J. TERMINATION OR CONTRACT MODIFICATION

The CDCR will have the right to terminate this Agreement upon thirty (30) business days advance written notice issued to the Contractor

K. CONTACT LIST

CDCR PROGRAM MANAGER

Regulation and Policy Management Branch Kristina Bozzo-Baldenegro, Staff Services Manager I Email: Kristina.Bozzo-Baldenegro@cdcr.ca.gov

CDCR CONTRACT MANAGER

Information Technology Contract Management Unit (ITCMU) Ajaypal Gill-IT Associate 1960 Birkmont Dr.

Rancho Cordova, CA 95742 Email: ajaypal.gill@cdcr.ca.gov

CDCR CONTRACT ANALYST

Information Technology Contract Procurement Unit (ITCPU) Barbara Bassham-IT Specialist I 1960 Birkmont Dr.

Rancho Cordova, CA 95742 Email: Barbara.bassham@cdcr.ca.gov

CONTRACTOR/CONTRACTOR

XXXXXXXXXXXXXXXXXXXXXX

CONTRACTS AND SALES CONTACT- XXXXXXXXXXX

EMAIL ADDRESS: XXXXXXXXXXXXXX

PHONE NUMBER: XXX-XXX-XXXX

BILLING AND ACCOUNTING CONTACT–XXXXXXXXXXX

EMAIL ADDRESS: XXXXXXXXXXXXXX

PHONE NUMBER: XXX-XXX-XXXX

Contract# C5613373 Department of Corrections and Rehabilitation Exhibit A-1

DEPARTMENT OF CORRECTIONS AND REHABILITATION

WORK AUTHORIZATION FORM

CONTRACTOR NAME DATE

TITLE OF APPROVED CONTRACTOR SIGNEE

TASK SUMMARY OF WORK TO BE PERFORMED HOURLY RATE TO BE APPLIED

START DATE COMPLETION DATE

TOTAL ESTIMATED LABOR HOURS TOTAL ESTIMATED COST

Unanticipated tasks performed shall be accordance with the SOW, and the rates charged shall be from Exhibit B-1, Rate Sheet, in accordance with Agreement .

CONTRACTOR NAME TITLE

SIGNATURE DATE

CDCR REPRESENTATIVE TITLE

SIGNATURE DATE

Request for Quote#C56133173 Department of Corrections and Rehabilitation (CDCR) Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. INVOICING AND PAYMENT

1. For services satisfactorily rendered, and upon receipt and approval of Contractor’s invoices, CDCR agrees to pay the Contractor for services accepted in accordance with Exhibit B-1, Rate Sheet attached hereto and made a part of this Agreement.

2. Invoices shall include the Agreement Number and Purchase Order, and upon completion and acceptance of each service, the Contractor shall bill for, but not more frequently than, monthly in arrears. Monthly in arrears is defined as a calendar month from the first day of the month to the last day of the month, including weekends and holidays. Invoices submitted for billing periods for more than one month per invoice will not be accepted by the CDCR. The Contractor shall invoice per job title and hourly rate, and shall mail and email invoices to:

Headquarters Accounting Services Section Attention: MSC 18- General Ledger (GL)

P.O. Box 187021, Sacramento, CA 95818-7018 279-223-3500

APA.Invoices@cdcr.ca.gov

3. Each invoice shall identify the service, by either task number and/or service, including month or week, the cost as itemized in Exhibit B-1, and the Contract number. Each invoice shall clearly identify the monthly rate. Invoices not adhering to these guidelines may be rejected, or delayed in payment until corrected by the Contractor. Invoices shall be on the Contractor’s letterhead, include the Contractor’s name, the CDCR Agreement number and the invoice total.

4. Invoices are submitted to the address identified above. Concurrently, an electronic copy of the invoice shall be submitted to all of the names listed below:

The designee assigned to receive the electronic copy of the invoice will be:

Program Manager:

Kristi Bozzo-Baldenegro

E-mail: Kristina.Bozzo-Baldenegro@cdcr.ca.gov

Contract Manager:

Name: Ajaypal Gill

E-mail: m_cdcreisitcontractmanagement@cdcr.ca.gov.

B. BUDGET CONTINGENCY CLAUSE

1. 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 the 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 considerations under this Agreement, and Contractor shall not be obligated to perform any provisions of this Agreement.

2. 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 Contractor to reflect the reduced amount.

C. PROMPT PAYMENT CLAUSE

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927. Payment to small/micro businesses shall be made in accordance with and within the time specified in Chapter 4.5, Government Code 927 et seq.

D. SUBCONTRACTORS

For all Agreements, with the exception of Interagency Agreements and other governmental entities/auxiliaries that are exempt from bidding, nothing contained in this Agreement, or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of Contractor’s responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

E. TAXES

CDCR is exempt from federal excise taxes, and no payment shall be made for personal property taxes levied on the Contractor or on any employee wages. The hourly rate shall include all applicable taxes.

F. TRAVEL

No travel expenses are authorized or will be reimbursed.

G. OVERTIME AND VACTION

Overtime and vacation for Consultants and/or Trainers are not reimbursed.

H. BILLING FOR SERVICES RENDERED

CDCR Contract Program Manager will be responsible for approving payment based on CDCR receipt and approval of invoices. All tasks shall be submitted for approval to the Contract Technical and Business project managers for review and approval. If the deliverables / tasks are not approved, the Contractor will be notified in writing and must take appropriate measures to correct or remedy the reason(s) for rejection.

The Contractor may not invoice CDCR for any costs exceeding the maximum amount identified to complete a specific deliverable / task. Any excess shall be at no cost to CDCR, unless negotiated and preapproved by CDCR where circumstances beyond the control of the Contractor have occurred.

Department of Corrections and Rehabilitation Exhibit B-1

EXHIBIT B-1 - RATE SHEET

As noted on this Exhibit B-1, the Contractor shall bill only for actual services provided at the per hour rate as noted on this Time and Materials agreement. If the total number of hours per classification are listed below, those hours cannot exceed the Contractor’s total invoiced hours per classification. Any loss of time in and out of the institution gates and sally ports shall be borne by the Contractor.

The Contractor must fill out, in its entirety, Table 1 - Rates, and also Table 2 - Staff Names in order to be considered for a Contract award.

Company Name

Street Address

City, State, Zip Code

Print Name and Title of Authorized Representative

Signature and Title of Authorized Representative Date

I hereby assert that the offer/quote submitted either contains GenAI or not: “yes” “no”

TABLE 1- RATES

Fiscal Year 7/1/2026 to 6/30/2027

Equipment Description

Cost (per page)

Regular Time frame $ Expedited Timeframe

Bulk Discount $ Regular Time Frame cost (Basis of Award)

*However, Expedited & Bulk costs will be considered upon event of a tie final award*

Optional Year

Fiscal Year 7/1/2027 to 6/30/2028

Equipment Description

Cost (per page)

Regular Time frame

Expedited Timeframe

Bulk Discount $ Regular Time Frame cost (Basis of Award)

*However, Expedited & Bulk costs will be considered upon final award*

*NOTE: Total Contract Budget shall not exceed $60,000.00.

*Bulk Discount is if there are discounts offered for more than a certain number of pages (i.e. 50 pages or more are charged lower per page than if less than 50 are sent)

Contractor may offer a discount on invoices in order for the invoices to be paid within 30 days of receipt. Discount offered must be at least on (1) percent of the amount and a minimum of $50.00.

Discount offered on invoices to be paid within 30 days of receipt = 1 %

TABLE 2- STAFF NAMES

*Table 2 is attached to Exhibit B-1, and is for informational purposes only. It is not part of the rate sheet, and shall not be considered an amendment for any Staff changes. Staff changes shall be noted below and must be signed by an authorized representative of the awarding Contractor.

Staff Names Add or Delete

Staff Changes (A or D) and

Strikethrough deleted name

Date of change

Classification(s)** CDCR Working Title

**The Contractor may submit staff members for more than one classification, however, the hourly rates listed on the Contractor’s invoice must match each of the classifications hourly rates as listed in TABLE #1 - RATES.

I hereby authorize the above staff changes to this agreement.

Print Name and Title of Authorized Representative

Signature and Title of Authorized Representative Date

California Department of Corrections & Rehabilitation Request for Quote #C5613373

Exhibit C DGS IT Provisions

The following DGS provisions for Information Technology are hereby incorporated by reference and made part of this Agreement as if attached hereto:

General Services Procurement Division - Information Technology General Provisions (Non-Cloud Goods and Services) – GSPD-ITGP (Non-Cloud)

(Revised and Effective 2/20/2025)

*General Services Procurement Division - Information Technology General Provisions – (Cloud Computing Services) – GSPD-ITGP (Cloud) *if applicable

(Revised and Effective 2/20/2025)

Required Language for Solicitations and Contracts (ca.gov)

Department of Corrections and Rehabilitation Exhibit D

CDCR SPECIAL PROVISIONS

A. ACCOUNTING PRINCIPLES

The Contractor shall adhere to generally accepted accounting principles as outlined by the American Institute of Certified Public Accountants. Dual compensation is not allowed;

a Contractor cannot receive simultaneous compensation from two or more funding sources for the same services performed even though both funding sources could benefit.

B. SUBCONTRACTOR/CONSULTANT INFORMATION

The Contractor is required to identify all subcontractors and consultants who shall perform labor or render services in the performance of this Agreement. Additionally, the Contractor shall notify the Department of Corrections and Rehabilitation, Enterprise Information Services IT Acquisitions Unit, in writing and within ten (10) working days, of any changes to the subcontractor and/or consultant information.

C. EMPLOYMENT OF EX-OFFENDERS

1. Contractor cannot and shall not either directly, or on a subcontract basis, employ in connection with this Agreement:

a. Ex-Offenders on active parole or probation;

b. Ex-Offenders at any time if they are required to register as a sex offender pursuant to Penal Code Section 290 or if such ex-offender has an offense history involving a “violent felony” as defined in subparagraph (c) of Penal Code Section 667.5; or

c. Any ex-felon in a position which provides direct supervision of parolees.

2. Ex-Offenders who can provide written evidence of having satisfactorily completed parole or probation may be considered for employment by the Contractor subject to the following limitations:

a. Contractor shall obtain the prior written approval to employ any such ex-offender from the Authorized Administrator; and

b. Any ex-offender whose assigned duties are to involve administrative or policy decision-making; accounting, procurement, cashiering, auditing, or any other business-related administrative function shall be fully bonded to cover any potential loss to the State of California.

Department of Corrections and Rehabilitation Exhibit D

D. LICENSES AND PERMITS

The Contractor shall be an individual or firm licensed to do business in California and shall obtain at Contractor’s expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement.

In the event any license(s) and/or permit(s) expire at any time during the term of this Agreement, Contractor agrees to provide the CDCR with a copy of the renewed license(s) and/or permit(s) within thirty (30) days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

E. CONFLICT OF INTEREST

If this is a Consulting Agreement, the Contractor and its employees shall abide by the provisions of Government Code (GC) Sections 1090, 81000 et seq., 82000 et seq., 87100 et seq., and 87300 et seq., Public Contract Code (PCC) Sections 10335 et seq. and 10410 et seq., California Code of Regulations (CCR), Title 2, Section 18700 et seq. and Title 15, Section 3409, and the Department Operations Manual (DOM) Section 31100 et seq. regarding conflicts of interest.

1. Contractors and Their Employees

Consultant Contractors shall file a Statement of Economic Interests, Fair…