23-71010-000_RFP_Business_Continuity.pdf

Department of State Hospitals RFP Number: 23-71010-000

Business Continuity/Disaster Recovery Services

REQUEST FOR PROPOSAL (RFP) - SECONDARY

Notice to Prospective Proposers

" Business Continuity/Disaster Recovery Services – Mobile Command Center & Support Services”

April 8, 2024

You are invited to review and respond to this Department of State Hospitals (DSH) solicitation. The DSH is seeking proposals for a contractor to provide mobile command centers and services, so that DSH has business continuity and disaster recovery services available during an emergency.

In submitting a proposal, Proposers agree that they have read, understood, and will comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a Proposer’s proposal. By submitting a response, Proposers agree to the terms and conditions stated in this solicitation and any resulting agreement.

All agreements entered into with the State of California will include by reference the state’s General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at:

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx.

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

This solicitation is published at the Cal e-Procure website at:

https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued and answers to questions received, you must register online at https://caleprocure.ca.gov/pages/bidder-vendor.aspx

The DSH encourages potential proposers to read this entire document thoroughly and carefully.

Revision 10-21-2021 http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/bidder-vendor.aspx https://caleprocure.ca.gov/pages/bidder-vendor.aspx

TABLE OF CONTENTS

I. GENERAL INFORMATION

A. Background:

B. Purpose: …………………………………… C. Description of Services: ………………… D. Agreement Term and Security Provisions:

II. MINIMUM QUALIFICATIONS (MQ)

A. Proof of Legal Right To Do Business:

B. References:

C. Agreement to Sign:

D. Experience:

III. PROPOSAL REQUIREMENTS AND INFORMATION

A. Key Action Dates:

B. MANDATORY Proposers’ Conference:

C. Proposer’s Questions:

D. Submission of Proposals:

IV. PROPOSAL EVALUATION AND AWARD

A. Review of Proposal Requirements:

B. False Statements Disclaimer:

C. Intention to Award:

D. Breaking Tie Proposals:

E. Award and Protest:

F. Disposition of Proposals:

G. Tax Delinquency Disclaimer:

V. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business Preference:

B. Disabled Veteran Business Enterprise Program and Incentive:

C. Calculation of Multiple Preferences:

D. Other Preference Programs:

E. Additional Small Business and Disabled Veteran Enterprise Information:

VI. REQUIRED ATTACHMENTS

A. Listing of Attachments:

i. Attachment 1 – Proposal Submission Checklist

ii. Attachment 2 – Proposer’s Certification

iii. Attachment 3 – Minimum Qualifications Response

iv. Attachment 4 – Proposer’s Letters of Reference

v. Attachment 5 – Proposer’s Rate Sheet

vi. Attachment 6 – Proposer Declaration form (GSPD-05-105) .................................. (web) 30

vii. Attachment 7 – Contractor Certification Clauses (CCC 04/2017) .......................... (web) 30

viii. Attachment 8 – Payee Data Record (Std. 204) .................................................... (web) 30

ix. Attachment 9 – Insurance Certifications

x. Attachment 10 – Darfur Contracting Act Certification

xi. Attachment 11 – California Civil Rights Certification ............................................ (web) 36

xii. Attachment 12 – DVBE Declaration Form (Std. 843) ........................................... (web) 36

xiii. Attachment 13 – Technical Proposal Cover Sheet

xiv. Attachment 14 – Sample Agreement (Std. 213 and Exhibits)

I. GENERAL INFORMATION

A. Background

The Department of State Hospitals (DSH) headquartered in Sacramento, was created in 2012 and manages the nation’s largest inpatient forensic behavioral health hospital system. The five hospitals are located in Atascadero, Coalinga, Metropolitan (in Los Angeles County), Napa, and Patton (in San Bernardino County). DSH’s property portfolio encompasses more than 6.1 million gross square feet of building space in more than 474 buildings over approximately 2,600 acres of land.

The DSH currently employs more than 11,000 staff and serves more than 12,000 patients annually in a 24/7/365 hospital system. These patients are sent to DSH through the criminal court system and have committed crimes linked to their mental illness. This high-risk patient population and environment require effective emergency event planning, preparation and response organized with the tools and systems that support hospital patients and their quality of care, employee safety and the security of the community.

B. Purpose

The purpose of this Request for Proposals (RFP) is to obtain business continuity and disaster recovery services that will provide DSH facilities with fully functioning independent and mobile emergency intermediate operational facility. This mobile facility will support the emergency coordination and direction needs for the DSH Emergency Operation Centers (EOCs) at any of the six department sites. The purpose of the facility is to execute the 2022-2025 DSH Business Continuity Plan or an individual hospital’s Emergency Operations Plan (EOP). This will help to establish business continuity of the essential services that DSH provides to its patients, and the facilitate the employee communication and coordination with local, state and federal emergency response organizations.

The DSH is requesting proposals from vendors who can support the Department’s Business Continuity and Emergency Operational Plans. The successful bidder must be able to provide emergency communications, telecommunications, power, and technology equipment necessary to operate in a disaster/emergency scenario. Bidders must have demonstrated experience in working with state and federal agencies, hospitals and healthcare organizations during a variety of disasters including floods, wildfires, earthquakes and other types of emergencies.

C. Description of Services

The DSH is seeking to ensure business continuity, by having access to a full functional working office space during disaster events. It is critical that these facilities and services meet the requirements of public entity business continuity and emergency response requirements and can deliver or establish facilities in which emergency management teams can operate within a reasonable period of time.

The DSH expects that technical support staff be available 24/7/365 days to ensure effective operations of the emergency intermediate operational facilities. The DSH also requires that the maintenance, delivery, operations and quality of the equipment meets the requirements of the Americans with Disability Act (ADA) via an access ramp, standard office ergonomics, and be operational during the disaster or training event. Technology systems and capacity will need to meet State of California requirements for protection of health information and secure transmission of data, along with adequate storage for documents created during the disaster event or training.

The DSH is seeking the ability to activate up to two emergency operational facilities at any time for a disaster or emergency that may occur in California that impacts one or more DSH facilities.

D. Agreement Term and Security Provisions:

1. If an agreement results from this RFP, the term is anticipated to begin February 1, 2024 and continue through thirty-six (36) months. Any agreement resulting from this RFP shall have no force or effect until it is signed by both parties and approved by the Department of General Services (DGS) if such approval is required. Performance shall start no later than on the express date set by the awarding agency and after all approvals have been obtained and the agreement is fully executed.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

3. Should the Contractor fail to commence work at the agreed upon time, the DSH reserves the right to terminate the agreement upon five (5) days’ written notice to the Contractor.

4. Contractor shall agree to all security provisions where the performance of work takes place on any state hospital grounds.

II. MINIMUM QUALIFICATIONS (MQ)

A. Proof of Legal Right To Do Business:

Proposers must submit proof of their legal right to do business in the State of California:

1. Proposers must submit a copy of their license to do business in the State of California, where applicable.

2. Proposers must certify that they are and will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

3. Proposers which are corporations, regardless of where they are incorporated, shall submit a print-out from the California Secretary of State website (https://bizfileonline.sos.ca.gov/search/business) which shows that their corporation is registered and is currently in good standing.

B. References:

Proposer must submit applicable references:

1. Proposer must provide three (3) letters of reference from customers for whom the Proposer has provided services of the same nature and type as those outlined in this solicitation.

References submitted must be for services provided in the past five (5) years (from the date of this solicitation). At least one reference must be from a governmental entity, and IF the Proposer has provided services to the DSH during this timeframe, one of the references MUST be from a DSH contract manager. The letters of reference must contain sufficient information (i.e., specific times and locations where the Proposer was observed while providing services) in order to verify the Proposer’s experience. In the case of letters not composed by the DSH contract manager, each letter must be composed by someone who https://bizfileonline.sos.ca.gov/search/business had direct experience with the provision of services outlined in the letter. Each letter of reference must address each of the following:

a. The Proposer’s ability to provide services as compared to his or her agreed upon contract.

b. The customer’s overall assessment of the Proposer’s performance.

To prove that submitted letters have been completed by the appropriate party, each letter must also:

c. Provide the name, address, title, company, and phone number of the qualifying employer/company

d. Be submitted on the employer/company’s official letterhead

e. Contain an original signature by the completing party

The DSH reserves the right to utilize these letters of reference in determining whether a Proposer is a responsible supplier; in addition to verifying proposer’s experience.

C. Agreement to Sign:

1. The Proposer shall certify that, if awarded an agreement, they shall sign and return two (2) originals of the Standard Agreement signature pages (Std. 213), to be received by the DSH no later than seven (7) calendar days from the date the DSH e-mails the agreement to the email address provided by Proposer on the Minimum Qualifications Response Form (Attachment 3). This requirement shall be ten (10) calendar days if the DSH elects to mail the agreement. The DSH reserves the right, at its sole discretion, to require documentation to be submitted in addition to the Std. 213. If the DSH exercises that right, the contractor must submit all required documentation within the timeframes noted here.

The Proposer shall further certify that they understand the insurance requirements in Attachment 14, Sample Agreement, Exhibit G, Insurance Requirements, and if awarded an agreement, shall provide the DSH with all required insurance documents as may be applicable, in a timely manner.

The DSH reserves the right, at its sole discretion, to cancel a proposed award to a Proposer who does not submit the required documentation described herein. Should the DSH cancel a proposed award for this reason, the DSH reserves the right, at its sole discretion, to award the contract to the next lowest, responsive and responsible Proposer.

D. Experience:

1. Proposers must submit individual resumes for all Key Personnel proposed to work on this project, showing their qualifications for the work they shall perform.

2. Proposer submitted a statement representing the company’s history of experience and expertise in providing mobile units for disaster recovery/business continuity services to public hospitals or heath care organizations. This statement should demonstrate at least three (3) years of experience providing disaster response for hospital or health care organizations.

III. PROPOSAL REQUIREMENTS AND INFORMATION

A. Key Action Dates:

Event Date Time

RFP available to prospective Proposers 04/08/24 --- Deadline for Submission of Proposer’s Questions 04/22/24 2:00 PM Anticipated Answers to Proposer’s Questions 05/01/24 2:00 PM Final Date for Proposal Submission 05/08/24 4:00 PM Anticipated Evaluations of Submitted Proposals 05/13/24 – 05/14/24 --- Anticipated Notice of Intent to Award Posted 05/17/24 5:00 PM Anticipated Start Date 06/06/24 ---

B. Proposer’s Questions:

1. Proposers should notify the DSH immediately via email to radhika.singh@dsh.ca.gov if they need clarification about the services being sought or have questions about the RFP instructions or requirements. The level of detail that shall be provided in response is subject to the availability of DSH resources.

The DSH shall respond to all questions via an addendum to the solicitation with all questions and answers posted on Cal e-Procure (www.caleprocure.ca.gov).

2. Note: It is the responsibility of the proposer to check Cal e-Procure for any changes within the RFP, as all questions, answers and addenda will be posted there. The DSH will not be held responsible for inaccurate proposals due to Proposer’s oversight in reviewing any and all information via Cal e- Procure.

3. Verbal comments regarding this RFP are unofficial and are not binding on the DSH unless later confirmed in writing as an official addendum.

4. Proposers who fail to report a known or suspected problem with the RFP or fail to seek clarification and/or correction of the RFP, submit a proposal at their own risk.

C. Submission of Proposals:

1. Physical Submission:

i. All proposals must be submitted under a sealed cover and received by the DSH by the date and time shown in Section III, A – Key Action Dates. The sealed cover must be plainly marked with the RFP number and title, and must be marked “DO NOT OPEN,” as shown in the following example:

ATTN: Radhika Singh

Department of State Hospitals 1215 O Street, MS-1

Sacramento, CA 95814

DO NOT OPEN

mailto:radhika.singh@dsh.ca.gov http://www.caleprocure.ca.gov/

ii. All proposals submitted under a sealed cover must clearly and legibly show the

Proposer’s firm name and address.

iii. Proposals not submitted under a sealed cover shall be rejected. A minimum of one (1) original and three (3) copies of the proposal must be submitted, and clearly marked.

iv. The proposal package should be prepared in the least complicated method. Originals and copies should be bound with binder-clips or staples (no covers, no spiral bindings, etc.). All pages in the proposal must be standard 8.5" x 11" paper, except charts, diagrams, etc., which may be foldouts. If foldouts are used, the folded size must fit within the 8.5" x 11" format. Double-sided printing is preferred except for required Attachments numbers 1 through 13 of this RFP. It is the Proposer’s responsibility to ensure that his or her proposal is submitted in a manner that enables the DSH to easily locate all response descriptions and exhibits for each requirement of this RFP. Page numbers must be located in the same page position throughout the proposal. Note: Attachment 14 should not be returned with the proposal.

v. Mail Delivery, Hand Delivery, or Overnight Delivery of proposals should be addressed as in Item 1.i. above.

vi. Hand Delivery of bids are by appointment only. To schedule Hand Delivery of bid please contact Radhika Singh at radhika.singh@dsh.ca.gov.

2. Signature Requirements:

i. All documents requiring a signature must bear an original signature of a person authorized to bind the proposing firm.

ii. An individual who is authorized to bind the Proposer contractually shall sign the Proposer Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

3. General Contents:

i. All proposals shall include all of the documents identified in Section VI, Required

Attachments, Attachment 1, Proposal Submission Checklist (Page 22).

ii. Proposals should provide straightforward and concise descriptions of the Proposer's ability to satisfy the requirements of this RFP. The proposal must be complete and accurate. Omissions, inaccuracies or misstatements will be sufficient cause for rejection of a proposal.

iii. Proposals must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and shall cause a proposal to be rejected.

iv. A proposal shall be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The state may reject any or all proposals and may waive an immaterial deviation in a proposal. The state’s waiver of an immaterial defect shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

mailto:radhika.singh@dsh.ca.gov

v. Before submitting a response to this solicitation, Proposers should review, correct all errors, and confirm compliance with the RFP requirements.

vi. Where applicable, Proposers must carefully examine work sites and specifications.

Proposers shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

4. General Considerations:

i. No oral understanding or agreement shall be binding on either party.

ii. Costs for developing proposals in anticipation of award of the agreement are entirely the responsibilities of the Proposer and shall not be charged to the State of California.

5. Withdrawing and Resubmitting:

i. Proposers may modify a proposal, after its submission, by withdrawing their original proposal package and resubmitting a new proposal package prior to the proposal submission deadline. Proposers’ modifications offered in any other manner, verbal or written, will not be considered.

ii. Proposers may withdraw their proposal by submitting a written withdrawal request to the DSH – Contracts Office at the address below, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal package prior to the proposal submission deadline. Proposals may not be withdrawn without cause, subsequent to the proposal submission deadline. The DSH Contracts Office is located at:

Contracts Office 1215 O Street, MS-1

6. Modification and Rejections:

i. The DSH may modify the RFP, prior to the solicitation due date and time, by the issuance of an addendum to all parties who received a solicitation package.

ii. The DSH reserves the right to reject all proposals. The DSH is not required to award an agreement.

iii. The DSH does not accept alternate contract language from a prospective contractor, unless offered through the Question and Answer period. A proposal with alternate contract language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. Proposers are hereby advised that proposals of alternate contract language or attempts to negotiate the state’s Terms and Conditions after the selection of a proposed awardee shall be considered a counter proposal for the purposes of this solicitation. In such a situation, the DSH shall notify the proposed awardee that they must accept the state’s language and terms as offered or be disqualified from being awarded a contract. Should a contractor fail to accept the language and terms offered, the DSH shall disqualify that vendor and award the contract to the next lowest Proposer and issue a revised Letter of Intent if applicable.

7. Technical Proposal Content

The Proposer shall provide a section in their proposal entitled “Technical Proposal” that addresses each section under the following headings in the order shown below:

i. Project Key Personnel

The Proposer must provide an organizational chart that clearly illustrates the key personnel proposed to deliver the services required for this proposed Agreement, their reporting structure, and relationships to the Proposer and/or any subcontractors, as well as the relationship and demarcation of responsibilities between the Proposer and any proposed subcontractors.

The Proposer must submit a list of all key personnel who will be working on the proposed project (“Key Personnel” is defined as individuals who will have the responsibility for the delivery of services outlined in Attachment 14, Sample Standard Agreement, Exhibit A, Scope of Work). This section shall describe Proposer’s projected staffing plan including:

• Title, role, and job description of all Key Personnel (including sub-contractors and consultants).

• Indication of what proportion of time each of these Key Personnel will spend on this project.

• Description of education, expertise, capabilities and credentials of Key Personnel.

• Resumes for all Key Personnel.

ii. Specific Experience

Proposers should include:

• A description of proven experience demonstrating the ability to respond to a variety of emergency and natural disaster situations that provide emergency intermediate operational facilities in an operational status upon arrival to a designated location determined by DSH.

• A description of demonstrated experience working with public hospital or health care organizations in a disaster or emergency environment.

• A description of delivery for public hospital and healthcare organizations of emergency preparedness support services such as review and consultation on existing business continuity or emergency response plans.

• A description of demonstrated experience with emergency communications to an organization’s staff upon declaration of a disaster/emergency.

• Ability to deliver services to a large geographical area/region that impacts multiple facilities. DSH is seeking the option/ability to activate two emergency intermediate operational facilities at one time, if the event requires this level of response.

iii. Technical Approach

Proposers shall submit a detailed technical proposal that describes how, if awarded an Agreement, the Proposer shall achieve the outcomes detailed in Attachment 14, Sample Standard Agreement, Exhibit A, Scope of Work (SOW), Section 5. Contractor Responsibilities beginning on page 41 in this RFP. The Technical Proposal must address, in the same order, all items in the Contractor Responsibilities section in the

SOW.

8. Cost Proposal Requirements

Refer to Exhibit A - Scope of Work (See Attachment 14) for details on tasks, deliverables, and milestones.

Use Attachment 5, Proposer’s Rate Sheet, to draft and submit your Cost Proposal.

IV. PROPOSAL EVALUATION AND AWARD

A. Review of Proposal Requirements:

1. Phase 1 – Administrative Evaluation

The DSH will conduct an administrative evaluation in accordance with the RFP requirements to determine a Proposer’s responsiveness and responsibility. Each proposal will be checked for completeness and/or absence of all required information and to ensure that the Proposer meets the minimum qualifications in conformance with the submission requirements. During evaluation period, if an item is unclear, or needs further clarification, Proposers may be requested to provide additional documentation. Proposals that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the Proposer, may be rejected.

a. Definitions of Responsive and Responsible Proposers

A responsive Proposer is one who submits a proposal that meets all of the submission requirements and minimum qualification requirements stated in the RFP.

A responsible supplier is one that is trustworthy and possesses the necessary quality, fitness, and capacity to satisfactorily perform the proposed work. Proposers who are determined to be not responsible or who submit non-responsive proposals shall have the proposals rejected.

b. Determining Responsive Proposers

i. Each proposal will first be reviewed to determine whether the Proposer is responsive.

This includes but is not limited to, ensuring that the proposal was received by the date and time specified; contains all the required documents; meets the minimum qualifications; meets the format requirements specified; and that there is no material deviation from the terms and conditions of the proposed contract.

ii. A non-responsive proposal is one that does not meet the requirements stated in the RFP, fails to provide all required documents/ attachments, or proposals that deviate substantially from requirements. A proposal that changes the terms and conditions of the RFP or the contract provisions will be considered a counterproposal and will be rejected as non-responsive.

c. Determining Responsible Proposers

ii. Responsive proposals shall be considered evidence of the Proposer’s responsibility.

The DSH reserves the right to reevaluate a Proposer’s responsibility prior to award and is in no way limited to submitted proposal packages in making a determination as to a Proposer’s responsibility. In determining whether a Proposer is responsible, the DSH may require Proposers to submit evidence of their qualifications at such times, and under such conditions, as it may require.

2. Phase 2 – Technical Proposal Evaluation

The DSH will conduct an evaluation of each proposal not rejected in Phase 1 by an Evaluation Committee consisting of DSH employees.

a. Rating Criterion Guidelines

i. After studying the RFP, each panel member will review each proposal and assign points for each criterion discussed below. The reviewers will then meet either in person or by teleconference to discuss in detail the strengths, weaknesses, and ratings of each proposal. After this discussion, reviewers will reach a single consensus score for each of the proposals submitted.

ii. The criteria in the Sample Score Sheet of this RFP will be used by reviewers evaluating proposals submitted in response to this RFP. In addition to what is stated below, in scoring the proposal, each criterion will be rated on the basis of completeness, responsiveness, clarity of response, and weighed in the context of its contribution to the end product.

(Sample Score Sheet begins on the next page)

SAMPLE SCORE SHEET

Minimum Qualifications Pass Fail A. Proof of Legal Right To Do Business:

A.1. Proposer has provided a copy of their license to do business in the State of California, (as applicable).

A.2. Proposer has signed to certify that they are and will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

A.3. Proposers which are corporations have provided a printout from the California Secretary of State website which shows that their corporation is currently in good standing.

B. References:

Proposer has provided three (3) letters of reference from customers as described in section II. MQ, Section B, References. At least one reference must be from a governmental entity, and IF the Proposer has provided services to the DSH during this timeframe, one of the references MUST be from a DSH contract manager.

C. Agreement to Sign:

The Proposer has certified that they understand the insurance requirements and, if awarded an agreement, shall sign and return two (2) originals of the Standard Agreement signature pages (Std.

213) and any required insurance documents as directed.

D. Experience:

D.1. Proposer submitted individual resumes of Key Personnel, showing their qualifications for this work.

D.2. Proposer submitted a statement representing the company’s history of experience and expertise in providing mobile units for disaster recovery/business continuity services to public hospitals or heath care organizations. This statement should demonstrate at least three (3) years of experience providing disaster response for hospital or health care organizations.

If Proposers pass all the Minimum Qualifications, their proposal will forward to be further evaluated and scored.

PROPOSER NAME: ________________________________________________________________

Pass

Yes No

Only those Proposers who Pass all Minimum Qualifications will have their proposals scored.

TECHNICAL PROPOSAL SCORING

Maximum

Points Possible

Points Awarded

A. PROPOSER’S KEY PERSONNEL: (Max 10 points)

1. Proposer has included sufficient information showing their staff have experience in emergency situations and are capable of performing the scope of services required, and as outline in Proposer’s response to this RFP.

• 10+ years of experience - 10 points

• 6-9 years of experience - 7 points

• 3-5 years of experience - 5 points

• 1-2 years of experience - 1 point

• Less than 1 year of experience - 0 points

B. PROPOSER’S EXPERIENCE: (Max 40 points)

1. Experience working with public hospitals or healthcare organizations during a disaster to complete the scope of services required, and as outline in Proposer’s response to this RFP.

• 10+ years of experience - 10 points

• 6-9 years of experience - 7 points

• 3-5 years of experience - 5 points

• 1-2 years of experience - 1 point

• Less than 1 year of experience - 0 points

2. Experience in providing mobile units for disaster response and business continuity operations to public hospitals and healthcare organizations:

• 10+ years of experience - 10 points

• 6-9 years of experience - 7 points

• 3-5 years of experience - 5 points

• 1-2 years of experience - 1 point

• Less than 1 year of experience - 0 points

3. Experience working with government entities, public hospitals and/or healthcare personnel in a variety of emergency environments.

• 10+ years of experience - 10 points

• 6-9 years of experience - 7 points

• 3-5 years of experience - 5 points

• 1-2 years of experience - 1 point

• Less than 1 year of experience – 0 points

4. Experience in delivering telecommunications, technology and power generation equipment to effectively manage a disaster event or testing scenario.

• 10+ years of experience - 10 points

• 6-9 years of experience - 7 points

• 3-5 years of experience - 5 points

• 1-2 years of experience - 1 point

• Less than 1 year of experience - 0 points

Total Possible Points for Key Personnel & Experience: 50 C. PROPOSER’S PLAN: (Max 180 points)

1. General Approach: Proposer has provided a plan for this project, with sufficient detail to demonstrate subject matter knowledge, and to show the ability to accomplish the aims of this project.

• Plan covers all aspects of the project in detail - 30 points

• Plan covers all aspects of the project but lacks detail - 20 points

• Plan covers most aspects of the project - 10 points

• Plan does not meet the aspects of the project - 0 points

2. Task A001: The Proposer is presenting demonstrated and proven methodology for coordinating facility operational preparedness and overall project management including project planning, emergency business continuity support and recovery.

• Methodology covers all aspects of the project in detail - 30 points

• Methodology covers all aspects of the project but lacks detail - 20 points

• Methodology covers most aspects of the project - 10 points

• Methodology does not meet the aspects of the project - 0 points

3. Task A002: The Proposer has presented the ability to provide Business Continuity Resources tailored specifically for the unique needs of DSH staff and patient population as specified in this RFP.

• Abilities covers all the unique DSH needs for the project in detail - 30 points

• Abilities covers all the unique DSH needs of the project but lacks detail - 20 points

• Abilities covers most of the unique DSH needs for the project - 10 points

• Abilities does not meet the unique needs of DSH for the project - 0 points

4. Task A003: The Proposer’s plan for the on-site presence of staff resources to support the facility and has provided evidence of ability and staff to support the DSH for at least 48 continuous hours upon declaration of disaster/emergency

• Plan covers all aspects of the project staffing in detail - 30 points

• Plan covers all aspects of the project staffing but lacks detail - 20 points

• Plan covers most aspects of the project staffing - 10 points

• Plan does not meet the aspects of the project staffing - 0 points

5. Task A004: The Proposer’s plan to implement the demobilization of the resources and has provided evidence of the staff capacity and a plan for the extraction of equipment and staff after an emergency

• Plan covers all aspects of the demobilization in detail - 30 points

• Plan covers all aspects of the demobilization but lacks detail - 20 points

• Plan covers most aspects of the demobilization - 10 points

• Plan does not meet the aspects of the demobilization - 0 points

6. Task A005: The Proposer’s yearly plan to provide DSH with two (2) separate fully functional tests/exercises (locations to be determined by DSH after contract award) of one emergency facility. Totaling six (6) tests/exercises over the three (3) year contract period.

• Plan covers these aspects of the project in detail - 30 points

• Plan covers these aspects of the project but lacks detail - 20 points

• Plan covers most of these aspects of the project - 10 points

• Plan does not meet these aspects of the project - 0 points

Total Possible Points for Technical Plan Approach 180 Total Possible Points for Technical Proposal Submission (Key Personnel & Experience

50 + Plan 180) 230

E. COST PROPOSAL:

Maximum

Points Possible

Points Awarded

Calculation Formula:

(Lowest Cost Proposal divided by other Proposer’s Cost Proposal) X 100 = Points Awarded

EXAMPLE: Proposer 1 = $40,000.00 Proposer 2 = $60,000.00 Proposer 3 = $80,000.00

Proposer 1: Lowest Cost Proposal = $40,000.00 = 100 points awarded

Proposer 2: Lowest Cost Proposal $40,000.00 = 0.67 X 100 points = 66.7 points Prop. 2 Cost Proposal $60,000.00

Proposer 3: Lowest Cost Proposal $40,000.00 = 0.50 X 100 points = 50 points Prop. 3 Cost Proposal $80,000.00

Total Points

Possible

B. False Statements Disclaimer:

i. Proposals that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the Proposer, may be rejected.

C. Intention to Award:

i. The DSH intends, if an award is made, to award to a single service provider based upon the highest-scored responsible Proposer in accordance with Section V, Preference and Incentive Programs. Proposers should submit proposals accordingly.

D. Breaking Tie Proposals:

i. In accordance with Government Code section 14838, subdivision (f), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the disabled veteran-owned small business or microbusiness shall be considered the lower Proposer for ranking purposes.

ii. In accordance with the California Code of Regulations, title 2, section 1896.6, if, after the application of the small business preference, the proposal of the small business is equal to the lowest priced proposal from a responsible non-small business, the small business shall be considered the lower Proposer for ranking purposes.

E. Award and Protest:

i. Notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

ii. If any Proposer, prior to the award of agreement, files a written protest with the Department of General Services (DGS) and the DSH, including the grounds that the (protesting) Proposer is highest-scored responsible Proposer, the agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter.

iii. Within five (5) days after filing the initial protest, the protesting Proposer shall file with the

DGS and the DSH a detailed written statement specifying the grounds for the protest. It is suggested that any protest be submitted by certified or registered mail.

iv. Submissions shall be made to:

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

OLSProtests@dgs.ca.gov

AND

Contracts Office

Attn: Radhika Singh Radhika.Singh@dsh.ca.gov

1215 O Street, MS-1

v. Protests may be sent by email, regular mail, facsimile, courier or personal delivery though it is suggested that submissions are made by certified or registered mail. Protestants should include their fax numbers, where applicable.

F. Disposition of Proposals:

i. Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code section 6250, et seq.) and subject to review by the public. Should a Proposer desire to keep any or all components of their response to this RFP confidential, the Proposer would need to obtain a protective order from a court of competent jurisdiction.

G. Tax Delinquency Disclaimer:

i. Pursuant to the Public Contract Code section 10295.4, persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the California Department of Tax and Fee Administration (CDTFA) are ineligible to enter into any agreement with the state for non-IT goods or services. Any agreement entered into in violation of section

10295.4 is void and unenforceable.

Prior to executing any state agreement or renewal for non-IT goods or services, the DSH shall verify that the proposed awardee(s) is not on a prohibited list by checking both the FTB and CDTFA websites. The established lists can be found at:

i. FTB: https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

ii. CDTFA: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm mailto:OLSProtests@dgs.ca.gov mailto:Radhika.Singh@dsh.ca.gov https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

V. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business Preference:

1. In accordance with Government Code section 14838, et seq. and California Code of

Regulations, title 2, section 1896, et seq., a five (5) percent preference will be granted to Proposers properly certified as a California Small Business (SB), Microbusiness (MB), or Non-Small Business (NSB) with a Small Business subcontracting for a minimum of 25% of the total dollars proposed. A five (5) percent preference will be granted to Proposers certified as a Non-Profit Veteran Service Agency in accordance with the Military and Veterans Code section 999.50. Applications must be on file at the Office of Small Business and Disabled Veteran Business Enterprise Certification by 5:00 p.m. on proposal opening day.

2. Small Business Preference Example (Single Award):

Proposer A Proposer B Proposer C Proposer Status NSB NSB w/ 25% SB

Preference Applicable? X X Original Proposal Score 120 points 118 points 115 points

Apparent High Score Proposal X Pref. Amount (5% of highest scoring proposal) 0 6 points 6 points

Revised Score 120 points 124 points 121 points Revised Highest Scoring Proposal X

Awarded Proposal (if all other conditions are met, and if award is made)

X

3. Explanation of Example:

After applying the preference, the highest scoring proposal belongs to Proposer C, which is a Small Business. Since both Proposer B and Proposer C claim a SB Preference, five (5) percent of Proposer A’s total points (highest score) are added to those of Proposer B and C. In the example above, five (5) percent of 120 is 6 points. Proposer B looks like the highest score, at 124 points. However, the preference cannot be used by a non-small business to displace a small business, so if all conditions are met, the award would be to Proposer C, who is an actual small business.

Note: Since the preferences are used only for computation purposes to determine the successful Proposer, if an agreement was awarded, it would have no effect on the dollar amount of the award.

B. Disabled Veteran Business Enterprise Program and Incentive:

1. The DSH hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement for this RFP.

2. An incentive for Proposers who include DVBE participation is available and encouraged for this RFP. For evaluation purposes only, the State shall apply an incentive to proposals that include California certified DVBE participation and confirmed by the DSH. The incentive amount will vary in conjunction with the percentage of DVBE participation in accordance with the following formula:

DVBE Incentive Participation DVBE Incentive 5% or Over 5 points

4% to 4.99% Inclusive 4 points 3% to 3.99% Inclusive 3 points 2% to 2.99% Inclusive 2 points 1% to 1.99% Inclusive 1 point

3. The proposal price of responsive proposals with a percentage of DVBE participation will have the appropriate points applied to the total point score. Points are applied for evaluation purposes only and will not alter actual proposal dollar amounts. If the #1 ranked (highest scoring), responsive, responsible proposal is a California certified small business, the only Proposers eligible for the incentive will be other California certified small businesses.

4. Information submitted by the Proposer to claim the DVBE incentive will be verified by the DSH. Only the DVBEs who shall perform a commercially useful function relevant to the Scope of Work included in this RFP may be used to qualify the Proposer for a DVBE incentive. All DVBE Proposers and their proposed subcontractors must submit a copy of the DVBE Declarations Form (Std. 843). See Attachment 12.

5. Disabled Veteran Business Enterprise Inventive Example (Single Award):

Proposer A Proposer B Proposer C Proposer Status NSB NSB w/ 3% DVBE

Incentive Applicable? X X Original Proposal Score 120 118 112

Apparent High Score Proposal X

Incentive Qualified 3% 5% Incent. Amount of points

(based on % of DVBE participation)

3 points 5 points

Revised Proposal 120 121 117 Revised Highest Scoring Proposer X

6. Explanation of Example:

The highest scoring Proposer, after technical evaluation, is Proposer A, which is a NSB not claiming a DVBE subcontracting incentive. Proposer B claims (and qualifies for) a DVBE incentive of three (3) percent. Proposer C is a DVBE, which qualifies them for the maximum incentive. The incentive is a point scale based on the proposer’s commitment to DVBE subcontracting, as a percentage of the total dollars proposed. See section 2 above for details.

Proposer A gets no incentive points added, as they have not committed to any DVBE subcontracting. Proposer B has committed to 3% DVBE subcontracting, therefore, 3 points are added to Proposer B’s score, resulting in a revised score of 121 points. Proposer C is a DVBE, so the maximum incentive of 5 points is added to Proposer C’s score, resulting in a revised total score of 117. After applying the incentive, Proposer B is now the revised apparent high scoring Proposer.

Note: Preferences are used only for computation purposes to determine the successful Proposer, the actual dollar amounts proposed will be used, if an agreement is awarded.

C. Calculation of Multiple Preferences:

1. In the event that Proposers qualify for the SB preference and/or the DVBE incentive, the SB preference shall be calculated first. In circumstances where the DSH will award a single agreement as a result of this solicitation, in accordance with Government Code section 14838, subdivision (f), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB Proposer is the apparent highest scored proposal, unless another SB Proposer is also a DVBE or has subcontracted with DVBE firms.

Note: in accordance with Government Code section 14838, subdivision (f), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the agreement shall be awarded to the disabled veteran-owned small business or microbusiness.

2. Example of the Calculation of Multiple Preferences:

Proposer A

Proposer B

Proposer C

Proposer D

Proposer Status NSB NSB w/ 25% DVBE SB SB Pref. Applicable? X X Original Total Score 120 99 103 100

Apparent High Scored Proposal X SB Pref. Amt. (5% of highest scored non-small Proposal) 0 points 6 points 0 points 6 points

Revised Score 120 105 103 106 Revised Highest Score X

DVBE Incentive Applicable? X Incentive Qualified 5%

Incent. Amt. (% of highest scored Proposal) 0 points 0 points 5 points 0 points

Revised Score 120 105 108 106 Revised Highest Score X

D. Other Preference Programs:

1. Additional preference programs exist and may be applicable. Specifically, the Target Area Contract Preference Act (TACPA). For information regarding these programs please see the following website: https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro- Accordion-List/Policy-Training-and-Customer-Service/Dispute-Resolution-Unit https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Dispute-Resolution-Unit https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Dispute-Resolution-Unit

E. Additional Small Business and Disabled Veteran Enterprise Information:

1. Adherence to the DVBE Requirements:

i. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the proposal or offer may be cause for agreement termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in Military & Veterans Code section 999.9; Public Contract Code section 10115.10 or Public Contract Code section 4110 (applies to public works only). Contractor must immediately notify the DSH’s SB/DVBE Advocate that the substitution of a DVBE subcontractor is requested.

ii. Failure of Contractor to adhere to the certification requirements of Military and Veterans Code section 999.5, subdivision (d) may be used as evidence of the Proposer’s non-responsibility in future solicitations.

2. Commercially Useful Function (CUF) Disclaimer

Each certified SB/MB or DVBE must perform a commercially useful function. Proposers who are found to not be performing a CUF will have their proposals deemed non-responsive. A SB/MB or DVBE is deemed to perform a commercially useful function when the business does all of the following:

i. Is responsible for the execution of a distinct element of the work of the agreement.

ii. Carries out its obligation by actually performing, managing, or supervising the work involved.

iii. Performs work that is normal for its business services and functions.

iv. Is responsible, with respect to products, inventories, materials, and supplies required for the agreement, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

v. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

Agreements resulting from this solicitation shall afterwards be monitored for compliance with CUF for the duration of the agreement.

VI. REQUIRED ATTACHMENTS

A. Listing of Attachments:

1. Refer to the following list for additional attachments that are a required part of this solicitation.

i. Attachment 1 Proposal Submission Checklist

ii. Attachment 2 Proposer’s Certification

iii. Attachment 3 Minimum Qualifications Response

iv. Attachment 4 Proposer’s Letters of Reference

v. Attachment 5 Proposer’s Rate Sheets

vi. Attachment 6 Proposer Declaration Form (GSPD-05-105)

vii. Attachment 7 Contractor Certification Clauses (CCC 04/2017)

viii. Attachment 8 Payee Data Record (Std. 204)

ix. Attachment 9 Insurance Certifications

x. Attachment 10 Darfur Contracting Act Certification (Only if applicable)

xi. Attachment 11 California Civil Rights Certification

xii. Attachment 12 DVBE Declaration Form (Std. 843)

xiii. Attachment 13 Technical Proposal Cover sheet

Note: Attachment 14 is included for reference only. Only the successful Proposer will submit these documents, when requested by the DSH.

xiv. Attachment 14 Sample Standard Agreement (Std. 213 and Exhibits)

ATTACHMENT 1

Proposal Submission Checklist

Complete this checklist to confirm the items in your proposal. For your proposal to be considered responsive, Attachments 1 through 11 in this checklist must be submitted by the Proposal Submittal Deadline indicated in this RFP. Include this checklist with your proposal package.

Proposer's Name: ____________________________________________________________________

Attachment Name of Attachment

______…