CDT OSTP Request For Proposal

Request For Proposal (RFP) 2526053

PART 1 – BIDDER INSTRUCTIONS

FOR

CARB Building Embodied Carbon Reporting Tool (BECRT)

July 31, 2026

Issued by:

STATE OF CALIFORNIA

California Department of Technology

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 OF RFP

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 DOCUMENT

2.2.3. INTENT TO BID

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

2.2.5. CLOUD COMPUTING SERVICES

2.2.6. BIDDERS' LIBRARY

2.3. KEY ACTION DATES

2.4. BIDDING STEPS

2.4.1. FINAL PHASE

2.4.2. DISPOSITION OF PROPOSALS

2.4.3. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5. ALTERNATIVE PROTEST PROCESS

2.6. RULES GOVERNING COMPETITION

2.6.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.6.2. SOLICITATION DOCUMENTS

2.6.3. EXAMINATION OF THE WORK

2.6.4. EXCLUSION FOR CONFLICT OF INTEREST

2.6.5. CONFIDENTIALITY

2.6.6. BONDS

2.6.7. ADDENDA

2.6.8. COST FOR DEVELOPING PROPOSAL

2.6.9. DISCOUNTS

2.6.10. SIGNATURE OF PROPOSAL

2.6.11. IRREVOCABLE OFFER

2.6.12. FALSE OR MISLEADING STATEMENTS

3. PROPOSAL REQUIREMENTS

3.1. PREQUALIFICATION REQUIREMENTS

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(EVAQ)(M)

3.2. ADMINISTRATIVE REQUIREMENTS

3.2.1. COVER LETTER (M)

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.2.3. CONFIDENTIALITY STATEMENT (M)

3.2.4. ABILITY TO PERFORM

3.2.5. PRIMARY BIDDER

3.2.6. SUBCONTRACTORS

3.2.6.1. BIDDER DECLARATION FORM (M)

3.2.7. AMENDMENT

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION

3.2.8.1. FINANCIAL STABILITY

3.2.8.2. RESPONSIBILITY CERTIFICATION (M)

3.2.9. INCORPORATION OF EVAQ REQUIREMENTS

3.2.10. GENERAL PROVISIONS

3.2.10.1. INFORMATION TECHNOLOGY - GENERAL PROVISIONS

CLOUD - COMPUTING SERVICES, DGS PD 402-ITGP (Cloud) (Revised and Effective 2/20/2025)

3.2.11. WORKERS' COMPENSATION/EMPLOYER'S LIABILITY (M)

3.2.12. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE NOTIFICATION

3.2.13. STATEMENT OF WORK

3.2.13.1. INSURANCE COVERAGE

3.2.14. PRODUCTIVE USE REQUIREMENTS

3.2.14.1. OPEN SOURCE SOFTWARE REQUIREMENTS

3.2.15. SOCIOECONOMIC PROGRAMS

3.2.15.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

(M)

3.2.15.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM (M)

3.2.15.3. DVBE INCENTIVE (O)

3.2.15.4. SMALL BUSINESS PREFERENCE (O)

3.2.15.5. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

(O)

3.2.15.6. COMMERCIALLY USEFUL FUNCTION (M, if applicable)

3.2.15.7. TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

(O)

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M) (DS)

3.3.2. BIDDER REFERENCES (MS)

3.3.3. KEY STAFF QUALIFICATIONS (M)(DS)

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

3.3.4. KEY STAFF REFERENCES (MS)

3.4. SOLUTION REQUIREMENTS

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

(DS)

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. PROJECT PAYMENT TERMS

4.4. SALES TAX

5. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

5.1. PREPARATION

5.2. COMPLETION OF PROPOSALS

5.3. DELIVERY OF SUBMITTALS

5.4. FORMATTING

5.4.1. SOFT COPY

5.5. PROPOSAL CONTENT AND STRUCTURE

5.5.1. VOLUME 1: RESPONSE TO ADMINISTRATIVE AND TECHNICAL

REQUIREMENTS

5.5.2. VOLUME 2: COST

6. EVALUATION

6.1. EVALUATION TEAM

6.2. PROPOSAL EVALUATION

6.2.1. VALIDATION AGAINST REQUIREMENTS

6.2.2. ERRORS IN THE FINAL PROPOSAL

6.2.2.1. BIDDER RESPONSE CLARIFICATION

6.3. ADMINISTRATIVE REQUIREMENTS EVALUATION

6.4. QUALIFICATION EVALUATION

6.4.1. BIDDER QUALIFICATIONS EVALUATION

6.4.2. BIDDER REFERENCES EVALUATION

6.4.3. KEY STAFF QUALIFICATIONS EVALUATION

6.4.4. KEY STAFF REFERENCES EVALUATION

6.4.5. BIDDER AND STAFF REFERENCE CHECKS

6.5. SOLUTION REQUIREMENTS EVALUATION

6.5.1. FUNCTIONAL AND NON-FUNCTIONAL EVALUATION

6.5.2. DELIVERABLES AND MILESTONES EVALUATION

6.5.3. NARRATIVE RESPONSE EVALUATION

6.6. CALCULATE BIDDER PROPOSAL NON-COST SCORE

6.7. COST EVALUATION

6.7.1. COST SCORE CALCULATION

6.8. SOCIOECONOMIC PROGRAMS EVALUATION

6.8.1. DVBE INCENTIVE EVALUATION

6.8.2. SMALL BUSINESS PREFERENCE EVALUATION

6.8.3. TACPA PREFERENCE EVALUATION

6.9. BIDDER FINAL SCORE CALCULATION

6.10. PROPOSAL RANK DETERMINATION

6.11. 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

11. INFORMATIONAL ATTACHMENTS

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

ATTACHMENT 2: INTENT TO BID FORM

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM

1. Background Information

2. Contract Disclosure

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM ... 90

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 9: DVBE DECLARATIONS

ATTACHMENT 10: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 11: TACPA PREFERENCE REQUEST FORMS

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 — QUALIFICATIONS FORM

ATTACHMENT 15.2: BUSINESS ANALYST — QUALIFICATIONS FORM

ATTACHMENT 15.3: SOLUTIONS ARCHITECT — QUALIFICATIONS FORM

ATTACHMENT 15.4: LEAD DEVELOPER — QUALIFICATIONS FORM

ATTACHMENT 15.5: TESTING/QUALITY ASSURANCE LEAD – QUALIFICATIONS

FORM

ATTACHMENT 15.6: PROJECT MANAGER — REFERENCE FORM

ATTACHMENT 15.7: BUSINESS ANALYST — REFERENCE FORM

ATTACHMENT 15.8: SOLUTION ARCHITECT — REFERENCE FORM

ATTACHMENT 15.9: LEAD DEVELOPER/TECHNICAL LEAD - REFERENCE

FORM

ATTACHMENT 15.10: TESTING/QUALITY ASSURANCE LEAD - REFERENCE

FORM

ATTACHMENT 16: NARRATIVE RESPONSE

ATTACHMENT 17: KEY STAFF REPLACEMENT FORM

ATTACHMENT 18: CHANGE REQUEST FORM

ATTACHMENT 19: WORK ORDER AUTHORIZATION FORM

ATTACHMENT 20: WORK ORDER AUTHORIZATION ACCEPTANCE

DOCUMENT

ATTACHMENT 21: DELIVERABLE EXPECTATION DOCUMENT

ATTACHMENT 22: DELIVERABLE ACCEPTANCE DOCUMENT

ATTACHMENT 23: GLOSSARY OF TERMS

ATTACHMENT 24: CONFIDENTIALITY STATEMENT FORM (POST AWARD) ... 205

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EXHIBIT C: DELIVERABLES AND MILESTONES TABLE

EXHIBIT D: COST WORKBOOK

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

July 31, 2026

1. INTRODUCTION

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

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

The following terms are used interchangeably throughout the solicitation documents: (1) “Contract” and “Agreement”; (2) “response” and “proposals”.

1.1. PURPOSE OF RFP

The purpose of this Request for Proposal (RFP) (hereafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide CARB and the State of California (hereafter referred to as “State”) with the Building Embodied Carbon Reporting Tool (hereafter referred to as "BECRT"). BECRT will:

1. Construct a comprehensive software system for reporting embodied carbon emissions from building materials by regulated parties to CARB. Regulated parties include building material manufacturers, importers, and builder-owners.

2. Allow recordkeeping, analysis, and tracking of embodied carbon in building materials to ensure secure data submission, robust validation mechanisms, and dynamic CARB data analysis.

3. Incorporate features such as custom data entry template creation, regulated entity fee calculation and payment functionality, an environmental accounting system or “ledger” for carbon emissions, and an audit trail system to ensure process transparency and data quality.

The Contract Award, if made, will be to the single Bidder in accordance with the methodology defined in

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

SECTION 6. EVALUATION

1.2. BACKGROUND

The California Air Resources Board (CARB) was established in 1967 to improve and protect California’s air quality by limiting pollution from cars, trucks, fuels, factories, and manufactured products. Its efforts focus on reducing harmful emissions that cause smog, contribute to climate change, and are toxic air contaminants. The reduction of embodied carbon in building materials represents a new area of focus for the agency as a part of CARB’s ongoing efforts to implement climate change programs.

Reporting and analyzing greenhouse gas (GHG) emissions contributing to climate change from embodied carbon in building materials refers to a lifecycle assessment (LCA) of GHG emissions resulting from the extraction, manufacturing, transportation, installation, maintenance, use, and disposal of building materials.

Current LCAs for construction materials often lack consistent standards across industries and practitioners. Those involved in developing LCAs use various methodologies, creating challenges for establishing an accurate construction materials GHG emissions database. In addition, smaller manufacturers and builders may lack the technical expertise to conduct LCAs without guidance or standardized tools.

Assembly Bill (AB) 2446 (Holden, 2022) was the original statute adopted for the development of a framework for quantifying and reducing the average carbon intensity of building materials. Carbon intensity refers to GHG emissions, often referred to as carbon dioxide equivalents (CO2e), as a function of material mass, energy consumed, industrial activity, or economic activity. AB 43 (Holden, 2023) added to and amended AB 2446. The final goals, processes, and outcomes as defined in AB 2446 and AB 43 are codified in Health and Safety Code (HSC) sections 38561.3 and 38561.6. These statutes direct CARB to develop a framework for measuring the average carbon intensity of materials used in new construction as defined in the regulation and implement a strategy for reducing GHG emissions from such building materials by 40 percent no later than December 31, 2035, relative to a year 2026 baseline. Establishing a 2026 baseline is a component of the overall implementation framework to be developed by CARB but is not a product of BECRT. The baseline will be established using a different approach.

With California’s commitment to significantly expanding much-needed housing availability in the coming years, addressing embodied carbon emissions in new construction is urgent. Advancing knowledge

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

July 31, 2026 https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202120220AB2446 https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202320240AB43 https://california.public.law/codes/health_and_safety_code_section_38561.3 https://california.public.law/codes/health_and_safety_code_section_38561.6 regarding emissions of embodied carbon in building materials through development and implementation of BECRT furthers CARB’s emerging role in developing low-carbon construction standards and supports the State’s commitment to achieving carbon neutrality by 2045 and advancing California’s climate goals.

1.3. TERM OF CONTRACT

Effective upon approval of CDT, Office of Statewide Technology Procurement (OSTP), the base term of the Contract is three (3) years.

The State, at its sole discretion, may exercise its option to execute five (5), one-year extensions to perform software functional updates, maintenance and operations, and ongoing support for a maximum contract term of eight (8) years.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Agreement prior to the effective date. 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

CARB is currently working on a rule-making process to enable AB 2446 and AB 43 statutory mandates.

The regulation process is currently in process and there are no existing CARB applications at this time.

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 BECRT are included in EXHIBIT A: STATEMENT OF WORK. Details of the solicitation requirements are included in EXHIBIT B: FUNCTIONAL AND NON-FUNCTIONAL

REQUIREMENTS.

BECRT shall:

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

July 31, 2026 https://sb.cityinnovate.com/account/solicitations/documents/397006 https://sb.cityinnovate.com/account/solicitations/documents/397007

1. Establish a reporting system that allows electronic registration for regulated entities (building material manufacturers, importers, and builder-owners) so that they can efficiently report embodied carbon emissions from building materials.

2. Facilitate product tracking, data analysis, and automate communication between CARB and regulated entities.

3. Enable secure data submission, robust validation mechanisms, and dynamic CARB data analysis capabilities to support informed decision-making.

4. Incorporate features such as Excel, CSV, XML, and JSON custom data entry template creation, regulated entity fee payment functionality, an environmental accounting system for carbon emissions, and an audit trail system to ensure process transparency and data quality.

The registration function of BECRT allows building material manufacturers, importers, and owner-builders, to register for the program, emphasizing rigorous validation, notifications, secure password management, and flexible user role assignments. Streamlining data submission and reporting, the system provides user-friendly interfaces and allows CARB to create and disseminate custom templates and forms that users of the system can fill out to provide additional data tied to past inputs into the system. Once the data has been submitted in BECRT, the regulated entity would receive an invoice and have the ability to pay the fee via CARB's payment portal. BECRT will allow staff to track invoices and payment.

BECRT will allow for within-the-system correspondence, where registered users can initiate correspondence in BECRT and respond to correspondence from CARB, submit attachments and text to CARB, and allow CARB to respond to correspondence or to initiate correspondence directly with registered users in BECRT. BECRT incorporates a secure, scalable database, confirming successful data submission and featuring a system where calculations can be performed based on CARB-defined equations from a variety of reported input variables and reference tables.

Additionally, the following will be accomplished with BECRT:

1. Data visualization and reporting: includes a dashboard for a high-level overview of data submission for external users, internal user geographic mapping, and internal user export options for collaborative data analysis.

2. System governance: prioritizes transparency through a comprehensive audit trail and process flows based on the sale or transfer of materials from one registered entity to another.

3. Ledger system: an environmental accounting system that allows for internal user calculations and monitoring of material, GHGs, and cost balances across registered entities over time, can help

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions establish a limited chain of custody affiliated with specific products, and can generate automated alerts for signaling significant material accounting deviations, all of which will enhance the credibility and reliability of reported data.

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of 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, you 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 before 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

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

2.1. BIDDER ADMONISHMENT

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

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

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

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

ACTION DATES.

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

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

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

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

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

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

July 31, 2026 http://www.caleprocure.ca.gov/

Table 2.2.1-1: Procurement Officers

DESCRIPTION CONTACT INFORMATION

Department Name:

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

Procurement Officer: Jyoti Patel Osby

E-mail: Jyoti.PatelOsby@state.ca.gov

Phone: 916-800-1907

Secondary Procurement Officer: Amy Snow

E-mail: Amy.Snow@state.ca.gov

Phone: 916-460-9817

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process should submit ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES via email addressed to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT 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 request must be submitted to the Procurement Officers by the date specified in SECTION 2.3. KEY ACTION DATES.

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

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

The e-mail must include the solicitation identification information from the solicitation title page in the

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions subject line. To ensure a response, questions and/or requests for changes must be received in writing by the date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be posted to Cal eProcure and will not identify the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

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

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

2.2.3. INTENT TO BID

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

This document shall be sent by e-mail to the Procurement Officers identified in SECTION 2.2.1.

PROCUREMENT OFFICER.

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

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

The Bidder must e-mail the Procurement Officer by the due date specified in SECTION 2.3. KEY ACTION DATES no more than two (2) contacts who will have access to the State's file sharing site to electronically upload Bidder’s proposal. Once provided, an invitation to the State's file sharing site will be sent to those

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions 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 date 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 proposal.

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, 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.

COST:

• The Bidder Contacts will be required to upload a complete copy of the Bidder’s EXHIBIT D: COST WORKBOOK in the appropriate cost folder.

• The Bidder’s EXHIBIT D: COST WORKBOOK file shall be titled with the [Bidder's Name] and Project Name - [CDT 2526053 - EXHIBIT D: COST WORKBOOK], and deposited in the folder labeled "Volume 2".

• The Bidder’s Cost Workbook shall be in MS Excel format (version 2019 or higher).

• Prior to submission, Bidders MUST apply an encryption password to the Cost Workbook.

• The Bidder will be required to e-mail 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 e-mail to the Procurement Officer prior to the last day to submit responses. Do not upload compressed files (.zip files) onto the file sharing site.

State of California California Department of Technology

RFP 2526053

Part 1 - Bidder Instructions

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. CLOUD COMPUTING SERVICES

Per the State’s Cloud Computing Policy, whenever feasible, agencies/state entities will utilize the CalCloud services provided by CDT. These service options include Software-as-a-Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS). Vendors are required to host their proposed solution in a manner that complies with the requirements identified in EXHIBIT B: FUNCTIONAL AND NON-

FUNCTIONAL REQUIREMENTS.

2.2.6. BIDDERS' LIBRARY

The Bidders' Library is an online repository of information intended to help bidders develop their proposal.

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 BECRT Project.

Example content includes:

• Approved Technology Stack

• Architecture Standards

• Enterprise Data Questionnaire

To obtain access to the Bidders’ Library, Bidders must e-mail a request to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICER and sign and submit ATTACHMENT 2: INTENT TO BID FORM, ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM, and ATTACHMENT 3: FOLLOW- ON CONTRACT DISCLOSURE FORM. It is the Bidder's responsibility to provide the Procurement Officer with all the required documentation to obtain access to the Bidder's Library. The e-mail should include the names, titles, phone numbers, and e-mail addresses of no more than two (2) contacts. Once the required forms are received, access information will be emailed to the Bidder's single point of contact as specified in the Bidder's Intent to Bid form within three (3) State business days of receipt. Bidders are not allowed to share or provide this information with or to anyone.

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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. It is each Bidder’s responsibility to check frequently for updates to the Bidders’ Library as notification of updates will not be provided.

The State will provide updated information as it becomes available during the course of the solicitation.

The State will ensure the latest documents are provided in 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 proposal. Dates listed after the Bidder’s submission of proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time. Unless otherwise specified, all times are 5:00 PM Pacific Time.

Table 2.3-1: Key Action Dates (KAD)

ITEM ACTION DATE AND TIME

1. Release of Solicitation July 31, 2026

2. Last day to submit questions and request for changes: ATTACHMENT 1: TEMPLATE FOR

QUESTION SUBMITTAL/REQUEST FOR

CHANGES

August 14, 2026

3. State’s response to Bidder’s questions, and release of potential addendum1

August 21, 2026

State of California California Department of Technology

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ITEM ACTION DATE AND TIME

4. Submit:

ATTACHMENT 2: INTENT TO BID FORM

and

ATTACHMENT 6: CONFIDENTIALITY

STATEMENT FORM

August 28, 2026

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)

August 28, 2026

6. Last day to submit proposal

Last day to be deemed eVAQ approved by

OSTP.2

September 4, 2026, 12:00 pm PST

7. Proposal Evaluation Period September 4 - September 18, 2026

8. Negotiations TBD

9. BAFO submission and BAFO Evaluation TBD

10. Notification of Award/Contract Execution December 9, 2026

11. Anticipated Contract Start December 11, 2026

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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 proposal due date for the State to process and approve Bidder's eVAQ application.

2.4. BIDDING STEPS

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

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

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

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

APPLICATION OF QUALIFICATIONS (EVAQ)(M).

2.4.1. FINAL PHASE

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

(BAFO).

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

KEY ACTION DATES.

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

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SECTION 7. NEGOTIATIONS will be eligible to receive an invitation to negotiate with the State.

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

2.4.2. DISPOSITION OF PROPOSALS

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

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

2.4.3. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its Final Proposal at any time prior to the Final Proposal submission date and time specified in SECTION 2.3. KEY ACTION DATES, by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with SECTION 2.6.10. SIGNATURE OF PROPOSAL. The Bidder may thereafter submit a new or modified proposal prior to the respective proposal submission date and time specified in SECTION 2.3. KEY ACTION DATES. Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, Final Proposals cannot be changed or withdrawn after the deadline date and time designated for receipt, except as provided in the solicitation.

2.5. ALTERNATIVE PROTEST PROCESS

This solicitation is being conducted under (PCC) §6611 et seq; protests are not applicable to this solicitation.

2.6. RULES GOVERNING COMPETITION

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

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2.6.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

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

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

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

2.6.2. 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 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 2.6.7. ADDENDA .

2.6.3. 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.

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2.6.4. EXCLUSION FOR CONFLICT OF INTEREST

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

A consultant shall not be eligible to serve as the Prime Contractor or subcontractor pursuant to this solicitation if the Contractor/subcontractor is currently working on the solicitation in an Independent Verification and Validation (IV&V) role.

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

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

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

Any disclosure of confidential information by the Bidder may be the basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Any disclosure of confidential information by

State of California California Department of Technology

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Part 1 - Bidder Instructions 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.

2.6.6. 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.

2.6.7. ADDENDA

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

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

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

SOLICITATION DOCUMENT.

2.6.8. COST FOR DEVELOPING PROPOSAL

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

2.6.9. DISCOUNTS

In connection with any discount offered, except when a provision is made for a testing period preceding acceptance by the State, time will be computed from the date of delivery of the supplies or equipment as specified, or from date correct invoices are received in the office specified by the State if the latter date is later than the date of delivery. When a provision is made for a testing period preceding acceptance by the State, the date of delivery shall mean the date the supplies or equipment are accepted by the State during the specified testing period. Payment is deemed made, for the purpose of earning the discount, on the date of mailing the State warrant or check.

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Cash discounts offered by bidders for the prompt payment of invoices will not be considered in evaluating offers for award purposes; however, all offered discounts will be taken if the payment is made within the discount period, even though not considered in the evaluation of offers.

2.6.10. SIGNATURE OF PROPOSAL

A cover letter shall be considered an integral part of the Final 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 Final Proposal may be rejected.

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

2.6.11. 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.

2.6.12. 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.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory, mandatory scored, mandatory optional and desirable scored proposal requirements that must be met in order to be considered responsive to this solicitation.

State of California California Department of Technology

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The documents that must be submitted with the Bidder’s proposal are noted as “Mandatory” “(M)”, "Mandatory Scored" "(MS)", or "Mandatory Optional" "(MO)" and "Desirable Scored" "(DS)" in this section.

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 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. (MO) Sections labeled “Mandatory Optional” or “MO” are not negotiable. To be considered responsive to these requirements, all requirements identified as (MO) must receive a response.

Failure to respond to any (MO) requirement where indicated shall result in a “fail” and disqualification of the proposal. It is at the State’s option/discretion on whether to utilize the option in the Contract.

4. (DS) Sections labeled “Desirable Scored” or "DS" are not required to be offered by the Bidder in order to be responsive with the solicitation requirements. The Bidder may choose whether to meet requirements labeled as (DS). However, if a Bidder offers any of these (DS) requirement, 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 Bidders to qualify for contract award. Failure to complete or comply will disqualify Bidder(s) and the State will not move forward with evaluating the proposal, conducting negotiations and contract award. The State will not seek modifications or clarifications after proposal submission due date for any prequalification requirements.

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

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

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.

3.2. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory and optional administrative requirements that must be met in order to be considered responsive to this solicitation. Additional administrative requirements for this solicitation are being processed through the electronic Vendor Application of Qualifications (eVAQ). Please refer to SECTION 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)(M) for more information.

State of California California Department of Technology

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July 31, 2026 https://cadtprod.service-now.com/vendor

3.2.1. COVER LETTER (M)

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

A cover letter shall be considered an integral part of the proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm.