2-14-2025_IFB___ETS-24-060C_Complete_Package.pdf

CDT OSTP Invitation For Bid

Invitation For Bid (IFB)

IFB ETS-24-060C

PART 1 – BIDDER INSTRUCTIONS

FOR

DHCS - MISDSS Next Gen (Teradata Renewal) - IFB # ETS-24-060C

February 14, 2025

Issued by:

STATE OF CALIFORNIA

DHCS Department of Health Care Services 1500 Capitol Avenue Sacramento, CA 95814

Part 1 of the solicitation contains the bidder and bidding instructions, bid form instructions, 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 Bid, including the SOW, administrative forms, requirement responses, and all exhibits/attachments discussed in Part 1.

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

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

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. BACKGROUND

1.3. TERM OF CONTRACT

1.4. LIMITED TO BRAND

1.5. CURRENT AND PROPOSED ENVIRONMENT

1.5.1. CURRENT ENVIRONMENT

1.6. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONITION

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICER

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.2.3. INTENT TO BID

2.3. 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. BIDDER'S COST

2.4.8. DISCOUNTS

2.4.9. SIGNATURE OF BID

2.4.10. IRREVOCABLE OFFER

2.4.11. FALSE OR MISLEADING STATEMENTS

2.4.12. BONDS

2.5. PROTESTS

2.6. ALTERNATIVE PROTEST PROCESS

2.7. NEGOTIATIONS

3. ADMINISTRATIVE REQUIREMENTS

3.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)

(M)

3.1.1. INCORPORATION OF EVAQ REQUIREMENTS

3.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.3. ABILITY TO PERFORM

3.4. PRIMARY BIDDER

3.5. SUBCONTRACTORS

3.5.1. BIDDER DECLARATION FORM (M)

3.6. AMENDMENT

3.7. FINANCIAL RESPONSIBILITY INFORMATION

3.7.1. FINANCIAL STABILITY

3.7.2. RESPONSIBILITY CERTIFICATION (M)

3.8. GENERAL PROVISIONS

3.8.1. General Services Procurement Division - Information Technology General Provisions (Non-Cloud Goods and Services) – GSPD-ITGP (Non-Cloud) (Effective 11/12/2024)

3.9. GENAI REPORTING AND FACTSHEET

3.10. CONFIDENTIALITY STATEMENT (M)

3.11. COVER LETTER (M)

3.12. STATEMENT OF WORK (M)

3.13. SOCIOECONOMIC PROGRAMS

3.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

3.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM

3.13.2.1. DVBE PARTICIPATION REQUIREMENT (M)

3.13.2.2. DVBE INCENTIVE (O)

3.13.3. SMALL BUSINESS PREFERENCE (O)

3.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O)

3.13.5. COMMERCIALLY USEFUL FUNCTION (M)

3.13.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O) . 28

4. COST

4.1. COST WORKBOOK (M)

4.2. SALES TAX

5. BID FORMAT AND SUBMISSION REQUIREMENTS

5.1. PREPARATION

5.2. COMPLETION OF BIDS

5.3. DELIVERY OF SUBMITTALS

6. EVALUATION

6.1. EVALUATION TEAM

6.2. EVALUATION STEPS

6.2.1. EVALUATION OF REQUIRED INFORMATION AND

REQUIREMENTS

6.2.2. RECEIPT AND PRELIMINARY REVIEW

6.2.3. MANDATORY REQUIREMENTS EVALUATION

6.2.4. VALIDATION AGAINST REQUIREMENTS

6.3. FINAL EVALUATION

6.3.1. ERROR IN THE BID

6.3.2. REJECTION OF BIDS

6.3.3. ADMINISTRATIVE REQUIREMENTS EVALUATION

6.3.4. COST EVALUATION

6.3.4.1. SOCIOECONOMIC PROGRAMS EVALUATION

6.3.4.1.1. DVBE INCENTIVE EVALUATION

6.3.4.1.2. SMALL BUSINESS PREFERENCE EVALUATION

6.3.4.1.3. TACPA PREFERENCE EVALUATION

6.4. BIDDER FINAL CALCULATION AND RANK DETERMINATION

7. NEGOTIATIONS

8. INFORMATIONAL ATTACHMENTS

ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK

ATTACHMENT 2: PART 2 - SOLICITATION FORMS

ATTACHMENT 3: CERTIFICATION OF COMPLIANCE WITH CALIFORNIA

MANDATES

ATTACHMENT 4: INTENT TO BID

ATTACHMENT 5: CONFIDENTIALITY STATEMENT

ATTACHMENT 6: COVER LETTER FORM

ATTACHMENT 7: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 8: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 9: DVBE DECLARATIONS

ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 12: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 13: GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

REPORTING & FACTSHEET FORM

ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL

ATTACHMENT 15: SOLICITATION SUBMISSION CHECKLIST

EXHIBIT A: COST WORKSHEET

EXHIBIT B: FEDERAL TERMS AND CONDITIONS

EXHIBIT C: BUSINESS ASSOCIATE ADDENDUM (HIPAA)

IFB

PART 1 – BIDDER INSTRUCTIONS

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025

1. INTRODUCTION

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

1.1. PURPOSE

The purpose of this Invitation For Bid is to obtain bids from qualified bidders to provide DHCS with MISDSS Next Gen (Teradata Renewal) Hardware & Services.

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

SECTION 6. EVALUATION.

1.2. BACKGROUND

The California Department of Health Care Services (DHCS) is the backbone of California’s health care safety net, helping millions of low-income and disabled Californians each and every day.

The mission of DHCS is to provide Californians with access to affordable, integrated, high-quality health care, including medical, dental, mental health, substance use treatment services and long-term care. Our purpose is to provide equitable access to quality health care, leading to a healthy California for all. In concert with DHCS’ mission, DHCS maintains one of the nation’s largest Medicaid Enterprise Management Information System/Decision Support System Data Warehouses.

1.3. TERM OF CONTRACT

Effective upon approval of CDT, the Office of Statewide Technology Procurement (OSTP), the term of the Contract is three (3) years, with an estimated term of March 27, 2025 – March 26, 2028.

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

1.4. LIMITED TO BRAND

For the purpose of this solicitation, only the specified brand(s) and model(s) as described in the Statement of Work and the EXHIBIT A: COST WORKSHEET will be accepted. Bidders must indicate proposed Brand/Model/Part Number on the EXHIBIT A: COST WORKSHEET.

1.5. CURRENT AND PROPOSED ENVIRONMENT

The objective of this solicitation is to renew the lease of the production system hardware and software in support of DHCS. Furthermore, the State intends to rent/lease the equipment and software for the production Teradata platform while also maintaining ownership of all existing perpetual software licensing that currently resides in the Teradata 2.1 technology platform. Additionally, the Back-up / Archive / Retrieve (BAR) solution system will be renewed.

1.5.1. CURRENT ENVIRONMENT

The Contractor shall provide for all Teradata equipment, software, and services in support of DHCS’ Medicaid Enterprise Data Warehouse technology as defined below.

1. Renew the lease of Technical Hardware (rental or platform as a service) of System / Equipment / Software for the DHCS Production system as defined in EXHIBIT A: COST WORKSHEET Lines 1-1 to 1-9, 1-42 to 1-45, 2-1 to 2-9, 2-42 to 2-45, 3-1 to 3-9, and 3-42 to 3-45 of this SOW:

• Software to be released Teradata Vantage 17.05, 64-bit SUSE Linux (SLES12 SP3), Teradata BYNET V6, Teradata Tools and Utilities, Vantage Analyst and IntelliSphere.

2. Renew the Teradata BAR solution as defined in EXHIBIT A: COST WORKSHEET Lines 1-16 to 1-40, 2-16 to 2-40 and 3-16 to 3-40 of this SOW, including the following:

• Quantum Scalar i3 Tape Library with 100 slots and (4) LTO-7 Tape drive modules

• 100 LTO7 Tape Media

• NetBackup 8.2 Software

3. Renew the Teradata Premier ™ maintenance with Essential ™ services on all system components with parts on site, disk drive retention as as defined in EXHIBIT A: COST WORKSHEET Lines 1-11 to 1-15, 2-11 to 2-15 and 3-11 to 3-15 of this SOW, listed below:

• IntelliFlex 2.5 Production System (all hardware/software)

• Production BAR System (all hardware/software)

4. Renew the Security Services as defined in EXHIBIT A: COST WORKSHEET Lines 1-41, 2-41 and 3-41 of this SOW:

• Perform an annual Security Technical Implementation Guide (STIG) on all Teradata supplied SUSE LINUX systems in the DHCS program and produce the readable STIG

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions checklist (SML file).

• The Operating System (O/S) to be hardened will be SUSE Linux Enterprise Server (SLES) and hardened in accordance with the latest SLES OS STIG posted by the Defense Information Systems Agency (DISA). DISA enables us to back up and restore data from Teradata database through Teradata Viewpoint. It is part of the backup and restore capability.

• O/S hardening service may be completed remotely assuming the Contractor and resource meets State access security requirements.

5. Renew the Other Services as defined in EXHIBIT A: COST WORKSHEET Lines 1-46 to 1-48, 2-46 to 2-48 and 3-46 to 3-48 of this SOW:

• Implement Teradata’s Performance Data Collection and Reporting (PDCR) database and reporting with mentoring and an annual review.

• Every year, the Contractor shall provide System Hardening and PDCR updates.

6. New Storage expansion of additional 22 TB's as s defined in EXHIBIT A: COST WORKSHEET Lines 1-10, 2-10 and 3-10 of this SOW.

1.6. 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 Official identified in SECTION 2.2.1. PROCUREMENT OFFICER. You may also contact the State of California at the numbers listed below.

Important: To ensure that 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 1-800-735-2922

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

Spanish 1-800-855-3000

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

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONITION

This procurement will follow a phased approach designed to increase the likelihood that Bids will be received without disqualifying defects. The additional steps:

• Ensure that the bidder clearly understand the State’s requirements before attempting to develop its Bid

• Ensure that the State clearly understands what each bidder intends to propose before those bids are finalized

• Provide an opportunity for the State and each bidder to discuss weaknesses or potentially unacceptable elements of a bidder’s bid and gives the bidder an opportunity to modify its bid to correct such problems

It is the bidder’s responsibility to:

Carefully read the entire solicitation.

1. Ask appropriate questions in a timely manner, if clarification is necessary.

2. Submit bid by the required dates and times.

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

4. Carefully re-read the entire solicitation before submitting a Bid.

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.com.

Only questions submitted in writing and answered in writing by the Procurement Official shall be binding and official. Written questions must be submitted by email to the Procurement Official identified in SECTION 2.2.1. PROCUREMENT OFFICER using ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL. All written questions submitted by the deadline specified in SECTION 2.3. KEY ACTION DATES will be responded to at the same time with all questions and answers posted to Cal eProcure in the

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 http://www.caleprocure.com/ 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 bidder of any obligations set forth in this solicitation.

2.2.1. PROCUREMENT OFFICER

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

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

Table 2.2.1–1: Procurement Official

PROCUREMENT OFFICERS

Department Name:

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

Procurement Officer: Brian Ito

Email: Brian.Ito@state.ca.gov

Phone: 1-916-857-9533

Secondary Procurement Officer: Cynthia Okoroike

Email: Cynthia.Okoroike@state.ca.gov

Phone: 1-916-908-8616

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

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requiring clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process may request clarification by submitting questions using ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL in an email (using the solicitation identification information from the solicitation title page) to the Procurement Official listed in SECTION 2.2.1. PROCUREMENT OFFICER. To ensure a response, questions must be received in writing by the scheduled date(s) specified in SECTION 2.3. KEY ACTION DATES . Question and answer sets will be provided to all bidders without identifying the submitters. At the sole discretion of the State, State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions questions may be paraphrased by the State for clarity.

Only questions submitted in writing and answered in writing by the Procurement Official shall be binding and official. Written questions must be submitted by email to the Procurement Official identified in SECTION 2.2.1. PROCUREMENT OFFICER, using ATTACHMENT 14: TEMPLATE FOR QUESTION SUBMITTAL. All written questions submitted by the deadline specified in SECTION 2.3. KEY ACTION DATES , will be responded to at the same time with all questions and answers posted to Cal eProcure in the form of a question and answer set.

If a bidder who desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its bid and disclosure exposes its bid to other bidders, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or answer would expose the proprietary nature of the bid, the question will be answered and both the question and answer will be confidentially maintained.

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

2.2.3. INTENT TO BID

Bidders that wish to participate in this solicitation must submit a completed ATTACHMENT 4: INTENT TO BID by the date specified in SECTION 2.3. KEY ACTION DATES .

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

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

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

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

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

2.3. KEY ACTION DATES

Table 2.3-1: Key Action Dates 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 bidder’s submission of the Bid.

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226745 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523116 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523107 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523107

KEY ACTION DATES

Item Action Date and Time

1. Release of Solicitation 02/14/2025

2. Last day for bidders to submit written questions 02/19/2025

3. State’s response to bidder’s questions and release of potential addendum

02/21/2025

4. Last day to submit ATTACHMENT 4: INTENT TO BID and ATTACHMENT 5: CONFIDENTIALITY STATEMENT (signed)

02/24/2025

5. Last Day to request Sharepoint Site access 2/21/2025

6. Last day to submit Bid 02/28/2025

7. Evaluation Period 03/03/2025 -03/04/2025

8. Contract Award 03/07/2025

9. Notification of Award 03/10/2025

10. Contract Execution 03/14/2025

11. Proposed Contract Start Date 03/25/2025

Dates listed after the bidder’s submission of the Bid are estimated and may be adjusted without addendum to this solicitation. All times listed are for California Pacific Time/Pacific Standard Time. The State may modify the IFB at any time prior to bid due date by issuing an addendum. Addendums will be numbered consecutively.

Table 2.3-1: Key Action Dates (KAD)

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions 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 bids to be submitted by prospective Contractors. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in the solicitation indicates a requirement or condition which is mandatory.

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

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

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 bids to be submitted and the model of the Contract to be executed between the State and the successful Bidder.

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

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

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

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

2.4.3. EXAMINATION OF THE WORK

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523107 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523127

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

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

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

2.4.5. CONFIDENTIALITY

Bidder 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 bidder, the State will notify the bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The bidder should be aware that marking a document “confidential” or “proprietary” in a Bid 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 bid 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 bid.

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

2.4.6. ADDENDA

The State may modify the solicitation at any time prior to submission of bids by issuing an addendum.

Addenda will be numbered consecutively.

If a Bidder determines that an addendum unnecessarily restricts its ability to bid, the Bidder is allowed five

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

(5) business days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.4.7. BIDDER'S COST

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

2.4.8. DISCOUNTS

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

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

2.4.9. SIGNATURE OF BID

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

2.4.10. IRREVOCABLE OFFER

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

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523116

2.4.11. FALSE OR MISLEADING STATEMENTS

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

2.4.12. BONDS

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

2.5. PROTESTS

This solicitation is being conducted under (PCC) §6611 et seq; protests are not applicable to this solicitation.

2.6. ALTERNATIVE PROTEST PROCESS

This solicitation is being conducted under (PCC) §6611 et seq; protests are not applicable to this solicitation.

2.7. NEGOTIATIONS

The State may conduct negotiations under PCC §6611. The purpose of the negotiation process is to maximize the State’s ability to obtain a value-effective solution.

3. ADMINISTRATIVE REQUIREMENTS

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

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

Unless designated otherwise, all of the requirements in this section are mandatory. The documents that must be submitted with the Bidder’s Bid are noted as “Mandatory” or “(M)” in this section.

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523153

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 bid being deemed non-responsive and, therefore, will be disqualified. Failure to respond to any mandatory requirements shall result in disqualification of the bid. The responses will be evaluated in accordance with SECTION 6. EVALUATION.

2. (O) – All sections labeled as “Optional” or “O” are not required to be offered by the bidder in order to be responsive to the solicitation requirements. A bidder may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points. However, if a bidder offers any of these (O) requirements, the bidder must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, per criteria stated in SECTION 6. EVALUATION.

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

It is the responsibility of the Bidder to ensure they have an STP approved eVAQ and all applicable requirements and provisions for this solicitation are met. Failure to be eVAQ approved prior to the submission due date will disqualify Bidder(s) and the State will not move forward with evaluating the bid, conducting negotiations and contract award. The State will not seek eVAQ modifications or clarifications after the bid submission due date.

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

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

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

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

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

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

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523116 https://sb.cityinnovate.com/account/solicitations/documents/226742?return_path=%2Faccount%2Fworkflows%2Fstages%2F17361%3Fsub_stage%3Ddocuments#section-523116 https://cadtprod.service-now.com/vendor https://cadtprod.service-now.com/vendor

3.1.1. INCORPORATION OF EVAQ REQUIREMENTS

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

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

3.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The bidder must indicate its willingness and ability to satisfy these requirements by marking “Yes” on the “Bidder Agrees Yes/No” column on ATTACHMENT 7: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. Answering “No” to any of the mandatory administrative requirements or not submitting the required documents with its Bid may result in the bid being deemed non-responsive.

3.3. ABILITY TO PERFORM

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

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

3.4. PRIMARY BIDDER

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

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

3.5. SUBCONTRACTORS

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

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

The Contractor shall not change subcontractor(s) and/or 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 Bid and actual start of the Contract.

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

The bidder’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.

3.5.1. BIDDER DECLARATION FORM (M)

The bidder must complete and submit ATTACHMENT 8: BIDDER DECLARATION GSPD 05-105 , with its Bid. When completing the declaration, the bidder must identify all subcontractors proposed for participation in the Contract. The bidder awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/state entity agrees to a substitution and it is incorporated, in writing. If the bidder is not using subcontractors, the bidder must still complete ATTACHMENT 8: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form, and submit it with its Bid. The form is available at:

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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

3.6. AMENDMENT

The contract may be amended, consistent with the terms and conditions of this contract and by mutual consent of both parties. No amendment or variation of the terms of this contract will be valid unless made in writing, signed by both of the parties and approved by the OSTP, if such approval is required. No oral understanding not incorporated in the contract is binding on any of the parties.

3.7. FINANCIAL RESPONSIBILITY INFORMATION

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

The State must be assured that the Contractor continues to have the financial resources to sustain its operations during the term of the Contract.

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

3.7.2. RESPONSIBILITY CERTIFICATION (M)

The bidder must certify in writing, to the best of its knowledge and belief that the bidder, the bidder’s subcontractor(s) or any personnel related to the Contract to be awarded are not presently debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any state or federal agency.

The bidder must certify it complies with this requirement as part of its Bid, and if the bidder is selected, again, each time their awarded contract is renewed. See ATTACHMENT 3: CERTIFICATION OF COMPLIANCE WITH CALIFORNIA MANDATES for certification of this requirement.

3.8. GENERAL PROVISIONS

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

3.8.1. General Services Procurement Division - Information Technology General

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

Provisions (Non-Cloud Goods and Services) – GSPD-ITGP (Non-Cloud) (Effective 11/12/2024)

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the General Services Procurement Division - Information Technology General Provisions (Non-Cloud Goods and Services) – GSPD-ITGP (Non-Cloud) (Revised and Effective (11/12/2024), which can be found at the following URL:

https://www.dgs.ca.gov/~/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/ GSPDITGP-NonCloudRevised-and-Effective-111224.docx

3.9. GENAI REPORTING AND FACTSHEET

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI, including GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder.

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

See ATTACHMENT 13: GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REPORTING &

FACTSHEET FORM.

3.10. CONFIDENTIALITY STATEMENT (M)

The bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 5: CONFIDENTIALITY STATEMENT, for the bidder’s company. The completed confidentiality statement must be submitted with ATTACHMENT 4: INTENT TO BID, as indicated in SECTION 2.3. KEY ACTION

DATES .

The bidder 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

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://www.dgs.ca.gov/~/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/GSPDITGP-NonCloudRevised-and-Effective-111224.docx https://www.dgs.ca.gov/~/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/GSPDITGP-NonCloudRevised-and-Effective-111224.docx https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

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

3.11. COVER LETTER (M)

The Bidder must submit a cover letter as required below as ATTACHMENT 6: COVER LETTER FORM and contain the following:

1. On company letterhead;

2. Include the legal name of the Bidder’s company.

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

4. Include the Bidder's approved electronic Vendor Application of Qualifications (eVAQ) number.

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

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

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

c. Be signed by an individual who is authorized to bind the bidding firm contractually; The individual’s name must also be typed, and include the title or position that the individual holds in the firm. An unsigned cover letter in the Bidder’s Bid may deem a Bidder non-responsive and may be the basis for rejection of the Bidder’s Bid.

d. The email and phone number of the person signing the letter;

e. The date signed.

3.12. 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 bidder is advised that deviations to the SOW may be the basis for rejection of the bidder’s Bid. Refer to Part 2, Bidder Response ATTACHMENT 1: APPENDIX A - STATEMENT OF WORK.

3.13. SOCIOECONOMIC PROGRAMS

Bidders who claim any of the socioeconomic program points will be evaluated to determine whether they

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions submitted the required forms, documents and exhibits for the claimed preference(s). If the State determines that the submitted information is insufficient or that the required documents do not otherwise validate the eligibility for points in any of the claimed programs, then the points for that program will not be added to the Bidder’s final overall bidscore. If the State is able to validate the Bidder’s claim, the qualified preference points will be applied to the Bidder’s final overall bid score provided that the Bidder’s bid is not otherwise determined to be non-responsive to any mandatory requirements.

3.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

The Bidder must complete and submit ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES, with its bid. The Bidder must indicate in the Attachment whether it is or is not claiming each preference and/or incentive.

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 Bidder 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 9: DVBE

DECLARATIONS.

PLEASE READ THESE REQUIREMENTS CAREFULLY. FAILURE TO COMPLY WITH THE

MINIMUM DVBE PARTICIPATION REQUIREMENT WILL CAUSE YOUR SOLICITATION

RESPONSE TO BE DEEMED NONRESPONSIVE AND YOUR FIRM INELIGIBLE FOR AWARD OF

THE PROPOSED CONTRACT.

3.13.2.1. DVBE PARTICIPATION REQUIREMENT (M)

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 Bidders who

State of California

DHCS

IFB ETS-24-060C

Part 1 - Bidder Instructions

February 14, 2025 https://sb.cityinnovate.com/account/solicitations/documents/226751 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 exceed the three percent (3%) DVBE mandatory participation. For Contract award evaluation purposes only, the State shall apply the incentive amount based on the amount of DVBE participation obtained above the three percent (3%) requirement. The incentive is only given to those Bidders who are responsive to the DVBE program requirement and propose DVBE participation in the resulting Contract that exceeds the mandatory three percent (3%) requirement. If the Bidder is claiming a DVBE incentive, the Bidder must complete the Bidder Declaration GSPD-05-105 form as ATTACHMENT 8: BIDDER DECLARATION GSPD 05-105 for each DVBE as ATTACHMENT 9: DVBE DECLARATIONS, and ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES and submit with its Bid. If the Bidder is not using subcontractors, the Bidder is still required to complete ATTACHMENT 8: BIDDER DECLARATION GSPD 05-105, answering the applicable questions on the form and submit with Bid. See SECTION 6. EVALUATION for details on the amount and application of the incentive during bidevaluation.

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 Bidders 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,…