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State of California

Bid 13MM-0044

Solicitation 13MM-0044

Public Payphone and Maintenance

Bid designation: Public

State of California

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State of California

Bid 13MM-0044

Bid 13MM-0044 Public Payphone and Maintenance Bid Number   

13MM-0044

Bid Title   

Public Payphone and Maintenance

Bid Start Date

Feb 11, 2014 7:43:57 AM PST

Bid End Date

Feb 25, 2014 2:00:00 PM PST

Question & Answer End Date

Feb 20, 2014 2:00:00 PM PST

Bid Contact   

Mary Marziello 805-468-2540 [email protected]

Standard Disclaimer     The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad.

Changes made on Feb 11, 2014 7:46:23 AM PST Previous End Date  

Mar 27, 2014 2:00:00 PM PDT

New End Date  

Feb 25, 2014 2:00:00 PM PST

Description Please send any/all questions through bidsync.com  No questions will be accepted via email or phone.

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State of California

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Bid 13MM-0044

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State of California

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Bid 13MM-0044

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State of California

Bid 13MM-0044 Request for Quotation of IT Goods and Services

California Department of State Hospitals – Atascadero

Department of State Hospitals – Atascadero

Request for Quotation IT Goods and Services QUOTE DUE DATE: 2/25/14 QUOTE DUE TIME: 2:00 PM

Responses must be delivered to Atascadero State Hospital before 2:00 PM on the due date

Supplier name and address:

SOLICITATION NO.

REV. #

13MM-0044

Delivery Date ___________ # Days ARO (After Receipt of Order)

DATE

REQUISITION OR CONTROL # __________________________________________

2/11/14

For further information contact: Mary Marziello (805) 468-2540 [email protected]

ARE YOU CLAIMING PREFERENCE AS A CERTIFIED SMALL BUSINESS/MB/DVBE: YES ________ CSB/MB/DVBE #_____________ NO ________ IF YES, MANUFACTURER? YES ________ NO ________

Contact:

Ship To: (see below or quotation document)

Phone:

Fax:

E-mail:____________________________ Name (Print):

Atascadero State Hospital Receiving Dock/Warehouse 10333 El Camino Real Atascadero CA 93422-5808

ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? YES ________ NO ________

$ ______________________

Return quote to:

_______________________________ Title:

SECTION 14838 ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION. FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

Department of State Hospitals-Atascadero Attn: MARY MARZIELLO P O Box 7002 Atascadero CA 93423-7002

_______________________________ Signature: _______________________ Date:_______

Federal Employer Identification Number: _______________________________ CA. Retailer’s Seller Permit NO., (as per page 2):

Facsimile machine (fax) bids will be considered only if they are sent to the buyer at (805) 468-3521.

_______________________________

Bidder offers and agrees if this response is accepted within 60 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to General Provisions (as per page 2). DELCARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 43 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct. ITEM NO.

QTY

UNIT

UNIT PRICE

EXTENSION

DESCRIPTION

Contract Term: May 1, 2014 – April 30, 2016 1.

24 Months

37

2.

8

EACH

3.

8

EACH

Standard Monthly Preventive Maintenance and Repair

$

$

Labor Cost for Relocation/De-installation of Phone: Labor per Phone up to Maximum 8

$

$

Labor Costs for New Installation per Phone up to 8 Maximum

$

$

Percent of Revenue in Excess of any Pay Telephone Monthly Maintenance Cost to be Commissioned Back to ASH

%___________

Phones Service for Telephone Equipment per Pay Phone

4.

RFQ – ASH: Rev. Aug. 2011 2/11/2014 8:48 AM

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State of California

Bid 13MM-0044

Department of State Hospitals-Atascadero

BIDDER MINIMUM QUALIFICATIONS (MQ) Each bidder and their subcontractor shall meet the following minimum requirements. If the Bidder and their subcontractor do not meet the minimum requirements, the proposal may be deemed non-responsive and rejected without further review. All bidders are required to submit evidence of their appropriate current licenses, permits, and certification for:

1.

Two years of business experience as a public pay telephone service provider.

2.

Possession of a valid C-7 or C-10 Contractor’s License issued by the Board of Consumer Affairs.

Please see attached Exhibit A Statement of Work, for description of services.

Total Proposed Price $________________

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State of California California Department of State Hospitals – Atascadero

REQUEST FOR QUOTATION CONTINUATION

Supplier Name:

Bid 13MM-0044 Request for Quotation of IT Goods and Services

Solicitation No.

Rev.

13MM-0044

Bid Requirements 1.

Delivery: Delivery shall take place during regular working hours, 7:00 a.m. to 3:00 p.m., Monday through Friday, except State observed holidays. Final delivery, inspection and acceptance shall be at the location described herein.

2.

Quotation Award: This solicitation shall be awarded by “All or None” total for all line items, whichever is deemed by the State to be in its best interest. The award will be made to the lowest responsive and responsible bidder(s) meeting all administrative and technical requirements, terms, and conditions of this solicitation.

3.

Cash Discounts: Cash discounts will not be considered when evaluating bid responses for award purposes. However, cash discounts may be offered and taken by departments processing invoices within the timeframe specified.

4.

Shipment: For the purposes of this solicitation, only bid responses quoting F.O.B. Destination, freight paid, will be accepted.

5.

Inquiries/questions: Written questions must be received by five (5) days prior to the close of the bid.

6.

Bidder’s Instructions and General Provisions: The Bidder’s Instructions are incorporated by reference to Form GSPD-451, Bidders Instructions, revised 11/09/2011, and the General Provisions are incorporated by reference to Form GSPD-401 Non-IT, General Provisions, revised 6/8/10 and published at website: www.pd.dgs.ca.gov/modellang/GeneralProvisions. The General Provisions have recently been updated, please read carefully.

7.

Quote/Bid Submittal: Quotes submitted on the suppliers own form will be accepted, if the supplier also submits the first page of this Request for Quote with a signature and date in the appropriate box. However, if the supplier’s own form references supplier attachments, which include legal terms and conditions that conflict with the State’s General Provisions, the bid shall be considered non-responsive and such bids may be rejected.

Responsible Bidder: The California Department of Mental Health, Atascadero State Hospital, may require bidder(s) to submit evidence of their qualifications at such times and under conditions, as it may deem necessary. The question of whether a particular bidder is a responsible bidder may involve an evaluation of the bidder’s experience, type of facility, expertise or financial resources regarding the particular items requested by the pertinent solicitation. If a bidder has been determined to be non-responsible, the bid shall be rejected. Facsimile (FAX) Bids: Facsimile machine (fax) bids will be considered only if they are sent to (805) 468-3521. Bids sent to any other fax number will not be considered. To be considered, all pages of a faxed bid must be completely received prior to the bid due date and time specified in this solicitation. Please be advised that there is a heavy demand placed on the fax machine receiving bids, and the State assumes no responsibility if a bidder cannot transmit their bid via fax, or if the entire bid is not received prior to the bid due date and time. Recycled Content Products: State agencies are required to report purchases in many product categories The successful bidder will be required to submit a Recycled Content Certification. Failure to complete and return the form may disqualify your bid from consideration. Darfur Contracting Act: State agencies are required to comply with Public Contract Code (PCC) sections 10475 through 10481, which apply to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify, by completing the attached Darfur Contracting Act Certification form, that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit proposals. However, if your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form. Payee Data Record: The successful bidder will be required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number, see attached. Seller’s Permit: If applicable, please note that award will be conditional on providing the following document prior to award: You must provide your company’s California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by California’s State Board of Equalization (BOE), pursuant to all requirements as set form in Sections 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the BOE permit number in the space provided on page 1 (or attach a copy of the permit with your bid.) California Disabled Veteran Business Enterprise (DVBE) Program Requirements: The State hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement for this IFB; however, an incentive for bidders who include DVBE participation is available and encouraged. For evaluation purposes only, the State shall apply an incentive to bids that include California certified DVBE participation and confirmed by the State. To receive the incentive, bidders must complete and return the Bidder Declaration GSPD-05-105 and, if applicable, the DVBE Declaration STD 843. Failure to complete and submit all required forms with the bid response may cause the bid to be rejected. See the attached California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions document for more information on claiming the incentive. Small Business Regulations: The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals can be viewed at (www.pd.dgs.ca.gov/smbus). For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

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State of California California Department of State Hospitals – Atascadero

REQUEST FOR QUOTATION CONTINUATION

Supplier Name:

Bid 13MM-0044 Request for Quotation of IT Goods and Services Solicitation No.

Rev.

13MM-0044

Non-Small Business Subcontractor Preference: A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation and submit a completed Bidder Declaration form with your bid. Small Business Nonprofit Veteran Service Agencies (SB/NVSA): SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation and submit a completed Bidder Declaration form with your bid. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Small Business Certification: Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940. Declaration Forms: Bidder Declaration – GSPD-05-105 All bidders must complete the Bidder Declaration (GSPD-05-105) and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. If claiming the non-small business subcontractor preference, the Bidder Declaration form must list all the California small businesses with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). The Bidder Declaration Form is available as a separate attachment to this RFQ and/or on the internet at: www.documents.dgs.ca.gov/pd/poliproc/MASTEr-BidDeclar08-09.pdf. If the form is not available in the solicitation and you do not have access to the internet, please give Sari Wray a call at (805) 468-3363 to obtain the document. DVBE Declaration – STD. 843 Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the bid response. Attachments: The following documents are considered part of this solicitation and those marked with an asterisk must be returned with the bid response or the bid may be considered invalid and be rejected. The low bidder may be required to furnish additional information. 1. 2. 3. 4. 5. 6. 7.

Bid Package* Bidder Declaration form (GSPD-05-105) see above* California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions DVBE Declaration (STD 843), if applicable (see above)* Payee Data Record (STD 204) Bidder Instructions (Form GSPD-451), by reference and published at website: www.pd.dgs.ca.gov/modellang/ModelSolicitation General Provisions (Form GSPD-401), by reference and published at website: www.pd.dgs.ca.gov/modellang/GeneralProvisions

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

GSPD–05–105 (REV 08/09)

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State of California California Department of State Hospitals – Atascadero

Bid 13MM-0044 Request for Quotation of IT Goods and Services

BIDDER DECLARATION 1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form): a. Identify current California certification(s) (MB, SB, NVSA, DVBE): ____________ or None ___ (If “None”, go to Item #2) b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes ___ No ___ (2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes ___ No ___ N/A ___

2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary): Subcontractor Name, Contact Person Phone Number & Fax Number

Subcontractor Address & Email Address

CA Certification (MB, SB, NVSA, DVBE or None)

Work performed or goods provided

Corresponding % of bid price

Good Standing?

51% Rental?

0%

___

___

0%

___

___

0%

___

___

Certification: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct. Page____of____

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State of California California Department of State Hospitals – Atascadero

Bid 13MM-0044 Request for Quotation of IT Goods and Services

BIDDER DECLARATION Instructions All prime bidders (the firm submitting the bid) must complete the Bidder Declaration. 1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled “None” and proceed to Item #2. If the prime bidder possesses one or more of the following certifications, enter the applicable certification(s) on the line: Microbusiness (MB), Nonprofit Veteran Service Agency (NVSA), Small Business (SB), Disabled Veteran Business Enterprise (DVBE) 1.b. Mark either “Yes” or “No” to identify whether subcontractors will be used for the contract. If the response is “No”, proceed to Item #1.c. If “Yes”, enter on the line the distinct element of work contained in the contract to be performed or the goods to be provided by the prime bidder. Do not include goods or services to be provided by subcontractors. Bidders certified as MB, SB, NVSA, and/or DVBE must provide a commercially useful function as defined in Military and Veterans Code Section 999 for DVBEs and Government Code Section 14837(d)(4)(A) for small/microbusinesses. Bids must propose that certified bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State. For questions regarding the solicitation, contact the procurement official identified in the solicitation. Note: A subcontractor is any person, firm, corporation, or organization contracting to perform part of the prime’s contract. 1.c. This item is only to be completed by businesses certified by California as a DVBE. (1) Declare whether the prime bidder is a broker or agent by marking either “Yes” or “No”. The Military and Veterans Code Section 999.2 (b) defines “broker” or “agent” as a certified DVBE contractor or subcontractor that does not have title, possession, control, and risk of loss of materials, supplies, services, or equipment provided to an awarding department, unless one or more of the disabled veteran owners has at least 51-percent ownership of the quantity and value of the materials, supplies, services, and of each piece of equipment provided under the contract. (2) If bidding rental equipment, mark either “Yes” or “No” to identify if the prime bidder owns at least 51%of the equipment provided (quantity and value). If not bidding rental equipment, mark “N/A” for “not applicable.” 2.

If no subcontractors are proposed, do not complete the table. Read the certification at the bottom of the form and complete “Page ___ of ___” on the form. If subcontractors will be used, complete the table listing all subcontractors. If necessary, attach additional pages and complete the “Page ___ of ___” accordingly. Column Labels Subcontractor Name, Contact Person, Phone Number & Fax Number—List each element for all subcontractors. Subcontractor Address & Email Address—Enter the address and if available, an Email address. CA Certification (MB, SB, NVSA, DVBE or None)—If the subcontractor possesses a current State of California certification(s), verify on this website (www.eprocure.pd.dgs.ca.gov). Work performed or goods provided for this contract—Identify the distinct element of work contained in the contract to be performed or the goods to be provided by each subcontractor. Certified subcontractors must provide a commercially useful function for the contract. (See paragraph 1.b above for code citations regarding the definition of commercially useful function.) If a certified subcontractor is further subcontracting a greater portion of the work or goods provided for the resulting contract than would be expected by normal industry practices, attach a separate sheet of paper explaining the situation. Corresponding % of bid price—Enter the corresponding percentage of the total bid price for the goods and/or services to be provided by each subcontractor. Do not enter a dollar amount. Good Standing?—Provide a response for each subcontractor listed. Enter either “Yes” or “No” to indicate that the prime bidder has verified that the subcontractor(s) is in good standing for all of the following: • • •

Possesses valid license(s) for any license(s) or permits required by the solicitation or by law If a corporation, the company is qualified to do business in California and designated by the State of California Secretary of State to be in good standing Possesses valid State of California certification(s) if claiming MB, SB, NVSA, and/or DVBE status

51% Rental?—This pertains to the applicability of rental equipment. Based on the following parameters, enter either “N/A” (not applicable), “Yes” or “No” for each subcontractor listed. Enter “N/A” if the: • Subcontractor is NOT a DVBE (regardless of whether or not rental equipment is provided by the subcontractor) or • Subcontractor is NOT providing rental equipment (regardless of whether or not subcontractor is a DVBE) Enter “Yes” if the subcontractor is a California certified DVBE providing rental equipment and the subcontractor owns at least 51% of the rental equipment (quantity and value) it will be providing for the contract. Enter “No” if the subcontractor is a California certified DVBE providing rental equipment but the subcontractor does NOT own at least 51% of the rental equipment (quantity and value) it will be providing. Read the certification at the bottom of the page and complete the “Page ___ of ___” accordingly. 2/11/2014 8:48 AM

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State of California California Department of State Hospitals – Atascadero

Bid 13MM-0044 Request for Quotation of IT Goods and Services

CALIFORNIA DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) BID INCENTIVE INSTRUCTIONS The State hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement for this IFB; however, an incentive for bidders who include DVBE participation is available and encouraged. For evaluation purposes only, the State shall apply an incentive to bids that include California certified DVBE participation and confirmed by the State. The incentive amount will vary in conjunction with the percentage of DVBE participation in accordance with the following formula: DVBE Incentive Participation of: 5% or Over 4% to 4.99% inclusive 3% to 3.99% inclusive 2% to 2.99% inclusive 1% to 1.99% inclusive

DVBE Incentive: 5% 4% 3% 2% 1%

The net bid price of responsive bids with DVBE participation will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked, responsive, responsible bid is a California Certified Small Business, the only bidders eligible for the incentive will be other California Certified Small Businesses. The incentive adjustment for awards based on low price cannot exceed 5% or $100,000.00, whichever is less, of the #1 ranked net bid price. When used in combination with a Small Business preference adjustment, the cumulative adjustment amount cannot exceed $100,000.00. Please note that a nonsmall business bidder with a DVBE Incentive preference may not displace a small business bidder [CA Code of Regulations, Title 2, 1896.99.100(c)]. Information submitted by the bidder to claim the DVBE incentive will be verified by the State. Only the DVBEs who shall perform a commercially useful function relevant to the Scope of Work included in the IFB may be used to qualify the bidder for a DVBE incentive. Bidders must document DVBE participation commitment by completing and submitting the Bidder Declaration GSPD-05-105 and the DVBE Declarations, STD 843 (5/2006), as applicable, see attached documents. REPORTING DVBE PAYMENTS – If for this Agreement contractor made a commitment to achieve Disabled Veteran Business Enterprise (DVBE) participation, then contractor must within 60 days of receiving final payment under this Agreement certify in a report to the awarding department: (1) the total amount the prime contractor received under the contract; (2) the name and address of the DVBE(s) that participated in the performance of the contract; (3) the amount each DVBE received from the prime contractor; (4) that all payments under the contract have been made to the DVBE(s); and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Military & Veterans Code § 999.5(d)) SUBSTITUTION OF DVBE SUBCONTRACTORS - Contractor understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code 999.5(e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitution will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in Military & Veterans Code § 999.9; Public Contract Code (PCC) § 10115.10 or PCC § 4110 (applies to public works only). Contractor must immediately notify the Department’s SB/DVBE advocate that substitution of a DVBE subcontractor is requested. Please refer to the following website for more information regarding locating DVBE Suppliers, Resources and Information, and the definition of “commercially useful function”: www.documents.dgs.ca.gov/pd/poliproc/MASTER-DVBEIncentivePkg.pdf. STATE OF CALIFORNIA – DEPARTMENT OF GENERAL SERVICES PROCUREMENT DIVISION

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State of California

Bid 13MM-0044 Request for Quotation of IT Goods and Services

California Department of State Hospitals – Atascadero

DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS STD. 843 (Rev. 5/2006)

Instructions: The disabled veteran (DV) owner(s) and DV manager(s) of the Disabled Veteran Business Enterprise (DVBE) must complete this declaration when a DVBE contractor or subcontractor will provide materials, supplies, services or equipment (Military and Veterans Code Section 999.2). Violations are misdemeanors and punishable by imprisonment or fine and violators are liable for civil penalties. All signatures are made under penalty or perjury. SECTION 1

Name of certified DVBE: _________________________________________ DVBE Ref. Number: _____________ Description (materials/supplies/services/equipment proposed): ___________________________________________ Solicitation/Contract Number: ________________________________ SCPRS Ref. Number: __________________ (FOR STATE USE ONLY)

SECTION 2

APPLIES TO ALL DVBEs. Check only one box in Section 2 and provide original signatures. I (we) declare that the DVBE is not a broker or agent, as defined in Military and Veterans Code Section 999.2(b), of materials, supplies, services or equipment listed above. Also, complete Section 3 below if renting equipment. Pursuant to Military and Veterans Code Section 999.2(f), I (we) declare that the DVBE is a broker or agent for the principal(s) listed below or on an attached sheet(s). (Pursuant to Military and Veterans Code 999.2(e), State funds expended for equipment rented from equipment brokers pursuant to contracts awarded under this section shall not be credited toward the 3-percent DVBE participation goal.) All DV owners and managers of the DVBE (attach additional pages with sufficient signature blocks for each person to sign): _______________________________________

_________________________________

(Printed Name of DV Owner/Manager) ________________________________________________ (Printed Name of DV Owner/Manager)

(Signature of DV Owner/Manager) _________________________________________ (Signature of DV Owner/Manager)

____________ (Date Signed) _______________ (Date Signed)

Firm/Principal for whom the DVBE is acting as a broker or agent: ________________________________________________________ (If more than one firm, list on extra sheets.)

(Print or Type Name)

Firm/Principal Phone: ____________________________

Address: _______________________________________________________ SECTION 3

APPLIES TO ALL DVBEs THAT RENT EQUIPMENT AND DECLARE THE DVBE IS NOT A BROKER. Pursuant to Military and Veterans Code Section 999.2 (c), (d), and (g), I am (we are) the DV(s) with at least 51% ownership of the DVBE, or a DV manager(s) of the DVBE. The DVBE maintains certification requirements in accordance with Military and Veterans Code Section 999 et. seq. The undersigned owner(s) own(s) at least 51% of the quantity and value of each piece of equipment that will be rented for use in the contract identified above. I (we), the DV owners of the equipment, have submitted to the administering agency my (our) personal federal tax return(s) at time of certification and annually thereafter as defined in Military and Veterans Code 999.2, subsection (c) and (g). Failure by the disabled veteran equipment owner(s) to submit their personal federal tax return(s) to the administering agency as defined in Military and Veterans Code 999.2, subsections (c) and (g), will result in the DVBE being deemed an equipment broker. Disabled Veteran Owner(s) of the DVBE (attach additional pages with signature blocks for each person to sign): _____________________________________________

_____________________________________

______________

(Signature)

(Date Signed)

(Printed Name) _________________________________________________________ (Address of Owner)

_______________________ (Telephone)

_____________________________ (Tax Identification Number of Owner)

Disabled Veteran Manager(s) of the DVBE (attach additional pages with sufficient signature blocks for each person to sign): __________________________________________________ (Printed Name of DV Manager)

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__________________________________________ (Signature of DV Manager)

________________ (Date Signed) 8 of 23 p. 12

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 9 of 23

EXHIBIT A STATEMENT OF WORK 1.

Public Payphone Contractor, hereafter referred to as Contractor, agrees to provide all necessary materials, supplies, tools, equipment, transportation, licenses, permits, insurance, personnel, and any other items necessary to perform Public Pay Telephone preventive maintenance and services for the Department of State Hospitals - Atascadero (DSH-Atascadero), as described herein.

2.

Contractor agrees to provide telephone service for the public and patient phones 24 hours a day, 7 days a week.

3.

Maintenance shall be provided during the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding state observed holidays.

4.

The services shall be performed at Department of State Hospitals - Atascadero, 10333 El Camino Real, Atascadero, CA 93422.

5.

The project representatives during the term of this Agreement will be: Program Representatives: Department of State Hospitals Atascadero Section/Unit: Telecommunications Attention: Michelle Harper Address: PO Box 7001 Atascadero CA 93423-7001 Phone: 805-468-2546 Fax: 805-466-6011 Email: [email protected]

Contractor: Section/Unit: Attention: Address: Phone: Fax: Email:

Direct all administrative inquiries to: Department of State Hospitals Atascadero Section/Unit: Telecommunications Attention: Michelle Harper Address: PO Box 7001 Atascadero CA 93423-7001 Phone: 805-468-2546 Fax: 805-466-6011 Email: [email protected]

Contractor: Section/Unit: Attention: Address: Phone: Fax: Email:

CONTRACT TERM The term of any contract resulting from this RFQ is anticipated to be 5/1/2014 through 4/30/2016. The Bidder awarded this contract is advised not to commence performance until contract award has been made, all approvals have been obtained, and the awarded contract has been fully executed. 2/11/2014 8:48 AM

p. 13

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 10 of 23

CONTRACTOR REQUIREMENTS 1. Contractor to maintain 37 pay phones (35 patient phones inside a secured environment and 2 public phones outside the secured area). Public phones will be standard coin operated payphones. Patient phones will be collect calls only with no third party billing, no calling cards, no credit card billing, no 800 numbers, no 911, 411, 611 access. 2. The Contractor will credit 100% coin, Operator Services, and Per Call Compensation revenues toward the monthly maintenance costs. 3. The Contractor will be responsible for all pay telephone instruments and labor associated with the provisions of the services required by this contract, including but not limited to, hardware, software, network, and support services. 4. Labor Costs for the installation of new payphone equipment, including the installation of Public Pay Phones, Wall Mounts, Pedestal, Booth, Flush Mount, and Trailer and/or relocation/de-installation of existing payphone equipment are assumed by the Contractor. 5. All enclosures, booths, shelves, pedestals, or other mounting apparatus selected for installation must be preapproved by the DSH-Atascadero project manager. 6. Contractor and/or Contractors employees are prohibited from using any tobacco products, (including smokeless tobacco) on DSH-Atascadero property. (Section 4138 of the Welfare and Institutions Code). 7. Contractor and/or Contractor’s employee(s) shall be restricted from entering the security area if not properly attired and are prohibited from wearing khaki colored clothing while on state hospital grounds. 8. Contractor shall comply at all times with all additional State policies and procedures 9. Contractor shall return all State property, including any and all issued security badges prior to completion of contract services. 10. Contractors and/or Contractor’s employees providing services through the sally port and into the security area of DSH-Atascadero shall submit to a fingerprint and/or background check through the Department of Justice, Bureau of Criminal Identification and Information conducted by DSH-Atascadero prior to the commencement of services and at any time during the term of the Agreement. 11. Contactor and/or Contractor’s employees will provide DSH-Atascadero with documentation for Two-Step Tuberculin (TB) testing by the Mantoux method. The first step is a Tuberculin Skin Test (TST) result completed within the last 12 months prior to the date contractor is to provide services. The second step is a TST result completed within the last 30 days prior to the date the contractor is to provide services. The Contractor and/or Contractor’s employees shall also complete the DSH-Atascsdero Contractor Communicable Disease Screening Questionnaire.

2/11/2014 8:48 AM

p. 14

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 11 of 23

If both of the documented results of the TST’s provided are less than or equal to 9mm of induration, then the Contractor and/or Contractor’s employees may be cleared to provide services. However, if the documented results of the TST’s are greater than or equal to 10mm of induration, then the Contractor and/or Contractor’s employee shall be subject to additional testing and/or clearances before he or she is allowed to provide services at DSH-Atascadero. The DSH-Atascadero Contract Manager shall be responsible to facilitate all tests are completed and submitted to DSH-Atascadero’s health clinic. 12. Prior to passing through the sally port, Contractor and/or Contractor’s employees bringing tools and/or equipment into the secured area of DSH-Atascadero will be required to standby while a Department of Police Services (DPS) officer completes a DSH-Atascadero Tool/Equipment Inventory form listing a maximum of ten (10) tools or pieces of equipment. Any exceptions to the maximum quantity permitted must be cleared through DPS Command staff prior to the date of service. The tools must be carried in a tool box or pouch. The completed DSH-Atascadero Tool/Equipment Inventory form must accompany the Contractor and/or Contractor’s employees with the tools/equipment at all times. After completion of services in each designated work area, the Contractor and/or Contractor’s employees and DSH-Atascadero Staff Escorts are responsible for conducting a search of the work area to ensure no tools/equipment are left behind. DPS will verify the accountability of all tools/equipment listed on the Tool/Equipment Inventory form upon Contractor and/or Contractor’s employees entering and exiting the secured area of DSH-Atascadero. In the event Contractor and/or Contractor’s employees discover a tool or piece of equipment is lost or missing, Contractor/Staff Escort shall immediately notify DPS at (805) 468-2366 and the DSH-Atascadero contract manager. 13. As a provider of acute psychiatric hospital services, DSH-Atascadero is responsible for the professional and administrative services provided to DSH-Atascadero patients. Notwithstanding the foregoing, however, Contractor shall provide services pursuant to its professional standard of care, the terms and conditions of this Agreement and the requirements of Title 22 of the California Code of Regulations (the “Standards”), and shall remain liable for any breaches of the Standards. 14. Installation DSH-Atascadero shall provide the Contractor access to the site for the purpose of installing instruments prior to the installation date. DSH-Atascadero shall also be responsible for interior wiring associated with the installation of telephone instruments/equipment. The Contractor shall specify, in writing, the amount of time required for installation. DSHAtascadero cannot guarantee that the Contractor will be allowed unlimited access to facilities at all times, and the Contractor will need to factor these considerations into the day-to-day activities. The Contractor must install public pay telephone instruments within thirty (30) days of request, or as mutually agreed upon by both parties. The Contractor shall bear the total cost of installing, providing, and maintaining telephone line access services to each public pay telephone site. 2/11/2014 8:48 AM

p. 15

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 12 of 23

15. Preventive Maintenance and Repairs a) The Contractor is responsible to maintain the equipment ordered under this agreement and must be responsive to the preventive maintenance and repair requirements of DSHAtascadero. The Contractor shall provide preventive maintenance (labor and parts) and repairs in order to keep the public pay telephone equipment in proper operating condition and ensure continuity of services at a flat monthly cost to DSH-Atascadero. b) The Contractor shall provide preventive maintenance and repairs, as required by the equipment manufacturer, and as necessary to maintain the system. Preventive maintenance shall be provided on a monthly or agreed schedule that is mutually acceptable to DSH-Atascadero and the Contractor, consistent with DSH-Atascadero operating requirements, and based on the specific needs of the equipment, as determined by the Contractor and DSH-Atascadero. Preventive maintenance and repairs shall include routine cleaning and coin collection. There shall be no separate charge/fee for cleaning or coin collection. c) Remedial maintenance, resulting from a public switched telephone network system software or hardware failure, shall be performed by the Contractor on an unscheduled basis (parts and labor included). The time required for the Contractor to respond to a call for remedial maintenance is known as “response time” or the interval of time from the time a service request is initiated by the Contract Manager to the time that the Contractor’s qualified maintenance service personnel responds. 16. Cleaning The Contractor shall ensure that all terminals, booths, and enclosures are cleaned and sanitized periodically. A minimum cleaning of each terminal enclosure or booth shall occur once each quarter, or more frequently when dictated by local conditions, such as heavy use, litter, etc. The Contractor shall remove, when necessary, all graffiti, stickers, posters, litter, dust, and dirt from or within each terminal located on state property. 17. Contact Person/Response Time The Contractor must provide a main point-of-contact person or number that can be accessed during regular business hours (Monday through Friday, 7:00 A.M. to 4:30 P.M. Pacific Time, excluding state observed holidays). A trouble ticket will be opened when a call is placed to the contact person or number. This trouble ticket will not be closed until full service is completed (DSH-Atascadero may establish another process mutually agreed upon between DSH-Atascadero and the Contractor). For service calls placed by the DSH-Atascadero Contract Manager, Contractor shall respond by telephone or e-mail within 24 hours (one business day), and service personnel initiate remote remedial maintenance within 48 hours (two business days). Repairs shall be completed within 72 hours (three business days) of the initial notification by Contract Manager. 18. Fraud/Theft The Contractor agrees that DSH-Atascadero shall bear no responsibility for fraudulent calls or theft of pay phone or other funds. 2/11/2014 8:48 AM

p. 16

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 13 of 23

19. Workmanship All work provided by the Contractor shall conform to the latest requirements of Federal, State, City and County regulations. The Contractor is responsible for compliance with all applicable laws, codes, rules and regulations in connection with work performed under this agreement. 20. Accidents/Damages Damage caused to the equipment covered herein due to fire, abuse, an act of God, accident, unauthorized alterations, disasters, the elements, failure of electrical power, misuse, use of unauthorized agents, theft, vandalism, or negligence by the State, its officers, agents, or employees, are not covered by this agreement and are the Contractor’s responsibility. 21. Work Area While working on equipment, the Contractor agrees to perform services with as little disruption to DSH-Atascadero operations as possible. All tools, equipment, and other work materials belonging to the Contractor will be removed from DSH-Atascadero facility at the end of each working day. DSH-Atascadero shall not be responsible for storage of any Contractor property. 22. Personnel a) Site Coordinator - During each installation, the Contractor shall assign a Site Coordinator, unless DSH-Atascadero and the Contractor mutually agree to other arrangements. The Site Coordinator shall be immediately available to be the single point of contact to address any on-site issues that may arise during installations. b) Other Personnel - The Contractor must notify DSH-Atascadero of any changes in personnel allowed access to DSH-Atascadero premises for the purposes of providing services outlined herein. Upon each personnel change, DSH-Atascadero reserves the right to conduct fingerprinting and clearance through the Department of Justice, Bureau of Criminal Identification and Information prior to being permitted access to the premises. 23. Contract Transition Period The Contractor will participate in two transition phases. The transition phase-in period occurs as part of the implementation and transition from the incumbent Contractor to the new Contractor. The transition phase-out period occurs upon the end of the contract term of this contract or upon cancellation of this contract, whichever occurs first. The Contractor agrees to fully cooperate with DSH-Atascadero during the transition phases. The Contractor will assume all costs of transition phase-in from the incumbent service provider as well as all transition-out costs at the end of the Contract. In the event the equipment being maintained under the terms and conditions of this contract is moved to another location within a state-owned or leased building, the Contractor shall continue to maintain the equipment at the new location. The State will not pay for any new telephone installation and/or replacements, unless previously authorized by the State.

2/11/2014 8:48 AM

p. 17

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 14 of 23

a) Transition Phase-In Period 1) Transition activities will begin upon award of the contract or shortly thereafter as

agreed upon by the new Contractor and DSH-Atascadero. 2) Upon contract award, the DSH-Atascadero coordinator and the Contractor will

meet to discuss and finalize transition and implementation plans. The level of detail and coordination required will be dependent upon whether all, part, or none of the existing public pay telephones and enclosures are to be replaced or reused. 3) The current public pay telephones and enclosures are owned and operated by

the incumbent Contractor. The new Contractor may purchase the existing instruments and enclosures or replace any of the existing instruments or enclosures subject to the requirements of this document and cooperation of the incumbent Contractor. 4) The Contractor will not be responsible for removing any existing equipment

owned by the incumbent Contractor. DSH-Atascadero will assist the new Contractor in coordinating and communicating with the incumbent Contractor regarding action items identified in the new Contractors transition and implementation plan. b) Transition Phase-Out Period 1) The Contractor understands that DSH-Atascadero intends to engage in a

competitive procurement and enter into a new contract at the conclusion of this contract. The incumbent Contractor shall actively assist DSH-Atascadero in transitioning service to the new Contractor. 2) Within 30 days after receipt of instruction or date of discontinuance of Contractor

service, whichever is later, the Contractor shall determine which equipment is to be removed from DSH-Atascadero premises and/or which equipment is to be transferred to the new Contractor. 3) During the phase-out period, the Contractor shall ensure that DSH-Atascadero

public pay telephone users will have continuing and uninterrupted service. The Contractor agrees to extend pay telephone services on a month to month basis, as provided under the terms and conditions of this contract, for those phones that remain in service during the transition and implementation of the new Contractor services. 4) The Contractor agrees to work with DSH-Atascadero and the new Contractor to

complete the transition including the removal of any existing equipment not to be used by the new Contractor. 5) In accordance with Public Utilities Code Section 741:

Payphones must display who provides the phone, what the rates are, and how to receive a refund. 2/11/2014 8:48 AM

p. 18

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 15 of 23

The Contractor and all involved personnel shall sign an “Oath of Confidentiality” prior to commencement of contract services. (Exhibit C) SUBCONTRACTORS Contractor agrees to be as fully responsible to DSH-Atascadero 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 Contractor. Contractor’s obligation to pay its subcontractors is an independent obligation from DSH-Atascadero obligation to make payments to Contractor. As a result, DSH-Atascadero shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor. PAY TELEPHONE EQUIPMENT 1. Type of Equipment The State has established the following types of telephone equipment: a) Coin-operated Phones is defined as “payment by means of depositing coins.” Coin acceptance must include those coins accepted by the majority of public pay telephones in the United States (U.S.) including nickels, dimes and quarters. Any new coins such as the new dollar coin contemplated for issuance by the U.S. Mint must also be accepted if acceptance of these coins becomes the industry standard. b) Coinless phone equipment is similar in design to a public payphone, but there is no need to use coins to pay for a call. Applications are as an Emergency, Courtesy, Security, Employee, or Hot-line (requires dialer) phone. Charge-a-Phone are non-coin phone instruments. They are similar in design to a public payphone, but have the feature to use a phone or credit card as a means of paying for calls. c) Telecommunications Devices for the Deaf (TTY) units may be requested. If requested, trained personnel must be available 24-hours a day, seven days a week, 365 days-per-year to relay calls. 2. Return of Equipment Within thirty (30) days after receipt of instruction or date of discontinuance of Contractor service, whichever is later, the Contractor shall cause the equipment to be removed from the DSH-Atascadero premises in coordination with DSH-Atascadero and its new service provider and in accordance with the phase-out plan developed by the Contractor and approved by DSH-Atascadero. In accordance with Public Utilities Code Section 728.3: a) No telephone corporation operating within a service area shall remove any public telephone unless it has posted on the public telephone, for not less than 30 days, a notice, in a manner and form approved by the commission, indicating that the public telephone is to be removed and containing the appropriate telephone number of the commission which a customer may call for further information. 2/11/2014 8:48 AM

p. 19

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 16 of 23

b) This section shall not apply when a public telephone is removed for public safety or public nuisance purposes or at the request of the owner or lessee of the property on which the public telephone is located. 3. Defective Equipment a) Productive Use Requirements - The objective of the Productive Use Requirements is to allow time for any major defects to be worked out of the instrument(s) that are proposed for use in this service contract and to ensure that all proposed products have a record of proven use in customer environments prior to installation for State use. b) Customer In-Use Requirement -The Contractor must provide an itemized list of inservice dates for the telephones, enclosures, lighting, operator services, dial-tone, and line access for inter-LATA, inter-State (including international), and intra-LATA calls. Hardware, wiring, and cabling shall meet current National Telephone Industry Association (NTIA) reliability standards. Enclosures and related materials shall meet all applicable standards identified by the Federal Communications Commission (FCC) and the California Public Utilities Commission (CPUC). IWTS telephones, line access, and transmission quality shall meet industry standards and all State and Federal regulations. ENCLOSURES The Contractor shall offer a variety of enclosure types in order to provide the State with maximum placement options. In select, mutually agreed-upon locations (e.g. highways and other high traffic areas), enclosures must provide noise suppression. The Contractor is encouraged to offer a variety of these types plus additional types. The following enclosure types must be offered as a minimum: Wall, Pedestal, Booth, Flush Mount, and Mobile Trailer (temporary services). Enclosures, booths, shelves, pedestals, or other mounting apparatus selected for installation must be preapproved by DSH-Atascadero. The existing enclosures residing at DSH-Atascadero belong to the Contractor. When existing enclosures conform to the specifications and requirements of the RFQ, the awarded Contractor(s) may: (a) continue to utilize the existing enclosures (b) purchase the enclosures from the present owner, or (c) install new enclosures that conform to the requirements of this RFQ. The use of existing enclosures that conform to the requirements of this RFQ may be allowed ONLY when approved by the DSH-Atascadero pay telephone services Agent, as noted on the Agency order. All enclosures must be in “new” or “like new” condition. PAY TELEPHONE FUNCTIONAL REQUIREMENTS DSH-Atascadero has determined that it is in its best interest to define its needs, desired operating objectives, and preferred operating environment. 1. General Functional Requirements

The functional requirements are designed to view the requested services from DSHAtascadero’s perspective. 2/11/2014 8:48 AM

p. 20

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 17 of 23

a)

Federal and State Laws, Rules Regulations and Codes - All services and equipment offered by the Contractor must comply with Federal and State laws, rules and regulations including, but not limited to, pricing, provision of consumer information, accessibility to inter-exchange carriers, accommodations for the handicapped and any applicable construction, electrical and safety codes.

b)

Operation during Power Loss - All public pay telephones that require commercial AC power for full operation shall continue to provide 911, 0+ and 0- and coin operation for a minimum of four (4) hours during a commercial power failure.

c)

Unblocking of Equal Access Codes - All equipment furnished for public use on DSH-Atascadero property will comply with all requirements of the Telephone Operator Consumer Improvement Services Act of 1990 and all related Federal Communications Commission (FCC) requirements including, but not limited to, access to 10XXXX, 101XXXXX, 950 and 1-800, 1-888, 1-877 and all other toll free access numbers that are used as alternate inter-exchange carrier access codes.

2. Public Telephone Services

DSH-Atascadero views public payphone services to include a full range of those services offered today to the public. DSH-Atascadero requires that a range of payment options be offered to users of public access terminals. The State also requires that all public pay telephone service terminals provide dial tone first and DTMF (Touch Tone) dialing where available. Basic Services are those services to which the public has become accustomed to having available at public pay telephones throughout the United States. These include: a)

Local service as defined in Local Exchange Carrier (LEC) tariffs by those exchanges, which can be called from each pay telephone services terminal at local rates.

b)

Long Distance service or, in industry terms, inter-LATA and intra-LATA, and interstate calling capability.

Access to local and long distance directory assistance shall be provided from all Public telephones located on DSH-Atascadero property. In all public locations, calling card, prepaid card, collects, and third-party billing payment options shall be accepted. In all cases, acceptance of the Bell Operating Company (BOC) calling cards shall be required where BOC calling cards have not been made proprietary. One plus (1+), zero plus (0+) dialed basis and using other access methods as may be required by law, e.g., 1010XXXX, 950 or 1-800, 1-888 or 1-877 access methods is required. Zero plus (0+) Dialing Response - The proposed public pay telephone equipment/services must provide a “bong” tone within five (5) seconds completion of 2/11/2014 8:48 AM

p. 21

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 18 of 23

the 0+ dialing. If the user does not enter any additional numbers after the “bong” tone or after customer instructions are provided, the proposer shall guarantee that a live operator will then answer within ten (10) seconds of the “bong” tone at lease ninety-five percent (95%) of the time. Zero (0-) and zero-zero (00-) Dialing Response - When a user dials a zero and does not enter any additional numbers, the operator services must have a live operator answer within seven (7) seconds at least ninety-five percent (95%) of the time. In all public pay telephone locations, callers shall be able to access an operator by dialing “0” or “00” for assistance. The Contractor’s public pay telephones must offer access to 911 emergency services where available. For purposes of “911” communication, all proposed telephones must meet the requirements of the State of California Code section 53122 which states, in part, that “all pay telephones shall …enable a caller to dial “911” for emergency services, and reach an operator by dialing “0” without the necessity of inserting a coin. The equipment shall provide users access to the following without charge and without the use of a coin: (I) dial tone; (II) an operator, and (III) local 911 emergency service, or, where unavailable, prominently displayed instructions on how to reach local emergency service. DSH-ATASCADERO REQUIREMENTS 1. DSH-Atascadero shall designate a person prior to commencement of contract services to whom all Contractor communications may be addressed and who has the authority to act on all aspects of the services (“State Primary Contact”). This person will review the Agreement and associated documents with the Contractor to ensure understanding of the responsibilities of both parties. 2. DSH-Atascadero shall provide information regarding the business structure of the State as required by the Contractor to provide the services under this Agreement. 3. DSH-Atascadero shall provide timely review and approval of the Contractor information and documentation provided by the Contractor in order for the Contractor to perform its obligations under this Agreement. CONTRACT PERFORMANCE DSH-Atascadero shall be the sole judge of the acceptability of all work performed and all work products produced by the Contractor as a result of this Statement of Work. Should the work performed or the products produced by the Contractor fail to meet minimum State conditions, requirements or other applicable standards, specifications, or guidelines, the following resolution process will be employed except as superseded by other binding processes: 1. DSH-Atascadero shall notify the Contractor in writing within five (5) business days after completion of service of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. 2/11/2014 8:48 AM

p. 22

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 19 of 23

2. The Contractor shall, within five (5) business days after initial problem notification, respond to DSH-Atascadero by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to DSH-Atascadero’s initial problem notification within the required time limits may result in immediate contract termination. In the event of such termination, DSH-Atascadero shall pay all amounts due to the Contractor for all work accepted prior to termination. 3. DSH-Atascadero shall, within five (5) business days after receipt of the Contractor detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If DSH-Atascadero rejects the explanation and/or plan, the Contractor shall submit a revised corrective action plan within three (3) business days of notification of rejection. Failure by the Contractor to respond to DSH-Atascadero notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate contract termination. In the event of such termination, DSH-Atascadero shall pay all amounts due to the Contractor for all work accepted prior to termination. 4. DSH-Atascadero shall, within three (3) business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by the Contractor. Rejection of the revised corrective action plan will result in immediate contract termination. In the event of such termination, DSH-Atascadero shall pay all amounts due to the Contractor for all work accepted prior to termination. PROBLEM ESCALATION The parties acknowledge and agree that certain technical and project related problems or issues may arise, and that such matters shall be brought to DSH-Atascadero’s attention. Problems or issues shall normally be reported in regular status reports. However, there may be instances where the severities of the problems justify escalated reporting. To this extent, the Contractor shall determine the level of severity, and notify the appropriate DSH-Atascadero personnel. DSH-Atascadero personnel notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. DSHAtascadero personnel include, but are not limited to the following: State Primary Contact, State Purchasing Contact, and State Project Coordinator. BILLING INFORMATION Agreement is inclusionary of all travel and related expenses. Unless otherwise specified, this Statement of Work shall define and authorize work on a Fixed Price basis, with a guarantee of task completion. To the extent that additional work not foreseen at the time this contract is executed must be accomplished.

2/11/2014 8:48 AM

p. 23

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 20 of 23

If DSH-Atascadero does not accept the identified services or deliverables in this Statement of Work, payment of invoice shall be withheld by DSH-Atascadero and the Contractor shall be notified. The Contractor must take timely and appropriate measures to correct or remedy the reason(s) for non-acceptance and demonstrate to DSH-Atascadero that the Contractor has successfully completed the scheduled work for each service or deliverable before payment will be made. The Contractor shall submit invoices (including the purchase order number) to the following address: DSH-Atascadero Attn: Accounts Payable PO Box 7002 Atascadero, CA 93423-7002 [email protected] TERMINATION This Agreement may be canceled at any time by the DSH-Atascadero, in writing, with thirty (30) days advance notice. If canceled, payment shall be made only for performance authorized up to the date of cancellation. In the case of early termination, a final payment will be made to Contractor upon receipt of an invoice covering all authorized costs incurred prior to notice of cancellation or termination.

2/11/2014 8:48 AM

p. 24

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 21 of 23

EXHIBIT B INSURANCE REQUIREMENTS

1. APPLICABLE LIABILITY INSURANCE The insurance and/or bonds identified below with a marked box are a part of this Agreement. Only the insurance and/or bonds with marked box have any force or effect under this Agreement. Evidence of liability insurance coverage, in the form a certificate acceptable to the State, shall be provided prior to the execution of this Agreement and the commencement of services. Commercial General Liability Contractor shall maintain commercial general liability insurance covering bodily injury, property damage, and personal injury with limits not less than $1,000,000 per occurrence and $2,000,000 general aggregate. Said policy shall apply separately to each insured against whom any claim is made or suit is brought subject to the Contractor’s limits of liability. Pollution/Environmental Impairment Liability Contractor shall maintain Pollution Liability covering the Contractor’s liability for bodily injury, property damage and environmental damage resulting from pollution and related cleanup costs incurred, all arising out of the work or services to be performed under this Agreement. Coverage shall be provided for both work performed on site, as well as during the transport of hazardous materials. Limits of not less than $1,000,000 bodily injury and property damage combined single limit per occurrence shall be provided. Motor Vehicle Liability Contractor shall maintain motor vehicle liability insurance with limits not less than $1,000,000 per accident. Such insurance shall cover liability arising out of an accident involving a motor vehicle in use by the Contractor during the prosecution of services under this Agreement, including, but not limited to, Contractor owned, hired, and non-owned motor vehicles. Professional Liability Contractor shall maintain Professional Liability/Medical Malpractice insurance covering any damages caused by an error, omission or any negligent acts. The limits shall not be less than $1,000,000 per occurrence and $2,000,000 general aggregate. In the event a medical professional performing services under this Agreement is a subcontractor or is performing services through a registry, the medical professional actually performing the services shall be the insured and shall comply with the Professional Liability/Medical Malpractice insurance requirements of this Agreement. The prime contractor shall be responsible to enforce this provision and employ only those medical professionals meeting this requirement. Evidence of compliant insurance shall be provided to the California Department of State Hospitals prior to the commencement of services.

2/11/2014 8:48 AM

p. 25

State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 22 of 23

Performance Bond Insures Contractor will faithfully complete the work on schedule in accordance with this Agreement. Should Contractor fail to meet the schedule, the State can seek a claim with the surety for any losses incurred. If Contractor WILL NOT complete the work, the State may seek another contractor and be reimbursed for the costs of the second contractor. The amount of the bond shall equal the amount of this Agreement. 2. TERM OF INSURANCE Insurance shall be in effect for the entire term of this agreement. If the insurance expires prior to the end of the term of the Agreement, a new certificate must be received by the State at least ten (10) days prior to the expiration of the insurance. 3. TERMINATION FOR NON-COMPLIANCE In the event Contractor fails to keep in effect at all times the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event, subject to the provisions of this Agreement. 4. ENDORSEMENTS All Commercial General Liability, Motor Vehicle Liability and Pollution/Environmental Impairment Liability insurance policies shall include the following endorsement: State of California, its officers, employees, and agents are included as additional insured, but only insofar as operations under this Agreement are concerned. Required endorsements must be provided. The requirement to submit an endorsement cannot be satisfied by referring to such coverage on the certificate of insurance. 5. CERTIFICATE SUBMISSION Certificates of liability insurance shall be submitted to the following address: Department of State Hospitals – Atascadero Attention: Mary Marziello 10333 El Camino Real Atascadero, CA 93422 805-468-2540

Revision 10-22-2013

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State of California

Department of State Hospitals-Atascadero Technology Services Division

Bid 13MM-0044

RFQ #13MM-0044 Statement of Work Page 23 of 23

EXHIBIT C CONFIDENTIALITY STATEMENT I, _____________________________________________ an employee of ____________________________________________________ hereby acknowledge that confidential information is protected from disclosure by law, regulation, and policy. I further acknowledge that protecting confidential information is in the public’s interest, the State’s interest, and my own personal interest. I also acknowledge that the Department of Mental Health strictly enforces information security. I understand that accessing health records of my family, friends, neighbors, and MYSELF is strictly forbidden and may result in serious consequences including termination. State employees and contractors: I, _____ agree to protect the following types of confidential information:       

Notice-Triggering Personal Information as defined in SAM 5320.5. Protected Health Information as defined in SAM 5320.5. Electronic Health Information as defined in SAM 5320.5. Information about individuals that relates to their personal life or identifies or describes an individual. Other agencies’ confidential and proprietary information. Methods agencies use to safeguard their information, including computer systems, networks, server configurations, etc. Any other information that is considered proprietary, copyrighted, or otherwise protected by law or contract.

I, _____ agree to protect confidential information in the following ways:     

Access, inspect, use, disclose, or modify information only to perform official duties. Never access, inspect, use, disclose, or modify information, including my own, for curiosity, personal gain, or any non-business related reason. Never attempt to access, use, disclose, or modify information, including my own, for any non-business or personal reason. Secure confidential information in approved locations. Never remove confidential information from my work site without authorization.

I, _____ acknowledge that I am required to know whether information I have been granted access to is confidential. If I have any questions, I will contact DMH’s Privacy Officer or Information Security Officer. I, _____ acknowledge that unauthorized access, inspection, use, or disclosure of confidential information is a crime under state and federal laws, including but not limited to: California Penal Code section 502; California Unemployment Insurance Code sections 2714; and the Health Insurance Portability and Accountability Act of 1996 sections 1176 and 1177. I, _____ acknowledge that unauthorized access, inspection, use, disclosure, or modification of confidential information, including my own, or any attempt to engage in such acts can result in:   

Administrative discipline, including but not limited to: reprimand, suspension without pay, salary reduction, demotion, and/or dismissal from state service. Criminal prosecution. Civil lawsuit.

I, _____ expressly consent to the monitoring of my access to computer-based confidential information by the Department of Mental Health or any other state agency designated by them. _________________________________________________________________________________________________________________ CERTIFICATION I certify that I understand information security is strictly enforced and wrongful access, inspection, use, modification, or disclosure of confidential information, or attempts to engage in such acts, is punishable as a crime and/or can result in disciplinary and/or civil action taken against me. I certify that I have received and read this confidentiality statement.

_________________________________________________________________________________________________________________ Employee/Contractor Name (print) Signature Date

I certify that I reviewed and discussed this Confidentiality Statement with the employee named above.

_________________________________________________________________________________________________________________

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State of California

Bid 13MM-0044

Question and Answers for Bid #13MM-0044 - Public Payphone and Maintenance

OVERALL BID QUESTIONS There are no questions associated with this bid.   If you would like to submit a question,  please click on the "Create New Question" button below.

Question Deadline: Feb 20, 2014 2:00:00 PM PST

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