Bid Notice-Access Control System Maintenance - Building _063.pdf

RFQ 25-306470 Page 1 of 37

Rev. 4.15.24

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – OFFICE OF BUSINESS AND ACQUISTION SERVICES

Request for Quotation

DUE DATE

September 17, 2026

SUPPLIER NAME AND ADDRESS BU #

SOLICITATION #

25-306470

DATE

09/17/2026

DELIVERY DATE

As Specified

PAGE

REQUISITION. NO.

AGENCY BILLING CODE

AGENCY PURCHASE EST NO.

F.O.B. DESTINATION UNLESS

BID STATES OTHERWISE

ARE YOU CLAIMING PREFERENCE

AS A CALIFORNIA CERTIFIED

SMALL BUSINESS?

YES ☐ NO ☐

IF YES, MANUFACTURER?

ARE YOU A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% SMALL

BUSINESS SUBCONTRACTOR

PREFERENCE?

SUPPLIER CONTACT:

PHONE:

SUPPLIER NUMBER:

____ % CASH DISCOUNT

FOR

PAYMENT WITHIN ____

DAYS

SEE REQUIRED PAYMENT

DATE OF THE GENERAL

PROVISIONS PARAGRAPH 30.

SHIP TO:

NAME (PRINT)

TITLE

FOR FURTHER INFORMATION, CONTACT:

PROCUREMENT OFFICIAL:

PHONE:

EMAIL:

SECTION 14835 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE

REQUIRES THAT A 5% PREFERENCE BE

GIVEN TO BIDDERS WHO QUALIFY AS A

SMALL BUSINESS OR BIDDERS WHO

QUALIFY AS A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% CALIFORNIA

CERTIFIED SMALL BUSINESS

PARTICIPATION. FOR REQUIREMENTS

SEE TITLE 2, CALIFORNIA CODE OF

REGULATIONS, SECTION 1896, ET SEQ.

THE REQUIREMENTS FOR NONPROFIT

VETERAN SERVICE AGENCIES

QUALIFYING AS A SMALL BUSINESS ARE

CONTAINED IN SECTION 999.50 ET SEQ.

OF THE MILITARY AND VETERANS

CODE.

SIGNATURE DATE

Return to:

Megan Sanchez Megan.Sanchez@dgs.ca.gov

(279) 946-8385

Bids shall be e-mailed.

EMAIL ADDRESS

TELEPHONE NUMBER FAX NUMBER

FEDERAL EMPLOYER IDENTIFICATION NUMBER

Bidder offers and agrees if this response is accepted within 45 calendar days from the date of opening to furnish all of the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified above and subject to the attached General Provisions.

DECLARATIONS UNDER PENALTY OF PERJURY: By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed has complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) the National Labor Relations Board declaration set forth in Paragraph 51 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct.

Solicitation 25-306470 is being conducted by the Department of General Services. Office of Business and Acquisition Services on behalf of the Department of General Services (DGS) Facilities Management Division for the purchase Access Control System Maintenance services offered reflected in the Statement of Work, Attachment 1 and Cost Worksheet, Attachment 2.

KEY ACTION DATES

Request for Quotation (RFQ) Release September 17, 2026 Non-Mandatory Walk-Through Date September 30, 2026, 10:00AM.

Last day to submit questions October 5, 2026 RFQ Due October 14, 2026

SOLICITATION

Solicitation is also referred to as an EVENT in Cal eProcure.

PROCUREMENT OFFICIAL

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

Bidders are directed to communicate with the Acquisition Analyst listed below to submit questions, deliver proposals, and submit all other formal correspondence regarding this procurement.

METHOD OF AWARD

RFQ 25-306470 Page 2 of 37

This solicitation shall be awarded on an "All or None" basis, by individual group, or by individual line item, whichever is deemed by the State to be in its best interest. The award will be made to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation. For a group to be considered for award, all items in the group must be bid.

In the event of a tie, a coin toss will be a permissible tiebreaker. Such event will be conducted by the procurement official and observed by a state employee as witness.

RESPONSIVE BIDDER

A supplier provides a bid response that is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract.

RESPONSIBLE BIDDER

A supplier who is responsible and submits a responsive bid is one who clearly indicates compliance without material deviation from the solicitation’s terms and conditions and who possesses the experience, facilities, reputation, financial resources and other factors existing at the time of contract award.

ADDITIONAL TERMS AND CONDITIONS

The state objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder.

This applies to any language appearing in documents attached as part of the bidder’s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bids with terms and conditions attached may be subject to rejection.

FINANCING

The State reserves the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Supplier will invoice the State, and the State will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the supplier on behalf of the State.

QUESTIONS REGARDING THE RFQ

Bidders requiring clarification of the intent or content of this RFQ or on procedural matters regarding the competitive RFQ process may request clarification by submitting questions by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), to Acquisition Analyst identified in this RFQ. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the bid due date.

Note: Answers to all questions will be posted via an Event/Solicitation Addendum

Acquisition Analyst: Megan Sanchez Email: Megan.Sanchez@dgs.ca.gov

REQUEST TO CHANGE REQUIREMENTS OF THE RFQ

Bidders may request to change requirements of the RFQ if the Bidder believes that one or more of the RFQ requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions. The Bidder shall submit recommended change(s) and facts substantiating the recommended change by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), in an email clearly marked “Request to Change Requirements of RFQ 25-306470” to the Acquisition Analyst and identified in this RFQ.

ATTACHMENTS

The following documents are attached, or attached by reference, and part of this solicitation:

1. Exhibit A - Statement of Work of twelve (12) pages; Includes Exhibit A, attachment 1 and 2.

2. Exhibit B – Attachment 1 - Cost Worksheet of four (4) pages.

RFQ 25-306470 Page 3 of 37

3. Bidder’s Instructions (GSPD-451) of six (6) pages, dated 11/09/2011** https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

4. Cloud Computing Service General Provisions of forty (44) pages, dated 02/20/2025** General Provisions – Cloud Computing Services GSPD-ITGP (Cloud)

5. Bidder Declaration Form (GSPD-05-105 REV 08/09) of two (2) pages** https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

6. California Disabled Veteran Business Enterprise (DVBE) Program Requirements of four (4) pages, dated 1-2022** (if applicable) https://www.dgs.ca.gov//media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirement s.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C%20

7. Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 09/2019** (if applicable) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

8. California Civil Rights Laws Certification, of one (1) page** (if applicable) https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS- LAWSATTACHMENT.ashx

9. Postconsumer-Content Certification Form (CalRecycle 74) of two (2) pages, dated 01/10** (if applicable) https://www.calrecycle.ca.gov/docs/cr/buyrecycled/stateagency/forms/calrecycle74.pdf

10. Payee Data Record (STD. 204) of two (2) pages** https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf

** These documents are incorporated by reference and located at the link provided.

PRICES

Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract.

For the purpose of this bid, only bids quoted F.O.B. Destination, Freight Prepaid, will be accepted. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract.

International shipments will be Delivered Duty Paid (DDP). Import Costs, duties, taxes, value added tax or any other transportation or customs costs will not be paid by the State unless expressly included and itemized in the Contract.

The sales tax rate applied should be based on the rate of the area where the product is to be delivered, unless the deliverable is a vehicle, in which case the sales tax rate applied should be based on the rate where the vehicle will be registered with the California Dept. of Motor Vehicles (DMV).

All freight charges over $50 require a supporting prepaid freight bill prior to freight payment.

CALIFORNIA SELLER’S PERMIT

Bidders must provide their California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by the California Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in Sections 6487, 7101 and Sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the CDTFA permit number in the space provided below (or attach a copy of the permit with your bid.)

For instructions on how to obtain a California Sellers Permit number or register to do business in the State of California, visit the California Department of Tax and Fee Administration website at www.cdtfa.ca.gov.

Retailer’s Seller’s Permit Number: __________________________________

POSTCONSUMER-CONTENT CERTIFICATION

State agencies are required to report purchases in many product categories. In order to comply with those requirements, bidders are required to complete and return the attached Postconsumer-Content Certification form (CalRecycle 74) with their bid response.

RFQ 25-306470 Page 4 of 37

BIDDER DECLARATION FORM

All bidders must complete the Bidder Declaration Form GSPD-05-105 and include it with the bid response.

When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract; this includes equipment manufacturers, equipment distributors and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime’s contract.

Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

If claiming the non-small business subcontractor preference, the form must list all the California small businesses with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837 (d)(4).

PROHIBITION ON TAX DELINQUENTS BIDDING (AB 1424)

Public Contract Code section 10295.4 provides that a state agency shall not enter into any contract for goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. This section applies to contracts executed on or after July 1, 2012. The Franchise Tax Board (FTB) and the California Department of Tax and Fee Administration (CDTFA) will post and periodically update lists of the 500 largest tax delinquencies on their websites as required by law. Starting on July 1, 2012 prior to executing contracts state agencies must check the FTB and CDTFA lists to ensure the proposed awardee/vendor is not on either list. If the proposed awardee is on either list, the bid may be considered non-responsive.

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

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/Offeror 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/Offeror of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

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.

CALIFORNIA CERTIFIED SMALL BUSINESS AND PREFERENCE(S) INFORMATION

SMALL BUSINESS PREFERENCES AND CERTIFICATION

Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

RFQ 25-306470 Page 5 of 37

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at

(916) 375-4940.

SMALL BUSINESS REGULATIONS

The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 9/09/04. The new regulations can be viewed at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx. Access the regulations by clicking on the “Small Business Regulations” in the right sidebar. For those without internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services (OSDS) at (916) 375-4940.

SMALL BUSINESS PARTICIPATION REPORTING REQUIREMENTS

Per Government Code 14841, if a contract/purchase order is awarded from this solicitation with a commitment from the prime bidder to achieve small business participation, the contractor must within sixty (60) days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) report to the awarding department the actual percentage of small business participation achieved.

NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California Certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). The required list of California certified small business subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE INFORMATION

DVBE PARTICIPATION REQUIREMENTS

The State has established a 3% goal for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. To be considered responsive, bidders must complete and return the Bidder Declaration GSPD-05- 105 (03/15), the DVBE Declarations, STD. 843 (5/2006), and signed, written confirmation (described below).

Failure to complete and submit all required forms with the bid, that fully document and meet the DVBE Program Requirement, may cause the bid to be rejected. This solicitation provides an incentive for DVBE participation, and the “California DVBE Program Requirements” packet includes information about the DVBE incentive.

Supplier agrees to provide verification, in a form agreed to by the state, that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract/purchase order, or with any subsequent amendment.

RFQ 25-306470 Page 6 of 37

DVBE COMPLIANCE AND VERIFICATION

Written Confirmation:

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, a written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. The written confirmation must include the solicitation number and be signed by the Bidder and DVBE subcontractor(s).

The written confirmation shall include but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE.

Failure to submit signed confirmations shall render the bid non-responsive. If further verification is necessary, the state will obtain additional information to verify compliance with the above requirements.

Disabled Veteran Business Enterprise Declarations (Std. 843):

Per the Military and Veterans Code Section 999.2, this form must be completed and signed by all disabled veteran owner(s) and disabled veteran manager(s) when a DVBE contractor or subcontractor will provide materials, suppliers, services or equipment. The completed form should be included with the bid response.

Should the form not be included with the IFB, contact the State contracting official or obtain a copy online from the Department of General Services, Procurement Division, Office of Small Business and DVBE Services (OSDS) website at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

At the State’s option prior to award, bidders may be required to submit additional written clarifying information.

Failure to submit the requested written information as specified may be grounds for bid rejection.

DVBE PARTICIPATION REPORTING REQUIREMENTS

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, upon completion of the awarded contract, the Contractor must certify to the awarding department all of the following:

The total amount the Contractor received under the contract.

The name and address of the DVBE that participated in the performance of the contract and the contract number.

The amount and percentage of work the Contractor committed to provide to one or more DVBE under the requirements of the contract and the amount each DVBE received from the Contractor.

That all payments under the contract have been made to the DVBE(s). Upon request by the awarding department, the Contractor shall provide proof of payment for the work.

STD 817 shall be used for Contractor’s certification and provided to the State’s Contract Administrator. STD 817 is located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

DVBE SUBCONTRACTOR SUBSTITUTION

The supplier understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran business Enterprise (DVBE) subcontractor(s) identified in their bid offer, per Military and Veterans Code section 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC section 999.9; Public Contract Code (PCC) section 10115.10.

RFQ 25-306470 Page 7 of 37

SPECIFICATION COMPLIANCE

The bidder must indicate below if the product or products offered on this bid complies in all respects with the Attachment 1, SOW.

YES_________ NO*_________

If the bidder has indicated that the product offered does not comply in all respects with the attached specifications, they are to list below, in detail, any and all deviations.

*If the product does not comply you may request modifications, revisions, or possible alternatives to be reviewed PRIOR to the bid submission date by submitting your request to the Procurement Official. Any deviations listed below may cause your bid to be deemed non-compliant.

LIST DEVIATIONS/SUBSTITUTIONS:

RESPONSE CHECKLIST

The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award:

Signed State of California – DGS Office of Business and Acquisition Services - solicitation document (with all fill-in spaces completed)

Cost Worksheet of one (1) page Bidder Declaration Form (GSPD-05-105 REV 03/15) of two (2) pages Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 05/2006 (if applicable) DVBE signed, written certification (if applicable) Postconsumer-Content Certification Form (CalRecycle 74) of two (2) pages, dated 1/10 Payee Data Record (Std. 204) California Civil Rights Laws Certification (if applicable) Seller Permit Information

Failure to return any of these items with your bid response may result in your bid being considered non-responsive.

Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the RFQ. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating bidders in compiling their final bid response. Bidders are encouraged to carefully read the entire RFQ. The need to verify all documentation and responses prior to the submission of final bids cannot be over emphasized.

BID SUBMISSION

E-mail bids are required for this solicitation and shall be sent to Megan.Sanchez@dgs.ca.gov. The state makes no warranty that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any other submission requirements. If there is a question regarding how to submit a bid, contact the Procurement Official listed on the first page of the solicitation document for assistance.

Note: Bidders must be registered in CaleProcure as a Vendor in order to receive an awarded PO without the risk of additional processing time. To award a PO to a bidder that is not registered in CaleProcure as a Vendor

RFQ 25-306470 Page 8 of 37 requires the upload of a Payee Data Record (STD. 204). For more information, go to:

https://caleprocure.ca.gov/pages/index.aspx

AWARD NOTIFICATION

If you would like to receive notification of the bid results and intended awardee, please include a “Notice of Intent to Award” request along with your submitted bid.

AWARD OF CONTRACT

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

PROTESTS

Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests can be emailed, mailed or delivered to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Email.: PDProtest@dgs.ca.gov

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

Facilities Management Division Access Control System Maintenance; Building #063

RFQ 25-306470; Page 9 of 37

SAMPLE AGREEMENT

RFQ 25-306470; Page 10 of 37

EXHIBIT A

SCOPE OF WORK

The State of California (State), Department of General Services (DGS), Facilities Management Division (FMD) manages, maintains and operates state buildings and grounds statewide, pursuant to Government Code Section 14685 (a), which authorizes DGS to establish rules and regulations for the government and maintenance of state buildings and grounds. FMD is procuring services for Access Control System, components, maintenance, and repairs on state property.

1. PROJECT SUMMARY

A. The Contractor shall provide all labor, equipment, and materials required to provide Access Control System and Components services for the equipment identified in Exhibit A, Attachment 1. Service shall include the following:

1. Preventive Maintenance

2. Software Licensing

3. Repairs

4. Technical Support Services

B. The services will be performed at the following location:

CA Natural Resources Agency Headquarters (Building #063) 715 P Street Sacramento, CA 95814

C. The rates specified in Exhibit B, Attachment 1, Cost Sheet, shall stay in effect for the entire Agreement term. Contractor was afforded the opportunity at the non-mandatory walk-through to examine work sites and specifications and investigate conditions, character and quality of surface, subsurface materials or obstacles and conditions that might be encountered. No additions or increases to the Agreement amount will be made due to conditions that existed at the walk-through.

D. The State anticipates a thirty-six (36) month term for this Agreement.

2. PROJECT REPRESENTATIVES

A. The Contract Representatives during the term of this Agreement will be:

Representatives FMD Contract Administrator Contractor’s Contract Administrator

Name and Title: TBE TBD

Address:

City, State, Zip:

Phone Number:

E-mail Address:

B. The State reserves the right to identify an FMD Designated Representative in the absence of the FMD Contract Administrator.

RFQ 25-306470; Page 11 of 37

C. Any changes in Contractor’s Contract Administrator must be immediately reported in writing to the FMD Contract Administrator or FMD Designated Representative.

3. QUALIFICATION REQUIREMENTS

A. Contractor must possess and maintain, at all times during the term of this

Agreement, a valid Class C-7, Low Voltage Systems license issued by the California Department of Consumer Affairs, Contractors State License Board.

B. Services on equipment shall be performed by Trained and Certified Service Technicians with the expertise of a CCure 9000 system. Contractor shall provide copies of Certifications upon request.

C. Technicians providing services must be regularly employed by the Contractor. Each individual should have sufficient experience to perform the services required of that position. In addition to other remedies, the State reserves the right to request alternative technicians if service is not satisfactory.

4. PERFORMANCE DETAILS

A. Contractor shall perform all services in accordance with California Code of

Regulations, Title 24, California Building Standards Code.

B. Contractor shall be responsible for supplying miscellaneous materials (i.e., grease, lubrications, gloves, etc.) incidental to service, including safety materials needed or required to perform service, at no additional charge to the State.

C. The State will not pay for fees not listed on Exhibit B, Attachment 1, Cost Sheet (i.e.

travel, freight, trip, tax, and/or fuel surcharges, etc.).

D. Any damage to existing facilities or structures resulting from this work shall be reported immediately to the FMD Contract Administrator or FMD Designated Representative and be repaired to the satisfaction of the FMD Contract Administrator or FMD Designated Representative at the Contractor’s expense and only with prior approval of the FMD Contract Administrator or FMD Designated Representative.

5. SERVICE DETAILS

A. Work Days, Hours and State Holidays

1. The State's normal business hours are: Monday through Friday, 8:00 a.m. to

5:00 p.m. (PT), excluding observed State holidays. All scheduled services under this Agreement shall be completed within normal business hours (unless approved in writing and in advance by the FMD Contract Administrator or FMD Designated Representative). Any unapproved hours of work will be considered performed at Contractor's own expense.

2. Contractor shall not be regularly scheduled for services on observed State holidays. Current observed State holidays are New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Farmworkers Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day.

RFQ 25-306470; Page 12 of 37

B. Scheduling of Work

1. After the Agreement has been approved, Contractor shall confer with the FMD

Contract Administrator or FMD Designated Representative in a start-up meeting.

2. Quarterly services shall be coordinated with the FMD Contract Administrator or Designated FMD Representative with the first quarterly service occurring no later than 45 calendar days from Agreement execution. Quarterly services thereafter shall be provided no more frequently than 75 calendar days from completion of the previous same quarterly service and as coordinated with the FMD Contract Administrator or FMD Designated Representative.

3. Annual services shall be coordinated with the FMD Contract Administrator or FMD Designated Representative with the first annual service occurring no later than 45 calendar days from Agreement execution. Annual services thereafter shall be provided no more frequently than 300 calendar days from completion of the previous same annual service and as coordinated with the FMD Contract

4. During the term of this Agreement, and notwithstanding the described hours and calendar schedule, the FMD Contract Administrator or FMD Designated Representative and Contractor shall mutually agree in writing to modify workdays or hours to reasonably accommodate the completion of work.

C. Building Security

1. The State shall have and exercise full and complete control over granting, denying, withholding or terminating building clearances for Contractor’s personnel.

2. Contractor’s staff shall check in with building security at building’s main entrance, where they are to provide a valid State of California issued identification and will be issued a temporary pass that will be returned at the end of each day.

Temporary pass shall be worn while performing services in the building and on building’s grounds.

3. All Contractor’s personnel shall notify the FMD Contract Administrator or FMD

Designated Representative upon arrival each day and sign-in and out on the FMD Maintenance Log Book daily.

4. Contractor’s staff shall be in a uniform (with a name-tag) that easily identifies them as Contractor’s staff.

5. Contractor shall be responsible for all costs incurred as a result of false fire alarms or other system alarms activated by Contractor’s negligence or that of its employees, material suppliers, and/or subcontractors.

D. Parking

The State does not provide parking, however, off-loading of equipment and materials may be performed at the building’s loading dock if permission is obtained in advance from the FMD Contract Administrator or FMD Designated Representative and sufficient space is available.

RFQ 25-306470; Page 13 of 37

E. Utilities

Water, electricity, elevator and restroom facilities are available free of charge while performing services associated with this Agreement. However, these facilities shall be kept clean at all times and are not to be used for anything other than their intended purpose.

F. Interference

Contractor shall make provisions to accomplish the work of this Agreement, without undue interference with the operations of the State, its tenants and visitors, or surrounding businesses and buildings.

G. Clean-Up

Contractor shall keep all work areas clean and free of debris. During progress of work and at the end of each workday, Contractor shall clean-up materials, remove from building location and discard appropriately and in accordance with any local or county ordinances. Any cleaning of equipment on State property requires the approval of the FMD Contract Administrator or FMD Designated Representative.

6. WORK DETAILS

Access control systems cannot be remotely accessed by the contractor. The access control systems for CA Natural Resources Agency Headquarters (Building #063) are not accessible remotely, as they are on standalone networks. All support and maintenance will be provided by the contractor onsite, with no remote access allowed.

The services the Contractor shall perform consists of, but is not limited to, the following:

A. Quarterly - Preventive Maintenance – Access Control System

Contractor shall perform the following:

1. Maintenance shall be performed on a time and material basis with written approval from the FMD Contract Administrator or designated FMD representative.

2. Inspect and Test the C-Cure 9000 Access Control Systems, ensure they maintain full operation status, according to manufacturer standards.

3. Evaluate the performance of the C-Cure 9000 access control system operating system, email a written report of the findings to the FMD Contract Administrator or FMD Designated Representative.

4. Inspect system software for proper operation, updates are current, ensure to have latest software version. This may include providing software patches, revisions and/or bug fixes to standard, and software license renewals.

5. Perform tests and inspect system interface cards, field panels, door interface cards, turnstile panel boards, elevator interface cards, input modules, intrusion.

RFQ 25-306470; Page 14 of 37

6. Inspect and test ACM input modules. Remove and replace if equipment is inoperable or failing.

7. Inspect and test elevator interface cards and input modules. If it is inoperable, or malfunctioning email a report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace the test elevator interface cards and input modules with the approval of the FMD Contract Administrator or FMD Designated Representative.

8. Inspect and test glass-break detectors. If equipment is inoperable, or malfunctioning email a report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace the glass-break detectors with the approval of the FMD Contract Administrator or FMD Designated Representative.

9. Inspect and test hold-up button(s). Remove and replace If equipment is inoperable or failing. Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

10. Inspect and test power supply. Remove and replace If it is inoperable or failing.

Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

11. Inspect batteries and brackets. Remove and replace as needed. Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

12. Inspect and test recessed door contacts. Remove and replace If equipment is inoperable or failing. Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

13. Inspect and test magnetic door contacts. Remove and replace If equipment is inoperable or failing. Contractor shall be paid at the Rate, specified in Exhibit B,

14. Inspect and test High Security Magnetic Switch. If equipment is inoperable, email a written report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with the approval of the FMD Contract

15. Inspect and test the iStar Ultra Controllers for proper operation. If equipment is inoperable or not displaying proper operation, email a written report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with the approval of the FMD Contract Administrator or FMD Designated Representative.

16. Inspect and test card readers and keypads for proper operation. If equipment is inoperable or not displaying proper operation, email a written report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with the approval of the FMD Contract Administrator or FMD Designated Representative. Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

RFQ 25-306470; Page 15 of 37

17. Inspect and test Badging Cameras. If equipment is inoperable, email a written report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with the approval of the FMD Contract Administrator or FMD Designated Representative. Contractor shall be paid at the Rate, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable Repair Services.

18. Inspect and test Badging printer. If equipment is inoperable, email a written report of the finding to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with the approval of the FMD Contract

19. Perform a system back-up and save the back-up files to external drive determined and provided by the contract FMD Contract Administrator or FMD Designated

20. Review activity reports and identify which parts have been found to be defective or failed. This information shall be emailed in a written report to the FMD Contract Administrator or FMD Designated Representative upon completion of service.

21. Equipment cabinets and/or housing must be kept clean, free of dust and debris.

22. Inspect and test CCure 900 Security and Event Management System. If equipment is inoperable, or malfunctioning, immediately email a report of the findings to the FMD Contract Administrator or FMD Designated Representative. Remove and replace with approval of the FMD Contract Administrator or FMD Designated

23. Inspect HID Fargo Ribbon & Cleaning Materials for the Fargo HDP5000. Remove and replace as needed. Contractor shall be paid at the Rate, specified in Exhibit B, B. Annual - Software Licensing

The State’s Software Support Agreement (SSA) for CCURE 9000 is active and current at the start of this contract term. If the SSA lapses at any time during the life of the agreement, the Contractor shall notify the FMD Contract Administrator immediately. In the event of an SSA lapse, the Contractor shall provide all applicable reinstatement costs and associated fees in accordance with Cost Sheet Table 2. The Contractor is responsible for including any potential SSA reinstatement costs in their bid pricing. The State will not separately bear or reimburse reinstatement charges outside of the costs submitted in Cost Sheet Table 2.

Contractor shall perform the following:

1. Contractor shall provide Software Support (C-CURE 9000) upon request from the

FMD Contract Administrator or the Designated FMD Representative.

2. Provide documentation to FMD Contract Administrator or the designated FMD Representative confirming software certifications and licenses for CC9000- RESA1 Annual SSA for C-Cure 9000 and CC9000-SCV-S C-Cure 9000 SSA for

RFQ 25-306470; Page 16 of 37

Salient Complete VMS. Salient Complete View Video Management Software shall not re-licensed or reconfigured in this contract.

3. Write a Structure Query Language (SQL) system reports and perform advanced level programming of CCure 9000 software (i.e. partitions, events, alarms, reports).

4. CCure Visitor Management and Web Portal support as needed.

5. Interface with intrusion alarm systems, turnstile equipment as needed.

6. Perform CCure 9000 system updates and patching as needed.

7. Trouble-shot software issues as needed.

8. Contractor shall replace the current CCURE Standalone on-site security access system software and provide and install a current Standalone on-site security access system and software.

9. Security Access System shall be a Stand-Alone System and shall have a Local

Area Network (LAN) with no remote access or connections to any other networks. All support maintenance shall be performed onsite.

C. The FMD Contract Administrator or FMD Designated Representative reserves the right to increase or decrease preventive maintenance services, or to decrease the scheduled number of services, should equipment be added or old equipment become obsolete.

D. Preventive Maintenance shall be paid by the State at the Contractor’s rates specified in Exhibit B, Attachment 1, Cost Sheet, Table 1, Preventive Maintenance.

7. REPAIR SERVICES

A. Contractor shall provide repair services required to keep the equipment fully operational in accordance with the manufacturer’s standards.

B. Foreseeable Repairs shall be paid by the State at the Contractor’s Repair Service- Hourly Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 3, Foreseeable

C. Unforeseeable Repairs shall be paid by the State at the Contractor’s Repair Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 4, Unforeseeable Repair Services.

D. Contractor shall respond to requests for repair service within one (1) business day of notification by the FMD Contract Administrator or FMD Designated Representative.

E. Contractor shall make every attempt to complete repairs the same business day.

When a part(s) must be ordered that will delay completion of repairs the same working day, Contractor shall inform the FMD Contract Administrator or FMD Designated Representative immediately.

RFQ 25-306470; Page 17 of 37

8. EMERGENCY REPAIR SERVICES

A. Contractor shall provide any necessary emergency repair services upon request from the FMD Contract Administrator or FMD Designated Representative.

B. Contractor must respond to requests for emergency repair services within two (2) hours of notification by the FMD Contract Administrator or FMD Designated

C. When possible, emergency repairs shall be performed during normal business hours as specified herein.

D. The FMD Contract Administrator or FMD Designated Representative may, at their discretion, allow access to the equipment outside of normal business hours when necessary.

E. Emergency services provided by the Contractor, shall be charged at the Contractor’s

Emergency Repair Service-Hourly Rates, specified in Exhibit B, Attachment 1, Cost Sheet, Table 4, Unforeseeable Repair Services.

F. When calculating Emergency Repair costs relative to Foreseeable Repairs, the hourly rate shall be as identified in Exhibit B, Attachment 1, Table 4, Unforeseeable Repair Services. All other costs shall be billed consistent with Table 3, Foreseeable

G. Any emergency repair services provided shall be completed on the same business day. When a part(s) must be ordered that will delay completion of repairs on the same business day, Contractor shall inform the FMD Contract Administrator or FMD

9. PARTS REPLACEMENT

A. This Agreement shall include replacement of any parts found to be worn, inoperable, or that otherwise affects the equipment’s operability in any way.

B. All replacement parts require a receipt when invoicing the State and will be reimbursed as specified in Exhibit B, Attachment 1, Cost Sheet.

C. Parts replaced by the Contractor under this Agreement shall be new, factory manufactured, or equivalent to manufacturer’s standards.

D. Contractor agrees to maintain an adequate supply and/or be able to obtain within 48 hours, or as specified by the FMD Contract Administrator or FMD Designated Representative, any necessary replacement parts in order to perform repairs and maintenance in a timely manner. When replacement parts are not available within 48 hours, Contractor shall inform the FMD Contract Administrator or FMD

E. Replaced parts become the property of the State.

RFQ 25-306470; Page 18 of 37

10. WORK ORDER

A. Contractor shall submit a written estimate for repair and emergency repair services to the FMD Contract Administrator or FMD Designated Representative and receive an approved Work Order, before performing repair services. Exhibit A, Attachment 2, Sample Work Order is included for reference.

B. Contractor shall notify and submit a written estimate of required part(s) to the FMD

Contract Administrator or FMD Designated Representative and receive an approved work order, before ordering or replacement of part(s). Exhibit A, Attachment 2, Sample Work Order is included for reference.

C. In the case of conflict between the rates identified on Exhibit B, Attachment 1, Cost

Sheet and the rates identified on the Work Order, the Cost Sheet shall prevail.

11. TECHNICAL SUPPORT SERVICES

A. The Contractor shall perform services onsite at the building location of the C-Cure 9000 Access Control System…