invitation for bid child support

7/28/2019 Invitation for Bid Child Support

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STATE OF CALIFORNIA - HEALTH AND HUMAN SERVICES AGENCY ARNOLD SCHWARZENEGGER, Governor

CALIFORNIA DEPARTMENT OF CHILD SUPPORT SERVICESP.O. Box 419064, Rancho Cordova, CA 95741

INVITATION FOR BIDSNotice to Prospective Bidders

J une 27, 2008

To All Prospective Bidders:

You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB-CSSD #168, Maintenance of the ChildSupport Guideline Calculator (GC). In submitting your bid, you must comply with the instructions found herein.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditionsand Contractor Certification Clauses that may be viewed and downloaded at Internet site:http://www.ols.dgs.ca.gov/Standard+Language/default.htm . If you do not have Internet access, a hard copy can beprovided by contacting the person listed below.

In the opinion of the Department of Child Support Services (DCSS),this Invitation for Bids is complete and without need oexplanation. However, if you have questions, or should you need any clarifying information, the contact person for thisIFB is:

Shauna LaddDepartment of Child Support ServicesContracts and Procurement Section

11040 White Rock RoadRancho Cordova, CA 95741

[email protected]

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

Shauna LaddContract Administrator

Reasonable Accommodation:

To comply with the non-discrimination requirements of the Americans with Disability Act (ADA), it is the policy of theState to make every effort to ensure that its programs, activities and services are available to all persons, includingpersons with disabilities. For persons with a disability needing a reasonable modification to participate in theprocurement process, or for persons having questions regarding reasonable modifications for the procurementprocess, you may the DCSS contact above. To ensure that we can meet your need, it is best that we receive yourrequest for reasonable modification at least five working days before the scheduled event or the due date ofprocurement documents.


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Department of Child Support ServicesIFB CSSD #168

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Table of Contents

Section Page

A) Purpose and Description of Services ...............................................3

B) Bid Requirements and Information................................................................ ..3

1) Key Action Dates .32) Submission of Bid.43) Evaluation and Selection.54) Award and Protest55) Disposition of Bid..66) Agreement Execution and Performance ..6

C) Administrative Requirements.6D) Preference and Participation Programs7

E) Required Attachments 8

1) Required Attachment Check List.. 82) Bid/Bidder Certification Sheet .. 93) Cost Sheet.................................................................................................114) Bidder References .....................................................................................125) List of Subcontractors ................................................................................ 136) Payee Data Record (STD 204) ................................................................. 147) Contractor's Certification Clauses (CCC) (page 1).................................... 158a) Small Business/Non Small Business Preference...168b) Small Business/DVBE Commercially Useful Function17

F) Sample Standard Agreement (STD 213) ......................................................... 18

1) Exhibit A, Scope of Work ......................................................................19-212) Exhibit B, Budget Detail and Payment Provisions ..................................... 223) Exhibit B.1, Cost Worksheet...................................................................... 234) Exhibit D, Special Terms and Conditions................................. 24-25


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A) Purpose and Descr iption of Services

The purpose of this invitation for Bid (IFB) is to establish a one year contract for services of a Certified PublicAccountant (CPA) to assist in the maintenance of the Child Support Guideline Calculator (GC). The GC is a tool thais used by Child Support Caseworkers to determine an appropriate amount of Child Support to be paid by a childsupport payer, (California Rules of Court, Section 5.275), (located at http://www.courtinfo.ca.gov/rules/) and requiresthat a CPA certify that the calculator accurately estimates the actual tax liability consistent with state and federal lawsas described in the attached Exhibi t A, Scope of Work(SOW).

B) Bid Requirements and Information

1) Key Action Dates

Event Date Time

IFB available to prospective bidders 06/30/08

Written Questions Due 07/15/08 4:00 P.M.

DCSS responses to all written questions 07/17/08

Final Date for Bids Submission 07/22/08 2:00 P.M.

Bid Opening 07/22/08 2:05 P.M.

Notice of Intent to Award 07/23/08

Proposed State Date of Agreement 08/01/08

The anticipated term of this Agreement is August 1, 2008 through J uly 31, 2009. The date of contract approval bythe DCSS, however, shall be the governing factor as to the date of commencement.


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2) Submission of Bid

a) All bids must be submitted under sealed cover and sent to Department of Child Support Servicesby datesand times shown in Section C, Bid Requirements and Information, Item 1) Key Action Dates, (page 3). Thesealed cover must be plainly marked with the IFB number and title, must show your firm name and addressand must be marked with "DO NOT OPEN", as shown below

IFB CSSD 168Child Support Guideline CalculatorDepartment of Child Support Services

Contracts & Procurements Section, MS 20P.O. Box 419064*

11140 White Rock Road (Deliver to mailroom**)Rancho Cordova, CA 95741

Attention: Shauna LaddDO NOT OPEN

DUE: July 22, 2008, 2:00 P.M.

*For U.S. Mail, please use P.O. Box. Use street address for all other mail.

** Mailroom is the roll-up door near the center rear of building. There is a phone box and contact phonenumbers if no one is present.

Bids not submitted under sealed cover may be rejected. Two (2)copies of the bid must be submitted.

b) All bids shall include the documents identified in Attachment 1, Required Attachment Checklist. Bids noincluding the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is onethat does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the biddingfirm.

d) Bids must be submitted for the performance of all the services described herein. Any deviation from the workspecifications will not be considered and will cause a bid to be rejected.

e) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or otheirregularities of any kind. The DCSS may reject any or all bids and may waive an immaterial deviation in abid. The DCSS waiver of an immaterial deviation shall in no way modify the IFB document or excuse thebidder from full compliance with all requirements if awarded the agreement.

f) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibilityof the bidder and shall not be charged to the DCSS.

g) An individual who is authorized to bind the bidder contractually shall sign the Attachment 2, Bid/BiddeCertification Sheet. The signature should indicate the title or position that the individual holds in the firm. Anunsigned bid may be rejected.

h) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prioto the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not beconsidered.

i) A bidder may withdraw its bid by submitting a written withdrawal request to the DCSS, signed by the bidder oan authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bidsmay not be withdrawn without cause subsequent to bid submission deadline.


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j) DCSS may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to aparties who received a bid package.

k) DCSS reserves the right to reject all bids. The agency is not required to award an agreement.

l) Before submitting a response to this solicitation, bidders should review, correct all errors and confirmcompliance with the IFB requirements.

m) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigateconditions, character, and quality of surface or subsurface materials or obstacles that might be encounteredNo additions or increases to the agreement amount will be made due to a lack of careful examination of worksites and specifications.

o) The DCSS does not accept alternate contract language from a prospective contractor. A bid with suchlanguage will be considered a counter proposal and will be rejected. The States General Terms andConditions (GTC) are not negotiable.

p) No oral understanding or agreement shall be binding on either party.

3) Evaluation and Selection

a) At the time of bid opening, each bid will be checked for the presence or absence of required information inconformance with the submission requirements of this IFB.

b) The DCSS will evaluate each bid to determine its responsiveness to the published requirements.

c) Bids that contain false or misleading statements, or which provide references, which do not support an

attribute or condition claimed by the bidder, may be rejected.

d) Award if made, will be to the lowest responsive responsible bidder.

4) Award and Protest

a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but theagreement is not to be awarded to the low bidder, the low bidder shall be notified by telegram, electronicfacsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of theagreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in theoffice of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the Department of General ServicesOffice of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and theDCSS on the grounds that the (protesting) bidderis the lowest responsive responsible bidder, the agreemenshall not be awarded until either the protest has been withdrawn or the Department of General Services hasdecided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of GeneraServices and the awarding agency a detailed written statement specifying the grounds for the protest. Thewritten protest must be sent to the Department of General Services, Office of Legal Services, 707 ThirdStreet, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statemen


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must also be mailed to the Chief, Contracts and Procurement Section at DCSS, P.O. Box 419064, MS 20Rancho Cordova, CA 95741. It is suggested that you submit any protest by certified or registered mail.

5) Disposition of Bids

a) Upon bid opening, all documents submitted in response to this IFB will become the property of the State oCalifornia, and will be regarded as public records under the California Public Records Act (Government CodeSection 6250 et seq.) and subject to review by the public.

b) Bid packages may be returned only at the bidder's expense, unless such expense is waived by the DCSS.

6) Agreement Execution and Performance

a) Performance shall start not later than five (5) days, or on the express date set by the DCSS and theContractor, after all approvals have been obtained and the agreement is fully executed. Should theContractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days writtennotice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be

liable to the DCSS for the difference between Contractor's bid price and the actual cost of performing work bythe second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

C) Adminis trative Requirements

Prospective bidders are required to meet all of the following administrative requirements in order to be consideredresponsive to this solicitation:

1. COST SHEET

Bidders must complete Attachment 3, Cost Sheet, following the Steps for each service category, sign andsubmit with their bid.

2. REFERENCES

Bidders must provide a minimum of three customer references that are current within the last three yearsThese references must have received services that were similar in the scope and nature of the services beingrequested in this solicitation. DCSS may contact any or all references during the evaluation process. Biddersmust complete Attachment 4, Bidder References.

3. SUB-CONTRACTING

If the Contractor is using sub-contractors, the firm name, contact person, address (including city/state/zip) and

a telephone and fax number must be listed in Attachment 5. Performance by subcontractors are the soleresponsibility of the prime contractor and are subject to ALL of the requirements, terms and conditions, andprocedures detailed in this IFB.

4. PAYEE DATA RECORD

Bidders must complete the Payee Data Record (Std. 204) Attachment 6 and submit it with the final bidresponse. This form provides information necessary for the State to determine if the successful vendor isubject to state income tax withholding pursuant to California Revenue and Taxation Code.

5. CONTRACTOR CERTIFICATION CLAUSES (CCC 307)


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Bidders must read, understand, and agree to various certifications contained in Attachment 7. Thesecertifications are required by law and failure to sign and comply with these requirements is cause for a bid tobe rejected.

D) Preference and Participation Programs

1) Small Business Enterprise (SBE): The Small Business regulations, located in the California Code ofRegulations, (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1986 et seq.), concerning the applicationand calculation of the small business preference, small business certification, responsibilities of smallbusiness, department certification, and appeals are revised, effective 9/9/04. The new regulations can beviewed at www.pd.dgs.ca.gov/smbus. For those without Internet access, a copy of the regulations can beobtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

2) Small Business Certification: Bidders claiming the small business preference must be certified by Californiaas a small business or must commit to sub-contract at least 25% of the net bid price with one or moreCalifornia certified small businesses. Completed certification applications and required support documentmust be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00p.m., on thebid due date, and the service agencies (SB/NVSA) claiming the small business preference must possess

certification by California prior to the day and time bids are due. Questions regarding certification should bedirected to the OSDS at (916) 375-4940.

3) Non-Small Business Subcontractor Preference: A 5% preference is now available to a non-small businessclaiming 25% California certified small business subcontractor participation.

4) Small Business Nonprofit Veteran Service Agencies (SB/NVSA): SB/NVSA prime bidders meetingrequirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a Californiacertification as a small business are eligible for the 5% small business preference.

5) Attachment 8 with Bid Required if Claiming the Small Business Preference: All bidders must complete andinclude the Declaration Form. If claiming the non-small business subcontractor preference, the form must listall of the California certified 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 commerciallyuseful function in the performance of the contract as defined in Government Code Section 14837(d)(4).

6) Disabled Veteran Business Enterprise Participation Program (DVBE) Requirements

DCSS is waiving the DVBE requirement for IFB, CSSD 168.

For more information about the DVBE program, contact the OSDC at (916) 375-4940, or visit their Internetsite at: http://www.pd.dgs.ca.gov/smbus .

E) Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this agreement.


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ATTACHMENT 1

REQUIRED ATTACHMENT CHECK LIST

As a convenience to prospective bidders, the checklist below is provided to assist bidders in preparing their response tothis IFB. Bidders should not rely solely on this checklist to ensure that their bid is complete and responsive. Bidders arestrongly encouraged to read the entire solicitation document to be assured they have met all requirements of this IFB.

Description At tachment Signature Required

Bid/Bidders Certification 2 Yes

Cost Sheet 3 Yes

Customer References 4 No

Sub-Contractors 5 No

Payee Data Record 6 Yes

Contractor Certification Clauses (CCC 307) 7 Yes

Small Business/Non-Small Business Preference (if applicable) 8a Yes

Declaration Form(if applicable) 8b Yes

**If vendor is small business, please include the Small Business Certification


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ATTACHMENT 2

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entirepackage in duplicate with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFBinstructions.

Do not return Section B, Bid Requirements and Information (pages 3 through 6) nor the " Sample Agreement" athe end of this IFB.

A. Our all-inclusive bid i s submitted as detailed in At tachment 3, Cost Sheet.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. Thesignature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Cert if ication Sheet May Be Cause For Reject ion

1. Company Name 2. Telephone Number 2a. Fax Number( ) ( )

3. Address

Indicate your organization type:4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidders Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business Certification andResources (OSBCR) as:

a. California Small BusinessYes NoIf yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes NoIf yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked Yes .

Date application was submitted to OSBCR, if an application is pending:


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Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on theBid/Bidder Certification Sheet by following the instructions below.

ItemNumbers

Instructions

1, 2, 2a,3

Must be completed. These items are self-explanatory.

4 Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in whichone person owns all the assets of the business in contrast to a partnership and corporation.

The sole proprietor is solely liable for all the debts of the business.

5 Check if your firm is a partnership. A partnership is a voluntary agreement between two or

more competent persons to place their money, effects, labor, and skill, or some or all of themin lawful commerce or business, with the understanding that there shall be a proportionalsharing of the profits and losses between them. An association of two or more persons tocarry on, as co-owners, a business for profit.

6Check if your firm is a corporation. A corporation is an artificial person or legal entity createdby or under the authority of the laws of a state or nation, composed, in some rare instances, ofa single person and his successors, being the incumbents of a particular office, but ordinarilyconsisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

8

Enter your corporation number assigned by the California Secretary of States Office. This

information is used for checking if a corporation is in good standing and qualified to conductbusiness in California.

9 Complete, if applicable, by indicating the type of license and/or certification that your firmpossesses and that is required for the type of services being procured.

10, 11,12, 13

Must be completed. These items are self-explanatory.

14If certified as a California Small Business, place a check in the "Yes" box, and enter yourcertification number on the line. If certified as a Disabled Veterans Business Enterprise, placea check in the "Yes" box and enter your service code on the line. If you are not certified toone or both, place a check in the "No" box. If your certification is pending, enter the date your

application was submitted to OSBCR.


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ATTACHMENT 3

EXHIBIT B.1COST WORKSHEET

BUDGET DETAIL (title used in Agreement)

CONTRACTOR

The undersigned Contractor, as bidder, declares that he/she had carefully examined the specifications and generalconditions therefore, read the bid and is familiar with all requirements, and agrees, if the bid is accepted, to completethe services in accordance with the Agreement Documents, in the time stated herein amounting to the total of:

Item Estimated Hours* Monthly Total Costs

Hour ly Rate of $______________________ 25 hours per mon th

Total Contract Amount = $___________________Monthly Cost x 12 months = $____________________

* Estimated number of hours. Contractor will be paid for actual hours performed under this contract.

Bid amount to inc lude and cover all costs to perform all work in the manner set forth, described and shown inthe Scope of Work.


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ATTACHMENT 4

BIDDER REFERENCES

Submission of this attachment is mandatory.Failure to complete and return this attachment with your bid will cause yourbid to be rejected and deemed nonresponsive.

List below three references for services performed within the last five years, which are similar to the scope of work to beperformed in this contract.

REFERENCE 1

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number

Dates of Service Value or Cost of Service

Brief Description of Service Provided

REFERENCE 2

Name of FirmStreet Address City State Zip Code




REFERENCE 3

Name of Firm

Street Address City State Zip Code





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ATTACHMENT 5

SUB-CONTRACTOR PARTICIPATION (if any)

Complete for each Sub-contractor participant. Use multiple sheets if necessary.

SOW Position Title:

Firm Name:

Sub-Contractor Consultant Name:

Address: Telephone/Fax: /

Email Address:

SOW Position Title:

Firm Name:



Email Address:

SOW Position Title:

Firm Name:



Email Address:

SOW Position Title:

Firm Name:




Email Address:


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ATTACHMENT 6

PAYEE DATA RECORD

The Payee Data record is available online atPayee Data Record (http://www.documents.dgs.ca.gov/osp/pdf/std204.pdf).

This is a .pdf fill and print form. You must have Adobe Acrobat 4.0 or higher to use this feature. It is acceptable to printthe form and complete it manually.


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ATTACHMENT 7

Contractor Certification Clauses (CCC) 307

The CCC can be found on the Internet at www.ols.dgs.ca.gov/Standard+Language. Please read, sign andsubmit with your bid.


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ATTACHMENT 8a

SMALL BUSINESS PREFERENCE

Section 14835, et. seq. of the California Government Code requires a 5% preference be given to bidders who qualify as asmall business. The rules and regulations of this law, including the definition of a small business for the delivery of goodsand services, are contained in Title 2, California Code of Regulations, Section 1896, et. seq. A copy of the regulations isavailable upon request from the Office of Small Business and Disabled Veteran Business Enterprise Certification, or ahttp://www.oal.ca.gov/

To claim the small business preference, which may not exceed $50,000 for any bid, the firm must have its principal placeof business located in California, have a complete application (including proof of annual receipts) on file with the StateOffice of Small Business Certification and Resources by 5:00 p.m. on the bid due date and be verified by such officeQuestions regarding the preference approval process should be directed to the Office of Small Business Certification andResources at 1-800-559-5529 or at http://www.pd.dgs.ca.gov/smbus

PART 1

ALL BIDDERS, PLEASE CHECK THE APPROPRIATE LINE BELOW:

_____ I am a California Certified Small Business and the preference is applicable to this bid. A copy of my cert if ication

from the Office of Small Business and Disabled Veteran Business Enterprise Certification is attached.

_____ I have recently filed for Small Business Certification in California but have not yet received it.

PART 2

The required list of California certified small business subcontractors must be attached to this response. Please completeAttachment 5 listing any subcontractors participating in this solicitation.

_____ I am claiming the 5% non-small business preference and agree to subcontract as least 25% of the net bid pricewith one or more California certified small businesses listed on Attachment 5.

NAME OF BIDDER (please print):

_____________________________________________________________________

Signature:

_____________________________________________________________________


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ATTACHMENT 8b

Small Business and DVBE Commercially Useful Function

Failure to sign this Declaration is grounds for rejection of this bid.

DECLARATION

The undersigned as an authorized representative of the supplier submitting this proposal, hereby declares that this firm iproviding a commercially useful function to the State of California as defined in Government Code 14837(d)(4) andMilitary and Veterans Code 999(e)(2).

The undersigned declares under the penalty of perjury that the above statement is true and correct.

___________________________________________ ________________________________Signature of Authorized Representative Printed Name

___________________________________________Date

Failure to sign this Declaration is grounds for rejection of this proposal.


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State of CaliforniaSTANDARD AGREEMENT

STD 213 (Rev 06/03) AGREEMENT NUMBER

REGISTRATION NUMBER

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

Department of Child Support Services (DCSS)CONTRACTOR'S NAME

Contractors Name

2. The term of this August 1, 2008 through J uly 31, 2009

Agreement is:

3. The maximum amount $ TBDof this Agreement is:

4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a part ofthe Agreement.

Exhibit A Scope of Work

Exhibit B Budget Detail and Payment ProvisionsExhibit B.1 Cost Sheet

Exhibit C* General Terms and ConditionsExhibit D Special Terms and Conditions

6pages

2 page(s)1 page(s)GTC-3072 page(s)

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto. These documents canbe viewed atwww.ols.dgs.ca.gov/Standard+Language

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR

CONTRACTORS NAME (if other than an individual, state whether a corporation, partnership, etc.)

Contractors Name

BY (Authorized Signature)

"DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

Person signing agreement

California Department of GeneralServices Use Only

ADDRESS

Company Address

STATE OF CALIFORNIA

AGENCY NAME

Department of Child Support Services

BY (Authorized Signature)

"

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

Patti Mizutani, Contracts & Procurements Section

ADDRESS

P.O. Box 419064Rancho Cordova, CA 95741-90


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EXHIBIT A

SAMPLE STATEMENT OF WORK

SCOPE OF WORK

1. (Name of Business), hereinafter Contractor, will supply the services of a Certified Public Accountant (CPA) toassist in the maintenance of the Child Support Guideline Calculator (GC) for the Department of Child SupportServices (DCSS). The GC is a tool that is used by Child Support Caseworkers to determine an appropriateamount of Child Support to be paid by a child support payer (California Rules of Court, Section 5.275), (located athttp://www.courtinfo.ca.gov/rules/) and requires that a CPA certify that the calculator accurately estimates theactual tax liability consistent with state and federal laws.

2. The term of this Agreement shall be from August 1, 2008 through J uly 31, 2009.

3. The designated CPA shall be available Monday through Friday, normal business hours, excluding state holidays,or at such times that are mutually agreeable to the DCSS and the Contractor.

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

Department of Child Support Services ContractorContact NameP.O. Box 419064 AddressRancho Cordova, CA 95741-9064Phone: 916-464-4884 Phone:

Direct all Agreement inquiries to:

Department of Child Support Services ContractorContracts & Procurements SectionShauna Ladd Contact NameP.O. Box 419064 AddressRancho Cordova, CA 95741-9064

Phone: 916-464-3454 Phone:Fax: 916-464-3408 Fax:e-mail: [email protected] e-mail:

5. The Contractorshall provide the State with the following certifications, licenses and qualifications, at time of bidsubmission:

Certified Public Accountant Knowledge of Federal and State Income and Employment Tax Laws Education Achievement (i.e. Degrees or special certifications) Membership in professional organizations (if any) Ability to meet task and project schedules

6. The CPA will work with DCSS to ensure published and accurate actual tax liabilities are included in the ChildSupport GC.

7. The CPA shall become familiar with the operation of the GC software developed by CCSAS project staff in orderto certify the accuracy of the calculators state and federal tax calculations. This includes:

A. Reviewing and analyzing CSE system screen prints and word documents provided by CSE System.

B. Testing the calculations made by the calculator to validate that they are accurate.


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C. Attending meetings, either at DCSS or over the phone, as required by DCSS and assisting in answeringquestions regarding the tax calculations.

D. Providing advice to DCSS in making policy decisions regarding the operation of the GC either orally or inwriting.

8. The CPA shall notify DCSS Project Coordinator, Cindi Pocoroba, of federal and state tax law changes at least

quarterly, in letter format (see Exhibit A.2 sample tax change table) sent via e-mail, fax or USPS.

9. For the term of this contract, the CPA shall produce the following deliverables on the following dates:

Estimate for 2008 Tax Updates Deliverable DueA. In a format acceptable (see Exhibit A.3 - sample Excel spreadsheet and explanation

letter) to DCSS, an update to the tax calculation reference data spread sheet with taxdata for 2009 as published by Internal Revenue Service and projected 2009California Franchise Tax Board state tax data.

September 5, 2008

B. Certification Statement, signed by Contractor, required by California rule of Court,rule 5.275. The Statement shall state that:

(1) The accountant is familiar with the operation of the software;

(2) The accountant has carefully examined, in a variety of situations, theoperation of the software in regard to the computation of tax liability;

(3) In the opinion of the accountant the software accurately calculatesthe estimated actual state and federal income tax liability consistent withInternal Revenue Service and Franchise Tax Board procedures;

(4) In the opinion of the accountant the software accurately calculatesthe deductions under the Federal Insurance Contributions Act (FICA),including the amount for social security and for Medicare, and thedeductions for California State Disability Insurance and properly

annualizes these amounts; and

(5) States which calendar year the statement includes and must clearlyindicate any limitations on the statement.

October 31, 2008

Actual 2008 and 2009 Tax Update DeliverablesC. In a format acceptable (see Exhibit A.3 - sample Excel spreadsheet and explanation

letter) to DCSS, an update to the tax calculation reference data spread sheet with taxlaw changes for 2008.

November 15, 2008

D. A description of tax law changes for 2008 not included in the tax calculationreference data spread sheet (see Exhibit A.2 sample tax change).

November 15, 2008

E. A description of guideline calculator formula changes that must be incorporated intothe Guideline calculator to implement tax law changes described in D above. November 15, 2008


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F. Certification Statement, signed by Contractor, required by California rule of Court,rule 5.275. The Statement shall state that:

(1) The accountant is familiar with the operation of the software;

(2) The accountant has carefully examined, in a variety of situations, the

operation of the software in regard to the computation of tax liability;

(3) In the opinion of the accountant the software accurately calculatesthe estimated actual state and federal income tax liability consistent withInternal Revenue Service and Franchise Tax Board procedures;

(4) In the opinion of the accountant the software accurately calculatesthe deductions under the Federal Insurance Contributions Act (FICA),including the amount for social security and for Medicare, and thedeductions for California State Disability Insurance and properlyannualizes these amounts; and

(5) States which calendar year the statement includes and must clearly

indicate any limitations on the statement.

It is mutually agreed that either party may cancel the Interagency Agreement upon 30 days advance notification inwriting.


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SAMPLE EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoic ing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, DCSS agrees to compensatethe Contractor for actual expenditures incurred in accordance with the rates specified in the attached Exhibit B.1,Budget Detail. The rates agreed upon in this contract will not increase for the term of this Agreement.

B. Invoices shall include the Agreement Number and shall be submitted in duplicate not more frequently thanmonthly in arrears to:

DEPARTMENT OF CHILD SUPPORT SERVICESContract Fiscal Support UnitP.O. BOX 419064, MS-22

Rancho Cordova, CA 95741-9064

Invoices not containing this information may be returned with requests for the inclusion.

2. State Budget Contingency Clause

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

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

3. For Contract With Federal Funds

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining theavailability of Congressional appropriation of funds, for the mutual benefit of both parties, in order to avoidprogram and fiscal delays which would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the DCSS by the UnitedStates Government for the term of this Agreement for the purposes of this program. In addition, this Agreement issubject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted bythe Congress which may affect the provisions, terms, or funding of this Agreement in any manner.

C. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this Agreementshall be amended to reflect any reduction in funds.

D. The DCSS has the option to void the Agreement under the 30-day cancellation clause or to amend theAgreement to reflect any reduction of funds.

4. 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.

5. Final Billi ng

Final billing for services must be received by the State within 90 days following the end of the contract.


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COST WORKSHEET (Exhibit B.1)

(Placed here upon award of contract)


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SAMPLE EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Termination Without Cause: This Agreement may be terminated without cause by DCSS upon 30 days writtennotice to the other party.

A. Both parties will accept responsibility for receiving, replying to and/or complying with any audit exceptions byappropriate State and Federal audit agencies that are directly related to the services to be performed under thisAgreement. In addition, each party agrees to pay to the other the amount of the States liability to the FederalGovernment which results from that partys failure to perform the services or comply with the conditions requiredby this Agreement and identified by said audit exception.

B. Contractor agrees to comply with federal procedures in accordance with Office of Management and BudgetCircular A-87, Cost Principles for State, Local, and Indian Tribal Governments.

2. Amendment Clause

This Agreement may be amended by the State with thirty (30) days advance written notice to Contractor.

3. Dispute Provisions

A. If the Contractor disputes a decision of the States designated representative regarding the performance of thisAgreement or on other issues for which the representative is authorized by this Agreement to make a bindingdecision, Contractor shall provide written dispute notice to the States representative within fifteen (15) calendardays after the date of the action. The written dispute notice shall contain the following information:

1) the decision under dispute;

2) the reason(s) Contractor believes the decision of the State representative to have been in error (if applicable,reference pertinent contract provisions);

3) identification of all documents and substance of all oral communication which support Contractors position;and

4) dollar amount in dispute, if applicable.

B. Upon receipt of the written dispute notice, the State program management will examine the matter and issue awritten decision to the Contractor within fifteen (15) calendar days. The decision of the representative shallcontain the following information:

1) description of the dispute;

2) reference to pertinent contract provisions, if applicable;

3) statement of the factual areas of agreement or disagreement; and

4) statement of the representatives decision with supporting rationale.

C. The decision of the representative shall be final unless, within thirty (30) days from the date of receipt of therepresentatives decision, Contractor files with the California Department of Child Support Services a notice ofappeal addressed to:

California Department of Child Support ServicesAttention: Chief, Contracts Section

P.O. Box 419064Rancho Cordova, CA 95746-9064


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Pending resolution of any dispute, Contractor shall diligently continue all contract work and comply with all of therepresentatives orders and directions.

4. Consultant Replacement

A. The assigned consultant(s) will perform the services for the duration of this contract unless an individualbecomes unavailable to perform as a result of death, illness, disability or termination of his or her employmentrelationship with the Contractor, or any other occurrence beyond the reasonable control of the Contractor, orunless DCSS elects to reduce staff levels or requests replacement of an assigned consultant for any reason.If a consultant becomes unavailable for one of these reasons, the Contractor will provide DCSS with aresume of a proposed replacement within five (5) State business days and will offer DCSS an opportunity tointerview the replacement.

B. In no event will the interview of the replacement consultant take more than five (5) business days followingthe day the former consultant becomes unavailable, unless expressly waived in writing by DCSS. If DCSSdetermines that the replacement proposed by the Contractor does not have the ability and experience toperform the services required of the Contractor under this contract, DCSS will so notify the Contractor withinone (1) day after the interview. In that situation, the Contractor shall propose another replacement within one(1) day, not to exceed five (5) State business days of receiving this notification, and DCSS will proceed withthe approval process described above. If after two attempts the Contractor is unable to offer qualifiedpersonnel, DCSS may terminate this contract and utilize another Contractor to provide replacement

personnel.

5. Statement of Economic Interests

A. In accordance with Title 22, California Code of Regulations, Section 123000, consultant Contractors arerequired to complete a Statement of Economic Interests (Form 700) on an annual basis. A consultant isgenerally defined by law as one who advises, makes recommendation, conducts research, presents a report,analysis or opinion to governmental decision makers and thereby influences governmental decisions.

B. Upon award and prior to the approval of this Agreement, Contractors Contract Manager and anyprofessional-level employees and/or subcontractors engaged in any part of the decision-making processrelevant to performing the consulting tasks described in this Agreement shall complete and submit to theStates Contracts and Purchasing Section a completed Form 700.

C. On an annual basis during the term of this Agreement, the Contractor and the same individuals and any newprofessional-level personnel or subcontractors must complete and return a new Form 700. All subsequentforms must be received before the expiration of the initial Form 700. Noncompliance shall be cause fortermination of this Agreement.