BOE IT Modernization (BOEM)_1.pdf

Request For Proposal (RFP)

2026-11001

PART 1 – BIDDER INSTRUCTIONS

FOR

STATE TAX ADMINISTRATION RECORD SYSTEM (STARS) SOLUTION

June 5, 2026

Issued by:

STATE OF CALIFORNIA

State Board of Equalization

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 to the solicitation.

Part 2 of the solicitation contains all forms a Bidder must complete and return with its proposal, including the Statement of Work (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 Officer of this solicitation remain the official version. In the event of any inconsistency between the Bidder’s versions, articles, attachments, specifications, or provisions, the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. BACKGROUND

1.3. TERM OF CONTRACT

1.4. CURRENT AND PROPOSED ENVIRONMENTS

1.4.1. CURRENT ENVIRONMENT

1.4.2. PROPOSED ENVIRONMENT

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICER

2.2.2. QUESTIONS REGARDING THE SOLICITATION

2.2.3. INTENT TO BID

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

2.2.5. BIDDERS' LIBRARY

2.3. KEY ACTION DATES

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. BONDS

2.4.7. JOINT BIDS

2.4.8. ADDENDA

2.4.9. COST FOR DEVELOPING PROPOSAL

2.4.10. SIGNATURE OF PROPOSAL

2.4.11. IRREVOCABLE OFFER

2.4.12. FALSE OR MISLEADING STATEMENTS

2.5. BIDDING STEPS

2.5.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(EVAQ)(M)

2.5.2. NEGOTIATIONS

2.5.3. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.4. DISPOSITION OF PROPOSALS

2.5.5. FINAL PHASE

3. PROPOSAL REQUIREMENTS

3.1. PREQUALIFICATION REQUIREMENTS

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(EVAQ)

3.2. ADMINISTRATIVE REQUIREMENTS

3.2.1. COVER LETTER (M)

3.2.2. ADMINISTRATION 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. INCORPORATION OF EVAQ REQUIREMENTS AND

REQUIREMENTS

3.2.10. GENERAL PROVISIONS

3.2.11. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE NOTIFICATION

3.2.12. STATEMENT OF WORK

3.2.12.1. INSURANCE COVERAGE

3.2.13. PRODUCTIVE USE REQUIREMENTS

3.2.13.1. CUSTOMER IN-USE

3.2.13.2. HARDWARE/EQUIPMENT

3.2.13.3. OPEN SOURCE SOFTWARE REQUIREMENTS

3.2.14. SOCIOECONOMIC PROGRAMS

3.2.14.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

(M)

3.2.14.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM (O)

3.2.14.2.1. DVBE INCENTIVE (O)

3.2.14.3. SMALL BUSINESS PREFERENCE (O)

3.2.14.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

(O)

3.2.14.5. COMMERCIALLY USEFUL FUNCTION (M, if applicable)

3.2.14.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O)

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M)

3.3.2. BIDDER REFERENCES (M)(MS)

3.3.3. KEY STAFF QUALIFICATIONS (M)(MS)

3.3.3.1. FULL-TIME/PART-TIME MONTH EQUIVALENTS DEFINITION

3.3.4. KEY STAFF REFERENCES (M)(MS)

3.4. SOLUTION REQUIREMENTS

3.4.1. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS (M)(MS)

3.4.2. DELIVERABLES AND MILESTONES TABLE (M)

3.4.3. NARRATIVE REQUIREMENTS (MS)

4. COST

4.1. COST WORKBOOK (MS)

4.2. COST WORKBOOK INSTRUCTIONS

4.3. 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 PROPOSAL

6.2.2.1. BIDDER RESPONSE CLARIFICATION

6.3. NON COST EVALUATION

6.3.1. ADMINISTRATIVE EVALUATION

6.3.2. QUALIFICATION EVALUATION

6.3.2.1. BIDDER QUALIFICATIONS EVALUATION

6.3.2.2. BIDDER REFERENCES EVALUATION

6.3.2.3. KEY STAFF QUALIFICATIONS EVALUATION

6.3.2.4. KEY STAFF REFERENCES EVALUATION

6.3.3. SOLUTION REQUIREMENTS EVALUATION

6.3.3.1. FUNCTIONAL AND NON-FUNCTIONAL EVALUATION

6.3.3.2. DELIVERABLES AND MILESTONES EVALUATION

6.3.3.3. NARRATIVE EVALUATION

6.3.4. CALCULATE BIDDER PROPOSAL NON-COST SCORE

6.4. COST EVALUATION

6.4.1. COST SCORE CALCULATION

6.5. SOCIOECONOMIC PROGRAMS EVALUATION

6.5.1. DVBE INCENTIVE EVALUATION

6.5.2. SMALL BUSINESS PREFERENCE EVALUATION

6.6. BIDDER FINAL SCORE CALCULATION

6.7. PROPOSAL RANK DETERMINATION

6.8. SUBMISSION OF AMENDED FINAL PROPOSAL(S)

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 OF AWARD

PART 2 - BIDDER RESPONSE

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT C: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EXHIBIT D: DELIVERABLES AND MILESTONES TABLE

EXHIBIT E: COST WORKBOOK

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

ATTACHMENT 2: INTENT TO BID FORM

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM

1. CONTRACT DISCLOSURE

ATTACHMENT 4: COVER LETTER

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM ... 96

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: WORKERS' COMPENSATION CERTIFICATION

ATTACHMENT 9: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 10: DVBE DECLARATIONS

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 12: BIDDER QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 13: BIDDER QUALIFICATIONS FORM

ATTACHMENT 14: BIDDER REFERENCE FORM

ATTACHMENT 15: KEY STAFF QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 15.1: PROJECT MANAGER KEY STAFF QUALIFICATIONS

FORM

ATTACHMENT 15.2: TECHNICAL LEAD KEY STAFF QUALIFICATIONS

FORM

ATTACHMENT 16: KEY STAFF REFERENCE FORM

ATTACHMENT 17: NARRATIVE RESPONSE

ATTACHMENT 18: KEY STAFF REPLACEMENT FORM

ATTACHMENT 19: WORK ORDER AUTHORIZATION FORM

ATTACHMENT 20: WORK ORDER AUTHORIZATION ACCEPTANCE FORM

ATTACHMENT 21: DELIVERABLE EXPECTATION DOCUMENT

ATTACHMENT 22: DELIVERABLE ACCEPTANCE DOCUMENT

ATTACHMENT 23: GLOSSARY OF TERMS

RFP

PART 1 - BIDDER INSTRUCTIONS

1. INTRODUCTION

On behalf of the State Board of Equalization (BOE), 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.

Pursuant to Government (Gov.) Code section 15570.28, the California Department of Tax and Fee Administration (CDTFA) shall provide BOE with administrative services relevant to this Contract. The CDTFA and BOE collectively shall be referred to as the “State”. The BOE and Contractor shall be referred to as the “Parties”.

This solicitation contains the instructions governing the requirements for fixed price deliverable-based proposals to be submitted by Bidders, the required format and materials Bidders must follow when responding to this solicitation, the requirements Bidders must meet to be eligible for consideration, and 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 ATTACHMENT 23:

GLOSSARY OF TERMS.

1.1. PURPOSE

The purpose of this Request For Proposal (hereinafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide the State with Cloud-based, fully integrated tax administration system (hereinafter referred to as "STARS").

The Contract Award, if made, will be to a single Bidder to design, develop, and implement (DD&I) the STARS solution (hereinafter referred to as “the Solution”) in accordance with the methodology defined in

SECTION 6. EVALUATION.

1.2. BACKGROUND

Created in 1879 by a constitutional amendment, the BOE was initially responsible for ensuring that county property tax assessment practices are equal and uniform throughout California. Today, the BOE is constitutionally and statutorily responsible for the oversight of California's property tax system, as well as the Alcoholic Beverage Tax and the Tax on Insurers. By statutory mandate, the CDTFA, a separate government entity, provides administrative services to BOE, including Information Technology services.

State of California State Board of Equalization

RFP 2026-11001

CDT STP Request For Proposal https://sb.cityinnovate.com/account/solicitations/documents/44086

This SOW defines the tasks needed to design, develop, implement, and maintain the STARS Solution.

The SOW also establishes the State’s and the Bidder’s responsibilities for completing these tasks during the term of the Contract.

1.3. TERM OF CONTRACT

Effective upon approval of CDT, Office of Statewide Technology Procurement (OSTP), the base term of the Contract is two (2) years.

The State, at its sole discretion, may exercise its option to execute one (1), one (1) year extension for a maximum Contract term of three (3) years (includes Base Contract term plus optional extension). Should the State choose to exercise the optional extension, the Bidder will be notified in writing by the State at least 120 days in advance of the commencement of the option period. The extension will be effective upon execution by the Parties and approval by the CDT-OSTP.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Agreement prior to the effective date of the contract. Any delivery of goods or performance of services by the Contractor that is commenced prior to the effective date shall be at no cost to the State.

The State is not obligated to use any or all of these options. The Agreement is of no effect unless approved by CDT and no work shall begin before full execution of the Agreement.

1.4. CURRENT AND PROPOSED ENVIRONMENTS

1.4.1. CURRENT ENVIRONMENT

The State-Assessed Board Roll process runs annually from March 1st to July 31st, with two (2) BOE teams (real property appraisers and auditor-appraisers) working simultaneously on their areas of expertise to produce the roll. BOE’s real property appraisers utilize the mainframe throughout the year to input data on active land parcels valued annually. Between March 1st and July 31st, the real property appraisers have their permissions altered to ‘read-only’ to allow the auditor-appraisers to complete their portion of the Board Roll. During this period, the real property appraisers must enter their work product for active land parcel appraisals in a "holding” area of the mainframe, which is later uploaded to the primary mainframe screens on August 1st.

By March 1st of each year, all state assessees (taxpayers) file a paper property return containing financial data and information on multiple schedules, including a land change form. A typical return filed is 20-30 pages. However, some taxpayers’ returns are a few hundred pages. For months, up to 50% of staff time is spent by BOE’s auditor-appraisers manually entering the financial return data and information into a series of BOE-developed spreadsheet templates. At the same time, BOE’s real property appraisers manually enter data from the tax return land change forms into the mainframe.

State of California State Board of Equalization

The current process requires multiple interactions between the mainframe and BOE prepared spreadsheets to produce a final total value for each taxpayer, which is then allocated to the counties in which the properties are located. For additional information regarding the business and technical process flow, State-Assessed Property Division (SAPD) technical process flow is as follows:

1. TheTaxpayer tax return data is manually entered into BOE spreadsheets.

2. BOE land values are extracted from the mainframe and added to the BOE spreadsheets.

3. The Taxpayer's business property values and land values are combined to obtain the total value of each taxpayer’s property.

4. The taxpayer's tangible property data is uploaded (one taxpayer at a time) to the mainframe.

5. Each taxpayer's Allocation Factor is calculated on individual spreadsheets using data printed from the mainframe (the numbers can only be calculated, and then revealed or seen by printing).

6. Each Allocation Factor is manually entered into the mainframe. (Note: For the five (5) largest

Taxpayers, BOE calculates dozens of allocation factors, which are uploaded to the mainframe; for all other taxpayers, a single allocation factor is calculated and manually entered.)

7. Total Taxpayer Unitary Value (nonunitary property does not go through this allocation process) is multiplied by the Final Allocation Factor(s) to determine the Taxpayer assessed values allocated to each county.

8. Final allocated values are stored in the mainframe.

9. Once the final values are adopted (approved) by the elected Board, an assessment roll (Roll) is generated by the mainframe.

10. The Roll is broken into 58 parts (one for each county in CA) and each part is transmitted to the appropriate county auditor-controller's office (currently the Roll is transmitted in paper and .txt format via email).

11. The Roll is kept in hard copy (paper) form by BOE and any changes to it are made by hand.

1.4.2. PROPOSED ENVIRONMENT

This section is intended to present an overview of the proposed system and as such will not specify any detailed technical requirements. A more detailed description of the proposed environment and overall project requirements for STARS are included in EXHIBIT A: STATEMENT OF WORK. Details of the solicitation requirements are included in EXHIBIT C: FUNCTIONAL AND NON-FUNCTIONAL

REQUIREMENTS.

The State is seeking a Contractor to set up an enterprise cloud hybrid solution comprising MOTS (Modifiable Off-the-Shelf), COTS (Commercial Off-the-Shelf), and custom software to create a fully integrated tax administration system. The Contractor shall include a combination of COTS, MOTS, and custom software coding to implement the STARS solution. The amount of code editing and modification required for the MOTS or COTS software modules is at the Contractor's discretion. Custom software coding will be needed where MOTS or COTS software cannot satisfy the project requirements to deliver

State of California State Board of Equalization the BOE solution in full, as illustrated:

Figure 1.4.2-1: Conceptual Fully Integrated STARS Solution

The new proposed system will comprise the following functional blocks to perform key functions for the tax administration:

Table 1.4.2-1: Functional Blocks

Functional Block Intended High-Level Purpose

Assessee/Customer e-File Web Portal

• Assessee/Customer service web account to do BOE business

• Provide an easy means to file tax schedules and forms via uploads or manual entry

State of California State Board of Equalization

Functional Block Intended High-Level Purpose

Board Roll and PRC valuation and tax computation per Industry Type by business rules

• Perform tax and valuation computations as the assessee files their tax schedules and forms

Case Management

• Provide better service for the assessee account

• Research the assessee account as needed for business purposes

• Send communications to the assessee

Going Paperless, Mass Paper Mailing, and e-Mailing

• Reduce paper in the tax filing process

• Reduce USPS paper letter mailing

• Save postage, paper, and printing expenses

Data Governance Implementation

• Facilitate Data Migration

• Guide Data Validation & Cleansing

• Metadata Strategy Implementation

• Institute Data Catalog

• Implement BOE Data Policy

Ad hoc Report Generation and Dashboarding (tasks and workflows)

• Generate the tax “Board Roll”

• Create reports

• Create letters

• Track tasks and workflow progress

• Dashboard BOE KPI's (Key Performance Indicators)

Architected Centralized Storage

• Provide a centralized data and file storage of all of the BOE tax administration needs

• Be able to search for any account data needed

• Have scalable storage

Broadband Connectivity for Real Property Field Work

• Provide a convenient means for BOE field auditors and appraisers to upload land pictures and notes via their cellular phones to the STARS solution for the account

Appraisals/Audits Efficiencies

• Speed up audit and appraisal work

• Improve accuracy (reduce errors)

• Manage audit and appraisal assignments and respective property parcels

• Create a new Parcel/Map "Indexing/grouping"

System Into Work Assignments

State of California State Board of Equalization

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of the ADA, it is the policy of the State of California to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing a reasonable accommodation to participate in the procurement process or for persons having questions regarding reasonable accommodations of the procurement process, potential Bidders may contact the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICER. You may also contact the State of California at the telephone numbers listed below.

Important: To ensure that we can meet your needs, it is best that we receive your request for reasonable accommodations at least ten (10) working days prior to the scheduled event, e.g., meeting, conference, workshop, etc., or deadline due date for procurement documents.

Table 1.5-1: The California Relay Service Telephone Numbers

RELAY SERVICE DESCRIPTION LANGUAGE TELEPHONE NUMBER

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

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

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 invitation to negotiation.

The Bidder should refer to SECTION 2.5. BIDDING STEPS to understand the phases applicable to this solicitation and SECTION 6. EVALUATION to understand the evaluation process for each phase. It is the

State of California State Board of Equalization

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. Do 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.

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 OFFICER

The Procurement Officer is the State’s designated authorized representative regarding this procurement and is 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 2.2.1-1: Procurement Officers

DESCRIPTION CONTACT INFORMATION

Department Name:

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

Procurement Officer: Athena Pennington

Email: Athena.Pennington@state.ca.gov

Phone: 916-460-9814

Secondary Procurement Officer: Will Gee

State of California State Board of Equalization https://www.caleprocure.ca.gov/

Email: Will.Gee@state.ca.gov

Phone: 916-477-3471

2.2.2. QUESTIONS REGARDING THE SOLICITATION

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 OFFICER.

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 a request must be submitted to the Procurement Officers by the date specified in SECTION 2.3. KEY ACTION DATES.

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. During the Negotiation Phase, responses to Bidder questions may be sent directly to the requesting Bidder only. 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 a 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 Officer shall be binding and official.

2.2.3. INTENT TO BID

Bidders that wish to participate in this solicitation should submit a completed ATTACHMENT 2: INTENT

State of California State Board of Equalization https://sb.cityinnovate.com/account/solicitations/documents/44578?return_path=%2Faccount%2Fworkflows%2Fstages%2F6910%3Fsub_stage%3Ddocuments#section-281903

TO BID FORM by the date specified in SECTION 2.3. KEY ACTION DATES.

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

PROCUREMENT OFFICER.

It shall be the Bidder’s responsibility to notify the Procurement Officer 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 designated contact person.

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

The Bidder must email the Procurement Officer by the due date specified in SECTION 2.3. KEY ACTION DATES, no more than two (2) contacts 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 Officer.

A separate file location will be created for each Bidder accessible only to the Bidder Contact(s).

The file-sharing site does not allow access from outside the Continental United States.

It is highly recommended that Bidders upload a test MS Word, MS Excel, and PDF file to each folder at least five (5) calendar days prior to the due dates to test access to the State's file-sharing site. Upon successful upload, notify the Procurement Officer and the test file will be deleted. It is the Bidder's responsibility to gain access to the file-sharing site to submit their proposals.

The file-sharing site will provide a primary folder for each Bidder to submit their proposal. Each Bidder's folder will contain subfolders: Volume 1 and Volume 2.

The Bidder contacts will be required to upload a complete copy of the Bidder’s proposal to the appropriate folders.

If a Bidder fails to request access to the file-sharing site by the due date specified in the Key Action Dates, the State cannot guarantee access to the site prior to the proposal submittal due date and no other submissions outside of the file-sharing site will be considered.

VOLUME 2-COST:

1. The Bidder Contacts will be required to upload a complete copy of the Bidder’s EXHIBIT E:

COST WORKBOOK in the Volume 2 folder.

2. The Bidder’s EXHIBIT E: COST WORKBOOK file shall be titled with the [Bidder's Name] and Project Name -BOE 2026-11001- EXHIBIT E: COST WORKBOOK and deposited in the folder

State of California State Board of Equalization https://sb.cityinnovate.com/account/solicitations/documents/292669 labeled "Volume 2".

3. The Bidder’s cost workbook shall be in MS Excel format (version 2019 or higher).

4. Prior to submission, Bidders MUST apply an encryption password to the cost workbook.

5. The Bidder will be required to email the encryption password to the Procurement Officer and

Secondary Procurement Officer at the same time the Bidder uploads their cost workbook.

If a file is uploaded in error to a file-sharing site folder, the Bidder may submit a request by email to the Procurement Officer prior to the last day and time to submit responses. Do not upload compressed files (.zip files) onto the file-sharing site.

Proposals must be received no later than the date and time specified in SECTION 2.3. KEY ACTION DATES. Late receipt of a proposal may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

2.2.5. BIDDERS' LIBRARY

Throughout the solicitation, the State will make available a Bidders' Library containing reference and supporting documentation that Bidders may review and use to prepare their proposals. Bidders are encouraged to review the information in the Bidders’ Library to gain a thorough understanding of the STARS. It is each Bidder’s responsibility to check frequently for updates to the Bidders’ Library. The Bidders’ Library is accessible using the following URL: https://www.boe.ca.gov/proptaxes/ bidderslibrary.htm.

The State will upload documents to the Bidders' Library as it becomes available during the course of the procurement. Additions to the Bidders’ Library may be made without requiring solicitation addenda or notification to the Bidders. Bidders should check frequently for updated content.

The Bidder is encouraged to review the information in the Bidders’ Library to gain a thorough understanding of this solicitation. It is each Bidder’s responsibility to check for updates to the Bidders’ Library.

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 final proposal. Dates listed after the Bidder’s submission of final 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 5:00 PM Pacific Time.

Table 2.3-1: Key Action Dates (KAD)

State of California State Board of Equalization https://sb.cityinnovate.com/account/solicitations/documents/144257#section-449195 https://www.boe.ca.gov/proptaxes/bidderslibrary.htm https://www.boe.ca.gov/proptaxes/bidderslibrary.htm

ITEM ACTION DATE AND TIME

1. Release of Solicitation June 5, 2026;

2. Last day to submit questions and request for changes prior to final proposal using

ATTACHMENT 1: TEMPLATE FOR

QUESTION SUBMITTAL/REQUEST FOR

CHANGES

June 23, 2026; 5:00 PM PT

3. State’s response to Bidder’s questions, and release of potential addendum1 July 16, 2026; 5:00 PM PT

4. Submit:

ATTACHMENT 2: INTENT TO BID FORM

and

ATTACHMENT 6: CONFIDENTIALITY

STATEMENT FORM

July 16, 2026; 5:00 PM PT

5.

Last Day for Bidders to request an invitation to the State's file-sharing site to submit a proposal (Refer to SECTION 2.2.4.

REQUEST INVITATION TO STATE'S FILE-

SHARING SITE)

July 30, 2026; 5:00 PM PT

6. Last day to submit Final Proposal (including EXHIBIT E: COST WORKBOOK and be deemed eVAQ approved by OSTP2

August 10, 2026; 5:00 PM PT

7. Final Proposal Evaluation Period August 11, 2026 - October 27, 2026; 3:00

PM PT

8. Notification of Award and

Contract Execution

Contract Execution November 20, 2026;

5:00 PM PT

State of California State Board of Equalization

9. Contract Start November 30, 2026

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 (4) weeks prior to the final proposal due date for the State to process and approve Bidder's eVAQ application.

2.4. 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 by public bodies in the State of California.

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

The State has established certain requirements with respect to 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 Negotiations and Contract Award.

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

2.4.2. SOLICITATION DOCUMENTS

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

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

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

If the solicitation document contains an error known to the Bidder, or an error that reasonably should have

State of California State Board of Equalization 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 SECTION 2.4.8. ADDENDA.

2.4.3. EXAMINATION OF THE WORK

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

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of 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 final proposal.

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of 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 their 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.

State of California State Board of Equalization

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.

2.4.6. BONDS

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

2.4.7. JOINT BIDS

Joint bids are not allowed for this solicitation.

2.4.8. ADDENDA

The State may modify the solicitation at any time prior to submission of proposals by issuing an addendum. Addenda will be numbered consecutively and released to all Bidders via Cal eProcure. Any addenda during the negotiations phase of the procurement will only be released to the Bidders who are invited to negotiations.

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 .

2.4.9. COST FOR DEVELOPING PROPOSAL

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

2.4.10. SIGNATURE OF PROPOSAL

The Bidder must submit ATTACHMENT 4: COVER LETTER which must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title that the individual holds in the firm.

State of California State Board of Equalization

2.4.11. IRREVOCABLE OFFER

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

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

2.4.12. 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 and ruling the Bidder ineligible to further participate.

2.5. 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.

This solicitation will follow a phased approach as indicated below to ensure contract award. 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.

2.5.1. 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 State Board of Equalization

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 Officer.

Failure to have a CDT OSTP-approved eVAQ by the last day to submit Final Proposal (refer to SECTION 2.3. KEY ACTION DATES) will disqualify the bidders Final Proposal from being evaluated.

2.5.2. NEGOTIATIONS

The State will conduct negotiations under PCC § 6611 and as detailed in SECTION 7. NEGOTIATIONS.

The purpose of the negotiation process is to maximize the State’s ability to obtain a value effective solution.

Following Proposal Rank Determination, described in SECTION 6.7. PROPOSAL RANK DETERMINATION , the State will invite and proceed with negotiations with up to three responsive Bidders.

This Bidder negotiation selection process will continue until the State completes negotiations with the final selected Bidder. The negotiations may or may not result in a Contract award.

2.5.3. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its proposal at any time prior to the proposal submission due date of the relevant Phase 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 respective proposal submission date and time specified in SECTION 2.3.

State of California State Board of Equalization https://cadtprod.service-now.com/vendor

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 respective deadline date and time designated for receipt, except as provided in the solicitation.

2.5.4. 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 public record after the Notification of Award is posted.

2.5.5. FINAL PHASE

The final phase consists of a Final 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 Final Proposal is a mandatory step for all bidders.

The Final Proposal must be complete, and include all cost information, required signatures, and contract changes issued by the State via an addendum, if any. Bidders that submitted Final Proposals meeting the criteria identified in SECTION 6.2. PROPOSAL EVALUATION and 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.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory, mandatory scored, mandatory optional, and desirable scored proposal requirements that must be addressed 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)”, "Mandatory Scored" "(MS)" or "Mandatory Optional" "(MO)". Items labeled "Desirable Scored" (DS) are optional.

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.

2. (MS) Sections labeled “Mandatory Scored” or “MS” are not negotiable. To be considered

State of California State Board of Equalization responsive to these requirements, all requirements identified as (MS) must receive a response.

Failure to respond to any (MS) requirement where indicated shall result in a “fail” and disqualification of the proposal. The State’s evaluation team will review responses to (MS) requirements and award points, if applicable, per criteria stated in SECTION 6. EVALUATION.

3. (DS) Sections labeled as “Desirable Scored” are not required to be offered by the Bidder in order to be compliant with the solicitation requirements. The Bidder may choose whether to meet requirements labeled as (DS). However, if a Bidder offers any of these (DS) requirements, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to (DS) requirements and apply points, if applicable, per criteria stated in SECTION 6. EVALUATION.

3.1. PREQUALIFICATION REQUIREMENTS

This section details the requirements necessary for Bidder(s) 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 pre-qualification requirements.

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)

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. Bidder's will be required to have an approved 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 to be eligible for contract award.

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

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

It is the responsibility of the Bidder to ensure their approved eVAQ includes all appropriate requirements and provisions for this solicitation.

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

State of California State Board of Equalization https://sb.cityinnovate.com/account/solicitations/documents/398000#section-831850 https://sb.cityinnovate.com/account/solicitations/documents/398000#section-831850

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 3.2.1. 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 with its 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 proposal may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

3.2.2. ADMINISTRATION REQUIREMENTS DOCUMENT (M)

The Bidder must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM with its proposal. 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.

State of California State Board of Equalization https://sb.cityinnovate.com/account/solicitations/documents/44067#section-206315 https://sb.cityinnovate.com/account/solicitations/documents/80119

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.

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…