CDCR_RFQ_C5612440_Addendum_2-_SCADA_PVSP.pdf

Supervisory Control and Data Acquisition (SCADA) Solicitation #C5612440 Maintenance and Repair Services California Department of Corrections and Rehabilitation

ADDENDUM #2

Contract Analyst: Faith de Leon Phone: 916-490-4730

Email: faith.deleon@cdcr.ca.gov CDCR/ IT Contract Procurement Unit (ITCPU)

1960 Birkmont Drive Rancho Cordova, CA 95742

DATE: 12/10/2024

The purpose of Addendum #2 is to inform potential bidders of changes made to the RFO C5612440. This RFO has been changed to the following listed below.

This Addendum changes the following:

1. The RFQ Solicitation Due Date has been amended to 12/16/2024. The Key Action Dates table of the RFQ has been updated to the following:

Bidders are reminded that it is their responsibility to review the entire addendum and consider these changes when preparing their offers.

Please include a copy of this addendum with your offer response.

ALL OTHER REQUIREMENTS OF THE RFO, TERMS AND CONDITIONS WILL

REMAIN THE SAME

Supervisory Control and Data Acquisition (SCADA) RFQ #C5612440

California Department of Corrections and Rehabilitation (CDCR)

A. GENERAL INFORMATION

Definitions:

Contractor- A Contractor/Contractor staff is considered to be a staff augmentation that does not offer any consultation services as it relates to the consultation of further purchasing of goods/software or services under any services Contract. A Contractor who does not advise on the procurement or contracting of further services under a services Contract is also not required to submit a Form 700, Statement of Economic Interests. In addition, a Contractor is also called the owner of a company or firm, (services or consulting) and their staff are considered Contractor staff if they do not advise on further procurement or contracting.

Consultant- A Consultant is considered to be that of an advisory nature, and can offer its consulting services which can advise and suggest through the consultation process of the further purchasing of goods/software or services under any services Contract.

A Consultant who does advise on the procurement or contracting of further services under a services Contract will be required to submit a Form 700, Statement of Economic Interests.

This Request For Quote (RFQ) contains the requirements that interested Contractors (hereinafter also referred to as “bidder”) must meet in order to submit a responsive bid. It provides information regarding the format in which bids must be submitted, the material to be included, the requirements that must be met to be eligible for consideration, and the Contractors responsibilities.

Bids submitted in response to this RFQ must contain all data/information requested and must conform to the format prescribed. It is the Contractors responsibility to provide all required data and other information deemed necessary for the CDCR’s Evaluation Team to determine and verify the Contractors ability to perform the tasks and activities defined in Exhibit A, SOW. Bids may be disqualified if they fail to respond completely to RFQ requirements and subsequent Addenda. Only one (1) Contractor will be awarded the resulting Agreement.

1. Key Action Dates

Contractors are advised of the dates and times shown below and are expected to adhere to them. The CDCR may modify any part of the RFQ, prior to the date bids are due, by issuance of one (1) or more Addendum. Addendums will be numbered consecutively and posted to Cal eprocure alongside the original RFQ advertisement. Interested bidders may submit questions and/or requests for clarification, via e-mail on or before the date and time listed in the table below, to:

Faith.Deleon@cdcr.ca.gov and Maleka.Quettawala@cdcr.ca.gov. The CDCR’s responses to bidder questions that provide new or additional information will be provided to all bidders via an Addendum, and sent to all potential bidders.

Event Date Time RFQ Release date 11/22/2024 2:00 PM RFQ Questions Due 11/27/2024 3:00 PM RFQ Response to Questions 12/4/2024 4:00 PM RFQ Solicitation Due Date 12/10/2024 12/16/2024 2:00 PM

RFQ Evaluations* 12/11/2024-12/12/2024 12/16/2024-12/17/2024

Intent to Award (5-Day Period) * 12/13/2024 12/17/2024 Award of Agreement (Proposed)* 12/20/2024 12/24/2025 Proposed Agreement Start Date* 1/01/2025

*Dates subject to change

The CDCR will not consider bids submitted by fax. The CDCR reserves the right to reject all bids and reissue this RFQ.

2. Period of Performance

The period of performance for this Agreement shall be from January 1, 2025, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2028 with one (1) optional one (1) year extension, consistent with the original Scope of Services and at the contracted hourly rate as referenced in Exhibit B-1, Rate Sheet, and the dollar amount of the first year amendment shall not exceed the first full fiscal year funds encumbered.

a. The selected Contractor shall not be authorized to start work under this

Agreement until notified by the CDCR. If the Contractor starts performance before final approval (execution) of the Agreement, it shall be considered voluntary on the part of the Contractor and non-compensable by the CDCR.

b. Any and all Amendments must be in writing and signed by both parties prior to commencement of additional work.

3. Admonishment Regarding Follow-On Contracts

Per Public Contract Code (PCC) 10365.5, no person, Contractor or subsidiary thereof, who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any Contractor who contracts with the CDCR to develop and provide formal recommendations for the acquisition of IT products or services is precluded from contracting for any work recommended in the formal recommendation.

4. Written Questions

a. All questions regarding the content of this RFQ must be submitted via email.

The CDCR shall be notified immediately if clarification is needed. Consultants (or Contractors, whichever is applicable) that fail to report a known or suspected problem with the RFQ, or fail to seek clarification, shall submit an bid at their own risk. All questions must be received by the date and time listed in the Key Action Dates. Questions submitted via email after the deadline may be answered at the CDCR’s option. At its discretion, the CDCR may contact and inquire to seek clarification of any inquiry received.

b. When the CDCR has completed its assessment of the questions, all questions and answers will be posted to Cal eprocure alongside the original RFQ advertisement.

What to include in an inquiry:

a. Contractor’s firm name, individual’s name submitting the question or inquiry, e-mail address, and RFQ number.

b. A description of the subject, issue, or discrepancy found.

c. RFQ section, page number, and/or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

5. Proprietary Information

Any documentation submitted which has been marked “Confidential” or “Proprietary” will not be accepted. All documents submitted in response to this RFQ are the property of the CDCR and are subject to review or release to the public under the California Public Records Act (PRA), GC 6250 et seq.

6. Cost for Developing Bids

Costs for developing bids are entirely the responsibility of the Contractor and shall not be chargeable to the CDCR.

7. Proposed Staff Availability

a. All Contractor shall actively participate in providing technical leadership, expertise, documentation, planning meetings, product demonstrations, and team retrospectives. This includes supporting the CDCR in business analysis to clarify its business needs.

b. The Contractor shall produce and deliver (as applicable) to the CDCR the following documentation:

1) Formal and informal meeting notes.

2) Fact-finding notes.

3) Working session notes.

4) Presentations.

5) General communication notes.

6) System requirement specifications, use cases, or user stories as directed.

7) Technical design documentation/as-built specifications as directed.

8. Method of Award

This evaluation will be based on the RFQ. The CDCR will compare bids submitted in response to this RFQ based on Lowest Cost to the CDCR, which means the bid that best meets, and potentially exceeds, CDCR’s requirements at the lowest overall cost wins matrix. If award of an Agreement is made, it will be made on an “All or None” basis in accordance with the RFQ assessment requirements to a responsible Contractor whose bid complies with all the requirements (administrative and technical), terms and conditions of the RFQ, and any Addenda thereto, except for such immaterial defects as may be waived by the State. The Contractor, including all proposed candidates and/or subcontractors, shall be headquartered and doing business within the United States only. No foreign or international firms, including all proposed candidates and/or subcontractors, shall be allowed to respond to this RFQ. In the event of a tiebreaker, the CDCR may use references to determine a winner.

B. RESPONSE FORMAT AND REQUIREMENTS

1. Format

a. Contractors must submit a bid in a format compatible with the CDCR’s standard software applications (i.e., Microsoft [MS] Office). Printed documents must be single-spaced, using a 12 point font. A smaller font may be used for tables.

The CDCR’s standard software applications include MS Windows XP Professional, MS Office Professional (including Outlook) 2010, Excel 2010, and Project 2010. Contractors are required to submit their response in one (1) complete PDF or Word doc. Multiple documents submitted will be rejected and deemed non-responsive.

b. The CDCR must receive one (1) copy via email of a bid no later than the date and time specified in the Key Action Dates. Bids not received by the date and time specified in the Key Action Dates may be rejected.

c. Any copy of the bid emailed must be clearly marked "RFQ C5612440.”

d. For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any of bid submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the Bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD-05-105, and that is also accompanied by the Contractors letter of explanation.

2. Requirements

This RFQ and the Contractor’s response will be made part of the CDCR Procurement documents and Contract file. Bids submitted in response to this RFQ must include the following information:

a. Signed/date Request for Quote - IT Goods/Services - Informal Competitive EIS

4004(C) (all pages)

b. The Contractor’s Small Business and/or Disabled Veteran’s Business

Enterprise (SB/DVBE) Certification, if applicable. The State will verify SB/DVBE certifications are valid at the time the responses are due. In accordance with GC Section 14837(d) and Military and Veterans Code Section 999, all SB and DVBE contractors, subcontractors, and suppliers that bid on or participate in a State contract, regardless of being an oral or written solicitation, must perform a Commercially Useful Function (CUF). See CUF Policy.

c. A copy of the Contractor’s valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents or letter from the Secretary of State; or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which the business is headquartered.

d. The total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

e. A statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

f. A detailed description of the Contractor’s approach for completing the activities and tasks identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the proposed Candidate(s).

g. Resumes of each proposed Candidate Resumes must document years of experience in performing the services as described in Exhibit A, SOW.

Descriptions must include the company/project name and start and end dates that relate to the specific experience of the proposed Candidate(s).

Assessment will be based on the breadth, duration, and successful achievement of an individual. The referenced experience must be within the past 10 years and comparable with the needs of this project. References more than 10 years old will be accepted, but references will only be evaluated up to 10 years old.

h. At least three (3) client references for the Contractor and Contractor staff from prior Agreements similar in size and scope. Complete Attachment #2, Customer Reference Form for each reference to include a contact person, phone number, and e-mail address. Reference descriptions must include the department/project name that relates to the experience. The CDCR may contact referenced organizations when reviewing an bid to verify the information provided. A reference must be external to a Contractor’s organization and corporate structure.

i. Completed Rate Sheet Exhibit B-1. The rate sheet must be complete, including an authorized signature and price extension (if applicable).

(Note: Some attachments as noted below may not be applicable to this type of solicitation, therefore, they may not be included and the CDCR may not list all 13 required or optional Attachments.)

j. Completed Bidder Declaration Form (GSPD-05-105), Attachment #3.

All Contractors must complete GSPD-05-105 and include it with the bid response. When completing the declaration, Contractors must identify all subcontractors proposed for the Agreement. The Contractor awarded the resulting Agreement is contractually obligated to use the subcontractors for the corresponding work identified, unless the CDCR agrees to a substitution incorporated by an amendment to the Agreement.

k. Completed Payee Data Record (STD 204) and Supplemental Payee Data Record (STD 205), Attachment #4.

l. Completed Disabled Veteran Business Enterprise Declaration (STD. 843), Attachment #7, if applicable.

m. Completed California Civil Rights Laws Certification, Attachment #10

n. Completed TACPA Preference Request Form (STD. 830), Attachment #11, if applicable.

o. Completed and signed STD 1000 form Generative Artificial Intelligence

(GenAI) which is in compliance with Executive Order N-23-23

3. Other Requirements

The Contractors and/or Candidates shall be required to complete the following prior to award. Do not submit the following with a bid response.

a. Confidentiality Statement and Non-Disclosure Agreement Attachment #6.

b. A copy of a Liability Insurance Certificate.

The Contractor must furnish to the CDCR a certificate of insurance stating that there is liability insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage liability. The certification of insurance must include the following provisions:

1) The insurer will not cancel the insured’s coverage without thirty (30) calendar days’ prior written notice to the CDCR.

2) The State of California/CDCR is included as additional insured.

c. Proof of Workers Compensation Insurance.

The Contractor shall furnish to the CDCR a certificate of insurance stating that there is Workers’ Compensation insurance on all employees engaged in the performance of this contract. The certificate of insurance must include the provision that the insurer will not cancel the insured’s coverage without thirty

(30) calendar days’ prior written notice to the CDCR.

d. Additional Insurance Requirements (if applicable)

Refer to Exhibit D – CDCR Special Provisions.

C. ASSESSMENT AND SELECTION PROCESS

1. All bids will be reviewed for being Responsive and Responsible (R&R) as defined in the State Contracting Manual, Volume 2, Section 1404.2, to the requirements of this RFQ. Incomplete bids will not be considered. If a response is missing required information, it will be deemed non-responsive. The CDCR may, at its discretion, determine if a response is either non-responsive or non-responsible. Bids will be assessed based solely upon the information presented in the written response.

a. Completeness of a bid and adherence to all Response Requirements of this

RFQ.

b. Qualifications of the proposed Candidates as listed in the Statement of Work (SOW), Mandatory qualifications. These qualifications are in addition Section “d” listed below.

c. Rate Sheet – Exhibit B-1.

d. Compliance with all Mandatory Qualifications and Desirable Qualifications (if applicable, as listed below).

The CDCR intends to Contract with a Contractor that proposes two (2) Candidate for each CDCR Classification Title listed in the SOW who has the required skill sets indicated. If the Contractor proposed more than one candidate for each position/classification, the hours and time will be split between the staff members classification and cannot exceed the approved budget as noted in this Agreement.

Contractor Staff, who have been involved with projects/programs that meet these skill sets, but who do not propose candidates with the required experience and required skill sets listed in the SOW, will not be considered for award. Each individual Candidate must meet qualifications for the respective classification/job title under which they are submitted. All references will be contacted for verification.

3. Administrative Requirements (100 % Pass/Fail)

The Assessment Team will review the bids to determine whether all Administrative Requirements were provided. Administrative Requirements will be assessed as 100% pass or fail. Responsiveness to the requirements in this RFQ will be either given a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those bids that receive a 100% passing approval will proceed to the next step, cost evaluation. Administrative requirements shall include:

Item Administrative Requirements Score a.

Cover letter typed on Contractor’s company letterhead and signed by an authorized officer of the company who has legal and binding authority.

Pass/Fail

b. Company name, mailing address, and telephone number. Pass/Fail c.

Name, telephone number, and email address of the Contractor’s contact person.

Pass/Fail

d. Date of the submitted bid. Pass/Fail

f. Contractor’s SB/DVBE Certification, if applicable. Pass/Fail g.

A copy of the Contractor’s valid California city or county business license (if applicable).

Pass/Fail h.

Total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

Pass/Fail i.

Statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

Pass/Fail j.

Detailed description of the Contractor’s approach for completing the activities and tasks/deliverables identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the proposed Candidate(s).

Pass/Fail k.

Resumes of each proposed Candidate. Resumes must document years of experience in performing the services as described in Exhibit A, SOW.

Pass/Fail l.

At least three (3) references for each proposed Contractor and Candidate, must be reported on Attachment #2, Customer Reference Form. References should be for Agreements of the same complexity and magnitude as proposed in Exhibit A, SOW.

Pass/Fail m.

Completed Rate Sheet Exhibit B-1. The Contractor must submit one (1) staff member per CDCR Classification/Title.

Proposing one staff member for multiple titles cannot exceed 100%, if applicable.

Pass/Fail

n. Completed Bidder Declaration Form (GSPD-05-105) Pass/Fail

o. Completed Supplemental & Payee Data Record (STD 204) Pass/Fail

p. Completed DVBE Form 843 Pass/Fail q.

Signed California Civil Rights Laws Certification-if applicable

Pass/Fail r.

Completed and signed STD 1000 form Generative Artificial Intelligence (GenAI) which is in compliance with Executive Order N-23-23

Pass/Fail

4. Mandatory Classification Qualifications (Pass/Fail)

The Assessment Team will review the Classification Qualifications, and determine whether the proposed Contractor candidates meet the experience and/or education requirements for designated job classifications as listed in the SOW Section 19. Classification Qualifications shall be assessed on a 100% pass/fail basis. Only those bids that receive a 100% pass score will proceed to the next step, cost evaluation. Contractors must provide substantiation as to how the company and its staff members meet the qualifications listed in the SOW.

Contractors must provide substantiation as to how the company and its proposed staff members meet the qualifications listed in the SOW.

5. Interviews –If requested, will be used in the event of a tiebreaker.

D. UNANTICIPATED TASKS

The CDCR expects that during the Agreement term, legislative and/or program changes may necessitate modifications to this Agreement. Unanticipated Tasks may result in an Amendment, and the Amendment rates are based on the Contractor Staff hourly labor rates as identified on Exhibit B-1, Rate Sheet. The agreed upon rates shall be to support Amendments (change requests) to this Agreement.

Unanticipated Tasks are defined as additional work that must be performed, and are generally within the original SOW, but were unforeseen and not identified at the time of bid. Both parties shall agree upon the work that needs to be performed, which shall result in Unanticipated Costs and Tasks as identified on the Work Authorization (WA) form, Exhibit A-1. No work shall be performed in advance of the Contractor’s written proposal and the CDCR’s approved Amendment of Unanticipated Tasks.

The CDCR limits the budget for unanticipated tasks as to not exceed 10% of the sum of the original Contract, and are in accordance with rates as listed in Exhibit B-1.

1. A WA shall be performed for each item of unanticipated work that is not specified in Exhibit A, SOW. All unanticipated work shall be clearly defined on Exhibit A-1, Work Authorization.

2. Before work can begin, a WA shall be completed by the CDCR Contract Manager (CM),and signed by both the CDCR and the Contractor Staff.

3. Each WA shall outline in detail the purpose, objective, goals, and costs.

4. The CDCR may, at any time, order the Contractor to stop work on any WA. The

Contractor Staff shall be compensated for any and all work performed prior to any work stoppage.

5. The Contractor Staff shall inform the CDCR CM if a WA needs to be revised for additional work hours. It is at the discretion of the CDCR CM to accept or reject the request, and the revised WA must be signed by both the CDCR CM and the Contractor.

6. The WA shall not supersede the terms of this Agreement; all terms within this

Agreement shall remain in full force.

7. The Contractor Staff shall be compensated under the WA by the rates as provided on Exhibit B-1, Rate Sheet.

E. WORK AUTHORIZATION AND AMENDMENT LIMITS

1. Work Authorizations (WA’s) shall not exceed 10% of the original Agreement, not including or related to any time and/or money Amendments. WA’s must be justified, and be completely separate from any time and/or money Amendment.

Once a WA has been approved, it will be added and considered as an Amendment, separate from any time and/or money Amendment.

2. Period of Performance language may indicate that amendment for optional years may be executed. Upon the execution of these optional years, any further Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement

3. Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement, not including WA’s. Under Emergency justification, special circumstances, or Legislatively mandated conditions, some agreements may be Amended beyond 1-year and/or 20% of the original Agreement amount, and will be solely at the discretion of the CDCR and/or the CDCR Institution Contract Liaisons. Any Amendment that adds funding will be subject to the CDCR’s Delegated Purchasing Authority thresholds.

F. EXHIBITS AND ATTACHMENTS

Exhibit A Statement of Work

Exhibit A-1 Work Authorization Form - Unanticipated Tasks

Exhibit A-2 Service Report

Exhibit B Budget Detail and Payment Provisions

Exhibit B-1 Rate Sheet

Exhibit C General Provisions for Information Technology

Exhibit D CDCR Special Provisions

Attachment #2 Customer Reference Form

Attachment #3 Bidder Declaration Form (GSPD 105)

Attachment #4 Payee Data Record (STD 204) and Supplemental Payee Data

Attachment #6 Confidentiality and Non-Disclosure Agreement

Attachment #7 Disabled Veteran Business Enterprise Declaration (STD. 843)

Attachment #10 California Civil Rights Laws Certification

Attachment #11 Target Area Contracting preference Act (TACPA)

Attachment #12 Disables Veterans Business Enterprise Declarations (STD 843)