STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

EDMUND G. BROWN JR., GOVERNOR

DIVISION OF ADMINISTRATIVE SERVICES
OFFICE OF BUSINESS SERVICES
9838 Old Placerville Road, Suite B-2
Sacramento, CA 95827

December 9, 2016
GEO Reentry, Inc.
Attention: Loren Grayer, Vice President, Operations
One Park Place, 621 NW 53rd St., Suite 700
Boca Raton, FL 33487
Dear Mr. Grayer:
AGREEMENT NUMBER: C5606795-1
SERVICE: MALE COMMUNITY REENTRY PROGRAM (MCRP)
LOCATION: SAN FRANCISCO
Enclosed for your files is a fully executed Agreement regarding the service(s) described above
with the California Department of Corrections and Rehabilitation for the period of
December 6, 2016 through June 30, 2021.
A copy of this Agreement has been forwarded to the Headquarters Accounting Office, which is
responsible for the payment of approved invoices. In order to expedite the payment process,
please ensure all invoices submitted to the State are submitted in accordance with the payment
provisions of this Agreement. Invoices must be accurate; reasonable for the services performed
and costs incurred, and include all applicable receipts and necessary supporting documentation
as stated in this Agreement. Every invoice must also clearly state the Agreement Number and
the Purchase Order Number. If invoices are submitted electronically via email; email must
include the name on the Agreement and Agreement Number in the subject line of the email.
The email must include an attached PDF of the invoice(s) with reference to the institution name
and invoice number.
Fiscal Year
2016/17
2017/18
2018/19
2019/20
2020/21

Work Completed During
12/06/2016 to 06/30/2017
07/01/2017 to 06/30/2018
07/01/2018 to 06/30/2019
07/01/2019 to 06/30/2020
07/01/2020 to 06/30/2021

A Voluntary Statistical Data Sheet is also enclosed.

Purchase Order Number

4400010642
4400010643
4400010644
4400010645
4400010646

GEO Reentry, Inc.
Page 2

If you have any questions or need assistance, do not hesitate to contact me at
(916) 255-6143.
Sincerely,

Theresa J. Olmscheid
Theresa (Tess) Olmscheid
Associate Contract Analyst
Headquarters Service Contracts Unit # 4
Office of Business Services
Enclosure(s)

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation

Agreement Number C5606795
Exhibit A

Scope of Work

SCOPE OF WORK
MALE COMMUNITY REENTRY PROGRAM
 

 
 

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
TABLE OF CONTENTS:

Agreement Number C5606795
Exhibit A

I.

INTRODUCTION

4

II.

CONTRACTOR RESPONSIBILITIES

5

III.

CDCR RIGHTS

8

IV.

ORGANIZATION

10

V.

OPERATIONS

11

VI.

GENERAL PROGRAM SECURITY REQUIREMENTS

12

VII.

ADMINISTRATIVE AND SECURITY REQUIREMENTS
1. Procedures Manual
2. Personnel Policies and Procedures
3. 24-Hour Supervision of Participants
4. Arrival/Departure Sheet (ADS)
5. Security Control of Computers
6. Daily Program Activity Logs
7. Progressive Discipline
8. Emergency Operations Control Plan
9. Release Fund
10. Initial and Annual Fire Safety Inspections
11. Health & Safety Inspections
12. Account Deductions (Restitution) Collection and Accounting
13. Participant Clothing
14. Pest Control
15. Transportation
16. Passes
17. Smoke-Free Environment
18. Subcontracted Services

VIII.
IX.
1.
2.
3.
4.
5.
6.
7.
8.

GENERAL BUILDING SPECIFICATIONS
 
PROGRAM PHYSICAL PLANT COMPONENTS
Program Security
Housing
Food Service and Dining Area
Data Quality Wiring/Hardware
Participant Telephones
Classroom
Office Space and Equipment for CDCR Staff
Office Space and Equipment for Key Personnel

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12
12
13
21
21
21
21
22
22
22
22
23
25
26
26
26
27
27
27
28
28
28
28
28
30
32
32
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33

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
9. Laundry Room
10. Program Maintenance
11. Parking

Agreement Number C5606795
Exhibit A

33
33
34

X.

PROGRAM REQUIREMENTS

34

XI.

MCRP ELIGIBILITY SCREENING

43

XII.

CONTRACTOR INFORMATION
1. Contractor Business Structure

44
44

XIII.

DAMAGE TO PROPERTY OR PERSONS

45

XIV.

AMERICANS WITH DISABILITIES ACT (ADA)

45

XV.

CDCR CONTACT INFORMATION

46

Page 3 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
MALE COMMUNITY REENTRY PROGRAM
I.

INTRODUCTION
The Contractor shall provide Male Community Reentry Program (MCRP) beds that will
provide housing, sustenance, and programming for adult males who have been approved
for participation consistent with Financial Management Requirements (FMR) (Exhibit B-2)
dated 2016 and Penal Code (PC) Section 6250 et seq.
Up to 80 male participants will be placed into the program. The CDCR will have the final
decision regarding program placements. CDCR retains the right to add participants to the
program at any time and CDCR retains the right to remove participants from the program at
any time. Many of the participants will require substance use disorder treatment services;
however, that is not a requirement for admittance into the program.
For a population of between 1 and 69 male participants, CDCR shall pay the Contractor a
per-Participant per-day (per diem) rate of $60. (See Exhibit B-1 for details)
For a population of 70 to 80 male participants, CDCR shall pay the Contractor a perParticipant per-day (per diem) rate of $48. (See Exhibit B-1 for details)
In addition to the participant payments, CDCR shall pay a fixed operational cost of
$97,941.67 per month, as defined in Exhibit B, Rate Sheet. The fixed operational cost shall
be paid as set forth under Exhibit B, regardless of occupancy.
CDCR will begin making participant payments and fixed operational cost payments after the
arrival of the first participant, at which point CDCR will prorate the fixed operational cost in
accordance with actual occupancy (participant days).
CDCR reserves the right to sublease beds that are not filled by participants to city and/or
county entities. Notice will be given to the Contractor by CDCR in writing prior to subleasing
the beds. Programming and Housing for non-CDCR participants will be the same as the
CDCR participants receive.
The Contractor shall be responsible for managing and operating the program as required
under the direction of the CDCR.
The Contractor shall comply with the terms and conditions of the FMR. In the event
provisions set forth in this Scope of Work conflict with the language in the FMR, the
language contained in this Scope of Work shall prevail.
Revisions to the FMR which do not materially or substantively alter or change the
Agreement or the intent of the program can be made by the CDCR without amending the
Agreement. As revisions are issued, the Contractor agrees to insert the revised pages in

Page 4 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
their copy of the FMR, and the revisions become effective on the date stipulated on the
transmittal letter.
The Contractor shall perform program enhancements/upgrades, including labor and
procurement of items, as listed on Attachment 1, Project Schedule. However phase 1 of the
enhancements/upgrades shall be completed within 90 days of execution of this Agreement.
CDCR shall have the option of placing participants in the Program starting on the 91st day
after the execution of the agreement with the expectation that all services required in the
SOW will be provided to participants (the Contractor shall provide the Division of
Rehabilitative Programs (DRP) with a plan that outlines the ramp-up of the program that will
begin on the 91st day). The remaining construction phases will be completed within 90 days
after phase 1 completion, per the timeline submitted in Attachment 1 (See Section II.6 below
for liquidated damages in regards to program/program unavailability).
 II. 

CONTRACTOR RESPONSIBILITIES
The Contractor responsibilities include, but are not limited to, the following:
1. Within 90 days of execution of this Agreement, Contractor shall complete phase 1
enhancements/upgrades, procurements and improvements in order to provide a
safe/secure program for the housing, sustenance, supervision, care, programming, and
approved programs for participants pursuant to the terms of this Agreement.
2. The Contractor will provide the supervision, care, programming, and approved programs
for participants pursuant to the terms of this Agreement.
3. The total occupancy of the program must not exceed the authorized capacity as set by
the fire inspector for the respective Program and/or as set by the CUP or equivalent.
The Contractor must forward a copy of the fire inspector’s clearance to the CDCR
Program Manager for filing in the contract file.
4. Maintain a fully functional program. This to include the procurement, installation/removal,
maintenance, repair and/or replacement of all furniture, fixtures, materials, and
equipment necessary to operate the Program if deemed to have been due to misuse or
negligence on the part of the vendor, pursuant to the terms of this Agreement (other than
that of the CDCR furniture and equipment).
5. Provide for medical care, using community resources, dental, mental health and medical
referrals of participants consistent with the CDCR requirements, the requirements of the
Agreement, and the scope of medical services as defined herein (see Section X,
Program Requirements, Subsection 7, Medical Services). Organize and provide
coordination of emergency medical transportation of participants to medical facilities
providing emergency care. Maintain participant medication records/files and forward to
the appropriate institution or parole office upon transfer/parole/discharge.

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
6. In the event the program is not ready for CDCR’s use in accordance with this Agreement
by the date agreed between the Contractor and CDCR (within 90 days of execution of
this Agreement), CDCR may assess the Contractor liquidated damages in the amount
equal to the maximum total cost allotment per day that the Program is not ready for
occupancy. The Contractor will not be held liable for State Fire Marshall delays beyond
the Contractor’s control, however the Contractor shall make every effort to assist the
State Fire Marshal in regards to scheduling and facility approval. During the term of the
agreement, if an act or omission of the Contractor prevents or limits CDCR’s use of the
Program in accordance with this Agreement, and upon written notice and reasonable
opportunity to cure said default, CDCR may assess the Contractor liquidated damages
in the amount equal to the total cost allotment per day for the number of beds CDCR is
not able to utilize.
7. Fully cooperate with the CDCR in the operation of the program. Follow all applicable
CDCR directives and those issued by the DRP Correctional Administrator, or designee.
Comply with all applicable CDCR policies and procedures and all required updates and
revisions thereto. Seek and obtain the permission of the DRP Correctional Administrator
or designee before implementing any changes to Program policy, programs, procedures,
personnel, etc. Provide clear communication between Contractor's Program Director
and the DRP Correctional Administrator or designee at all times. Follow directives of the
CDCR peace officer staff during routine and emergency situations.
8. Provide, coordinate and allow all participants to participate in activities, services and
programs within the MCRP as specifically required by Exhibit A, Scope of Work Section
X, Program Requirements. Obtain written approval from the DRP Correctional
Administrator or designee before changing, deviating, reducing, or expanding such
Participant activities, services and/or programs.
9. Comply with all applicable requirements of the Constitution of the United States, the
Constitution of the State of California and State and Federal law with regard to the care
and treatment of participants, including, but not limited to, equal protection, freedom of
religion, and the Establishment Clause. Refrain from violating participants' civil rights,
and from engaging in any unnecessary or illegal disparity in the care and/or treatment of
any participant(s) or any legally cognizable class of participant. Refrain from any
proselytizing, promoting or discouraging of participants' practice, or failure or refusal to
practice, any particular religion or religion in general, and from otherwise unnecessarily
or illegally impinging upon participants' religious freedoms unless specifically authorized
in advance in writing by the DRP Correctional Administrator or designee.
10. Conduct routine inspections of participant services, participant programs, program
operations, living/work/recreational areas, and entire MCRP to ensure compliance with
the Agreement, CDCR policies and requirements, State law, and Constitutional
requirements and provide findings and any remedial actions to the assigned Correctional
Counselor III (CDCR Program Manager), and DRP Correctional Administrator or
designee.
Page 6 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

11. Develop, document and maintain at all times an organizational structure with lines of
delegated authority and responsibility within Contractor's corporate, partnership,
proprietorship or other type of business organization. Designate the Contractor's
Program Director as the primary contact for all operational, administrative and
managerial issues at the Program. Establish and maintain regular communications
between the Contractor's Program Director and the DRP Correctional Administrator or
designee. Immediately provide written notification to the DRP Correctional Administrator
or designee of any changes in the Contractor's management staff, organizational
structure, and/or lines of delegated authority and responsibility, changes to established
programs/operations, personnel and any adverse impacts on the safety of the public,
staff, participants and the security of the program.
12. Hire, train, and supervise qualified personnel as specified in Exhibit A, Scope of Work.
Implement an organized program of MCRP contract staff orientation and training
pursuant to Exhibit A, Scope of Work and all applicable codes and regulations. Maintain
staffing levels in order to carry out the CDCR program objectives. Identify and define all
position duties/functions/responsibilities and assign staff to each position. Supervise
and discipline Contractor staff when required. When staffing changes occur, identify and
define all duty functions and responsibilities.
 
13. Conduct and complete investigations into allegations of Contractor staff misconduct,
Program disturbances, safety and/or security incidents, and similar events, and provide
the CDCR with ongoing and final oral and written status report(s) as requested.
Cooperate fully with any State investigation(s) and facilitate the full cooperation of all
Contractor staff with such investigations and audits pursuant to this Agreement. Provide
written reports and documentation of such investigations and audits upon request by the
DRP Correctional Administrator or designee.
14. Establish disturbance control/emergency preparedness action plans, in concert with the
CDCR, to quell disorders/emergencies.
15. Develop procedures to report any Use of Force to the on-site CDCR Program Manager,
or if after hours, CDCR Administrative Officer-of-the-Day (AOD).
16. Provide verbal notification and subsequent written reports to the CDCR on matters that
may lead to, or have resulted in, a reportable incident.
17. Comply with all CDCR and/or State fiscal reporting requirements/guidelines, reviews,
inspections, audits and/or Corrective Action Plans.
18. As specified in Exhibit A, Scope of Work maintain any and all participant funds (such as,
but not limited to, Participant Trust Fund, Participant Welfare Fund, and restitution) and
"program income" in separate interest-bearing accounts (up to the FDIC insured limits)
maintained on behalf of, and in trust for, the State. Upon request and approval of the
Page 7 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
DRP Correctional Administrator or designee, Contractor may maintain these funds in a
non-interest bearing account. The Contractor shall not intermingle participant funds,
program income, and/or Contractor's own funds. Account to CDCR for all participant
funds and program income and use or turn over such funds to the State as directed by
the DRP Correctional Administrator or CDCR.
19. The Contractor’s accounting system must be in accordance with the Financial
Accounting Standards Board and the Governmental Accounting Standards Board
standards as the authoritative body of Generally Accepted Accounting Principles.
20. The Contractor shall maintain community relations by gaining and maintaining support
for the MCRP program through community outreach and awareness.
21. The Contractor shall provide “home-like” non-disposable furnishings to include, bunks,
dressers/lockers, etc.
22. The Contractor shall provide for program upgrades as described in Attachment 1.
23. The Contractor shall make all necessary modifications and provide all services and
procurements as required for program. This includes, but is not limited to, structural and
building retrofits and improvements, as well as procurements as listed on Attachment 1.
The Contractor shall complete enhancements, procurements and improvements as
listed on Attachment 1, Phase 1 within 90 days of execution of the Agreement. The
remaining construction phases will be completed within 90 days after phase 1
completion, per the timeline submitted in Attachment 1.
24. The State reserves the right to reduce program components. In the event that a
program is reduced, this contract will be amended to reduce funding and program
components and policies.
III.

CDCR’s Rights - CDCR has the right to the following:
1. Refer eligible participants to the MCRP for services.
2. Track program referrals on a monthly basis.
3. Monitor Contractor’s compliance with CDCR and other required training standards for
Contractor staff.
4. Assign a CDCR staff member to act as a liaison between the Contractor and CDCR.
5. With the Contractor’s cooperation, secure all non-peace officer staff, visitor, vendor, and
volunteer security checks through the State Department of Justice and/or Federal
Bureau of Investigation.
Page 8 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

6. Review the Contractor's operating program policies and procedures for compliance with
CDCR requirements prior to Program activation and during the term of the Agreement.
7. Review and process program monthly invoices for reimbursement and Contractor staff
vacancies.
8. The CDCR Program Manager will work closely with the Contractor during activation and
program implementation. The Program Manager’s role will include, but not be limited
to, monitoring the progress of the Contractor through the activation phase, program
implementation, services provided, participants’ interaction with staff and each other,
and the environment of the Program. As concerns are brought forward, the Program
Manager will work with the Contractor in finding a solution to address any issues and
assist in providing technical assistance to the Contractor as needed.
9. Ensure effective communication between the CDCR Program Manager, Parole Agent II
(Case Manager), and Contractor in order to share information regarding parole-related
activities.
10. Provide initial orientation and ongoing training to Contractor staff pursuant to CDCR
laws, rules, and policies and procedures.
11. Maintain participant case record and casework functions.
 
12. With Contractor’s cooperation, oversee Contractor's collection of and accounting for all
Participant trust funds, restitution, Participant pay, and "program income". Direct the
use of such funds and/or collect such funds from Contractor on a regular periodic basis
throughout the term of the Agreement.
13. Monitor the Contractor’s fiscal activities covering all funds associated with this
agreement.
14. Ensure appropriate communication between CDCR staff, Contractor, and participant in
the participant’s progress through the program and in development of the Individualized
Reintegration Plan (IRP) and discharge plan.
15. Participate in training as provided through various entities for both CDCR and
Contractor staff.
16. Provide mental health treatment in the community or by licensed professionals on-site.
17. Review and approve the participant Program Orientation Handbook developed by the
Contractor.

Page 9 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
18. Monitor contract compliance through site visits, Program Quality Reviews (PQRs), and
audits. An audit will be performed on the MCRP by CDCR one year after
commencement of services.
19. CDCR shall provide for the annual program inspections by the appropriate official(s), by
the Health Department(s) for Program and Contractor compliance with required health,
safety, sanitation and hazardous material standards and requirements. CDCR shall not
be responsible for additional costs incurred as a result of program non-compliance.
The Contractor shall provide to CDCR within 30 days, copies of reports, certificates,
findings and/or other related documents, including submission of corrective action plans
delineating resolution of the deficiencies. CDCR shall provide reasonable advance
notice of any such inspection(s).
20. The Contractor shall immediately report to CDCR any instance or situation where
serious bodily injury or life threatening condition is known or found to exist.
IV.

ORGANIZATION
The Contractor’s operations must be organized so that there will be continuous
management representation on site during normal business hours with the authority to make
decisions regarding policy, procedure and critical program issues. The Contractor shall
provide lines of authority and identify these positions/individuals that are authorized to make
decisions in the day-to-day management and operation of the Program. The Program
representatives shall effectively plan, direct; take appropriate action within the Program
relative to maintenance, programming, personnel management and budget preparation.
The Program Director shall coordinate with CDCR regarding program activation, treatment,
training, and discipline of all participants in the program. The Program Director shall be
responsible for supervising and evaluating contract staff and acting as the liaison with
CDCR.
The Contractor shall comply with California laws pertaining to parole, building construction
and related security specifications. The Contractor will be responsible for the assignment of
staff to supervise contracted services and coordinate all necessary activities related to the
responsibilities listed in the Agreement. A complement of Contractor staff must be provided
for the assignment of supervising employees on a continuing basis.
The Contractor shall designate an “Administrative Officer-of-the-Day (AOD)” to be available
for contact in the event of unusual or serious incident(s) at the Program during non-business
hours. Contractor staff assigned for AOD duties must possess administrative/managerial
experience and have the authority to make decisions in the absence of the Program
Director. The CDCR reserves the right to amend, upon written notification to the Contractor,
the list of reportable unusual or serious incidents. The Contractor AOD shall direct
Contractor staff to make the appropriate notifications and submit completed reports to

Page 10 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
CDCR as required in Exhibit A, Scope of Work. However, should a difference of opinion
occur between the Contractor and CDCR staff, the CDCR AOD direction(s) shall prevail.
 
V.
OPERATIONS
The Contractor, with CDCR approval, will: (1) develop and implement an organizational
structure with lines of authority; (2) assign responsibility and distribution of functions; (3)
prepare a detailed description of the authority, responsibilities and duties of each MCRP
staff member; (4) develop and implement written policies and procedures for MCRP
administrative and operational activities; (5) implement an organized program of MCRP staff
orientation and training, and (6) provide organizational chart(s) depicting all staffing
resources assigned at the program. The organizational chart(s) must identify the title of the
position, the respective position number (if any), the particular watch, and the name of the
person currently assigned to the position. The Contractor must maintain the organizational
chart(s) and produce a copy to the DRP Correctional Administrator or designee upon any
change or request from CDCR. In addition, the Contractor shall provide personnel available
to perform necessary clerical functions for CDCR staff from 8:00 a.m. to 5:00 p.m. Monday
through Friday.
All hires into the MCRP Contractors’ program shall receive training, initial orientation to State
laws, CDCR regulations, policies, and procedures within forty-five (45) days of hire. This will
include drug detection and testing, discretionary decision making, emergency procedures,
appropriate parolee/staff relationships and interactions, and Participant/Parolee Appeal
Form (CDCR 602) (Attachment 2).
The initial employee orientation will be provided onsite by CDCR staff.
Additional required training shall include, but not be limited to policies, practices, theories
and applications, along with outcome-based programs. Some daily travel may be required
to attend initial employee orientation. Overnight travel will be limited.
Any change to the MCRP approved organization structure requires approval of the DRP
Correctional Administrator or designee prior to implementation.
VI.

GENERAL PROGRAM SECURITY REQUIREMENTS
The program will securely house participants. The Contractor shall provide for the safety of
staff, participants and physical/operation security of the Program on a 24-hour, 7 days a
week basis.
The program shall be staffed at the levels specified in the Minimum Required Staffing
(MRS).
 
 

Page 11 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
VII.
ADMINISTRATIVE AND SECURITY REQUIREMENTS

Agreement Number C5606795
Exhibit A

In order to maintain adequate administrative/security control, the Contractor must
incorporate the following components into their scope of operations:
1. Procedures Manual(s)
A CDCR approved Procedures Manual(s) shall be submitted to the Correctional
Administrator or designee no later than 30 days after contract execution. The
Procedures Manual(s) shall addresses every element of the MCRP's daily
operations/activities including, but not limited to the following: health and safety (i.e.,
Blood Borne Pathogens); food service; emergency/disturbance control; Program
operations; participant programs/activities; and fiscal requirements. Any confidential or
restricted material must, at a minimum, be physically secured and inaccessible to
participants or unauthorized persons consistent with CDCR standards/requirements.
It shall be the Contractor’s responsibility to establish MCRP procedures; enforce
procedures; review/update procedures (on no less than an annual basis); and secure
CDCR approval. The Contractor shall ensure currency and accuracy of all information
contained therein. The DRP Correctional Administrator or designee shall have the right
to access and review Program procedures at any time. Proposed procedural changes,
particularly involving participant constitutional rights and Program security, shall be
approved by the DRP Correctional Administrator or designee. In any event, the
Contractor shall provide the DRP Correctional Administrator or designee with a copy of
proposed procedural change(s) with as much advance notice as is practical prior to
anticipated activation. (Emergency changes shall be communicated to the DRP
Correctional Administrator or designee as soon as practical.)
The Contractor must establish the procedures manual(s) and must incorporate a
schedule for the routine and/or periodic testing of emergency equipment and/or
procedures to ensure overall effectiveness and level of proficiency. This shall include
conducting an annual Program emergency operation exercise and/or mutual aid
exercise to be coordinated with CDCR. The emergency operation exercise shall be a
carefully planned, organized, directed, and goal-oriented exercise that serves to better
prepare Program staff and resources to effectuate a procedural response to safety
emergencies. The emergency operation exercise is considered a training tool and
therefore, shall incorporate a means to monitor, direct, debrief, evaluate and measure
the effectiveness of the exercise and abilities of staff.
2. Personnel Policies and Procedures
Written personnel policies and procedures include, but are not necessarily limited to, the
following:
A. Any non-uniform employee having contact with participants and/or the general public
may be required to wear a nameplate while on duty, as determined by the Program
Manager and DRP Correctional Administrator or designee.
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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

B. The prohibition of all forms of discrimination including sexual harassment of
employees, job applicants, visitors, the general public, CDCR staff and MCRP
participants.
The Contractor shall comply with the provisions of the Fair Employment and Housing
Act (Government Code Section 12900 et seq.), the regulations promulgated there
under (California Administrative Code, Title 2, Section 2, Section 7285.0 et seq.), the
provisions of Article 9.5, Chapter 1, Part 1, Division 3, title 2 of the Government Code
(Government Code Sections 11135 et seq.) and the regulations or standards
adopted by CDCR to implement these laws. Contractor shall develop a written policy
which prohibits any form of sexual harassment in accordance with local, state, and
federal laws.
C. The Contractor shall establish and administer a written nepotism policy consistent
with CDCR standards/requirements.
The policy shall be submitted to the
Correctional Administrator or designee no later than 30 days after contract execution
D. The Contractor shall have a written policy and procedures to guard against conflict of
interest. The written conflict of interest policy shall be in compliance with the Fair
Political Practices Act. Such policy shall specifically provide that no employee shall
use his or her official position to secure privileges or advantages.
E. Written policy and procedures consistent with CDCR standards/requirements, which
prohibit employees from over familiarization and fraternization with MCRP
participants and their families and friends.
F. Written recruitment, hiring and retention policies and procedures to employ qualified
key representatives.
The Contractor must establish written policies and procedures for the processing and
thorough investigation of alleged Contractor staff misconduct. This shall also identify
the range of possible sanctions/disciplinary actions and CDCR notification process of
action undertaken at all stages (i.e., initial complaint; investigation status; and final
disposition).
1. Staff Selection/Training
a. Education Staffing – The Contractor shall ensure that all Academic
educational staff currently meets the credential standards as set forth by the
California Commission on Teacher Credentialing (CCTC). A valid teaching
credential for Vocational Instructors is a Designated Subjects Vocational fulltime (preliminary, clear, professional clear, or life) credential from the CCTC
approved list. No emergency, internship or adult credentials will be accepted.

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Contractor shall provide to the DRP  Correctional Administrator or designee
current copies of all academic and vocational education staff credentials.
b. The Contractor shall have a written policy consistent with CDCR
standards/requirements prohibiting fraternization between Contractor’s staff
and participants in the Program.
c. All non-peace officer Contractor and subcontractor staff shall be required to
undergo and successfully secure a CDCR security clearance to enter the
Program or access any Program grounds through CDCR. It shall be the
Contractors responsibility to retain approved clearances on-site as long as
the staff member is employed. CDCR reserves the right to deny and/or
retract security clearances upon written notification to the Contractor. CDCR
will not be responsible for compensating Contractor or Contractor staff as a
result of such action.
All Contractor staff who will work with or near participants must acknowledge
by their signature that they have been informed of the laws and regulations
governing association with participants.
A CDCR security clearance, at a minimum, includes a record check with the
California Department of Justice, Criminal Identification and Information
(CI&I); Federal Bureau of Investigation (FBI); California Department of Motor
Vehicles (DMV) and local law enforcement agency(s). However, it may also
include a record check with a DMV and/or other law enforcement agency(s)
from another state(s) if deemed appropriate. The CDCR may grant a
“provisional” security clearance pending completion of a thorough and final
security clearance. A “provisional” clearance is based on a clear CI&I and
DMV record check. The minimal processing timeframe for a provisional
clearance is normally two weeks. It shall be the responsibility of the
Contractor to notify the affected person of their respective security clearance
status.
On a case-by-case basis, the Contractor or Subcontractor may hire exoffenders who are on active parole or probation in good standing, as
determined by DAPO and DRP. Ex-offenders shall meet the criteria for
certification and remain in good standing as an AOD counselor as specified in
California Code of Regulations, Title 9, Section 13040 and as approved by a
certifying organization pursuant to the California Code of Regulations, Title 9,
Section 13035, by the California Department of Health Care Services
(DHCS). Ex-offenders may not be both, hired by and be a participant in the
same CDCR funded program. Continued employment under this section may
be evaluated annually, or on an as-needed basis by DRP Correctional
Administrator or designee.

Page 14 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
The Contractor shall be responsible for ensuring the completion and
appropriate processing of required fingerprint Live Scan. Subcontractor staff
and volunteers must have a CDCR security clearance before entering the
program. Correctional Administrator or designee may approve construction
contractors to work onsite without a Live Scan on a case-by-case basis; as
long as the contractor is under direct and constant staff supervision.
d. The Contractor shall have written personnel procedures which provide for an
employee grievance and appeal process.
2. Duty Statements –
The Contractor shall be required to break down the total work required for each
and every authorized Program position into respective percentages according to
the actual duties required. The Contractor shall incorporate the percentage
breakdowns and respective duties required into the applicable “Job Description”
required by the position, or prepare a separate Duty Statement.
3.  Minimum Required Staffing (MRS) The MRS staffing plan must address the Contractor’s ability to maintain full
staffing levels of all program components, the ability to staff the program at the
level necessary to meet all contractual obligations, and include the recruitment
and selection process for new hires.
The staffing plan must address
contingencies for staffing shortages or other operational emergencies.
The Contractor’s staffing plan shall be maintained throughout the term of the
contract and updated at least annually, unless more frequent updates are
requested by the CDCR. Revisions shall be made whenever a change in staffing
demand occurs, subject to the approval of the DRP Correctional Administrator or
designee. All revisions to the staffing plan must be approved by the DRP
Correctional Administrator or designee.
The Contractor’s staffing plan must describe in detail the Contractor’s plan for
recruitment and selection process for new hires and for filling staff vacancies at
every staff level within 45 days, considering some of the special geographical,
economic, and sociological hardships involved in this endeavor.
The Contractor’s staffing plan must describe the Contractor’s plan to maintain full
staffing levels of all program components and the ability to staff the program at
the level necessary to meet contractual obligations.
The staffing plan must address contingencies for staffing shortages or other
operational emergencies.
All MRS staffing changes must be submitted to DRP for approval/disapproval via
a “Change in Established Positions” located in the FMR. Contractor shall submit
Page 15 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
a monthly Employee Status Report (ESR), Attachment 3, to the DRP
Correctional Administrator or designee by the fifth of each month identifying all
existing, new, or terminated staff. All staff must be at least 21 years of age.
Waivers to the age requirement may be granted upon the approval of DRP
Correctional Administrator or designee.
CDCR may assess vacant position deduction if the Contractor fails to maintain
minimum staffing for mandatory positions identified in the MRS per the
Agreement. The Contractor may use contract staff and overtime to fulfill its
mandatory staffing requirements. The Contractor shall exercise due diligence in
filling staffing vacancies and, to the fullest extent possible, the duties of the
vacant positions shall be performed through the use of overtime or contract staff.
In the event that the duties of the vacant positions are being performed through
the use of overtime or contract staff, the Contractor shall not be deemed in
breach of this contract and shall not be subject to an assessment of vacant
position deduction. For each shift that a mandatory position is not covered by
another Contractor staff or overtime, CDCR may assess damages in an amount
equal to the daily rate (salary and benefits) per position per day while the
deficiency continues.
Contractors shall have forty five (45) days to fill a vacant post or position per the
Agreement. A vacant post or position shall not be deemed vacant in the event
that the Contractor is using contract staff or overtime to fulfill the duties of the
post or position for the first forty five (45) days. Beginning on the 46th calendar
day that the post or position remains vacant, the Contractor shall track the date
position is vacated, the days, the work hours and salaries and benefits of each
vacancy and make appropriate deductions from the next monthly invoice using
the form in FMR, Appendix A, Schedule 1.3. CDCR may assess vacant position
deduction in an amount equal to the daily rate (salary and benefits) for such post
or position per day while it remains vacant. Contractor shall not circumvent the
imposition of vacant position deduction by multiple short-term or rotation of staff
assignments in a post or position.
The Contractor shall not be liable for vacant position deduction for a failure that
results from the occurrence beyond its control. Assessment of vacant position
deduction shall not preclude CDCR from terminating this Contract for breach as
provided herein. Withholding of payment as vacant position deduction shall not
relieve the Contractor of any of its obligations under the Contract.
MCRP Program staff who are in a full-time equivalent position (e.g. one hundred
(100) percent), shall not supervise or provide program services to individuals who
are not a part of the MCRP population. Contractors having multiple contracts
may not utilize full-time staff for more than one agreement. Fractional-based
employees may be allowed to work multiple contracts provided their percentage
base is met appropriately for each agreement.
Page 16 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

The staff descriptions of the required MCRP positions include:
1. Program Director (One (1) Full-Time)
Minimum Qualifications: Possess a four (4) year degree in the Social
Sciences or a related field and two (2) years working experience working with
a criminal justice population in a substance use disorder program. Additional
experience may be substituted for education on a year-for-year basis; or
Possess six (6) cumulative years of full-time administrative experience with a
criminal justice population in a substance use disorder program.
It is desired, but not mandatory, to possess an Alcohol and Other Drug (AOD)
Counselor Certification by an agency approved and recognized as an
accredited certifying organization.
The Program Director is responsible for the overall operation of the program
and duties include, but are not limited to, the following:
a. Responsible for the implementation of program services and activities
and for ensuring compliance with the CDCR’s administrative and fiscal
regulations in accordance with Agreement provisions;
b. Ensure the efficient operation of the program;
c. Supervise all program staff positions;
d. Responsible for logistics related to food, program equipment, and
compliance with the contract;
e. Development of quality control procedures to ensure high quality service.
f. Assist in resolving programmatic and personnel problems;
g. Conduct staff meetings with all employees to discuss personnel and
program issues and assign other duties as needed;
h. Be knowledgeable in the programmatic process and be able to define and
identify program methodology, curriculum, counseling modalities,
program design needs, the various facets of the program, and the
principles and techniques of individual counseling and small/large group
counseling; and
i. Monitor the casework process.
2. Counseling Supervisor (One (1) Full-Time):
Minimum qualifications:
Possess a Licensed Clinical Social Worker
Certificate (LCSW) or Master’s Degree in Social Work; or Bachelor of Arts
degree in Social Sciences with one (1) year experience supervising
counseling staff with a criminal justice population in a substance use disorder
program. An AOD Counselor certification by an accredited certifying
organization must be obtained within six (6) months of hire; or Possess a four
(4) year degree in Behavioral Sciences or a related field and the equivalent of
two (2) cumulative years of full-time experience supervising counselors with a
criminal justice population in a community based program; or Possesses a
high school diploma or equivalent in addition to the equivalent of six (6)
cumulative years of full-time experience supervising counseling staff with a
Page 17 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
criminal justice population in a substance use disorder program; and possess
an AOD certification by an accredited certifying organization within six (6)
months of hire.
The Counseling Supervisor is responsible for the direct supervision of
program staff and duties which shall consist of, but not be limited to, the
following:
a. Report to the Program Director;
b. Supervise Counselors and other program staff as directed by the
Program Director and all casework matters;
c. Serve as a member of the Casework Team;
d. Responsible for the efficient functioning of all aspects of the casework
process;
e. Assist in resolving program and personnel problems;
f. Approve treatment methodology and monitor treatment strategy;
g. Ensure that MCRP participants are in compliance with their treatment
plans;
h. Review and approve treatment plans;
i. Conduct monthly staff meetings to discuss personnel matters, program
and operational issues, assist in resolving problems that might exist;
j. Monitor and periodically assist in facilitating small/large groups and
individual counseling for quality assurance;
k. Periodically assist in facilitating groups and individual counseling
sessions;
l. Plan, monitor, and approve program activities;
m. Establish a procedure to track and monitor MCRP participant activities;
n. Attend and participate in monthly and unscheduled case conferences;
o. Arrange staff training;
p. Coordinate with outside agencies to ensure program enrichment (e.g.
recruitment of volunteers, outside resources and referral services, etc.)
and submit recommendations for approval to the CDCR staff;
q. Report breaches of security to the Program Director and CDCR on-site
staff;
r. Record and report program evaluation data as required;
3. Counselor:
Minimum qualifications: Possess a high school diploma or equivalent; and
three (3) years of full-time experience of counseling duties with a criminal
justice population in a substance use disorder program; and obtain within six
(6) months of hire an AOD Certification by an accredited certifying
organization.
The maximum caseload ratio is one counselor to eighteen participants (1:18).
Counselor duties shall include, but not be limited to, the following:
a. Report to the Counseling Supervisor;

Page 18 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
b. Refer to the Counseling Supervisor issues that are not resolved at the
Counselor level;
c. Coordinate with the Counseling Supervisor and CDCR on-site staff in
matters pertaining to medical, disciplinary and program progress;
d. Notify the Counseling Supervisor and CDCR on-site staff of any
problems/issues involving with any program or MCRP participant IRP;
e. Make decisions regarding caseloads;
f. Conduct and participate in case conferences for each MCRP participant
assigned to the caseload;
g. Provide services to caseload of MCRP participants as described in the
Agreement;
h. Participate in the assessment of MCRP participants as required;
i. Conduct initial interviews of MCRP participants assigned to the caseload;
j. Prepare an initial needs assessment for each MCRP participant; consider
the participant’s physical, mental, emotional, and social service needs;
skill and literacy level; and substance use disorder status and needs;
k. Review and sign each services/treatment plan to indicate approval;
l. Prepare a detailed specific services/treatment plan on each MCRP
participant on his/her caseload;
m. Update at the monthly case conference the participant’s IRP;
n. Conduct individual, small group, and large group counseling sessions as
required;
o. Review the participant’s IRP with the Counseling Supervisor;
p. Prepare evaluation/transition plans five (5) days prior to the MCRP
participant’s release from the MCRP; and
q. Serve as a member of Casework Team.
4. Monitor/Staff:
Minimum Qualifications: Possess at a minimum a high school diploma or its
equivalent. Monitors must be:
a. Qualified and trained to recognize the symptoms and signs of substance
use disorders and have the ability to respond to drug overdose and
provide documentation used to meet this requirement within thirty (30)
calendar days of hire; and
b. Trained in Cardio Pulmonary Resuscitation (CPR) and the administration
of first aid services.
The Contractor is required to have a minimum two (2) Monitor Staff, or
equivalent, on duty 24-hours per day.
5. Secretary/Administrative Assistant: (One (1) Full-Time)
Minimum Qualifications: Possess at minimum either a high school diploma or
equivalent (e.g. GED). Possess good interpersonal, written communications,
and typing skills. Duties include functioning as the program's receptionist and
performing office clerical duties within the Program.
Page 19 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

6. Cook: (One (1) Full-Time)
Minimum Qualifications: Possess at a minimum a high school diploma or
equivalent, with one year experience in the efficient operation of a culinary
area and obtain a California Food Handler Card within thirty (30) days of hire.
Duties include, but are not limited to, the following:
a. Oversee the safe and efficient operation of the culinary area;
b. Supervise the Assistant Cook(s) (optional);
c. Purchase and properly store food;
d. Plan, prepare and serve meals for the participants housed at the
Program; and
e. Ensure kitchen activities conform to State and local health and safety
code requirements.
4. In-Service Training –The Contractor, in conjunction with CDCR, shall develop
and implement training programs for all staff which shall clearly define the
knowledge and skills necessary for the effective management of participants.
The Contractor shall maintain records and individual staff training files that
document compliance with training requirements.
The Contractor shall provide documented evidence in the employee’s personnel
file reflecting that all full-time employees, as well as the Program Director,
received 40 hours of applicable orientation within the first year on the job and 40
hours of in-service training annually thereafter. The training record shall be listed
chronologically and list specific classes attended.
5.  Job Action Contingency Plan – The Contractor shall have and maintain a
written job action contingency plan, to be implemented in the event of employee
work stoppage or other job actions which may disrupt the MCRP's daily operation
(i.e., strikes, sick outs, sit-ins, etc.). All managerial and supervisory staff of the
MCRP shall be familiar with the contents of this plan. Copies of this plan shall
not be made available to non-supervisory employees or to Participants. The
Contractor shall comply with this restriction. Copies of this plan shall be
submitted to the DRP Correctional Administrator or designee, via the assigned
MCRP Captain. This plan shall be kept in a secured location that is inaccessible
to non-supervisory employees, participants or unauthorized persons.
6. Volunteers/Subcontractors – The Contractor will administer the application,
screening, security clearance, assignment, supervision and performance of
volunteers including student interns, tutors, visiting clergy, and members of
special interest groups such as Alcoholics Anonymous/Narcotics Anonymous.
Volunteers and/or subcontractors are  required to obtain a gate clearance from
DRP.    Volunteers and subcontractors must receive initial and annual CDCR
orientation training.
Page 20 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

3. 24-Hour Supervision of Participants
The Contractor shall provide undistracted and professional staff supervision of
Participants 24-hours/day 7 days a week.
4. Arrival/Departure Sheet (ADS)
Utilizing the CDCR Daily Movement Sheet, Attachment 4, the Contractor shall accurately
prepare, maintain, process and distribute the participant ADS. The ADS shall identify all
official participant arrivals and departures. The ADS shall include the participant name;
CDCR number; and ethnicity. The ADS shall be dated, sequentially numbered and have
an “effective date” column (official date of the specific action.) The ADS must be
completed prior to 0400 hours of the respective day, reviewed/signed by the highest
ranking staff on duty) for accuracy, copied and distributed to all Program CDCR staff, the
CBU/SACCO Case Records Office, DRP Headquarters and any other staff/work areas
deemed necessary by the Contractor/CDCR.
5. Security Control of Computers
Security control of the MCRP's computers to prevent participant access to sensitive and
restricted information shall be consistent with CDCR standards/requirements.
6. Daily Program Activity Logs
The Contractor shall incorporate the daily use of a MCRP daily activity log to
chronologically record the significant routine and out of the ordinary events, activities
and incidents that occurred at the Program during each of the respective watches.
Significant routine activities include, but are not limited to, start/end time of shifts;
participant starting/ending counts; system or equipment tests; participant
arrivals/departures; and distinguished visitors. The Daily Program Activity Log will be
available for review at any time by CDCR staff.
7. Progressive Discipline
Participant discipline shall be administered to maintain control and to promote positive
change in attitude and behavior. The Contractor shall develop a Participant disciplinary
operations plan consistent with the goals of the MCRP and CDCR
standards/requirements
8. Emergency Operations Control Plan
The Contractor shall provide CDCR with a written Emergency Operations Control
Plan(s) no later than 30 days after contract execution, which will be implemented in the
event of emergencies, disturbances, and natural disasters which may significantly
disrupt routine Program operations or programs. All Emergency Operations Control
Plan(s) shall be deemed “restricted information” and must be securely maintained,
controlled, and inaccessible to participants and unauthorized persons consistent with
CDCR policy. The Contractor shall ensure that each employee is trained to be familiar
with established emergency plans and procedures.

Page 21 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
The Contractor shall ensure that all program emergency operation plans, equipment and
operational activities are consistent with CDCR standards/requirements. Additionally, all
emergency operational plans shall be reviewed and approved by the DRP Correctional
Administrator or designee prior to implementation. Administrator or designee
The Contractor shall coordinate with CDCR’s Office of Public and Employee
Communications (OPEC) (via DRP Correctional Administrator or designee and/or the
CDCR AOD) regarding the content and release of any information to the media or
general public concerning any public interest case/matter or emergency situation.
CDCR may seek reimbursement from the Contractor for actual costs of all or part of any
mutual aid services rendered as a result of Contractor negligence, error or failure to
perform.
Significant concerns and incidents that become known to the Contractor during normal
business hours shall be reported immediately, or as soon as practical, to the onsite
CDCR CC III. During non-business hours, the Contractor shall be required to contact
the assigned DRP AOD.
9. Release Funds
Participants are entitled to funds to assist them with necessary expenses upon leaving
the program. The Contractor shall develop a procedure (consistent with current
acceptable accounting practices) that can provide a participant with funds (for the total
amount authorized by CDCR) and if necessary, provide transportation to local public
transportation sources/locations. The Contractor will release up to $200 cash to an
eligible participant upon leaving the program.
CDCR staff will initiate the Release Statement (form CDCR-102), Appendix A which
must be approved/signed by the appropriate CDCR Program Manager (or designee) and
participant(s).
The Contractor will request reimbursement for MCRP participant release pay for the
prior month (in arrears), using the Monthly Release Fund Invoice. Invoices must include
a copy of the signed Release Statement.
CDCR – Division of Rehabilitative Programs
Regional Accounting Office – Bakersfield
Attn: Accounts Payable
P O Box 12050
Bakersfield, CA 93389
The Contractor shall require each participant to supply all or a portion of their release
clothing. It shall be the Contractor's responsibility to ensure the participant has secured
participant clothing from family, friends, or other sources such as donations.

Page 22 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
10. Initial and Annual Fire Safety Inspections
The MCRP must be approved for occupancy by the Office of the State Fire Marshal
(OSFM) pursuant to Health & Safety Code. Thereafter, the MCRP must pass annual fire
safety inspections conducted by the OSFM (or their designee) and adhere to the
following CDCR standards:
a. Appropriately placed and secured (i.e., keyed box) fire extinguishers, fire alarm pull
switches, and thermostat controls throughout the MCRP and documented monthly
safety inspections completed by staff.
b. Post clear, concise and site specific emergency evacuation floor plans throughout
the MCRP in tamper-proof frames.
c. Conduct quarterly fire drills under varied conditions and at various times of day.
Document quarterly fire drills in accordance with CDCR policy and in adherence to a
MCRP evacuation plan reviewed and approved by the local fire department or
OSFM. Documentation of these drills shall be kept on file and shall be available for
review by the MCRP Captain or DRP Correctional Administrator or designee upon
request. The Contractor shall properly supervise and secure Participants during fire
emergency drills.
d. Place smoke detectors throughout the MCRP pursuant to State Fire Marshall’s
regulations to include such key areas as administration, kitchen, central control,
laundry, Participant housing, classrooms, and medical room and maintenance shops.
These devices shall be maintained and tested in accordance with the manufacturer’s
requirements. The Contractor shall allow emergency access to all Program areas at
any time. Documentation of these tests shall be kept on file and available for CDCR
review upon request.
The Contractor shall be required to provide the on-site CDCR CC III/CDCR Program
Manager or DRP Correctional Administrator or designee with a copy of all
conducted/completed safety inspections. The Contractor shall also include any action
plan required to mitigate identified deficiencies or failures. The Contractor shall provide
a copy of the final clearance to the DRP Correctional Administrator or designee.
11. Health & Safety Inspections
The Contractor shall comply with all local and jurisdictional health and safety
requirements associated with the maintenance and operation of the program.
The Contractor shall comply with the requirements of the California Department of Public
Health (DPH) relative to the operation of the program. The Contractor shall permit the
DPH to survey the program and conduct an Environmental Health Survey (EHS) of the
program. The Contractor shall assist and participate with CDCR and DPH in facilitating
the completion of the EHS. The Contractor shall be required to adhere to DPH/EHS

Page 23 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
findings and correct any deficiencies via a Corrective Action Plan to the DRP
Correctional Administrator or designee.
In the event that any requirement based on the above mentioned findings imposes a
significant financial impact on the vendor, CDCR will work with the vendor to negotiate
the implementation of the finding
The Contractor and its employees shall provide for a safe and healthful working
environment for staff and participants consistent with applicable health and safety
requirements and provisions of the CAL/OSHA program.
The Contractor responsibilities shall include, but are not limited to:
a. Compliance with occupational safety and health standards, rules, regulations and
orders;
b. Provide employees and participants with general training in safe work practices and
hazards unique to the job assignment;
c. Maintenance and availability of Safety Data Sheets (SDS);
d. Posting of health and safety citations and CAL/OSHA required posters/documents;
e. Proper monitoring and measuring for possible exposure to hazards;
f. Ensure proper notifications and corrective actions are taken;
g. Prepare/maintain required records and reports;
h. Provide for effective injury and illness prevention program and training;
i. Allow CDCR access to Contractor’s log of occupational injuries and illnesses;
j. Provide workers (including participants) with information and training on substances
in the “List of Hazardous Substances” or covered by the hazard communication
standard – Sections 339 and 5194, Title 8, CCR; and
k. Provide safety devices, clothing, equipment and safety guards and ensure are proper
use.
12. Account Deductions (Restitution) Collection and Accounting
The Contractor shall be responsible for collecting restitution from the wages and account
deposits
of
participants
who
owe
restitution
consistent
with
CDCR
standards/requirements
The current restitution amount deducted is 50%, plus an administrative fee of 10% of the
restitution deduction, for a maximum deduction of 55% of the participant’s wages and
deposits.
A Direct Restitution payment from outside the program received as a “Restitution Only”
payment will be applied 100% to the Victim’s Direct Order &/or Fine waiving the Admin
Fee. A participant’s request for a Voluntary payment from his Trust Account shall have
the Admin Fee waived. Contractor shall accept checks from CDCR to apply to
Participant’s Restitution Victim Direct Order, Fine &/or Trust Account as instructed by
CDCR.
Page 24 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

By entering into this agreement, the Contractor acknowledges that the Contractor is
responsible for satisfying CDCR’s restitution obligations under such regulations as they
currently exist and as they may be amended in the future. The Contractor shall dedicate
a one-half time (.5 FTE) staff position and a computer with programming sufficient to
perform all of the requirements specified for restitution account, collection and
submission. The cost for the staff position, computer and software shall be covered by
the Per Diem Rate.
CDCR shall provide the Contractor the Participant First & Last names, Participant CDCR
Numbers, Restitution Victim Direct Order & Restitution Fine Numbers, individual court
assigned debt amount for each case assigned and individual balances of each
Participant restitution debt. The Contractor shall collect restitution debts beginning with
the oldest dated Victim Direct Order first and resume collections until all Victim Direct
Orders are paid in full as expressed in AB1505 (January 1, 2007). After all Victim Direct
Orders have been satisfied, the Contractor shall begin collection on the oldest
Restitution Fine first and resume collection until all Restitution Fines are satisfied. The
Contractor shall have a means set in the computer for update purposes for collections
that CDCR collects & informs the Contractor to update the participant’s balance owing.
This transaction will not be a monetary exchanged.
The Contractor shall hold such funds in trust for CDCR for the purposes set forth in said
statute and regulations, and shall not commingle such funds with the Contractor’s own
funds or with any other funds. The Contractor shall submit one check to CDCR for
restitution collections and administrative fees for the prior month attached to an itemized
statement reflecting individual collection amounts. Note- Victim Direct Orders & Fines
may have the same case number but must be accounted for separately.
The Contractor shall at all times keep an accurate and up-to-date accounting of all such
funds and restitution information, and shall remit fund collections and associated
participant case information to CDCR as directed.
By the 10th of each month following collections, the Contractor shall forward the amount
of restitution and administrative fees to:
CDCR - Participant Account Branch Headquarters
Attn: Restitution Collections,
P O Box 276088,
Sacramento CA 95827
 
The remittance shall include an itemized statement which includes the CDCR Number,
Participant First & Last names, designated Victim Direct Order(s) or Fine case
number(s), individual collection date(s), individual restitution collection amount(s), and
balance still owing shown by the Contractor. In addition, the Contractor shall provide an
accounting of all such funds to CDCR at any time upon request. The Contractor will
Page 25 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
send a copy of the itemized statement by electronic mail to CDCR’s designated group of
recipients’ and the Contractor will furnish an Accounting/Restitution Contact person.
CDCR Participant Accounting Branch Contacts:
Participant Restitution:
(916) 255- 1029
TRUSTHELPDESK@cdcr.ca.gov
Any such restitution funds remaining in the Contractor’s possession at the end of the
contract shall be remitted to the CDCR for proper disposition pursuant to statue and
regulations.
13. Participant Clothing
The Contractor shall have a procedure in place to refer participants to local, charitable
organizations for clothing needs and/or maintain an adequate on-site clothing locker.
14. Pest Control
The Contractor shall inspect the program daily for pest infestation and shall maintain
monthly pest control services to ensure the program is free of insect and rodent infestation.
Documentation of monthly pest control services must be maintained at the program and
made available to the CDCR staff upon request.
15. Transportation
Contractor staff shall make transportation available to participants through the use of public
transportation (i.e., bus passes/tokens) or by private transportation. Public transportation
shall be located within one-third of a mile of the Program. Under no circumstances shall
the Contractor provide monetary funds for transportation purposes.
If Contractor
anticipates transporting participants via a private vehicle, the Contractor staff shall possess
a valid driver’s license and the vehicle shall be fully insured.
 
16. Passes
The Contractor shall develop a procedure regarding passes that must be approved by the
CDCR. Participants in the Orientation Phase will be allowed to go on passes with staff
supervision. The Counseling Supervisor and the CDCR staff may authorize participant
passes for up to six hours per pass between the hours of 6 A.M. through 8 P.M. for the
following activities:
 
a. Shopping for essential personal items (clothing, toiletries, and work tools),
b. Attending medical and dental appointments,
c. Arranging plans with his Agent of Record (AOR),
d. Participating in appropriate and scheduled recreational or social activities(with CDCR
staff approval),
e. Attending a religious activity,

Page 26 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
f. Seeking employment,

Agreement Number C5606795
Exhibit A

g. Arranging housing and living arrangements, and
h. Attending other activities as approved by the CDCR staff. (i.e. visits to children, family,
children’s school or day care).
The above or similar passes must be limited to the time necessary to accomplish the stated
purpose. Any additional time needed must be approved by the CDCR staff. Documented
verification of the participant’s authorized activities may be required upon return.
CDCR staff and Contractor staff shall develop a procedure to provide unscheduled
site/destination verifications of Participants while participants are signed out of the program.
Note: All participants must sign in and out of the program indicating specific destinations
and shall sign back into the Program no later than 8:00 p.m. participants are not allowed to
leave the program prior to 6:00 a.m. without prior approval of the CDCR staff. Any
changes to the curfew would require prior written authorization from the CDCR staff.
17. Smoke-Free Environment
The Contractor shall post “NO SMOKING” signs in all areas of the program in full view of
the participants, staff, and visitors.
18. Subcontracted Services
The Contractor may elect to have certain functions at the program performed by
sub-contractors under certain circumstances. If the Contractor decides to subcontract any
services at the program, the associated personnel shall not be listed or funded in the
Minimum Required Staffing documents but rather under the “Consulting/Contracted
Services” line item of the Total Contract Allotment document.
VIII.

GENERAL BUILDING SPECIFICATIONS
The Contractor shall remain in compliance with, applicable federal, State, county, and
municipal laws, codes, rules and industry regulations standards that affect the Program,
including, but not limited to, those cited herein: Health and Safety; Health Services, Building;
Fire; Life Safety; Electrical; Plumbing; Mechanical; Board of Corrections; and CDCR
regulations, policies and requirements. Contractor shall maintain documentation that
demonstrates current compliance. In the event of conflicting or inconsistent directives, the
Contractor shall immediately refer the matter to the DRP Correctional Administrator or
designee for expedited consideration, clarification and/or determination regarding the
governing law.

IX.  PROGRAM PHYSICAL PLANT COMPONENTS
1. Program Security
The security system shall ensure the program is free of contraband and provide protection from
outside intrusions. Daily security and perimeter inspection of the program shall make certain
Page 27 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
that functioning locks and latches are on all windows, doors and gates, and that electrical
lighting (inside and out) is operating properly. Door alarms may be used to eliminate
unauthorized egress or ingress during evening and night hours. Security policies shall ensure
that the participants are not locked inside the program at any time.
2. Housing
Each participant’s sleeping quarters shall include a bed frame; mattress with a mattress cover,
and a pillow along with a supply of clean matching bed linens; a set of towels to include one
body towel and two face clothes; a closet and dresser or locker for participant’s clothing and
authorized personal property. Mattresses, mattress covers, and pillows must be replaced as
they wear out or are damaged. All furnishing shall be “home-like.”
The Contractor shall designate a day room for living activities such as studying, writing, reading
and viewing television. Final authorization of designated day room area size and layout shall
be approved by MCRP Captain. The area shall have proper lighting, heating and ventilation.
 
The Contractor shall operate the program in compliance with all appropriate State and local
building, zoning, health, safety, and fire statutes, ordinances and regulations.
3. Food Service and Dining Area
a. The dining room may be used for multiple purposes when not in use for dining. The
Program kitchen, dining room, food storage area, equipment, appliances, furnishings
and cabinetry, as well as all food service and preparation areas must meet all applicable
health and sanitation code standards. Accommodations shall be made for participants
with disabilities.
b. Food service may be provided directly by the Contractor or through subcontracting with
a local vendor. Daily food services that are subcontracted shall meet the same
requirements of food prepared on-site. Subcontracted food service providers shall: 1)
adhere to all State and local health and sanitation codes; 2) have a valid business
license; and 3) be notified in writing that the provider is subject to CDCR inspection and
approval.
c. Daily food services that are provided on-site shall be prepared in a properly furnished,
well-ventilated fully equipped kitchen and maintained in a clean and sanitary manner
within the Program. The kitchen shall include adequate workspace and a functional
stove, oven, refrigerator and freezer. Food storage areas must be located adjacent to
the kitchen and secured to prevent pilferage.
d. The Contractor shall ensure that all staff and participants are medically cleared and
familiar with the requirements for sanitation and cleanliness before handling food. All
food service staff shall have clean hands and fingernails; wear plastic disposable gloves
as required, wear hair nets or caps, clean aprons, clean trousers, shirts and shoes.
e. Participants shall be provided a wholesome and nutritionally balanced diet of three
meals a day, seven days a week, two of which shall be served hot. Sack lunches must

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
be provided to participants who are off-site during the day on authorized activities. In
addition, the evening meal must be prepared and refrigerated for participants returning
to the Program after normal working hours. Menus must be approved by a licensed
dietitian and posted in locations accessible to participants. The CDCR will not provide
dietician services, and the cost of dietician services must be included in the Contractor’s
budget. Each menu or food item containing pork or prepared in or seasoned with a pork
derivative (including use of shortening containing a pork product) shall be identified on
the menu with a “P.” Upon written request and with adequate justification from a doctor
or representative of a religion, participants shall be provided special diets related to their
medical needs or religious preferences and practices.
f.

All food items shall be properly stored within the California Uniform Retail Food Facilities
Law (CURFFL). Refrigerators and freezers must have displayed thermometers.

g. Food may also be stored in well-ventilated dry storage rooms. Dry food storage room
shelves should be stainless steel; painted or covered with non-porous and washable
shelving paper. Food must be kept off the floor to remain free of insect and rodent
infestation.
h. Kitchen and dining room trash and refuse must be stored in properly sealed containers
until picked up by the local disposal service.
i.

All cleaning solvents, detergents and supplies must be stored separately and away from
food, cooking supplies and serving utensils. Material Safety Data Sheets will be
maintained in the area where the chemicals are being stored.

j.

The program management staff shall conduct daily documented health and safety
inspections of the kitchen, dining room and food storage room to ensure that all food
service equipment, furnishings, utilities, staff and participant practices are maintained in
a safe and hygienic manner.

k. Non-compliance to State and local health codes by either the Contractor or
subcontractor may result in the immediate termination of this Agreement.
4. Data Quality Wiring/Hardware
Hardware
The Contractor agrees to provide one computer system, with internet connectivity, per person
for each assigned CDCR Correctional Counselor III, and Parole Agent II. The Contractor will
also provide one computer system, with internet connectivity, for the designated Committee
Room if required. A Computer system for Correctional Counselor staff will include main
computer, keyboard, mouse, and dual display. A computer system for Parole Agent staff will
include a laptop, docking station, power cord, and external mouse. CDCR can help with
equipment quotes and provide standard equipment information at the time of purchase.
The Contractor will refresh each above mentioned computer system every five (5) years based
upon computer manufacture date to ensure compatibility with CDCR.

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Software
The Contractor agrees to provide the following software, to be installed on each provided
computer. CDCR can help with software quotes and provide standard software information at
the time of purchase:




Current Windows Operating System
Microsoft Office Suite
Current Internet Explorer
Current version of Adobe Acrobat
McAfee Anti-Virus Program

The Contractor will upgrade software as required to ensure compatibility with CDCR. Both
computer and internet connection will allow installation and use of CDCR connectivity software
for access to CDCR network (VPN, Air card, AT&T etc.). Contractor will be responsible for any
and all connection related fees, including but not limited to AT&T circuit account setup fees and
AT&T monthly use fees.
Internet/Network Connection
The Contractor will provide the following minimum internet connectivity for each computer
system:

Must be able to connect to the internet via wired or wireless network
Connection speed must be at least 1.5Mbps up and down

The program should include industry standard wiring connectivity, to transmit data at a
minimum of 100mbs, from the workstations/offices and the classification room to the main
distribution frame located in the PABX room. The Contractor, via the local telephone company,
must provide for data/telephone trunks and allow connectivity to transmit data outside the
MCRP.
Telephone closets shall have space and ventilation for telephone and data cable and cross
connects as well as data hubs and routers.
Data Management
1. Under the “audit and evaluation” exception of 42 CFR 2.53, patient identifying information
may be disclosed with either 1) prior written approval for the participant, or 2) a review of
records on program premises in order to carry out an audit or evaluation on behalf of a
State agency providing financial assistance to the program.
2. It is the intent of CDCR to implement the Automated Reentry Management System
(ARMS), a centralized data collection system. CDCR reserves the right to require the
Contractor to utilize compatible computer hardware and/or software. Until such time when
ARMS is implemented and operational, the Contractor shall adhere to the following data
collection protocols:
a. The Contractor shall enter participant data into the system currently provided by
CDCR that will be directly extracted to a central CDCR data repository. The

Page 30 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Contractor shall have internet connectivity and a computer for daily entry. The
Contractor shall review and approve the data on a monthly basis.
b. The Contractor shall maintain accurate written records and log activities in an
automated tracking system compatible with CDCR Information Technology
standards for program participation, indicating frequency and duration of services
with beginning and ending dates.
c. Upon CDCR’s approval, the Contractor and/or their subcontractor may use an
already established system with the stipulation that it collects and produces a report
containing all information required by CDCR.
d. The Contractor shall comply with CDCR’s Information Access and Security
Agreement, Attachment 5. The Agreement shall be signed by the Contractor upon
contract award.
e. The Contractor shall electronically submit accurate monthly data to CDCR, via SFTP.
Verified data reports shall be submitted by the 10th calendar day of the following
month. Other reports shall be forwarded to the designated DRP Program Analyst(s)
with the monthly invoice.
f. The Contractor shall identify a representative as a point of contact to address data
quality and systems issues. In addition, the Contractor shall designate a primary and
alternate staff responsible for data entry, reporting and data exporting.
3. At such time when ARMS is implemented and operational, the Contractor shall adhere
to the following protocols:
a. Community-based providers will only have access to data in ARMS that they input
into ARMS unless the participants have signed a Release of Information (ROI),
Attachment 6. Community-based providers shall request that each participant sign
the ROI if it is not already on file. Once the ROI is complete, relevant data within
ARMS will be released so that community-based providers have the basis for
improved continuity of care. It is the responsibility of the community-based provider
to ensure data security, as outlined in the Data Sharing Agreement (Exhibit G).
b. Data Entry Requirements: CDCR will utilize inputted data to generate reports. Data
entry is required daily. The ARMS allows authorized individuals to be identified as
alternates in order to input data when the primary staff is not available. It is the
responsibility of the community-based provider to ensure ongoing data accuracy.
For
technical
assistance
regarding
ARMS,
please
email
ARMSRequests@cdcr.ca.gov
4. Prior to and after ARMS implementation and operation, the Contractor shall:
a. Implement and maintain policies and procedures to ensure the integrity, accuracy and
security of all data maintained and submitted to CDCR. These policies and procedures
shall include an information security policy and a disaster recovery process.
b. Coordinate data collection and evaluation efforts as requested by CDCR. The data to
be collected shall include, at a minimum, participant demographics, assessment,
services provided to the participants and outcome measures. The Contractor shall
work cooperatively with CDCR or designee to provide all data collected on participants.

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
c. Ensure all participant information, including but not limited to, assessments, CMP,
participation notes and program source codes be provided to CDCR staff and
designated CDCR Contractors or evaluators upon request.
d. Participate in the evaluation of the program and assist CDCR and designated
evaluators in information collection efforts and program analysis.
e. Ensure the coordination of data collection, evaluation efforts and the submission of data
and information, as requested and defined by CDCR.
f. Be notified of data requirements, reporting timeframes and/or procedure changes thirty
(30) days before the effective date of the change. CDCR reserves the right to revise
the data requirements and reporting timeframes under this contract to meet the needs
of the Department, without processing an amendment.
g. Ensure that prior to releasing or distributing any participant data, program information,
or operation protocols, the Contractor will give CDCR fifteen (15) days advance notice
of such a request and allow CDCR to review and approve.
h. Provide all data collected to CDCR within 30 days of contract termination.
5. Participant Telephones
The Contractor will provide participants access to telephones.
6. Classroom
The Contractor shall provide an adequate classroom (approximate size 20’ X 20’) for
programs and services such as group counseling. The Contractor is responsible for
providing a minimum of one (1) classroom per fifty (50) MCRP participants. CDCR has
reviewed and approved contractors’ submitted blueprints for classroom space.
7. Office Space and Equipment for CDCR Staff
The program shall have a minimum of two (2) 110 square feet of self-contained, secured,
lockable private office space designated solely for four CDCR staff assigned to the Program.
The Contractor shall furnish the offices with a desk, chair, telephone and all other pertinent
office needs. The offices must be located at the same location where programming is
provided.
8. Office Space and Equipment for Key Personnel:
The program shall have a minimum of 110 square feet of self-contained, secured, lockable
private office space for the Program Director, the LCSW/MFT, and the Supervising
Counselor. The Contractor shall furnish each office with a desk, chair, telephone and all
other pertinent office needs. The offices must be located at the same location where
programming is provided.
9. Laundry Room
The Contractor shall provide, at no cost to the MCRP participant, access to on-site laundry
machines and detergent at a minimum once a week. Laundry equipment shall include at
least one (1) commercial grade washer and dryer for every sixteen (16) MCRP participants.
The on-site laundry room shall be properly ventilated and contain adequate space to:
 Provide laundered clothing and linens to all participants, and

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
 Serve as storage for all clean unassigned clothing and linens.
Upon arrival at the program each participant shall receive clean linens, two sheets, one
pillowcase, one blanket, one mattress cover, one body towel, and two face cloths that shall
be laundered and rotated on a weekly basis and replaced when worn or stained. Clothing
shall be laundered no less than once a week, or as circumstances related to daily work and
program activities require. mattresses and mattress covers shall be changed regularly or
when worn.
10. Program Maintenance
a. The program shall have a secured maintenance room for storage of cleaning supplies,
tools and equipment (e.g., mops, brooms, buckets, etc.) and shall be equipped with a
utility sink.
b. The program, equipment, furniture, appliances, etc. shall be kept clean and in good
operating condition at all times and replaced when necessary.
c. A Housekeeping Plan & Log shall be maintained reflecting daily inspections of the
program.
d. Rooms designated for hazardous materials must be identified with a hazardous
material label.
e. A Safety Data Sheet for each cleaning agent shall be posted in the room where the
chemical is kept and must meet hazardous material storage requirements.
f. All repairs including plumbing, electrical and/or structural which affect the health and
safety of any occupant must be made within 48 hours of discovery and at the
Contractor's expense. Contractor must notify the CDCR Program Manager immediately
11. Parking
A minimum of four (4) parking spaces must be available for designated CDCR staff. Public
(non-metered) parking can be used as a portion of the required parking, as long as sufficient
parking spaces are available at all times. CDCR parking will be available as identified by
the Contractor and shall be identified by the Contractor prior to the start of the contract. All
parking expenses shall be the sole responsibility of the Contractor; CDCR shall make no
reimbursement. The Contractor must be in compliance with disabled parking as required by
the ADA.
X.

PROGRAM REQUIREMENTS
The Contractor shall provide supervision, shelter, and sustenance to MCRP participants.
The services shall include individualized small and/or group counseling, substance use
disorder counseling and education consistent with evidence-based principles, services for
Co-Occurring Disorders (COD), literacy, employment readiness, community survival skills,
and housing assistance in a phased approach. The Contractor shall implement and utilize
Evidence-Based Practices (EBP).

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
The Contractor shall ensure that MCRP participants are receive between 25-40 hours of
program related services and activities per week. The Contractor shall provide identified
services to participants based on their assessed needs and their IRP.
In the event that any new directive imposes a significant financial impact on the vendor,
CDCR will work with the vendor to negotiate the implementation of the directive.

1. Orientation
Participants shall receive a written summary of the MCRP procedures governing their
conduct and activities related to the program components, services and activities.
CDCR on-site staff will consult with Program staff to ensure the MCRP participants are
involved and adhering to the Program’s rules.
An initial intake/orientation shall be performed within twenty four (24) hours after the
MCRP participant’s arrival. A checklist shall be signed by both the Primary Counselor
who conducted the orientation and the MCRP participant. The original checklist shall be
retained in the MCRP participant’s case file with a copy given to the CDCR on-site staff
and the participant.
 

2.  Assessment
The Contractor must use evidence-based, secondary assessment tools to determine the
extent of the MCRP participant’s specific program needs and assist in developing the
participant’s IRP. In an effort to maintain consistency with in-prison assessment tools,
the Contractor shall ensure the selected assessment tool is comparable to the evidencebased assessment tools administered in prison (e.g. Texas Christian University [TCU],
or equivalent). The secondary assessment shall occur within five (5) days of the MCRP
participant’s admission to the program.
The Contractor shall implement the appropriate protocol and five (5) day requirement for
the selected assessment tool(s).
The Contractor shall demonstrate a working
knowledge and ability to implement the assessment tool(s). The Contractor staff shall
be trained on the implementation, interpretation, and requirements for each of the
assessment tool(s) used in order to ensure accuracy.
DRP reserves the right to change the specified assessment tool used, and/or require
additional assessments with a thirty (30) day notice to the Contractor.

3. Individualized Reintegration Plan
 
The IRP will be developed collaboratively by the MCRP participant, his primary
counselor, the on-site Parole Agent II, and the supervising counselor within 5 days of
arrival.
All initial assessments are to have been completed.
The IRP is a
multidisciplinary plan that sets realistic short and long term goals for addressing the
Page 34 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
MCRP participant’s risks and needs. The IRP describes actions and tasks that will guide
the MCRP participant and his care team in achieving those goals in the specified
timeframes.
The IRP coordinates the integrated services that the program will provide. The IRP
includes goals and action steps for all “person factor” and “place factor” risk areas that
will be addressed, such as substance use disorder treatment, employment, and
education. The IRP will include goals and action steps for the MCRP participant’s
transition to the community at the conclusion of the program.
The Contractor shall update the IRP during monthly, multidisciplinary team sessions.
The updated IRP shall be signed and dated by the MCRP participant, counselor, and
therapist. A copy of the assessment results and the IRP shall be maintained in the
MCRP participant’s file and shall be provided to CDCR staff upon request.

4. Program Elements
The service program should integrate interventions focused on all Co-Occurring
Disorders (COD), rather than isolating discrete single-focus interventions. Assessments,
crisis intervention, medication management, money management, housing, and
vocational rehabilitation incorporate special features which are tailored specifically for
individuals with multiple disorders.
Using the goals and priorities described in the IRP, each MCRP participant will attend
process groups, didactic educational groups, support groups, individual counseling,
individual therapy and group counseling sessions according to the schedule and
frequency the primary counselor determines to be most appropriate for the individual’s
needs and coping capacity.
Examples of COD tailored services include:
a. Assertive Outreach: Link MCRP participants to services and assistance in
participating in treatment services.
b. Motivational Interventions: Most participants with COD have little readiness for
treatment. Many also lack the motivation to manage psychiatric illness and to pursue
employment or other functional goals. Motivational interventions are designed to
help MCRP participants become ready for more definitive interventions aimed at
illness self-management.
c. Counseling: Provide various forms of counseling that promote cognitive and
behavioral skills necessary for preventing relapse and maintaining health and
wellness for MCRP participants with COD. The counseling will take various forms
and formats, such as group, individual, family therapy, or a combination thereof. A
special COD specific process group assists MCRP participants in achieving a better
understanding of COD, additional tools, and support.

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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
d. Medication Adherence Support: Provide interventions and activities that
encourage adherence to medication regimens and communication with a MCRP
participant’s prescribing physician(s).
e. Social Support: Help MCRP participants build skills to manage their illness and
pursue goals by strengthening the immediate social environment to help modify their
behavior. These activities recognize the role of support systems in recovery,
including social network and family interventions.
f. Continuum of Care: Recovery tends to occur over months or years in the
community. The Contractor will provide linkage to outpatient and continued care that
includes rehabilitation activities to assist in preventing relapses and to enhance
gains.
g. California Identification Card, Driver’s License, Health Insurance Coverage and
other Documentation: The Contractor shall provide assistance in applying for and
obtaining important personal documentation, including a California Identification card
and/or driver’s license, a Social Security card, birth certificates, and address
immigration and child support issues. The Contractor shall provide education and
support to MCRP participants in enrolling and sustaining Medi-Cal or other health
insurance coverage.
If the participant obtains his driver’s license, he is still prohibited from driving until he is
released from the MCRP. This also includes employment.
The Contractor staff shall be familiar with the electronic documentation formats and
guide participants who need help through the process.
The Contractor must ensure that program participants are engaged in program element
services throughout the program in accordance with their IRP. On-site services shall be
made available both during the day and evening hours in order to ensure those who are
employed can access services outside of working hours. The following Program
Elements must be provided at the MCRP:
i.

Program Orientation

ii.

Coordinated Case Management

iii.

Substance Use Disorder (Individual or group counseling)

iv.

Substance Use Education

v.

Cognitive Skills Development (Individual or group counseling)

vi.

Relapse Prevention Education (Individual or group)

vii.

Domestic Violence Services (Individual or group)

viii.

Life Skills Development

ix.

Parenting Skills Training

Page 36 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
x.
Family-Focused Services (including visitation)

Agreement Number C5606795
Exhibit A

xi.

Educational Services/GED Preparation

xii.

Vocational/Employment Readiness Services

xiii.

Employment Placement/Job Retention Services

xiv.

Recreation Activities

xv.

Wellness and Exercise

xvi.

Referral to other appropriate agencies as needed, and

xvii.

Discharge Planning

The Contractor must utilize an evidence-based curriculum to provide each of the MCRP
elements to participants. A list of groups/activities/classes must be submitted to the
CDCR Program Manager.
Substance use disorder refers to a broad range of services, including identification, brief
intervention, assessment, diagnosis, counseling, medical services, psychiatric services,
psychological services, social services, and follow-up provided for people with alcohol
and/or drug problems. The overall goal of treatment is to reduce or eliminate the use of
alcohol and/or drugs as a contributing factor to physical, psychological, and social
dysfunction and to arrest, retard, or reverse the progress of any associated problems.
Substance use education is a component of substance use disorder and includes
didactic lectures, interactive groups, videos, reading assignments, and journal-writing
assignments. (CSAT 2000 a, b)
If a group is addressing the program elements of cognitive skills, relapse prevention,
substance use disorder, and domestic violence, participation in group treatment activities
must be recorded on group activity rosters.
Didactic groups organized to provide information regarding such program elements as
substance use education, life skills development, and parenting skills training shall be
small enough to promote learning and allow for positive interaction among the
participants. Participation must be recorded on group activity rosters.
Group activities which actively engage participants in confronting such topics as
individual values and behaviors contributing to their substance use and criminality shall
be small enough to promote participation and provide for safety and security of
participants.
Vocational skill development and job readiness services, such as mock interviews,
computer skills, and resume development, are to be provided in order to better prepare
the participant for transition into the discharge phase, and eventually back into his
community.
Page 37 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
The Contractor may choose to subcontract for some of the above program elements.
Any program elements that are subcontracted to an outside agency shall be supported
by a Letter of Intent from the subcontracted agency. In addition, any subcontracts
developed with outside agencies after award of the contract must be submitted to the
DRP Correctional Administrator or designee for approval.
A weekly activities and class schedule that lists the times and days that each of the
program elements are available must be provided to all participants and posted in an
area easily accessed by all participants.
A list indicating how each of Contractor’s groups/classes provides each Program
Element to participants must be provided to the CDCR Program Manager.

5. Program Phases
The Contractor shall develop a phased approach to treatment which shall include, at
a minimum, Orientation, Treatment, and Discharge phases
Orientation Phase
The Orientation phase shall include: Intake processing, Program Overview, and IRP
development. Participants will be allowed to go on passes with staff supervision. The
Contractor shall take participants to necessary appointments.
Treatment Phase
The treatment plan shall build upon the participant’s strengths and capabilities and
serve as the fundamental basis for providing care to the participant throughout his
program. This assessment needs to identify those factors that have led to criminal
behavior to include life conditions at the time the crime was committed, as well as the
participant’s assets and capabilities. The participant must participate in updating his
IRP.
During the treatment phase, the participant must be engaged in program elements as
specified in the IRP. Participants may seek employment and/or enroll in school.
The counseling staff shall regularly monitor and document the progress of the
participant in achieving the treatment goals as established by the LCSW/LMFT.

Discharge Phase
Program participants may enter this phase days prior to leaving the program. Entering
the Discharge Phase will require agreement of both the Contractor and the Agent of
Record (AOR).
The discharge summary developed during this phase will address the participant’s
plan for transition back into independent living.
It is essential during discharge planning to ensure that the participant is leaving the
MCRP with a verified housing plan.
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GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Even though employed or enrolled in school, the participant must be involved in
house activities and groups and may serve as an elder resident who provides support
to new participants.
6. Contractor’s Responsibilities Related to Performance Measures and Outcome
Evaluations
Process and outcome evaluations are important in terms of making adaptations in
program quality and in determining the characteristics of effective interventions.
Process evaluations are useful in that they describe attributes of programs and provide
feedback to practitioners about the quality and integrity of program components and
delivery of services.
Outcome evaluations are valuable because they describe measures of program
success or failure. They examine the short and long-term impact of the intervention on
program participants. Ideally, outcome measures used in evaluations should be tied to
the program’s mission, goals, and objectives. They should go beyond the traditional
recidivism measures to assess the importance of specific program attributes. Shortterm and long-term outcome measures for programs should include:
a.

Program participation, completion, and discharge from the program;

b.

Alcohol and drug recovery;

c.

Improved physical and mental health;

d.

Improved literacy levels/educational attainment;

e.

Vocational training and employment placement;

f.

Increased family contact (including children);

g.

Improved family relationships;

h.

Enhanced parenting skills and reunification with children;

i.

Increased access to community-based re-entry services (housing, etc.);

j.

Reduced recidivism.

The objective of this program is to address the needs of participants which will better
enable their success in the community, the ability to live a crime and drug-free lifestyle,
employment status, family relationships, discharge from parole, and recidivism.
The goals of the Contractor will be to achieve the maximum participation of MCRP
participants to meet the goals identified in the IRP:
7. MEDICAL SERVICES
a. The Contractor shall have written policies and procedures in consistent with CDCR
standards/requirements on the medical care of its participants, including any
special needs of participants with disabilities. The Contractor shall assist
participants with obtaining Medi-Cal or other health insurance coverage. The
Page 39 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Contractor will provide education and assistance to participants on utilizing and
maintaining enrollment in Medi-Cal or other health insurance coverage.
b. The Program shall have a secured medicine cabinet in a controlled area under
staff’s supervision. The cabinet shall include log sheets on each medication that
includes the participant’s name, CDCR number, and dosage of medication. The
log shall also identify the date and time medication was taken, amount of
medication remaining, name, date, and initials of staff that monitor the dosage, and
the participant’s signature. All outdated and discarded medications shall be
properly disposed and documented in the daily logbook with two signatures to
verify the disposal and in which manner. Labels on the packaging must be
destroyed also.
c. All Contractor staff shall be trained and certified in first aid, including
cardiopulmonary resuscitation (CPR) within the first six weeks of employment and
remain current throughout their employment relative to this contract. A record of
first aid training shall be maintained on file by the Contractor.
d. Fully stocked first aid kits shall be readily available throughout the Program.
Contractor staff shall be trained and kept current in all procedures related to each
participant’s routine and emergency medical care. The telephone numbers of all
local emergency service agencies shall be posted and readily available to all staff.
The Contractor shall refer participants to local medical services for routine care.
8.   Visiting
Visiting is a significant and important part of the participant’s program. The Contractor
shall establish a minimum visiting schedule that provides for no less than 12 hours
visiting per week. Visiting must occur two days of the week, Saturday and Sunday.
Visiting shall also occur on New Year’s Day, Independence Day, Thanksgiving Day
and Christmas Day. The Contractor shall establish procedures for the visiting
program.
9. Mail
The Contractor, in concert with CDCR, shall establish and maintain a plan of operation
for the sending and receiving of mail. The Contractor shall encourage correspondence
between Participants and persons outside the program. Receipt and sending of mail
shall be consistent with acceptable practices of the United States Postal Service.
The Contractor shall, at a minimum, establish policy/procedure that incorporate:
processing procedures; inspections; distribution; disposition of disapproved
correspondences and packages; disposition of contraband; confidential/legal
correspondences; volume of allowable items; staff responsibility; and staff record
keeping. Mail processes and procedures must be outlined in the Program Orientation
Handbook.
 
10. Income and Trust Account
Participants will be required to save seventy five (75) percent of their net income.
MCRP participants will only be allowed to maintain $5 on their person or within the
program. Money shall be secured and accounted for at all times. The participant may
Page 40 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
request a withdrawal from their Trust Fund for purchases. Issuance of withdrawals
shall require a signature from both the Contractor and participant. While participants
are housed in the MCRP, their income may not be used to purchase expensive
personal items (i.e. automobiles, motorcycles, stereo sets, and jewelry).
All
purchases shall be logged and require receipts. Unused funds shall be returned to the
Participant’s Trust Fund.
If a participant is removed from the program either voluntarily or involuntarily, but has
monies left in his savings account, the Contractor shall forward a check to the AOR
within 30 calendar days from the date of exit for final disposition.
11. Participant Appeals
The Contractor shall maintain written policies and procedures on MCRP participant
appeals consistent with CDCR standards/requirements. The following appeals forms
will be provided to the participants and reviewed by MCRP assigned appeals staff:
CDCR Form 602 Inmate/Parolee Appeal, CDCR Form 602-A Inmate/Parolee Appeal
Form (Attachment 7), CDCR Form 602-G Inmate/Parolee Group Appeal (Attachment
8), CDCR Form 22 Inmate/Parolee Request for Interview (Attachment 9), Item or
Service; and CDCR Form 1824 Reasonable Accommodation Request (Attachment
10).
a.
The CDCR Form 602, 602-A, 602-G, 22, and 1824 shall be openly accessible to
MCRP participants.
b.

Completed CDCR Form 602, 602-A, 602-G, 22, and 1824 shall be properly
accounted for, with copies scanned to the DRP Headquarter CCII MCRP
Appeals Coordinator.

c.

Completed CDCR Form 602, 602-A, 602-G, 22, and 1824 shall be promptly
provided without alteration and interference to the CDCR on-site staff.

d.

The name, title, and address of the MCRP CDCR designated Appeals
Coordinator shall be posted and accessible to all MCRP participants.

e.

MCRP participants shall remain free of staff coercion and retaliation after filing an
appeal or a request for reasonable accommodation. The Contractor shall
provide a locked box for MCRP participants to deposit completed appeals and
requests for reasonable accommodation. The box shall be accessible only by
the MCRP CC III and PA II staff.

f.

The MCRP CC III shall collect all CDCR 602, 602-A, 602-G Forms, CDCR 1824
Forms, CDCR 22 Forms, and related documents from the Appeals Box on a daily
basis (Monday through Friday) between the hours of 0800 to 1000. The
collected appeals and related documents will be promptly scanned the same day
of receipt before 1100 hours to the  DRP Headquarter CC II MCRP Appeals
Coordinator for processing. Hard copies of all appeals forms will be mailed to:

Page 41 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
Office of Offender Services
DRP Appeals Office
P. O. Box 942883
Sacramento, CA 94283-0001
g.

If a CDCR Form 1824 is submitted and a Modification Order (MOD) is
generated by the DRP Headquarter CC II MCRP Appeals Coordinator, the
MCRP CC III, or designee, shall ensure the MOD is completed within
twenty four (24) hours from date of assignment. The Contractor shall assist
CDCR staff with completion of the MOD, if necessary. The MOD shall be
signed and any necessary documentation attached. If the twenty four (24)
hour timeframe cannot be met, the DRP Appeals Coordinator shall be
notified immediately by the MCRP CC III, or designee.

h.

The CDCR on-site staff shall respond to CDCR Form 22s by making a
decision or acting on the form. If the MCRP participant is dissatisfied or
disagrees with the response, he may submit the completed CDCR Form 22,
with Section C completed, to the CDCR staff’s supervisor.

i.

When filing an appeal the CDCR Form 602 shall be submitted to the
assigned MCRP Appeals Coordinator located at DRP Headquarters for
tracking, screening and processing. The DRP Headquarters CC II Appeals
Coordinator will prepare a response for the first level on behalf of the Chief,
and a second level response on behalf of the Hiring Authority or designee.

j.

If dissatisfied with the second level response, the participant may pursue a
Third Level Review via the DRP Headquarter CC II MCRP Appeals
Coordinator that shall be rendered by the Chief of the Office of Appeals.

12. Participant Discipline
The Contractor shall, at a minimum, establish and maintain a plan of operation that
appropriately delineates the progressive disciplinary methods and practices to be
adhered to by Contractor staff in the operation of the MCRP Program. Additional
guidelines are as follows:
a.

Participant discipline shall be administered to maintain control and to promote
positive change in attitude and behavior. The Contractor shall develop a
participant disciplinary operations plan that meets the goals of the MCRP and
requirements of CDCR. The Contractor must ensure that all disciplinary reports
are completed within 24 hours from the time of discovery.

b.

The DRP Correctional Administrator or their designee will make the final
decision if a MCRP participant shall continue in the program if there are issues
that cannot be resolved between the CDCR on-site staff and the Program
Director.

13. Participant Property
The Contractor and the CDCR staff shall jointly develop a procedure for the protection
and disposition of participants’ property. The procedure shall include an inventory
Page 42 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
upon reception, storage during residency, and disposition when the participant
terminates the program.
14. Participant Trust Fund
The Contractor shall establish a Participant Trust Fund (PTF) accounting system for
recording and maintaining all transactions affecting participant trust accounts. All
transactions and reconciliations shall be supported by sufficient and relevant source
documentation. The accounting system shall maintain individual participant accounts
and moneys shall not be commingled with any other funds. PTF shall be deposited
into an interest bearing account guaranteed by the FDIC. PTF balances exceeding
$100,000 shall be placed into another interest bearing FDIC insured account. The
Contractor shall not utilize participant trust funds for program expenditures without the
authorization of either the participant and/or DRP Correctional Administrator or
designee through the disciplinary process. Additionally, the Contractor is responsible
for the following Trust Fund transactions:

XI.

a.

Upon a participant’s transfer (to another program or CDCR prison) to forward the
individual participant trust funds to the transfer location;

b.

Upon a participant’s completion of the program to issue a check for an individual
participant trust fund balance;

c.

To handle “unclaimed” Participant trust fund balances in accordance with the
FMR.

d.

Restitution shall be calculated, deducted, and processed.

MCRP ELIGIBILTY SCREENING
CDCR reserves the right to modify the MCRP participant eligibility screening criteria on an
as-needed basis without amending the agreement. Modifications become effective upon
written notification from CDCR. The screening criteria will not be expanded to include those
MCRP participants who, based on CDCR’s criteria, demonstrate a need for ongoing-celled
housing.

XII.

CONTRACTOR INFORMATION
1. Contractor Business Structure
The Contractor shall maintain a current organizational chart that thoroughly describes
and illustrates the Contractor’s organization, management and structure. Contractor
shall also maintain current charts of any other business relationships involved in the
program. Said charts shall identify by name, address, title, and phone number every
person in a management capacity in the identified companies. Contractor shall produce
said charts and the resumes of such persons to CDCR immediately upon any change in
company structure and/or management, and upon request by CDCR.

Page 43 of 46

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation
Exhibit A
Scope of Work
 
The Contractor must identify and describe any related, subordinate (i.e., wholly or
partially owned entities, subsidiaries, etc.) and/or superior (i.e., parent entities, owners,
etc.) entity(s) and any other corporations, businesses, partnerships, sole proprietorships,
joint ventures, limited liability entitles, organizations, encumbrances (i.e., lenders,
investors or others with secured interests), contractors, subcontractors or other persons
or business entities that will have a significant role in the ownership, development,
financing, construction, and/or operation of the program. The following documentation
must be maintained at all times:
a. Contractor Entity Organization Chart
A current organization chart shall depict the management structure and principal
lines of authority of the Contractor entity.
b. General Business Information
The following current Contractor information must be maintained at all times and
provided immediately to CDCR upon any change in business information and upon
request at any time by CDCR for each related entity described above.
c. Contractor’s Name
 Form of Business entity (Indicate whether the business is a corporation, limited
liability corporation, partnership, joint venture, sole proprietorship or other
[explain].)
 Contractor’s complete contact information, including management contact
persons and titles, business address, telephone number, facsimile and email
 Program street address, email address, and mailing address
 Contractor’s Program Director
 Telephone Number, facsimile and email address of Program Director
 Telephone listing for entire Program
2. Hazardous, Toxic and Volatile Substances
The Contractor shall maintain a written policy for inventory, use, storage and disposal of
all hazardous, toxic, and volatile substances in accordance with the Hazardous
Substances Information and Training Act, Chapter 2-5 (commencing with Section 6360),
Part 1 of Division 5 of the Labor Code. Hazardous, toxic and volatile substances shall
not be stored in sleeping rooms, furnace areas, kitchens, dining areas, or in close
proximity to stored food or kitchen supplies. Flammable substances such as gasoline,
kerosene and paint thinner shall be stored outside the Program’s main structure in
approved containers inside properly ventilated and labeled fireproof cabinets.
a.

Safety Data Sheets (SDS) must be maintained on-site for all hazardous materials
used in the Program. The SDS shall be posted and immediately accessible to staff
and participants wherever these substances are used.

b.

The Contractor shall provide training to Program staff and program participants.
Documentation of training shall be maintained in the Program files.
Page 44 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 

Agreement Number C5606795
Exhibit A

3. Notification Requirements
Contractor shall promptly notify CDCR in writing of:
a.
b.

c.
d.

XIII.

Any spill, release, discharge or disposal of any Hazardous Material in, on or under the
Premises;
Any enforcement, cleanup, inspection, investigation, removal or other governmental
or regulatory action instituted, contemplated or threatened (if Contractor has notice
thereof) pursuant to any Environmental Laws;
Any claim made or threatened to be made by any person against State, Contractor or
the Premises resulting from or claimed to result from any Hazardous Materials;
Any reports made to any governmental agency or entity arising out of or in connection
with any Hazardous Materials, including any complaints, notices, warnings, reports or
asserted violations. All reporting obligations imposed by Environmental Laws are
strictly the responsibility of Contractor.

DAMAGE TO PROPERTY OR PERSONS
Notwithstanding any other language contained in the Agreement to the contrary, the State,
its agents and employees shall not be liable or responsible for any damage to property or
persons on the premises pursuant to the Agreement caused by acts of the participants or by
the Contractor’s employees while in the performance of their duties.

XIV. 

AMERICANS WITH DISABILITIES ACT (ADA)
Contractor agrees that by signing this Agreement, it is assuring CDCR that it complies with
the Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. Section 12101 et seq., as
applicable, which prohibits discrimination on the basis of disability, and with applicable
regulations and guidelines pursuant to the A.D.A.”

XV.

CDCR CONTACT INFORMATION
Should questions or problems arise during the term of the Agreement, the Contractor should
contact the following offices:
Billing/Payment Issues:
Headquarters Accounting Office
Phone No.: (916) 255-5443
Fax No.: (916) 255-5418
Scope of Work/Performance Issues:
Division of Rehabilitative Programs
Phone No.: (916) 324-3663
Fax No.: (916) 322-0631

Page 45 of 46

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Scope of Work
 
General Contract Issues:
Office of Business Services
Phone No.: (916) 255-5624
Fax No.: (916) 255-6187
 

Page 46 of 46

Agreement Number C5606795
Exhibit A

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Abbreviations and Acronyms

ACA
ADA
AOD
AOR
AT&T
CAP
CBT
CBC
CC III
CCA
CCR
CCPM
CDCR
CFR
COD
COMPAS
CPR
CSRA
CUP
DAPO
DHCS
DGS
DOJ
DOM
DRP
DVBE
EBP
EOCP
FDIC
GC
GED
HIPAA
H&S
HTVS
IAB
IRP
LCSW
MCRP
MFCC
MI
MSDS
NIC
OAC
OBS
OPH
OSDS
PA II
PAR
PC

Affordable Care Act
Americans with Disabilities Act
Alcohol and Other Drug Counselor
Agent of Record
American Telephone and Telegraph
Corrective Action Plans
Cognitive Behavioral Therapy
California Building Code
Correctional Counselor III
Control Center Area
California Code of Regulations
Community Correctional Program Management
California Department of Corrections and Rehabilitation
Code of Federal Regulations
Co-occurring Disorders
Correctional Offender Management Profiling for Alternative Sanctions
Cardiopulmonary Resuscitation
California Static Risk Assessment
Conditional Use Permit
Division of Adult Parole Operations
Department of Health Care Services
Department of General Services
Department of Justice
Department of Operations Manual
Division of Rehabilitation Programs
Disabled Veteran Business Enterprise
Evidence Based Programs
Emergency Operations Control Plan
Federal Deposit Insurance Corporation
Government Code
General Equivalency Diploma
Health Insurance Portability & Accountability Act
Health and Safety Code
Hazardous/toxic and Volatile Substances
Inmate Account Branch
Individualized Reintegration Plan
Licensed Clinical Social Worker
Male Community Reentry Program
Marriage, Family and Child Counselor
Motivational Interviewing
Material Safety Data Sheets
National Institute of Corrections Guiding Principles
Office of Audits and Court Compliance
Office of Business Services
Orientation Program Handbook
Offices of Small Business and DVBE Services
Parole Agent II
Program Accountability Review
Penal Code
Page 1 of 2 

 

Agreement Number C5606795
Exhibit A-1

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Abbreviations and Acronyms

PCC
Restitution
SAMHSA
SAT
SB
SFTP
SOW
SSI
STD
TCU
TDD
Title15
UA
VPN
.5 FTE
 

Public Contract Code
Offender Account Deductions Collections and Accounting
Substance Abuse and Mental Health Services Administration
Substance Abuse Treatment
Small Business
Secure File Transfer Protocol
Scope of Work
Supplemental Security Income
Standard
Texas Christian University
Telecommunications Device for the Deaf
California Code of Regulations, Title 15. Crime Prevention and Corrections
Instant Test Urinalysis Test Strips
Virtual Private Network
One-Half Time Staff

Page 2 of 2 

 

Agreement Number C5606795
Exhibit A-1

GEO Reentry Inc.
California Department of Corrections And Rehabilitation
Budget Details and Payment Provisions

1.

Agreement Number C5606795
Exhibit B

Invoicing and Payment
a. For services satisfactorily rendered, and upon receipt and approval of
Contractor’s invoices, the State agrees to compensate the Contractor in
accordance with the rates specified herein on Exhibit B-1 Rate Sheet, and made
a part of this Agreement. Exhibit B-1 Rate Sheet shall remain in force for the
stated term of this Agreement and shall include every item of expense, direct and
indirect, including taxes incidental to the specified rates.
b. Invoices shall include the Agreement Number, Purchase Order Number and shall
be submitted in triplicate not more frequently than monthly in arrears to the
address provided below.
c. The Contractor also has the option to submit their invoices electronically to the
appropriate email address listed below. The Contractor must use the name on
the Agreement and the Agreement Number on the subject line of the email. The
email must include an attached PDF file of the invoice, in accordance with the
information above, and must reference the institution acronym and invoice
number. Separate emails shall be sent for contracts with more than one
participating institution, facility, office and/or site with the invoice information as
stated above.
1) To submit invoices for all Headquarters contracts (DAPO, DAI, DRP,
Legal, Office of Offender Services, etc):
California Department of Corrections and Rehabilitation (CDCR)
ASB - Sacramento
Attention: Accounts Payable A
P.O. Box 187015
Sacramento, CA 95818-7015
For electronic submission, send invoices to:
APAContractInvoice@cdcr.ca.gov

2.

3.

Budget Contingency Clause
a.

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

b.

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

Prompt Payment Clause
Payment will be made in accordance with, and within the time specified in, Government
Page 1 of 2

GEO Reentry Inc.
California Department of Corrections And Rehabilitation
Budget Details and Payment Provisions

Agreement Number C5606795
Exhibit B

Code Chapter 4.5, commencing with Section 927. Payment to small/micro businesses
shall be made in accordance with and within the time specified in Chapter 4.5,
Government Code 927 et seq.
4.

Subcontractors
Nothing contained in this Agreement, or otherwise, shall create any contractual relation
between the State and any subcontractors, and no subcontract shall relieve the
Contractor of Contractor’s responsibilities and obligations hereunder. The Contractor
agrees to be as fully responsible to the State for the acts and omissions of its
subcontractors and of persons either directly or indirectly employed by any of them as it
is for the acts and omissions of persons directly employed by the Contractor. The
Contractor’s obligation to pay its subcontractors is an independent obligation from the
State’s obligation to make payments to the Contractor. As a result, the State shall have
no obligation to pay or to enforce the payment of any moneys to any subcontractor.

5.

Advanced Payment for Non-Profit Organizations
Pursuant to Government Code Section (GC) 11019, upon review and approval of CDCR,
the Contractor may request an advance payment for the fiscal year(s) covered by this
agreement, which shall not exceed twenty five percent (25%) of the annual budget for
each fiscal year. The CDCR will review and determine the need for an advance
payment using the criteria contained in the department’s procedures for advance
payments to Community-Based, Private, Non-Profit Organizations, CDCR shall recover
one-twelfth (1/12) of the advance payment each month by the reduction of monthly
invoices submitted for payment by the Contractor in accordance with the project budget
amount for each fiscal year of the agreement.

Page 2 of 2

Agreement Number C5606795
Exhibit B‐1

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Rate Sheet

Male Community Reentry Program
SAN FRANCISCO
Rate Sheet for Participants 1‐80

Agreement Term: Upon Approval through June 30, 2021
Participants 
Fiscal Year
2016/17
2016/17
2017/18
2017/18
2018/19
2018/19
2019/20
2019/20
2020/21
2020/21

(estimated)

1‐69
70‐80
1‐69
70‐80
1‐69
70‐80
1‐69
70‐80
1‐69
70‐80

X
X
X
X
X
X
X
X
X
X

Per Day (Per 
Diem)
$60.00
$48.00
$60.00
$48.00
$60.00
$48.00
$60.00
$48.00
$60.00
$48.00

X
X
X
X
X
X
X
X
X
X

# of Days 
(estimated)
181
181
365
365
365
365
366
366
365
365

Total
$749,340.00
$95,568.00
$1,511,100.00
$192,720.00
$1,511,100.00
$192,720.00
$1,515,240.00
$193,248.00
$1,511,100.00
$192,720.00

Totals:

$7,664,856.00

Fixed Operational 
Costs*
$587,650.02
$0.00
$1,175,300.00
$0.00
$1,175,300.00
$0.00
$1,175,300.00
$0.00
$1,175,300.00
$0.00
$5,288,850.02

Grand Total
$1,336,990.02
$95,568.00
$2,686,400.00
$192,720.00
$2,686,400.00
$192,720.00
$2,690,540.00
$193,248.00
$2,686,400.00
$192,720.00
$12,953,706.02

*Fixed Operational Costs will be prorated in the first month for the actual days the facility is open for participant intake and are paid irrespective of facility 
population.  These costs include: Rent, Parking, Taxes, Insurance, Maintenance costs, Salaries, Utility costs, Office space costs and Depreciation.

Page 1 of 1

Geo Reentry, Inc.
California Department of Corrections and Rehabilitation

Agreement Number C5606795
Exhibit B-2

CDCR

FINANCIAL MANAGEMENT
HANDBOOK
FOR
MALE COMMUNITY REENTRY PROGRAM
PREPARED BY: DIVISION OF REHABILITATIVE PROGRAMS
REVISED October 2016

Page 1 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

FINANCIAL MANAGEMENT HANDBOOK FOR
CONTRACTED FACILITIES
TABLE OF CONTENTS
I. Purpose and Objective ......................................................................................................................... 4 
II. Responsibility of Contractor ................................................................................................................. 4 
III. Financial Management of Funds ........................................................................................................ 5 
A. Direct Contract Funds ..................................................................................................................... 5 
1. Allowable Contract Costs ............................................................................................................ 6 
a. Personnel ................................................................................................................................ 7 
b. Staff Benefit Costs/Payroll Taxes ............................................................................................ 8 
c. Food Services .......................................................................................................................... 8 
i. Food Services....................................................................................................................... 8 
ii. Food Costs .......................................................................................................................... 8 
iii. Materials and Supplies ........................................................................................................ 8 
d. Contracted/Consultant Services .............................................................................................. 8 
e. General Operating Expenses .................................................................................................. 9 
i. Computer Supplies ............................................................................................................... 9 
ii. Education (Academic) Supplies ........................................................................................... 9 
iii. Education (Vocational) Supplies ....................................................................................... 10 
iv. Office Supplies.................................................................................................................. 10 
v. Library Purchases.............................................................................................................. 10 
vi. Advertising ........................................................................................................................ 10 
vii. Memberships, Subscriptions and Professional Activities ................................................. 10 
viii. Printing ............................................................................................................................ 10 
ix. Communications ............................................................................................................... 11 
x. Postage ............................................................................................................................. 11 
xi. Staff Training .................................................................................................................... 11 
xii. Maintenance and Repair .................................................................................................. 11 
xiii. Utilities ............................................................................................................................ 11 
xiv. Housekeeping Supplies .................................................................................................. 11 
xv. Linen Services ................................................................................................................. 12 
xvi. Medical ........................................................................................................................... 12 
xvii. Personal Care Supplies ................................................................................................. 12 
xviii. Governmental Fees ....................................................................................................... 12 
xix. Vector/Pest Control Services .......................................................................................... 12 
xx. Transportation.................................................................................................................. 12 
xxi. Equipment ....................................................................................................................... 13 
xxii. Insurance ....................................................................................................................... 13 
xxiii. Accounting..................................................................................................................... 15 
xxiv. Audit Service ................................................................................................................. 15 
xxv. Bonding .......................................................................................................................... 15 
xxvi. Central Stores ............................................................................................................... 15 
xxvii. Health and Welfare Costs............................................................................................. 15 
xxviii. Legal Expenses ........................................................................................................... 15 
xxix. Payroll Preparation ........................................................................................................ 16 
xxx. Personnel Administration ............................................................................................... 16 
xxxi. Procurement Service ..................................................................................................... 16 
xxxii. Taxes ........................................................................................................................... 16 
xxxiii. Automatic Data Processing Systems ........................................................................... 16 
xxxiv. Management Studies .................................................................................................. 16 
xxxv. Professional Services ................................................................................................... 16 
f. Facility Use Cost .................................................................................................................... 16 
i. Contractor Owned .............................................................................................................. 17 
ii. Contractor Leased ............................................................................................................. 17 
g. Participant Pay ...................................................................................................................... 17 
h. Participant Clothing ............................................................................................................... 17 

Page 2 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

i. Corporate Fee ........................................................................................................................ 17 
2. Non allowable Costs .................................................................................................................. 17 
B. Contract Reimbursements............................................................................................................. 18 
1. Participant Release Funds ........................................................................................................ 18 
C. Contractor’s Accounting System ................................................................................................... 19 
1. Accounting Principles ................................................................................................................ 19 
2. Internal Control .......................................................................................................................... 19 
3. Reporting Agreement Revenue and Expenditures .................................................................... 20 
4. Program Income ........................................................................................................................ 21 
D. Trust Funds ................................................................................................................................... 21 
1. Participant Trust Fund ............................................................................................................... 21 
a. Participant Trust Fund Requirements .................................................................................... 21 
b. Unclaimed Participant Trust Funds ....................................................................................... 22 
2. Restitution Collections ............................................................................................................... 23 
3. Participant Welfare Fund ........................................................................................................... 24 
IV. Reporting Requirements .................................................................................................................. 24 
A. Operational Invoice ....................................................................................................................... 24 
2. Staffing Reports ......................................................................................................................... 24 
a. Vacant Post or Position Deduction Report ............................................................................ 24 
b. Current Staff Rosters ............................................................................................................. 25 
B. Quarterly Cost Reports.................................................................................................................. 25 
C. Annual Cost Report ....................................................................................................................... 26 
D. Request to Change Contract Budget/Staffing Line Item(s) ........................................................... 27 
1. Budget Revision Form: .............................................................................................................. 27 
2. Request to Change Established Position(s) .............................................................................. 28 
V. Payment Process .............................................................................................................................. 29 
A. Invoicing and Payment .................................................................................................................. 29 
1. Operational Invoice.................................................................................................................... 29 
2. Participant Release Funds ........................................................................................................ 30 
B. Prompt Payment Time Frame ....................................................................................................... 31 
1. Late Payment Penalty ............................................................................................................... 31 
C. Disputed Invoices (SAM Sec 8474) .............................................................................................. 31 
1. Disputed Invoices ...................................................................................................................... 31 
2. Calculation of Interest Penalties ................................................................................................ 31 
VI. CDCR Access to Agreement records and information ..................................................................... 32 
VII. Audits .............................................................................................................................................. 32 
A. Financial Audit............................................................................................................................... 33 
1. Draft Audit ................................................................................................................................. 33 
2. Final audit .................................................................................................................................. 33 
3. Corrective Action Plan ............................................................................................................... 33 
4. Appeal ....................................................................................................................................... 33 
B. Program/Operational Audit ............................................................................................................ 35 
1. Audit .......................................................................................................................................... 35 
2. Corrective Action Plan ............................................................................................................... 35 
VIII. DISPUTE RESOLUTION ............................................................................................................... 36 
IX. PENALTIES ..................................................................................................................................... 36 
X. BUDGET CONTINGENCY CLAUSE................................................................................................. 36 
XI. RIGHT TO TERMINATE .................................................................................................................. 36 
Appendices
Appendix A Invoices ..................................................................................................................................
Appendix B Reports ...................................................................................................................................
Appendix C Quarterly Cost Reports...........................................................................................................
Appendix D Annual Cost Reports ..............................................................................................................
Appendix E Change in Budget Authorizations and Position Classifications...............................................

Page 3 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

I. Purpose and Objective
The Financial Management Handbook (FMH) has been developed by the Division of Rehabilitative
Programs (DRP) to provide the Contactor a means to accurately, properly and uniformly account
and report fiscal activities concerning all funds associated with this Agreement. Additionally, this
FMH contains standardized forms the Contractor will be required to use for invoicing and reporting
expenditures. Therefore, the Contractor’s accounting system must meet the Financial Accounting
Standards Board and the Governmental Accounting Standards Board standards as the
authoritative body of Generally Accepted Accounting Principles. Accounting and cost reports are
required so that the State, including the California Department of Corrections and Rehabilitation
(CDCR), Division of Rehabilitative Programs (DRP), Department of Finance (DOF) and other State
Departments can monitor the contracted services and costs and compare those costs to an
established budget.
The State’s specific needs and requirements may change. Non-substantive or procedural changes
to the FMH may be revised by the CDCR and/or DRP without the need for an Agreement
amendment. The CDCR will provide the Contractor written notification of such revisions.
Substantive changes to the FMH require an Agreement amendment. In the interim, the CDCR and
the Contractor may utilize a Memorandum of Understanding (MOU) to reflect mutually agreed upon
changes until such time as they are incorporated in an Agreement amendment. The use of an
MOU is subject to the CDCR’s discretion. FMH revisions and MOUs have the same binding effect
as the original FMH incorporated into the Agreement.
II. Responsibility of Contractor
The Contractor shall have direct responsibility to administer, manage, and account for all fiscal
records, monies and Agreement-related funds pursuant to the terms of the agreement and in
accordance with all applicable laws, rules, regulations, policies, and directives. These records must
be recorded, maintained and reported/provided to the CDCR (as required or requested by the
CDCR) in accordance with the State’s fiscal year reporting cycle (July 1st through June 30th).
The Contractor shall promptly and timely comply with all department and/or state fiscal reporting
requirements/guidelines, reviews, inspections, audits, and/or corrective action plans including but
not limited to production of source or supporting documentation or other requested material. This
includes a timely response to audit findings, observations and inquiries.
The Contractor shall maintain any and all participant funds (such as, but not limited to, Participant
Trust Fund, Participant Welfare Fund, Release Fund, Restitution Funds) and “program income”
(refer to the FMH Section III, C.4) in separate interest-bearing accounts (up to the FDIC insured
limits) on the behalf of, and in trust for, the State. The Contractor shall ensure that participant
funds, program income and/or Contractor’s own funds are not commingled.
The Contractor shall provide timely accounting to the CDCR and/or DRP for all participant funds
and program income and use or turn over such funds to the State as directed by the Department.
The Contractor shall be responsible for providing the CDCR, DRP or any duly authorized
representative with access, right to examine, and copies of any facility records/source documents
as requested within the proscribed time frame. If the Contractor allows the facility related
records/documents to be held or maintained by a third party, the Contractor shall be responsible
for securing and providing said records/document to the CDCR (as requested) in a timely manner.

Page 4 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The Contractor shall have procedures to ensure confidentiality of information and to protect the
data from unauthorized access and/or destruction due to negligence, malice, or disaster.
The Contractor shall not release or reveal any report, publication, and/or statistical data related to
the participants and/or participant programs without the prior written approval from the CDCR.
The Contractor shall be responsible for obtaining clarification and interpretations of the FMH
contents by contacting the CDCR’s DRP Correctional Administrator or designee.
The Contractor shall implement and maintain adequate internal control procedures to ensure and
account for appropriate management of funds. The Contractor, in addition to the Facility Director,
Assistant Facility Director and/or Fiscal Officer, shall be held directly responsible for failure to
account for any State funds associated with this Agreement, monies lost due to mismanagement or
negligence, and/or misappropriations of any Agreement funds.
The Contractor shall comply with all fiscal policies and reporting requirements of the agreement to
include, but not limited to:

Expenditures claimed are accurate and

Associated with performing contracted services for auditing purposes and program reviews;

Ensuring all subcontractors performing services have a written agreement stating
the contracted services shall be performed in accordance with all contractual
responsibilities of the prime contractor;

Proposed budget adjustments/expenses are justified and submitted to the DRP for approval
as required or requested; and

Required budget amendment(s) can be supported and justified for those expenses
associated with performing contracted services.

The Contractor shall not commingle any facility Agreement-related funds with any other separate
contract (if any). The Contractor shall maintain separate records and chart of accounts for each
separate contract and they shall not be commingled.
The Contractor shall be responsible for maintaining MOUs and revisions to the FMH at the
facility/site.
III. Financial Management of Funds
A. Direct Contract Funds
The Contractor agrees to provide services as specified in this Agreement for the amount of
funds encumbered in the Standard Agreement. This amount constitutes the full and total
contract allotment consideration to be paid the Contractor in compensation for all Contractors’
allowable costs incurred in the performance of this Agreement.
This is a fee for service Agreement, not a direct reimbursement contract. The Contractor shall
be paid on a per diem basis. The Contractor’s expenditures shall be consistent with the budget
Page 5 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

documents of this Agreement. Because the Agreement will be housing participants under the
legal custody of CDCR and be paid with State funds, the State (CDCR, DRP, etc.) reserves the
right to audit, review and request the Contractor’s financial records.
The State shall compensate the Contractor in accordance with the rates specified in this
Agreement for services satisfactorily rendered and upon receipt and approval of properly
completed Contractor’s invoices.
The following are special financial management practices incorporated as part of this
Agreement:
• Although this Agreement is for a multi-year period, the award of funds by the CDCR does
not imply or assure ongoing funding beyond the current fiscal year.

The Contractor’s payments are limited to the amount specified in this agreement.

• The Agreement does not guarantee nor provide Cost-of-Living-Adjustments (COLA) or
other inflationary adjustments.
• The Total Contract Allotment will not be increased by the CDCR unless specifically
provided for by the Legislature in the Budget Act via an Agreement amendment.

Any changes to the total Agreement funds must be reflected in an Agreement amendment.

Funds shall be expended in the manner budgeted in this Agreement.

Any transfer of Agreement budget funds from one category to another that exceeds $10,000 or
10% must be submitted with appropriate justification and must receive prior approval from the
DRP Correctional Administrator. Fund transfer request(s) must be submitted on Appendix E,
Change in Budget Authorization and Position Classification Forms. Also, the budget and
position document forms will be required with the budget revision forms.
1. Allowable Contract Costs
Allowable costs (i.e.: expenditures) shall be reported in accordance with the nature of the
cost incurred.
The Contractor shall perform all services in accordance and consistent with all terms and
conditions of this Agreement, the Scope of Work, and Disabled Veteran Business Enterprise
(DVBE) requirements, if applicable, at the rates set in this Agreement.
Costs are allowed for appropriate goods and services for program/facility operation that are
expended in an efficient and effective manner consistent with this Agreement. Costs should
be reasonable and representative of a fair and comparable cost value/rate at the time the
costs are incurred.
The CDCR reserves the right to question any and all costs. Unresolved questioned costs
may be offset against the Contractor’s future invoices. Misappropriated or unresolved
questioned costs, for which the Contractor has already been paid, may also be directly
disallowed and offset against future invoices.

Page 6 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The CDCR payments will not exceed the budgeted contracted amounts. Allowable costs shall
be budgeted, expended, recorded and reported on the cost reports (Appendix C, Schedule 2
and/or Appendix D, Schedule 2) based on the definitions of the following categories:
a. Personnel
Personnel costs are allowed under this Agreement when the following conditions are met:

Positions are specifically authorized in this Agreement and identified in the Minimum
Required Staffing (MRS).

The CDCR has approved in writing a change in the budgeted funding for personnel and
any Contractor staff position within the allotted funding level.

Personnel salary costs shall be commensurate with the level or responsibility and
experience necessary to perform contracted program obligations.

Incentive pay is an allowable salary cost if it is based on job performance. A written
incentive plan shall be maintained and be made available to Contractor staff. Cost
savings can only be one of many factors on evaluating job performance. Each
employee should have an equal chance in receiving
incentive pay. Incentive pay
available to the Contractor employees shall not exceed 5 percent of the allotted amount
per position identified in the MRS.

Salaries and wages of personnel who are involved in more than one contracted facility
shall be charged to each contracted facility on a proportional basis using separate
position numbers and/or titles to differentiate between the contracted programs. Time
sheets (or other similar timekeeping system approved by the CDCR) shall show by
position number how much time each employee spends on various programs and
salary costs shall be prorated accordingly. All time sheets shall reflect actual hours
worked and be verified and signed by the employee. Additionally, time sheets shall be
verified and signed by the immediate supervisor.

The Contractor shall develop and maintain a master staffing plan that includes all
administrative as well as posted positions and reflects corresponding position numbers.
Job descriptions, duty statements and/or Post Orders shall be maintained for all staff
paid through the CDCR agreement. In addition, all affected employee personnel files
shall indicate the date of employment, rate of pay, funding source, pay increases,
promotions, status changes, employee benefits, withholding and salary deduction
information, and the date and reason for termination of employment.

The Contractor shall submit the Custody, Non-Custody Staffing Roster (Appendix B,
Schedule 2) with the monthly invoice, which is a detailed listing of Contractor staff, and
the rate of pay as identified in the MRS.

Hours worked shall be documented by time sheets (of actual time worked) verified and
signed by the employee as well as verified and signed by the immediate supervisor, or by
some other similar timekeeping system as approved by the CDCR.
Additional
documentation shall include payroll registers, payroll warrants, employee personnel files,
and the program’s general ledger accounts. All reported salary costs shall be based on

Page 7 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

actual expenditures. All documentation shall be made available to the State (CDCR, DRP
etc.) upon request.

Volunteer positions may not be used to offset Agreement-funded positions unless
approved by the CDCR or DRP in advance. Volunteers may be used to provide
supplemental programs/services above and beyond Agreement requirements.

b. Staff Benefit Costs/Payroll Taxes
Fringe benefits/payroll taxes are allowable costs in accordance with governmental rules,
laws and regulations. Benefits and payroll taxes typically include, but are not limited to:
medical, dental, state and federal unemployment, retirement, workers compensation, social
security, and disability insurance. In order for employee retirement plan costs to be
allowable, the plan must be a “qualified” plan meeting the requirements as set forth under
Section 401 (k) of the Internal Revenue Code and Section 17501 of the California Revenue
and Taxation Code.
c. Food Services
i. Food Services
In an arrangement where the Contractor has meals prepared outside the facility by a
separate entity, the Contractor shall use a competitive bid process to select the food
service provider (i.e.; minimum of three bids). Prior approval shall be obtained from the
DRP Correctional Administrator and a copy of the finalized contract shall be provided to
the DRP Correctional Administrator.
ii. Food Costs
When feasible, food items should be purchased in bulk orders at wholesale prices.
Governmental surplus food shall be used when available.
The food cost category shall only include food items used in the preparation of a meal. It
does not include eating utensils, pots, pans, cleaning detergents, etc. Food, as an
allowable cost, shall not be used as prizes, awards or other incentives.
All food served shall comply with the CDCR prescribed nutritional standards and use a
rotation of a meal menus recommended by the CDCR Food Services Administration.
Meals must be prepared and served in accordance with applicable State and local health
codes.
The Contractor shall charge its employees, the CDCR staff, and visitors the cost of a
meal if they eat at the facility in accordance with DOM Section 51100.4. These proceeds
shall be re-deposited into the Contractor’s Food line item.
iii. Materials and Supplies
Includes actual costs for purchases of such items as eating utensils, pots, pans, napkins,
pitchers, etc.

d. Contracted/Consultant Services

Page 8 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

A consultant is an individual or an entity that provides services consistent with California
Public Contract Code, Section 10356 (a). The Contractor may contract for such necessary
consultant or professional services in accordance with the requirements of the contract.
Contractor employees are not included in this designation.
The Contractor may be required to obtain prior written authorization from the DRP
Correctional Administrator for any contracted services that exceeds $2,500. Before
approval can be granted, the Contractor shall submit:
(1) three competitive bids in writing from individuals or firms providing the same service
which must provide a description of the service to the rendered, the proposed rate and total
payment; or (2) in the event that three individuals or firms cannot provide the required
consultant service(s), the Contractor shall describe the service(s) required, his unsuccessful
attempt to obtain written bids for such services and the selected consultants’ unique
qualifications to provide such a service along with the consultant contract rate and total
payment. The Contractor shall make an attempt to negotiate a reasonable rate.
The Contracted/consultant or professional service costs may include the following:








Accounting
Auditing
Food service
Canteen
Education (Academic/Vocational)
Culinary
Health Care Services (Medical/Dental/Mental Health)
Bonding or similar security instruments
Other as approved by the DRP Correctional Administrator

The Contractor is required to submit to the DRP with the Quarterly Cost Reports (QCR) the
“Contractor/Consultant Services” form in Appendix C, which is a detailed listing of the
Contracted/Consultant services received and the amount charged to provide those
services.
e. General Operating Expenses
Allowable general operating expenses are those expenses, either one-time or ongoing,
necessary to operate the contracted program (per the Agreement) but are not included in
the other allowable cost budget categories. This includes, but is not limited to, the following
items:
i. Computer Supplies
Computer supplies include items purchased which directly support the routine day to day
usage of computer equipment. (i.e., computer programs, software, toner, printer
cartridges, mouse/wrist pads, etc.).
ii. Education (Academic) Supplies

Page 9 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Academic supplies include all common supplies and materials, such as paper, books,
magazines, and pencils required for operation of the entire function of education and
items purchased directly to support academic requirements.
iii. Education (Vocational) Supplies
Vocational supplies include materials, supplies and tools required for the conduct of
general vocational programs, materials specific to the vocational programs, trade
magazines or reference materials, etc.
iv. Office Supplies
Office supplies include items such as, tape, staples, pens, pencils, paper, etc. and other
sundry expenses. The items purchased should be comparable in price to the office
supplies per unit in the surrounding area.
v. Library Purchases
Library purchases included items purchased and used by all participants such as, books,
magazines, newspapers, etc. that are not paid for by the participant welfare fund.
vi. Advertising
Advertising includes newspapers, magazines, radio and television programs, direct mail,
trade papers and the like. The advertising costs allowable are those which are solely for:
a. Recruitment of personnel required for the contracted program.
b. Solicitation of bids for the procurement of required goods and services.
c. Other purposes specifically provided for in the Agreement.
vii. Memberships, Subscriptions and Professional Activities
All expenditures must be pre-approved by the DRP Correctional Administrator.
Expenditures are not permitted for membership in an organization, meetings,
conferences, subscriptions and/or other activities that include any public relations,
politics or legislative influences.
The cost of membership in technical and professional organizations may be allowable
provided: (1) the benefit from the membership is related to the Agreement; (2) the
expenditure is for facility Contractor’s membership; and/or (3) the cost of the
membership is reasonable related to the value of the services or benefits received.
Expenditures, such as meetings and conference costs, are allowable only when preapproved by the DRP Correctional Administrator, in writing. The primary purpose of such
meetings/conferences must be for the dissemination of technical information relating to
the Agreement programs consistent with respective industry/trade practices or
standards.
viii. Printing

Page 10 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Allowable printing expenses are printing and reproduction services necessary for
program administration including but not limited to, forms, reports, manuals, and
informational literature may be allowable when pre-approved by the DRP Correctional
Administrator in writing and such services are in support of the purpose of the CDCR
contracted program.
ix. Communications
Allowable Contractor communication expenses are defined as direct charges incurred
based on actual costs related to staff telephone usage to perform facility business.
Actual costs are substantiated by source documentation such as monthly telephone bills.
Participant Telephones shall be operated consistent with Exhibit A, Scope of Work, IX.
Facility Physical Plant Components 5. Participant Telephones.
x. Postage
Allowable postage expenses are defined as direct charges incurred for postage meter
rental, repairs and refills. Actual costs are substantiated by source documentation, such
as the reading of the postage meter, stock received reports and invoices.
xi. Staff Training
Staff training costs shall be limited to that training which is directly related to his/her job
performance and as allowed by the Internal Revenue Service (IRS) standards.
The cost of in-service and out-of-service training, customarily provided for employee
development which directly or indirectly benefits Agreement programs is allowable.
xii. Maintenance and Repair
Allowable maintenance and repair costs are those that are necessary for the upkeep of
the facility in order to maintain it at the same level of functionality as deemed acceptable
by the State at the outset of the Agreement, but which neither upgrade the facility, nor
add to the permanent value thereof, nor prolong the life of the facility. The CDCR or DRP
will only recognize allowable costs for maintenance and repair (normal “wear and tear”)
that the Contractor can demonstrate are directly caused by the use of the facility for
State program purposes under the Agreement. The Contractor shall be responsible for
the payment of all maintenance and repair costs out of its own funds.
xiii. Utilities
Utilities costs include electricity, natural gas, sewer, waste removal, water, water
treatment and cable television/satellite service.
xiv. Housekeeping Supplies
Those items necessary for the operation/maintenance of the facility in keeping with the
housing of individuals (i.e.: participants). Housekeeping supplies include but are not
limited to, cleaning supplies, detergents, scouring pads, towels, disinfectants, brooms,
mops, toilet supplies and insecticides.

Page 11 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

xv. Linen Services
Linen services consist of outside services obtained to provide clean linen to the facility.
xvi. Medical
All non-emergency health care supplies and equipment, required in the Scope of Work,
Section X, Program Requirements, as it relates to participants provided at the facility are
allowable costs and will be included in the per diem rate.

xvii. Personal Care Supplies
Personal care costs incurred for purchases such as toothbrushes, shaving supplies, hair
creams, feminine napkins and oils, and other personal care items on behalf of indigent
participants or as otherwise authorized by the CDCR or DRP.
xviii. Governmental Fees
The Contractor shall be responsible for securing and paying for all governmental fees
consistent with the Agreement. Governmental fees include business licenses,
inspections, and conditional use permit fees that are mandated by the local government
in whose jurisdiction the facility is located.
The Contractor shall be responsible for paying any and all costs associated with
obtaining any fire clearance(s) from the Office of the State Fire Marshall (OSFM).
xix. Vector/Pest Control Services
Necessary services for the control of pests to meet health and sanitation standards or
are deemed harmful to persons are allowable.
xx. Transportation
Routine and customary transportation and travel costs are allowed under the contracted
program if the following conditions are met:
• Travel costs which are necessary and are directly related to the program are
allowable. This includes, but is not limited to: visits by the Facility Director or facility
staff to Contractors Corporate and/or district office and to the CDCR’s district, regional
or headquarters office.
• Allowable staff travel costs can include outside training, transportation, lodging and
food. Travel costs cannot exceed the overall travel per diem rate currently in effect
pursuant to Department of Personnel Administration regulations for non-represented
employees.
(http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx)
• All program transportation costs shall be supported by a CDCR participant location
control log or by a Contractor initiated travel expense voucher showing purpose,

Page 12 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

location, dates, time of travel, rates claimed, and/or mileage logs and any applicable
receipts. Travel rates cannot exceed rates identified and set by the Department of
Personnel Administration, (DPA).
• Relocation costs in accordance with DPA regulation are allowable; however,
Contractor must obtain prior approval from the DRP Correctional Administrator or
designee, before relocation expenses are incurred.
The CDCR may recognize the costs for the lease and operation of vehicles for facility
operations as part of Transportation costs. The lease costs cannot exceed the cost per
mile on a monthly basis as allowed pursuant to DPA regulations.
Costs incurred for freight, cartage and other transportation costs relating either to goods
purchased, delivered or moved from one facility location to another are allowable. When
such allowable transportation costs occur in moving items from one of the Contractor’s
CDCR contracted facilities to another, the cost shall be reported by the receiving facility’s
Agreement.
xxi. Equipment
The Contractor shall be responsible for the identification, procurement, installation,
removal, repair, maintenance and/or replacement of all furniture, fixtures, and equipment
that are necessary for the operation of the facility in compliance with this Agreement
utilizing Appendix D, Schedule 4, Equipment Listing. For any equipment changes after
the contract award the Contractor will utilize the form in Appendix C, Schedule 6,
Equipment Changes.
xxii. Insurance
Insurance costs for the operation of the program are allowable. The Contractor shall be
responsible for securing and maintaining required insurance coverage and shall be a
condition of the State’s obligation to pay for services provided under this Agreement.
The Contractor is required to comply with the insurance requirements and minimum
limits contained in this Agreement.
The Contractor shall ensure that all insurance required in the performance of this
Agreement shall be in effect at all times during the term of this Agreement. In the event
the insurance coverage expires, is canceled or terminates during the term of this
Agreement, the Contractor’s insurance provider must agree to give at least thirty (30)
days prior notice to the State before said expiration date, cancellation or termination. In
the event said insurance coverage expires at any time or times during the time of this
Agreement, the Contractor may provide a new certificate of insurance evidencing
insurance coverage as provided for herein for not less than the remainder of the term of
the Agreement. New certificates of insurance are subject to the approval of CDCR and
the Department of General Services (DGS).
The Contractor shall be responsible for providing the State evidence of valid insurance
coverage. The following shall be considered evidence of coverage: 1) a certificate of
insurance; 2) a “true and certified” copy of the policy; 3) or any other industry standard
proof of insurance issued by the insurance provider only if it addresses the minimum
insurance requirements of the Agreement.

Page 13 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The State reserves the right to verify the Contractor’s evidence of coverage. In the event
the Contractor fails to keep or maintain insurance coverage as required and in effect at
all times, the State reserves the right to withhold and reduce payment(s), terminate the
Agreement, and/or seek any other remedies afforded by the laws of the State of
California.
If a facility is utilized to provide for other CDCR authorized programs, the allowable
insurance costs must be allocated according to usage.
Actual losses which are covered by insurance are un-allowable costs and will not be
considered in determining the contracted per diem rates.
Indemnification includes securing the State against liabilities to third persons and other
losses not compensated by insurance or otherwise.
Costs of other insurance in connection with the general conduct of activities are
allowable subject to the following limitations:
1.

Type and extent and cost of coverage will be in accordance with State policy and
sound business practice.

2.

Costs of insurance or of contributions to any reserve covering the risk of loss of or
damage to state property is non allowable except to the extent that the State has
specifically required or approved such costs.

Liability insurance that exceeds the coverage requirements in the Agreement are nonallowable costs. All costs must be supported by source documentation that identifies
insurance costs to the program.
Minimum Insurance Requirements:
The Contractor shall furnish the DRP Correctional Administrator a certificate(s) of
insurance stating that there is insurance presently in effect for the Contractor in amounts
not less than the following quantities:
a. General Liability -Not less than $5,000,000 per occurrence for bodily injury and
property damage liability combined.
b. Automobile Liability -Not less than $1,000,000 per occurrence.
c. Workers Compensation -Coverage for Contractor’s employees in accordance with the
Labor Code with the employer’s liability limit of not less than $1,000,000. Coverage for
CDCR participants in accordance with applicable laws, codes, regulations, policies,
etc. with the employer’s liability limit of not less than $1,000,000.
d. Property Coverage -Property coverage for the facility caused by fire, participants, or
parolees must be carried in an amount not less than 90 percent of the full
replacement value of all improvements within the premises exclusive of foundation
footing and excavations.

Page 14 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The certificate(s) of insurance must include the following provisions:
1. The insurer will not cancel the insured’s coverage without 30 days prior written notice
to the DRP Correctional Administrator.
2. The State of California, its officers, agents, employees, and servants are included as
additional insured, but only insofar as the operations under this Agreement are
concerned resulting from the intentional or negligent (whether active or passive) acts
of the Contractor.
The insurance must be issued by an insurance company acceptable to the Department
of General Services, Office of Insurance and Risk Management.
xxiii. Accounting
The cost of establishing and maintaining accounting and other information systems
required for the management of contracted programs is allowable. This includes cost
incurred by central service agencies for these purposes. These costs are to be reported
under the budget category of Contracted/Consultant Services, and/or Personnel.
xxiv. Audit Service
The cost of audits necessary for the administration and management of functions related
to contracted programs is allowable. These costs are to be reported under the budget
category of Contracted/Consultant Services, and/or Personnel.
xxv. Bonding
Costs for premiums of fidelity, surety and performance bonds, or similar security
instruments are allowable. These costs are allowable under Insurance.
xxvi. Central Stores
The cost of maintaining and operating a central stores organization for supplies and
materials used either directly or indirectly for contracted programs is allowable. These
costs are to be reported under the budget category of Operating Expense.
xxvii. Health and Welfare Costs
The costs of health or first aid clinics and/or infirmaries are allowable. These costs are to
be reported under the budget category of Contract/Consultant Services, whichever is
applicable.
xxviii. Legal Expenses
The cost of legal expenses required in the administration of contract programs is
allowable. Legal expenses resulting from claims filed by participants that the Contractor
incurs, but not as a result of Contractor negligence, is allowable. Contractor’s initial and
ongoing legal expenses for their own unlawfulness are non allowable. Contractor’s legal
expenses for the prosecution of claims against the State are non allowable. These costs
are to be reported under the budget category of Operating Expense.

Page 15 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

xxix. Payroll Preparation
The cost of preparing payrolls and maintaining necessary related wage records is
allowable. These costs are to be reported under the budget category of Personnel or
Operating Expenses.
xxx. Personnel Administration
Costs for the recruitment, examination, certification, classification, training, establishment
of pay standards and related personnel activities for contract programs is allowable.
These costs are to be reported under the budget category of Personnel or Operating
Expenses.
xxxi. Procurement Service
The cost of procurement services including solicitation of bids, preparation and award of
contracts and all phases of contract administration in providing goods and services for
contracted programs is allowable. These costs are to be reported under the budget
category of General Operating Expenses.
xxxii. Taxes
In general, taxes which the contractor is legally required to pay are allowable (i.e.
sewage tax, utility tax, sales tax). Taxes which are not included in this category are those
taxes resulting from profits earned (i.e. income taxes). Taxes are to be reported under
Benefits or General Operating Expenses, whichever is applicable.
xxxiii. Automatic Data Processing Systems
The cost of data processing services (computers, software, etc.) to contracted programs
is allowable.
xxxiv. Management Studies
The cost of management studies to improve effectiveness and efficiency of management
for on-going programs is allowable but must be specifically identified in the quarterly cost
report. These costs are to be reported under the budget category of
Contracted/Consultant Services, Personnel.
xxxv. Professional Services
Cost of professional services rendered by individual or organizations not a part of the
State is allowable under consultant costs category. These costs must be specifically
identified in the quarterly cost report. Professional services provided must be in writing
and conform to Agreement provisions. These costs are to be reported under the budget
category of Contracted/Consultant Services.
f. Facility Use Cost

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Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Facility use costs are allowable but limited to the funds allocated in the Agreement for this
purpose.
i. Contractor Owned
If owned, the Contractor must submit a complete, legible copy of the deed of trust.
ii. Contractor Leased
If leased, the lease must remain in effect during the entire term of the Agreement and
include the fixed monthly cost. The lease must contain all information pertinent to the
leased property and be signed by the lessor and lessee. The lease must expressly allow
CDCR unconditional access to the facility 24 hours a day, 7 days a week.
The CDCR shall not pay for any increase in facility use costs that may occur after bid
submission. The CDCR shall pay only the fixed use costs that are set forth in the
bid/Agreement. No increase in facility use costs for any reason will be recognized as a
means of increasing payments after bid submission or Agreement is executed.
Additionally, The CDCR shall not recognize any escalator clauses contained in any lease
for any reason for the life of the agreement.
The Contractor is required to provide the DRP Correctional Administrator with the legally
binding document in a timely manner of any change in ownership of the land or building
and of any change in the parties to the lease.
CDCR shall remit Facility lease/use payments to the contractor in accordance with the
schedule of payments in the Lease Agreement between the Contractor (Lessee) and the
Lessor.
The facility lease/use payments may be made payable to a trustee if mutually agreed by
the Contractor and the State.
g. Participant Pay
Participant Pay is an allowable expense that will be paid out of the Contractor per diem in
accordance with Section IV, Reporting Requirements, A #1.
h. Participant Clothing
The contractor shall have a procedure in place to refer participants to local charitable
organizations for clothing needs and/or maintain an adequate on-site clothing locker.
i. Corporate Fee
The Corporate Fee is an amount of targeted net profit that the contractor identifies in their
budget that is realized above expenditures when the contractor is able to contain their costs
for each of their budgeted line item amounts. The contractor shall not minimize the level of
service required by the contract in order to realize a higher corporate fee (net profit).
2. Non allowable Costs

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Non allowable costs, whether the Contractor has been reimbursed or not, will be directly
disallowed. Failure to comply with CDCR directions to resolve or repay un-allowable costs as
directed by the CDCR will be offset against future invoices.
Costs for any and all services not covered in allowable costs or performed outside the scope
of the Agreement are not allowed. Such costs are at the sole risk and expense of the
Contractor.
Examples of non allowable costs include, but are not limited to, the following:
• Bonuses: Staff bonuses are not considered to be salary or Agreement costs and are
deemed a distribution of the Contractor’s profit.
• Contributions and Donations
• Entertainment: Costs of amusements, social activities, and incidental costs relating thereto
• Legal Costs: The Contractor’s initial and ongoing legal expenses for failure to comply with
legal requirements. The Contractor’s legal expenses resulting from the filing or prosecution of
any legal action or claim against the State
• Fines, Penalties and Settlements: Costs resulting from violations of or failure to comply with
federal, state, local laws and regulations. This includes formal judgments and settlement
agreements to be paid by the Contractor
• Lobbying:. Costs resulting from political activities or influencing public decision making.
This includes donations, associated personnel costs and/or the hiring of a lobbyist
• Accreditation Costs:. American Correctional Association or similar accreditation costs
unless they are specifically provided for in the Agreement
• Interest Costs.: Interest costs incurred for the ongoing operation of the program, which
includes borrowing funds for cash flow purposes. (Interest for facility construction,
renovation, improvements, and/or purchase of equipment for program development purposes
that are amortized over a period of time is allowable, if identified for in the Agreement.)
• Unsupported Costs:. Costs that are not supported by source documentation (regardless of
the type of cost)
• Contractor’s misappropriation of Agreement related funds.
B. Contract Reimbursements
The following costs are not funded in the Agreement but are subject to reimbursement provided
the Contractor complies with the following requirements. Failure to adhere to these procedures
and/or submit supporting documentation may result in a disallowed reimbursement.
1. Participant Release Funds
In accordance with PC Section 2713.1 and CCR, Title 15 Section 3075.2, participants are
entitled to funds to assist them with necessary expenses upon program completion. The

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Contractor, in conjunction with the CDCR, shall develop a procedure (consistent with current
acceptable accounting practices) that can provide an exiting participant with cash (for the
total amount authorized by the CDCR) and transportation upon release. The Contractor will
ensure that cash is issued to the participant for which the State will reimburse the Contractor
(monthly in arrears) through the CDCR invoice process. Transportation of the departing
participant is not reimbursed by the CDCR.
The CDCR staff will initiate the Release Statement (form CDC-102) which must be
approved/signed by the appropriate CDCR CCIII (or designee) and departing participant(s).
The Contractor will ensure that cash is issued to the departing participant(s) for which the
State will reimburse the Contractor (monthly in arrears). Invoices must include the original
Release Statement that has been signed by the appropriate CDCR staff and departing
participant(s) and be submitted to:
CDCR – Division of Rehabilitative Programs
Regional Accounting Office - Bakersfield
Attention: Accounts Payable
P.O. Box 12050
Bakersfield, CA 93389
The Contractor shall submit a copy of the original invoice and the Release Statement that has
been signed by all parties to:
California Department of Corrections and Rehabilitation
Division of Rehabilitative Programs
Attn: MCRP Contract Analyst
1515 S Street 408 South
Sacramento, CA 95811
The Contractor shall require each participant to supply all or a portion of their release
clothing. It shall be the Contractor's responsibility to ensure the participant has secured
participant clothing from family, friends, or other sources such as donations.

C. Contractor’s Accounting System
1. Accounting Principles
The Contractor’s accounting system shall be in accordance with the Financial Accounting
Standards Board and the Governmental Accounting Standards Board standards as the
authoritative body of Generally Accepted Accounting Principles. In addition to written
accounting policies, the Contractor shall develop and maintain current detailed procedure
manual(s) for use by staff throughout the facility to ensure consistent and correct accounting
and reporting of revenues and costs. The manuals shall include, but not be limited to:
personnel, travel, procurement, petty cash, invoice preparation, cost reporting, year-end
adjustments, facility accounting procedures, Participant Trust Fund, Participant Welfare Fund,
restitution, participant pay, release funds, and internal control systems. The manuals shall be
made available for review upon request by the CDCR staff, and at the time of any audit
performed by the State or subcontracted for the State.
2. Internal Control

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

It is the responsibility of the Contractor to implement adequate internal control procedures
(GC Sec 13400) to ensure appropriate management of all Agreement funds. The Contractor
shall be held directly responsible for any failure(s) to account for any State funds associated
with this Agreement, monies lost due to mismanagement or negligence, and/or
misappropriations of any Agreement funds.
The State reserves all rights to take whatever action it deems appropriate and necessary to
remedy, in the CDCR’s discretion, any Contractor failure(s) or negligence.
3. Reporting Agreement Revenue and Expenditures
a. The Contractor’s accounting system shall provide information necessary to identify all
receipts and expenditures of program funds including revenues earned of program
funds
(i.e., interest earned on behalf of the State). This information shall be reported on the CDCR
cost reporting forms or on a similar computerized cost reporting form approved by the DRP.
(See Appendices B, C, and D) Program revenue and expenditures shall be identifiable and
supported by source documentation.
b. Expenditures of Agreement funds must be recorded in general ledger accounts which
parallel the following budget categories.






Staff Salaries/Wages and Benefits/Taxes
Food
Consulting/Contracted Services
General Operating Expenses
Facility Use Cost
Participant Pay
Corporate Fee

Line Items must, at a minimum, include those identified in the Cost Reports (refer to Quarterly
Cost Reports, Appendix C). Additional line items may be identified subject to prior CDCR
review and approval.
c. The Contractor shall support all general ledger account entries by both the subsidiary
records and the original source documentation. All costs recorded shall be supported by
sufficient and accurate source documentation. The Contractor shall implement adequate
internal control procedures so that the Contractor can provide accurate, current and timely
financial reporting information. Original accounting records shall be available on site when
requested by the DRP Correctional Administrator or designated auditors at the Contractor’s
expense.
The Contractor shall ensure detailed transactions are recorded in subsidiary accounting
records (e.g., cash receipts and disbursement ledgers, cost analysis reports, technical cost
appraisals) and then summarized in the general ledger accounts.
Source documents (e.g., invoices, time and payroll records, participant time cards,
supervisor’s logs, receipts, and indirect costs computations) are the instruments which bring
about the actual expenditure of funds and must be maintained by the Contractor.

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

All subsidiary records and original source documentation shall be available for review, and
available upon request, for a minimum period of three years after the termination of the
Agreement, or until such time as a financial audit is completed by the State, or as otherwise
directed by the State, whichever is later.
4. Program Income
The Contractor, or any other entity, is not allowed to directly or indirectly derive any profit or
compensation from the use of participant labor or participation. The use of participant
labor/participation is subject to CDCR approval and any such profits or compensation are
deemed to be State funds and must be reported by the Contractor directly to the DRP
Correctional Administrator for appropriate resolution and disposition as directed by the
CDCR.
If the operation of the facility results in additional revenues and/or monies that are generated
as a result of the facility or participant participation, those funds shall be referred to as CDCR
"Program Income”. Potential sources of CDCR Program Income may include, but are not
limited to: interest earned on participant funds, sale of products or services resulting from
participant participation and any rebates, commissions or bonuses resulting from facility
operations or participant labor/participation. Accordingly, Program Income does not belong to
the Contractor, nor inure to the benefit of the Contractor, but is held by and accounted for by
the Contractor on behalf of, and in trust for, the State, to offset the State’s costs and
expenses for the facility program operation. The Contractor must account for and report to
the DRP (via Cost Reports) all such Program Income that comes into its actual or
constructive possession.
During the term of the Agreement, any and all such Program Income shall be deposited by
the Contractor into one or more interest-bearing bank accounts that are fully insured by the
Federal Deposit Insurance Corporation (FDIC), in trust for the State. The balance of such
accounts shall not exceed the insured limit per account.
The Contractor shall remit all such Program Income to the State General Fund upon request,
or upon expiration or termination of the Agreement, whichever occurs first.
D. Trust Funds
The Contractor shall adhere to the Information Practices Act (IPA) of 1977 – Information in all
records and files of CDCR which pertains to participants, parolees, employees, or other
persons will be disclosed in conformance with IPA. Employees who collect, use, maintain,
amend, disseminate, and/or destroy personal information shall not improperly disclose personal
information to any unauthorized person in accordance with DOM Sections 13030 and 13040,
Title 15, Section 3261.2.
1. Participant Trust Fund
a. Participant Trust Fund Requirements
The Contractor shall establish and maintain a Participant Trust Fund (PTF) accounting
system for recording and maintaining all transactions affecting participant trust accounts in
accordance with Penal Code Section 5057 and 5008 and applicable DOM Sections (51120,
51121, 54070) and CDCR Title 15 (Articles 3 and 3.5). All transactions and reconciliations

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

shall be supported by sufficient and relevant source documentation. The Contractor’s
accounting system shall maintain accurate and current information relative to each
individual participant account. The moneys shall not be commingled with any other funds.
Monthly reconciliations shall be performed to ensure the accuracy of the cash and
accounting records. Contractor shall provide each participant with an individual trust fund
statement on a monthly basis. Upon Participant’s request, Contractor shall provide
additional individual trust fund statement(s), not to exceed two (2) statements per month.
Contractor shall provide participants with an individual trust fund statement and a check for
the balance of her account upon completion of the program.
Additionally, the Contractor is specifically responsible for the following PTF transactions:




Upon a participant’s transfer to another location, forward the individual participant trust
funds to the transfer location within five working days.
When multiple participants are transferred to the same location a spreadsheet shall be
included listing participant name, CDCR # and amount for individual participant.
Spreadsheet total shall balance the total of receiving check.
Upon a participant’s departure, issue a check for an individual participant trust fund
balance.
Coordinate PTF process with the CDCR.
The contractor shall be responsible for collecting restitution from the wages and
account deposits of participants who owe restitution, pursuant to Penal Code Section
2085.5, as further detailed in regulations Title 15 Section 3097.

b. Unclaimed Participant Trust Funds
Participant trust funds shall be considered “unclaimed” as follows:

If a check issued to a participant (out of the participants trust account) has been
outstanding (un-cashed) for ninety days or more. Each month, the Contractor shall
review the outstanding checks for trust funds and cancel (i.e. stop-payment) on
checks over 90 days old. The Contractor shall post such un-cashed check amounts
back to the participant’s trust account and document and verify the participant’s nonreceipt of the funds.

Each month funds received and deposited into a participant’s trust account after the
participant has left the facility) do not belong to the Contractor. These funds shall be
forwarded to California Department of Corrections and Rehabilitation Inmate Accounting
Branch Headquarters. Upon closure of the facility any outstanding checks (after stop
payment process) and/or balance remaining in a participant’s trust account shall be sent to
Inmate Accounting Branch Trust Headquarters.
Inmate Accounting Branch Trust Headquarters
Attn: Trust Accounting
P.O. Box 276088
Sacramento, CA 95827
A list showing participant name, CDCR# and amount with the reason for remittance (i.e.
trust fund balance) shall be attached.
CDCR Inmate Accounting Branch Contacts:
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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Inmate Trust:
Dorothy Hicks (916) 255-0441
Charlotte Enriquez (916) 255-1012
2. Restitution Collections
The Contractor shall be responsible for collecting restitution from the wages and account
deposits of participants who owe restitution, pursuant to Penal Code Section 2085.5, as
further detailed in regulations Title 15 Section 3097.
The current restitution amount deducted is 50%, plus an administrative fee of 10% of the
restitution deduction, for a maximum deduction of 55% of the participant’s wages and
deposits, taking into consideration Title 15, Section 3097(j) exemptions from the above
deductions.
A Direct Restitution payment from outside the facility received as a “Restitution Only”
payment will be applied 100% to the Victim’s Direct Order &/or Fine waiving the Admin Fee.
An participant’s request for a Voluntary payment from his Trust Account shall have the Admin
Fee waived. Contractor shall accept checks from CDCR to apply to participant’s Restitution
Victim Direct Order, Fine &/or Trust Account as instructed by CDCR Inmate Account Branch
(IAB) staff.
By entering into this agreement, the Contractor acknowledges that Contractor is responsible
for satisfying CDCR’s restitution obligations under such regulations as they currently exist
and as they may be amended in the future. Contractor shall dedicate a one-half time (.5
FTE) staff position and a computer with programming sufficient to perform all of the
requirements specified for restitution account, collection and submission.
CDCR shall provide the Contractor the Participant First & Last names, Participant CDCR
Numbers, Restitution Victim Direct Order & Restitution Fine Numbers, individual court
assigned debt amount for each case assigned and individual balances of each participant
restitution debt. Contractor shall collect restitution debts beginning with the oldest dated
Victim Direct Order first and resume collections until all Victim Direct Orders are paid in full as
expressed in AB1505 (January 1, 2007). After all Victim Direct Orders have been satisfied,
the Contractor shall begin collection on the oldest Restitution Fine first and resume collection
until all Restitution Fines are satisfied. Contractor shall have a means set in the computer for
update purposes for collections that CDCR collects & informs the Contractor to update the
participant’s balance owing. This transaction will not be a monetary exchanged.
Contractor shall hold such funds in trust for CDCR for the purposes set forth in said statute
and regulations, and shall not commingle such funds with Contractor’s own funds or with any
other funds. The Contractor shall submit one check to CDCR for restitution collections and
administrative fees for the prior month attached to an itemized statement reflecting individual
collection amounts. Note- Victim Direct Orders & Fines may have the same case number but
must be accounted for separately.
Contractor shall at all times keep an accurate and up-to-date accounting of all such funds and
restitution information, and shall remit fund collections and associated participant case
information to CDCR as directed. By the 10th of each month following collections, Contractor
shall forward the amount of restitution and administrative fees to CDCR - Participant Account
Branch (IAB), Attn: Restitution Collections, P O Box 276088, Sacramento CA 95827. The

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

remittance shall include an itemized statement which includes the CDCR Number, Participant
First & Last names, designated Victim Direct Order(s) or Fine case number(s), individual
collection date(s), individual restitution collection amount(s), and balance still owing shown by
the Contractor. In addition, Contractor shall provide an accounting of all such funds to CDCR
at any time upon request. The Contractor will send a copy of the itemized statement by
electronic mail to CDCR’s designated group of recipients’ and the Contractor will furnish an
Accounting/Restitution Contact person.
Any such restitution funds remaining in Contractor’s possession at the end of the contract
shall be remitted to the CDCR for proper disposition pursuant to said statue and regulations.
3. Participant Welfare Fund
The Contractor shall establish a separate Participant Welfare Fund (PWF) as a trust for the
benefit of the participants housed at the facility in accordance with Penal Code 5005, 5006
and DOM Section 23010.1.
IV. Reporting Requirements
A. Operational Invoice
The Contractor will be paid for services rendered based on the contracted participant day rate
when properly invoiced. The Contractor will use Schedule 1.2 from Appendix A in order to
correctly fill out the monthly operational invoice and the supporting schedules. Incomplete or
improperly filled out invoices and supporting schedules will result in the invoice being disputed
and returned to the Contractor.
The CDCR will not pay any amounts that exceed the annual contracted amount(s).
The Contractor is responsible to maintain documents on file which substantiates the validity of
their actual facility use cost and general liability insurance costs. The Contractor shall make
such documents available to the CDCR upon request.
2. Staffing Reports
a. Vacant Post or Position Deduction Report
The Contractor shall be required to maintain all Minimum Required Staffing (MRS) staffing
levels consistent with the Agreement.
The Contractor shall report all vacant positions as soon as they are known to the assigned
on-site CCIII and DRP Correctional Administrator. On a monthly basis, the Contractor shall
submit the Vacant Post or Position Deduction Report, Appendix A, Schedule 1.3. to the
DRP Correctional Administrator.
A position is deemed vacant when a permanent full-time or part-time employee is unable to
work (i.e., medical leave) or is no longer employed at the facility. The position is deemed
vacant until such time as the employee returns to work or a permanent replacement
employee is hired to reconcile to the MRS. The Contractor may request written approval
from the DRP Correctional Administrator to hold a position vacant for a specified
reason/time period.
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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

A Vacant Post or Position Deduction Report, Appendix A, Schedule 1.3. shall be submitted
to the DRP Correctional Administrator to report all staff vacancies via the facility’s assigned
CCIII. This report shall be completed and submitted by the fifth working day after the end of
the month being reported detailing the actions taken to fill vacant positions.
If the Contractor fails to notify the CDCR, fill a vacant position or secure prior CDCR
approval authorizing the vacant budgeted position(s), the CDCR, at its discretion, may
deduct from the Contractor’s monthly invoice an amount of money (based on the budgeted
salaries and benefits for each vacant position) equivalent to the vacancy period.
b. Current Staff Rosters
The Contractor will be required to submit a current custody Non-custody Positions Roster
(Staffing Roster Appendix B, Schedule 2) for all positions at the facility (that coincides with
the MRS) to the DRP Correctional Administrator by the fifth working day after the end of
each month being reported.
B. Quarterly Cost Reports
The Quarterly Cost Report (QCR) shall reflect all program revenues and expenses for specific
reporting periods (i.e., quarters) consistent with the Agreement. The QCR shall include, but not
be limited to the following:







Quarterly Cost Report Coversheet
Statement of Program Revenue and Expenses
Salary and Wages for Facility Administration Staff
Salary and Wages for Facility Program Staff
Contracted/Consultant Services
Equipment Changes
PWF Quarterly Statement
Certification

The Contractor shall submit completed QCR’s (see Appendix C) consistent with the CDCR’s
reporting format(s) to:
California Department of Corrections and Rehabilitation
Division of Rehabilitative Programs
Attention: MCRP Captain
1515 S Street 408 South
Sacramento, CA 95811
The QCR’s must be submitted for the first complete reporting quarter after the start-up period
ends and subsequent quarters thereafter. If cost reports are not completed, submitted, and
received by the MCRP Captain within 45 days of the period, the CDCR can withhold monthly
payments until the completed reports are received and it is determined by the DRP that
reporting requirements have been satisfied. Guidance for the completion of the attached cost
reports will be provided by contacting the DRP Staff Manager.
Upon request and approval by the DRP Correctional Administrator, the Contractor may utilize
computerized cost reports to meet their needs as long as all of the required information is

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

provided in a format/level of detail approved by the DRP that corresponds with the cost reports
developed by the DRP.
The QCR’s must be submitted and are due to the DRP within 45 days from the end of the
respective quarter, but no later than the following dates:
1st- November 15 (covers July 1 through September 30)
2nd -February 15 (covers October 1 through December 31)
3rd -May 15 (covers January 1 through March 31)
4th -August 15 (covers April 1 through June 30)
The CDCR will consider the QCR’s received to be accurate and will be used to monitor use of
funds.
The Contractor shall report the Corporate Fee apart and separate from all other items in the
QCR. The Corporate Fee shall not be reported as an expenditure, instead, it shall be reported
as a stand-alone item below the profit/loss line item.
Any warranted revisions and/or adjustments after the due date must include a
justification/explanation, be completed and resubmitted to the DRP Correctional Administrator.
The DRP will consider the original QCR to be invalid and may withhold monthly payments until
the revised QCR is received.
C. Annual Cost Report
The Annual Cost Report (ACR) shall reflect all program revenues and expenses for specific
reporting periods (i.e., per annum) consistent with the contract.
The Contractor shall submit completed Annual Cost Reports (ACR) [see Appendix D]
consistent with the CDCR’s reporting format(s) to:
California Department of Corrections and Rehabilitation
Division of Rehabilitative Programs
Attention: DRP Correctional Administrator
1515 S Street 408 South
Sacramento, CA 95811
The ACR must be consistent with the State’s Fiscal Year reporting cycle of July 1 through June
30. The ACR must be submitted by August 15th for the period ending June 30th of each fiscal
year regardless of the contract start date. If cost reports are not completed, submitted, and
received by the DRP Correctional Administrator within 45 days of the end of the reporting
period, the CDCR can withhold monthly payments until the completed reports are received and
it is determined by the DRP that reporting requirements have been satisfied.
Upon request and approval by the DRP, the Contractor may utilize computerized cost reports
to meet their needs as long as all of the required information is provided in a format/level of
detail approved by the DRP that corresponds with the cost reports developed by the DRP.
The ACR must be submitted within 45 days but no later than received by the DRP no later than
August 15.
The CDCR will consider ACR received to be accurate and will be used to monitor use of funds.

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Any warranted revisions and/or adjustments after the due date must include a
justification/explanation, be completed and resubmitted to DRP Correctional Administrator. The
DRP will consider the original ACR to be invalid and can withhold monthly payments until the
revised ACR is received.
The Contractor shall report the Corporate Fee apart and separate from all other items in the
ACR. The Corporate Fee shall not be reported as an expenditure, instead, it shall be reported
as a stand-alone item below the profit/loss line item.
D. Request to Change Contract Budget/Staffing Line Item(s)
Any change(s) to a cost item funding that exceeds $10,000 or ten percent of any line item in
the Total Contract Allotment requires prior written approval from the DRP Correctional
Administrator before implementation. The Budget Revision Form [BRF] (Appendix E) is to be
used when the Contractor wishes to adjust funding (not to exceed the fund amount
encumbered in the Standard Agreement) or staffing based on actual spending patterns by
increasing or decreasing the budget from one line item to another (not to include prior years).
Any change(s) to staffing, regardless of the cost, requires the completion of a “Change In
Established Position(s)” (Appendix E) and related budget documents.
1. Budget Revision Form:
• Identify the budget category requiring the change under column 1, “Description of Line
Items”.
• Indicate the current budgeted authority for the line items requiring the change under column
2, “Budgeted Authority”.
• Indicate the amount of increase or decrease requested for each of those line items under
column 3, “Amount of Requested Budget Revision”. Any decrease should be indicated by
parentheses.
• The Revised Budgeted Authority, Column 4, is the net result of the change requested. It will
either increase or decrease specific line items.
• Identify the reason for the request.
• Identify the factors justifying the request.
• Explain the consequences of what will happen if the request is not approved.
• A Corporate Officer, Facility Director (or designee), or Facility Fiscal Officer is authorized to
request the change.
• The Contractor must notice and provide a copy of the BRF to the assigned CDCR on-site
CCIII (or designee) and the date should be reflected on the BRF. This will afford them the
opportunity to provide timely input regarding the requested change(s) to the DRP
Correctional Administrator. However, the Contractor need not wait for a response from the
CCIII prior to submitting the BRF.

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Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

• The Contractor must submit the Budget Revision Form to the assigned DRP Contract
Analyst for the facility. Once a decision has been made by the DRP Correctional
Administrator, a signed copy will be returned to the Contractor.
• The Contractor must also submit with the BRF complete set of budget documents
identifying the changes in the overall budget.
• The Contractor will be responsible for clearly identifying on the BRF in the “Month & Year”
box whether the proposed changes are “ongoing” (i.e., for all subsequent remaining
Agreement years) or “one-time" (i.e., for a specific period of time/fiscal year).
• The Contractor may include supplemental supporting documentation identifying the reason
for the request, amount, or justification for the adjustment. The CDCR may request additional
information or justification be provided by the Contractor prior to rendering a decision. Failure
to provide requested information to the CDCR shall be cause to deny the request.
• The Contractor is responsible for adhering to and complying with the BRF instructions
contained in Appendix E. Additionally, the Contractor will be responsible for appropriately
reflecting approved BRF changes on other respective budget/staffing documents (i.e., QCRs,
ACRs, and MRS) or as directed by the CDCR in order to properly and accurately
report/reconcile expenditures.
2. Request to Change Established Position(s)
Positions are specifically authorized and must be maintained in accordance with the
Agreement as identified in the Minimum Required Staffing (MRS).
Any change(s) to staff in the established MRS, regardless of the cost, requires the completion
of a “Change In Established Positions (CEP) (Appendix E). The change(s) may include, but
are not limited to: duties, titles, responsibilities, salary, position(s), post numbers, and
functions (of the position).
The Facility Director (or designee) is authorized to request the change.
Any proposed changes to the MRS require initial review and recommendation of the assigned
on-site CCIII. This will afford them the opportunity to provide timely input regarding the
requested change(s). If approved, the MRS proposed changes are forwarded to the DRP
Correctional Administrator, or designee, for review and approval.
Any change(s) to established staffing requires prior written approval from the DRP
Correctional Administrator before implementation.
At the DRP’s discretion, an Agreement amendment may be warranted to reflect staff
changes. The Contractor may be requested to submit new MRS exhibits or other
supplemental documentation consistent with the approved changes.
NOTE: A “temporary” change in classification, functional responsibilities and/or post
assignment does not need to be reported via a “Change in Established Positions” form. A
temporary change is considered to be 30 days or less to provide for specific interim staff
needs, such as, but not limited to, Acting Assignments. A “temporary” change request must
be submitted by the Contractor to the MCRP Captain for review and prior approval. A

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

“temporary” change request must be submitted in writing and include the information required
by the assigned on-site CCIII, MCRP Captain, and the DRP Correctional Administrator to
provide for a thorough review/consideration (i.e.: approval/disapproval).
V. Payment Process
A. Invoicing and Payment
The CDCR will not pay any amount(s) that exceed the annual contracted amount encumbered
in the Standard Agreement.
Incomplete or improperly prepared monthly invoices will not be processed for payment. Failure
to provide source/supporting documentation as required or requested by the CDCR or DRP,
may be cause to not process invoice(s) for payment.
The facility invoices are limited to the Operational Invoice, and Monthly Release Invoice.
The DRP will notify the contractor, and upon request, return the invoices for corrections.
Properly completed invoices must be submitted before payments can be made. The Contractor
will request payment on a monthly basis, unless otherwise approved by the DRP, using the
monthly invoice forms specified by the CDCR.
Monthly invoices not received by the DRP Correctional Administrator within two weeks after the
end of the month in which the services were provided may be discounted by 1.5 percent of the
total monthly invoice. An additional 1.5 percent may be discounted for each subsequent
month. If monthly invoices have not been received by the DRP on the sixty-first (61) day after
the end of the month in which the services were provided, the invoice may be disallowed in its
entirety. Invoices shall include the Agreement Number and shall be submitted in duplicate on a
monthly basis in arrears to:
California Department of Corrections and Rehabilitation
Division of Rehabilitative Programs
Attention: Correctional Administrator
1515 S Street 408 South
Sacramento, CA 95811
1. Operational Invoice
Facility activation will commence upon arrival of the first endorsed participant permanently
housed at the facility. Upon activation, the Contractor will be paid a per diem rate based upon
actual participant days as identified in Exhibits B-1 of this agreement.
Total participant days available for a specific month is the contractor’s budgeted design bed
capacity times the number of days during that specific month.
The Contractor will submit the monthly invoice and all supporting documentation to the
designated on-site CCIII for review and recommended approval. The DRP will verify that
each participant listed on the “Register of Participation” is accurate. Each page of the
register shall be sub-totaled at the bottom. The Contractor can only include in the “Register of
Participation” the first day of participation, but not the last day of participation.

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The Contractor will use the Monthly Operational Invoice (Appendix A, Schedule 1.2), the
Register of Participation form (Appendix A, Schedule 2.1), and the Vacant Post or Position
Deduction Report (Appendix A, Schedule 1.3) and submit to DRP to be paid.
The Contractors shall have 45 days to fill a vacant position as required by the MRS, per the
Agreement. However, CDCR shall immediately assess a vacant position deduction if the
Contractor fails to maintain minimum staffing for positions tied to Fixed Operational Costs
identified in the MRS per the Agreement. A vacant position shall not be deemed vacant in
the event that the Contractor is using contract staff or overtime to fulfill the duties of the post
or position for the first 45 days. Beginning on the 46th calendar day that the post or position
remains vacant, the Contractor shall track the date position is vacated, the days, the work
hours and salaries and benefits of each vacancy and make appropriate deductions from the
next monthly invoice using the form in FMH, Appendix A, Schedule 1.3. The CDCR may
assess liquidated damages in an amount equal to the daily rate (salary and benefits) for such
post or position per day while it remains vacant. Contractor shall not circumvent the
imposition of liquidated damages by multiple short-term or rotation of staff assignments in a
post or position.
Assessment of liquidated damages shall not preclude the CDCR from terminating this
Agreement for breach as provided herein. Withholding of payment as liquidated damages
shall not relieve the Contractor of any of its obligations under the Agreement.
If the Contractor fails to: notify the CDCR or DRP; or secure prior the CDCR or DRP approval
for vacant budgeted position(s); or fill a vacant position within 45 days of the vacancy, the
CDCR or DRP, at its discretion, may deduct from the Contractor’s monthly invoice an amount
of money (based on the budgeted salaries and benefits for each vacant position) equivalent
to the entire vacancy period. Deductions will be based on the DRP using forms such as FMH,
Appendix A, Schedule 1.3 and a Daily Sign-In Sheet.
The following reports or documentation must be submitted as required within the time frames
established in this FMH or the Contractor shall be deemed non-compliant with the contract
terms and conditions and monthly invoice payment may be disputed and not processed.













Posted Positions Daily Sign-in Sheet
Vacant Post or Position Deduction Report, (Appendix A, Schedule 1.3)
Evidence of Insurance
Quarterly Cost Reports, (Appendix C)
Annual Cost Report, (Appendix D)
Annual Fire Clearance
Copy of CDC 102’s (Appendix A, Schedule 3.1)
Annual PWF Budget and Expenditure Report (Appendix C, Schedule 7)
Key Representatives Approvals
Corrective Action Plan to an Audit
Copies of all Subcontracts
Credentials of all Vocational and Academic Instructors
Staffing Roster (Appendix B, Schedule 2)
Employee Status Report,

2. Participant Release Funds

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

Participant Release Funds is paid in arrears to the Contractor by the CDCR. The Contractor
will request reimbursement for Participant Release Funds, using the “ Release Fund Invoice”
form (Appendix A, Schedule 2.2). A copy of all CDC-102s for each month must be attached.
B. Prompt Payment Time Frame
Per the Prompt Payment Act (Government Code, Section 927) the State is required to pay the
Contractor on the date set forth in the Agreement (GC 927.10) and within 45 calendar days
(GC 927b). The date of receipt of an undisputed invoice by the assigned DRP facility Program
Analyst is equal to Day Zero (GC 927 & 927.4)
1. Late Payment Penalty
The California Prompt Payment Act (the Act) Government Code (GC), Section 927 et seq.,
requires State agencies to automatically calculate and pay the appropriate late payment
penalties (as specified in SAM Section 8474.2) if they fail to pay properly submitted,
undisputed invoices on the date required by the Agreement, which shall not exceed 45 days;
or if a payment date is not specified in the Agreement, within 45 calendar days of receipt of
the invoice. Thirty of the 45 calendar days allowed for vendor invoice processing and
payment are allocated to the State agency payment approval process. The remaining 15
calendar days are allocated to the State Controller’s Office (SCO) claim audit and warrant
generation process. The DGS will not approve Agreements with invoice payment terms
exceeding 45 days.
The Act specifies that the SCO shall pay Contractors within 15 calendar days of receipt of a
correct claim schedule from the State agency. If the SCO fails to make payment within 15
calendar days of receipt of the claim schedule from a State agency, the SCO shall pay
applicable penalties out of its own funds. The SCO's liability for penalties shall cease to
accrue on the date a warrant, in full payment, is issued.
Penalties begin accruing:
• State agency: the day after payment due date per Agreement; if no payment date in
Agreement, on the 31st day after receipt of invoice.
• State Controller: On the 16th day after receipt of the state agency claim (GC 927.4).
C. Disputed Invoices (SAM Sec 8474)
1. Disputed Invoices
If the State and the Contractor have a dispute over the amount due and/or the
services/property received, the payment due date will be 35 calendar days from the date the
dispute is settled or a corrected invoice is received by the State. The State has 15 calendar
days after receipt of an invoice to notify the Contractor of a dispute.
The State will not pay for goods or services prior to their receipt. If an invoice is received
prior to the receipt of the property or rendering of services, the invoice will be considered a
disputed invoice and not subject to payment until after the goods or services are received.
2. Calculation of Interest Penalties

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

An interest penalty fee of one percent (1%) above the rate accrued on June 30th of the prior
year by the Pooled Money Investment Account (PMIA) will be paid, but not to exceed 15
percent. A Management Memo is issued annually by the Department of Finance outlining the
appropriate adjusted penalty rate for the following fiscal year.
The penalty will begin accumulating with the day after payment was due. If a due date was
specified, interest penalty fee will begin the day after the due date.
If a payment due date was not specified and if the State is processing the invoice through the
SCO, penalty begins on the 36th calendar day after the postmark date of the invoice. (If
payment date was not specified and if the State is paying by Office Revolving Fund (ORF),
the interest penalty fee will begin the 51st calendar day after the postmark date of the invoice.)
The penalty is to end the date the SCO receives the properly submitted claim schedule;
therefore, the penalty calculations should allow for appropriate additional time for mail and/or
transport of claims.
The penalty is calculated on the gross amount of the invoice less any sales tax and other
deductions. Calculations of penalty fees will be completed by the CDCR’s Accounting Office.
VI. CDCR Access to Agreement records and information
The CDCR or any duly authorized representative shall have access and the right to examine, audit,
excerpt, copy, and transcribe any books, documents, papers, or records of the Contractor which in
the opinion of the State may be related or pertinent to this agreement. Such material must be
retained for a period of three (3) years after the termination of the Agreement or until an audit is
completed by the State and all questions arising there from are resolved, whichever is sooner.
If the Contractor allows the facility related records/documents to be held or maintained by a third
party, the Contractor will be responsible for securing and providing said records/document to the
CDCR (as requested) in a timely manner.
The Contractor shall have procedures to ensure confidentiality of information and to protect the
data from unauthorized access and/or destruction due to negligence, malice, or disaster.
The Contractor shall not release or reveal any report, publication, and/or statistical data related to
the participants and/or participant programs without the prior written approval from the CDCR.
Prohibition on Mobile Devices and Removable Media:
CDCR has a written policy prohibiting the transfer or storage of CDCR information to any mobile
devices or removable storage media for any reason. This policy shall be made available to each
employee individually and shall be strictly enforced. DOM 49020.9.8 – 49020.9.9
VII. Audits
Facility monitoring, reviews, and audits by the CDCR or DRP or its designee may be scheduled on
a routine basis or may be unscheduled and unannounced. The CDCR or DRP will attempt to keep
any disruption to the Contractor’s daily work to a minimum when undertaking an audit, however the
cooperation and assistance of the Contractor is required for an audit, therefore the Contractor shall
at all times maintain accurate, organized, and accessible records to expedite any and all audits

Page 32 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

and to minimize any disruption. Audits may also be conducted by other independent and
appropriate/authorized governmental entities. Accordingly, the contractor will be required to
cooperate, respond to and adhere to the respective audit requirements.
A. Financial Audit
The CDCR and/or its designee may conduct audits or reviews of the Contractor’s financial
records as they relate to the contract whenever deemed necessary or appropriate by the
CDCR. The contractor shall be responsible for ensuring auditors have access to the facility
(including areas where records are kept), providing an appropriate work area, providing
necessary staff escorts, and facilitating availability of contractor staff for purposes of
discussions related to the purpose of the audit.
1. Draft Audit
Draft audit findings and observations (if any) will be summarized and presented to the CDCR
and the Contractor as a draft audit report. The Contractor and CDCR will have an
opportunity to review and provide a written response for inclusion in the final audit report. The
Contractor may have the opportunity to submit additional source documentation for the
auditor’s consideration in preparing the final audit report. Replies must be directed to the
entity conducting the audit and copies to the DRP Correctional Administrator within the
specified time frame as required.
2. Final audit
A final audit will be issued that incorporates the Contractor’s and CDCR’s response (if any) to
the draft audit. If the Contractor has any disagreements with the audit findings or
observations, the Contractor may submit a formal written appeal.
If the Contractor fails to reply in writing within the allotted time, or within such additional
commensurate and reasonable time period the parties mutually agree to in writing, the final
audit report will be considered accepted in full by the Contractor. The Contractor shall then
immediately comply with the audit recommendations and/or findings. Failure to comply will
result in a disallowance of claimed costs and all other available remedies.
3. Corrective Action Plan
The Contractor shall provide a Corrective Action Plan (CAP) to the DRP Correctional
Administrator within 30 days from the date of the final audit. The CAP must, at a minimum,
include the following: what action has been taken or will be taken to remedy audit findings
and/or observations, the time frame for completion, the Contractor staff that has primary
responsibility for each finding/observation, supporting documentation (i.e., policies, procedure
changes, changes in staff duties/responsibilities, etc.) and any other proof, confirmation,
verification as may be required. (The Contractor does not need to address final audit
findings/observations that are pending or under appeal).
Questions regarding the CAP may be directed to the assigned DRP Staff Manager I.
4. Appeal

Page 33 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

If the Contractor has any disagreements with the audit findings or observations, the
Contractor may submit a formal written appeal to CDCR’s Administrative Review Committee
(ARC) within thirty (30) calendar days upon receipt of the final audit report. The appeal must
be sent to:
California Department of Corrections and Rehabilitation
Office of Audits and Court Compliance
Attention: Assistant Secretary, OACC
9800 Old Placerville Road, Suite 200
Sacramento, CA 95827
The appeal must be written and should be complete to include any and all supporting
documentation the Contractor believes is pertinent for appropriate ARC review/consideration.
The Contractor should clearly and thoroughly express its position and/or basis for its position
to minimize the ARC’s need to request additional or clarifying information. Any question
regarding the ARC process shall be referred to the Office of Audits and Court Compliance
(OACC). Appeals shall not be sent to the DRP. If an appeal is sent to the DRP, there shall
be no obligation for the DRP to redirect the appeal to the OACC on behalf of the Contractor.
The ARC generally consists of the following CDCR Executive Staff (or equivalent level staff
or designees):



Director, Support Services, (ARC Chairperson)
Assistant Secretary, Office of Audits and Court Compliance
Deputy Director, Division of Rehabilitative Programs
Deputy Director, Fiscal Management

Other additional executive level CDCR staff may be part of the ARC or substituted dependent
upon the nature of the appeal issue and/or availability of the CDCR staff. The ARC may
request and/or require input from other CDCR staff dependent upon the nature of the appeal
issue. Information may also be solicited from the auditing entity and they may also be
consulted/present during the ARC.
The ARC may request additional documentation or other information from the Contractor.
The ARC may also request a meeting with the Contractor to discuss the appeal. If a meeting
is deemed necessary, it will be scheduled at a mutually acceptable date/time.

The ARC will render a written decision. The ARC’s findings shall be the CDCR’s final position
on the audit. If the audit findings and/or observations are upheld, the ARC may require a
Corrective Action Plan from the Contractor subject to the timeframes determined by the ARC.
If audit findings and/or observations as determined by the ARC result in disallowances for
which the Contractor must repay monies to the State of California and if payment for the audit
findings is not received within thirty (30) days after the ARC findings are issued, the amount
involved will be deducted from monthly invoice payments until the audit disallowance is fully
paid. Contractor’s failure to pay audit disallowances may result in immediate termination of
the Agreement as well as notification to the California Department of General Services that
the Contractor has refused to honor the audit findings. The State shall have the right to take
appropriate action to collect all amounts due the State.

Page 34 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

A follow-up audit may be conducted to verify compliance.
Misappropriation of funds and/or failure to comply with financial management and accounting
requirements set forth herein shall constitute a breach of contract and may result in a
disallowance of claimed costs and all other available remedies including termination.
B. Program/Operational Audit
Program audits or reviews will be conducted on an as needed basis by the CDCR/DRPstaff,
designees and/or other governmental entities. Custody/Security, Program Management and
Building/Grounds audits will be conducted for compliance with the Agreement, the CDCR
standards/requirements and/or other lawful requirements.
1. Audit
The facility will receive written notice/findings as to the areas of partial compliance or noncompliance. Within thirty (30) days of receiving the notice/findings, the contractor will submit
to the CDCR on-site CCIII, designated by the MCRP Captain , a proposed corrective action
plan (CAP) identifying responsible party, the action taken or to be taken to correct the
deficiency, and timelines for completion or attaining full compliance. The on-site CCIII will
review the proposed CAP and will either concur with the proposed CAP or provide
recommendations to assist in attaining full compliance with recommended time frames for
completion. In case of any discrepancy, the appeal process is available if filed within ten
working (10) days of notice. If there is disagreement with the on-site CCIII, first level of
appeal is to the MCRP Captain and second level of appeal is to the DRP Correctional
Administrator.
2. Corrective Action Plan
The Contractor will develop a CAP based on the audit/review finding(s):
a.
If the contractor is not in compliance with a requirement of the contract, the State
can serve the contractor with a written Notice of Contract Compliance (NCC) and require the
contractor to take corrective action by a specific date. This notice will typically be in the form
of a written notice/correspondence from the DRP.
b.
If the noncompliance issue relates to the: (1) security of the facility; and/or (2) health
and/or safety of participants, the facility staff or the community, the date for the corrective
action may be the same day as the notice.
c.
When the contractor receives a NCC, the contractor shall take corrective action by
the date specified or request a date extension and resubmit a CAP that meets Penal Code,
local laws, statutes, Department Operations Manual, CDCR policies, procedures and/or
contractual expectations. This request and action plan shall be submitted in writing within 30
working days from receipt of a NCC to the DRP Correctional Administrator.
d.
The DRP Correctional Administrator shall respond in writing to the contractor’s
request and CAP within 30 working days of receipt. However, the DRP Correctional
Administrator can verbally reject the contractor’s request and CAP at any time if the
noncompliance issue relates to the areas listed in subparagraph b) (relating to the security of
the facility; and/or health and/or safety of participants, the facility staff or the community).

Page 35 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

e.
If the contractor fails to take corrective action by the deadline approved by the DRP
Correctional Administrator, the State may impose a one percent (1%) penalty against
the total monthly invoice for the month in which corrective action was to have been
taken.
f.
For each additional successive 30 day period the contractor fails to take corrective
action in accordance to the approved deadline, the penalty may be increased to twice that of
the last penalty assessed until the deficiency is rectified and/or remedied to CDCR
satisfaction.
g.
The Contractor may appeal any action(s) taken by the provisions in subparagraphs
(b) through (f) as outlined in the Special Terms and Conditions section of this Agreement.
The MCRP Captain and/or other DRP staff will schedule and conduct follow-up audit/reviews
to determine compliance with Penal Code, local laws, statutes, Department Operations
Manual, CDCR policies, procedures and/or contractual expectations
Failure to comply with contract conditions, resulting in a breach of security or health and
safety standard, may result in the immediate termination of the contract following discussions
by both parties.
VIII. DISPUTE RESOLUTION
Contract disputes will be settled according to the terms contained within the Agreement.
IX. PENALTIES
The Contractor shall provide the following, but not limited to, labor, materials, supplies, licenses,
permits, equipment, and transportation necessary to perform all services in accordance with the
Scope of Work, all terms and conditions, Disabled Veteran Business Enterprise (DVBE)
requirements at the rates set in this Agreement. Any and all services performed outside the scope
of the Agreement shall be at the sole risk and expense of the Contractor. (Refer to Section III,
Allowable Contract Costs.)
X. BUDGET CONTINGENCY CLAUSE
It is mutually agreed that if the California State Budget Act for the current fiscal year and/or any
subsequent fiscal years covered under this Agreement does not appropriate sufficient funds for the
program, this Agreement shall be of no further force and effect. In this event, the State shall have
no liability to pay any funds whatsoever to Contractor, or to furnish any other considerations under
this Agreement, and Contractor shall not be obligated to perform any provisions of this Agreement.
If funding for the purposes of this program is reduced or deleted for any fiscal year by the California
State Budget Act, the State shall have the option to either cancel this Agreement with no liability
occurring to the State, or offer an Agreement amendment to Contractor to reflect the reduced
amount.
XI. RIGHT TO TERMINATE

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GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

The State reserves the right to terminate this Agreement subject to thirty (30) calendar day’s
written notice to the Contractor. Contractor may submit a written request to terminate this
Agreement only if the State should substantially fail to perform its responsibilities as provided
herein.

Page 37 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

Agreement Number C5606795
Exhibit B-2

CONTRACT FACILITY 
FINANCIAL MANAGEMENT HANDBOOK 
APPENDIX A 
INVOICES 
TABLE OF CONTENTS 
 
 
 
 
 
Appendix A, Schedule 1.1 
Appendix A, Schedule 1.2 
Appendix A, Schedule 1.3 
Appendix A, Schedule 2.1 
Appendix A, Schedule 2.2 
Appendix A, Schedule 3.1 

TITLE 
Instructions 
Monthly Participant Day Invoice 
Vacant Post or Position Deduction Report 
Contracted Facility Register of Participation 
Participant Release Fund Invoice 
CDC 102 Participant Release Statement (example only) 

Page 38 of 42

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

 
 
Appendix B, Schedule 1  
Appendix B, Schedule 2  

CONTRACT FACILITY 
FINANCIAL MANAGEMENT HANDBOOK 
APPENDIX B 
REPORTS 
TABLE OF CONTENTS 
 
 
 
TITLE 
Deleted 
Custody, Non Custody Roster 

Page 39 of 42

Agreement Number C5606795
Exhibit B-2

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

CONTRACT FACILITY 
FINANCIAL MANAGEMENT HANDBOOK 
APPENDIX C 
QUARTERLY COST REPORT 
 
 
 
 
 
Schedule 1 
Schedule 2 
Schedule 3.1 
Schedule 3.2 
Schedule 3.3 
Schedule 4 
Schedule 6 
Schedule 7 
Schedule 8 

TITLE 
 
 
 
 
 
 
 
 

Quarterly Cost Report Coversheet 
Statement of Program Revenue and Expenses 
Salary & Wages for Facility Administration Staff 
Salary & Wages for Facility Program Staff 
Salary & Wages for Facility Security Staff 
Contracted/Consultant Services  
Equipment Changes 
Participant Welfare Fund Quarterly Statement 
Certification 

Page 40 of 42

Agreement Number C5606795
Exhibit B-2

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

CONTRACT FACILITY 
FINANCIAL MANAGEMENT HANDBOOK 
APPENDIX D 
ANNUAL COST REPORT 
TABLE OF CONTENTS 
 
 
 
 
Schedule 1 
Schedule 2 
Schedule 4 
Schedule 5 

 
 
 
 

TITLE 
Annual Cost Report Coversheet 
Annual Cost Report Attachments 
Equipment Listing 
Certification 

Page 41 of 42

Agreement Number C5606795
Exhibit B-2

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation
Financial Management Handbook

CONTRACT FACILITY 
FINANCIAL MANAGEMENT HANDBOOK 
APPENDIX E 
CHANGE IN BUDGET AUTHORIZATION 
AND POSITION CLASSIFICATION 
TABLE OF CONTENTS

 
 
 
 
Schedule 1.1   
Schedule 1.2   
Schedule 2   

TITLE 
Budget Revision Form 
Budget Revision Form Instructions 
Change in Established Positions

Page 42 of 42

Agreement Number C5606795
Exhibit B-2

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions

1. Contract Disputes (Supersedes provision number 6, Disputes, of Exhibit C)
As a condition precedent to Contractor’s right to institute and pursue litigation or other
legally available dispute resolution process, if any, Contractor agrees that all disputes and/or
claims of Contractor arising under or related to the Agreement shall be resolved pursuant to
the following processes. Contractor’s failure to comply with said dispute resolution
procedures shall constitute a failure to exhaust administrative remedies.
Pending the final resolution of any such disputes and/or claims, Contractor agrees to
diligently proceed with the performance of the Agreement, including the delivering of goods
or providing of services. Contractor’s failure to diligently proceed shall constitute a material
breach of the Agreement.
The Agreement shall be interpreted, administered, and enforced according to the laws of the
State of California. The parties agree that any suit brought hereunder shall have venue in
Sacramento, California, the parties hereby waiving any claim or defense that such venue is
not convenient or proper.
a. Final Payment
The acceptance by Contractor of final payment shall release the California Department
of Corrections and Rehabilitation (CDCR) from all claims, demands and liability to
Contractor for everything done or furnished in connection with this work and from every
act and neglect of CDCR and others relating to or arising out of this work except for any
claim previously accepted and/or in process of resolution.
b. Informal Appeal
Contractor and the program or institution contract liaison, or other designated CDCR
employee of the unit for which the goods are being delivered or the service is being
performed, shall first attempt in good faith to resolve the dispute or claim by informal
discussion(s). Contractor shall identify the issues and the relief sought. Informal
discussion(s) between Contractor and contract liaison, or the designated CDCR
employee, shall be written, dated, and signed by the authors.
The program or institution contract liaison shall issue an informal written statement to
Contractor regarding the dispute within fifteen (15) calendar days following settlement or
an impasse in the informal discussion(s) process. The written statement shall either: (1)
document the dispute settlement and what, if any, conditions were reached; or, (2)
document the reason(s) the dispute could not be resolved informally and provide
notification to Contractor of its option to file a formal appeal within thirty (30) days of the
informal statement. One (1) copy of the informal statement and the discussion(s) on
which it is based shall be forwarded immediately to the Office of Business Services
(OBS) for inclusion in the Agreement file.
c. Formal Appeal
If the dispute or claim is not resolved to Contractor’s satisfaction by the informal appeal
process, Contractor may file with the Associate Director, OBS, and a formal written
appeal within thirty (30) calendar days of the date of CDCR’s informal written decision.
The formal written appeal shall be addressed as follows:

Page 1 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
(SUBJECT)
Associate Director
Office of Business Services
California Department of Corrections and Rehabilitation
9838 Old Placerville Road, Suite B-2
Sacramento, CA 95827
Contractor shall specify in the formal written appeal the issue(s) in dispute, the particular
relief or remedy sought, the factual basis for Contractor’s claim or dispute, and
Contractor’s legal, technical and/or other authority upon which Contractor bases its claim
or dispute.
The formal written appeal shall include a written certification signed by a knowledgeable
company official under the penalty of perjury according to the laws of the State of
California pursuant to California Code of Civil Procedure Section 2015.5 that the dispute,
claim, or demand is made in good faith, and that the supporting data are accurate and
complete. If an Agreement adjustment is requested, the written certification shall further
state under penalty of perjury that the relief requested accurately reflects the Agreement
adjustment for which the CDCR is responsible.
If Contractor is a corporation, the written certification shall be signed by an officer
thereof. If Contractor is a sole proprietorship or partnership, it shall be signed by an
owner or full partner. If Contractor is other than a corporation, sole proprietorship or
partnership, it shall be signed by a principal of the company with authority to bind the
company.
The Associate Director, OBS, shall issue a formal written decision on behalf of CDCR
within thirty (30) calendar days of receipt of the properly addressed formal written
appeal. If mutually agreed by the parties, the date for the issuance of CDCR’s final
written decision may be extended.
d. Further Resolution
If the dispute is not resolved by the formal appeal process to Contractor’s satisfaction, or
Contractor has not received a written decision from the Associate Director, OBS, after
thirty (30) calendar days, or other mutually agreed extension, Contractor may thereafter
pursue its right to institute other dispute resolution process, if any, available under the
laws of the State of California.
e. Contract Disputes with Public Entities
A county, city, district or other local public body, state board or state commission,
another state or federal agency, or joint-powers authority shall resolve a dispute with
CDCR, if any, through a meeting of representatives from the entities affected. If the
dispute cannot be resolved to the satisfaction of the parties, each entity may thereafter
pursue its right to institute litigation or other dispute resolution process, if any, available
under the laws of the State of California.
2. Right to Terminate (Supersedes provision number 7, Termination for Cause, of Exhibit C)
The State reserves the right to terminate this Agreement subject to thirty (30) calendar days
written notice to the Contractor. Contractor may submit a written request to terminate this

Page 2 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
Agreement only if the State should substantially fail to perform its responsibilities as
provided herein.
Additionally, the State reserves the right to terminate this Agreement subject to thirty (30)
calendar days written notice to the Contractor should it be later identified as a service which
can be consolidated into a statewide/regionalized Agreement. The State may exercise its
option to cancel the remaining years of this Agreement, should it be decided that with
additional institutions and/or sites, the State would receive a better rate for the same
service.
However, the State can immediately terminate this Agreement for cause. The term “for
cause” shall mean that the Contractor fails to meet the terms, conditions, and/or
responsibilities of the Agreement. In this instance, the Agreement termination shall be
effective as of the date indicated on the State’s notification to the Contractor.
This Agreement may be suspended or cancelled without notice, at the option of the
Contractor, if the Contractor or State’s premises or equipment are destroyed by fire or other
catastrophe, or so substantially damaged that it is impractical to continue service, or in the
event the Contractor is unable to render service as a result of any action by any
governmental authority.
3. Contract Suspension
Notwithstanding any other provisions of this Agreement, pursuant to a Governor’s Executive
Order or equivalent directive, such as a court order or an order from a federal or state
regulatory agency, mandating the suspension of state contracts, the State may issue a
Suspension of Work Notice. The Notice shall identify the specific Executive Order or
directive and the Agreement number(s) subject to suspension. Unless specifically stated
otherwise, all performance under the Agreement(s) must stop immediately upon receipt of
the Notice. During the period of contract suspension, Contractor is not entitled to any
payment for the suspended work. Once the order suspending state contracts has been
lifted, a formal letter from the Department will be issued to the Contractor to resume work.
4. Responsibility Hearing
If this Agreement is terminated for cause, CDCR reserves the right to conduct a
responsibility hearing to determine if the Contractor is a responsible bidder before an award
of future Agreements can be made.
5. Confidentiality of Data
All financial, statistical, personal, technical and other data and information relating to State’s
operation, which are designated confidential by the State and made available to carry out
this Agreement, or which become available to the Contractor in order to carry out this
Agreement, shall be protected by the Contractor from unauthorized use and disclosure.
If the methods and procedures employed by the Contractor for the protection of the
Contractor’s data and information are deemed by the State to be adequate for the protection
of the State’s confidential information, such methods and procedures may be used with the
written consent of the State. The Contractor shall not be required under the provisions of
this paragraph to keep confidential any data already rightfully in the Contractor’s possession

Page 3 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
that is independently developed by the Contractor outside the scope of the Agreement or is
rightfully obtained from third parties.
No reports, information, inventions, improvements, discoveries, or data obtained, repaired,
assembled, or developed by the Contractor pursuant to this Agreement shall be released,
published, or made available to any person (except to the State) in violation of any state or
federal law.
Contractor by acceptance of this Agreement is subject to all of the requirements of California
Government Code Section 11019.9 and California Civil Code Sections 1798, et seq.,
regarding the collection, maintenance, and disclosure of personal and confidential
information about individuals.
6. Liability for Loss and Damages
Any damages by the Contractor to the State’s facility including equipment, furniture,
materials or other State property, will be repaired or replaced by the Contractor to the
satisfaction of the State at no cost to the State. The State may, at its option, repair any such
damage and deduct the cost thereof from any sum due Contractor under this Agreement.
7. Computer Software Management Memo
Contractor certifies that it has appropriate systems and controls in place to ensure that state
funds will not be used in the performance of this Agreement for the acquisition, operation or
maintenance of computer software in violation of copyright laws.
8. Accounting Principles
The Contractor will adhere to generally accepted accounting principles as outlined by the
American Institute of Certified Public Accountants. Dual compensation is not allowed; a
Contractor cannot receive simultaneous compensation from two or more funding sources for
the same services performed even though both funding sources could benefit.
9. Liability for Nonconforming Work
All work provided by the Contractor shall conform to the latest requirement of federal, state,
city and county regulations. Contractor is responsible for compliance with all applicable
laws, codes, rules and regulations in connection with work performed under this Agreement.
The Contractor will be fully responsible for ensuring that the completed work conforms to the
agreed upon terms. If nonconformity is discovered prior to the Contractor’s deadline, the
Contractor will be given a reasonable opportunity to cure the nonconformity. If the
nonconformity is discovered after the deadline for the completion of the project, CDCR, in its
sole discretion, may use any reasonable means to cure the nonconformity. The Contractor
shall be responsible for reimbursing CDCR for any additional expenses incurred to cure
such defects.
10. Subcontractor/Consultant Information
Contractor is required to identify all subcontractors and consultants who will perform labor or
render services in the performance of this Agreement. Additionally, the Contractor shall

Page 4 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
notify CDCR, OBS in writing within ten (10) working days of any changes to the
subcontractor and/or consultant information.
11. Contract Violations
The Contractor acknowledges that any violation of Chapter 2 or any other chaptered
provision of the Public Contract Code (PCC) is subject to the remedies and penalties
contained in PCC Sections 10420 through 10425.
12. Temporary Nonperformance
If, because of mechanical failure or for any other reason, the Contractor shall be temporarily
unable to perform the work as required, the State, during the period of the Contractor’s
inability to perform, reserves the right to accomplish the work by other means and shall be
reimbursed by the Contractor for any additional costs above the Agreement price.
13. Extension of Term
If it is determined to be in the best interest of the State, this Agreement may be amended to
extend the term. Upon signing the amendment, the Contractor hereby agrees to provide
services for the extended period at the rates specified in the original Agreement.
14. Employment of Ex-Offenders
Contractor cannot and will not either directly, or on a subcontract basis, employ in
connection with this Agreement:
a. Ex-Offenders on active parole or probation, who have been on active parole or probation
during the last three years preceding their employment;
b. Ex-offenders convicted of drug trafficking in a prison/jail; escape or aiding/abetting
escape; battery on a Peace Officer or Public Official; arson offenses; or, any violations of
Penal Code Sections 4570-4574 (Unauthorized Communications with Prisons and
Prisoners Offenses);
c. Ex-Offenders required to register as a sex offender pursuant to Penal Code Section 290
or if such ex-offender has an offense history involving a “violent felony” as defined in
subparagraph (c) of Penal Code Section 667.5; or
d. Any ex-offender in a position which provides direct supervision of parolees, except in the
following instances:
1. Contractor shall only employ ex-offenders who can provide written evidence of
having satisfactorily completed parole or probation, and who have remained off
parole or probation, and have had no arrests or convictions within the past three
years.
An ex-offender whose assigned duties involve administrative or policy decision-making,
accounting, procurement, cashiering, auditing, or any other business-related administrative
function shall be fully bonded to cover any potential loss to the State or Contractor.
Evidence of such bond shall be supplied to CDCR prior to employment of the ex-offender.

Page 5 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
1. Contractor shall obtain prior written approval from the Chief of the Office of
Rehabilitative Programs (DRP) to employ ex-offenders in a position that provides
direct supervision of inmates/parolees, and who have any conviction for any offense
listed in Penal Code Section 667.5(c). An ex-offender whose assigned duties will
involve administrative or policy decision-making, accounting procurement,
cashiering, auditing, or any other business-related administrative function shall be
fully bonded to cover any potential loss to the State or Contractor. Evidence of such
bond shall be supplied to the Chief of DRP prior to the employment of the
ex-offender.
2. Ex-offenders convicted of a Penal Code Section 12022.5 offense for use of a firearm,
or for burglary, extortion, or robbery will not necessarily be precluded employment in
the In-Prison Substance Use Disorder Treatment programs (SUDT), Specialized
Treatment for Optimized Programming (STOP), Female Offender Treatment and
Employment Program (FOTEP), and the Parolee Services Networks (PSN). The
Chief of DRP shall review such ex-offenders on a case-by-case basis to determine
whether or not the applicant will be approved for employment
15. Electronic Waste Recycling
The Contractor certifies that it complies with the requirements of the Electronic Waste
Recycling Act of 2003, Chapter 8.5, Part 3 of Division 30, commencing with Section 42460
of the Public Resources Code, relating to hazardous and solid waste. Contractor shall
maintain documentation and provide reasonable access to its records and documents that
evidence compliance.
16. Tax
The State of California and Contractor will each bear their own respective federal, state and
local tax liabilities arising from this Agreement. It is expressly understood that neither the
State nor the Contractor will assign, shift, pass on or otherwise assume the tax liabilities of
the other party.
17. Licenses and Permits
The Contractor shall be an individual or firm licensed to do business in California and shall
obtain at Contractor’s expense all license(s) and permit(s) required by law for accomplishing
any work required in connection with this Agreement.
In the event any license(s) and/or permit(s) expire at any time during the term of this
Agreement, Contractor agrees to provide CDCR with a copy of the renewed license(s)
and/or permit(s) within thirty (30) days following the expiration date. In the event the
Contractor fails to keep in effect at all times all required license(s) and permit(s), the State
may, in addition to any other remedies it may have, terminate this Agreement upon
occurrence of such event.
18. Permits and Certifications from State Board of Equalization
This solicitation and any resulting Agreement shall be subject to all requirements as set forth
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 requiring suppliers to provide a

Page 6 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
copy of their reseller’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.
Failure of the supplier to comply by supplying the required permit or certification will cause
the supplier’s bid response to be considered non-responsive and their bid rejected. Unless
otherwise specified in this solicitation, a copy of the reseller’s permit or certification of
registration must be supplied within five (5) State business days of the request made by the
State.
19. Darfur Contracting Act
Effective January 1, 2009, CDCR generally cannot contract with “scrutinized” companies
that do business in the African nation of Sudan, as described in Public Contract Code
Sections 10475-10478. A company that currently has (or within the previous three years
has had) business activities or other operations outside of the United States must certify that
it is not a “scrutinized” company when it submits a bid or proposal to CDCR. A scrutinized
company may still submit a bid or proposal for a contract with CDCR if the company first
obtains permission from the Department of General Services (DGS).
All bidders must submit a completed OBS 1500 verifying status, with their bid proposal.
20. Iran Contracting Act
Pursuant to the Iran Contracting Act of 2010 (Public Contract Code Sections 2200 through
2208 are “the Act”), vendors are ineligible to bid on, submit a proposal for, enter into, or
renew any contract with the state for goods or services of one million dollars ($1,000,000) or
more if the vendor engages in investment activities in Iran, as defined in the Act. The Act
requires that DGS establish and periodically update a list of ineligible vendors.
Also, pursuant to the Act, financial institutions are ineligible to bid on, submit a proposal for,
enter into, or renew any contract with the state for goods or services of one million dollars
($1,000,000) or more if the financial institution extends credit, as defined in the Act, to a
business identified on the DGS list of ineligible vendors that will use the credit to provide
goods or services in the energy sector in Iran.
Prior to submitting a bid or proposal and prior to executing any state contract or renewal for
goods or services of one million dollars ($1,000,000) or more, a vendor must certify that it is
not on the list of ineligible vendors prohibited from doing business with the State of
California. Also financial institutions must certify that they are not extending credit to an
ineligible vendor as described in the Act. The Act provides exceptions to the certification
requirement, see PCC sections 2203(c) and (d) for additional information regarding the
exceptions.
All bidders must submit a completed OBS 1502 verifying status, with their bid proposal.
21. Conflict of Interest
The Contractor and their employees shall abide by the provisions of Government Code (GC)
Sections 1090, 81000 et seq., 82000 et seq., 87100 et seq., and 87300 et seq., Public
Contract Code (PCC) Sections 10335 et seq. and 10410 et seq., California Code of
Regulations (CCR), Title 2, Section 18700 et seq. and Title 15, Section 3409, and the
Department Operations Manual (DOM) Section 31100 et seq. regarding conflicts of interest.

Page 7 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions

a. Contractors and Their Employees
Consultant Contractors shall file a Statement of Economic Interests, Fair Political
Practices Commission (FPPC) Form 700 prior to commencing services under the
Agreement, annually during the life of the Agreement, and within thirty (30) days after
the expiration of the Agreement. Other service Contractors and/or certain of their
employees may be required to file a Form 700 if so requested by CDCR or whenever it
appears that a conflict of interest may be at issue. Generally, service Contractors (other
than consultant Contractors required to file as above) and their employees shall be
required to file an FPPC Form 700 if one of the following exists:
1. The Agreement service has been identified by CDCR as one where there is a greater
likelihood that a conflict of interest may occur;
2. The Contractor and/or Contractor’s employee(s), pursuant to the Agreement, makes
or influences a governmental decision; or
3. The Contractor and/or Contractor’s employee(s) serves in a staff capacity with
CDCR and in that capacity participates in making a governmental decision or
performs the same or substantially all the same duties for CDCR that would
otherwise be performed by an individual holding a position specified in CDCR’s
Conflict of Interest Code.
b. Current State Employees
1. No officer or employee shall engage in any employment, activity or enterprise from
which the officer or employee receives compensation or has a financial interest and
which is sponsored or funded by any state agency, unless the employment, activity
or enterprise is required as a condition of regular state employment.
2. No officer or employee shall contract on his or her own behalf as an independent
Contractor with any state agency to provide goods or services.
3. In addition to the above, CDCR officials and employees shall also avoid actions
resulting in or creating an appearance of:
a.
b.
c.
d.
e.

Using an official position for private gain;
Giving preferential treatment to any particular person;
Losing independence or impartiality;
Making a decision outside of official channels; and
Affecting adversely the confidence of the public or local officials in the integrity
of the program.

4. Officers and employees of the Department must not solicit, accept or receive, directly
or indirectly, any fee, commission, gratuity or gift from any person or business
organization doing or seeking to do business with the State.
c. Former State Employees
1. For the two year (2-year) period from the date he or she left state employment, no
former state officer or employee may enter into an Agreement in which he or she
engaged in any of the negotiations, transactions, planning, arrangements or any part

Page 8 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
of the decision-making process relevant to the Agreement while employed in any
capacity by any state agency.
2. For the twelve-month (12-month) period from the date he or she left state
employment, no former state officer or employee may enter into an Agreement with
any state agency if he or she was employed by that state agency in a policy-making
position in the same general subject area as the proposed Agreement within the 12month period prior to his or her leaving state service.
In addition to the above, the Contractor shall avoid any conflict of interest whatsoever with
respect to any financial dealings, employment services, or opportunities offered to inmates
or parolees. The Contractor shall not itself employ or offer to employ inmates or parolees
either directly or indirectly through an affiliated company, person or business unless
specifically authorized in writing by the CDCR. In addition, the Contractor shall not (either
directly, or indirectly through an affiliated company, person or business) engage in financial
dealings with inmates or parolees, except to the extent that such financial dealings create no
actual or potential conflict of interest, are available on the same terms to the general public,
and have been approved in advance in writing by CDCR. For the purposes of this
paragraph, “affiliated company, person or business” means any company, business,
corporation, nonprofit corporation, partnership, limited partnership, sole proprietorship, or
other person or business entity of any kind which has any ownership or control interest
whatsoever in the Contractor, or which is wholly or partially owned (more than 5%
ownership) or controlled (any percentage) by the Contractor or by the Contractor’s owners,
officers, principals, directors and/or shareholders, either directly or indirectly. “Affiliated
companies, persons or businesses” include, but are not limited to, subsidiary, parent, or
sister companies or corporations, and any company, corporation, nonprofit corporation,
partnership, limited partnership, sole proprietorship, or other person or business entity of
any kind that is wholly or partially owned or controlled, either directly or indirectly, by the
Contractor or by the Contractor’s owners, officers, principals, directors and/or shareholders.
The Contractor shall have a continuing duty to disclose to the State, in writing, all interests
and activities that create an actual or potential conflict of interest in performance of the
Agreement.
The Contractor shall have a continuing duty to keep the State timely and fully apprised in
writing of any material changes in the Contractor’s business structure and/or status. This
includes any changes in business form, such as a change from sole proprietorship or
partnership into a corporation or vice-versa; any changes in company ownership; any
dissolution of the business; any change of the name of the business; any filing in
bankruptcy; any revocation of corporate status by the Secretary of State; and any other
material changes in the Contractor’s business status or structure that could affect the
performance of the Contractor’s duties under the Agreement.
If the Contractor violates any provision of the above paragraphs, such action by the
Contractor shall render this Agreement void.
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment for each meeting of the board or commission, payment for
preparatory time and payment for per diem.

Page 9 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
22. Disclosure
Neither the State nor any State employee will be liable to the Contractor or its staff for
injuries inflicted by inmates or parolees of the State. The State agrees to disclose to the
Contractor any statement(s) known to State staff, made by any inmate or parolee, which
indicate violence may result in any specific situation, and the same responsibility will be
shared by the Contractor in disclosing such statement(s) to the State.
23. Security Clearance/Fingerprinting
The State reserves the right to conduct fingerprinting and/or security clearance through the
Department of Justice, Bureau of Criminal Identification and Information (BCII), prior to
award and at any time during the term of the Agreement, in order to permit Contractor
and/or Contractor’s employee access to State premises. The State further reserves the right
to terminate the Agreement should a threat to security be determined.
24. Notification of Personnel Changes
Contractor must notify the State, in writing, of any changes of those personnel allowed
access to State premises for the purpose of providing services under this Agreement. In
addition, Contractor must recover and return any State-issued identification card provided to
Contractor’s employee(s) upon their departure or termination.
25. Hiring Considerations
If this Agreement is in excess of $200,000, the Contractor shall be required to give priority
consideration in filling vacancies in positions funded by the Agreement to qualified recipients
of aid under Welfare and Institutions Code Section 11200 et seq.
26. Contractor Employee Misconduct
During the performance of this Agreement, it shall be the responsibility of the Contractor
whenever there is an incident of use of force or allegation(s) of employee misconduct
associated with and directly impacting inmate and/or parolee rights, to immediately notify
CDCR of the incident(s), to cause an investigation to be conducted, and to provide CDCR
with all relevant information pertaining to the incident(s). All relevant information includes,
but is not limited to: a) investigative reports; b) access to inmates/parolees and the
associated staff; c) access to employee personnel records; d) that information reasonably
necessary to assure CDCR that inmates and/or parolees are not or have not been deprived
of any legal rights as required by law, regulation, policy and procedures; and e) written
evidence that the Contractor has taken such remedial action, in the event of unnecessary or
excessive force, or employee misconduct with inmates and/or parolees, as will assure
against a repetition of incident(s) or retaliation. To the extent that the information provided
by the Contractor fails to so assure CDCR, CDCR may require that any implicated
Contractor staff be denied access to and the supervision of CDCR inmates and/or parolees
at the facility and access to inmate and/or parolee records. Notwithstanding the foregoing,
and without waiving any obligation of the Contractor, CDCR retains the power to conduct an
independent investigation of any incident(s). Furthermore, it is the responsibility of the
Contractor to include the foregoing terms within any and all subcontracts, requiring that
subcontractor(s) agree to the jurisdiction of CDCR to conduct an investigation of their facility
and staff, including review of subcontractor employee personnel records, as a condition of

Page 10 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
the Agreement.
27. Workers’ Compensation
Contractor hereby represents and warrants that Contractor is currently and shall, for the
duration of this Agreement, carry workers’ compensation insurance, at Contractor’s
expenses, or that it is self-insured through a policy acceptable to CDCR, for all of its
employees who will be engaged in the performance of this Agreement. Such coverage will
be a condition of CDCR’s obligation to pay for services provided under this Agreement.
Prior to approval of this Agreement and before performing any work, Contractor shall furnish
to the State evidence of valid workers’ compensation coverage. Contractor agrees that the
workers’ compensation insurance shall be in effect at all times during the term of this
Agreement. In the event said insurance coverage expires or is canceled at any time during
the term of this Agreement, Contractor agrees to give at least thirty (30) days prior notice to
CDCR before said expiration date or immediate notice of cancellation. Evidence of
coverage shall not be for less than the remainder of the term of the Agreement or for a
period of not less than one year. The State reserves the right to verify the Contractor’s
evidence of coverage. In the event the Contractor fails to keep workers’ compensation
insurance coverage in effect at all times, the State reserves the right to terminate this
Agreement and seek any other remedies afforded by the laws of this State.
Contractor also agrees to indemnify, defend and save harmless the State, its officers,
agents and employees from any and all of Contractor’s workers’ compensation claims and
losses by Contractor’s officers, agents and employees related to the performance of this
Agreement.
28. Insurance Requirements
Insurance as required herein shall be a condition of the State’s obligation to pay for services
provided under this Agreement. Prior to approval of this Agreement and before performing
any work, Contractor and any subcontractor shall furnish to the State evidence of valid
coverage. The following shall be considered evidence of coverage: A certificate of
insurance, a “true and certified” copy of the policy, or any other proof of coverage issued by
Contractor’s insurance carrier. Binders are not acceptable as evidence of coverage.
Providing evidence of coverage to the State conveys no rights or privileges to the State, nor
does it insure any State employee or insure any premises owned, leased, used by or
otherwise or under the control of the State. It does, however, serve to provide the State with
proof that the Contractor and any subcontractor are insured at the minimum levels required
by the State of California.
Contractor agrees that any liability insurance required in the performance of this Agreement
shall be in effect at all times during the term of this Agreement. In the event said insurance
coverage expires or is canceled during the term of this Agreement, Contractor shall provide
the State within five (5) business days of receipt by contractor a copy of any notice of
cancellation or non-renewal of insurance required by the contract. Evidence of coverage
required in the performance of this Agreement shall not be for less than the remainder of the
term of this Agreement or for a period of not less than one year. The State and the
Department of General Services (DGS) reserve the right to verify the Contractor’s evidence
of coverage; evidence of coverage is subject to the approval of the DGS. In the event the
Contractor fails to keep insurance coverage at all times as required, the State reserves the

Page 11 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
right to terminate this Agreement and to seek any other remedies afforded by the laws of the
State of California.
For all companies and/or businesses and individual providers, the Contractor hereby
represents and warrants that the Contractor is currently and shall be, for the duration of this
Agreement, at Contractor’s expense insured against:
Commercial General Liability - Provider agrees to carry a minimum of $1,000,000 per
occurrence for bodily injury and property damage liability combined (not required if medical
services are provided at the institution).
The certificate of insurance must include the following provisions:

The California Department of Corrections and Rehabilitation must be named as the
“Certificate Holder” and list the following:
State of California
California Department of Corrections and Rehabilitation
Office of Business Services
9838 Old Placerville Road, Suite B-2
Sacramento, CA 95827

The State of California, its officers, agents, employees, and servants are hereby
named as additional insured but only with respect to work performed for the State of
California, under the contract (SCM 7.40).

Auto Liability – By signing this Agreement, the Contractor certifies that the Contractor and
any employees, subcontractors or servants possess valid automobile coverage in
accordance with California Vehicle Code Sections 16450 to 16457, inclusive. The State
reserves the right to request proof at any time.
Non-Medical Professional Liability- Contractor and any subcontractors shall maintain
Professional Liability Insurance in the amount of $1,000,000 per occurrence, $3,000,000 in
the aggregate, including coverage for any errors and omissions caused by negligence in the
performance of duties under this Agreement.
By signing this Agreement, the Contractor certifies that the carrier of any professional liability
insurance required in the performance of this Agreement has knowledge of the Contractor’s
and any subcontractor’s extension of services to CDCR inmates.
29. Disabled Veteran Business Enterprise (DVBE)
If this Agreement is in excess of $15,000, Contractor shall fulfill, to the best of Contractor’s
ability, their obligations in dispensing that portion of the Agreement amount to the DVBE as
identified in the reply to the DVBE Mandatory Participation Requirement. Said reply by
reference is a part of this Agreement and is on file and available for review Monday through
Friday between the hours of 9:00 a.m. and 4:00 p.m. at the contracting location.
In the event the Agreement is amended to increase the amount, Contractor will be required
to comply with the CDCR's DVBE participation requirement for the amended amount.

Page 12 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
Contractor agrees that the State or its delegate will have the right to review, obtain, and
copy all records pertaining to performance of the Agreement. Contractor agrees to provide
the State or its delegate with any relevant information requested and shall permit the State
or its delegate access to its premises, upon reasonable notice, during normal business
hours for the purpose of interviewing employees, inspecting and copying such books,
records, accounts, and other material that may be relevant to a matter under investigation
for the purpose of determining compliance with Public Contract Code Section 10115 et
seq., and Title 2, California Code of Regulations (CCR), Section 1896.60 et seq.
Contractor further agrees to maintain such records for a period of three (3) years after final
payment.
30. Small Business and DVBE Participation – Commercially Useful Functions
This solicitation and any resulting Agreement shall be subject to all requirements as set forth
in the following code:
Government Code Sections 14837, 14839, 14842, 14842.5
Military and Veterans Code (MVC) Sections 999, 999.6, 999.9
In part, these codes involve requirements for businesses to qualify as a California certified
Small Business, Micro business and/or DVBE. The aforementioned companies must
perform a commercially useful function to be eligible for award and be “domiciled” in
California. A supplier’s bid will be considered non-responsive and rejected for failure to
comply with the definition and requirements set forth in the statutes Contractors found to be
in violation of certain provisions within these code sections may be subject to loss of
certification, penalties and Agreement cancellation.
31. DVBE Replacement Request
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 Veteran’s Code (MVC) § 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). The Contractor shall submit requests for
DVBE substitutions electronically on the DVBE Substitution form with justification for the
substitution to the Office of Business Services; icshelpdesk@cdcr.ca.gov (for institutionrelated contracts) or to scshelpdesk@cdcr.ca.gov (for all other requests). For assistance
with access to the “DVBE Substitution” form and instructions, contact the Department of
Corrections and Rehabilitation Office of Business Services SB/DVBE Advocate at
sbdvbeadvocate@cdcr.ca.gov. Requests to replace a DVBE subcontractor must be amply
documented to show that the replacement meets the criteria as specified in the California
Code of Regulations (CCR), Title II, Section 1896.64(c) or the Public Contract Code (PCC) §
4107 (for public works). 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 MVC § 999.9; PCC § 10115.10, or PCC § 4110 (for public works contracts).
32. DVBE Payment Certification
Senate Bill 548 requires prime contractors to certify that payments to DVBE subcontractors
were made upon completion of the contract. It is the prime contractor’s responsibility to

Page 13 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
report to the CDCR and to certify that payments are complete. Prime contractors must
return the completed Form 810P form via mail or fax to the OBS, SB/DVBE Advocate for
processing and inclusion in the contract file upon completion of the contract. Form 810P is
due 60 days from receipt of final payment.
33. Travel
Contractor’s rates shall include all travel expenses required to perform services in
accordance with this Agreement.
34. Audit Reports
a. Nonprofit Entities
(Superintendent
of
Documents,
U.S.
Government
Printing
Office)
Funds provided under this Agreement shall be included in an audit conducted in
accordance with the provisions of Office of Management and Budget (OMB) Circular A133, Audits of States, Local Governments and Nonprofit Organizations, standards
promulgated by the American Institute of Certified Public Accountants (AICPA), and
those standards included in Government Auditing Standards, 1994 Revision.
b. The financial and compliance audit shall contain the following supplemental financial
information:
1) A combining statement of revenue and expenditures for each Agreement that
presents, by budget line item, revenue and expenditures for the Agreement or audit
period.
2) A computation sheet for each Agreement used to calculate the Contractor’s earnings
for the Agreement or audit period, including measurable values. The results of this
calculation will be used to determine:
a) The amount due the Contractor;
b) The amount due the State; or
c) Whether the Contractor has been paid in full.
c. If the Contractor has used the same independent audit firm for more than five (5)
consecutive years, the Contractor must submit to the CDCR’s Office of Compliance,
Program and Fiscal Audits Branch, a written justification for using the same audit firm in
excess of five (5) years and request approval from the Office of Compliance to continue
using the same audit firm.
d. Private, nonprofit Contractors shall submit, to CDCR, two (2) copies of the required audit
report within six (6) months of the end of the Contractor’s fiscal year. An extension may
be granted by the CDCR’s Office of Compliance upon written request by the Contractor’s
Certified Public Accountant. The extension request shall include; but not be limited to,
an explanation of why the required audit cannot be submitted within six (6) months of the
end of the Contractor’s fiscal year for submittal of the audit report not to exceed an
additional thirty (30) calendar days from the original due date. Audit reports are to be
submitted to the following address:

Page 14 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
California Department of Corrections and Rehabilitation
Office of Audits and Compliance
Agreement Number: C5606795
P. O. Box 942883
Sacramento, CA 94283-0001
e. Local Governmental Entities
Local governmental entities shall submit, to CDCR two (2) copies of the required audit
report within thirty (30) calendar days after the completion of the audit, but no later than
nine (9) months after the end of the audit period. The audit reports are to be submitted
to the address stated above.
Local governmental entities shall submit the required number of copies of the audit
report in accordance with the guidelines set by the Division of Audits of the State
Controller’s Office. Said reports are to be submitted to the following address:
State Controller
Division of Audits
300 Capitol Mall, Fifth Floor
Sacramento, CA 95814
f.

Subsidiary Entities
Where services or funds under this Agreement are provided to, for, or by a wholly
owned, or wholly controlled subsidiary of Contractor, Contractor hereby provides
assurance that an audit of this subsidiary organization shall be performed in accordance
with this section. Said required audit report shall be made available to the State upon
request.

35. Tuberculosis (TB) Testing
In the event that the services required under this Agreement will be performed within a
CDCR institution/parole office/community based program, prior to the performance of
contracted duties, Contractors and their employees who are assigned to work with
inmates/parolees on a regular basis shall be required to be examined or tested or medically
evaluated for TB in an infectious or contagious stage, and at least once a year thereafter or
more often as directed by CDCR. Regular basis is defined as having contact with
inmates/parolees in confined quarters more than once a week.
Contractors and their employees who have contact with inmates/parolees on a regular
basis, shall be required to furnish to CDCR, at no cost to CDCR, a form CDCR 7336,
“Employee Tuberculin Skin Test (TST) and Evaluation,” prior to assuming their contracted
duties and annually thereafter, showing that the Contractor and their employees have been
examined and found free of TB in an infectious stage. The form CDCR 7336 will be
provided by CDCR upon Contractor’s request.
The following provisions apply to services provided on departmental and/or institution
grounds:

Page 15 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
36. Bloodborne Pathogens
Contractor shall adhere to California Division of Occupational Safety and Health (CALOSHA) regulations and guidelines pertaining to bloodborne pathogens.
37. Primary Laws, Rules, and Regulations Regarding Conduct and Association with State
Prison Inmates and Division of Juvenile Justice Wards
Individuals who are not employees of the California Department of Corrections and
Rehabilitation (CDCR), but who are working in and around inmates who are incarcerated, or
wards who are housed within California’s institutions/facilities or camps, are to be apprised
of the laws, rules and regulations governing conduct in associating with prison inmates or
wards. The following is a summation of pertinent information when non-departmental
employees come in contact with prison inmates or wards.
By signing this contract, the Contractor agrees that if the provisions of the contract require
the Contractor to enter an institution/facility or camp, the Contractor and any employee(s)
and/or subcontractor(s) shall be made aware of and shall abide by the following laws, rules
and regulations governing conduct in associating with prison inmates or wards:
a. Persons who are not employed by CDCR, but are engaged in work at any
institution/facility or camp must observe and abide by all laws, rules and regulations
governing the conduct of their behavior in associating with prison inmates or wards.
Failure to comply with these guidelines may lead to expulsion from CDCR
institutions/facilities or camps.
SOURCE:
California Penal Code (PC) Sections 5054 and 5058; California Code of
Regulations (CCR), Title 15, Sections 3285 and 3415, and California Welfare and
Institutions Code (WIC) Section 1712.
b. CDCR does not recognize hostages for bargaining purposes. CDCR has a “NO
HOSTAGE” policy and all prison inmates, wards, visitors, and employees shall be made
aware of this.
SOURCE:
PC Sections 5054 and 5058; CCR, Title 15, Section 3304 and 4603; WIC
Section 1712.
c. All persons entering onto institution/facility or camp grounds consent to search of their
person, property or vehicle at any time. Refusal by individuals to submit to a search of
their person, property, or vehicle may be cause for denial of access to the premises.
SOURCE:
PC Sections 2601, 5054 and 5058; CCR, Title 15, Sections 3173, 3177,
3288, 4696, and 4697; WIC 1712.
d. Persons normally permitted to enter an institution/facility or camp may be barred, for
cause, by the CDCR Director, Warden, and/or Regional Parole Administrator.
SOURCE:
PC Sections 5054 and 5058; CCR, Title 15, Section 3176(a) and 4696;
WIC Section 1712.
e. It is illegal for an individual who has been previously convicted of a felony offense to

Page 16 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
enter into CDCR adult institutions/facilities or camps, or youth institutions/facilities or
camps in the nighttime, without the prior approval of the Warden or officer in charge. It
is also illegal for an individual to enter onto these premises for unauthorized purposes or
to refuse to leave said premises when requested to do so. Failure to comply with this
provision could lead to prosecution.
SOURCE:
PC Sections 602, 4570.5 and 4571; CCR, Title 15, Sections 3173 and
3289; WIC Section 1001.7.
f.

Encouraging and/or assisting prison inmates to escape, is a crime. It is illegal to bring
firearms, deadly weapons, explosives, tear gas, drugs or drug paraphernalia on CDCR
institutions/facilities or camp premises. It is illegal to give prison inmates or wards
firearms, explosives, alcoholic beverages, narcotics, or any drug or drug paraphernalia,
including cocaine or marijuana. It is illegal to give wards sex oriented objects or devices,
and written materials and pictures whose sale is prohibited to minors.
SOURCE:
PC Sections 2772, 2790, 4533, 4535, 4550, 4573, 4573.5, 4573.6 and
4574; Title 15, Sections 4681 and 4710; WIC Sections 1001.5 and 1152.

g. It is illegal to give or take letters from inmates or wards without the authorization of the
Warden or officer in charge. It is also illegal to give or receive any type of gift and/or
gratuities from prison inmates or wards.
SOURCE:
PC Sections 2540, 2541 and 4570; CCR, Title 15, Sections 3010, 3399,
3401, 3424, 3425 and 4045; WIC Section 1712.
h. In an emergency situation, the visiting program and other program activities may be
suspended.
SOURCE:
i.

For security reasons, visitors must not wear clothing that in any way resembles state
issued prison inmate or ward clothing (blue denim shirts, blue denim pants).
SOURCE:

j.

PC Section 2601; CCR, Title 15, Sections 3383, 4002.5 and 4696.

CCR, Title 15, Section 3174(b)(1) and 4696.

Interviews with SPECIFIC INMATES are not permitted. Conspiring with an inmate to
circumvent policy and/or regulations constitutes a rule violation that may result in
appropriate legal action. Interviews with individual wards are permitted with written
consent of each ward if he is 18 years of age or older, or with written consent of a
parent, legal guardian, or committing court, if 17 years of age or younger.
SOURCE:

CCR, Title 15, Sections 3261.5, 3315(a)(3)(X), and 3177 and 4700(a)(1).

38. Clothing Restrictions
While on institution grounds, Contractor and all its agents, employees, and/or
representatives shall be professionally and appropriately dressed in clothing distinct from
that worn by inmates at the institution. Specifically, blue denim pants and blue chambray
shirts, orange/red/yellow/white/chartreuse jumpsuits and/or yellow rainwear shall not be
worn onto institution grounds, as this is inmate attire. The Contractor should contact the

Page 17 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions
institution regarding clothing restrictions prior to requiring access to the institution to assure
the Contractor and their employees are in compliance.
39. Tobacco-Free Environment
Pursuant to Penal Code Section 5030.1, the use of tobacco products by any person on the
grounds of any institution or facility under the jurisdiction of CDCR is prohibited.
40. Prison Rape Elimination Policy
CDCR maintains a zero tolerance for sexual misconduct in its institutions, community
correctional facilities, conservation camps and for all offenders under its jurisdiction. All
sexual misconduct is strictly prohibited.
CDCR is committed to providing a safe, humane, secure environment, free from sexual
misconduct.
This will be accomplished by maintaining a program to ensure
education/prevention, detection, response, investigation and tracking of sexual misconduct
and to address successful community re-entry of the victim.
All Contractors and their employees are expected to ensure compliance with this policy as
described in Department Operations Manual, Chapter 5, Article 44.
If you are providing services for the confinement of our inmates, you and your staff are
required to adopt and comply with the PREA standards, 28 Code of Federal
Regulations (CFR) Part 115 and with CDCR’s Department Operations Manual, Chapter 5,
Article 44, including updates to this policy. This will include CDCR staff and outside audit
personnel (who also conduct PREA audits of state prisons) conducting audits to ensure
compliance with the standards.
As a Contractor with CDCR, you shall not assign an employee to a CDCR facility or assign
an employee to duties if that employee will have contact with CDCR inmates, if that
employee has 1) engaged in sexual abuse in a prison, jail, lockup, community confinement
facility, juvenile facility, or other institution (as defined in 42 U.S.C. 1997); 2) been convicted
of engaging or attempting to engage in sexual activity in the community facilitated by force,
overt or implied threats of force, or coercion, or if the victim did not consent or was unable to
consent or refuse; or 3) has been civilly or administratively adjudicated to have engaged in
the activity described in this section.
The Contractor shall conduct a criminal background records check for each contract
employee who will have contact with CDCR inmates and retain the results for audit
purposes. By signing this contract the Contractor agrees to ensure that all of the mandates
of this Section 5: Prison Rape Elimination Policy are complied with. Material omissions, by
the contract employee, regarding such misconduct or the provision of materially false
information, shall be grounds for removal from institutional grounds.
Contract employees, who have contact with inmates, shall be provided training via the
Exhibit titled; “PRISON RAPE ELIMINATION POLICY, Volunteer/Contractor Informational
Sheet” to learn their responsibilities under the agency’s sexual abuse and sexual
harassment prevention, detection, and response policies and procedures. A copy of this
signed informational sheet will be provided to the institution before a contract employee may
have contact with inmates.

Page 18 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions

Any contract employee who appears to have engaged in sexual misconduct of an inmate
shall be prohibited from contact with inmates and shall be subject to administrative and/or
criminal investigation. Referral shall be made to the District Attorney unless the activity was
clearly not criminal. Reportable information shall be sent to relevant licensing bodies.
41. Security Regulations
a. Unless otherwise directed by the entrance gate officer and/or Contract Manager, the
Contractor, Contractor’s employees and subcontractors shall enter the institution through
the main entrance gate and park private and nonessential vehicles in the designated
visitor’s parking lot. Contractor, Contractor’s employees and subcontractors shall
remove the keys from the ignition when outside the vehicle and all unattended vehicles
shall be locked and secured while on institution grounds.
b. Any State- and Contractor-owned equipment used by the Contractor for the provision of
contract services, shall be rendered temporarily inoperative by the Contractor when not
in use, by locking or other means unless specified otherwise.
c. In order to maintain institution safety and security, periodic fire prevention inspections
and site searches may become necessary and Contractor must furnish keys to
institutional authorities to access all locked areas on the worksite. The State shall in no
way be responsible for Contractor’s loss due to fire.
d. Due to security procedures, the Contractor, Contractor’s employees and subcontractors
may be delayed at the institution vehicle/pedestrian gates and sally ports. Any loss of
time checking in and out of the institution gates and sally ports shall be borne by the
Contractor.
e. Contractor, Contractor’s employees and subcontractors shall observe all security rules
and regulations and comply with all instructions given by institutional authorities.
f.

Electronic and communicative devices such as pagers, cell phones and cameras/micro
cameras are not permitted on institution grounds.

g. Contractor, Contractor’s employees and subcontractors shall not cause undue
interference with the operations of the institution.
h. No picketing is allowed on State property.
42. Gate Clearance
Contractor and Contractor’s employee(s) and/or subcontractor(s) must be cleared prior to
providing services. The Contractor will be required to complete a Request for Gate
Clearance for all persons entering the facility a minimum of ten (10) working days prior to
commencement of service. The Request for Gate Clearance must include the person’s
name, social security number, valid state driver’s license number or state identification card
number and date of birth. Information shall be submitted to the Contract Liaison or his/her
designee. CDCR uses the Request for Gate Clearance to run a California Law Enforcement
Telecommunications System (CLETS) check. The check will include Department of Motor
Vehicles check, Wants and Warrants check, and Criminal History check.

Page 19 of 20

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Exhibit D
Special Terms and Conditions

Gate clearance may be denied for the following reasons: Individual’s presence in the
institution presents a serious threat to security, individual has been charged with a serious
crime committed on institution property, inadequate information is available to establish
positive identity of prospective individual, and/or individual has deliberately falsified his/her
identity.
All persons entering the facilities must have a valid state driver’s license or photo
identification card on their person.

Page 20 of 20

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

BUSINESS ASSOCIATES AGREEMENT (HIPAA)

MALE COMMUNITY REENTRY PROGRAM
WHEREAS, Provider, hereinafter referred to in this Exhibit as “Business Associate,”
acknowledges that the CDCR, hereinafter referred to in this Exhibit as “Covered Entity,” has in
its possession data that contains individual identifiable health information as defined by Health
Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191 ("HIPAA") and the
regulations promulgated thereunder;
WHEREAS, Business Associate and Covered Entity acknowledge that the fulfillment of
the Parties' obligations under this Service Agreement necessitates the exchange of, or access
to, data including individual identifiable health information; and,
WHEREAS, the parties desire to comply with federal and California laws regarding the
use and disclosure of individually identifiable health information, and in particular with the
provisions of the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA)
and the regulations promulgated thereunder.
NOW, THEREFORE, in consideration of the mutual promises and covenants hereinafter
contained, the Parties agree as follows:
ARTICLE 1
DEFINITIONS
Terms used, but not otherwise defined, in this Exhibit shall have the meanings set forth below.
1.1

"HHS Transaction Standard Regulation" means the Code of Federal Regulations
("CFR") at Title 45, Sections 160 and 162.

1.2

“Individual” means the subject of protected health information (PHI) or, if deceased, his
or her personal representative.

1.3

"Parties" shall mean the Covered Entity and Business Associate. (Covered Entity and
Business Associate, individually, may be referred to as a "Party".)

1.4

“Privacy Rule” shall mean the Standards for Privacy of Individually Identifiable Health
Information at 45 CFR Part 160 and Part 164, Subparts A and E.

1.5

“PHI” shall have the same meaning as the term “protected health information” in 45 CFR
§164.501, limited to the information created or received by Business Associate from or
on behalf of the Covered Entity.

1.6

“Required By Law” shall have the same meaning as “required by law” in 45 CFR
§164.501.

1.7

“Secretary” shall mean the Secretary of the Department of Health and Human Services
or his designee.
Page 1 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

Any other terms used, but not otherwise defined, in this Exhibit shall have the same meaning as
those terms in the Privacy Rule.
ARTICLE 2
CONFIDENTIALITY
2.1

Obligations and Activities of Business Associate. Business Associate agrees as follows:
(a)

not to use or further disclose PHI other than as permitted or required by this
Agreement or as Required By Law;

(b)

to establish, maintain, and use appropriate safeguards to prevent use or
disclosure of the PHI other than as permitted herein;

(c)

to report to Covered Entity any use, access or disclosure of the PHI not provided
for by this Agreement, or any misuse of the PHI, including but not limited to
systems compromises of which it becomes aware and to mitigate, to the extent
practicable, any harmful effect that is known to Business Associate as a result
thereof. Business Associate shall be responsible for any and all costs (including
the costs of Covered Entity) associated with mitigating or remedying any violation
of this Agreement;

(d)

to enforce and maintain appropriate policies, procedures, and access control
mechanisms to ensure that any agent, including a subcontractor, to whom it
provides PHI received from, or created or received by Business Associate on
behalf of Covered Entity agrees to the same restrictions and conditions that apply
through this Agreement to Business Associate with respect to such information.
The access and privileges granted to any such agent shall be the minimum
necessary to perform the assigned functions;

(e)

to provide access, at the request of Covered Entity, and in the time and manner
reasonable designated by Covered Entity, to PHI in a Designated Record Set (as
defined in the Privacy Rule), to Covered Entity or, as directed by Covered Entity,
to an Individual in order to meet the requirements under 45 CFR §164.524;

(f)

to make any amendment(s) to PHI in a Designated Record Set that the Covered
Entity directs or agrees to pursuant to 45 CFR §164.526 at the request of
Covered Entity or an Individual, and in the time and manner reasonably
requested by Covered Entity.

(g)

to make internal practices, books, and records relating to the use and disclosure
of PHI received from, or created or received by Business Associate on behalf of,
Covered Entity available to the Covered Entity, or at the request of the Covered
Entity to the Secretary, in a time and manner reasonably requested by Covered
Entity or designated by the Secretary, for purposes of the Secretary determining
Covered Entity’s compliance with the Privacy Rule.

(h)

to document such disclosures of PHI, and information related to such
disclosures, as would be required for Covered Entity to respond to a request by
an Individual for an accounting of disclosures of PHI in accordance with 45 CFR
§164.528. Said documentation shall include, but not be limited to, the date of the
disclosure, the name and, if known, the address of the recipient of the PHI, a

Page 2 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

brief description of the PHI disclosed, and the purpose of the disclosure. Said
documentation shall be made available to Covered Entity upon request.
(i)

to provide to Covered Entity or an Individual, in a time and manner reasonably
requested by Covered Entity, information collected in accordance with Section
2.1(h) above to permit Covered Entity to respond to a request by an Individual for
an accounting of disclosures of PHI in accordance with 45 CFR §164.528.

(j)

to promptly notify Covered Entity of all actual or suspected instances of
deliberate unauthorized attempts (both successful and unsuccessful) to access
PHI. Such notice shall be made to Covered Entity by telephone as soon as
Business Associate becomes aware of the unauthorized attempt, and this
telephone notification shall be followed within two (2) calendar days of the
discovery of the unauthorized attempt by a written report to Covered Entity from
Business Associate. Business Associate shall, at the same time, report to
Covered Entity any remedial action taken, or proposed to be taken, with respect
to such unauthorized attempt. Covered Entity shall have the discretion to
determine whether or not any such remedial action is sufficient, and all such
remedial action shall be at Business Associate’s expense.

(k)

to maintain and enforce policies, procedures and processes to protect physical
access to hardware, software and/or media containing PHI (e.g., hardcopy,
tapes, removable media, etc. ) against unauthorized physical access during use,
storage, transportation, disposition and /or destruction.

(l)

to ensure that access controls in place to protect PHI and processing resources
from unauthorized access are controlled by two-factor identification and
authentication: a user ID and a Token, Password or Biometrics.

(m)

to implement, use and monitor its compliance with appropriate technological,
administrative and physical safeguards to prevent the use or disclosure of PHI
other than as permitted by this Agreement. Business Associate shall provide
Covered Entity with evidence of such safeguards upon Covered Entities request.
Covered Entity has the right to determine, in its sole discretion, whether such
safeguards are appropriate, and to require any additional safeguards it deems
necessary.

(n)

In the event that Business Associate is served with legal process (e.g. a
subpoena) or request from a governmental agency (e.g. the Secretary) that
potentially could require the disclosure of PHI, Business Associate shall provide
prompt (i.e., within twenty-four (24) hours) written notice of such legal process
(including a copy of the legal process served) to the designated person at the
Covered Entity. In addition, Business Associate shall not disclose the PHI
without the consent of Covered Entity unless pursuant to a valid and specific
court order or to comply with a requirement for review of documents by a
governmental regulatory agency under its statutory or regulatory authority to
regulate the activities of either party.

(o)

to submit to periodic audits by Covered Entity verifying Business Associate’s
compliance with appropriate technological, administrative and physical
safeguards to prevent the use or disclosure of PHI other than as permitted by this
Agreement, as well as compliance with the terms and conditions pursuant to this
Page 3 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

Agreement and compliance with state and federal laws and regulations. Audit
review may be undertaken directly by the Covered Entity or by third parties
engaged by the Covered Entity. Business Associate shall cooperate fully with
Covered Entity or any such third party in connection with such audits.
2.2

Disclosures Required By Law.
In the event that Business Associate is required by law to disclose PHI, Business
Associate will immediately provide Covered Entity with written notice and provide
Covered Entity an opportunity to oppose any request for such PHI or to take whatever
action Covered Entity deems appropriate.

2.3

2.4

Specific Use and Disclosure Provisions.
(a)

Except as otherwise limited in this Agreement, Business Associate may use PHI
only to carry out the legal responsibilities of the Business Associate under this
Service Agreement.

(b)

Except as otherwise limited in this Agreement, Business Associate may only
disclose PHI (i) as Required By Law, or (ii) in the fulfillment of its obligations
under the Service Agreement and provided that Business Associate has first
obtained (A) the consent of Covered Entity for such disclosure, (B) reasonable
assurances from the person to whom the information is disclosed that the PHI
will remain confidential and used or further disclosed only as Required By Law or
for the purpose for which it was disclosed to the person, and (C) reasonable
assurances from the person to whom the information is disclosed that such
person will notify the Business Associate of any instances of which it is aware in
which the confidentiality of the information has been breached.

Obligations of Covered Entity.
(a)

(b)

(c)

(d)

Covered Entity shall notify Business Associate of any limitations in its notice of
privacy practices of Covered Entity in accordance with 45 CFR §164.520, to the
extent that such limitation may affect Business Associate's use or disclosure of
PHI.
Covered Entity shall notify Business Associate of any changes in, or revocation
of, permission by an Individual to use or disclose PHI, to the extent that such
changes may affect Business Associate’s use or disclosures of PHI.
Covered Entity shall notify Business Associate of any restriction to the use or
disclosure of PHI that Covered Entity has agreed to in accordance with 45 CFR
§164.522, to the extent that such restriction may affect Business Associate's use
or disclosure of PHI.
For any PHI received by Covered Entity from Business Associate on behalf of a
third party or another covered entity, Covered Entity agrees to be bound to the
obligations and activities of Business Associate enumerated in Section 2.1 as if
and to the same extent Covered Entity was the named Business Associate
hereunder.

Page 4 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)
2.5

Agreement Number C5606795
Exhibit E

Permissible Requests by Covered Entity.
Covered Entity shall not request Business Associate to use or disclose PHI in any
manner that would not be permissible under the Privacy Rule if done by the Covered
Entity.

2.6

Policy and Procedure Review.
Upon request, Business Associate shall make available to Covered Entity any and all
documentation relevant to the safeguarding of PHI including but not limited to current
policies and procedures, operational manuals and/or instructions, and/or employment
and/or third party agreements.
ARTICLE 3
SECURITY

3.1

Government Healthcare Program Representations.
Business Associate hereby represents and warrants to Covered Entity, its shareholders,
members, directors, officers, agents, or employees have not been excluded or served a
notice of exclusion or have been served with a notice of proposed exclusion, or have
committed any acts which are cause for exclusion, from participation in, or had any
sanctions, or civil or criminal penalties imposed under, any federal or state healthcare
program, including but not limited to Medicare or Medicaid, or have been convicted,
under federal or state law (including without limitation a plea of nolo contendere or
participation in a first offender deterred adjudication or other arrangement whereby a
judgment of conviction has been withheld), of a criminal offense related to (a) the neglect
or abuse of a patient, (b) the delivery of an item or service, including the performance of
management or administrative services related to the delivery of an item or service,
under a federal or state healthcare program, (c) fraud, theft, embezzlement, breach of
fiduciary responsibility, or other financial misconduct in connection with the delivery of a
healthcare item or service or with respect to any act or omission in any program
operated by or financed in whole or in party by any federal, state or local government
agency, (d) the unlawful, manufacture, distribution, prescription, or dispensing of a
controlled substance, or (e) interference with or obstruction of any investigation into any
criminal offense described in (a) through (d) above. Business Associate further agrees
to notify Covered Entity immediately after Business Associate becomes aware that the
foregoing representation and warranty may be inaccurate or may be incorrect.

3.2

Security Procedures.
Each Party shall employ security procedures that comply with HIPAA and all other
applicable state and federal laws and regulations (collectively, the "Law") and that are
commercially reasonable, to ensure that transactions, notices, and other information that
are electronically created, communicated, processed, stored, retained or retrieved are
authentic, accurate, reliable, complete and confidential. Moreover, each Party shall, and
shall require any agent or subcontractor involved in the electronic exchange of data to:
(a)

require its agents and subcontractors to provide security for all data that is
electronically exchanged between Covered Entity and Business Associate;

Page 5 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

(b)

provide, utilize, and maintain equipment, software, services and testing
necessary to assure the secure and reliable transmission and receipt of data
containing PHI;

(c)

maintain and enforce security management policies and procedures and utilize
mechanisms and processes to prevent, detect, record, analyze, contain and
resolve unauthorized access attempts to PHI or processing resources;

(d)

maintain and enforce policies and guidelines for workstation use that delineate
appropriate use of workstations to maximize the security of data containing PHI;

(e)

maintain and enforce policies, procedures and a formal program for periodically
reviewing its processing infrastructure for potential security vulnerabilities;

(f)

implement and maintain, and require its agents and subcontractors to implement
and maintain, appropriate and effective administrative, technical and physical
safeguards to protect the security, integrity and confidentiality of data
electronically exchanged between Business Associate and Covered Entity,
including access to data as provided herein. Each Party and its agents and
subcontractors shall keep all security measures current and shall document its
security measures implemented in written policies, procedures or guidelines,
which it will provide to the other Party upon the other Party’s request.
ARTICLE 4
EXCHANGE OF STANDARD TRANSMISSIONS

4.1

4.2

Obligations of the Parties. Each of the Parties agrees that for the PHI,
(a)

it will not change any definition, data condition or use of a data element or
segment as proscribed in the HHS Transaction Standard Regulation.

(b)

it will not add any data elements or segments to the maximum denied data set as
proscribed in the HHS Transaction Standard Regulation.

(c)

it will not use any code or data elements that are either marked "not used" in the
HHS Standard's implementation specifications or are not in the HHS Transaction
Standard's implementation specifications.

(d)

it will not change the meaning or intent of any of the HHS Transaction Standard's
implementation specifications.

Incorporation of Modifications to HHS Transaction Standards.
Each of the Parties agrees and understands that from time-to-time, HHS may modify
and set compliance dates for the HHS Transaction Standards. Each of the Parties
agrees to incorporate by reference into this Agreement any such modifications or
changes.

Page 6 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)
4.3

Agreement Number C5606795
Exhibit E

Code Set Retention.
If applicable, both parties understand and agree to keep open code sets being
processed or used in this Agreement for at least the current billing period or any appeal
period, which ever is longer.

4.4

Business Associate Obligations.
(a)

Business Associate shall not submit duplicate transmissions unless so requested
by Covered Entity.

(b)

Business Associate shall only perform those transactions, which are authorized
by Covered Entity. Furthermore, Business Associate assumes all liability for any
damage, whether direct or indirect, to the electronic data or to Covered Entity's
systems caused by Business Associate's unauthorized use of such transactions.

(c)

Business Associate shall hold Covered Entity harmless from any claim, loss or
damage of any kind, whether direct or indirect, whether to person or property,
arising out of or related to (1) Business Associate's use or unauthorized
disclosure of the electronic data; or (2) Business Associate’s submission of data,
including but not limited to the submission of incorrect, misleading, incomplete or
fraudulent data.

(d)

Business Associate agrees to maintain adequate back-up files to recreate
transmissions in the event that such recreations become necessary. Back-up
tapes shall be subject to this Agreement to the same extent as original data.

(e)

Business Associate agrees to trace lost or indecipherable transmissions and
make reasonable efforts to locate and translate the same. Business Associate
shall bear all costs associated with the recreation of incomplete, lost or
indecipherable transmissions if such loss is the result of an act or omission of
Business Associate.

(f)

Business Associate shall maintain, for seven (7) years, true copies of any source
documents from which it produces electronic data.

(g)

Except encounter data furnished by Business Associate to Covered Entity,
Business Associate shall not (other than to correct errors) modify any data to
which it is granted access under this Agreement or derive new data from such
existing data. Any modification of data is to be recorded, and a record of such
modification is to be retained by Business Associate for a period of seven (7)
years.

(h)

Business Associate shall not disclose security access codes to any third party in
any manner without the express written consent of Covered Entity. Business
Associate furthermore acknowledges that Covered Entity may change such
codes at any time without notice. Business Associate shall assume responsibility
for any damages arising from its disclosure of the security access codes or its
failure to prevent any third party use of the system without the express written
consent of Covered Entity.

Page 7 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

4.5

Agreement Number C5606795
Exhibit E

(i)

Business Associate shall maintain general liability coverage, including coverage
for general commercial liability, for a limit of not less than one million dollars, as
well as other coverage as Covered Entity may require to compensate any parties
damaged by Business Associate's negligence. Business Associate shall provide
evidence of such coverage in the form of a certificate of insurance and agrees to
notify Covered Entity and/or HOI immediately of any reduction or cancellation of
such coverage.

(j)

Business Associate agrees to conduct testing with Covered Entity to ensure
delivery of files that are HIPAA-AS Compliant and to accommodate Covered
Entity’s specific business requirements.

Confidential And Proprietary Information
(a)

Proprietary Information
Business Associate acknowledges that it will have access to certain proprietary
information used in Covered Entity’s business. Covered Entity’s proprietary
information derives its commercial value from the fact that it is not available to
competitors or any third parties, and the disclosure of this information would or
could impair Covered Entity’s competitive position or otherwise prejudice its
ongoing business. Business Associate agrees to treat as confidential, and shall
not use for its own commercial purpose or any other purpose, Covered Entity’s
proprietary information. Business Associate shall safeguard Covered Entity’s
proprietary information against disclosure except as may be expressly permitted
herein. Such proprietary information includes, but is not limited to, confidential
information concerning the business operations or practices of Covered Entity,
including specific technology processes or capabilities.
ARTICLE 5
MISCELLANEOUS

5.1

Indemnification.
Business Associate shall indemnify, defend, and save harmless the State, CDCR, and
CDCR’s officers, employees and agents, against any and all losses, liabilities,
settlements, claims, demands, damages, or deficiencies (including interest) and
expenses of any kind (including, but not limited to, attorneys’ fees) arising out of or due
to a breach of the terms of this Exhibit to the Service Agreement, and arising out of
Business Associate's acts or omissions in regard to the terms of this Exhibit to the
Service Agreement. The foregoing indemnity is in addition to any other save harmless
or indemnification set forth in this entire Agreement.

Page 8 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)
5.2

Agreement Number C5606795
Exhibit E

Term and Termination.
(a)

Term. The Term of this Agreement shall be effective as of the first date of
commencement of services under this entire agreement, and shall terminate
when all of the PHI provided by Covered Entity to Business Associate, or created
or received by Business Associate on behalf of Covered Entity is destroyed or
returned to Covered Entity, or, if it is infeasible to return or destroy PHI,
protections are extended to such information, in accordance with the termination
provisions in this Section.

(b)

Termination for Cause. Upon a material breach by Business Associate of its
obligation hereunder, Covered Entity may (i) terminate this Agreement and the
Service Agreement; (ii) permit Business Associate to cure the breach; (iii) report
the violation to the Secretary; and/or (iv) require Business Associate to take such
other action as Covered Entity may request, at Business Associate’s expense.
Covered Entity’s remedies under this paragraph shall be cumulative, and the
exercise of any remedy shall not preclude the exercise of any other. If Covered
Entity elects to terminate the Agreement pursuant to a breach of terms and
conditions of this Exhibit, Covered Entity shall be relieved of any further
obligations under the entire Agreement, and shall be immediately entitled to a
refund of any amounts prepaid from the date of the termination through the end
of the payment period, on a pro rata basis.
The foregoing termination language is in addition to any other termination
language set forth in the entire agreement.

(c)

Effect of Termination.
(i) Except as provided in paragraph 5.2(c)(ii), upon termination of this
Agreement, for any reason, Business Associate shall return or destroy all
PHI received from Covered Entity, or created or received by Business
Associate on behalf of Covered Entity. This provision shall apply to PHI
that is in the possession of subcontractors or agents of Business
Associate. Business Associate shall retain no copies of the PHI.
(ii) In the event that Business Associate determines that returning the
PHI is infeasible, Business Associate shall provide to Covered Entity
notification of the conditions that make return or destruction infeasible.
Upon Covered Entity's agreement that return or destruction of PHI is
infeasible, Business Associate shall extend the protections of this
Agreement to such PHI and limit further uses and disclosures of such PHI
to those purposes that make the return or destruction infeasible, for so
long as Business Associate maintains such PHI.

5.3

Disputes.
HIPAA Appeal Procedures
CDCR has established and shall maintain an appeal procedure in accordance with CDCR
Department Operations Manual, Section 22040.16. Business Associate agrees that
disputes arising under the terms of this Exhibit shall be resolved in accordance with the
following:
Page 9 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Agreement Number C5606795
Exhibit E

1.

Verbal Appeal
Business Associate and CDCR’s Privacy Officer, shall first attempt to resolve the
problem by informal discussion. Business Associate agrees that CDCR’s Division of
Correctional Health Care Services shall be used as a resource in solving potential
disputes.

2.

Informal Appeal
If the issue is not resolved at the verbal appeal level, Business Associate shall file,
within thirty (30) working days, an informal written appeal specifying: the issue(s) of
dispute, legal authority or other basis for Business Associate’s position, supporting
evidence, and remedy sought, with the CDCR Chief, Licensing and Information
Systems, and provide a photocopy to the CDCR Assistant Deputy Director, Office of
Business Services. The CDCR Chief, Licensing and Information Systems, shall
make a determination on the issue and respond in writing within thirty (30) working
days of receipt of the informal appeal, indicating the decision reached.

3.

Formal Appeal
Should Business Associate disagree with the informal appeal decision, Business
Associate shall submit, within ten (10) working days after Business Associate’s
receipt of the decision of the informal appeal, to the CDCR Deputy Director, Division
of Correctional Health Care Services, and a photo copy to the CDCR, Assistant
Deputy Director, Office of Business Services, written notification indicating why the
informal appeal decision is unacceptable, along with a copy of the original statement
of dispute and a copy of CDCR’s response. The CDCR Deputy Director, Division of
Correctional Health Care Services, or his/her designee may meet with Business
Associate to review the issues within twenty (20) working days of the receipt of
Business Associate's notification and shall provide Business Associate with written
notification of the decision within forty-five (45) working days from the receipt of the
formal appeal.

The foregoing dispute process is solely for the purpose of disputes arising from the
terms and conditions of this Exhibit. Disputes in relation to the scope of work and other
terms and conditions shall be in accordance with any other dispute language set forth in
the entire Agreement.
5.4

Injunctive Relief.
Notwithstanding any rights or remedies provided for in Section 5.3, Covered Entity
retains all rights to seek injunctive relief to prevent the unauthorized use of disclosure of
PHI by Business Associate or any agent, contractor or third party that received PHI from
Business Associate.

5.5

Regulatory References.
A reference in this Agreement to a section in the Privacy Rule means the section as in
effect or as amended.

Page 10 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)
5.6

Agreement Number C5606795
Exhibit E

Amendment.
The Parties agree to take such action as is necessary to amend this Agreement from
time to time to the extent necessary for Covered Entity to comply with the requirements
of HIPAA and its regulations. All amendments to this Exhibit shall be in writing and
signed by both parties through a formal amendment to the entire agreement.

5.7

Survival.
The respective rights and obligations of Business Associate and Covered Entity under
Sections 4.5, 5.1 and 5.2(c) of this Agreement shall survive the termination of this
Agreement.

5.8

Limitation of Damages.
Other than liabilities under Section 5.1, neither party shall be liable to the other for any
special, incidental, exemplary, punitive or consequential damages arising from or as a
result of any delay, omission, or error in the electronic transmission or receipt of any
information pursuant to this Agreement, even if the other Party has been advised of the
possibility of such damages.

5.9

Interpretation.
Any ambiguity in this Agreement shall be resolved to permit Covered Entity to comply
with the Privacy Rule.

5.10

Third Party Beneficiary
Unless otherwise set forth herein, nothing contained herein is intended, nor shall it be
construed, to create rights running of the benefit of third parties.

5.11

Notices
Any HIPAA related notice required hereunder shall be deemed to be sufficient if mailed
to the parties at the addresses below. In order to avoid unreasonable delay in the
provision of the services to be rendered pursuant to this Agreement, Business Associate
and Covered Entity shall each designate a specific “HIPAA” representative(s) for the
purpose of communication between the parties. Such representative(s) may be
changed upon written notice to the other party.

Business Associate:
Loren Grayer
Vice President, Operations
621 NW 53rd Street, Suite 700, Boca Raton, FL 33487
Telephone: (561) 999-7548
Facsimile:

Page 11 of 12

GEO Reentry, Inc.
California Department of Corrections and Rehabilitation (CDCR)
Business Associates Agreement (HIPAA)

Covered Entity:
California Department of Corrections and Rehabilitation
Privacy Officer
HIPAA Compliance Unit
Division of Correctional Health Care Services
P.O. Box 942883
Sacramento, CA 94283-0001
Telephone: (916) 327-1842
Facsimile: (916) 327-0545

Page 12 of 12

Agreement Number C5606795
Exhibit E

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Prison Rape Elimination Policy – Volunteer/Contractor Information Sheet
Exhibit F

CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION
PRISON RAPE ELIMINATION POLICY
Volunteer/Contractor Informational Sheet
The Prison Rape Elimination Policy for the California Department of Corrections and
Rehabilitation (CDCR) is explained on this informational sheet. As a volunteer or private
contractor who has contact with CDCR offenders, it is your responsibility to do what you can,
within the parameters of your current assignment, to reduce incidents of sexual violence, staff
sexual misconduct, and sexual harassment and to report information appropriately when they
are reported to you or when you observe such an incident.
Historical Information
Both the Congress and State Legislature passed laws, the Federal Prison Rape Elimination Act
(PREA) of 2003, the Sexual Abuse in Detention Elimination Act, Chapter 303, Statutes of 2005,
and most recently the United States, Department of Justice Final Rule; National Standards of
2012 to help prevent, detect and respond to sexual violence, staff sexual misconduct and sexual
harassment behind bars. It is important that we, as professionals, understand all aspects of
these laws and our responsibilities to help prevent, detect, and respond to instances by
offenders and staff.
The CDCR policy is found in Department Operations Manual (DOM), Chapter 5, Article 44.
PREA addresses five types of sexual offenses. Sexual violence committed by offenders will
encompass: Abusive Sexual Contact, Nonconsensual Sex Acts, or Sexual Harassment by an
Offender (towards an offender). The two remaining types of sexual offenses covered by PREA
are Staff Sexual Misconduct and Staff Sexual Harassment (towards an offender).
CDCR’s policy provides for the following:
 CDCR is committed to continuing to provide a safe, humane, secure environment, free
from offender on offender sexual violence, staff sexual misconduct, and sexual
harassment.
 CDCR maintains zero tolerance for sexual violence, staff sexual misconduct, and sexual
harassment in its institutions, community correctional facilities, conservation camps, and
for all offenders under its jurisdiction.
 All sexual violence, staff sexual misconduct, and sexual harassment is strictly prohibited.
 This policy applies to all offenders and persons employed by the CDCR, including
volunteers and independent contractors assigned to an institution, community correctional
facility, conservation camp, or parole.
Retaliatory measures against employees or offenders who report incidents of sexual violence,
staff sexual misconduct, or sexual harassment as well as retaliatory measures taken against
those who cooperate with investigations shall not be tolerated and shall result in disciplinary
action and/or criminal prosecution.
Retaliatory measures include, but are not limited to:
 Coercion.
 Threats of punishment.
 Any other activities intended to discourage or prevent staff or offenders from reporting
incident(s).

Page 1 of 2

GEO Reentry, Inc.
Agreement Number C5606795
California Department of Corrections and Rehabilitation (CDCR)
Prison Rape Elimination Policy – Volunteer/Contractor Information Sheet
Exhibit F
Professional Behavior
Staff, including volunteers and private contractors are expected to act in a professional manner
while on the grounds of a CDCR institution and while interacting with other staff and offenders.
Key elements of professional behavior include:
 Treating everyone, staff and offenders alike, with respect
 Speaking without judging, blaming, or being demeaning
 Listening to others with an objective ear and trying to understand their point of view
 Avoiding gossip, name calling, and what may be perceived as offensive or “off-color”
humor
 Taking responsibility for your own behavior
Preventative Measures
You can help reduce sexual violence, staff sexual misconduct, and sexual harassment by taking
various actions during the performance of your duties as a volunteer or private contractor.
The following are ways in which you can help:
 Know and enforce the rules regarding the sexual conduct of offenders.
 Be professional at all times.
 Make it clear that sexual activity is not acceptable.
 Treat any suggestion or allegation of sexual violence, staff sexual misconduct, and sexual
harassment as serious.
 Follow appropriate reporting procedures and assure that the alleged victim is separated
from the alleged predator.
 Never advise an offender to use force to repel sexual advances.
Detection
All staff, including volunteers and private contractors, is responsible for reporting immediately
and confidentially to the appropriate supervisor any information that indicates an offender is
being, or has been, the victim of sexual violence, staff sexual misconduct, or sexual
harassment.
After immediately reporting to the appropriate supervisor, you are required to document the
information you reported. You will be instructed by the supervisor regarding the appropriate
form to be used for documentation.
You will take necessary action (i.e., give direction or press your alarm) to prevent further harm to
the victim.
I have read the information above and understand my responsibility to immediately report any
information that indicates an offender is being, or has been, the victim of sexual violence, staff
sexual misconduct, or sexual harassment.
__________________________________________
Volunteer/Contractor Name (Printed)

______________________________
Date Signed

__________________________________________
Signature of Volunteer/Contractor

______________________________
Current Assignment within Institution

__________________________________________
Contact Telephone Number

______________________________
Supervisor in Current Assignment

Page 2 of 2

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

FOR OFFICIAL USE ONLY

AUTOMATED REENTRY MANAGEMENT SYSTEM
(ARMS)
DATA SHARING AGREEMENT

Between
THE CALIFORNIA DEPARTMENT OF CORRECTIONS AND
REHABILITATION
and
GEO REENTRY INC.

October 27, 2016

FOR OFFICIAL USE ONLY

Page 1 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

Agreement is made at Sacramento California on November 18, 2016 by and
between the California Department of Corrections (CDCR) and GEO Reentry Inc.
(PROVIDER) to deliver Provider access to and use of the Automated Reentry
Management System (ARMS) developed by CDCR.
This ARMS Data Sharing Agreement (DSA) is an attachment to an initial or
existing agreement between CDCR and PROVIDER dated November 18, 2016.
1.0 This ARMS DSA is entered into by and between the Administrators of the CDCR
and Provider to establish the content, use, and protection of data described below (ARMS
Data) needed by Provider to support the contracted service, whether such data is provided
by CDCR or collected by Provider on behalf of CDCR.
2.0 The ARMS closes a significant gap in information for offenders treated with
rehabilitation programming by contracted providers. While ARMS will accumulate
significant data, the data will need to be shared with other stakeholders throughout the
rehabilitation process to ensure the process of rehabilitation is effective. The concept of
operations within ARMS includes security and protection for Personal Health
Information (PHI) and Personally Identifiable Information (PII). The data in ARMS has
been classified as Moderate according to Federal Information Processing Standard (FIPS)
Publication 199 Standards for Security Categorization of Federal Information and
Information Systems and the ARMS solution has been contracted to provide Federal Risk
and Authorization Management Program (FedRAMP) standards for technical
implementation to protect information maintained in the “Cloud.”
3.0 In order to ensure the security of the ARMS Data the Provider agrees to permit
CDCR or its authorized representatives to make online inspections at any time, or onsite
inspections during regular business hours, for the purpose of conducting program and/or
performance audits to ensure Provider is preserving the security of CDCR electronic
data. CDCR is authorized to investigate reports of Provider misuse of electronic
data. During such security audit or investigation, Provider shall comply with CDCR
requests in providing access to its employees, together with records, books and
correspondence, hardware and/or electronic files, and other documentation or media of
every kind directly related to this ARMS DSA that are necessary for CDCR to carry out
such security audit and investigation.
4.0 ARMS Data includes each of the types of information listed below. For purposes of
this ARMS DSA the following definitions apply:
a. Public Information (PI) – information maintained by CDCR that is not exempt
from disclosure under the provisions of the California Public Records Act
(Government Code Sections 6250-6265) or other applicable state or federal laws
(SAM §5320.5).
b. Confidential Information (CI) – information maintained by CDCR that is exempt
from disclosure under the provisions of the California Public Records Act
(Government Code Sections 6250-6265) or other applicable state or federal laws
(SAM §5320.5).
Page 2 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

c. High Risk Confidential Information (HRCI) - Non-public information that if
disclosed could result in a significant harm (including financial, legal, risk to life
and safety or reputational damage) to the CDCR or individual(s) if compromised
through
alternation,
corruption,
loss,
misuse,
or
unauthorized
disclosure. Examples of HRCI include, but are not limited to, information such as
the following:
i. Personally identifiable information such as a person’s name in
conjunction with a person’s social security, credit or debit card
information, individual financial account, driver’s license number, state
ID number, or passport number, or a name in conjunction with biometric
information;
ii. Personal health information such as any information about health status,
provisions of health care, or payment for health care information as
protected under the Health Insurance Portability and Accountability Act
(HIPAA) of 1996;
iii. Correctional Offender Record Information as defined in California PC
§§ 13100-13104;
iv. All IT infrastructure information that would reveal vulnerabilities to, or
otherwise increase the potential for an attack on, an information
technology system of a public agency, including but not limited to
firewall and router configurations, server names, IP addresses, and other
system configurations;
v.
Any Document which contains information identifying any Confidential
Informant, or information provided, as defined in CCR Title 15, Section
3321;
vi. Any documentation of information which contains information or data
within any Gang Data Base as defined in Department Operations
Manual (DOM) Section(s) 52070.22 through 52070.24;
vii. Records of investigations, intelligence information, or security
procedures as specified in the PRA Section 6254(f).
d. Sensitive Information (SI) – information maintained by CDCR that requires a
higher than normal assurance of accuracy and completeness. Thus the key factor
for sensitive information is that of integrity. Typically, sensitive information
includes records of financial transactions and regulatory actions.
e. Protected Health Information (PHI) - is defined as any information, in any form,
that relates to the past, present, or future physical or mental health or condition of
an individual; the provision of health care to an individual; or the past, present, or
future payment for the provision of health care to an individual; and that can be
used to identify an individual.
i. Alcohol and Drug Abuse Patient Records as defined in Code of Federal
Regulations (CFR) Title 42, Part 2.
f. Personally Identifiable Information (PII) - any information about an individual
maintained by an agency, including (1) any information that can be used to
distinguish or trace an individual’s identity, such as name, social security number,
date and place of birth, mother’s maiden name, or biometric records; and (2) any
Page 3 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

g.

h.

i.

j.

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

other information that is linked or linkable to an individual, such as medical,
educational, financial, and employment information.
Family Education Rights and Privacy Act (FERPA) - schools must have written
permission from the parent or eligible student in order to release any information
from a student’s education record except where authorized under 34 CFR § 99.31.
Criminal Offender Record Information (CORI) - means records and data
compiled by criminal justice agencies for purposes of identifying criminal
offenders; and maintaining for each offender a summary of arrests, pretrial
proceedings, nature and disposition of criminal charges, sentencing, incarceration,
rehabilitation, and release. Such information shall be restricted to that which is
recorded as the result of an arrest, detention, or other initiation of criminal
proceedings or of any consequent proceedings related thereto. It shall be
understood to include, where appropriate, such items for each person arrested as
the following:
i. Personal identification.
ii. The fact, date, and arrest charge; whether the individual was
subsequently released and, if so, by what authority and upon what terms.
iii. The fact, date, and results of any pretrial proceedings.
iv. The fact, date, and results of any trial or proceeding, including any
sentence or penalty.
v.
The fact, date, and results of any direct or collateral review of that trial
or proceeding; the period and place of any confinement, including
admission, release; and, where appropriate, readmission and rerelease
dates.
vi. The fact, date, and results of any release proceedings.
vii. The fact, date, and authority of any act of pardon or clemency.
viii. The fact and date of any formal termination to the criminal justice
process as to that charge or conviction.
a) The fact, date, and results of any proceeding revoking probation or
parole.
CORI shall not include intelligence, analytical, and investigative reports and files,
nor statistical records and reports in which individuals are not identified and from
which their identities are not ascertainable.
Authorized Persons – means (i) Authorized Employees; and (ii) Provider’s
contractors, agents, outsourcers, and auditors as disclosed as part of the initial
contract Agreement with CDCR who have a need to know or otherwise access
HRCI PII, PHI, FERPA, or CORI to enable Provider to perform its obligations
under this Agreement, and who are bound in writing by confidentiality obligations
sufficient to protect HRCI, PII, PHI, FERPA, or CORI in accordance with the
terms and conditions of this ARMS DSA.
Security Breach – means (i) any act or omission that materially compromises
either the security, confidentiality or integrity of ARMS Data or the physical,
technical, administrative or organizational safeguards put in place by Provider (or
any Authorized Persons) that relate to the protection of the security,
confidentiality or integrity of personal information, or (ii) receipt of a complaint
Page 4 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

in relation to the privacy practices of Provider (or any Authorized Persons) or a
breach or alleged breach of this Agreement relating to such privacy practices.
5.0. Period of Agreement
The period of this ARMS DSA shall be in effect for the time Provider is on contract to
provide rehabilitation services with CDCR and making use of the CDCR ARMS
Software as a Service (SaaS) solution, unless earlier terminated by 30-day written notice
by either organization. The ARMS DSA is to be reviewed not less than every three years
from the date of this ARMS DSA coordinated by the CDCR Information Security Officer
(ISO). In the absence of this ARMS DSA, Provider may be prevented from retaining a
contract for services.
6.0. Intended Use of ARMS Data
By this Agreement CDCR has appointed Provider as a licensed user organization of
ARMS and ARMS Data. ARMS Data will be uploaded into ARMS from various CDCR
systems for the purpose of ensuring contracted providers in ARMS have data necessary
to make continuity of care decisions. Provider is granted permission for the use of the
ARMS Data and is a caretaker or custodian of the ARMS data.
7.0. Constraints on Use of ARMS Data
All ARMS data to which CDCR provides access to Provider or which is collected by
Provider on behalf of CDCR’s employees is the property of CDCR, and shall not be sold,
loaned, licensed, given, assigned, or in any way shared with third parties without the
express prior written permission of the CDCR ISO. Data will be entered by Provider to
the ARMS as well as by CDCR staff members from multiple divisions into the hosted
application. The CDCR ARMS data shall not be sold or used, internally or externally, for
any purpose not directly related to the scope of work defined in this agreement without
the express prior written permission of the CDCR ISO. This duty extends to all
authorized persons, agents, and employees of the Provider. This obligation survives the
termination of this Agreement.
a. Provider agrees to submit each ARMS user for CDCR program review and
approval in accordance with program contract terms and conditions. CDCR
reserves the right to require Provider to remove any user which CDCR determines
is unqualified to continue to have access to ARMS.
8.0. ARMS Data Security
Provider shall employ industry best practices, both technically and procedurally, to
protect all ARMS Data from unauthorized physical and electronic access. Methods
employed are subject to review and approval by CDCR at such times and with such
frequency as CDCR deems necessary.
Page 5 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

a. ARMS Data Elements
ARMS Data shared with Provider shall be limited to the data elements
specifically defined and authorized by CDCR for use by Provider. Data collected
within ARMS includes data to meet application requirements. If Provider wishes
to collect additional data within ARMS other than that directed through CDCR
requirements, Provider must submit a request in writing to CDCR. Under no
circumstances shall Provider collect any information classified as SI or CI without
the express prior written approval of the CDCR ISO. Data to be shared or
collected shall be strictly limited to the elements defined within the ARMS
specifications, including interfacing or uploaded data files for use in ARMS.
b. ARMS Data Handling Requirements
ARMS Data handling requirements may vary depending on the classification of
ARMS Data shared with Provider. However, it is anticipated that most ARMS
Data shared with Provider will involve a mix of classes of ARMS Data including
SI,CI, HRCI, PHI, PII, or CORI. Therefore, whenever ARMS Data elements are
aggregated for collection, transmission, or storage, the aggregate ARMS Data
shall be handled using the protocols that apply to the most sensitive ARMS Data
element.
c. In the general course of business with CDCR rehabilitative programming, the
Provider must handle and treat ARMS Data of all types in full compliance with
the following provisions as a general standard of care:
i. Provider acknowledges and agrees that in the course of its engagement
may receive or have access to some or all of the types of confidential
ARMS Data listed above. Provider shall comply with the terms and
conditions set forth in this Agreement in its collection, receipt,
transmission, storage, disposal, use and disclosure of such ARMS Data
and be responsible for the unauthorized collection, receipt, transmission,
access, storage, disposal, use and disclosure of ARMS Data under its
control or in its possession by all Authorized Persons. Provider shall be
responsible for, and remain liable to, CDCR for the actions and
omissions of all Authorized Persons that are not Authorized Employees
concerning the handling or treatment of ARMS Data as if they were
Provider’s own actions and omissions.
ii. ARMS Data is deemed to be Confidential Information of CDCR and is
not Confidential Information of Provider. In the event of a conflict or
inconsistency between this Section and the ARMS DSA to which this
ARMS DSA is added by this Attachment or Amendment, the terms and
conditions set forth in this Section shall govern and control.
iii. In recognition of the foregoing, Provider agrees and covenants that it
shall:
a) Keep and maintain all ARMS Data in strict confidence to avoid
unauthorized access, use, or disclosure.
Page 6 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

iv.

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

b) Use and disclose ARMS Data solely and exclusively for the
purposes for which the data, or access to it, is provided pursuant to
the terms and conditions of this ARMS DSA, and not use, sell,
rent, transfer, distribute, or otherwise disclose or make available
ARMS Data for Provider’s own purposes or for the benefit of
anyone other than CDCR, in each case, without CDCR ISO prior
written consent. Release of information including any data from
ARMS to the media in any fashion that identifies client or CDCR
individuals is prohibited. Aggregate summarization of data for
programs may be shared if no individual information is disclosed.
Examples include: types of programs offered, number of
individuals in programs, length of programs, completion rate
averages, etc.
c) Not, directly or indirectly, disclose ARMS Data to any person
other than its Authorized Persons, including any, subcontractors,
agents, lessees, licensees, outsourcers, or auditors (an
“Unauthorized Third Party”), without the express prior written
consent from the CDCR ISO unless and to the extent required by
Government Authorities or as otherwise, to the extent expressly
required, by applicable law, in which case, Provider shall (i) notify
CDCR before such disclosure or as soon as possible but not later
than 48 hours; (ii) be responsible for and remain liable to CDCR
for the actions and/or omissions of such Unauthorized Third
Parties concerning the treatment of such ARMS Data as if they
were the Provider’s own actions and/or omissions; and (iii) require
the Unauthorized Third Party that has access to ARMS Data to
execute a written agreement agreeing to comply with the terms and
conditions of this Agreement relating to the treatment of ARMS
Data.
Provider shall exercise care for ARMS Data that is brought into ARMS,
but not entered by Provider. ARMS Data not entered by Provider will
be released to Provider for one offender at a time if the following
conditions are met to facilitate Provider’s control and responsibility
(Provider may be required to perform these functions to facilitate their
own continuity of care for clients managed in ARMS):
a) The offender has signed a release of information (ROI) and that
ROI is loaded into ARMS and verified prior to granting access to
data other than that input by the program.
b) The Provider is under contract with CDCR as a provider or as a
subcontractor to Provider.
c) Referral information may go to any provider and will not include
information that is not releasable to the public.
d) Providers can only view information on offenders that are referred
to them for rehabilitation services and upon acceptance of that
referral with the intent to enroll the offender.
Page 7 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

v.

vi.

vii.

viii.

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

Providers must ensure that their staff members are authorized to perform
in appropriate roles for the information they will be handling. This will
include roles that have access to medical information that must have the
need to know and require the data for performing their function. The
Health Information Portability and Accountability Act (HIPAA) governs
the use of medical data; however, mental health information is further
controlled to DAPO clinicians (internal or contracted) for mental health
specified programs within ARMS. The CFR 42, Part 2 governs the use
of alcohol and drug abuse patient records. Education data for clients
shall be managed in compliance with the Family Educational Rights and
Privacy Act (FERPA).
Providers are permitted to use the data provided to them online in
ARMS for the purposes of delivering contracted services to referred
clients only. Providers are also permitted to upload data to ARMS;
however, whatever data is uploaded to ARMS must be treated as ARMS
data for the purpose of any further sharing from ARMS.
When typing, keying, or in any way entering data into ARMS in open
text fields, there are mandatory restrictions to the data entered in these
fields. Images and documents uploaded to ARMS also cannot have the
data in this section included. Under no circumstances should the
following data be entered into text fields or included in uploaded images
or documents (this information must be part of annual training):
a) Any specific (named) gang affiliations.
b) Any information that could identify any victims of the clients.
c) Any information that could identify witnesses of events related to
the clients.
d) Specific offenses for which clients were convicted.
e) Offender enemy information.
f) The CDCR program area data unit will audit text fields for
inappropriate information pertinent to this clause.
If providers elect to download data from ARMS for uploading to their
systems, the following provisions must be in effect at all times:
a) The data must be protected (encrypted) at all times in storage or in
transit.
b) The data may be uploaded to provider systems to allow their
systems to support their business model, invoicing, and other
appropriate purposes. Data is still the property of the State and
must be protected in provider systems from further inspection or
use under the same conditions as if it were in ARMS (HIPAA,
FERPA, etc.).
c) CDCR data must not be further exchanged with any other system
or entity electronically or manually unless specifically authorized
in writing by the CDCR ISO.
d) CDCR reports of data must not be shared for other than business
purposes in support of State funded program services each
provider is under contract to provide.
Page 8 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

ix.

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

e) Data download files or extracts from ARMS must be destroyed
promptly once the data is uploaded to other systems.
Training will be made available by the CDCR program area data unit on
conditions requiring release of information and data handling or sharing
for any reason related to ARMS data. Providers must ensure each
employee is trained in these conditions prior to using ARMS and on an
annual basis and certify this training is complete within ARMS on an
annual basis. Training will include:
a) Roles that are required by contracts to handle and protect specific
types of data.
b) Conditions under which data can be seen by users.
c) Conditions under which data from ARMS can be extracted for
external use and how that data must be handled and protected if
extracted.
d) User responsibility to protect data in Provider environment.
e) Requirement to destroy all data extracts when no longer under
contract with CDCR. Destruction includes elimination of the
possibility to recreate the file from any non-application source.
Paper files and data in protected systems can be maintained for
contract required durations.
f) Methods to clear all CDCR data from enterprise systems in the
event of a mandatory closure or if the Provider goes out of
business.
g) Methods to ensure that no data shall be shared beyond Provider’s
own systems needed for activity invoicing. No exceptions are
allowed.
h) Training to ensure that the Provider takes appropriate measures to
ensure that all its agents, partners and subcontractors comply with
all the provisions herein. PRA requests shall be referred to the
CDCR contract point of contact and Title 15 for information that
can be released to the public.
i) Training as to what information is prohibited for open text fields.

9.0. Network Security
a. Internet Access to ARMS
Connections to Provider computers utilizing the Internet, whether for client access
or remote administration, must be protected at all times using any of the following
industry standard cryptographic technologies: SSL/TLS, IPSec, SSH/SCP, PGP.
b. Data Storage
Regardless of the media employed (i.e., disk, tape, etc.), data must be stored at all
times in an encrypted format. Encryption algorithms shall be AES-128 or better,
or Triple-DES (3-DES). The use of other encryption algorithms for data storage
Page 9 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

must be approved in writing by CDCR ISO. Approval may be granted or
withheld at CDCR’s sole discretion. CDCR ISO reserves the right to inspect all
storage systems during business hours to ensure the continued security of the
ARMS Data.
10.0. Compliance with Applicable Laws and Regulations
Provider shall at all times comply with all applicable federal laws and regulations
protecting the privacy of citizens including CFR 42, Part 2; the FERPA; and the HIPAA.
Where applicable, Provider shall also comply with all provisions of the Financial
Services Modernization Act (the “Gramm-Leach-Bliley Act”).
11.0. Notification of Security Breaches
Provider agrees that in the event of any actual or suspected breach or compromise of the
security, confidentiality or integrity of computerized data where ARMS Data of a CDCR
employee, inmate, parolee, or ward was or is suspected to have been, acquired and/or
accessed by an unauthorized person, Provider shall notify CDCR of the actual or
suspected breach of the security system containing such data as soon as possible or at a
minimum within 24 hours, comply with all notification actions, and/or assist CDCR with
all notification actions required by State policy and the law.
CDCR contact for such notification is:
Vitaliy Panych
Agency Information Security Officer
Enterprise Information Services
California Department of Corrections and Rehabilitation
(916) 358-1959
Vitaliy.Panych@cdcr.ca.gov
Provider contact for such notification is:
Rachel Kienzler
Regional Director, Business Development - Western Region
GEO Reentry Inc.
Phone: (619)204-8630
Fax: (619)615-2011
rkienzler@geogroup.com
12.0. Indemnification
Provider shall defend, indemnify, release, and hold CDCR harmless from and against all
claims, demands, costs, damages, losses, and expenses arising out of or incidental to this
Page 10 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

ARMS DATA SHARING SECURITY AGREEMENT

EDMUND G. BROWN, GOVERNOR

AGREEMENT NUMBER C5606795
Exhibit G

ARMS DSA regardless of the negligence or fault of CDCR or any other entity or person,
except in the event such loss due to the sole negligence or willful misconduct of CDCR.
13.0. Amendments, Attachments, Alterations, and Subcontracts Regarding This ARMS
DSA
CDCR and Provider may only amend this ARMS DSA by mutual written consent.
a. Subcontract Flow Down Agreement
All subcontracts entered into by Provider to delegate the performance of portions
of this Agreement shall contain a provision by which the subcontractor to the
Provider agrees to be bound to the Provider to perform its work in the same
manner and under the same conditions as the Provider is bound to CDCR under
this agreement.
14.0. Termination for Convenience or Cause
CDCR reserves the right to terminate this agreement for its convenience upon 30 days
written notice. CDCR may terminate this Agreement for cause for the failure of Provider
to cure a breach within the time stated in a notice thereof. Such termination may be
without further notice. In the event CDCR terminates this Agreement, or Provider ceases
operation, Provider shall return to CDCR ISO all ARMS Data collected in the course of
providing the application service. Provider shall certify in writing within five business
days that all copies of the ARMS Data stored on Provider servers, backup servers, backup
media, or other media have been permanently erased or destroyed. Destruction includes
elimination of the possibility to recreate the file from any non-application source. Paper
files of business services to CDCR clients and data in protected systems can only be
maintained for contract required durations.
a. “permanently erased” means the ARMS Data have been completely overwritten
and are unrecoverable. File deletions or media high level formatting operations
do not constitute a permanent erasure.
15.0. Suspension for Convenience
CDCR reserves the right to suspend the performance of this Agreement at the
Department’s sole discretion for such times and durations as CDCR deems necessary,
upon five (5) days written notice to Provider.

16.0. Signatory Authority
By the signatures of their duly authorized representative below, CDCR and Provider,
intending to be legally bound, agree to all of the provisions of this Data Sharing
Agreement.
Page 11 of 12

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION

EDMUND G. BROWN, GOVERNOR

ARMS DATA SHARING SECURITY AGREEMENT

AGREEMENT NUMBER C5606795
Exhibit G

CDCR
___________________________________
RYAN SOUZA
Associate Director
Office of Program Accountability and Support
Division of Rehabilitative Programs

_____________________
Date

___________________________________
JAY VIRBEL
Director
Division of Rehabilitative Programs

_____________________
Date

___________________________________
KATHLEEN ALLISON
Director
Division of Adult Institutions

_____________________
Date

___________________________________
GUILLERMO VIERA ROSA
Director
Division of Adult Parole Operations

_____________________
Date

___________________________________
RUSSELL J. NICHOLS
Director
Enterprise Information Services

_____________________
Date

___________________________________
VITALIY PANYCH
Agency Information Security Officer
Enterprise Information Services

_____________________
Date

NOTE: In the event a Provider has signed the DSA, but before CDCR has signed, and
there has been a change in CDCR officers, CDCR shall attach an updated signature page
so the current officers can sign.
CONTRACTED PROVIDER: GEO Reentry, Inc.
___________________________________
Name
Title

_____________________
Date

Page 12 of 12

Attachment 1

Page 1 of 1