048CP2404_Dispatch_Technical_Services_RFO.pdf

You are invited to review and respond to this Request for Offer (RFO) for information technology consulting services for the California Highway Patrol’s (CHP) communications centers dispatch systems. To submit an offer for these services, you must comply with the instructions contained in this document as well as the requirements stated in the Statement of Work (SOW), Exhibit A.

By submitting an offer, your firm agrees to the terms and conditions stated in this RFO, and your

Technology, Digital and Data Consulting (TDDC) Master Service Agreement (MSA) contract.

Read the attached documents carefully. The RFO due date is May 21,2025, by 11:00 AM.

Responses to this RFO and any required copies must be submitted by mail or delivery, clearly labeled to the department contact specified within.

Department Contact:

Matthew Macdonald California Highway Patrol Business Services Section – Contracts Services Unit 601 North 7th Street, Building B Sacramento, CA 95811

(916) 843-4311 E-mail: matthew.macdonald@chp.ca.gov

REQUEST FOR OFFER

California Highway Patrol

RFO #048CP2404

MSA # 5-22-70-25-001 through 358

Dispatch Technical Services Consultants

Technology, Digital and Data Consulting (TDDC)

Master Service Agreement (MSA)

Release Date: 05/07/2025 mailto:matthew.macdonald@chp.ca.gov

Dispatch Technical Services Contractors

Attachment 1

Request for Offer #048CP2404| Page 2 of 67

TABLE OF CONTENTS

1 BACKGROUND AND PURPOSE

2 KEY ACTION DATES

3 TERM

4 SUBMISSION OF QUESTIONS

5 RESPONSE REQUIREMENTS

6 ADMINISTRATIVE REQUIREMENTS

7 TECHNICAL REQUIREMENTS

8 COST REQUIREMENTS

9 RFO SUBMISSION

10 EVALUATION

11 SELECTION REQUIREMENTS AND INFORMATION

12 BACKGROUND CHECKS

Attachment 1 – Template for Questions Submittal

Attachment 2 – Response Cover Page followed by Contractor’s Response

Attachment 3 – Bidder Declaration

Attachment 4 – Offeror’s TDDC MSA Agreement

Attachment 5 – Client Reference Form

Attachment 6.1 – Evaluation Criteria – Technical Lead, Database Administrator

Attachment 6.2 – Evaluation Criteria – Technical Lead, SQL Database Administrator

Attachment 6.3 – Evaluation Criteria – Technical Lead, Systems Administrator (Citrix)

Attachment 7 – Staff Reference Form

Attachment 8 – Understanding & Approach

Attachment 9 – CHP 78V, Conflict of Interest and Confidentiality Statement – Vendor

Attachment 10 – STD 204, Payee Data Record

Attachment 11 – STD 205, Payee Data Record Supplement

Attachment 12 – California Civil Rights Law Certification

Attachment 13 – Iran Contracting Act

Resulting Contract

STD 213, Standard Agreement

Exhibit A – Statement of Work

Exhibit B –Budget Detail

Exhibit B1 – Cost Worksheet ........................................................................................... 423-44

Attachment 1

Request for Offer #048CP2404| Page 3 of 67

Exhibit C – GTC 02/2025

Exhibit D – Special Tearms and Conditions .................................................................... 456-61

Exhibit E – Insurance Requirements ................................................................................. 62-63

Exhibit F – Intellectual Property, Products, and Copyrights ............................................... 64-66

Exhibit G – Contractor’s Response

Attachment 1 – Personnel Change Order Request Form .................................................. 68-69

Attachment 1

Request for Offer #048CP2404| Page 4 of 67

1 BACKGROUND AND PURPOSE

The purpose of this contract is to procure consulting services for the California Highway Patrol

(CHP) Communications Centers Support Section (CCSS) for ongoing maintenance support of

Central Square Technology (CST) Commercial off-the-shelf software for CHP’s Computer Aided

Dispatch (CAD) system, Next Generation 9-1-1 (NG9-1-1), and related systems required to support a communications center. This Request for Offer (RFO), and associated Statement of

Work (SOW), defines the activities within the scope of this Agreement. The services provided by the Consultants shall include support and administration of the CAD Citrix environment, CST software upgrades and configuration, and personal computer equipment optimization and support. Also included are operational, preventive, and corrective activities to ensure that the availability and performance of the CAD and dispatch systems remains at optimal levels.

In November 2009, the CHP implemented the CST CAD system for use at the Department’s 24 communications centers statewide and two training academies. In June 2013, the CST CAD added the Department of Parks and Recreation (DPR) and Department of Fish and Wildlife

(DFW). The goal is for the consultants to provide the services necessary to keep the CAD system working at optimal level for CHP, DPR, and DFW, ensure the CAD allows dispatchers to access resource information across jurisdictions and save dispatchers the need to make time consuming phone calls to determine where the closest resources are during critical events, thus improving public and peace officer safety. The consultants will provide support for related systems required within the communications center environment, including geographic information systems (GIS), audio and incident logging systems, and CAD system integrations.

2 KEY ACTION DATES

Listed below are the Key Action Dates and times by which the actions shall be completed. If the

Department deems it necessary to make changes to any of these dates, an Addendum to this

RFO will be released.

EVENT DATE

1. Release of RFO 05/07/2025

2. Submission of Questions 5/12/2025 by 11:00 am PST

3. Response to Questions 5/15/2025

4. Submission of Offers 05/21/2025 by 11:00 am PST

5. Interviews Estimated to Begin (if held) 06/01/2025

6. Anticipated Contract Start Date 7/01/2025

3 TERM

The contract term is estimated to begin on July 1, 2025, for a duration of 24 months. If the

Contractor’s MSA contract is extended, this contract may be extended by two (2) optional one-year extensions, each of which may be exercised by CHP individually or as one (1) combined two (2) year extension, if allowed by the MSA contract.

All services and anticipated timelines required for this project are outlined in CHP ’s SOW, Exhibit A. In the event the agreement is amended, the anticipated timelines shall be noted and will be in full force when funding is made available.

Attachment 1

Request for Offer #048CP2404| Page 5 of 67

4 SUBMISSION OF QUESTIONS

All questions regarding the content of this RFO shall be submitted in writing via e-mail to Matthew Macdonald at: matthew.macdonald@chp.ca.gov, and shall be received by the date and time as stated in Section 2, Key Action Dates.

All questions must be submitted using the same format as identified in Attachment 1, Template for Question Submittal. If an Offeror submits a question after the scheduled date, CHP will attempt to answer the question but does not guarantee that the answer will be prior to the

Submission of Offers due date. Question and answer sets will be provided to all Offerors without identifying the submitters. At the sole discretion of the CHP, questions may be paraphrased for clarity.

5 RESPONSE REQUIREMENTS

This RFO and the selected Offeror’s response to this document will be made part of the ordering Department’s purchase order and procurement contract file.

A. Responses must contain all requested information and data and conform to the format described in this section. It is the Offeror’s responsibility to provide all necessary information for the Department to evaluate the response, verify requested information, and determine the Offeror’s ability to perform the tasks and activities defined in the

Department’s SOW, Exhibit A and Cost Worksheet, Exhibit B1. The Offeror must have a valid and current TDDC MSA contract issued by the Department of General Services

(DGS), RFP #5-22-70-25, with awarded categories for the proposed classifications in

Tier 1, “Up to $TBD per transaction dollar threshold.” The MSA contract must be valid on the closing date of this RFO, as well as on the contract award date and for any amendments to the contract.

B. The Contractor shall provide a detailed response outlining and describing the proposed methodologies to be used to complete the tasks in the SOW Exhibit A, Statement of

Work. Offerors are encouraged to provide as much detail as possible of how all the required work will be accomplished to demonstrate that the Offeror has the qualifications and capabilities to meet the requirements of this RFO. Include for each identified staff member, detailing experience meeting the RFO requirements.

The RFO and the selected Offeror’s response to this document will be made a part of the CHP procurement contract file.

C. Responses to this RFO must contain all data/information requested and must conform to the format described. It is the Offeror’s responsibility to provide all required data and any other information deemed necessary for the assessment team to determine and verify that the Offeror meets the requirements of the RFO.

D. All costs for developing Responses are entirely the responsibility of the Offeror and shall not be chargeable to the state.

Attachment 1

Request for Offer #048CP2404| Page 6 of 67

6 ADMINISTRATIVE REQUIREMENTS

This section contains mandatory administrative requirements that must be met in order to be considered responsive to this RFO.

A. Response Cover Page

A Response Cover Page, Attachment 2, must contain a signature of an authorized representative from your company. This signature indicates agreement to all of the terms and conditions contained within this RFO and the associated TDDC MSA contract.

B. Table of Contents

Offerors must include a Table of Contents that identifies each Response requirement as listed in this section.

C. General Provisions – Information Technology (GSPD-401IT) Acknowledgement

TDDC MSA contracts issued by DGS automatically incorporate, by reference, the

General Provisions – Information Technology (GSPD-401IT). The current version of the

GSPD-401IT will be incorporated into the resulting Agreement from this RFO and can be found at the following location:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-

Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E

By signing the Response Cover Page, the Offeror certifies they have read the current GSPD-401IT and agree to the terms and conditions.

D. Irrevocable Offer Acknowledgement

An Offeror’s offer in response to this RFO shall constitute a firm offer, which shall remain irrevocable for not less than one hundred eighty (180) calendar days following the date responses are due specified in the Key Action Dates section. In the event of a delay in contract award, an Offeror may extend the expiration date of its firm offer an additional thirty (30) calendar days by written notice to the state.

The expiration date may be further extended by mutual agreement between the state and the Offeror, in order to accommodate processing time for required approvals and other procurement-related reviews. The state’s execution of a contract from this RFO will not be considered a rejection of any unsuccessful Bidder’s firm offer, which such other firm offers shall remain irrevocable for the period described above.

The state reserves the right, upon termination of any contract and without initiating a new RFO, to accept any other Offeror’s firm offer and form a contract with the other

Offeror. The state may continue to terminate and contract with any other Offerors, as described above, until the expiration of all acceptable and firm offers obtained from the original RFO.

By signing the Response Cover Page and submitting an Offer, the Offeror commits to adhering to this Irrevocable Offer Acknowledgement.

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E

Attachment 1

Request for Offer #048CP2404| Page 7 of 67

E. Conflict of Interest

1) Current state Employees (PCC §10410)

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.

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.

2) Former state Employees (PCC §10411)

For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency.

For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract 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 contract within the 12-month period prior to his or her leaving state service.

If the Offeror violates any provisions of above paragraphs, such action by the Offeror shall render any subsequent Agreement void. (PCC §10420t)

By signing the Response Cover Page, the Offeror certifies that they agree to the above.

F. Insurance Requirements

In accordance with Exhibit D, GSPD-401IT revised 11/19/2021, Provision 20, Insurance, the Contractor must furnish insurance certificate(s) evidencing required insurance coverage acceptable to the state, including endorsements showing the state as an

“additional insured” if required under the Contract. Any required endorsements requested by the state must be separately provided; merely referring to such coverage on the certificates(s) is insufficient for this purpose. The Contractor is required to meet the Insurance Requirements as states in Attachment 12, Insurance Requirements. The prime Contractor shall agree to furnish the state satisfactory evidence of insurance within ten (10) calendar days of Contract award.

By signing the Response Cover Page, the Offeror certifies that they agree to the above.

G. Bidder Declaration

The Offeror must complete and submit Attachment 3, Bidder Declaration, GSPD 05-105, with its response. When completing the declaration, the Offeror must identify all subcontractors proposed for participation in the Contract. The contractor awarded the

Attachment 1

Request for Offer #048CP2404| Page 8 of 67

Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the CHP agrees to a substitution and it is incorporated, in writing. If the

Offeror is not using subcontractors, the Offeror must still complete Attachment 3, Bidder

Declaration GSPD 05-105, answering the applicable questions on the form, and submit it with its response. The form is available at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

H. TDDC MSA Agreement

All Offerors must have a valid TDDC MSA contract issued by DGS prior to responding to any RFO. Offerors must submit Attachment 4, Offeror TDDC MSA Agreement, with their response to this RFO.

I. Small Business and/or Disabled Veteran Business Enterprise Certification

If the Offeror is currently a certified small or micro business or Disabled Veteran

Business Enterprise (DVBE), include a copy of the certification letter issued by DGS. If the letter cannot be supplied, please include a printout from the DGS Office of Small

Business & Disable Veteran Business Enterprise Services (OSDS) Web site to prove the

Offeror’s current active status. The state will verify that Small Business (SB) and DVBE certifications are valid at the time the Response is due. In accordance with California

Government Code (GC) section 14837(d) and California Military and Veterans Code

Section 999, all SB and DVBE Contractors, subcontractors and suppliers that bid on or participate in a state contract shall perform a Commercially Useful Function (CUF).

J. Commercially Useful Function Certification

Each SB, Micro Business, and/or DVBE (Prime or Subcontractor) who will be performing an element of the work of the resulting contract must complete and submit the CUF

Certification Form, Attachment 11, with the RFO response.

K. Secretary of State Registration

All Offerors, except sole proprietors, shall provide a copy of their Secretary of State

(SOS) registration certificate as a business entity doing business in the State of

California. If the registration cannot be supplied, please include a printout from the

SOS’s Web site to prove the Offeror’s registration.

7 TECHNICAL REQUIREMENTS

This section contains the Offerors’ Mandatory Qualifications pertaining to the required services that must be met in order to be considered responsive and responsible to this RFO. In addition to meeting these requirements, the Offeror must adhere to the SOW as described in Exhibit A and for the duration of the Agreement term, the Vendor staff shall meet all Mandatory

Qualifications (MQs) as described herein, Mandatory Qualifications.

1) Technical Lead – Database Administrator https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Attachment 1

Request for Offer #048CP2404| Page 9 of 67

The Technical Lead will act as the primary administrator and must have practical experience in supporting the CST CAD system. The Technical Lead will be responsible for the tasks listed in Exhibit A.

Table 1 – Qualifications –Technical Lead, Database Administrator

Mandatory Qualifications – Technical Lead, Database Administrator

1. Minimum of five (5) years of experience aligning IT systems with organizational business processes.

2. Minimum of three (3) years of experience aligning IT systems with organization business processes in a lead capacity.

3. Minimum of seven (7) years of experience in a 24x7 service provider environment managing technical operations.

4. Minimum of seven (7) years of experience with strong technical skills/knowledge spanning enterprise infrastructure, web-based application hosting and Internet protocols.

5. Minimum of seven (7) years of experience managing, troubleshooting, and supporting enterprise IT production environment with virtual desktop infrastructure, client/server and cloud technologies.

6. Minimum of seven (7) years of experience providing support resolving services requests and systems issues.

7. Minimum of five (5) years of experience providing support for IT Projects.

8. Bachelor’s degree in Computer Science, Management Information Systems, Engineering or other relevant field.

Desirable Qualifications –Technical Lead, Database Administrator

1. Two (2) years or more experience managing/supporting public safety/law enforcement Computer Aided Dispatch and Mobile Digital Computer environments.

2. Two (2) years of experience managing/supporting Citrix Virtual Desktop

Interface (VDI) environments.

2) Technical Lead – SQL Database Administrator

Table 2 – Qualifications, SQL Database Administrator

Mandatory Qualifications – Technical Lead, SQL Database Administrator

1. Minimum of five (5) years of experience aligning IT systems with organizational business processes.

2. Minimum of three (3) years of experience aligning IT systems with organizational business processes in a lead capacity.

3. Minimum of five (5) years of experience working knowledge of database design, optimization, and troubleshooting isolating performance problems in production databases, as well as Microsoft SQL 2016 or later.

Attachment 1

Request for Offer #048CP2404| Page 10 of 67

4. Minimum of five (5) years directly related work experience in database administration and business intelligence/data warehousing in an environment with multiple production databases.

5. Minimum of five (5) years of experience implementing software updates and maintaining all aspects of Microsoft SQL 2016 or later.

6. Minimum of five (5) years of experience providing support resolving database related services requests and systems issues.

7. Bachelor’s degree in Computer Science, Management Information Systems, Engineering or other relevant field.

Desirable Qualifications – Technical Lead, SQL Database Administrator

1. Four (4) years or more working experience with deployment of software application patches and providing support for backup and recovery procedures.

2. Four (4) years or more public safety and/or law enforcement environment support experience.

3) Technical Lead, Citrix Administrator

Table 3 – Qualifications, Technical Lead, Systems Administrator

Mandatory Qualifications – Technical Lead, Systems Administrator

1. Minimum of five (5) years of experience aligning IT systems with organizational business processes.

2. Minimum of three (3) years of experience aligning IT systems with organizational business processes in a lead capacity.

3. Minimum of five (5) years of experience establishing, managing, and troubleshooting systems supporting business operations and/or systems administration.

4. Minimum of five (5) years of experience in IT with an emphasis on IT infrastructure and/or systems administration.

5. Minimum of five (5) years of experience and understanding of Microsoft

Windows Server 2016 or later.

6. Minimum of five (5) years of experience and understanding of Microsoft Active

Directory and Group Policy in a multi-domain, geographically separated environment.

7. Bachelor’s degree in Computer Science, Management Information Systems, Engineering, or other relevant field.

Desirable Qualifications – Technical Lead, Citrix Administrator

1. Citrix Certified Associate (CCA) and/or CCA – Virtualization (CCA-V) certification

2. Two (2) years or more experience configuring, installing, maintaining, and tuning components associated with the LAN/WAN infrastructure comprised of

Cisco equipment.

Attachment 1

Request for Offer #048CP2404| Page 11 of 67

3. Two (2) years or more working experience with Storage Area Networks (SAN) –

HP3PAR and/or NetApp

4. Two (2) years or more public safety and/or law enforcement environment support

5. Minimum of five (5) years of experience with Citrix XenApp, XenDesktop, and

NetScaler Application Delivery Controller (ADC).

6. Minimum of five (5) years of experience managing VMware environment as it relates to Citrix.

7. Minimum of five (5) years of experience maintaining hardware, software, and system contracts for Citrix and Citrix-related systems.

8. Minimum of five (5) years of experience configuring, troubleshooting, and supporting Citrix policies and user management tools.

A. Client References

The purpose of the client reference requirement is to provide the state the ability to assess the Offeror’s experience in providing similar or relevant services to other organizations through a satisfaction rating provided by the Offeror’s previous project clients. The description of their projects must be detailed and comprehensive enough to permit the state to assess the similarity of those projects to the work anticipated for the

Contract resulting from this RFO.

The state requires that the Offeror provide a completed Client Reference Form, Attachment 5, from three (3) customers where the Offeror has provided timely and effective services or deliverables working on projects that represent work similar in nature to the services requested in this RFO and are within the last five (5) years of the

Response Due Date.

Attachment 5, Client Reference Form, must be completed in its entirety. The client’s reference contact should be someone who performed a management or supervisory role on the referenced project. All three (3) client references may be contacted to verify and validate the information on the client reference form.

Reference Contact Person: The Client Reference contact person must be willing and able (i.e., familiar with what transpired, not bound by confidentiality, etc.) to answer questions which validate the information on the submitted form.

B. Staff Qualifications

The state will review the TDDC MSA Labor Categories for classification qualifications to determine if each proposed staff member meets the experience and education requirements for their designated classifications.

Per Exhibit A, Statement of Work, section 6, Contractor Staff, the Offeror must complete and submit, as part of their Offer, the applicable Evaluation Criteria forms (Attachment

6.1 through Attachment 6.3) for each candidate. The Offeror must provide complete information to confirm that each of the proposed staff possess the experience and

Attachment 1

Request for Offer #048CP2404| Page 12 of 67 qualifications as specified for their project role described in Attachment 6.1 through

Attachment 6.3. The Offeror may cite as many projects as required per proposed staff to meet the requirements. Each cited project for each staff must be submitted separately on Attachment 6.1 through Attachment 6.3. It is incumbent upon the Offeror to provide enough detail in the response for the state to assess the Offeror’s proposed staff’s ability to meet the requirements and perform the services as described in this RFO and Exhibit

A, Statement of Work.

The Offeror is fully responsible for all necessary staffing resources to successfully complete the services within the agreed upon schedule and to perform to the standards set forth in the SOW.

For the purposes of this RFO, full-time employment is defined as 32.5 or more hours per week, and part-time is defined as anything less than 32.5 hours per week.

C. Staff References

The purpose of the staff reference requirement is to provide the state the ability to assess the staff’s experience in providing similar or relevant services to other organizations through a satisfaction rating provided by the staff’s previous clients. The description of their projects must be detailed and comprehensive enough to permit the state to assess the similarity of those projects to the work anticipated for the Contract resulting from this Attachment 7, Staff Reference Form. The staff’s reference contact should be someone who performed a management or supervisory role on the referenced project. References must be external to an Offeror’s organization and corporate structure.

The Offeror must complete and submit as part of its Response, Attachment 7, Staff

Reference Form. The Offeror must submit a completed Staff Reference Form for each project cited in each applicable Attachment 6 form.

Reference Contact Person: The Staff Reference contact person must be willing and able (i.e., familiar with what transpired, not bound by confidentiality, etc.) to answer questions which validate the information on the submitted form.

D. Understanding & Approach

Offerors must provide a narrative describing their understanding and approach to the performance of the work described in this RFO and Exhibit A, Statement of Work.

Offerors must address the following questions on Attachment 8, Understanding &

Approach and provide examples from the Offeror’s previous project experience. See

Attachment 8 for further requirements and instructions. Offerors must submit their

Understanding & Approach as Attachment 8 with their response to this RFO.

In preparing the response to the Understanding & Approach, do not simply restate or paraphrase information in this RFO and the SOW. Describe or demonstrate, in the

Offeror’s own words, the information required in Attachment 8.

Attachment 1

Request for Offer #048CP2404| Page 13 of 67

8 COST REQUIREMENTS

All services rendered under the resulting agreement are the Offeror’s responsibility for performing all tasks and deliverables and providing all services identified in the resulting agreement at the rates provided on Exhibit B1, Cost Worksheet. The hourly rates for these services included in Exhibit B1, Cost Worksheet, are those that the Offeror must provide for the term of the Contract as identified in the SOW, which includes all costs for the optional year(s).

All Offerors must provide individual costs as indicated in the cost worksheet and submit with their response.

All personnel assigned to the contract will be subject to a driver’s license and fingerprint check through the California Criminal History Information System and Federal Bureau of Investigation before contract execution and access to a CHP facility is authorized. Any adverse finding(s) under the fingerprint checks may, at the sole discretion of CHP result in a requirement for personnel replacement, disqualification of the Consultant and/or Offeror, or cancellation of any subsequent Agreement.

Upon determination of the best value candidate, the CHP, Business Services Section, Contract

Services Unit, will send a “Letter of Intent to Award” to all Offerors and a letter to the selected

Contractor describing CHP’s security clearance process. The Contractor report to CCSS within five (5) business days to initiate the security clearance process. Services may commence upon successful security clearance and contract execution.

9 RFO SUBMISSION

It is the Offeror’s responsibility to ensure its submission is submitted in a manner that enables the State Assessment Team to easily locate response descriptions and exhibits for each requirement. Page numbers must be located in the same page position throughout the offer.

Figures, tables, charts, etc. must be assigned index numbers and must be referenced by the numbers in the offer text and in the submission Table of Contents. Figures, etc. must be placed as close to the text references as possible.

1) Responses must be received by the RFO Response Due date and time listed in the Key

Action Dates section. Late receipt of a response may cause the state to deem an

Offeror nonresponsive.

2) Responses must be submitted in printed format (hard copy), and also in electronic file format (soft copy) on a USB thumb drive as follows:

3) All hard copies must be on standard 8.5” x 11” paper, except for charts, diagrams, and similar materials, which may be foldouts. If foldouts are used, the folded size must fit within the 8.5” x 11” format. Hard copy of large size drawings shall not be larger than

Standard E-size format.

4) Double sided printing is preferred. The following must be shown on each page of the response:

• RFO #048CP2404

• Name of Offeror

Attachment 1

Request for Offer #048CP2404| Page 14 of 67

• Exhibit Number

• Page number (Page # of ##)

5) Soft copies of the responses must be in Microsoft Office 365 Word and Excel formats as appropriate, or compatible, except electronic files of drawings must be compatible with

Microsoft Visio 2016.

6) The response must be provided in the following number of copies:

• One (1) hard copy (printed), and one (1) copy (printed) marked Master, for a total of two (2) copies.

• Two (2) soft copy USB thumb drives

7) All hard copy submittals should use clearly marked tabs, page numbers and table of contents for effective access to the Offeror’s material. Similarly, soft copies should be organized into appropriate files and folders designed for easy access. The MASTER

COPY must contain original signatures and initials wherever a signature or initials are required. If discrepancies exist between copies of the response, the response may be rejected. However, if not rejected, the Master Copy will provide the basis for resolving such discrepancies.

8) As stated in the Selection Requirements and Information, Disposition of Responses, section below, the Offeror should be aware that marking the response “confidential” or

“proprietary” may exclude it from consideration for award.

10 EVALUATION

A. Evaluation Process

A multiple stage process will be used to review and/or rate responses. Offers that do not comply with the mandatory components stipulated in this RFO may be deemed non-compliant and the Offeror disqualified. The state may reject any response found to be non-compliant at any stage of the review. The state reserves the right to modify or cancel this procurement in its entirety or in part at any time.

The Offeror is required to thoroughly review the RFO to ensure that its response is fully compliant with the RFO requirements and thereby avoid the possibility of being ruled non-compliant. If the state finds that an Offeror’s offer has a material deviation from a specified requirement, the Offeror will be deemed non-compliant and will be the basis for rejecting the Offeror’s offer.

B. Acceptance

Following the RFO response submission deadline, the state staff will convene to review each response for initial responsiveness to the RFO requirements (e.g., timeliness, completeness).

C. Response Review/Rating

Attachment 1

Request for Offer #048CP2404| Page 15 of 67

Responses that appear to meet the initial RFO requirements and contain the required documentation will be submitted to a review team.

Reviewers will individually and/or as a team review and compare all responses to one another and assign a numeric score or ranking to each response based on its adequacy, thoroughness, and the degree to which the offered solution best meets the Program’s needs and represents the best value to the state.

Reviewers will use the following scoring system to assign points. Following this chart is a list of the considerations that reviewers may take into account when assigning points to a response.

Table 7 – Response Review

RFO Section Title Scoring

Administrative Requirements (Assessment)

Response Cover Page Pass/Fail

Table of Contents Pass/Fail

Bidder Declaration Pass/Fail

Offeror’s TDDC MSA Agreement Pass/Fail

Offeror’s Proof of SB and/or DVBE, if applicable Pass/Fail

Commercially Useful Function (CUF) Pass/Fail

Technical Requirements (Assessment)

Client References Pass/Fail

Staff Qualifications ____/18,600

Staff References Pass/Fail

Interviews (if held) Pass/Fail

Understanding & Approach Pass/Fail

Cost Requirement (Assessment)

Cost Worksheet, Exhibit B1 ___/3,000

D. Administrative Requirements Assessment

Administrative Requirements stated in section 6 of this RFO will be scored as Pass or

Fail. Responsiveness to the requirements listed in this RFO will be either given a “Pass”

(e.g., complied with requirement, completed and returned document) or “Fail” (e.g., did not comply with requirement, did not complete or return document). If an Offeror receives a Fail for any of these requirements, the response may be rejected.

Attachment 1

Request for Offer #048CP2404| Page 16 of 67

E. Technical Requirements Assessment

Technical requirements stated in section 7 of this RFO will be scored based on number of years of applicable experience and may achieve a maximum of 18,600 points. Please see Attachment 6.1-3, Evaluation Criteria forms, and Attachment 8, Understanding &

Approach, for details on how points may be achieved. The Department will conduct a preliminary assessment based on Offeror submittals and may request that approximately three (3) to five (5) of the most qualified candidates may be interviewed (at no cost to the state or CHP). The Department may, at its sole discretion, waive the candidate’s interview if the candidate responses do not meet the Department’s specifications. If the interview is waived, each RFO response will be evaluated based on all forms submitted.

F. Client and Staff References Assessment

Client and Staff References may be contacted to verify staff’s experience qualification information submitted. Failure to provide verifiable references may cause the RFO

Response to be rejected.

If references are contacted, the state will make two (2) attempts via phone and/or email to validate the Offeror’s experience in providing similar or relevant services using the information provided in the client reference form, as applicable. Failure to reach a contact person will result in the reference being scored as “FAIL”. Any reference that has a rating of “Unsatisfactory” for ANY question, or if the question is not answered, or if the customer answers “Not Applicable” the Offeror will FAIL this requirement and the response will be deemed non-compliant.

G. Cost Requirement Assessment

Cost requirements stated in section 9 will be scored with up to a maximum number of

3,000 possible points. The Assessment Team will review, calculate, and score Exhibit

B1, Cost Worksheet, to verify that it is complete with all hourly rates and determine the average hourly rate. The Assessment Team will perform the following steps in order to complete the cost evaluation:

1) Add the hourly rates for all proposed staff and then divide by the number of proposed staff.

2) This average hourly rate is divided into the lowest average rate to calculate a percentage.

3) This percentage is multiplied by the maximum possible cost points to calculate the Bidder’s Cost Score.

The Respondent with the lowest average hourly rate based on the assessment performed above will receive a maximum of 3,000 possible points. The following table is an example only.

Attachment 1

Request for Offer #048CP2404| Page 17 of 67

Respondent’s Name

A B C

Hourly Rate Percentage (Lowest Respondent’s

Total Cost divided by the Respondent Total Cost)

Respondent Score

(B X 3,000 = C)

Response A $200 $150/$200 = .75 (75%) .75 X 3,000 = 2,250

Response B $150 $150/$150 = 1.0 (100%) 1.0 X 3,000 = 3,000

11 SELECTION REQUIREMENTS AND INFORMATION

A. Nonresponsive Offers

In addition to any condition previously indicated in this RFO, the following occurrences may cause the state to deem a response nonresponsive.

1) Failure of a Respondent to comply with the RFO response content or submission instructions.

2) Receipt of an RFO Response that is conditional, materially incomplete, or defective.

3) The state’s discovery, at any stage of the selection or upon contract award, that the winning Respondent is unwilling or unable to comply with the contract terms, conditions, attachments, or exhibits cited in this RFO, or the resulting contract.

B. Errors in Response

An error in the response may cause the rejection of that response; however, the state may, at its sole option, retain the response and make certain corrections. In determining if a correction will be made, the state will consider the conformance of the response to the format and content required by the RFO, and any unusual complexity of the format and content required by the RFO.

1) If the Respondent's intent is clearly established based on review of the complete response submittal, the state may at its sole option correct an error based on that established intent.

2) The state may, at its sole option, correct obvious clerical errors.

3) The state may, at its sole option, correct discrepancy, and arithmetic errors on the basis that, if intent is not clearly established by the complete response submittal, the master copy shall have priority over additional copies, the response narrative shall have priority over the Contract, and the Contract shall have priority over the cost sheets.

4) Within each of these, the lowest level of detail will prevail. If necessary, the extensions and summary costs will be recomputed accordingly, even if the lowest level of detail is obviously misstated. The total price of unit price items will be the product of the unit price and the quantity of the item. If the unit price is

Attachment 1

Request for Offer #048CP2404| Page 18 of 67 ambiguous, unintelligible, uncertain for any cause, or omitted, it shall be the amount obtained by dividing the total price by the quantity of the item.

5) The state may, at its sole option, correct errors of omission. In the following four situations, the state will take the indicated actions if the Respondent's intent is not clearly established by the complete response submittal:

a) If an item is described in the narrative but omitted from the Contract and cost data provided in the response for assessment purposes, it will be interpreted to mean that the item will be provided by the Respondent at no cost.

b) If a minor item is not mentioned at all in the response and is essential to satisfactory performance, the response will be interpreted to mean that the item will be provided at no cost.

c) If a major item is not mentioned at all in the response, the offer will be interpreted to mean that the Respondent does not intend to supply that item.

d) If a major item is omitted, and the omission is not discovered until after

Contract award, the Respondent shall be required to supply that item at no cost. The state shall have sole discretion in determining whether an item is minor or major.

6) If a Respondent does not follow the instructions for computing costs not related to the Contract, if any, (e.g., state personnel costs), the state may reject the response, or at its sole option, re-compute such costs based on instructions contained in the RFO.

7) If the re-computations or interpretations, as applied in accordance with this section, result in significant changes in the amount of money to be paid to the

Respondent (if awarded the Contract) or in a requirement of the Respondent to supply a major item at no cost, the Respondent will be given the opportunity to promptly establish the grounds legally justifying relief from its response.

8) It is absolutely essential that the Respondent carefully review the cost elements in response since they will not have the option to correct errors after the time for submittal of the Final Offer.

9) The state may request clarification of items in the Respondent’s offer if the meaning is not clear to the state. Responses to requests for clarification must be confirmed in writing by the Respondent as instructed by the State’s Procurement

Official at the time of the request.

10) At the state’s sole discretion, it may declare all Final Responses to be Draft

Responses in the event that the state determines that Final Responses from all respondents contain material deviations. Respondents may not protest the state’s determination that all responses have material deviations. If all responses are declared noncompliant, the state may issue an addendum to the solicitation.

Attachment 1

Request for Offer #048CP2404| Page 19 of 67

Should this occur, the state may hold confidential discussions with participating respondents who remain interested in the solicitation. Each participating

Respondent will be notified of the new Final Response due date. This submission must conform to the requirements of the original solicitation as amended by any subsequent addenda. The new Final Responses will be assessed as required in this section.

C. Contractor Selection

1) The state will email or verbally notify the chosen respondent of its selection.

2) Following the contract award, losing respondents may submit a request to the funding Program to receive a copy of any or all Respondent offers and scoring/assessment tools/forms. Response copies will be redacted to remove information deemed by the state to be personal, sensitive or confidential.

D. Disposition of Responses

All materials submitted in response to this RFO will become the property of the state and, as such, are subject to the California Public Records Act (CPRA) Government

Code (GC) Section 6250, et seq.).

Upon award of the contract all documents submitted in response to this RFO, and all documents used in the selection process (e.g., review checklists, scoring sheets, letters of intent, etc.) will be regarded as public records under the CPRA (GC Section 6250 et seq.) and subject to review by the public. However, these documents shall be held in the strictest confidence until the award is made.

The Respondent should be aware that marking a document “confidential” or “proprietary” in a Final Response will not keep that document from being released as part of the public record.

12 BACKGROUND CHECKS

All staff assigned to the Contract will be subject to a driver’s license and fingerprint check through the California Criminal History Information System and Federal Bureau of Investigation before access to a CHP facility is authorized. Any adverse finding(s) under the fingerprint checks may, at the sole discretion of CHP, result in a requirement for staff replacement, disqualification of the Consultant and/or Offeror, or cancellation of the Agreement.

Upon contract award, the CHP Business Services Section, Contract Services Unit, will send a letter to the selected Contractor describing CHP’s security clearance process. The Contractor must report to the designated point of contact within five (5) business days to initiate the security clearance process. Services may commence upon successful security clearance and contract execution.

Attachment 1

Request for Offer #048CP2404| Page 20 of 67

Attachment 1 – Template for Questions Submittal

The Offeror is required to use this form when submitting questions to the Procurement Official listed in section 5 of this RFO. Instructions are as follows:

Name of Respondent – Provide the name of the responding firm.

Contact Person – Provide the name of the person to contact if the state needs clarification about the question.

Contact Email and Phone Number – Provide the email and phone number (including area code) for the listed contact person.

Question # – Sequentially number each question, always starting at one (1) for each submission.

Section/Document(s) – Identify the section or document the request pertains to.

Page # – Identify the page number of the section/document name or title the question pertains to.

Question – Write the question in this column.

Expand or reduce the number of rows to accommodate the number of questions.

Table 1 - Question Submittal Form

Solicitation Respondent Question Form

Name of Respondent:

Contact Person:

Contact Email and Phone Number:

Question

Section/Document(s) Page # Question

Computer Aided Dispatch Consultants

Attachment 2

Request for Offer #048CP2404| Page 21 of 67

Attachment 2 – Response Cover Page

Name of Responding Firm (Legal name as it will appear on the contract)

Mailing Address (Street address, P.O. Box, City, State, Zip Code)

Person authorized to act as the contact for this firm in matters regarding this response:

Printed Name (First, Last): Title:

Telephone number: Fax number:

Email address:

Person authorized to obligate this firm in matters regarding this response and/or the resulting contract:

Telephone number: Fax number:

Email address:

(CORPORATIONS ONLY) Name/Title of person authorized by the Board of Directors to sign this response on behalf of the Board:

Signature of Respondent or Authorized Representative Date:

Attachment 3

Request for Offer #048CP2404| Page 22 of 67

Attachment 3 – Bidder Declaration

Attach the Bidder Declaration, GSPD-05-105, as Attachment 3.

The Bidder Declaration, GSPD-05-105, and its instructions are available as a fill and print PDF at: https://www.dgs.ca.gov/SearchResult?search=bidder%20declaration&divisionid= https://www.dgs.ca.gov/SearchResult?search=bidder%20declaration&divisionid=

Attachment 4

Request for Offer #048CP2404| Page 23 of 67

Attachment 4 – Offeror’s TDDC MSA Agreement

The Offeror must submit their TDDC MSA Agreement as Attachment 4 of their response to the

RFO.

Attachment 6.1

Request for Offer #048CP2404| Page 24 of 67

Attachment 5 – Client Reference Form

Offeror must provide three (3) client reference forms of projects serviced in the past five (5) years from the

RFO response due date, who can confirm the quality & timeliness of the Respondent’s services. Firms listed must have obtained services that were similar or related to those sought in this RFO. List the most recent first.

REFERENCE

Name of Firm

Street address City State Zip Code

Contact Person Telephone number

Dates of service Value or cost of service

Brief description of service provided

Attachment 6.1

Request for Offer #048CP2404| Page 25 of 67

Attachment 6.1 – Evaluation Criteria – Technical Lead, Database Administrator

This must be submitted as specified in RFO section 7, Technical Requirements. Selection of a fully qualified consultant will be based on the criteria listed in the RFO section 7, Technical Requirements.

Offerors must attach a resume:

• Demonstrating the experience required in the RFO and Exhibit A, Statement of Work.

• For each candidate listed in Exhibit B1, Cost Worksheet.

Candidate’s Name:

Mandatory Qualifications Years Company

Description of Experience and Education that Satisfies the Classification Requirements

Page #/ Location in Résumé

Minimum of five (5) years of experience aligning IT systems with organizational business processes.

Minimum of five (3) years of experience aligning IT systems with organization business processes in a lead capacity.

Minimum of seven (7) years of experience in a 24x7 service provider environment managing technical operations.

Minimum of seven (7) years of experience strong technical skills/knowledge spanning enterprise infrastructure, web-based application hosting and Internet protocols.

Minimum of seven (7) years of experience managing, troubleshooting, and supporting enterprise IT production environment with virtual desktop infrastructure, client/server and cloud technologies.

Attachment 6.1

Request for Offer #048CP2404| Page 26 of 67

Minimum of seven (7) years of experience providing support resolving services requests and systems issues.

Minimum of four (4) years of experience providing support for IT Projects.

Bachelor’s degree in Computer Science, Management Information Systems, Engineering or other relevant field.

Desirable Qualifications Years Company

Position Description* Describe how the position listed ties back to the Scope of Services

Page #/ Location in Résumé

Two (2) years or more experience managing/supporting public safety/law enforcement Computer Aided Dispatch and Mobile Digital Computer environments.

Two (2) years or more experience managing/supporting Citrix VDI environments.

Attachment 6.2

Request for Offer #048CP2404| Page 27 of 67

Attachment 6.2 – Evaluation Criteria – Technical Lead, SQL Database Administrator

This must be submitted as specified in RFO section 7, Technical Requirements. Selection of a fully qualified consultant will be based on the criteria listed in the RFO section 7, Technical Requirements.

Offerors must attach a resume:

Page #/ Location in Résumé

Minimum of five (5) years of…