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Request For Proposal (RFP)

RFP 25-020-280

PART 1 – BIDDER INSTRUCTIONS

FOR

Water Technical Access Portal (WaterTAP)

November 20, 2025

Issued by:

STATE OF CALIFORNIA

Department of Technology

10860 Gold Center Drive, Rancho Cordova, CA 95670

In conjunction with

California State Water Resources Control Board (SWRCB)

P.O. Box 100, Sacramento, CA 95812-0100

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

Part 2 of the solicitation contains all forms a Bidder must complete and return with its Phase 1 and Phase 2 proposals, including the 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, the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

PART 1 - BIDDER INSTRUCTIONS

1. INTRODUCTION

1.1. PURPOSE

1.2. BACKGROUND

1.3. CURRENT AND PROPOSED ENVIRONMENTS

1.3.1. CURRENT ENVIRONMENT

1.3.2. PROPOSED ENVIRONMENT

1.4. TERM OF CONTRACT

1.5. WORK LOCATION, REMOTE ACCESS, AND WORK HOURS

1.6. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICER

2.2.2. QUESTIONS REGARDING THE SOLICITATION

2.2.3. INTENT TO BID

2.2.4. BIDDERS' LIBRARY

2.2.5. CONFIDENTIALITY STATEMENT

2.2.6. VIRTUAL BIDDERS' CONFERENCE

2.2.7. CLOUD COMPUTING SERVICES

2.3. KEY ACTION DATES

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. ADDENDA

2.4.7. COST FOR DEVELOPING PROPOSAL

2.4.8. SIGNATURE OF PROPOSAL

2.4.9. IRREVOCABLE OFFER

2.4.10. FALSE OR MISLEADING STATEMENTS

2.4.11. BONDS

2.4.12. JOINT BIDS

2.5. BIDDING STEPS

2.5.1. PHASE 1 - ADMINISTRATIVE, BIDDER QUALIFICATION

REQUIREMENTS AND REFERENCES, PHASE 1 NARRATIVES, AND

FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

2.5.2. PHASE 2 - KEY STAFF QUALIFICATIONS AND KEY STAFF

REFERENCES, PHASE 2 NARRATIVE RESPONSES, DEMONSTRATIONS,

INTERVIEWS AND COST RESPONSE

2.5.3. PHASE 3 - NEGOTIATIONS

2.5.4. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.5. DISPOSITION OF PROPOSALS

3. PROPOSAL REQUIREMENTS

3.1. PRE-QUALIFICATION REQUIREMENTS

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(eVAQ)(M)

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS (M)

3.1.2. REQUEST INVITATION TO STATE'S FILE-SHARING SITE

3.2. ADMINISTRATIVE REQUIREMENTS

3.2.1. COVER LETTER (M)

3.2.2. ADMINISTRATION REQUIREMENTS DOCUMENT (M)

3.2.3. CONFIDENTIALITY STATEMENT (M)

3.2.4. ABILITY TO PERFORM (M)

3.2.5. PRIMARY BIDDER (M)

3.2.6. SUBCONTRACTORS (M)

3.2.6.1. BIDDER DECLARATION FORM (M)

3.2.7. AMENDMENT (M)

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION (M)

3.2.9. GENERAL PROVISIONS (M)

3.2.9.1. INFORMATION TECHNOLOGY - GENERAL PROVISIONS -

CLOUD - COMPUTING SERVICES (CLOUD) (REVISED AND EFFECTIVE

2/20/2025) (M)

3.2.9.2. INFORMATION TECHNOLOGY GENERAL PROVISIONS - NON-

CLOUD GOODS & SERVICES (REVISED AND EFFECTIVE 2/20/2025) (M)

3.2.9.3. NON-INFORMATION TECHNOLOGY - GENERAL PROVISIONS

(GOODS) (REVISED AND EFFECTIVE 2/20/2025) (M)

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

(M)

3.2.11. STATEMENT OF WORK (M)

3.2.12. INSURANCE COVERAGE (M)

3.2.12.1. WORKERS' COMPENSATION AND EMPLOYER'S LIABILITY

(M)

3.2.13. SOCIOECONOMIC PROGRAMS

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

3.2.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM

3.2.13.2.1. DVBE PARTICIPATION REQUIREMENT

3.2.13.2.2. DVBE INCENTIVE (O)

3.2.13.3. SMALL BUSINESS PREFERENCE (O)

3.2.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O)

3.2.13.5. COMMERCIALLY USEFUL FUNCTION (M)

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

3.2.14. PRODUCTIVE USE REQUIREMENTS

3.2.14.1. CUSTOMER IN-USE (M)

3.2.14.2. CUSTOMER REFERENCES FOR PRODUCTIVE USE

REQUIREMENTS (M)

3.2.14.3. HARDWARE/EQUIPMENT (M)

3.2.14.4. OPEN SOURCE SOFTWARE REQUIREMENTS (M)

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M/DS) (DUE WITH PHASE 1

RESPONSE)

3.3.2. BIDDER REFERENCES (MS) (DUE WITH PHASE 1 RESPONSE) ... 46

3.3.3. KEY STAFF QUALIFICATIONS (M/DS) (DUE WITH PHASE 2

RESPONSE)

3.3.4. KEY STAFF REFERENCES (M) (DUE WITH PHASE 2 RESPONSE)

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

3.4. SOLUTION REQUIREMENTS

3.4.1. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS (MS) (DUE

WITH PHASE 1 RESPONSE)

3.4.2. DELIVERABLES AND MILESTONES TABLE (M) (DUE WITH PHASE

1 RESPONSE)

3.4.3. NARRATIVE REQUIREMENTS (MS) (DUE IN PHASE 1 AND PHASE

2)

3.5. DEMONSTRATIONS (MS)

3.5.1. CONDUCT OF DEMONSTRATION

3.5.2. DEMONSTRATION CONTENT - SCENARIOS

3.6. INTERVIEW (MS)

3.6.1. CONDUCT OF INTERVIEWS

4. COST

4.1. COST CONSIDERATIONS

4.2. PRICE ESCALATION

4.3. COST WORKBOOK (MS/MO) (DUE WITH PHASE 2 RESPONSE)

4.3.1. COST WORKBOOK INSTRUCTIONS

4.4. PROJECT PAYMENT TERMS

4.5. SALES TAX

5. PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS

5.1. PREPARATION

5.2. COMPLETION OF PROPOSALS

5.3. DELIVERY OF PROPOSALS

5.4. PROPOSAL CONTENT AND STRUCTURE

5.5. RESPONSE TO SOLICITATION REQUIREMENTS

5.5.1. PHASE 1: ADMINISTRATIVE, BIDDER QUALIFICATIONS, BIDDER

REFERENCES, PHASE 1 NARRATIVES, AND SOLUTION REQUIREMENTS

5.5.2. PHASE 2: KEY STAFF QUALIFICATIONS, KEY STAFF

REFERENCES, AND PHASE 2 NARRATIVES

5.5.3. PHASE 2: COST WORKBOOK

6. EVALUATION

6.1. EVALUATION TEAM

6.2. PROPOSAL EVALUATION

6.2.1. VALIDATION AGAINST REQUIREMENTS

6.2.2. BIDDER RESPONSE CLARIFICATION

6.2.3. ERRORS IN THE PROPOSAL

6.3. PHASE 1: ADMINISTRATIVE, BIDDER QUALIFICATIONS, BIDDER

REFERENCES, PHASE 1 NARRATIVE RESPONSES, AND SOLUTION

REQUIREMENTS EVALUATION

6.3.1. ADMINISTRATIVE REQUIREMENTS EVALUATION

6.3.2. QUALIFICATION REQUIREMENTS EVALUATION

6.3.2.1. BIDDER QUALIFICATIONS EVALUATION

6.3.2.2. BIDDER REFERENCES EVALUATION

6.3.3. SOLUTION REQUIREMENTS EVALUATION

6.3.3.1. PHASE 1 AND PHASE 2 NARRATIVE RESPONSES

EVALUATION

6.3.3.2. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EVALUATION

6.3.3.3. DELIVERABLES AND MILESTONES EVALUATION

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

PHASE 2 NARRATIVE RESPONSES, DEMONSTRATIONS, INTERVIEWS

AND COST EVALUATION

6.4.1. QUALIFICATION REQUIREMENTS EVALUATION

6.4.1.1. KEY STAFF QUALIFICATIONS EVALUATION

6.4.1.2. KEY STAFF REFERENCES EVALUATION

6.4.2. SOLUTION REQUIREMENTS EVALUATION

6.4.2.1. PHASE 2 NARRATIVE RESPONSES EVALUATION

6.4.3. DEMONSTRATIONS EVALUATION

6.4.4. INTERVIEW EVALUATION

6.4.5. COST EVALUATION

6.4.5.1. COST SCORE CALCULATION

6.4.5.2. SOCIOECONOMIC PROGRAMS EVALUATION

6.4.5.2.1. DVBE INCENTIVE (O) EVALUATION

6.4.5.2.2. SMALL BUSINESS PREFERENCE (O) EVALUATION

6.4.5.2.3. TACPA PREFERENCE (O) EVALUATION

6.4.6. BIDDER FINAL SCORE CALCULATION

6.4.7. PROPOSAL RANK DETERMINATION

7. PHASE 3: NEGOTIATIONS

7.1. PROCEEDING TO NEGOTIATIONS

7.2. NEGOTIATION INVITATION

7.3. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4. EVALUATION OF BAFO SUBMISSION

7.5. ADDITIONAL DOCUMENTS REQUIRED FOR AWARD

8. CONTRACT AWARD

9. DEBRIEFING

10. PROTESTS OF AWARD

PART 1 - BIDDER INSTRUCTIONS

MRFP

PART 1 – BIDDER INSTRUCTIONS

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

November 20, 2025

1. INTRODUCTION

On behalf of the California State Water Resources Control Board (SWRCB), 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 competitive negotiation process when the State’s business need or the purpose of a procurement or contract is known, but negotiation is necessary to ensure that the State is receiving the best value or the most cost-efficient goods, services, information technology (IT), and telecommunications.

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

The following terms are used interchangeably throughout the solicitation documents: (1) “Contract” and “Agreement”; (2) “response” and “proposal”.

1.1. PURPOSE

The purpose of this Request For Proposal (hereinafter referred to as “solicitation" or "RFP") is to obtain proposals from qualified bidders to provide the State Water Resources Control Board (SWRCB) and the State of California (hereinafter referred to as the “State” or "SWRCB") with IT Consulting Services and Software (hereinafter referred to as "WaterTAP" or "the Solution"). These services will include implementation of the WaterTAP solution, software licensing and maintenance, and optional post-implementation services.

This solicitation follows a phased approach that includes multiple submissions and evaluations to determine the most qualified Bidder to design, develop, and implement the WaterTAP software licensing and maintenance, and optional post-implementation services. WaterTAP, as a proposed enterprise-level data system, is needed to address current and future information needs. An overarching architecture is critical to connect existing foundational data systems, including but not limited to SDWIS, WQIr/CLIP, eAR, and the SAFER Clearinghouse, as well as integrating new data systems from the disparate spreadsheets and databases currently used in DDW Districts into a single, cohesive system to streamline information access.

SWRCB seeks to implement a cloud-based Software as a Service (SaaS) solution that WaterTAP will fully support. WaterTAP must support a secure system to intake documentation, certifications, compliance forms, and data from public water systems; determine compliance; support staff and management

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal through compliance evaluations, document generation, and recordkeeping; facilitate data-driven decision-making; and provide automated data publication.

Evaluation of responses to this solicitation will be based on each Bidder's responsiveness to the solicitation requirements and its ability to provide a value effective solution. The Contract Award, if made, will be to a single Bidder awarded the highest points as calculated in accordance with the methodology defined in

SECTION 6. EVALUATION.

1.2. BACKGROUND

The SWRCB's mission is to preserve, enhance, and restore the quality of California's water resources and drinking water for the protection of the environment, public health, and all beneficial uses, and to ensure proper water resource allocation and efficient use, for the benefit of present and future generations. To this end, the SWRCB develops statewide permits, policies, and regulations to protect water quality, regulates drinking water, administers California’s water rights system, and supports Regional Water Quality Control Board efforts. In addition, the SWRCB provides financial assistance in the form of grants and loans for projects that clean up and protect water quality and drinking water supplies, and that protect water resources. The State Water Resources Control Board works to advance several foundational values, including climate change resilience, environmental justice, and racial equity.

The Division of Drinking Water (DDW) has historically maintained several disparate tools and databases to help facilitate regulatory oversight. However, these tools are inadequate to streamline data intake, improve data quality, manage workflows, and ensure transparency of information as required. A new data management solution is needed to ensure ongoing, up-to-date compliance evaluations of the large number of public water systems in California.

A secure system is needed to intake documentation, certifications, compliance forms, and data from public water systems; determine compliance; support staff and management through compliance evaluations, document generation, and recordkeeping; facilitate data-driven decision-making; and provide automated data publication. DDW does not currently have a system that would allow public water systems to upload the required information for review and approval.

1.3. CURRENT AND PROPOSED ENVIRONMENTS

1.3.1. CURRENT ENVIRONMENT

Please see EXHIBIT A: STATEMENT OF WORK for a description of the current environment.

1.3.2. PROPOSED ENVIRONMENT

This section is intended to present an overview of the proposed solution, and as such, will not specify any

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal detailed technical requirements. A more detailed description of the proposed environment and overall project requirements for the WaterTAP solution are included in EXHIBIT A: STATEMENT OF WORK. The solution requirements supporting this overview are included in EXHIBIT C: FUNCTIONAL AND NON-

FUNCTIONAL REQUIREMENTS.

SWRCB is seeking to replace legacy systems with a configurable, cloud-based Software as a Service (SaaS) solution that will be an enterprise-level data system which aims to minimize customization and:

• Address current and future information and business needs,

• Maintain an overarching architecture to connect existing foundational data systems,

• Integrate new data systems from disparate spreadsheets to databases currently used, into a single, cohesive system,

• Streamline information access for internal staff and external stakeholders,

• Supports data and document submissions, workflow routing, and compliance decision support

The SWRCB applications are currently within the proposed solution's scope; please refer to EXHIBIT H:

DATA CONNECTIONS.

The Contractor will identify all required software licenses on Software Licensing Program (SLP) including SLP Contract Number and License SKUs for all SaaS licensing and related software and tools needed for development, implementation, data migration, ongoing access, support and hosting of WaterTAP to meet the EXHIBIT C: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS to support the following users of WaterTAP:

• SWRCB estimates a total of ~65,000 total active users who will need to be able to log in and report.

• SWRCB estimates a total of ~7,200* Water System Administrators will need to be able to log in at the launch of WaterTAP, associate other users' accounts with their Public Water System (PWS)(s), submit/modify documents and data, and attest to submissions that are created either by them or other users associated with their PWS(s).

• SWRCB estimates a total of ~35,000* external user accounts that will need to be able to log in within the first eighteen (18) months of the launch of WaterTAP, associate their profile with one or multiple PWS's, and prepare submissions.

• SWRCB estimates a total of ~550* internal users that need to be able to log in and save progress at the launch of WaterTAP to the staff part of WaterTAP.

• SWRCB estimates a total of ~300* internal users who need to be able to log in with read-only permissions within 12 months of the launch of WaterTAP.

• SWRCB estimates a total of ~20* System Administrators who will need to be able to manage and administer WaterTAP and its associated functionality (e.g., configurations, workflows, etc.).

• SWRCB estimates a total of ~400* users (Labs) to submit requests via WaterTAP for routing and

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal response.

*NOTE: This number is included in the total user count described above.

The WaterTAP cloud-based SaaS solution will enable SWRCB to be more agile in responding to new legislation and to support California's environmental requirements. It will also create a streamlined user experience, increase efficiency, and create a single system of record for all drinking water reporting.

Finally, the WaterTAP cloud-based SaaS solution will also improve access to data for more robust and complete reporting.

1.4. TERM OF CONTRACT

Effective upon approval of the California Department of Technology (CDT), Office of Statewide Technology Procurement (OSTP), and SWRCB, the base term of this Contract shall be three (3) years, including the first year (12-month) of Maintenance and Operations (M&O) services, which shall run concurrently with the 12-month Warranty period. Design, Development, and Implementation (DD&I) must be completed within the first 21 months of the base term, followed by three (3) months of system stabilization and full system acceptance period.

The State, at its sole discretion, may exercise its option to execute a one-year (1-year) extension for time-related work, to include implementation and full system acceptance. This time-only extension would be at the originally agreed-upon deliverable rates specified in this Contract and at no additional cost to the total Contract.

The State, at its sole discretion, may exercise its option to execute up to two (2) additional one-year (1-year) optional extensions to perform Maintenance and Operations (M&O) services for a maximum Contract term of six (6) years.

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

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Contract prior to the Effective Date of the Contract. Any delivery of goods or performance of services by the Contractor that is commenced prior to the Effective Date shall be at no cost to the State.

This Contract may be terminated in accordance with the provisions of the Information Technology General Provisions Cloud Computing Services DGS PD 402-ITGP Cloud (Revised and Effective 02/20/2025) - State of California. Notwithstanding any provision in this Contract, if the Contract is terminated by State for convenience of the State, the termination can be made at the sole and exclusive discretion of the State for any or no reason.

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

1.5. WORK LOCATION, REMOTE ACCESS, AND WORK HOURS

If a Contract is awarded, all tasks associated with this Contract shall be performed remotely or onsite within the hours specified and detailed in EXHIBIT A: STATEMENT OF WORK.

1.6. AMERICANS WITH DISABILITIES ACT (ADA)

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

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

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

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

Table 1-1:The California Relay Service Telephone Numbers are:

RELAY SERVICE DESCRIPTION LANGUAGE TELEPHONE NUMBER

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

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

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

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

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

The Bidder should refer to SECTION 2.5. BIDDING STEPS to review and understand the details surrounding the phases of this solicitation and SECTION 6. EVALUATION to understand the evaluation process for each element of the proposal for each phase. It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner using ATTACHMENT 1: TEMPLATE FOR QUESTION

SUBMITTAL/REQUEST FOR CHANGES.

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

ACTION DATES.

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

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

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

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective bidders and suppliers. Information and ongoing communications for this solicitation will be posted by the State on the Cal eProcure website, www.caleprocure.ca.gov. Following Phase 1 Proposal submission, Bidder communications may be sent directly to Phase 2 Bidders via email.

Only questions submitted in writing and answered by the Procurement Officer shall be binding and official.

All communications and questions must be submitted by email to the Procurement Officer(s) identified in SECTION 2.2.1. PROCUREMENT OFFICER. For further details, SECTION 2.2.2. QUESTIONS

REGARDING THE SOLICITATION.

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

2.2.1. PROCUREMENT OFFICER

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

Bidders are directed to communicate all correspondence regarding this procurement to both the Procurement Officer and the Secondary Procurement Officer at the contact information below.

Table 2-1: Procurement Officers

DESCRIPTION CONTACT INFORMATION

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

November 20, 2025 https://www.caleprocure.ca.gov/

Department Name:

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

Procurement Officer: Nichole Gutierrez

Email: nichole.gutierrez@state.ca.gov

Phone: (279) 216-0606

Secondary Procurement Officer: Kerry Jones

Email: kerry.jones@state.ca.gov

Phone: (916) 460-9803

2.2.2. QUESTIONS REGARDING THE SOLICITATION

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

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

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

Written questions and requests for changes must be submitted, using Microsoft Excel or Word, by email to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER, using

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES.

The email must include the solicitation identification information from the solicitation title page in the subject line. To ensure a response, questions and/or requests for changes must be received in writing by the date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be posted to Cal eProcure and will not identify the submitters. Following Phase 1 evaluations, responses to Bidder questions may be sent directly to Bidders via email. During the Negotiation Phase, responses to Bidder questions may be sent directly to the requesting Bidder only. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

If a Bidder desires clarification or further information on the content of the solicitation, but whose

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal questions relate to a 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 the answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Bidder will be notified and may withdraw the question. If the question is not withdrawn, the question and response will not be confidentially maintained.

Only questions submitted in writing and answered in writing by the Procurement Officer shall be binding and official.

2.2.3. INTENT TO BID

Bidders that wish to participate in this solicitation must submit a completed ATTACHMENT 2:

INTENT TO BID FORM by the date specified in SECTION 2.3. KEY ACTION DATES.

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

PROCUREMENT OFFICER. Bidders who submit a completed ATTACHMENT 2: INTENT TO BID FORM acknowledging interest in this solicitation will receive correspondence applicable to the solicitation (e.g., dates for confidential discussions, meetings, etc.) throughout this procurement. Correspondence to a Bidder regarding this solicitation will only be provided to the Bidder’s designated contact(s) on

ATTACHMENT 2: INTENT TO BID FORM.

It shall be the Bidder’s responsibility to notify the Procurement Officer in writing, regarding any change to its Intent to Bid or the designated contact(s) information. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, of any change pertaining to the Bidder's designated contact person(s).

Submission of an Intent to Bid does not obligate a Bidder to submit a Proposal for this solicitation. An Intent to Bid may be withdrawn at any time prior to the Proposal submission due date for any reason if the Vendor no longer wishes to proceed. Withdrawal from the procurement process following submission of a Proposal is detailed in SECTION 2.5.4. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS.

The Bidder must submit a completed ATTACHMENT 2: INTENT TO BID FORM and ATTACHMENT 4:

CONFIDENTIALITY STATEMENT FORM to obtain access to the Bidders' Library.

2.2.4. BIDDERS' LIBRARY

Throughout the solicitation, the State will make available a Bidders' Library containing reference and

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal supporting documentation that Bidders may review and use to prepare their proposals. Bidders are encouraged to review the information in the Bidders’ Library to gain a thorough understanding of WaterTAP. It is each Bidder’s responsibility to check frequently for updates to the Bidders’ Library.

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

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

INTENT TO BID FORM and ATTACHMENT 4: CONFIDENTIALITY STATEMENT FORM to the Procurement Officer. The Bidder's representative(s) identified on ATTACHMENT 2: INTENT TO BID FORM will be provided access to the Bidders’ Library. Upon request by the Bidder, access information will be provided to the Bidder’s representative(s) within three (3) working days of receipt of ATTACHMENT 2:

INTENT TO BID FORM and ATTACHMENT 4: CONFIDENTIALITY STATEMENT FORM.

Bidders are not allowed to share or provide their User ID, password, and URL to anyone outside the Bidder's procurement team. Bidders may be granted a second User ID and password, if requested.

It is the Bidder’s responsibility to contact the Procurement Officer for a user ID, password and URL to gain access to the Bidders’ Library.

Bidders are encouraged to review the information in the Bidders’ Library to gain a thorough understanding of WaterTAP project requirements. The Bidders' library will include a number of programs and technical artifacts for reference, in addition to the primary Request for Proposal, Attachments, and Exhibits.

Example content includes:

• Workflow Diagrams

• Data Element Dictionary Examples

• Drinking Water Regulations

• Sample Data

• Technical Diagrams

All data stored in WaterTAP or provided by the State shall be considered private and shall not be submitted to any processes for analysis, including artificial intelligence (AI), for the purposes of research and data mining.

2.2.5. CONFIDENTIALITY STATEMENT

Bidders that wish to participate in the solicitation must submit a completed ATTACHMENT 4:

CONFIDENTIALITY STATEMENT FORM by the date specified in SECTION 2.3. KEY ACTION DATES.

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

ATTACHMENT 4: CONFIDENTIALITY STATEMENT FORM shall be submitted by email to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER. Bidders participating in this solicitation, which may require contact with confidential, State information or State customer information, must agree to the State's confidentiality requirements and 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.

If a Contract is awarded, a signed Confidentiality Statement will be required from each of the Contractor’s personnel, agents, and subcontractors assigned to the Contract.

The Bidder must submit a completed ATTACHMENT 4: CONFIDENTIALITY STATEMENT FORM and ATTACHMENT 2: INTENT TO BID FORM, to obtain access to the Bidders' Library.

2.2.6. VIRTUAL BIDDERS' CONFERENCE

The State shall conduct an online Bidders’ Conference on the date and time specified in SECTION 2.3.

KEY ACTION DATES. During the Bidders' Conference, Bidders will be afforded the opportunity to meet with State personnel and discuss the content of the solicitation and the procurement process.

Participation in this event is optional and space in the virtual meeting room will be limited. As such, no more than three (3) representatives for any potential Bidder may participate. However, participants will be required to register prior to the event.

Use the link below to register for the Virtual Bidders' Conference:

Webinar Registration — Zoom

Bidders interested in participating in the Bidders’ Conference must submit register no later than forty-eight

(48) hours prior to the date and time of the Bidders' Conference. The reservation request must include the name and email address of the proposed attendee(s). Additional details for the conference will be emailed to confirmed attendees prior to the Bidders' Conference date.

The Bidders' Conference will be delivered in two (2) parts. The first half of the meeting will focus on the WaterTAP desired solution and the second half will focus on questions and answers about the solution and the Bidder's package. Any oral responses made by the State shall not be binding. A transcript of the Bidders' Conference will not be created.

If questions are asked at or before the conference, Bidders will be asked to submit the question(s) in writing to the Procurement Officer. Answers to these questions will be published on Cal eProcure in a

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

November 20, 2025 https://sb.cityinnovate.com/account/solicitations/documents/48837 https://waterboards.zoom.us/w/81897804635?tk=cOMgrT6nHq_GF7YS6FkXZYndODoPoRPtZ5lnORGQXoI.DQkAAAATEX1TWxZreUhMSUFLY1NhV2tDeUJmZzJDYUxBAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA&uuid=WN_n9hIuoOBRoerhdLTfKgkBA question and answer set.

2.2.7. CLOUD COMPUTING SERVICES

Per the State’s Cloud Computing Policy, Agencies/State entities must first consider CDT Managed Cloud Services or CDT-approved cloud service offerings. These service options provided by CDT include Software as a Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS).

Refer to EXHIBIT A: STATEMENT OF WORK, SECTION 9.9. STATE DATA CENTER OR CONTRACTOR HOSTED FACILITY ENVIRONMENT for specific hosting requirements for this solicitation.

2.3. KEY ACTION DATES

Key Action Dates (KADs) are dates and times by which actions must be taken or completed for this procurement. If the State finds it necessary to change any of the listed dates or times, an addendum to this solicitation will be released, except the dates listed after the Bidder’s submission of the Phase 1 Proposal. All times listed are Pacific Time (PT).

Table 2-2: Key Action Dates (KAD)

KEY ACTION DATES

ITEM ACTION DATE AND TIME

Phase 1

1. Release of Solicitation

2.

Virtual Bidders' Conference

December 2, 2025, 2:00 PM PT

3. Last Day to Submit Written Questions Regarding Original Solicitation (Q&A Set 1)

December 8, 2025, 12:00 PM PT

4. State's Response to Bidder Questions Regarding Original Solicitation (Q&A Set 1), and Release of Potential Addendum 1

December 22, 2025

5. Last Day to Submit Written Questions Regarding Potential Addendum 1 Revisions and Changes (Q&A Set 2)

December 30, 2025, State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

12:00 PM PT

6. Last Date to Submit eVAQ Application January 9, 2026

7. State's Response to Bidder Questions Regarding Addendum 1 (Q&A Set 2)

January 14, 2026

8. Last Day to Submit Intent to Bid and Confidentiality Statement January 15, 2026

9.

Last Day to Request Access to the State's File-Sharing Site

January 22, 2026, 12:00 PM PT

10. Last Day to Obtain eVAQ Approval and Submit Phase 1 Responses Due

January 29, 2026, 12:00 PM PT

*11.

State's Evaluation of Phase 1 Responses

February 3, 2026 – February 18, 2026

*12. Notification of Bidders to Proceed to Phase 2 February 19, 2026

Phase 2

*13.

Last day to Submit Phase 2 Responses

March 11, 2026, 12:00 PM PT

*14. State's Evaluation of Phase 2 Responses and Invitation to Demonstrations and Interviews

March 12, 2026 – April 1, 2026

*15.

Demonstrations and Evaluation of Demonstrations

April 9, 2026 – April 15, 2026

*16.

Interviews and Evaluation of Interviews

April 9, 2026 – April 15, 2026

*17. State's Evaluation of Cost April 16, 2026

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

*18.

Release Notification of Invitation to Negotiate

April 17, 2026 – April 20, 2026

Phase 3

*19. Negotiations April 23, 2026 – May 13, 2026

*20. Last Day to Submit Best and Final Offer (BAFO) May 20, 2026

*21. State's Evaluation of BAFO Submission May 21, 2026 – May 27, 2026

*22. Issue Notification of Award September 2, 2026

*23. Contract Execution September 2, 2026

Note: Items with an asterisk (*) specify an estimated date and time and may be adjusted without issuance of an addendum to this solicitation.

2.4. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with current competitive bidding procedures set forth in Public Contract Code (PCC) 6611 and 12100 as they relate to the procurement of IT goods and services or telecommunications by public bodies in the State of California.

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

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

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

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

Non-compliance with any mandatory requirement will disqualify a Bidder from further participating in Negotiations and Contract Award.

2.4.2. SOLICITATION DOCUMENTS

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

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

PROCUREMENT OFFICER, of such an 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.

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 submission date of proposals, and is awarded the Contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

2.4.3. EXAMINATION OF THE WORK

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

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of telecommunications, information technology (IT) goods or services or assisting in the preparation of the Project Approval Lifecycle (PAL) documents (stages 2, 3, or 4), while in effect, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the PAL documents (stages 2, 3, or 4).

Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT goods 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

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

Verification and Validation (IV&V) or Project Management role.

The Bidder must complete and submit ATTACHMENT 3: FOLLOW-ON DISCLOSURE FORM with its Phase 1 Proposal.

2.4.5. CONFIDENTIALITY

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

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

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

Any disclosure of confidential information by the Bidder may be the 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 overemphasized.

2.4.6. ADDENDA

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

The Bidder is allowed five (5) working days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2. QUESTIONS REGARDING THE

SOLICITATION.

Addenda issued with only Key Action Dates revisions or corrections to minor ambiguities or other similar errors, may not include a question and answer period.

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

2.4.7. COST FOR DEVELOPING PROPOSAL

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

2.4.8. SIGNATURE OF PROPOSAL

The Bidder must submit an ATTACHMENT 5: COVER LETTER FORM with its Phase 1 and Phase 2 Proposal responses. The Cover Letter shall be considered an integral part of the Proposal and any proposal form requiring signature, must be signed by an individual authorized to bind the bidding firm contractually. The signature block must also indicate the title of the individual holds in the firm signing the Cover Letter.

A title page or cover page with submission details and a company logo are acceptable, however.

An unsigned Proposal may be rejected.

2.4.9. IRREVOCABLE OFFER

Bidder’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than one hundred eighty (180) calendar days following the contract award date specified in SECTION

2.3. KEY ACTION DATES. In the event of a delay in contract award, a Bidder may extend the expiration date of its firm offer an additional thirty (30) calendar days by written notice to the State.

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

2.4.10. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be the basis for rejecting the Bidder's Proposal. 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 the basis for rejection of the Bidder’s Proposal and ruling the Bidder ineligible to further participation.

2.4.11. BONDS

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

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

2.4.12. JOINT BIDS

A joint proposal [two (2) or more Bidders quoting jointly on one (1) bid] may be submitted and each participating Bidder must sign the joint bid. If the Contract is awarded to joint Bidders, it shall be one indivisible Contract. Each joint Contractor will be jointly and severally responsible for the performance of the entire Contract, and the joint Bidders must designate, in writing, one individual having authority to represent them in all matters relating to the Contract. The State assumes no responsibility or obligation for the division of orders or purchases among joint Contractors.

2.5. BIDDING STEPS

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

Details surrounding Proposals are described further in SECTION 3. PROPOSAL REQUIREMENTS.

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

This solicitation will follow a phased approach as indicated below to ensure contract award. Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation. Prior to submitting a response, all Bidders must register and submit ATTACHMENT 2: INTENT TO BID FORM as detailed in SECTION 2.2.3. INTENT TO BID and a ATTACHMENT 4: CONFIDENTIALITY STATEMENT FORM as detailed in SECTION 2.2.5.

CONFIDENTIALITY STATEMENT.

However, Bidders must sign and submit ATTACHMENT 2: INTENT TO BID FORM and ATTACHMENT 4:

CONFIDENTIALITY STATEMENT FORM to the Procurement Officer, if requesting access to the Bidders' Library.

All Bidders must also submit a Pre-Qualified Electronic Vendor Application of Qualifications (eVAQ) as detailed in SECTION 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ)(M).

2.5.1. PHASE 1 - ADMINISTRATIVE, BIDDER QUALIFICATION REQUIREMENTS

AND REFERENCES, PHASE 1 NARRATIVES, AND FUNCTIONAL AND NON-

FUNCTIONAL REQUIREMENTS

Bidders must complete and obtain approval/accepted status of their Electronic Vendor Application of Qualifications (eVAQ) online application by the Phase 1 Proposal due date (Please note, it is recommended that Bidders allow a minimum of four (4) weeks before Phase 1 proposal due date for the

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

State to process the application approval/accepted status).

The objective of Phase 1 is to evaluate each proposal and select up to the top three (3) of the highest scoring and compliant Bidders to advance to Phase 2. This solicitation contains all the information necessary for Bidders to complete and submit a Phase 1 response.

Phase 1 will include the following:

• Bidder obtains an approved/accepted status application to the Electronic Vendor Application of Qualifications (eVAQ) site detailed in SECTION 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ)(M).

• Bidder submits its Phase 1 Proposal which included Administrative, Bidder Qualifications, Bidder References, Phase 1 Narrative Responses, and Functional and Non-Functional Requirements Workbook.

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

6. EVALUATION.

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

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

PHASE 2 NARRATIVE RESPONSES, DEMONSTRATIONS, INTERVIEWS AND

COST RESPONSE

Bidders who are invited to participate in Phase 2 of the solicitation will be required to submit their Phase 2 Proposal by the date specified in SECTION 2.3. KEY ACTION DATES.

The objective of Phase 2 is to evaluate each proposal and select up to three (3) of the highest scoring and compliant Bidder that meet the State's minimum requirements to advance to Phase 3 — Negotiations.

This solicitation contains all the information necessary for Bidders to complete and submit a Phase 2 Proposal.

Phase 2 will include the following:

• Bidder submission includes Key Staff Qualifications, Key Staff References, Phase 2 Narrative Responses and Cost Workbook.

• State evaluation of the Phase 2 responses based on the evaluation criteria detailed in SECTION

6. EVALUATION.

• Bidders conduct online demonstrations based on the evaluation criteria detailed in SECTION

3.5.1. CONDUCT OF DEMONSTRATION.

• The State conducts interviews based on the evaluation criteria detailed in SECTION 6.4.4.

INTERVIEW EVALUATION.

State of California State Water Resources Control Board

RFP 25-020-280

CDT STP Request For Proposal

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