26YS0057_-_CalVet_RFI_-_Fire_Monitoring_Systems_Upgrade.pdf

STATE OF CALIFORNIA GAVIN NEWSOM, Governor

DEPARTMENT OF VETERANS AFFAIRS

Central Business Office 1227 O Street Sacramento, California 95814 Telephone: (916) 653-1405

Request for Information (RFI) RFI Number: 26YS0057

Project: Fire Monitoring System Upgrade Project

Location: Veterans Home of California – Yountville 100 California Drive Yountville, CA 94599

Release Date: July 07, 2026

1. Purpose

The California Department of Veterans Affairs (CalVet) is issuing this Request for Information (RFI) to gather information from qualified firms capable of designing, engineering, permitting, and installing a campus-wide fire alarm monitoring system upgrade at the Veterans Home of California – Yountville. This RFI is issued for planning purposes only and does not constitute a solicitation or obligate the State to award a contract.

2. Background

CalVet is evaluating the replacement and modernization of the existing campus-wide fire alarm monitoring network, including relocation of the central monitoring station, replacement of underground communication infrastructure, and associated design, engineering, permitting, installation, testing, and commissioning services while maintaining continuous fire alarm monitoring during construction.

3. Requested Information

Please provide narrative responses to the following questions.

Company Experience

1. Describe your company's experience designing, installing, and upgrading campus-wide fire alarm monitoring systems. Please include examples of similar projects completed within the last five years, including project size, location, and facility type.

2. Describe your experience performing work for State, local, or federal government agencies.

Please include relevant experience working in hospitals, skilled nursing facilities, intermediate care facilities, or other occupied healthcare campuses.

Technical Approach

3. Based on the information provided, what approach would you recommend for modernizing the existing fire alarm monitoring network for a campus of this size?

4. Some of the underground conduits do not follow a direct path between buildings, creating longer runs than would be expected. What alternatives or emerging technologies should CalVet consider when replacing underground communications infrastructure while improving redundancy, resiliency, and long-term maintainability? Please advise what measures would be recommended for improving system reliability and redundancy?

System Migration and Continuity of Operations

5. Describe how your firm would maintain minimal interruptions to fire alarm monitoring during installation and system cutover. How would the project be phased to prevent interruptions, and what temporary monitoring measures may be needed during construction?

6. What operational challenges should CalVet anticipate while performing this work within an active healthcare environment?

Design and Regulatory Requirements

7. Identify regulatory approvals, permits, and inspections that would likely be required for this project. Include any specific healthcare facility code requirements CalVet should consider during project planning. Please base your answers on the most current fire and life-safety codes.

8. Describe your experience coordinating and obtaining approvals from the California State Fire Marshal. Explain what permitting or inspection requirements your firm would anticipate when coordinating with the State Fire Marshal.

Licensing and Qualifications

9. What licenses, certifications, or manufacturer authorizations does your firm maintain related to fire alarm systems and monitoring equipment? What license classifications would be required to perform this work?

10. Do you utilize in-house engineering staff or subcontract engineering services?

Project Delivery and Procurement

11. What project delivery method would you recommend for this project and why? (Design-Build, Design-Bid-Build, CM at Risk, Other)

12. What information should CalVet include in a future solicitation to obtain the most accurate and competitive responses?

13. What evaluation criteria should CalVet consider when selecting a contractor for this type of project without identifying proprietary products or manufacturers?

Schedule

14. Based on similar projects, what is a reasonable project schedule from design through final acceptance? What activities typically have the greatest impact on project schedules, and what factors are most likely to increase project costs?

Lessons Learned and Recommendations

15. What are the most common challenges encountered during campus-wide fire alarm modernization projects, and what lessons has your firm learned from similar projects that would benefit CalVet during planning and procurement?

16. Are there any additional recommendations CalVet should consider before developing a formal solicitation?

17. Describe the warranty typically provided for installation work and installed equipment.

4. Site Visit

An optional site visit will be conducted for interested firms. Attendance is encouraged to provide additional project context but is not required to submit an RFI response. The site visit will be held at The Veterans Home of California at Yountville, 100 California Drive, Yountville, CA 94599, at the date and time listed below. Upon arrival, please sign in using the sign-in sheet provided.

Questions asked during the site visit will not receive official responses. All questions must be submitted in writing by the deadline identified in the Key Action Dates. Official responses will be issued to all interested parties.

5. Submission of Responses

a) Responses to this Request for Information (RFI) must be submitted electronically and received by the California Department of Veterans Affairs (CalVet) no later than the RFI Response Due Date identified in Section 6 – RFI Schedule.

b) Responses must be submitted via email to:

Mohammad.Sharif@calvet.ca.gov

c) The email submission shall be formatted as follows:

1. Subject Line

The subject line of the email shall read:

Response to CalVet RFI No. 26YS0057 – Fire Monitoring System Upgrade

2. Email Body

The body of the email shall read:

DO NOT OPEN

RFI No. 26YS0057 Fire Monitoring System Upgrade California Department of Veterans Affairs Central Business Office Attention: Mohammad Sharif

d) Responses shall be submitted in searchable PDF format unless otherwise specified in this RFI.

e) Respondents are solely responsible for ensuring that their responses are received by CalVet before the submission deadline. CalVet is not responsible for delays caused by email transmission issues or other technical problems.

f) Respondents may confirm receipt of their submission by contacting the Contract Analyst identified in Section 7 – Contact Information.

6. Key Action Dates

1. RFI Release Date: July 07, 2026

2. Mandatory Site Visit: July 14, 2:00 pm

3. Deadline to Submit Questions Regarding this RFI: July 17, 2026

4. CalVet Issues Responses to Vendor Questions: July 24, 2026

5. Response Due Date: July 31, 2026

7. Contact Information

Mohammad Sharif Central Business Office California Department of Veterans Affairs Email: Mohammad.Sharif@calvet.ca.gov

8. Important Information

This RFI is for planning purposes only. The State will not reimburse vendors for responding.

Responses may be subject to disclosure under the California Public Records Act.

Responses will not be scored or evaluated. Information received may be used solely for planning purposes in developing a future solicitation.

Participation in this RFI is voluntary. Responding to this RFI is not a prerequisite for participating in any future solicitation, nor will participation provide any competitive advantage or disadvantage.

9. Attachments

Attachment 1 – Campus Fire Alarm System Site Plan Attachment 2 – Campus Map Attachment 3 – State General Terms and Conditions

General Terms and Conditions (GTC 02/2025)

EXHIBIT C

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.

2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.

3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.

4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).

5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.

6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.

7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.

8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.

9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).

10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause.

Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.)

Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.

11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.

12. TIMELINESS: Time is of the essence in this Agreement.

13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.

14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.

15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.

a. The Government Code Chapter on Antitrust claims contains the following definitions:

1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.

2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550.

b. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

Government Code Section 4552.

c. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.

d. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. See Government Code Section 4554.

16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:

a. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and

b. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.

17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.

18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.

19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION

REPORTING REQUIREMENTS:

a. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved.

(Govt. Code § 14841.)

b. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)

20. LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).)

21. GENERATIVE AI DISCLOSURE OBLIGATIONS:

a. The following terms are in addition to the defined terms and shall apply to the Contract:

1) “Generative AI (GenAI)” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system's training data.

(Gov. Code § 11549.64.)

b. Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

c. Notification shall be provided to the State designee identified in this Contract.

d. At the direction of the State, Contractor shall discontinue the provision to the State of any previously unreported GenAI that results in a material impact to the functionality of the System, risk to the State, or Contract performance, as determined by the State.

e. If the use of previously undisclosed GenAI is approved by the State, then Contractor will update the Deliverable description, and the Parties will amend the Contract accordingly, which may include incorporating the GenAI Special Provisions into the Contract, at no additional cost to the State.

f. The State, at its sole discretion, may consider Contractor’s failure to disclose or discontinue the provision or use of GenAI as described above, to constitute a material breach of Contract when such failure results in a material impact to the functionality of the System, risk to the State, or Contract performance. The State is entitled to seek any and all remedies available to it under law as a result of such breach, including but not limited to termination of the contract.