01-15-2025_DHCS-Data_Warehouse_Solicitation_Package_23-063.pdf

Request For Proposal (RFP)

RFP 23-063

PART 1 – BIDDER INSTRUCTIONS

FOR

DHCS Maintenance and Operations

January 15, 2025

Issued by:

STATE OF CALIFORNIA

Department of Health Care Services 1501 Capitol Avenue Sacramento, CA 95814

Part 1 of the solicitation contains the Bidder and bidding instructions, proposal form instructions, solution requirements and instructions, and all other instructional/compliance information that the bidder must meet in order to be considered responsive and responsible to the solicitation.

Part 2 of the solicitation contains all forms a bidder must complete and return with its Phase 1 and Phase 2 proposals, including the SOW, administrative forms, qualification forms, requirement responses, and all Exhibits/Attachments discussed in Part 1.

Disclaimer: The original version and any subsequent solicitation addenda released by the

Procurement Officer of this solicitation remain the official version. In the event of any inconsistency between the Bidder’s versions, articles, attachments, specifications or provisions, the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. TERM OF CONTRACT

1.3. BACKGROUND

1.4. CURRENT AND PROPOSED ENVIRONMENTS

1.4.1. CURRENT ENVIRONMENT

1.4.2. PROPOSED ENVIRONMENT

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICER

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.2.3. INTENT TO BID

2.2.4. BIDDERS' LIBRARY

2.3. KEY ACTION DATES

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. ADDENDA

2.4.7. COST FOR DEVELOPING PROPOSAL

2.4.8. SIGNATURE OF PROPOSAL

2.4.9. IRREVOCABLE OFFER

2.4.10. FALSE OR MISLEADING STATEMENTS

2.4.11. BONDS

2.5. BIDDING STEPS

2.5.1. PHASE 1 - ADMINISTRATIVE, BIDDER EXPERIENCE, BIDDER

REFERENCES, PHASE 1 SOLUTION NARRATIVES REQUIREMENTS

2.5.1.1. PHASE 1 RESPONSE REQUIREMENTS

2.5.2. PHASE 2 - STAFF QUALIFICATIONS AND KEY STAFF

REFERENCES, INTERVIEWS, AND COST RESPONSE

2.5.2.1. PHASE 2 RESPONSE REQUIREMENTS

2.5.3. PHASE 3 - NEGOTIATIONS

2.5.4. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.5. DISPOSITION OF PROPOSALS

3. ADMINISTRATIVE REQUIREMENTS (PHASE 1)

3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)

(M)

3.1.1. INCORPORATION OF EVAQ REQUIREMENTS

3.2. ADMINISTRATION REQUIREMENTS CHECKLIST (M)

3.3. ABILITY TO PERFORM

3.4. PRIMARY BIDDER

3.5. SUBCONTRACTORS

3.5.1. BIDDER DECLARATION FORM (M)

3.6. AMENDMENT

3.7. FINANCIAL RESPONSIBILITY INFORMATION

3.8. GENERAL PROVISIONS AND SPECIAL PROVISIONS

3.9. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REPORTING &

FACTSHEET FORM (M)

3.10. INSURANCE COVERAGE

3.11. CONFIDENTIALITY STATEMENT (M)

3.12. STATEMENT OF WORK

3.13. SOCIOECONOMIC PROGRAMS

3.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION (M)

3.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM (M)

3.13.2.1. DVBE PARTICIPATION REQUIREMENT (M)

3.13.2.2. DVBE INCENTIVE (O)

3.13.3. SMALL BUSINESS PREFERENCE (O)

3.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O)

3.13.5. COMMERCIALLY USEFUL FUNCTION (M)

3.13.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O) . 36

3.14. FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE (M)

4. TECHNICAL REQUIREMENTS (PHASE 1 AND PHASE 2)

4.1. QUALIFICATION REQUIREMENTS (PHASE 1 AND PHASE 2)

4.1.1. BIDDER QUALIFICATIONS (M) (DS) (PHASE 1)

4.1.2. BIDDER CLIENT REFERENCES (MS) (PHASE 1)

4.1.3. KEY STAFF QUALIFICATIONS (M) (DS) (PHASE 2)

4.1.4. KEY STAFF REFERENCES (MS) (PHASE 2)

4.1.4.1. FULL-TIME/PART-TIME MONTH EQUIVALENTS DEFINITION

4.2. SOLUTION REQUIREMENTS (PHASE 1 AND PHASE 2)

4.2.1. NARRATIVE RESPONSE (MS) (PHASE 1)

4.2.2. INTERVIEWS (M) (PHASE 2)

5. COST (PHASE 2)

5.1. COST WORKBOOK (M) (PHASE 2)

5.1.1. SALES TAX

6. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

6.1. PREPARATION

6.2. COMPLETION OF PROPOSALS

6.3. DELIVERY OF SUBMITTALS

6.4. PROPOSAL FORMAT

6.5. PROPOSAL CONTENT AND STRUCTURE

6.6. RESPONSE TO SOLICITATION REQUIREMENTS - PHASE 1

6.6.1. PHASE 1: ADMINISTRATIVE, BIDDER EXPERIENCE, BIDDER

REFERENCES, AND NARRATIVE RESPONSE

6.7. RESPONSE TO SOLICITATION REQUIREMENTS - PHASE 2

6.7.1. PHASE 2: KEY STAFF QUALIFICATIONS, KEY STAFF

REFERENCES, AND COST

7. EVALUATION

7.1. EVALUATION TEAM

7.2. PROPOSAL EVALUATION

7.2.1. VALIDATION AGAINST REQUIREMENTS

7.2.2. ERRORS IN THE PROPOSAL

7.3. PHASE 1: EVALUATION: ADMINISTRATIVE, BIDDER

QUALIFICATIONS, BIDDER REFERENCES, AND NARRATIVE

RESPONSES

7.3.1. PHASE 1 ADMINISTRATIVE REQUIREMENTS

7.3.2. PHASE 1 BIDDER QUALIFICATIONS

7.3.3. PHASE 1 BIDDER CLIENT REFERENCES

7.3.4. PHASE 1 NARRATIVE RESPONSE

7.4. PHASE 2: KEY STAFF QUALIFICATIONS, KEY STAFF REFERENCES,

AND COST

7.4.1. PHASE 2 KEY STAFF QUALIFICATIONS

7.4.2. PHASE 2 KEY STAFF REFERENCES

7.4.3. PHASE 2 INTERVIEWS

7.4.4. PHASE 2 COST EVALUATION

7.4.4.1. TOTAL EVALUATION COST

7.4.4.2. SOCIOECONOMIC PROGRAMS

7.4.4.3. TACPA PREFERENCE (O)

7.4.4.4. SMALL BUSINESS PREFERENCE

7.4.4.5. DVBE INCENTIVE

7.4.5. PHASE 2 BIDDER FINAL SCORE CALCULATION

7.4.6. PHASE 2 PROPOSAL RANK DETERMINATION

8. PHASE 3: NEGOTIATIONS

8.1. NEGOTIATION INVITATION

8.2. BEST AND FINAL OFFER SUBMISSION (BAFO)

8.3. EVALUATION OF BAFO SUBMISSION

8.4. AWARD AND EXECUTION

8.5. NOTIFICATION OF AWARD

8.6. ADDITIONAL DOCUMENTS REQUIRED FOR AWARD

8.7. PROTESTS OF AWARD

8.8. DEBRIEFING

9. INFORMATIONAL ATTACHMENTS

PART 2 - BIDDER RESPONSE

ATTACHMENT 1: TEMPLATE FOR QUESTION/CHANGE REQUEST

SUBMITTAL

ATTACHMENT 2: INTENT TO BID

ATTACHMENT 3: CONFIDENTIALITY STATEMENT

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 6: GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

REPORTING & FACTSHEET

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 9: DVBE DECLARATIONS

ATTACHMENT 10: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF)

ATTACHMENT 12: FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

1. FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

ATTACHMENT 13: BIDDER QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 14: BIDDER QUALIFICATIONS FORM

ATTACHMENT 15: BIDDER CLIENT REFERENCE FORM

ATTACHMENT 16: KEY STAFF QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 16.1: CONTRACT AND OVERALL OPERATIONS DIRECTOR KEY

STAFF QUALIFICATIONS FORM

ATTACHMENT 16.2: DATA ANALYTICS AND REPORTING DIRECTOR KEY

STAFF QUALIFICATIONS FORM

ATTACHMENT 16.3: INFORMATION SECURITY OFFICER KEY STAFF

QUALIFICATIONS FORM

ATTACHMENT 16.4: MAINTENANCE AND OPERATIONS DIRECTOR KEY STAFF

QUALIFICATIONS FORM

ATTACHMENT 16.5: SENIOR TECHNICAL LEAD KEY STAFF QUALIFICATIONS

FORM

ATTACHMENT 16.6: LEAD ANALYST KEY STAFF QUALIFICATIONS FORM ... 142

ATTACHMENT 16.7: LEAD SOFTWARE ENGINEER KEY STAFF

QUALIFICATIONS FORM

ATTACHMENT 16.8: CUSTOMER EXPERIENCE LEAD KEY STAFF

QUALIFICATIONS FORM

ATTACHMENT 17: KEY STAFF REFERENCE FORM

ATTACHMENT 18: NARRATIVE RESPONSE

ATTACHMENT 19: GLOSSARY OF TERMS

ATTACHMENT 20: BIDDERS' LIBRARY

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT C: COST WORKBOOK

EXHIBIT D: IT FEDERAL TERMS AND CONDITIONS

EXHIBIT E: BUSINESS ASSOCIATE ADDENDUM

EXHIBIT F: CONTRACTOR RELEASE

EXHIBIT G: WORK ORDER AUTHORIZATION (WOA) FORM

EXHIBIT H: WORK ORDER AUTHORIZATION (WOA) ACCEPTANCE FORM

EXHIBIT I: DELIVERABLE EXPECTATIONS DOCUMENT (DED)

EXHIBIT J: DELIVERABLE ACCEPTANCE DOCUMENT (DAD)

EXHIBIT K: CONTRACTORS STAFF REPLACEMENT FORM

RFP

PART 1 - BIDDER INSTRUCTIONS

1. INTRODUCTION

On behalf of the Department of Health Care Services (DHCS) this solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611, which provides the authority to use a competitive negotiation process when the State’s business need or the purpose of a procurement or contract is known, but negotiation is necessary to ensure that the State is receiving the best value or the most cost-efficient goods, services, information technology, and telecommunications.

This solicitation contains the instructions governing the requirements for fixed price deliverable-based proposals to be submitted by Bidders. Also included in this solicitation is the required format and materials. Bidders must follow when responding to this solicitation. This solicitation also addresses the requirements that Bidders must meet to be eligible for consideration, as well as Bidders’ responsibilities before and after award.

The following terms are used interchangeably throughout the solicitation documents: (1) “contract” and “agreement”; (2) “response” and “proposals”.

1.1. PURPOSE

The purpose of this Request For Proposal (hereinafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide the Department of Health Care Services (DHCS) and the State of California (hereinafter referred to as the “State”) with Maintenance and Operations (hereinafter referred to as "Data Warehouse M&O").

This resulting contract from this solicitation procurement is intended to, at a minimum, take-over: the infrastructure and operations of the existing DHCS data warehouse from the current vendor and, the existing functionality of the DHCS enterprise data warehouse that includes monthly data updates, and periodic reporting. The new Contractor will be responsible for providing required system hardware improvements, end-user help desk support, problem correction process, training, and analytical consultation. The Contractor will perform preventative maintenance and update the system in response to system defects. The State expects that during the contract period, legislative and/or program changes may necessitate application modification. The Contractor will also maintain, upgrade and install hardware, software and equipment as needed to meet performance requirements.

This solicitation follows a phased approach that includes multiple submissions and evaluations to

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

January 15, 2025 determine the most qualified Bidder to provide Maintenance and Operation Services for the Data Warehouse M&O.

The Contract Award, if made, will be to a single Bidder in accordance with the methodology defined in

SECTION 7. EVALUATION.

1.2. TERM OF CONTRACT

Effective upon approval of CDT, Statewide Technology Procurement (STP), the base term of the Contract that results from this solicitation is four (4) years.

The State, at its sole discretion, may exercise its option to execute up to four (4), one-year extensions for a maximum contract term of eight (8) years.

The State is not obligated to use any or all of these options. The Agreement is of no effect unless approved by CDT and no work shall begin before full execution of the Agreement.

1.3. BACKGROUND

The Data Warehouse integrates data from various sources including Medi-Cal eligibility data, fee-for-service paid claims data, Managed Care encounter data, provider data, and other reference data into a data warehouse. The data warehouse collects program performance data and provides information to support management, analysis and evaluation of the Medi-Cal program. The MIS/DSS data warehouse allows program staff the ability to monitor: access and delivery of health care services; provision of preventive services; Managed Care Plan performance; and the utilization of health services provided between the various types of managed care models and fee-for-service (FFS). The utilization analysis can help to identify problems such as gaps in the provision of service, duplication, or questionable billing patterns that can contribute to, or indicate poor health outcomes and/or excessive costs.

The data warehouse is a relational database and can be accessed interactively by the end-users to run queries or through a batched process for running complex queries. The data warehouse contains 20 years of data, from over 84 million members with four billion enrollment records and data warehouse continues to grow monthly. The data to make decisions and comply with state and federal regulations is essential to DHCS' success. Currently, the data is accessed by divisions throughout the enterprise and the users are responsible for mission-critical activities. The following are some of the activities supported by the data:

1. Recover debts owed;

2. Develop reports for program monitoring and evaluation;

3. Conduct audits;

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

4. Perform investigations; and

5. Provide services for members.

1.4. CURRENT AND PROPOSED ENVIRONMENTS

The following sections describes the current and proposed Data Warehouse environments.

1.4.1. CURRENT ENVIRONMENT

The California DHCS Enterprise Data Environment (EDE) consists of the Management Information System/Decision Support System (MIS/DSS) also known as Data Warehouse, and its components: the Surveillance and Utilization Review System (SURS) and the Management and Administration Reporting System (MARS).

The Data Warehouse is primarily a Teradata repository of data that results from Medi-Cal business processes. The Data Warehouse is comprised of analytics and reporting applications and data management services focused on efforts that improve data quality and, in particular, data completeness, while meeting evolving Medi-Cal program business needs. Reporting capabilities exist within the MARS and SURS DataMart’s. SAP Business Objects Reporting is heavily used by Data Scientists for Analytical purposes, trend analysis, utilization, and more.

The Data Warehouse includes claims, encounter, provider, eligibility, pharmacy, reference, and standard healthcare-related data that is loaded and integrated into the warehouse on a recurring basis. An integrated set of business intelligence tools provides DHCS users and stakeholders support through report, analysis, and ad hoc query capabilities.

The Data Warehouse is used to meet a wide range of business objectives and the current environment faces ever-increasing demands to expand support for additional alignment with the Medi-Cal program changes. The Data Warehouse, together with the SURS and the MARS, are all supported by a current Maintenance and Operations (M&O) vendor. The vendor's staff also provide help desk support, provide training, perform software and hardware maintenance, upgrades, refreshes, loading of data and perform testing services. State staff work closely with the awarded Bidder of this solicitation to oversee operations and support business objectives as well. The current environment is housed at the State’s Data Center, California Department of Technology (CDT).

1.4.2. PROPOSED ENVIRONMENT

The agreement is for the maintenance and operations of the existing Data Warehouse system. It is DHCS' intent that the core Teradata Data Warehouse and architecture will remain the same. Some minor changes such as transitioning SAP Business Objects for reporting over to Microsoft Business Intelligence

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

will achieve significant cost savings and more robust dashboards and capabilities can be leveraged. The proposed environment remains as-is with the current environment with a few exceptions listed above. The proposed environment will continue to be housed at the State’s Data Center, CDT.

DHCS plans to continue to leverage the MARS and SURS Data Marts for reporting and analytical purposes and will procure the MARS and SURS software on a separate contract. However, the awarded contract as a result of this procurement is to keep the environment as-is and to provide ongoing Maintenance and Operations Support. The proposed environment will continue to be housed at the State’s Data Center, CDT.

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of the ADA, it is the policy of the State of California to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing a reasonable accommodation to participate in the procurement process or for persons having questions regarding reasonable accommodations of the procurement process, potential Bidders may contact the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICER. You may also contact the State of California at the telephone numbers listed below.

Important: To ensure that we can meet your needs, it is best that we receive your request for reasonable accommodations at least ten (10) working days prior to the scheduled event, e.g., meeting, conference, workshop, etc., or deadline due-date for procurement documents.

The California Relay Service Telephone Numbers are:

TTY/VCO/HCO to Voice English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO English

Spanish

1-800-735-2922

1-800-855-3000

From or to Speech-to-Speech English & Spanish 1-800-854-7784

2. BIDDING INSTRUCTIONS

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

2.1. BIDDER ADMONISHMENT

This procurement will follow a phased approach designed to increase the likelihood of a successful proposal and the Bidder's eligibility for invitation to negotiation.

The Bidder should refer to SECTION 2.5. BIDDING STEPS to review the details surrounding the phases for this solicitation and SECTION 7. EVALUATION to learn about the evaluation process for each phase.

It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

3. Submit all required responses by the dates and times specified in SECTION 2.3. KEY ACTION

DATES.

4. Abide by all procedures and requirements of the solicitation.

5. Do not include conditional statements, assumptions, or exception language with proposals.

6. Carefully review the solicitation requirements prior to submission of a proposal to ensure nothing has been overlooked.

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective Bidders and suppliers. Information and ongoing communications for this solicitation will be posted by the State on the Cal eProcure website (www.caleprocure.ca.gov).

Oral communications by Agency/State entity officers and employees concerning this solicitation shall not be binding on the State and shall in no way excuse the Bidder of any obligations set forth in this solicitation.

2.2.1. PROCUREMENT OFFICER

The Procurement Officer is the State’s designated authorized representative regarding this procurement and is the sole point of contact.

Bidders are directed to communicate all correspondence regarding this procurement to the Procurement Officer at the contact information below in Table 2.2.1-1.

Table 2.2.1-1: Procurement Officer

PROCUREMENT OFFICER

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

January 15, 2025 http://www.caleprocure.ca.gov/

Department:

California Department of Technology, Office Statewide Technology Procurement (OSTP)

Procurement Officer: Mallie Stone

Email: mallie.stone@state.ca.gov

Phone: 1-916-628-6407

Secondary Procurement Officer:

Cynthia Okoroike

Email: cynthia.okoroike@state.ca.gov

Phone: 1-916-908-8616

Oral communication concerning this procurement shall not be binding on the State. Bidders should rely on written communications issued by the Procurement Officer.

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process should submit ATTACHMENT 1: TEMPLATE FOR QUESTION/CHANGE REQUEST SUBMITTAL via email addressed to the Procurement Officer listed in SECTION 2.2.1. PROCUREMENT OFFICER.

If the Bidder believes that one or more of the solicitation requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder proposing a less costly or an alternate solution, the Bidder may request a change to the solicitation by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change using ATTACHMENT 1:

TEMPLATE FOR QUESTION/CHANGE REQUEST SUBMITTAL. Such a request must be submitted to the Procurement Officer by the date specified in SECTION 2.3. KEY ACTION DATES.

The email must include the solicitation identification information from the solicitation title page in the subject line. To ensure a response, written questions or requests for change must be received by the date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be posted to CaleProcure and will not identify the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

If a Bidder desires clarification or further information on the content of the solicitation, but whose questions relate to a proprietary aspect of its Proposal and disclosure exposes its Proposal to other Bidders, the question may be submitted using the criteria specified above with the notation, State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

“CONFIDENTIAL”. The Bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or the answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Bidder will be so notified and may withdraw the question. If the question is not withdrawn, the question and response will not be confidentially maintained.

To ensure a response, questions must be submitted to the Procurement Officer in writing by the scheduled due date(s) specified in SECTION 2.3. KEY ACTION DATES. Oral responses shall not be binding on the State.

2.2.3. INTENT TO BID

Bidders that wish to participate in this solicitation must submit a completed ATTACHMENT 2: INTENT TO BID by the date specified in SECTION 2.3. KEY ACTION DATES.

This document shall be sent by email to the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICER. Only those Bidders acknowledging interest in this solicitation will receive correspondence applicable to the solicitation (e.g., dates for confidential discussions, meetings, etc.)

throughout this procurement. Correspondence to a Bidder regarding this solicitation will only be provided to the Bidder’s designated contact.

It shall be the Bidder’s responsibility to immediately notify the Procurement Officer identified in SECTION

2.2.1. PROCUREMENT OFFICER, in writing, regarding any change to its Intent to Bid or the contact information. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, of any change pertaining to the designated contact person.

2.2.4. BIDDERS' LIBRARY

Throughout the solicitation, the State will make available a Bidder’s Library containing reference and supporting documentation that Bidders may review and use to prepare their proposals. Bidders are encouraged to review the information in the Bidders’ Library to gain a thorough understanding of the DHCS Data Warehouse. It is each Bidder’s responsibility to check frequently for updates to the Bidders’ Library.

The State will upload documents to the Bidders' Library as they become available during the course of the procurement. Additions to the Bidders’ Library may be made without requiring solicitation addenda or notification to the Bidders. Bidders should check frequently for updated content.

To obtain access to the Bidders’ Library, Bidders must sign and electronically submit ATTACHMENT 2:

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

INTENT TO BID and ATTACHMENT 3: CONFIDENTIALITY STATEMENT to the Procurement Officer.

The Bidder's authorized representative or corporate officer identified on ATTACHMENT 2: INTENT TO BID will be the Bidder's Library single point of contact. Upon request by the Bidder, access information will be provided to the Bidder's single point of contact within three (3) State business days after receipt of both Attachments by the Procurement Officer.

Bidders are not allowed to share or provide their User ID, password, and/or URL to anyone outside the Bidder's organization. Bidder's shall complete the "Secondary Bidder's Library Contact" table in ATTACHMENT 2: INTENT TO BID to request access for a second person within the Bidder's organization.

It is the Bidder’s responsibility to contact the Procurement Officer {for a user ID, password and URL} to gain access to the Bidders’ Library. The Bidders' library will not be accessible with public email domains (i.e. Google, hotmail, yahoo, etc.) and will only allow an organizational/business/ educational domain.

2.3. KEY ACTION DATES

Table 2.3-1: Key Action Dates (KAD) provides the key action dates and times by which actions must be taken or completed. If the State finds it necessary to change these dates or times, an addendum to this solicitation will be released, except those dates listed after the Bidder’s submission of Phase 2 proposal due date. All times listed are Pacific Time (PT).

Table 2.3-1: Key Action Dates (KAD)

KEY ACTION DATES

ITEM ACTION DATE AND TIME

Phase 1

1. Release Solicitation January 15, 2025

2. Last day to submit questions/clarifications/request changes for solicitation

January 30, 2025; 4:00 PM

3. State issues Q&A set and, if needed, release an

Addendum 11 February 13, 2025

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

4.

Submit ATTACHMENT 2: INTENT TO BID and

ATTACHMENT 3: CONFIDENTIALITY STATEMENT

February 14, 2025

5.

Bidder emails the Procurement Officer with 2 contacts for a link to a file-sharing site.

(SECTION 6.3. DELIVERY OF SUBMITTALS)

February 14, 2025

6.

Last Day to submit Phase 1 proposal and last day for e-VAQ approval 2

(See SECTION 2.5.1. PHASE 1 -

ADMINISTRATIVE, BIDDER EXPERIENCE,

BIDDER REFERENCES, PHASE 1 SOLUTION

NARRATIVES REQUIREMENTS, for information regarding eVAQ)

February 21, 2025

7. State evaluates Phase 1 responses February 24 - March 14, 2025

8. Notification of Bidders selected to move to Phase 2 March 17, 2025

Phase 2

11. Last Day to submit Phase 2 proposal (Including cost workbook)

March 24, 2025

12. State evaluates Phase 2 responses March 25, 2025 - April 11, 2025

13. Conduct interviews April 14 - 17, 2025

14. Invitation to Negotiate (Phase 3) released April 22, 2025

Phase 3

15. Conduct Negotiations April 28 - 29, 2025

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

16. State issues Best and Final Offer (BAFO) submission instructions

May 09, 2025

17. Bidder(s) submit BAFO May 19, 2025; 4:00 PM

18. State evaluates BAFO submission May 20 - 23, 2025

19. Notification of Award July 25, 2025

20. Contract Start/execution July 31, 2025

1 Or five (5) business days following the last addendum that changes the requirements of the solicitation.

2 If Bidder does not have an approved eVAQ application on file with STP, it is recommended that Bidders allow a minimum of four weeks prior to Phase 1 submission due date for the State to process and approve Bidder's eVAQ application.

NOTE: Dates after submission of Phase 2 responses are estimates and are subject to change without addendum to this solicitation.

2.4. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of IT goods and services or telecommunications by public bodies in the State of California.

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

The State has established certain requirements with respect to Proposals to be submitted by prospective Contractors. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in the solicitation indicates a requirement or condition which is mandatory.

A deviation of any mandatory requirement will disqualify a Bidder from further participating in Negotiations and Contract Award.

The words “should” or “may” in the solicitation indicate desirable attributes or conditions, but are non-mandatory in nature.

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

2.4.2. SOLICITATION DOCUMENTS

This solicitation document includes, in addition to an explanation of the State’s requirements which must be met, instructions which prescribe the format and content of proposals to be submitted and the model of the Contract to be executed between the State and the successful Bidder.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the Bidder shall immediately notify the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICER, of such error in writing and request clarification or modification of the document.

If the solicitation document contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the Contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

Modifications will be made by addenda issued pursuant to SECTION 2.4.6. ADDENDA.

2.4.3. EXAMINATION OF THE WORK

The Bidder should carefully examine the entire solicitation document and any addenda thereto, and all related materials and data referenced in the solicitation document or otherwise available to the Bidder, and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work.

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of telecom, information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (stages 2, 3, or 4), while in effect, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the project approval lifecycle documents (stages 2, 3, or 4). Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products if that consultant would directly and/or materially benefit from State adoption of such recommendations.

A consultant shall not be eligible to serve as the Prime Contractor or subcontractor pursuant to this solicitation if the Contractor/subcontractor is currently working on the solicitation in an Independent Verification and Validation (IV&V) role.

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the Bidder, the State will notify the Bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Bidder should be aware that marking a document “confidential” or “proprietary” in their Proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

The content of all working papers and discussions relating to the Bidder’s proposal shall be held in confidence indefinitely, unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or the evaluation of the proposal.

Any disclosure of confidential information by the Bidder is a basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

2.4.6. ADDENDA

The State may modify the solicitation at any time prior to submission of proposals by issuing an addendum. Addenda during Phase 1 will be numbered consecutively and released to all Bidders via Cal eProcure. Addenda after Phase 1 will be released only to the Bidders who are invited to subsequent phases.

Should questions arise from the addendum, the Bidder will be allowed to submit written questions regarding the addendum according to the dates specified in SECTION 2.3. KEY ACTION DATES.

2.4.7. COST FOR DEVELOPING PROPOSAL

Costs for developing proposals are the responsibility entirely of the Bidder and shall not be chargeable to the State.

It is imperative that no cost information is included in the body of the response. Cost information (EXHIBIT C: COST WORKBOOK) must be submitted as described in SECTION 6. PROPOSAL/BID FORMAT AND

SUBMISSION REQUIREMENTS .

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

January 15, 2025 https://sb.cityinnovate.com/account/solicitations/documents/21687

2.4.8. SIGNATURE OF PROPOSAL

The Bidder must complete and submit ATTACHMENT 4: COVER LETTER FORM with its Phase 1 response.

A cover letter shall be considered an integral part of the bid response and must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned document may cause the proposal to be rejected.

2.4.9. IRREVOCABLE OFFER

Bidder’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than 120 calendar days following the contract award date specified in SECTION 2.3. KEY ACTION DATES. In the event of a delay in contract award, a Bidder may extend the expiration date of its firm offer an additional 30 calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Bidder, in order to accommodate processing time for required approvals and other solicitation-related reviews.

2.4.10. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the Proposal, and the attribute, condition, or capability is a requirement of this solicitation document, it will be the basis for rejection of the Bidder’s Proposal.

2.4.11. BONDS

The State reserves the right to require a performance bond or other security document as specified in the solicitation from the Bidder in an amount not to exceed the amount of the Contract. In the event the State requires a surety bond that has not been expressly required by the solicitation, the State will reimburse the Bidder as an addition to the purchase price in an amount not exceeding the standard premium on such bond.

2.5. BIDDING STEPS

The following instructions provide the steps to submit a response to this solicitation by interested Bidders.

Details surrounding proposals are described further in SECTION 4. TECHNICAL REQUIREMENTS

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

(PHASE 1 AND PHASE 2).

The Bidder is expected to follow the format requirements and utilize all forms included in this solicitation necessary for its response. This solicitation also addresses the Bidder responsibilities and requirements it must meet to be eligible for consideration. If the Bidder fails to follow the provided instructions, the Bidder may be disqualified from the solicitation process.

This solicitation will follow a phased approach as indicated below to ensure contract award. Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for solicitation submission documents. Prior to submitting a response, Bidders must submit an Intent to Bid as detailed in SECTION 2.2.3. INTENT TO BID and a Confidentiality Statement as detailed in SECTION

2.4.5. CONFIDENTIALITY. Bidders must also submit a pre-qualified Electronic Vendor Application of Qualifications (eVAQ) as detailed in SECTION 3.1. ELECTRONIC VENDOR APPLICATION OF

QUALIFICATIONS (EVAQ) (M).

2.5.1. PHASE 1 - ADMINISTRATIVE, BIDDER EXPERIENCE, BIDDER

REFERENCES, PHASE 1 SOLUTION NARRATIVES REQUIREMENTS

Bidders must complete and obtain approval of the eVAQ online application by the Phase 1 proposal due date (Please note, it is recommended that Bidders allow a minimum of four weeks before Phase 1 proposal due date for the State to process the application approval.)

The objective of Phase 1 is to select qualified Bidders that meet the State’s minimum requirements to advance to Phase 2. The initial release of this solicitation contains all the information necessary for Bidders to complete and submit a Phase 1 response. Following the release of the solicitation, Phase 1 will include the following:

• Bidder submits an application to the Electronic Vendor Application of Qualifications site detailed in

SECTION 3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ) (M).

• Bidder submits its Phase 1 Administrative, Bidder Experience, Bidder References, and Phase 1 Narrative Responses.

• The State evaluates the Phase 1 responses based on the evaluation criteria detailed in SECTION

7. EVALUATION.

• Following the Phase 1 evaluation, the State will advance and notify up to the top three (3) highest scoring Bidders to participate in Phase 2 of the solicitation.

2.5.1.1. PHASE 1 RESPONSE REQUIREMENTS

All Phase 1 Attachments as indicated in Table 2.5.1.1-1 below must be completed and included with the

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

Bidder’s submitted response to the Solicitation Phase 1. All Attachments shall be submitted in one pdf document in accordance with SECTION 6. PROPOSAL/BID FORMAT AND SUBMISSION

REQUIREMENTS .

Table 2.5.1.1-1: Phase 1 Attachments

ATTACHMENTS

An approved Electronic Vendor Application of Qualifications application on file. See SECTION 3.1.

ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ) (M).

ATTACHMENT 2: INTENT TO BID

ATTACHMENT 3: CONFIDENTIALITY STATEMENT

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 6: GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REPORTING &

FACTSHEET

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 9: DVBE DECLARATIONS, if applicable.

ATTACHMENT 10: TACPA PREFERENCE REQUEST FORMS, if applicable.

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF)

ATTACHMENT 12: FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

ATTACHMENT 14: BIDDER QUALIFICATIONS FORM

ATTACHMENT 15: BIDDER CLIENT REFERENCE FORM

ATTACHMENT 18: NARRATIVE RESPONSE

2.5.2. PHASE 2 - STAFF QUALIFICATIONS AND KEY STAFF REFERENCES,

INTERVIEWS, AND COST RESPONSE

Bidders invited to participate in Phase 2 of the solicitation will be required to submit their Phase 2

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

Proposal by the date specified in SECTION 2.3. KEY ACTION DATES.

Phase 2 will include the following:

• Bidders submit Phase 2 proposal response.

• The State evaluates the Phase 2 proposal responses.

• The State conducts interviews. Interviews may be conducted with the Bidder, and/or all or some of the Bidder's proposed key staff.

• Invitation to Negotiate: The State invites up to the top three (3) (highest scoring) Phase 2 Bidders to participate in Phase 3 Negotiations.

Bidders invited to participate in Phase 2 will be notified via email of such and provided the date and time of key staff interviews. Notification will be delivered no less than three (3) calendar days prior to the interviews.

2.5.2.1. PHASE 2 RESPONSE REQUIREMENTS

All Phase 2 Attachments as indicated in Table 2.5.2.1-1 below must be completed and included with the Bidder’s submitted response to the Solicitation Phase 2. All Attachments shall be submitted in one PDF document in accordance with SECTION 6. PROPOSAL/BID FORMAT AND SUBMISSION

REQUIREMENTS

Table 2.5.2.1-1: Phase 2 Attachments

ATTACHMENTS

KEY STAFF QUALIFICATION FORMS:

• ATTACHMENT 16.1: CONTRACT AND OVERALL OPERATIONS DIRECTOR KEY

STAFF QUALIFICATIONS FORM

• ATTACHMENT 16.2: DATA ANALYTICS AND REPORTING DIRECTOR KEY STAFF

QUALIFICATIONS FORM

• ATTACHMENT 16.3: INFORMATION SECURITY OFFICER KEY STAFF

QUALIFICATIONS FORM

• ATTACHMENT 16.4: MAINTENANCE AND OPERATIONS DIRECTOR KEY STAFF

QUALIFICATIONS FORM

• ATTACHMENT 16.5: SENIOR TECHNICAL LEAD KEY STAFF QUALIFICATIONS

FORM

• ATTACHMENT 16.6: LEAD ANALYST KEY STAFF QUALIFICATIONS FORM

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

ATTACHMENTS

• ATTACHMENT 16.7: LEAD SOFTWARE ENGINEER KEY STAFF QUALIFICATIONS

FORM

• ATTACHMENT 16.8: CUSTOMER EXPERIENCE LEAD KEY STAFF QUALIFICATIONS

FORM

ATTACHMENT 17: KEY STAFF REFERENCE FORM

The Bidder must complete and submit a minimum of two (2), ATTACHMENT 17: KEY STAFF REFERENCE FORM for each proposed key staff as part of the Bidder's proposal.

ATTACHMENT 17: KEY STAFF REFERENCE FORM must be from any two (2) projects that were cited and submitted from each respective staff's qualification forms. In cases where only one project is used to meet all key staff qualifications, submission of only one key staff reference form is acceptable.

EXHIBIT C: COST WORKBOOK

2.5.3. PHASE 3 - NEGOTIATIONS

The State will conduct negotiations under PCC § 6611 and as detailed in SECTION 8. PHASE 3:

NEGOTIATIONS. The purpose of the negotiation process is to maximize the State’s ability to obtain a value effective solution.

Following Proposal Rank Determination, described in SECTION 7.4.6. PHASE 2 PROPOSAL RANK DETERMINATION, the State will invite and proceed with negotiations with one or more compliant Phase 2 Bidders and may award a Contract.

This Bidder negotiation selection process will continue until the State completes negotiations with the final selected Phase 2 Bidder. The negotiations may or may not result in a Contract award.

2.5.4. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its proposal at any time prior to the proposal submission due date of the relevant Phase by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with SECTION 2.4.8. SIGNATURE OF PROPOSAL. The Bidder may thereafter submit a new or modified proposal prior to the respective proposal submission due date and time specified in SECTION 2.3. KEY ACTION DATES. Modification offered in any other manner, oral or

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

written, will not be considered. Other than as allowed by law, proposals cannot be changed or withdrawn after the respective deadline date and time designated for receipt, except as provided in the solicitation.

2.5.5. DISPOSITION OF PROPOSALS

All materials submitted in response to this solicitation will become the property of the State of California.

All phases of the proposal shall be retained for official files and will become public record after the Notification of Award is posted.

3. ADMINISTRATIVE REQUIREMENTS (PHASE 1)

This section contains the mandatory and optional administrative requirements that should be met in order to be considered responsive to this solicitation.

Additional administrative requirements for this solicitation are being processed through the electronic Vendor Application of Qualifications (eVAQ). Please refer to SECTION 3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ) (M) for more information

Unless designated otherwise, all the requirements in this section are mandatory. Documents that must be submitted with the Bidder's Proposal are noted as “Mandatory” or “(M)” in this section.

The administrative requirements listed in this section are denoted as follows:

1. (M) All sections labeled as “Mandatory” or “M” are not negotiable. All "M" requirements must be responded to in order to be considered responsive and responsible to the solicitation requirements. The Bidder must be in full compliance with those obligations. A “fail” in a mandatory section will result in a response being deemed non-responsive and, therefore, will be disqualified.

Failure to respond or comply with any mandatory requirements may result in disqualification of the response. Responses will be evaluated in accordance with SECTION 7. EVALUATION.

2. (O) All sections labeled as “Optional” or “O” are not required to be offered by the Bidder in order to be compliant to the solicitation requirements. A Bidder may choose whether to meet requirements labeled as (O) such as those relating to preference points. However, if a Bidder offers any of these

(O) requirements, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, in accordance with SECTION 7. EVALUATION.

3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ) (M)

It is the responsibility of the Bidder to ensure they have an STP approved eVAQ and all applicable requirements and provisions for this solicitation are met. Failure to be eVAQ approved prior to Phase 1 submission due date will disqualify Bidder(s) and the State will not move forward with evaluating the

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

proposal, conducting negotiations and contract award. The State will not seek eVAQ modifications or clarifications after Phase 1 proposal submission due date.

The State’s eVAQ is an external process to this solicitation. The intent of the pre-qualification is to process as much of the administrative requirements required to do business in the State of California in advance to streamline the solicitation process. Bidders are required to have an approved application on file prior to the Key Action Date for the last day to submit Phase 1 proposal (refer to SECTION 2.3. KEY ACTION DATES) in order to be eligible for contract award.

The application can be accessed at STP VENDOR MAIN - Vendor Portal (https://cadtprod.service-now.com/vendor).

If the Bidder’s firm is new to the eVAQ process, account registration is necessary and is free of charge.

If a Bidder has a previously approved eVAQ, it is the Bidder’s responsibility to ensure:

1. The eVAQ is a CDT OSTP eVAQ (not a Department of General Services (DGS) eVAQ)).

2. All information required to be submitted with the eVAQ is up-to-date and valid.

All questions related to the eVAQ should be addressed to the Procurement Officer.

3.1.1. INCORPORATION OF EVAQ REQUIREMENTS

Bidders are advised that the Contract awarded as a result of this solicitation shall automatically incorporate by reference all requirements as well as the Terms and Conditions of the eVAQ. The Bidder’s eVAQ, in its entirety, shall be incorporated into any Contract awarded as a result of this solicitation and shall remain in effect after eVAQ expiration and throughout the term of the Contract, including optional years.

In the event of any inconsistency between the solicitation and the eVAQ articles, the solicitation shall take precedence.

3.2. ADMINISTRATION REQUIREMENTS CHECKLIST (M)

The Bidder must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. The Bidder must indicate its willingness and ability to satisfy these requirements by responding “Yes” in the “Bidder Agrees Yes/No” column. A “No” response to any of the mandatory administrative requirements will be considered a deviation.

State of California

DHCS

RFP 23-063

CDT STP REQUEST FOR

PROPOSAL

January 15, 2025 https://cadtprod.service-now.com/vendor https://cadtprod.service-now.com/vendor

3.3. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the quantity and with the skills required; equipment of appropriate type and in sufficient quantity; financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder’s ability to perform under the Contract if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be so notified and will be permitted five (5) state business days to submit the information requested in writing.

Examples of the type of financial responsibility information requested may include annual reports and current audited balance sheets for the Bidder’s firm.

3.4. PRIMARY BIDDER

An award, if made, will be to a primary Bidder. The awarded primary Bidder will be responsible for successful performance of all subcontractors and support services offered in response to this solicitation.

All State policies, guidelines, and requirements that apply to the primary Bidder also apply to subcontractors, as applicable to the products and services they provide and to their role as a subcontractor. Furthermore, the State will consider the primary Bidder to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Bidder shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting Contract.

3.5. SUBCONTRACTORS

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and…