C24690009_-_Addendum_3.pdf

C24690009

State of California - Resources Agency

DEPARTMENT OF PARKS & RECREATION

Gold Fields District December 13, 2024

FORMAL BID SOLICITATION

INVITATION FOR BIDS

ADDENDUM 3

LIFEGUARD DISPATCHING SOFTWARE SERVICES

Folsom Sector

FINAL DATE & TIME FOR BID SUBMISSION:

10 A.M. on January 13, 2025

Please revise the email containing the solicitation materials, BidSync Event, Invitation for Bids, Sample Contracting Documents and/or Bid Package documentation accordingly:

Remove:

Remove all prior versions.

Replace:

Electronically Submitted Portable Document File (PDF) Bid Document Packages will be accepted at ContractBidReceipt.GoldFields@parks.ca.gov by the Department of Parks & Recreation’s (DPR) Gold Fields District until 10 a.m. on January 13, 2025, to provide all labor, tools, equipment, materials and supplies necessary supplies to provide a digital command center for the Gold Fields District Aquatics Program at the Folsom Sector by providing dispatching, incident reporting, communications and training services as further described in the Scope of Work, Exhibit A, Attachment 1, for approximately 45 users which shall have the ability to create individual accounts. Services shall be provided 24 hours a day, 7 days a week, 365 or 366 days per year which shall include weekends and holidays.

Contractor hereby certifies that all services performed are not a Loss Leader. Services shall be complete and ready for use in accordance with the contract documentation, scope of work and services bid form for stipulated sums which shall include all applicable expenses such as permits, taxes, etcetera. Bids will be opened publicly over conference-call, 1-877-399-7339, Participant Code: 61796097.

CLARIFICATION:

Any discrepancies, omissions, ambiguities or conflicts in or among the contracting documentation or doubts as to the meaning shall be brought to the State's attention by emailing your comments and/or questions to Jill.Brandt@parks.ca.gov and Holly.Welch@parks.ca.gov NO LATER THAN 10 a.m., Seven (7) Calendar Days prior to the bid opening date. Answers will be provided via Addenda. Any Addenda Acknowledgements shall be submitted prior to the bid opening. Failure to do so may deem bid nonresponsive.

mailto:ContractBidReceipt.GoldFields@parks.ca.gov

QUESTIONS & ANSWERS:

1. Question: Could you clarify how proposals will be evaluated? Specifically, how will compliance with TACPA preferences, DVBE participation, or small business certifications influence scoring?

Answer: Mandatory participation in all three (3) preferential programs have been waived. However, all three (3) incentives still apply.

A. The DVBE, Small Business and TACPA incentive/preferences and their influence on scoring is fully discussed in the Small Business Preference and TACPA Notices (DPR478) as well as the DVBE Incentive for Invitation for Bid (DPR479IW) which are found in the Invitation for Bids (IFB).

B. All incentives combined have an established cap of $100,000.00. These incentives are used only for evaluation purposes and do not alter the amounts of the actual bids.

2. Question: Are there specific formats or naming conventions required for electronic submissions?

Answer: As fully disclosed in the Invitation for Bids and Instructions to Bidders, all submissions must be received prior to the bid deadline with attached PDF formatted documents not exceeding 10 Megabytes (10MB).

3. Question: Will there be an opportunity to present or demonstrate the proposed solution during the evaluation process?

Answer: No.

4. Question: Can you confirm receipt of my bid and verify that it is complete and responsive?

Answer: The State can confirm receipt of your bid. However, since this is a formal bid, the State cannot verify that your bid is complete or responsive as it cannot be opened until the bid deadline.

5. Question: Is there a way to correct minor deficiencies if identified post-submission?

Answer: Once the bid deadline has passed and all bids are opened, the State, through its Department of Parks and Recreation, can elect to waive an immaterial defect that shall in no way modify the Invitation for Bids documents or excuse the bidder from full compliance with all requirements if awarded the agreement.

6. Question: How will bids be evaluated? Are there specific scoring weights for technical expertise, pricing, or bid preferences (e.g., TACPA, DVBE, Small Business)?

Answer: Bids are evaluated on cost and responsiveness to all the requirements of the bid.

This is NOT a weighted bid. Mandatory participation in all three (3) preferential programs have been waived. However, all three (3) incentives still apply.

A. The DVBE, Small Business and TACPA incentive/preferences and their influence on scoring is fully discussed in the Small Business Preference and TACPA Notices (DPR478) as well as the DVBE Incentive for Invitation for Bid (DPR479IW) which are found in the Invitation for Bids (IFB).

B. All incentives combined have an established cap of $100,000.00. These incentives are used only for evaluation purposes and do not alter the amounts of the actual bids.

7. Question: Will there be an opportunity for shortlisted bidders to present or demonstrate their proposed solutions?

8. Question: What is the anticipated timeline for bid evaluations and award notifications?

Answer: Pending any unknown emergency events and/or sickness of the evaluators, bids should be evaluated within three (3) business days. Should the State award the agreement, the Bid Abstract shall be released, and the Notice of Award shall be posted.

9. Question: Will there be a formal debrief for unsuccessful bidders to understand evaluation outcomes?

Answer: No. Bidders are welcome to contact the State’s Contract Administrators to discuss their bids and any deficiencies.

10. Question: How will Addenda #2 and #3 impact the evaluation criteria? Are there changes we need to address in our submission?

Answer: Evaluation criteria will not change. Addendum #2 changed the bid submission deadline to allow the State to respond to numerous questions posed by potential bidders and should not affect the contents of the bidder’s submission. Addendum #3 will address the numerous administrative questions posed by potential bidders and it is unknown to the State if said answers will affect the contents of the bidder’s submission.

11. Question: Are there specific formatting or naming conventions required for the bid submission email or attached documents?

Answer: As fully disclosed in the Invitation for Bids and Instructions to Bidders, all submissions must be received prior to the bid deadline with attached PDF formatted documents not exceeding 10 Megabytes (10MB).

12. Question: What happens if the total size of the submission exceeds 10MB? Are there alternative submission methods?

Answer: Bids exceeding 10 Megabytes may be rejected by the State’s servers. No.

13. Question: Can bidders receive feedback during the evaluation process if questions arise about their submission?

14. Question: Will scoring adjustments be made for incentives like the Small Business or TACPA programs? How significant are these preferences in the overall evaluation?

Answer: The DVBE, Small Business and TACPA incentive/preferences and their influence on scoring is fully discussed in the Small Business Preference and TACPA Notices (DPR478) as well as the DVBE Incentive for Invitation for Bid (DPR479IW) which are found in the Invitation for Bids (IFB).

All incentives combined have an established cap of $100,000.00. These incentives are used only for evaluation purposes and do not alter the amounts of the actual bids.

15. Question: For a software development project, can you clarify the necessity of vehicle liability insurance if no vehicles are used?

Answer: Contractor is required to provide annual onsite training which invokes the vehicle liability insurance requirement.

16. Question: If the contractor is a sole proprietor using independent subcontractors, is worker’s compensation still required?

Answer: Worker’s compensation insurance as fully disclosed in the Instructions to Bidders and in Exhibit D is required for any contractor awarded the agreement that has employees. If a contractor is awarded the agreement and they do not have employees, the State has a form that the contractor and any relative subcontractors may swear under the penalty of perjury that the worker’s compensation laws are not applicable to them.

17. Question: For bidders claiming TACPA preferences, how will compliance be verified post-award?

Answer: The Department of General Services (DGS) Procurement Division (PD), Dispute Resolution Unit (DRU), monitors compliance of all contracts awarded based on approval of TACPA worksite and workforce preferences. Contractor TACPA certification requires performance of ninety percent (90%) of the total contract service hours at the claimed worksite(s). Contractors are required to complete and file a separate Monthly Performance Report no later than the 15th day of the month following the month in which the contract hours were performed.

18. Question: Will the contract require any periodic compliance audits or certifications during the three-year performance period?

Answer: According to the State’s General Provisions, Information Technology General

Provisions, Cloud Computing Services, Exhibit C* [GSPD-ITGP(Cloud)] rev 11/12/2024, Provision 7.1.3, Contractor Duties, Contractor shall provide all reasonable facilities for the safety and convenience of inspectors at no additional cost to the State. Contractor shall furnish to inspectors all information and data reasonably required to perform inspection.

Contractor shall keep records evidencing inspections and their result and make these records available to the State during Contract performance and for 3 years after final payment.

Contractor shall permit the State to review procedures, practices, processes, and related documents to determine the acceptability of Contractor’s quality assurance system or other similar business practices related to performance of the Contract.

19. Question: Are there specific reporting or invoicing protocols required for services provided over weekends or holidays?

Answer: No. Contractor should be billing at annual price per user which shall include furnishing all labor, tools, equipment, materials and supplies to provide a digital command center for the Gold Fields District Aquatics Program at the Folsom Sector by providing dispatching, incident reporting, communications and training services as further described in Scope of Work enumerated in Exhibit A, Attachment 1 for approximately 45 users which shall have the ability to create individual accounts 24 hours a day, 7 days a week, 365 or 366 days per year which shall include weekends and holidays.

20. Question: Will the updated bid opening conference call be conducted closer to December 16?

If so, when will the exact date and time be confirmed?

Answer: The bid-opening conference call will be conducted at the time and date selected for the bid submission deadline as confirmed in the most recent Addenda issued for this IFB.

21. Question: What specific details will be discussed during the bid opening? For instance, will pricing details be shared publicly, or just bidder names?

Answer: Bidder’s name, total contract price and any preferences claimed will be all that is discussed.

22. Question: Are there state-specific IT SaaS guidelines or compliance issues to address?

Answer: The State’s General Provisions, Information Technology General Provisions, Cloud Computing Services, Exhibit C* [GSPD-ITGP(Cloud)] rev 11/12/2024, can be read here:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List- Folder/Required-Language-for-Solicitations-and-Contracts/ .

REMINDER: This Addendum’s Acknowledgement Form must be completed and returned to the Contract Administrator PRIOR TO THE BID OPENING. Failure to do so may result in your bid being deemed incomplete; and therefore, disqualified.

All other items contained within the email of the solicitation materials, Bid Sync Event, Invitation for Bids, Sample Contracting Documents and/or Bid Package documentation for Contract C24690009 not addressed above are hereby reaffirmed.

Please note that no verbal information given shall be binding upon the State unless such information is issued in writing as an Official Addendum.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts/ https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts/

C24690009

ADDENDUM ACKNOWLEDGMENT

The Bidder hereby acknowledges receipt of Addendum 3 dated December 13, 2024, to be incorporated as part of the email of the solicitation materials, Bid Sync Event, Invitation for Bids, Sample Contracting Documents and/or Bid Package documentation for Contract C24690009 for the following project:

State of California - Resources Agency

DEPARTMENT OF PARKS & RECREATION

Gold Fields District December 13, 2024

FORMAL BID SOLICITATION

INVITATION FOR BIDS

ADDENDUM 3

LIFEGUARD DISPATCHING SOFTWARE SERVICES

Folsom Sector

FINAL DATE & TIME FOR BID SUBMISSION:

10 A.M. on January 13, 2025

Firm Name:

Dated:________________ Signature

PLEASE NOTE: This form must be completed and returned to the Contract Administrator via email at ContractBidReceipt.GoldFields@parks.ca.gov PRIOR TO THE BID OPENING.

Failure to do so may result in your bid being deemed incomplete; and therefore, disqualified.

mailto:ContractBidReceipt.GoldFields@parks.ca.gov