9-1-1 Call Processing Equipment (CPE).pdf

CDT OSTP Request For Proposal

Request For Proposal (RFP)

RFP 26-16743

PART 1 – BIDDER INSTRUCTIONS

FOR

9-1-1 Call Processing Equipment (CPE)

April 20, 2026

Issued by:

STATE OF CALIFORNIA

Governor's Office of Emergency Services 601 Sequoia Pacific Blvd. MS-911 Sacramento, 95811

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

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

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

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICERS

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.2.3. INTENT TO BID

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

2.3. KEY ACTION DATES

2.4. BIDDING STEPS

2.4.1. FINAL PHASE

2.4.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.4.3. DISPOSITION OF PROPOSALS

2.5. RULES GOVERNING COMPETITION

2.5.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.5.2. SOLICITATION DOCUMENTS

2.5.3. EXAMINATION OF THE WORK

2.5.4. EXCLUSION FOR CONFLICT OF INTEREST

2.5.5. CONFIDENTIALITY

2.5.6. ADDENDA

2.5.7. COST FOR DEVELOPING PROPOSAL

2.5.8. IRREVOCABLE OFFER

2.5.9. FALSE OR MISLEADING STATEMENTS

3. PROPOSAL REQUIREMENTS

3.1. PREQUALIFICATION REQUIREMENTS

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(EVAQ)(M)

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS

3.2. ADMINISTRATIVE REQUIREMENTS

3.2.1. COVER LETTER (M)

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.2.3. CONFIDENTIALITY STATEMENT (M)

3.2.4. ABILITY TO PERFORM

3.2.5. PRIMARY BIDDER

3.2.6. SUBCONTRACTORS

3.2.6.1. BIDDER DECLARATION FORM (M)

3.2.7. AMENDMENT

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION

3.2.9. GENERAL PROVISIONS

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE NOTIFICATION

3.2.11. STATEMENT OF WORK (M)

3.2.11.1. INSURANCE COVERAGE

3.2.12. PRODUCTIVE USE REQUIREMENTS

3.2.12.1. CUSTOMER IN-USE

3.2.12.1.1. CUSTOMER LIST FOR PRODUCTIVE USE

REQUIREMENTS

3.2.12.2. HARDWARE/EQUIPMENT

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M)

3.4. SOLUTION REQUIREMENTS

3.4.1. TECHNICAL REQUIREMENTS (M)

4. COST

4.1. COST WORKBOOKS (M)

4.2. SALES TAX

5. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

5.1. PREPARATION

5.2. COMPLETION OF PROPOSALS

5.3. DELIVERY OF SUBMITTALS

5.4. PROPOSAL CONTENT AND STRUCTURE

5.4.1. VOLUME 1: RESPONSE TO ADMINISTRATIVE AND TECHNICAL

REQUIREMENTS

5.4.2. VOLUME 2: COST

6. EVALUATION

6.1. EVALUATION TEAM

6.2. PROPOSAL EVALUATION

6.2.1. VALIDATION AGAINST REQUIREMENTS

6.2.2. ERRORS IN THE FINAL PROPOSAL

6.2.2.1. BIDDER RESPONSE CLARIFICATION

6.3. ADMINISTRATIVE EVALUATION

6.4. QUALIFICATION EVALUATION

6.4.1. BIDDER QUALIFICATIONS EVALUATION

6.5. COST EVALUATION

7. NEGOTIATIONS

7.1. PROCEEDING TO NEGOTIATIONS

7.2. NEGOTIATION INVITATION

7.3. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4. EVALUATION OF BAFO SUBMISSION

8. CONTRACT AWARD

9. DEBRIEFING

10. PROTESTS

10.1. AWARD PROTEST

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

ATTACHMENT 2: INTENT TO BID FORM

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: WORKERS' COMPENSATION CERTIFICATION

ATTACHMENT 9: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 10: CONFIDENTIALITY STATEMENT FORM (POST AWARD)

ATTACHMENT 11: ADVANCE NOTIFICATION FOR CUSTOMER PREMISE

EQUIPMENT (CPE) FUNDING

ATTACHMENT 12: BIDDER QUALIFICATIONS MATRIX

ATTACHMENT 13: CAL OES — PUBLIC SAFETY COMMISSION (TD 288)

ATTACHMENT 14: CPE SERVICE INVOICE TEMPLATE INSTRUCTIONS

ATTACHMENT 15: CPE SERVICE INVOICE TEMPLATE

ATTACHMENT 16: SAMPLE SOW TEMPLATE

ATTACHMENT 17: CONTRACTOR'S LICENSE INFORMATION (INSTALLATION

SERVICES ONLY)

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: TECHNICAL REQUIREMENTS

EXHIBIT C: COST WORKBOOKS

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026

1. INTRODUCTION

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

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

The following terms are used interchangeably throughout the solicitation documents: (1) “Contract” and “Agreement”; (2) “response” and “proposals”. For additional definitions, see Glossary of Terms in EXHIBIT

A: STATEMENT OF WORK.

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

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

The Bidder should refer to SECTION 2.4. BIDDING STEPS to understand the phases applicable to this solicitation and SECTION 6. EVALUATION to understand the evaluation process. It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

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

ACTION DATES .

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

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

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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

2.2. COMMUNICATIONS AND CONTACTS

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

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 OFFICERS

The Procurement Officers are the State’s designated authorized representatives regarding this procurement and are the sole point of contact.

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

Table X-1: Procurement Officers

DESCRIPTION CONTACT INFORMATION

Department Name:

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

Procurement Officer: Amrit Dhillon

Email: amrit.dhillon@state.ca.gov

Phone: +1 916-595-4259

Secondary Procurement Officer: Cristina Brinzei

Email: cristina.brinzei@state.ca.gov

Phone: +1 916-898-4619

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 http://www.caleprocure.ca.gov/

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

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

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

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

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

If a Bidder desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its proposal and disclosure exposes its proposal to other Bidders, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The Bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or the answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Bidder will be notified and may withdraw the question. If the question is not withdrawn, the question and response will not be confidentially maintained.

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

2.2.3. INTENT TO BID

Bidders that wish to participate in the solicitation should submit a completed ATTACHMENT 2: INTENT TO BID FORM by the date specified in SECTION 2.3. KEY ACTION DATES .

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

PROCUREMENT OFFICERS.

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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 https://sb.cityinnovate.com/account/solicitations/documents/44067#section-207751 designated contact person.

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

The Bidder must email the Procurement Officers by the due date specified in SECTION 2.3. KEY ACTION DATES , no more than two (2) contacts who will have access to the State's file-sharing site to electronically upload Bidder’s proposal. Once provided, an invitation to the State's file-sharing site will be sent to those individuals. It is the Bidder's responsibility to confirm receipt of the invitation with the Procurement Officers.

To obtain access to the File Sharing Site, Bidders must email a request to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICERS and sign and submit ATTACHMENT 6:

CONFIDENTIALITY STATEMENT FORM. The email should include the names, titles, phone numbers, and email addresses of no more than two (2) contacts.

Access to the file-sharing site will be granted within three (3) working days after receiving the email request and ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

Please refer to SECTION 5.3. DELIVERY OF SUBMITTALS for further instructions on how to submit your firm's proposal and instructions for the file-sharing site.

2.3. KEY ACTION DATES

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 proposal. Dates listed after the Bidder’s submission of proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time. Unless otherwise specified, all times are 1:00 PM Pacific Time.

Table X-1: Key Action Dates (KADs)

ITEM ACTION DATE AND TIME

1. Release of Pre-Solicitation March 16, 2026

2. Bidder's written feedback and request to meet with the State

March 30, 2026

3. Confidential Discussions with April 6, 2026 - April 10, 2026

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

ITEM ACTION DATE AND TIME

potential bidders via MS Teams

4. Release of Solicitation April 20, 2026

5. Last day to submit questions and request for changes prior to proposal using ATTACHMENT 1:

TEMPLATE FOR QUESTION

SUBMITTAL/REQUEST FOR

CHANGES

TBD

6. Submit:

ATTACHMENT 2: INTENT TO

BID FORM

and

ATTACHMENT 6:

CONFIDENTIALITY

STATEMENT FORM

TBD

7. Last Day for Bidders to request an invitation to the State's file-sharing site to submit a proposal (Refer to SECTION 5.3.

DELIVERY OF SUBMITTALS

SECTION 2.2.4. REQUEST

INVITATION TO STATE'S FILE-

SHARING SITE)

TBD

8 Last day to submit proposal and be deemed eVAQ approved by

OSTP.2

TBD

9. Proposal Evaluation Period TBD

10. Confidential Negotiations w/ Bidders

TBD

11. Estimated Contract Start Date TBD

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

1 Or five (5) working days following the last addendum that changes the requirements of the solicitation.

2 If Bidder does not have an approved eVAQ application on file with OSTP, it is recommended that Bidders allow a minimum of four weeks prior to proposal due date for the State to process and approve Bidder's eVAQ application.

2.4. BIDDING STEPS

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

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

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

Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation. Bidders must submit a pre-qualified Electronic Vendor Application of Qualifications (eVAQ) as detailed in SECTION 3.1.1. ELECTRONIC VENDOR

APPLICATION OF QUALIFICATIONS (EVAQ)(M) .

2.4.1. FINAL PHASE

The final phase consists of a proposal (Mandatory) and, if requested by the State, a Best and Final Offer

(BAFO).

The purpose of the final phase is to obtain proposals that are responsive in every respect. The proposal is a mandatory step for all Bidders; all other steps are optional unless otherwise stated in SECTION 2.3.

KEY ACTION DATES .

The proposal must be complete, and include all cost information, required signatures, contract changes issued by the State via an addendum and corrections made to those defects noted by the State in its review of the draft proposal, if any. Bidders that submitted proposals meeting the criteria identified in SECTION 7. NEGOTIATIONS, will be eligible to receive an invitation to negotiate with the State.

The State, at its sole discretion, may request a BAFO from those Bidders that participated in the Negotiation Process as identified in SECTION 7. NEGOTIATIONS.

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 https://sb.cityinnovate.com/account/solicitations/documents/44067#section-206346

2.4.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its proposal at any time prior to the proposal submission date by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with SECTION 3.2.1. COVER LETTER (M). The Bidder may thereafter submit a new or modified proposal prior to the submission date and time specified in SECTION 2.3. KEY ACTION DATES . Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, proposals cannot be changed after the deadline date and time designated for receipt, except as provided in the solicitation.

2.4.3. DISPOSITION OF PROPOSALS

All materials submitted in response to this solicitation will become the property of the State of California.

All phases of the proposal shall be retained for official files and will become a public record after the Notification of Award/Intent to Award is posted.

2.5. RULES GOVERNING COMPETITION

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

2.5.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

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

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

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

2.5.2. SOLICITATION DOCUMENTS

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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 https://sb.cityinnovate.com/account/solicitations/documents/44067#section-206331 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 Officers identified in SECTION 2.2.1.

PROCUREMENT OFFICERS, 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 proposals, and is awarded the Contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction. Modifications will be made by addenda issued pursuant to + ADDENDA | Q: Is the Agency/state entity releasing this solicitation under the provisions of PCC 6611 or 12100? | A: PCC 6611 .

2.5.3. EXAMINATION OF THE WORK

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

2.5.4. EXCLUSION FOR CONFLICT OF INTEREST

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

The Bidder must complete and submit ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM with its proposal.

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

2.5.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of Award/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 proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

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

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

2.5.6. ADDENDA

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

Addenda will be numbered consecutively and released to all Bidders via Cal eProcure.

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

SOLICITATION DOCUMENT .

2.5.7. COST FOR DEVELOPING PROPOSAL

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

2.5.8. IRREVOCABLE OFFER

Bidder’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than 180 calendar days following the Contract Award date specified in SECTION 2.3. KEY ACTION DATES . In the event of a delay in Contract Award, a Bidder may extend the expiration date of its firm

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions 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.

2.5.9. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be the basis for rejecting the Bidder's proposal. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this solicitation document, may be the basis for rejecting the Bidder’s proposal.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory proposal requirements that must be met in order to be considered responsive to this solicitation.

The documents that must be submitted with the Bidder’s proposal are noted as “Mandatory” “(M)”.

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

1. (M) Sections labeled as “Mandatory” or “M” are not negotiable. To be considered responsive to these requirements, all requirements identified as (M) must receive a response from the Bidder.

Failure to respond to any (M) requirements where indicated shall result in a “fail” and disqualification of the proposal.

3.1. PREQUALIFICATION REQUIREMENTS

This section details the requirements necessary for Bidders to qualify for contract award. Failure to complete or comply will disqualify Bidder(s) and the State will not move forward with evaluating the proposal, conducting negotiations and contract award. The State will not seek modifications or clarifications after proposal submission due date for any prequalification requirements.

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

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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

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 OSTP-approved eVAQ application on file prior to the Key Action Date for the Last day to submit proposal (refer to SECTION 2.3.

KEY ACTION DATES ) in order for your proposal to be accepted for evaluations.

The application can be accessed at https://cadtprod.service-now.com/vendor.

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

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

1. The eVAQ is a CDT OSTP-approved 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 Officers.

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS

The Contract awarded as a result of the solicitation shall incorporate by reference all the requirements of the solicitation and the terms and conditions of the eVAQ. The Bidder’s eVAQ shall remain in effect throughout the life of the Contract, including all optional years.

In the event there is inconsistent requirements between the solicitation and the Bidder's OSTP approved eVAQ documents, the solicitation documents shall take precedence.

3.2. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory and optional administrative requirements that must 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 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)(M) for more information.

3.2.1. COVER LETTER (M)

The Bidder must complete and submit ATTACHMENT 4: COVER LETTER FORM with their proposal.

A cover letter shall be considered an integral part of the proposal and any proposal 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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 https://cadtprod.service-now.com/vendor proposal may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

The draft proposal, if applicable, must also contain the cover letter, including the title of the person who will sign, but need not contain the signature.

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The Bidder must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. The Bidder must indicate its willingness and ability to satisfy these requirements by responding “Yes” in the “Bidder Agrees Yes/No” column. A “No” response to any of the mandatory administrative requirements may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

3.2.3. CONFIDENTIALITY STATEMENT (M)

The Bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM, for the Bidder’s company. The completed confidentiality statement must be submitted 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 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.

3.2.4. 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 quantity 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) working 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.

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

3.2.5. 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.

3.2.6. SUBCONTRACTORS

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

The Contractor shall not change subcontractor(s) if such changes conflict with the work to be performed under this Contract. 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) working 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 proposal 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 Contractor’s obligation to pay its subcontractors is independent of the State’s obligation to make payments to the Contractor. Contractor is solely responsible for any payments to or claims made by subcontractors. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.

3.2.6.1. BIDDER DECLARATION FORM (M)

The Bidder must complete and submit ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105, with its proposal. 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

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions substitution and it is incorporated, in writing. If the Bidder is not using subcontractors, the Bidder must still complete ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form, and submit it with its proposal. The form is available at:

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

3.2.7. AMENDMENT

Any Contract executed as a result of this solicitation may be amended consistent with the terms and conditions of the Contract and by mutual consent of both parties, subject to approval by the OSTP.

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION

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 Contractor continues to have the financial resources to sustain its operations during the term of the Contract.

3.2.9. GENERAL PROVISIONS

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the following:

• Telecommunications General Provisions (Revised and Effective 06/06/25) https://cadtprod.service-now.com/ sys_attachment.do?sys_id=a4438444c352ee90a096d7af0501311b&sysparm_viewer_table=kb_k nowledge&sysparm_viewer_id=b8238084c352ee90a096d7af050131c4

As a condition of submitting a response to this solicitation, the Bidder agrees to abide by all terms and conditions of the solicitation as written. The Bidder is advised that deviations from the State-approved Terms and Conditions may be the basis for rejection of the Bidder’s proposal.

The State may consider limited negotiations around its standard terms, including the General Provisions, during the negotiation phase of the solicitation. Any negotiation of the General Provisions shall be limited to those provisions of the General Provisions that explicitly allow for changes by adding terms and conditions to the Statement of Work. Any changes to the State’s standard terms, including the General Provisions, shall be at the sole and absolute discretion of the State.

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

State of California Governor's Office of Emergency Services

RFP 26-16743

Part 1 - Bidder Instructions

April 20, 2026 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://cadtprod.service-now.com/sys_attachment.do?sys_id=a4438444c352ee90a096d7af0501311b&sysparm_viewer_table=kb_knowledge&sysparm_viewer_id=b8238084c352ee90a096d7af050131c4 https://cadtprod.service-now.com/sys_attachment.do?sys_id=a4438444c352ee90a096d7af0501311b&sysparm_viewer_table=kb_knowledge&sysparm_viewer_id=b8238084c352ee90a096d7af050131c4 https://cadtprod.service-now.com/sys_attachment.do?sys_id=a4438444c352ee90a096d7af0501311b&sysparm_viewer_table=kb_knowledge&sysparm_viewer_id=b8238084c352ee90a096d7af050131c4

NOTIFICATION

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

Bidder must 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.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as 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.

The Bidder must complete and submit as part of the proposal response, ATTACHMENT 4: COVER LETTER FORM, notifying the State if it intends to provide or utilize GenAI by responding “Yes” or "No" in the “Bidder Agrees Yes/No” column.

3.2.11. STATEMENT OF WORK (M)

EXHIBIT 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 proposal.

Refer to Part 2, Bidder Response EXHIBIT A: STATEMENT OF WORK.

3.2.11.1. INSURANCE COVERAGE

In accordance to SECTION 24. Insurance Requirements, the Contractor must furnish insurance certificate(s) evidencing required insurance coverage acceptable to the State, including endorsements showing the State as an “additional insured” if required under the Contract. Any required endorsements requested by the State must be separately provided; merely referring to such coverage on the certificates(s) is insufficient for this purpose. When performing work on State-owned or controlled property, Contractor shall provide a waiver of subrogation in favor of the State for its workers’

State of California Governor's Office of Emergency Services

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April 20, 2026 https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence compensation policy.

The prime Contractor shall agree to furnish the State with satisfactory evidence of insurance within ten

(10) calendar days of Contract award.

3.2.12. PRODUCTIVE USE REQUIREMENTS

The productive use requirements protect the State from being an experimentalist for New On-Premise and New Cloud-based 9-1-1 Call Processing Equipment tools, services, and productivity solutions (“9-1-1 CPE Offerings”) having no record of proven consistent performance. The State will only accept proven 9-1-1 CPE Offerings.

The proposed 9-1-1 CPE Offerings must include only software, tools or services that are currently supported by its original manufacturer or developer for at least the time specified below. No 9-1-1 CPE Offerings may be proposed, specified, or employed if the original offerings or developer has announced an end to support. The productive use requirements defined in this section do not apply to any portion of the custom 9-1-1 CPE Offerings developed for the State or to modifications to custom 9-1-1 CPE Offerings that were developed for the State under this Contract prior to proposed submittal and throughout the Contract duration.

3.2.12.1. CUSTOMER IN-USE

The State requires each 9-1-1 CPE Offering to adhere to the following productive use requirements:

1. 9-1-1 CPE offering must have been installed, licensed, subscribed, or provided in productive use for at least 2 entity customers prior to final proposal submission;

2. Must have been paid for by entity customers external to the Bidder's organization;

3. Must be in use by each of the 2 paying entity customers for minimum of 3 years, and;

4. Must be provided for a contract value of more than $100,000 for each entity customer.

For the purposes of this requirement, “productive use” means that the 9-1-1 CPE offerings have been implemented in an operational business environment and used for legitimate business purposes beyond pilot, demonstration, proof-of-concept, or evaluation phases.

Design changes in required system control modules or in components critical to the processing requirements of the State's workload are also subject to the productive use requirement.

Increases or decreases in numbers of components or minor alteration in equipment, or minor modifications or updates to software, service or tool to provide improvements or features, to correct errors, to accommodate hardware changes or other similar modifications may be exempt from the productive use requirement at the sole discretion of CDT OSTP, if no changes in logic, architecture or

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Part 1 - Bidder Instructions design are involved.

3.2.12.1.1. CUSTOMER LIST FOR PRODUCTIVE USE REQUIREMENTS

The purpose of the Customer List for Productive Use Requirements is to provide the State with the option to verify the claims made in the proposal by the Proposer.

The Proposer must provide a Productive Use Customer List which indicates customers who presently have the proposed software, tool, or service installed, licensed, subscribed or provided, and operating.

The Productive Use Customer List must include: Customer Name, Project Name, and Name of software, tool or service, and the contact information (i.e. phone number and email). Customer Lists provided to CDT will be treated as confidential trade secret information pursuant to Government Code sections 7927.005, 7930.005, and 7930.205, and Evidence Code section 1060.

Additional supporting evidence of compliance with the productive use requirements may be requested at the discretion of CDT. Supporting evidence could include, but is not necessarily limited to, one (1) or more of the following:

1. Customer purchase order or Contract showing installation dates for subject software/equipment;

2. Acceptance document containing verification of installation by a paying customer;

3. Customer invoice for subject software/equipment, tool or service;

4. Shipping invoice or bill of lading;

5. Dated maintenance records;

6. Sworn notarized statement from an officer of the bidding firm and/or a paying customer;

7. State visit to the site of a paying customer.

The State will not consider exceptions to productive use requirements for this ITN.

3.2.12.2. HARDWARE/EQUIPMENT

All equipment offered must be new and the latest model in current production. Used, shopworn, refurbished, demonstrator, prototype, or discontinued models are not acceptable.

3.3. QUALIFICATION REQUIREMENTS

The Bidder is expected to have a proven record of success and be responsible for all aspects of the service, including any subcontractors and the project team.

The Bidder must meet the mandatory Bidder Qualification Requirements. Failure to meet any of the mandatory requirements may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

State of California Governor's Office of Emergency Services

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Part 1 - Bidder Instructions

3.3.1. BIDDER QUALIFICATIONS (M)

The Bidder must complete and submit as part of the proposal response, ATTACHMENT 12: BIDDER QUALIFICATIONS MATRIX, to confirm that the Bidder’s experience meets all the mandatory requirements identified in ATTACHMENT 12: BIDDER QUALIFICATIONS MATRIX, It is incumbent upon the Bidder to provide enough detail in proposal for the state to evaluate the Bidder’s ability to meet the requirements and perform the services as described in this solicitation. Refer to ATTACHMENT 12:

BIDDER QUALIFICATIONS MATRIX for further requirements and instructions.

Bidder may submit no more than two (2) projects to confirm that the Bidder as a firm possess the experience meeting the minimum mandatory qualifications specified. Bidder must complete the Bidder Qualifications Matrix, stating the qualifying project information to permit evaluation of the Bidder’s qualifications.

Bidder must specify the required experience in the space allotted for each qualification, showing projects used to qualify the Bidder's mandatory experience. The Cal OES may contact references provided (on the Bidder Qualifications Form) to verify the information. Any conflicting information may result in the bid being deemed non-responsive.

If a project end date or experience end date identified on the Bidder Qualification matrix exceed the due date for Submission of Responses, (due to being an ongoing project), then only credit for the experience acquired up to the due date for Submission of Responses will be given.

Specify Bidder’s firm name in the appropriate fields and provide the following for each qualification. Add or remove project rows as necessary.

• Reference Project Name and Description of How It Meets Qualification: Specify the project name and describe the experience as it pertains to meeting the qualification.

• Length of Experience: If length of experience is requested, the number of months of experience will be auto calculated on the spreadsheet.

NOTE: It is Bidder’s responsibility to ensure that all minimum qualification requirements are met and specified in the Bidder Qualifications Matrix. If the State is unable to determine the minimum years’ experience has been met, Bidder’s Proposal may be deemed non-responsive.

Unless stated otherwise, experience must have occurred within three (3) years prior to the solicitation due date for all projects and must have been completed in the United States of America. Points will be awarded based on desirable experience in accordance with SECTION 6. EVALUATION.

3.4. SOLUTION REQUIREMENTS

This section contains the technical requirements, as defined in EXHIBIT B: TECHNICAL

State of California Governor's Office of Emergency Services

RFP 26-16743

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REQUIREMENTS, pertaining to the proposed system that must be met in order to be considered responsive to this solicitation. In addition to meeting these requirements, the Bidder must adhere to

EXHIBIT A: STATEMENT OF WORK.

3.4.1. TECHNICAL REQUIREMENTS (M)

The Bidder must complete and submit as part of its proposal, EXHIBIT B: TECHNICAL REQUIREMENTS. The Bidder must indicate compliance and confirmation to each of the requirements by marking the box labeled “Yes” or “No.” A blank or “NO” answer in this column may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

The Bidder must not alter the structure or content of EXHIBIT B: TECHNICAL REQUIREMENTS.

Refer to SECTION 6. EVALUATION for details on how the requirements will be scored as part of the overall evaluation.

The State reserves the right to require a demonstration of any Solution Requirement the Bidder specifies will be met "Out of the Box."

4. COST

This section contains the cost requirements that must be met in order to be considered responsive to this solicitation. All proposed costs for all line items must be all-inclusive, thereby including the cost of any and all services required in this solicitation.

The intent is to structure the cost format in order to facilitate a straightforward comparison among all Bidders and foster competition to…