1._RFP_C5611387_DCAO_Addendum_3_03182024.docx

REQUEST FOR PROPOSAL

No. C5611387

ADDENDUM #3

For

DATA COLLECTION ANALYSIS, AND OUTCOMES (DCAO)

Release Date: March 18, 2024

Issued by:

State of California California Department of Corrections and Rehabilitation 1940 Birkmont Drive Rancho Cordova, CA 95742

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 Final Proposal, including the Statement of Work (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 (which constitute the Contract), the official State version of the solicitation in its entirety shall take precedence.

Page 8 of 248 March 18, 2024 Table of Contents

RFP C5611387

PART 1 – BIDDER INSTRUCTIONS

1. INTRODUCTION

This solicitation is being conducted under the authority of the California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611 et seq. The format that proposal information is to be submitted, and the material to be included therein follows. This solicitation also addresses the requirements that bidders must meet to be eligible for consideration, as well as addressing bidders’ responsibilities before and after award.

PURPOSE

The purpose of this Request for Proposal (hereafter referred to as “solicitation”) is to obtain proposals from qualified bidders for the California Department of Corrections and Rehabilitation (CDCR) and the State of California (hereafter referred to as “State”) to design, develop, implement, and maintain a Cloud-Based data linkage and data visualization Solution (hereafter referred to as “Solution”) to store, link, and visualize data with the capability for data collection, data management, data visualization, and expert IT support related to previously incarcerated persons released through the Division of Adult Parole Operations (DAPO). Refer to Appendix A – Statement of Work for additional information.

The Contract Award, if made, will be to the single bidder in accordance with the methodology defined in SECTION 7: EVALUATION.

The terms “shall” and “must” are considered by the CDCR to mean mandatory or required. The terms “may” or “can” are considered to be optional, and are at the discretion of the CDCR.

BACKGROUND

The CDCR’s primary mission is to facilitate the successful reintegration of the individuals in CDCR care back to their communities equipped with the tools to be drug-free, healthy, and employable members of society by providing education, treatment, rehabilitative, and restorative justice programs, all in a safe and humane environment.

Effective correctional intervention or implementation of evidence-based practices with fidelity requires taking into account a person’s unique risk of reoffending, participation in correctional rehabilitation programs, and other factors related to improved outcomes.

The CDCR’s goal is to provide a comprehensive rehabilitative pathway for offenders beginning at their initial incarceration and lasting through their successful discharge from community supervision.

The CDCR received one-time funding to measure parole outcomes. The department has implemented various educational and rehabilitation programs over the years to reduce recidivism rates and improve the reintegration of incarcerated individuals into society. The core objective of this Agreement is to evaluate the efficacy and effectiveness of these efforts in achieving the goals of reducing recidivism and improving offender outcomes.

1.3 TERM OF CONTRACT

Effective upon approval of CDT, Statewide Technology Procurement (STP), the term of the Contract is two (2) years, with an estimated start date of 06/01/2024. The State, at its sole discretion, may exercise its option to execute, with one (1) optional, one (1) year extension,

0. CURRENT AND PROPOSED ENVIRONMENT

Current Environment: The Enterprise Information Systems (EIS) team at CDCR manages multiple transactional systems running on traditional RDBMS (Oracle, Microsoft SQL) and several stand-alone reporting systems which make it difficult to aggregate and analyze data across this diverse system. The data analysts use Oracle Data Integrator, Microsoft SSIS packages, SAS, and ad-hoc SQL to extract data and publish reports and dashboards in Power BI, Tableau, and Oracle Analytics Server. The CDCR does not have a data lake or data warehouse solution in place to aggregate and standardize data before publishing reports. The current process is manual and cumbersome that often results in report delays or data quality issues. A traditional batch process is used to exchange data with external entities via an SFTP server.

Fig. 1 – Typical Data Flow At CDCR (Current Environment) Proposed Environment:

Data Linkage and Storage Solution:

This data solution shall support the development of data tools to expand the use of real-time information to drive corrections policy and practice. The data set will include information about some of the people in CDCR custody and the people currently under CDCR Division of Adult Parole Operations (DAPO) jurisdiction. The data will include personally identifiable information for match and demographics reporting, incarcerated persons program characteristics and attendance, employment, and earnings pre-incarceration and post-incarceration, education records, disciplinary records, and other information relevant to measuring outcomes. Highly sensitive information should be segregated from the information used for analyses. The developed software shall work directly with CDCR systems and security policies.

The proposed solution shall provide data that is efficiently managed and easily accessible to support business operations and decision-making processes. To achieve this goal, the bidder shall implement a cloud-based data warehouse solution that meets the CDCR specific needs and requirements as identified in Exhibit 2-1: DCAO Requirements.

Appendix A – Statement of Work lists the potential CDCR data sources that may be included in the data warehouse solution. The data volumes for the initial phase of this project are anticipated to be no more than five terabytes (5 TB).

Fig 2 – Cloud Based Architecture

The cloud-based data warehouse solution shall include the following:

a. Scalability: Scale as CDCR data needs grow over time, without impacting performance or requiring significant hardware investments.

b. Flexibility: Be customized to CDCR business requirements, with the ability to easily integrate with other data sources and applications, as well as accommodate changes in CDCR data environment.

c. Cost-effectiveness: Have financial controls to ensure that the cost does not exceed the allocated budget.

d. Accessibility: Provide secure and reliable access to CDCR data from anywhere, enabling teams to leverage data insights for improved decision-making and business outcomes.

e. Analytics & Data Science: Provide advanced analytics capabilities, including reporting and visualization tools, to help CDCR gain valuable insights into CDCR data and drive business value.

f. Security: Provide robust security measures (at rest and in transit) to protect CDCR data against breaches and unauthorized access, including encryption, access controls, and other data protection measures. Replace the current legacy batch/SFTP data exchange system with a modern API/web based data pipeline or portal.

g. Manageability: Be free from any proprietary AI/ML models so it is easier to troubleshoot issues and ensure smooth functioning of the data warehouse.

h. Ownership: Ensure all software, services, configuration, and code developed as part of this implementation shall be the property of the CDCR.

AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of 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, you may contact the Procurement Officer identified in SECTION 2.2.1: PROCUREMENT OFFICER. You may also contact the State of California at the numbers listed below.

Important: To ensure that CDCR can meet your need, the bidder shall submit the request for reasonable accommodation at least 10 State working days before the scheduled event, e.g., meeting, conference, workshop, etc., or deadline due date for procurement documents. The State shall not be obligated to meet the request if the submittal is less than 10 working days.

The California Relay Service Telephone Numbers are:

Spanish 1-800-735-2929 1-800-855-3000

Spanish 1-800-735-2922 1-800-855-3000

BIDDING INSTRUCTIONS

BIDDER ADMONITION

This procurement will follow a phased approach designed to increase the likelihood of a successful proposal and the bidder’s eligibility for an Invitation to Negotiation.

Specific information regarding this phased approach is found in SECTION 2.5: BIDDING STEPS and SECTION 7: EVALUATION, of the solicitation. The bidder should refer to SECTION 2.5: BIDDING STEPS to understand the phases applicable to this solicitation. It is the bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

3. Submit 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. 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.

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.com.

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.

0.0.1 PROCUREMENT OFFICER

The Procurement Officer is the State’s designated authorized representative regarding this procurement.

Bidders are directed to communicate, submit questions, deliver proposals, and submit all other correspondence regarding this procurement to the lead Procurement Officer at the email address below.

Jyoti Patel Osby Phone: (916) 800-1907 Email: Jyoti.PatelOsby@state.ca.gov Please ensure that all communications copy Amy.Snow@state.ca.gov.

0.0.2 QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requiring clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process may request clarification by submitting questions using ATTACHMENT 18: TEMPLATE FOR QUESTION SUBMITTAL in an email (using the solicitation identification information from the solicitation title page) to the Procurement Officer listed in SECTION 2.2.1: PROCUREMENT OFFICER. To ensure a response, questions must be received in writing by the scheduled date(s) specified in SECTION 2.3: KEY ACTION DATES. Question and answer sets will be provided to all bidders without identifying the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

Only questions submitted in writing and answered in writing by the Procurement Officer shall be binding and official. Written questions must be submitted by email to the Procurement Officer identified in SECTION 2.2.1: PROCUREMENT OFFICER, using ATTACHMENT 18: TEMPLATE FOR QUESTION SUBMITTAL. All written questions submitted by the deadline specified in SECTION 2.3: KEY ACTION DATES, will be responded to at the same time with all questions and answers posted to Cal eProcure in the form of a Question and Answer (Q&A) Set.

If a bidder who desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its proposal and disclosure exposes its proposal to other bidders, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or 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 aspect of the question, the question and answer will not be confidentially maintained, and the bidder will be so notified.

0.0.3 INTENT TO BID

Bidders that seek to participate in the solicitation shall submit a completed ATTACHMENT 17: INTENT TO BID by the date specified in SECTION 2.3: KEY ACTION DATES.

ATTACHMENT 17 must be emailed to the Procurement Officer identified in SECTION 2.2.1: PROCUREMENT OFFICER. Bidders who submit a completed ATTACHMENT 17: INTENT TO BID acknowledging interest in this solicitation shall receive invitations and correspondence applicable to the solicitation (e.g., scheduling dates for confidential discussions, meetings, etc.) throughout this procurement. Correspondence to a bidder regarding this solicitation will only be delivered to the bidder’s contact person designated on ATTACHMENT 17: INTENT TO BID.

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 contact person 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, about any change pertaining to the designated contact person.

A bidder must also notify the Procurement Officer if its intent to bid changes or whenever there is a change in the bidder’s designated contact information.

KEY ACTION DATES

Table 2-1 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, it will be accomplished via an addendum to this solicitation with the exception of dates listed after the bidders’ submission of Final Proposal. Dates listed after the bidders’ submission of Final Proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time.

Table 2-1: Key Action Dates Key Action Dates1

5:00 p.m. Pacific Time

Last day to obtain eVAQ 034/0419/2024 by 1:00 p.m. California Time

RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with the provisions set forth in PCC §6611 as they relate to the procurement of IT goods and services by public bodies in the State of California.

0.0.4 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.

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

The bidder is advised that deviations in its Final Proposal from any of the Mandatory requirements set forth in this solicitation may be the basis for rejection of the bidder’s proposal.

0.0.5 PROPOSED SOLICITATION DOCUMENTS CHANGES

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.

Modifications will be made by addenda issued pursuant to SECTION 2.4.6: ADDENDA. Such modifications shall be given by written notice to all parties who have identified themselves as bidders to the Procurement Officer without divulging the source of the request. Therefore, 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 proposal, 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.

0.0.6 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. Specific conditions to be examined may be listed in SECTION 3: ADMINISTRATIVE REQUIREMENTS and/or SECTION 4: PROPOSAL REQUIREMENTS.

0.0.7 EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (Stages 2, 3, or 4) or feasibility study, 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) or feasibility study. 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.

0.0.8 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 a Final 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.

0.0.9 ADDENDA

The State may modify the solicitation at any time prior to the submission of Final Proposal by issuing an addendum. Addenda will be numbered consecutively.

If a bidder determines that an addendum unnecessarily restricts its ability to bid, the bidder is allowed five (5) business days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2: QUESTIONS REGARDING THE SOLICITATION DOCUMENT.

0.0.10 BIDDER'S COST

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

0.0.11 DISCOUNTS

In connection with any discount offered, except when a provision is made for a testing period preceding acceptance by the State, time will be computed from the date of delivery of the supplies or equipment as specified, or from the date correct invoices are received in the office specified by the State if the latter date is later than the date of delivery. When a provision is made for a testing period preceding acceptance by the State, the date of delivery shall mean the date the supplies or equipment are accepted by the State during the specified testing period. Payment is deemed made, for the purpose of earning the discount, on the date of mailing the State warrant or check.

Cash discounts offered by bidders for the prompt payment of invoices will not be considered in evaluating offers for award purposes; however, all offered discounts will be taken if the payment is made within the discount period, even though not considered in the evaluation of offers.

0.0.12 SIGNATURE OF FINAL PROPOSAL

A cover letter shall be considered an integral part of the Final Proposal and any proposal form requiring a signature, 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 Final Proposal may be rejected. Digital and electronic signatures will be accepted.

0.0.13 IRREVOCABLE OFFER

A bidder’s Final Proposal is an irrevocable offer for 180 days from the scheduled Contract award date in SECTION 2.3: KEY ACTION DATES. A bidder may extend the offer in the event of a delay of Contract award.

0.0.14 FALSE OR MISLEADING STATEMENTS

Proposals which contain false or misleading statements, or which 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 may be a basis for rejection of the bidder’s proposal.

BIDDING STEPS

In addition to the subsections below, refer to SECTION 2.3: KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation.

0.0.15 ELECTRONIC VENDOR APPLICATION OF QUALIFICATION (eVAQ)

The State’s eVAQ is an external process to this solicitation. Bidders are required to have an approved application on file and be deemed a Pre-qualified Vendor prior to the Key Action Date for the Last day to the submit Final Proposal (refer to SECTION 2.3: KEY ACTION DATES). If a Bidder has a previously approved eVAQ, it is the Bidder’s responsibility to ensure all information is up to date and valid. All questions related to the eVAQ should be addressed to the eVAQ Program Administrator as follows.

Raymond Estey California Department of Technology Statewide Technology Procurement Phone: (916) 857-9779 Raymond.Estey@state.ca.gov 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. The application can be accessed at STP VENDOR MAIN - Vendor Portal (eVAQ public facing site). If your firm is new to the eVAQ process, account registration is necessary and is free of charge.

0.0.16 FINAL PHASE

The final phase consists of a Final Proposal (Mandatory) and, if requested by the State, a Best and Final Offer (BAFO).

The purpose of the final phase is to obtain proposals that are responsive in every respect. The Final Proposal is a mandatory step for all bidders.

The Final Proposal must be complete, and include all cost information, required signatures, and contract changes issued by the State via an addendum, if any. Bidders that submitted Final Proposals meeting the criteria identified in SECTION 7.3: NEGOTIATIONS, will be eligible to receive an invitation to negotiate with the State.

The State, at its sole discretion, may request a BAFO from those bidders that participated in the Negotiation Process as identified in SECTION 7.3: NEGOTIATIONS.

0.0.17 WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A bidder may withdraw its Final Proposal at any time prior to the Last Day to Submit Final Proposal submission date and time specified in SECTION 2.3: KEY ACTION DATES, by submitting a written notification of withdrawal signed by an authorized representative of the bidder in accordance with SECTION 2.4.9: SIGNATURE OF PROPOSAL. The bidder may thereafter submit a new or modified proposal prior to the respective proposal submission date and time specified in SECTION 2.3: KEY ACTION DATES. Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, Final Proposals cannot be changed or withdrawn after the Last Day to Submit Final Proposal deadline date and time designated for receipt, except as provided in the solicitation.

0.0.18 DISPOSITION OF PROPOSALS

All materials, including electronic materials, submitted in response to this solicitation will become the property of the State of California and will be returned only at the State’s option and at the bidder’s expense. At a minimum, the master copy of the Final Proposal shall be retained for official files and will become a public record after the Notification of Intent to Award is posted. However, materials the State considers as confidential information (such as confidential financial information submitted to show bidder responsibility) will be returned upon request of the bidder.

ADMINISTRATIVE REQUIREMENTS

SECTION 3: ADMINISTRATIVE REQUIREMENTS contains the mandatory administrative requirements that must be met in order to be considered responsive to this solicitation. Most of the administrative bidding requirements for this solicitation are being processed through the electronic Vendor Application of Qualifications (eVAQ). Please refer to SECTION 2.5.1: ELECTRONIC VENDOR APPLICATION OF QUALIFICATION for more information.

Unless designated otherwise, all of the requirements in this section are mandatory. The documents that must be submitted with the bidder’s Final 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” must be responded to in order to be considered responsive and responsible to these requirements. The responses will be evaluated in accordance with .

2. (O) – All sections labeled as “Optional”, or “O” are not required to be offered by the bidder in order to be responsive to the solicitation requirements. A bidder may choose whether to meet administrative 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, per criteria stated in .

ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The bidder must indicate its willingness and ability to satisfy the administrative requirements by marking “Yes” on the “Bidder Agrees Yes/No” column on ATTACHMENT 2: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. Answering “No” to any of the mandatory administrative requirements or not submitting the required documents with its Final Proposal may result in the proposal being deemed non-responsive.

ABILITY TO PERFORM (M)

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 numbers 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.

PRIMARY BIDDER (M)

An award, if made, will be to a primary bidder. The awarded primary bidder (Primer Contractor) will be responsible for the 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.

SUBCONTRACTORS (M)

It is the bidder’s responsibility to ensure any subcontractor that the bidder chooses to use in fulfilling the requirements of this solicitation, and which is expected to receive more than ten percent (10%) of the value of the Contract, also meets all administrative and bid requirements of the solicitation, as applicable to the services provided by the subcontractor.

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the bidder of its responsibilities and obligations. The bidder is fully responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by them.

The Contractor shall not change subcontractor(s) and/or Disabled Veteran Business Enterprise (DVBE) subcontractor(s) if such changes conflict with the work to be performed under this Contract. For DVBE subcontractor changes, the Contractor shall utilize another DVBE subcontractor. The State recognizes that changes to subcontractor(s) may be necessary and in the best interests of the State; however, advance notification of a contemplated change and the reasons for such change must be made to the State no less than seven (7) business days prior to the existing subcontractor’s termination. If this should occur, the Contractor should be aware that the State Contract administrator or designee must approve any changes to the subcontractor(s) prior to the termination of the existing subcontractor(s). This also includes any changes made between submittal of the Final Proposal and actual start of the Contract.

The State will not compensate the Contractor for any of the Contractor’s time or effort to educate or otherwise prepare the new subcontractor(s) ready to begin work on the contract.

The bidder’s obligation to pay its subcontractors is independent of its obligations under this solicitation and the resulting contract. Contractor is solely responsible for any payments to, or claims made by subcontractors.

For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any offer or quote submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this offer or quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD-05-105, and that is also accompanied by the Contractors letter of explanation.

BIDDER DECLARATION FORM (M)

The bidder must complete and submit ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105, with its Final Proposal. When completing the declaration, the bidder must identify all subcontractors proposed for participation in the Contract. The bidder awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/state entity agrees to a substitution and it is incorporated, in writing, into the resulting contract. If the bidder is not using subcontractors, the bidder must still complete ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form and submit it with its Final Proposal. The form is available at: https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

AMENDMENT (M)

Any Contract executed as a result of this solicitation may be amended consistent with the terms and conditions of the Contract and by mutual consent of both parties, subject to approval by the Statewide Technology Procurement.

FINANCIAL RESPONSIBILITY INFORMATION (M)

0.0.19 FINANCIAL STABILITY

In order to minimize the potential risk of default due to financial issues, the State reserves the right to request additional documentation throughout the life of the awarded Contract.

The State must be assured that the bidder continues to have the financial resources to sustain its operations during system development and implementation phases including the time required for the State to pay the Contractor after system acceptance.

INCORPORATION OF EVAQ REQUIREMENTS (M)

Bidders are advised that the Contract awarded as a result of this solicitation shall automatically incorporate by reference all Requirements as well as 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 life of the Contract awarded as a result of this solicitation, including all optional years.

CLOUD COMPUTING SERVICES (M)

Per the State’s Cloud Computing Policy, whenever feasible, Agencies/state entities will utilize the Cloud services provided by CDT. These service options include Platform as a Service (PaaS), Software as a Service (SaaS) and Infrastructure as a Service (IaaS). Vendors are required to host their proposed solution in a manner that complies with the requirements identified in Exhibit 2-1: DCAO REQUIREMENTS and the Cloud Computing Services Special Provisions for SaaS or Cloud Computing Services Special Provisions of IaaS or PaaS.

GENERAL PROVISIONS (M)

The bidder is advised that deviations from the State approved Terms and Conditions may be the basis for rejection of the bidder’s proposal.

GENERAL PROVISIONS - INFORMATION TECHNOLOGY (Revised and Effective 06/21/2022) The Contract awarded as a result of this solicitation shall automatically incorporate by reference the Information Technology General Provisions (Revised and Effective (06/21/2022)), which can be found at the following URL: https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE87 GENERAL PROVISIONS – INFORMATION TECHNOLOGY – CLOUD COMPUTING – SOFTWARE as a SERVICE (SaaS) If the bidder’s solution includes commercial Software as a Service (SaaS) as part of the solution, the Contract awarded as a result of this solicitation shall instead automatically incorporate by reference:

1. The “General Provisions – Information Technology – Cloud Computing – Software as a Service (SaaS),” (Effective 6/21/22) which can be found at the following URL:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts. The Cloud Computing Special Provisions for Software as a Service are incorporated by reference in the Information Technology – Cloud Computing – Software as a Service General Provisions And

2. The Information Technology Cloud Computing Special Provisions for Software as a Service can be found at the following URL: https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/CLOUDCOMPUTINGSERVICESSPECIALPROVISIONS_18_0301.docx?la=en&hash=D15B144C86A54D492E4E19AE810F7F35EA8D171F

WORKERS’ COMPENSATION/EMPLOYER’S LIABILITY (M)

The Prime Contractor shall maintain statutory workers' compensation and employer's liability coverage for all its employees who will be engaged in the performance of the Contract, including special coverage extensions where applicable. Employer's liability limits of $1,000,000 shall be required. The bidder is required to sign ATTACHMENT 4: WORKERS' COMPENSATION CERTIFICATION and submit it with its Final Proposal.

COVER LETTER (M)

The bidder must submit a cover letter containing the following:

1. On company letterhead.

2. Include the legal name of the bidder’s company. Additionally include any “Doing Business As” or DBA if applicable.

3. Include the address of the bidder’s company.

4. The body of the cover letter must include the following:

a. A statement that the proposal response is the bidder’s binding offer, good for 180 calendar days from the scheduled Contract award date, as noted in SECTION 2.3: KEY ACTION DATES

b. A statement indicating the bidder agrees to the terms and conditions of this solicitation and accepts responsibility as the Prime Contractor if awarded the Contract resulting from this solicitation.

c. A statement indicating the bidder has available staff with the appropriate skills to complete the Contract for all services and provide all deliverables as described in this solicitation and SOW.

d. Be wet or electronically signed by an individual who is authorized to bind the bidding firm contractually. The individual’s name must also be typed and include the title or position that the individual holds in the firm. An unsigned or incomplete cover letter in the bidder’s Final Proposal may deem a bidder non- responsive and may be the basis for rejection of the bidder’s Final Proposal.

e. The email and phone number of the person signing the letter.

f. The date signed.

The bidder shall not add additional language within the Cover Letter. Additional language in the Cover Letter shall not be considered a part of the Cover Letter and the State shall not review the additional language. Conditional statements, assumptions, and/or exception language within the Cover Letter and/or not accepting the terms and conditions of this solicitation as written by the State, will be considered a deviation in accordance with SECTION 2.4.1: IDENTIFICATION AND CLASSIFICATION OF SOLICITATION REQUIREMENTS.

STATEMENT OF WORK (M)

APPENDIX A - STATEMENT OF WORK identifies and describes the tasks and responsibilities of the Contractor and the responsibilities of the State during the term of the Contract.

The bidder must agree to APPENDIX A - STATEMENT OF WORK in its entirety. No modifications to the State’s SOW are acceptable and any modifications will be considered a deviation in accordance with SECTION 2.4.1: IDENTIFICATION AND CLASSIFICATION OF SOLICITATION REQUIREMENTS.

CONFIDENTIALITY STATEMENT (M)

The bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 1: CONFIDENTIALITY STATEMENT, for the bidder’s company. The completed confidentiality statement must be included in the Final proposal and/or prior to bidder’s access to the Bidders’ Library.

The bidder engaging in services pertaining to this solicitation, requiring or coming into contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The bidder will also be required, upon Contract award, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

SOCIOECONOMIC PROGRAMS

0.0.20 BIDDER'S PREFERENCE AND INCENTIVE DECLARATION (M)

The bidder must complete and submit ATTACHMENT 6: BIDDING PREFERENCES AND INCENTIVES, with its proposal. The bidder must indicate on ATTACHMENT 6: BIDDING PREFERENCES AND INCENTIVES whether it is or is not claiming each preference and/or incentive. Refer to for details on the amount and application of preference and incentive points during proposal evaluation.

0.0.21 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM (M)

The DVBE Participation Goal Program for State contracts is established in PCC, §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.60 et seq.

Information regarding the DVBE Program Requirements may be viewed at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business- Enterprise The Office of Small Business and DVBE Services offer program information and may be reached at:

Office of Small Business and DVBE Services 707 Third Street, 1st Floor, Room 400 West Sacramento, CA 95606 Receptionist: (916) 375-4940 Fax (916) 375-4650

0.0.22 DVBE INCENTIVE (O)

For the purposes of this solicitation, the DVBE Participation Requirement has been waived.

In accordance with Military and Veterans Code §999.5(a), an incentive will be given to all Proposers who meet or exceed three percent (3%) of its contract value to DVBE participation. For contract award evaluation purposes only, the State shall apply the incentive to responsive proposals from responsible Bidders providing at least three percent (3%) of its contract value to DVBE participation. The incentive amount is based on a scale under which Bidder’s obtaining higher levels of participation qualify for greater incentive amounts, according to Table 3-1: DVBE Incentive Scale. The minimum incentive amount for this RFP is three percent (3%) of the total available points not including points for socioeconomic incentives or preferences, with a maximum incentive amount of five percent (5%) of those available points.

Table 3-1: DVBE Incentive Scale