1._RFQ_A241013928_Cybersecurity_Assess_NextGEN_911.988.pdf

California Department of Technology (CDT), Office of Statewide Procurement (OSTP), Request for Quotation

Request for Quotation (RFQ)

RFQ #A241013270

FOR

Cybersecurity Assessments for NextGEN 9-1-1 and 988 Systems October 23, 2024

Issued by:

STATE OF CALIFORNIA

Office of Emergency Services

601 Sequoia Pacific Blvd., Sacramento, CA 95811-0231

Part 1 of the solicitation template contains the Respondent and response instructions, form instructions, services requirements and instructions, and all other instructional/compliance information that the Respondent must meet in order to be considered responsive and responsible to the solicitation.

Part 2 of the solicitation template contains all forms a Respondent must complete and return with its Quote response, including the SOW, administrative forms, qualification forms, requirement responses, and all exhibits/attachments discussed in Part 1.

Disclaimer: The original version and any subsequent solicitation addenda released by the Procurement Officers of this solicitation remain the official version. In the event of any inconsistency between the Respondent’s versions, articles, attachments, specifications or provisions (which constitute the Contract), the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. BACKGROUND

1.3. TERM OF CONTRACT

1.3.1. AMENDMENT

1.4. AMERICANS WITH DISABILITIES ACT (ADA)

2. INSTRUCTIONS

2.1. COMMUNICATIONS AND CONTACTS

2.1.1. PROCUREMENT OFFICERS

2.1.2. QUESTIONS

2.2. KEY ACTION DATES

2.3. ADDENDA

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. RESPONDENT'S COST

2.4.7. SIGNATURE OF QUOTE RESPONSE

2.4.8. IRREVOCABLE OFFER

2.4.9. FALSE OR MISLEADING STATEMENTS

2.4.10. BONDS

2.5. BIDDING STEPS

2.5.1. ADMINSTRATIVE, TECHNICAL, AND COST REQUIREMENTS

2.5.1.1. NEGOTIATIONS (OPTIONAL)

2.5.2. DISPOSITION OF QUOTE RESPONSES

2.6. PROTESTS

3. ADMINISTRATIVE REQUIREMENTS

3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ)

3.2. ABILITY TO PERFORM

3.3. PRIMARY RESPONDENT

3.4. SUBCONTRACTORS

3.4.1. BIDDER DECLARATION FORM (M)

3.5. FINANCIAL RESPONSIBILITY INFORMATION

3.5.1. FINANCIAL STABILITY

3.6. INCORPORATION OF EVAQ REQUIREMENTS

3.7. TELECOMMUNICATIONS PROVISIONS

3.7.1. GENERAL PROVISIONS - TELECOMMUNICATIONS (Revised and

Effective 09/19/2019)

3.7.2. CLOUD COMPUTING SERVICES SPECIAL PROVISIONS -

TELECOMMUNICATIONS

3.8. TABLE OF CONTENTS (M)

3.9. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.10. COVER LETTER (M)

3.11. STATEMENT OF WORK (M)

3.12. CONFIDENTIALITY STATEMENT (M)

3.13. SOCIOECONOMIC PROGRAMS

3.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION (M) ... 25

3.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

3.13.2.1. DVBE PARTICIPATION REQUIREMENT

3.13.2.2. DVBE INCENTIVE (O)

3.13.3. SMALL BUSINESS PREFERENCE (O)

3.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O) . 27

3.13.5. COMMERCIALLY USEFUL FUNCTION (M)

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

3.14. GEN AI DISCLOSURE AND FACTSHEET (M)

3.15. RUSSIA - UKRAINE CONFLICT ECONOMIC SANCTIONS

4. RESPONSE REQUIREMENTS

4.1. QUALIFICATION REQUIREMENTS

4.1.1. KEY STAFF QUALIFICATIONS WORKBOOK (M) and (DS)

4.1.2. KEY STAFF REFERENCES

4.2. Understanding and Approach (MS)

5. COST REQUIREMENTS (MS)

5.1. COST WORKSHEET (MS)

5.2. PAYMENT TERMS

6. RESPONSE FORMAT AND SUBMISSION REQUIREMENTS

6.1. PREPARATION

6.2. COMPLETION OF QUOTE RESPONSES

6.3. DELIVERY OF SUBMITTALS

6.4. FORMATTING

7. EVALUATION

7.1. EVALUATION TEAM

7.2. EVALUATION STEPS

7.2.1. EVALUATION OF REQUIRED INFORMATION AND REQUIREMENTS

7.2.2. RECEIPT AND PRELIMINARY REVIEW

7.2.3. MANDATORY REQUIREMENTS EVALUATION

7.2.4. VALIDATION AGAINST REQUIREMENTS

7.3. EVALUATION

7.3.1. ERRORS IN THE QUOTE RESPONSE

7.3.2. REJECTION OF QUOTE RESPONSES

7.3.3. ADMINISTRATIVE REQUIREMENTS EVALUATION

7.3.4. QUALIFICATION REQUIREMENTS EVALUATION

7.3.4.1. KEY STAFF QUALIFICATIONS

7.3.4.2. UNDERSTANDING AND APPROACH

7.3.5. CALCULATION OF NON-COST SCORE

7.3.6. COST EVALUATION

7.3.7. SOCIOECONOMIC PROGRAMS

7.3.7.1. TACPA PREFERENCE

7.3.7.2. SMALL BUSINESS PREFERENCE

7.3.7.3. DVBE INCENTIVE

7.3.8. FINAL SCORE CALCULATION AND RANK DETERMINATION

7.3.9. SUBMISSION OF AMENDED QUOTE RESPONSE(S)

7.4. NEGOTIATIONS

7.4.1. PROCEEDING TO NEGOTIATIONS

7.4.2. NEGOTIATION INVITATION

7.4.3. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4.4. EVALUATION OF BAFO SUBMISSION

7.4.5. SELECTION

7.4.6. DEBRIEFING

8. INFORMATIONAL ATTACHMENTS

Part 2

ATTACHMENTS

ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK

ATTACHMENT 2: PART 2 - SOLICITATION FORMS

ATTACHMENT 3: CONFIDENTIALITY STATEMENT

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS ... 78

ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 7: DVBE DECLARATIONS

ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 9: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 10: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 11: GEN AI DISCLOSURE AND FACTSHEET

ATTACHMENT 12: KEY STAFF QUALIFICATIONS WORKBOOK

ATTACHMENT 13: UNDERSTANDING AND APPROACH

ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST

FOR CHANGES

ATTACHMENT 15: SOLICITATION SUBMISSION CHECKLIST

EXHIBITS

EXHIBIT A: WORK AUTHORIZATION (WA)

EXHIBIT B: WORK AUTHORIZATION ACCEPTANCE DOCUMENT

(WAAD)

EXHIBIT C: PROJECT MILESTONE REPORT (PMR)

EXHIBIT D: COST WORKSHEET

EXHIBIT E: General Provisions for Electronic Vendor Application of Qualifications (eVAQ) #19-001- Telecom

EXHIBIT F: CLOUD COMPUTING SERVICES SOFTWARE AS A SERVICE

(SAAS) SPECIAL PROVISIONS - TELECOMMUNICATIONS (Rev. 05/03/ 2021)

PART 1 – REQUEST FOR QUOTATION INFORMATION

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024

1. INTRODUCTION

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

This solicitation contains the instructions governing the requirements for Quote responses to be submitted by Respondents. Also included in this solicitation is the required format and material Respondents must meet to be eligible for consideration, as well as addressing Respondents’ responsibilities before and after award.

1.1. PURPOSE

The purpose of this Request for Quotation (hereafter referred to as “solicitation”) is to obtain a Contractor to provide two (2) qualified consultant resources for the NG 9-1-1 network, NG 9-1-1 CPE, 988 Network, and 988 CRM, CPE, and MDS Cybersecurity Assessments. The NG 9-1-1 network will connect to all 443 Public Safety Answering Points (PSAPs) in California and that will interconnect the four (4) Regions and the Prime network service providers. The 988 network will connect to twelve (12) Lifeline Crisis Centers (LCCs) which will each have a connection into the NG 9-1-1 network. The NG 9-1-1 CPE is cloud and data center based. Vendors in this space use transport from the NG 9-1-1 network to deliver 9-1-1 calls.

The Data Centers and cloud based infrastructure of these CPE providers will need assessing and testing.

The 988 CPE, CRM, and MDS are similar in architecture to NG9-1-1 CPE and will require similar assessment and testing.

The Contractor shall complete information and data gathering on these networks and peripherals, and shall complete a cybersecurity vulnerability assessment of services designated by Cal OES.

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

1.2. BACKGROUND

The Governor’s Office of Emergency Services (Cal OES), Public Safety Communications (PSC), CA 9-1-1 Emergency Communications Branch (CA 9-1-1 Branch) is authorized by statute Government Code (GC) Sections 53100-53121 and GC 53123.2 (c) to manage and oversee the statewide 9-1-1 emergency communications system. The authority to oversee the expenditure of State Emergency Telephone Number Account (SETNA) funds is provided in the California Department of Finance’s Manual of State Funds, 0022. The CA 9-1-1 Branch is responsible for administering the SETNA which provides funding to

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

California Public Safety Answering Points (PSAPs) for 9-1-1 systems and services.

The Next Generation 9-1-1 (NG9-1-1) and 988 systems in California follow the National Emergency Number Association (NENA) i3 Call Flow per Figure 1 in NENA-STA-010.2-2016 https://cdn.ymaws.com/ www.nena.org/resource/resmgr/standards/NENA-STA-010.2_i3_Architectu.pdf NENA Detailed Functional and Interface Standards for the NENA i3 Solution. Each region shall provide NENA i3 call flow to support interoperability between their Region and the Prime.

Cal OES requires a statewide cybersecurity assessment of the NG 9-1-1 network. Cal OES has begun the buildout of the NG 9-1-1 network using five (5) different contracts to provide a NENA i3 compliant system for California. The Contractor shall complete an evaluation of the disaster recovery and cyber-related vulnerability / risk assessment to ensure the NG 9-1-1 network possesses the highest degree of resiliency, reliability, redundancy, and serviceability.

Contractor is expected to perform penetration tests, as well as network vulnerability/risk assessments on all NG 9-1-1 and 988 related infrastructure, including Next Gen Cloud Based 9-1-1 Call Processing Equipment (NG 9-1-1 CPE), the NG 9-1-1 network, and the 988 network as well as the 988 hardware/ software suite (Call Processing Equipment (CPE), Customer Resource Management software (CRM), and Mobile Dispatch Software (MDS) in California. The contractor shall provide regular reports to the CA 9-1-1 Branch, with detailed information regarding the health and stability of these three components.

Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 https://cdn.ymaws.com/www.nena.org/resource/resmgr/standards/NENA-STA-010.2_i3_Architectu.pdf https://cdn.ymaws.com/www.nena.org/resource/resmgr/standards/NENA-STA-010.2_i3_Architectu.pdf

Figure 1: Cal OES NG 9-1-1 Network

Cal OES requires a statewide cybersecurity assessment of the 988 network, CPE, CRM, and MDS. Cal OES has begun the buildout of the 988 network using one (1) contract to provide a NENA i3 V2 compliant system for California. The Contractor shall complete an evaluation of the disaster recovery and cyber-related vulnerability / risk assessment to ensure the 988 network, CPE, CRM, and MDS systems possess the highest degree of resiliency, reliability, redundancy, and serviceability.

Cal OES requires a statewide cybersecurity assessment of NG 9-1-1 CPE. Cal OES has begun deploying NG 9-1-1 CPE using a Master Purchase Agreement contract to provide PSAPs with a choice between 6 manufacturers, and 3 resellers. The Contractor shall complete an evaluation of the disaster recovery and cyber-related vulnerability / risk assessment to ensure all Call Processing Equipment possess the highest degree of resiliency, reliability, redundancy, and serviceability.

Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

1.3. TERM OF CONTRACT

Effective upon approval of the California Department of Technology (CDT), Office of Statewide Technology Procurement (OSTP), the term of this Contract will be two (2) years, with an estimated start date of January 8, 2025.

The State, at its sole discretion, may exercise the options to execute two (2) - one (1) year extension at the original rates evaluated and considered and as specified in EXHIBIT D: COST WORKSHEET, for a maximum contract term of four (4) years.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Statement of Work (SOW) prior to the effective date. Any delivery of goods or performance of services by the Contractor that is commenced prior to the effective date shall be considered voluntary on the part of the Contractor and non-compensable.

1.3.1. AMENDMENT

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 Office of Statewide Technology Procurement.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

1.4. 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 Officers identified in SECTION 2.1.1. PROCUREMENT OFFICERS. You may also contact the State of California at the numbers listed below.

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

The California Relay Service Telephone Numbers are:

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

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

2. INSTRUCTIONS

The Respondent should refer to SECTION 2.5. BIDDING STEPS to understand the requirements applicable to this solicitation. It is the Respondent’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner, if clarification is necessary.

3. Submit all required responses by the date and times specified in SECTION 2.2. KEY ACTION

DATES .

4. Make sure that all procedures and requirements of the solicitation are accurately followed and appropriately addressed.

5. Refrain from adding conditional statements, assumptions, and exception language within their

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

Quote responses. Conditional statements, assumptions, and exceptions will be considered a deviation in accordance with SECTION 2.4.1. IDENTIFICATION AND CLASSIFICATION OF

SOLICITATION REQUIREMENTS .

6. Carefully review the entire solicitation requirements prior to submission of a Quote response.

2.1. COMMUNICATIONS AND CONTACTS

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

Only questions submitted in writing and answered in writing by the Procurement Officers shall be binding and official. Written questions must be submitted by email to the Procurement Officers identified in SECTION 2.1.1. PROCUREMENT OFFICERS using ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES. All written questions submitted by the deadline specified in SECTION 2.2. 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 set.

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 Respondent of any obligations set forth in this solicitation.

2.1.1. PROCUREMENT OFFICERS

The Procurement Officers are the State’s designated authorized representatives regarding this procurement.

Respondents are directed to communicate, submit questions, deliver Quote responses, and submit all other correspondence regarding this procurement to the following Procurement Officers.

Edna Toy, Procurement Officer, Phone: (916) 857-9601, Email: Edna.Toy@state.ca.gov Cristina Brinzei, Procurement Officer, Phone: (916) 898-4619, Email: Cristina.Brinzei@state.ca.gov

2.1.2. QUESTIONS

Respondents requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters may request clarification by submitting questions using ATTACHMENT 14:

TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES via email addressed to the Procurement Officers listed in SECTION 2.1.1. PROCUREMENT OFFICERS.

The email must include the solicitation identification information from the solicitation title page n the subject line. To ensure a response, questions must be received in writing by the scheduled date specified

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 http://www.caleprocure.com/ mailto:Edna.Toy@state.ca.gov in SECTION 2.2. KEY ACTION DATES . Question and answer sets will be posted to Cal eProcure and will not identify 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 Officers shall be binding and official.

If a Respondent desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its response and disclosure exposes its response to other Respondents, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The Respondent 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 response, a response to the question will be provided. However, both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Respondent will be so notified at which time, the Respondent may withdraw the question. If the question is not withdrawn, the question and associated response will not be confidentially maintained.

2.2. KEY ACTION DATES

This section 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 RFQ Response Submission Due Date. Dates listed after the RFQ Response Submission Due Dates are estimated and may be adjusted without addendum to this solicitation. All times listed are Pacific Time.

KEY ACTION DATES

Item Action Date and Time

1. Release of RFQ October 23, 2024

2. Last day to submit questions for clarification of solicitation:

ATTACHMENT 14: TEMPLATE FOR QUESTION

SUBMITTAL/REQUEST FOR CHANGES

October 30, 2024 by 2:00 P.M.

3.

Last day to email Procurement Officers (SECTION 2.1.1.

PROCUREMENT OFFICERS) for Response uploading instructions (Refer to SECTION 6.3. DELIVERY OF SUBMITTALS for further information).

November 7, 2024 by 2:00 P.M.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

KEY ACTION DATES

Item Action Date and Time

3. RFQ Response Submission Due Date and last day to be deemed eVAQ approved.

November 13, 2024 by 2:00 P.M.

4. RFQ Evaluation Period November 15, 2024 - November 20, 2024

5. Confidential Negotiations (Optional) December 2, 2024 - December 4, 2024

6. Notification of Award December 9, 2024

7. Anticipated Contract Execution January 8, 2025

2.3. ADDENDA

The State may modify the solicitation at any time prior to the RFQ Response Submission Due Date by issuing an addendum. Addenda will be numbered consecutively.

If a Respondent determines that an addendum unnecessarily restricts its ability to provide a Quote response, the Respondent is allowed five (5) business days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.1.2. QUESTIONS .

2.4. 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 Public Contract Code (PCC) 6611 as they relate to the procurement of IT goods and services by public bodies in the State of California.

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

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

A deviation of any non-negotiable requirement identified in SECTION 2.5. BIDDING STEPS , will

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions disqualify a vendor from participating in Negotiations and Contract Award.

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

2.4.2. SOLICITATION DOCUMENTS

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

If a Respondent discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the Respondent shall immediately notify the Procurement Officers identified in SECTION 2.1.1.

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

Modifications will be made by addenda issued pursuant to SECTION 2.3. ADDENDA . Such modifications shall be given by written notice to all parties who have identified themselves as Respondents to the Procurement Officers without divulging the source of the request. Insofar as practicable, the State will give such notices to other interested parties, but the State shall not be responsible therefore.

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

2.4.3. EXAMINATION OF THE WORK

The Respondent 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 Respondent 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. RESPONSE

REQUIREMENTS .

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus information technology (IT) products and/or services if that consultant would directly and/or materially benefit from State adoption of such recommendations.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

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.

2.4.5. CONFIDENTIALITY

Respondent's material becomes public only after the notice of Intent to 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 Respondent, the State will notify the Respondent and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Respondent should be aware that marking a document “confidential” or “proprietary” in the response 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 Respondent’s Quote response 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 response.

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

2.4.6. RESPONDENT'S COST

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

2.4.7. SIGNATURE OF QUOTE RESPONSE

ATTACHMENT 4: COVER LETTER FORM shall be considered an integral part of the Quote response and any response form requiring signature, must be signed by an individual who is authorized to bind the firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned response may be rejected.

2.4.8. IRREVOCABLE OFFER

A Respondent’s Quote response is an irrevocable offer for 180 days following the scheduled date for RFQ Submission Due Date as specified in SECTION 2.2. KEY ACTION DATES . A Respondent may extend

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions the offer in the event of a delay of Contract award.

2.4.9. FALSE OR MISLEADING STATEMENTS

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

2.4.10. BONDS

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

2.5. BIDDING STEPS

The following instructions provide the steps to submit a response to this solicitation by interested Respondents. Details surrounding Quote responses are described further in SECTION 4. RESPONSE

REQUIREMENTS .

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

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

The State will use the following non-negotiable item(s) to determine if a Respondent’s Quote response is eligible to proceed further in Evaluations and Negotiations in accordance with SECTION 7. EVALUATION

1. The Respondent must be deemed OSTP eVAQ approved by the RFQ Response Submission due date, specified in SECTION 2.2. KEY ACTION DATES .

A response received from a Respondent that is deemed non-responsive to the non-negotiable item above shall not be opened or evaluated further.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

2.5.1. ADMINSTRATIVE, TECHNICAL, AND COST REQUIREMENTS

The purpose is to obtain Quote responses that are responsive in every aspect. The response must be complete, and include all cost information, required signatures, contract changes issued by the State via addendum, and corrections made to those defects noted by the State in its review of the response, if any.

At the sole discretion of the State, up to three (3) Respondents who submitted a Quote response that meets the criteria identified in SECTION 2.5. BIDDING STEPS , SECTION 3. ADMINISTRATIVE REQUIREMENTS , and SECTION 4. RESPONSE REQUIREMENTS may be eligible to receive an invitation to negotiate with the State.

Respondents must complete and obtain OSTP approval of the eVAQ online application by the RFQ Response Submission due date. Please note, it is recommended that Respondents allow a minimum of two (2) weeks before RFQ Response Submission due date for the State to process the application approval.

a. Respondent submits an application to the OSTP eVAQ site detailed in SECTION 3.1.

ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ) .

b. Respondent submits Quote response to SECTION 3. ADMINISTRATIVE REQUIREMENTS , SECTION 4. RESPONSE REQUIREMENTS , and SECTION 5. COST REQUIREMENTS (MS) .

c. The State evaluates SECTION 3. ADMINISTRATIVE REQUIREMENTS and SECTION 4.

RESPONSE REQUIREMENTS .*

d. The State evaluates the Cost responses based on the evaluation criteria detailed in SECTION 7.

EVALUATION .

e. Following the evaluation, the State, at its sole discretion, may invite up to three (3) highest scoring compliant Respondents to proceed to SECTION 2.5.1.1. NEGOTIATIONS (OPTIONAL) .

*A response received from a Respondent that is deemed non-responsive to the mandatory requirements prior to evaluation of Cost shall not be evaluated further.

2.5.1.1. NEGOTIATIONS (OPTIONAL)

The State, at its discretion, may conduct negotiations under PCC §6611 and as detailed in SECTION 7.4.

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

In addition to the non-negotiable item(s) above in SECTION 2.5. BIDDING STEPS and following Rank Determination, described in SECTION 7.3.8. FINAL SCORE CALCULATION AND RANK DETERMINATION, the State may invite and proceed to negotiations with up to three (3) compliant Respondent(s) that may result in a Contract Award. The negotiation process may include a request by the State for the Respondent(s) to submit a Best and Final Offer (BAFO).

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 https://sb.cityinnovate.com/account/solicitations/documents/59460?return_path=%2Faccount%2Fworkflows%2Fstages%2F8892%3Fsub_stage%3Ddocuments#section-274103 https://sb.cityinnovate.com/account/solicitations/documents/59460?return_path=%2Faccount%2Fworkflows%2Fstages%2F8892%3Fsub_stage%3Ddocuments#section-386872

Any deviation of any requirement that is not defined as a non-negotiable must be resolved to the State’s satisfaction prior to or during Evaluations or Negotiations, as requested by the State, and corrected prior to or in the Respondent’s BAFO, if requested.

2.5.2. DISPOSITION OF QUOTE RESPONSES

All 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 Respondent’s expense. At a minimum, the Quote response shall be retained for official files and will become a public record after the Notification of Award is posted. However, materials the State considers as confidential information (such as confidential financial information submitted to show Respondent responsibility) will be returned upon request of the Respondent.

2.6. PROTESTS

This procurement process does not include any provisions to protest either the process or resulting contract award. However, pursuant to PCC §6611 (d), an unsuccessful Respondent may file a petition for a writ of mandate in accordance with Section 1085 of the Code of Civil Procedure. The venue for the petition for a writ of mandate will be Sacramento, California.

3. 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 requirements for this solicitation are being processed through the mandatory Electronic Vendor Application of Qualifications (eVAQ). Please refer to SECTION 3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ) for more information.

Unless designated otherwise, all the requirements in this section are mandatory. The documents that must be submitted with the Respondent's Quote response are noted as “Mandatory” or “(M)” in this section.

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

1. (M) – All sections labeled as “Mandatory” or “M” are not negotiable. To be considered responsive and responsible to these requirements, all requirements identified as (M) must be responded to. A “fail” in a mandatory section will result in a response being deemed non-responsive and, therefore, will be disqualified. Failure to respond to any mandatory requirements shall result in disqualification of the Quote response. The responses will be evaluated in accordance with

SECTION 7. EVALUATION .

2. (O) – All sections labeled as “Optional” or “O” are not required to be offered by the Respondent in

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions order to be responsive to the solicitation requirements. A Respondent may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points.

However, if a Respondent offers any of these (O) requirements, the Respondent 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 SECTION 7. EVALUATION .

3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ)

The State’s eVAQ is an external process to this solicitation. The intent of the pre-qualification is to process as much of the administrative requirements required to do business in the State of California in advance to streamline the solicitation process. Respondents are required to have an OSTP approved application on file prior to the SECTION 2.2. KEY ACTION DATES for the RFQ Response Submission due date and last day to be deemed eVAQ approved. The application can be accessed at STP VENDOR MAIN - Vendor Portal (eVAQ public facing site): https://cadtprod.service-now.com/vendor

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

It is the Respondent's responsibility to ensure their approved eVAQ includes all appropriate requirements and provisions for this solicitation. It is recommended that Respondents allow a minimum of two (2) weeks before RFQ Response Submission due date for the State to process the application approval.

All questions related to eVAQ should be addressed to the Procurement Officers listed in SECTION 2.1.1.

PROCUREMENT OFFICERS.

NOTE: Do not upload Quote Responses to the eVAQ portal.

3.2. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the selected Respondent has all the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the numbers and with the skills required; appropriate type of equipment 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 Respondent’s ability to perform under the Contract if awarded, the State has the option of requesting from the Respondent any information that the State deems necessary to determine the Respondent’s responsibility. If such information is required, the Respondent 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 Respondent’s firm.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 https://cadtprod.service-now.com/vendor https://cadtprod.service-now.com/vendor%20

3.3. PRIMARY RESPONDENT

An award, if made, will be to a single primary Respondent. The awarded primary Respondent shall be responsible for successful performance of all subcontractors and support services offered in response to this solicitation. All State policies, guidelines, and requirements that apply to the primary Respondent 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 Respondent to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Respondent shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting Contract.

3.4. SUBCONTRACTORS

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

The Respondent 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 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 Quote response and the 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 make the new subcontractor(s) ready to begin work on the contract.

The Respondent’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to pay or to enforce the payment of any money to any subcontractor. Contractor is solely responsible for any payments to or claims made by subcontractors.

3.4.1. BIDDER DECLARATION FORM (M)

The Respondent must complete and submit ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105, with its Quote response. When completing the declaration, the Respondent must identify all subcontractors proposed for participation in the Contract. The Respondent awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions state entity agrees to a substitution and it is incorporated, in writing. If the Respondent is not using subcontractors, the Respondent must still complete ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form and submit it with its Quote response. The form is available at:

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

3.5. FINANCIAL RESPONSIBILITY INFORMATION

3.5.1. 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 Respondent 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 acceptance.

3.6. INCORPORATION OF EVAQ REQUIREMENTS

Respondents 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 Respondent’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.

Verification of a successful OSTP eVAQ certification shall be submitted to the Procurement Officers stated in SECTION 2.1.1. PROCUREMENT OFFICERS and in accordance with SECTION 3.10. COVER

LETTER (M) .

3.7. TELECOMMUNICATIONS PROVISIONS

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

3.7.1. GENERAL PROVISIONS - TELECOMMUNICATIONS (Revised and Effective 09/19/2019)

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the General Provisions - Telecommunications (Revised and Effective 09/19/2019) that is located in EXHIBIT D: General Provisions for Electronic Vendor Application of Qualifications (eVAQ) #19-001- Telecom.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

3.7.2. CLOUD COMPUTING SERVICES SPECIAL PROVISIONS -

TELECOMMUNICATIONS

If the Respondent includes commercial Software as a Service (SaaS) as part of the solution, the Contract awarded as a result of this solicitation shall automatically incorporate by reference the “State Model:

CLOUD COMPUTING SERVICES SOFTWARE AS A SERVICE (SaaS) SPECIAL PROVISIONS - TELECOMMUNICATIONS” that is located in EXHIBIT F: CLOUD COMPUTING SERVICES SOFTWARE AS A SERVICE (SAAS) SPECIAL PROVISIONS - TELECOMMUNICATIONS (Rev. 05/03/2021).

3.8. TABLE OF CONTENTS (M)

Include a Table of Contents that identifies each Response requirements as listed in SECTION 2.5.1.

ADMINSTRATIVE, TECHNICAL, AND COST REQUIREMENTS and SECTION 4. RESPONSE

REQUIREMENTS .

3.9. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The Respondent must indicate its willingness and ability to satisfy these requirements by marking “Yes” on the “Respondent Agrees Yes/No” column on ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. Answering “No” to any of the mandatory administrative requirements or not submitting the required documents with its Quote response may result in the response being deemed non-responsive.

3.10. COVER LETTER (M)

The Respondent must complete and submit ATTACHMENT 4: COVER LETTER FORM with its Quote response.

3.11. STATEMENT OF WORK (M)

ATTACHMENT 1: 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 Respondent must document its agreement with the State's SOW in its entirety by checking each box in ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS.

3.12. CONFIDENTIALITY STATEMENT (M)

The Respondent must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 3: CONFIDENTIALITY STATEMENT, for the Respondent’s company. The completed confidentiality statement must be included in the Quote response.

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

The Respondent engaging in services pertaining to this solicitation, requiring 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 is designated confidential by the State.

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

3.13. SOCIOECONOMIC PROGRAMS

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

The Respondent must complete and submit ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES, with its response. The Respondent must indicate on ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES whether it is or is not claiming each preference and/or incentive.

Refer to SECTION 7. EVALUATION for details on the amount and application of preference and incentive points during evaluation.

3.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts are established in Public Contract Code (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 Respondent who has been certified by California as a DVBE (or who has obtained the participation of subcontractors certified by California as a DVBE) must submit a completed form(s) STD.843 Disabled Veteran Business Declarations for each DVBE. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign a form for each DVBE and submit as ATTACHMENT 7: DVBE DECLARATIONS. The form is available at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

The Office of Small Business and DVBE Services (OSDS) offer program information and may be reached at:

Office of Small Business and DVBE Services, Procurement Division

State of California Office of Emergency Services

RFQ A241013928

Part 1 - Respondent Instructions

October 23, 2024 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 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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

707 Third Street, 1-400 West Sacramento, CA 95605 Phone: (916) 375-4940 Email: OSDSHelp@dgs.ca.gov

3.13.2.1. DVBE PARTICIPATION REQUIREMENT

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

3.13.2.2. DVBE INCENTIVE (O)

In accordance with Military and Veterans Code §999.5(a), an incentive will be given to all Respondents who claim a minimum of one percent (1%) DVBE participation. For Contract award evaluation purposes only, the State shall apply the incentive amount based on the amount of DVBE participation obtained above one percent (1%) requirement. The incentive is only given to those Respondents who are responsive to the DVBE program requirement and propose DVBE participation in the resulting Contract.

If the Respondent is claiming a DVBE incentive, the Respondent must complete the Bidder Declaration GSPD-05-105 form as ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105 and ATTACHMENT 9:

COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION for each DVBE and ATTACHMENT 7:

DVBE DECLARATIONS and ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES and submit with its Quote response. If the Respondent is not using subcontractors, the Respondent is still required to complete ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105, answering the applicable questions on the form and submit with Quote response. See SECTION 7. EVALUATION for details on the amount and application of the incentive during evaluation.

The GSPD-05-105 form and its completion instructions are available at:

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

3.13.3. SMALL BUSINESS PREFERENCE (O)

§14835 et seq. of the California Government Code requires that a five percent (5%) preference be given to Respondents who qualify as a small business The rules and regulations of this law, including the definition of a small business, or qualifying non-small business, are contained in Title 2, California Code of Regulations, §1896 et seq. The definition of nonprofit veteran service agencies qualifying as a small business is contained in §999.50 et seq. of the Military and Veterans Code. The Respondent must complete and submit ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES, and the Bidder Declaration GSPD-05-105 form and submit as ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105, with Quote response.