1.CDPH_FDSS_RFP_25-10052_8.7.2025.pdf

CDT OSTP Request For Proposal

Request For Proposal (RFP)

RFP 25-10052

PART 1 – BIDDER INSTRUCTIONS

FOR

CDPH Future Disease Surveillance System (FDSS)

August 7, 2025

Issued by:

STATE OF CALIFORNIA

California Department of Technology (CDT)

10860 Gold Center Drive, Rancho Cordova, CA 95670

Part 1 of the solicitation template 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 and responsible to the solicitation.

Part 2 of the solicitation template contains all forms a Bidder must complete and return with its Proposal, including the 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 (which constitute the Contract), 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 ENVIRONMENT

1.4.1. CURRENT ENVIRONMENT

1.4.2. PROPOSED ENVIRONMENT

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONITION

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. 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. ADDENDA

2.4.7. BIDDER'S COST

2.4.8. DISCOUNTS

2.4.9. SIGNATURE OF PROPOSAL

2.4.10. IRREVOCABLE OFFER

2.4.11. FALSE OR MISLEADING STATEMENTS

2.5. BIDDING STEPS

2.5.1. SINGLE PHASE

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.3. DISPOSITION OF PROPOSALS

2.6. PROTESTS

2.7. NEGOTIATIONS

3. ADMINISTRATIVE REQUIREMENTS

3.1. PRE-QUALIFIED VENDOR APPLICATION OF QUALIFICATION

3.2. ABILITY TO PERFORM

3.3. PRIMARY BIDDER

3.4. SUBCONTRACTORS

3.4.1. BIDDER DECLARATION FORM (M)

3.5. AMENDMENT

3.6. FINANCIAL RESPONSIBILITY INFORMATION

3.6.1. FINANCIAL STABILITY

3.6.2. RESPONSIBILITY CERTIFICATION (M)

3.7. INCORPORATION OF EVAQ REQUIREMENTS (M)

3.8. GENERAL PROVISIONS

3.8.1. INFORMATION TECHNOLOGY - GENERAL PROVISIONS - NON-

CLOUD GOODS AND SERVICES (Revised and Effective 2/20/2025)

3.9. COMMERCIAL GENERAL LIABILITY

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

3.11. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.12. COVER LETTER (M)

3.13. STATEMENT OF WORK (M)

3.14. CONFIDENTIALITY STATEMENT (M)

3.15. SELLER’S PERMIT (M)

3.16. SOCIOECONOMIC PROGRAMS

3.16.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

3.16.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM

3.16.2.1. DVBE PARTICIPATION REQUIREMENT (M)

3.16.2.2. DVBE INCENTIVE (O)

3.16.3. SMALL BUSINESS PREFERENCE (O)

3.16.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O)

3.16.5. COMMERCIALLY USEFUL FUNCTION (M)

3.16.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O) . 38

3.17. PRODUCTIVE USE REQUIREMENTS

3.17.1. CUSTOMER IN-USE

3.17.2. HARDWARE/EQUIPMENT

3.18. GENAI DISCLOSURE

4. PROPOSAL REQUIREMENTS

4.1. QUALIFICATION REQUIREMENTS

4.1.1. BIDDER QUALIFICATIONS (M)

4.1.2. BIDDER REFERENCES (M)

4.1.3. STAFF QUALIFICATIONS (M)

4.1.4. STAFF REFERENCES (M)

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

4.2. SOLUTION REQUIREMENTS

4.2.1. REQUIREMENTS AND DELIVERABLES (M)

4.3. NARRATIVE RESPONSE (M)

5. COST

5.1. COST WORKBOOK (M)

5.2. COST WORKBOOK INSTRUCTIONS

5.3. PROJECT PAYMENT TERMS

5.4. SALES TAX

6. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

6.1. PREPARATION

6.2. COMPLETION OF PROPOSALS

6.3. DELIVERY OF SUBMITTALS

6.3.1. ACCESS TO STATE'S FILE-SHARING SITE

6.4. PROPOSAL FORMAT

6.5. PROPOSAL CONTENT AND STRUCTURE

6.5.1. VOLUME 1: PROPOSAL RESPONSE

6.5.2. VOLUME 2: COST

7. EVALUATION

7.1. EVALUATION TEAM

7.2. EVALUATION STEPS

7.2.1. EVALUATION OF REQUIRED INFORMATION AND

REQUIREMENTS

7.2.2. RECEIPT AND PRELIMINARY REVIEW

7.2.3. MANDATORY REQUIREMENTS EVALUATION

7.2.4. VALIDATION AGAINST REQUIREMENTS

7.3. PROPOSAL EVALUATION

7.3.1. ERRORS IN THE PROPOSAL

7.3.2. REJECTION OF PROPOSALS

7.3.3. ADMINISTRATIVE AND PROPOSAL REQUIREMENTS

EVALUATION

7.3.4. QUALIFICATION REQUIREMENTS EVALUATION

7.3.4.1. BIDDER QUALIFICATIONS

7.3.4.2. BIDDER REFERENCES

7.3.4.3. KEY STAFF QUALIFICATIONS

7.3.4.4. KEY STAFF REFERENCES

7.3.4.5. BIDDER AND STAFF REFERENCE CHECKS

7.3.5. SOLUTION REQUIREMENTS EVALUATION

7.3.5.1. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

7.3.5.2. DELIVERABLE EVALUATION (PASS/FAIL)

7.3.5.3. NARRATIVE RESPONSE(S) REQUIREMENTS

7.3.6. CALCULATE BIDDER PROPOSAL NON-COST SCORE

7.3.7. COST EVALUATION

7.3.8. SOCIOECONOMIC PROGRAMS

7.3.8.1. TACPA PREFERENCE

7.3.8.2. SMALL BUSINESS PREFERENCE

7.3.8.3. DVBE INCENTIVE

7.3.9. BIDDER FINAL SCORE CALCULATION AND RANK

DETERMINATION

7.3.10. SUBMISSION OF AMENDED PROPOSAL(S)

7.4. NEGOTIATIONS

7.4.1. PROCEEDING TO NEGOTIATIONS

7.4.2. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4.3. EVALUATION OF BAFO SUBMISSION

7.4.4. SELECTION

7.4.5. DEBRIEFING

8. INFORMATIONAL ATTACHMENTS

ATTACHMENT 1: PART 2 - SOLICITATION FORMS

ATTACHMENT 2: CERTIFICATION OF COMPLIANCE WITH CALIFORNIA

MANDATES

ATTACHMENT 3: INTENT TO BID

ATTACHMENT 4: CONFIDENTIALITY STATEMENT

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 7: WORKERS' COMPENSATION CERTIFICATION

ATTACHMENT 8: COVER LETTER

ATTACHMENT 9: SELLERS PERMIT CERTIFICATION

ATTACHMENT 10: DVBE DECLARATIONS

ATTACHMENT 11: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 13: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 14: BIDDER QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 15: BIDDER QUALIFICATIONS FORM

ATTACHMENT 16: BIDDER REFERENCE FORM

ATTACHMENT 17: KEY STAFF QUALIFICATIONS FORM – INSTRUCTIONS

ATTACHMENT 17.1: Project Manager - QUALIFICATIONS FORM ATTACHMENT 17.2: Project Manager - REFERENCE FORM ATTACHMENT 17.3: Solution Architect - QUALIFICATIONS FORM ATTACHMENT 17.4: Solution Architect - REFERENCE FORM ATTACHMENT 17.5: Business Analyst - QUALIFICATIONS FORM ATTACHMENT 17.6: Business Analyst - REFERENCE FORM ATTACHMENT 17.7: Database Administrator - QUALIFICATIONS FORM ATTACHMENT 17.8: Database Administrator - REFERENCE FORM ATTACHMENT 17.9: Quality Assurance and Testing Manager -

QUALIFICATIONS FORM

ATTACHMENT 17.10: Quality Assurance and Testing Manager - REFERENCE

FORM

ATTACHMENT 17.11: Security Analyst - QUALIFICATIONS FORM ATTACHMENT 17.12: Security Analyst - REFERENCE FORM

ATTACHMENT 18: NARRATIVE RESPONSE

ATTACHMENT 19: BIDDERS' LIBRARY

ATTACHMENT 20: TEMPLATE FOR QUESTION SUBMITTAL

ATTACHMENT 21: SOLICITATION SUBMISSION CHECKLIST

ATTACHMENT 22: GLOSSARY OF TERMS

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: REQUIREMENTS

EXHIBIT C: DELIVERABLES TABLE

EXHIBIT D: COST WORKBOOK

EXHIBIT E: DOCUMENTS AND FORMS

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

August 7, 2025

1. INTRODUCTION

This solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611 et seq. The format that bid information is to be submitted and the material to be included therein follows. This solicitation also addresses the requirements that Bidders must meet to be eligible for consideration, as well as addressing Bidders’ responsibilities before and after award.

1.1. PURPOSE

The purpose of this Request For Proposal (hereafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide California Department of Technology (CDT) and the State of California (hereafter referred to as “State”) with a new modern disease surveillance system (hereafter referred to as "FDSS").

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

SECTION 7. EVALUATION.

1.2. BACKGROUND

The California REportable Disease Information Exchange (CalREDIE) is an on-premises, web-based, Public Health Information Network (PHIN) compliant system for statewide disease reporting and surveillance of communicable diseases, outbreaks, and emergencies. CalREDIE is a modified commercial-off-the-shelf (MOTS) software product that has been customized and branded for California disease surveillance and reporting. CalREDIE was established to improve the efficiency of electronic disease reporting and surveillance activities and the early detection of public health events. Use of the system began on January 4, 2010.

The rapid onset, high data volume, and evolving reporting requirements of COVID-19 challenged CDPH and local health jurisdiction (LHJ) staff to effectively track and report on patients, tests, and confirmed cases. CDPH experienced challenges scaling-to-volume rapidly in all aspects of surveillance operations.

For example, CalREDIE was challenged to consume unprecedented volumes of data; incorporate and accommodate new data pipelines and data elements; and lacked the case investigation tools necessary to collect pertinent surveillance information and integrate with newly created data systems required for emergency response.

Processes previously executed manually were no longer sustainable and the lack of functional automated solutions for data transfers, data updates, and other functions increased workload at the state and local levels, causing delays in updating and reporting disease data needed for decision-making.

The CalREDIE system struggled to scale or adapt quickly to changing needs, resulting in performance issues under high data volumes.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

While most LHJs have adopted the CalREDIE system for all reportable diseases, Los Angeles and San Diego, which together account for approximately 34% of California's population, operate their own disease reporting and surveillance systems. The CalREDIE system does not interoperate with the Los Angeles and San Diego systems, and the inability to have timely access and visibility to disease data from one-third of the state significantly hinders statewide disease surveillance and delays response activities.

This solicitation is for a new disease surveillance system solution that will:

• Provide accurate, complete, and timely data for the entire state.

• Integrate or interoperate with other data systems as appropriate.

• Be flexible to adapt to changes in disease monitoring and reporting requirements.

• Leverage advanced technology.

• Be scalable to adapt to volume changes.

This will allow CDPH and LHJs to more efficiently share disease data, monitor all reportable diseases, make informed decisions, and respond quickly to manage and control reportable conditions and disease outbreaks, locally and statewide.

1.3. TERM OF CONTRACT

Effective upon approval by CDT, Office of Statewide Technology Procurement (OSTP), the term of the Contract is two and a half (2.5) years, comprised of a one (1) year period for development and implementation, a six (6) month phase of stabilization, and one (1) year of maintenance and operations, with an estimated start date of February 2, 2026.

The State, at its sole discretion, may exercise its option to execute up to four (4), one-year extensions to perform maintenance and operations and ongoing support for a maximum Contract term of six and a half (6.5) years. 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 ENVIRONMENT

1.4.1. CURRENT ENVIRONMENT

Current Environment

CalREDIE allows for electronic and manual reporting and surveillance of communicable diseases and is accessed by Local Health Jurisdictions (LHJs) and CDPH disease program staff. Today, all 61 LHJs in California use CalREDIE in some capacity, while only 58 LHJs use the system for surveillance of all notifiable communicable diseases and one LHJ uses the system for surveillance of most notifiable communicable diseases (the County of San Francisco (SF) uses an alternate system for surveillance

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions of sexually transmitted infections). The Counties of Los Angeles (LA) and San Diego (SD) conduct communicable disease surveillance with different versions of CalREDIE, but created for local use only.

CalREDIE and these two local systems are built on the same platform but are not interoperable with each other. As a result, CDPH programs accommodate reporting of communicable diseases from these two LHJs through labor-intensive manual processes. As of late 2024, CalREDIE contains more than 190 million records since its inception. The large volume of records is a result of exponential growth in disease surveillance reporting and response initiated by the COVID-19 pandemic. This high volume of reporting is expected to continue indefinitely as CDPH continues to expand surveillance with other high-volume conditions, such as influenza. The system technology is supported by the CDPH Information Technology Services Division (ITSD). CalREDIE supports four primary business functions used by its various stakeholders: Disease Incident Creation, Data Import, Investigative Functionality, and Data Extract and Reporting.

Disease Surveillance Process Overview

Under Title 17 of the California Code of Regulations (CCR), Section 2500 health care providers are required to report instances of 80+ specified infectious diseases to their LHJs. Providers may meet this requirement by reporting directly to their LHJ or through the CalREDIE Provider Portal, a web-based user interface specifically built for health care providers. Section 2505 specifies 60+ infectious diseases that laboratories are required to report to their LHJs, including urgent findings that must be reported to the local health officer, classified as a 'reportable' condition. In addition, the California Health and Safety Code (HSC) Section 120130 paragraph (g), requires laboratories to report all results to the state electronic reporting system (CalREDIE). Laboratories may meet this requirement by submitting lab results directly to an LHJ electronic reporting system that connects to CalREDIE or by submitting laboratory reports directly via CalREDIE’s Electronic Laboratory Reporting (ELR) function. Electronic Case Reporting (eCR) is also used to report cases when a health care organization (HCO) records information that would trigger an eCR. Additionally, any condition that is not covered under Title 17 regulations but is locally reportable or exposures of concern (such as a toxicological or environmental exposure) are housed within the CalREDIE system.

Disease Incident Creation Process

A reportable incident is an instance of a specific person tested for, diagnosed with, or otherwise suspected of having a specific condition or exposure. Incidents may be created for statewide reportable diseases/ conditions or for diseases/conditions of local concern (i.e., diseases, conditions, or exposures that are only monitored in certain geographical areas). The general process is that an incident is first identified and reported to the LHJ and created in CalREDIE. Incident Creation can be initiated in several ways;

• A health care provider can report reportable conditions via Provider Portal, a web-based CalREDIE user interface specific for health care providers.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

• A Local Health Jurisdiction can create an incident of a reportable condition or exposure of concern in CalREDIE, along with the ability for a health care provider can report a suspected or confirmed reportable condition or something of concern by calling or faxing an LHJ or CDPH.

• A positive result or a non-positive result, in some situations, can be electronically transmitted to CDPH via the Electronic Laboratory Reporting Process.

• An Electronic Case Reporting (eCR) will trigger when certain preexisting conditions are met in a patient's electronic health record, sending a case report to CDPH.

• An External Data Exchange Jurisdiction (LA and SD) sends reportable disease data to CDPH at regular intervals and CDPH programs manually create incidents in CalREDIE of those reports.

Outbreak Management Process

Outbreaks may be investigated solely at the local level or in collaboration with CDPH program staff.

Activities involved with outbreak management often overlap with activities associated with other processes, such as individual case reporting and investigations. This process begins when the LHJ or CDPH staff identifies a possible outbreak and creates an outbreak incident in CalREDIE. They will review and analyze data already collected. This may include data extracted from the CalREDIE data warehouse, CalREDIE, or their own local surveillance systems. Some investigations involve analytic tools or outbreak management tools that are not integrated with CalREDIE. State and local public health staff must download data into different systems to access the needed functionality that does not exist within CalREDIE. The LHJ or CDPH user will determine whether or not an outbreak exists. If not, the process ends. If an LHJ identifies an outbreak, they may notify CDPH and/or other LHJs potentially impacted.

Alternatively, the outbreak may be local and the LHJ may manage the outbreak at the local level entirely without involving CDPH or other partners. If the LHJ notifies CDPH, CDPH staff will support the LHJ in their outbreak investigation and work collaboratively with the LHJ and any other partners to investigate and manage the outbreak. LHJs have several tools they use to investigate outbreaks. They may perform a contact investigation using CalCONNECT for the limited number of conditions included in CalCONNECT or supplemental local systems for other conditions. They may also use specialized third-party software to statistically or spatially analyze data. Currently, line lists are being used to view and analyze data on individuals associated with an outbreak. LHJ or CDPH staff often manually create necessary line lists using a spreadsheet outside of CalREDIE. Questionnaires are also effective to identify exposure details relevant to the outbreak investigation beyond what is captured in CalREDIE, such as detailed food history, community activities, travel details, and close contacts.

CDPH program staff may work with the LHJ to create customized questionnaires for each outbreak using basic word processing tools. The LHJ user or CDPH staff will perform interviews using the questionnaire and will capture the responses manually. The responses must then be manually entered into appropriate systems, whether it be CalREDIE or supplemental databases, where they can be combined and analyzed to inform the outbreak investigation and management process. The investigators use these data to identify

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions likely outbreak sources and to alert other jurisdictions, facilities, or patients of potential for ongoing disease transmission. CDPH may learn of the outbreak in one of several ways. In addition to being notified by the LHJ, CDPH may be directly contacted by a reporting entity of an outbreak, or they may identify a cluster through analyses of lab or epidemiologic data, such as lab reports whose sequencing results identify common pathogens in different areas.

Investigative Functions Process

CDPH staff consult with and support LHJs, monitor and report on state and local surveillance, as well as conduct their own investigation activities. Investigation activities vary by condition, but generally entail epidemiological data collection, case management, and outbreak detection and management. This process begins after an incident has been created in CalREDIE. If an LHJ or CDPH user gets additional data associated with an incident and wants to update the system to reflect that, then this process branches off to the Incident/Case Management Process. While managing an incident, the incident might become part of an outbreak. If that occurs, the process branches off to the Outbreak Management Process. LHJ or CDPH Staff may also follow this path if they learn of a possible outbreak even when not actively managing an incident. Throughout the year, LHJ and CDPH program users will continue performing investigative and surveillance activities on reportable conditions and other reports of local concern.

To prepare for the end of the disease surveillance year, CDPH staff perform a reconciliation with the CDC to ensure that total case numbers reported by disease throughout the year align with the total that CDC has captured via weekly or monthly reports. These numbers may be misaligned because of the complexity of surveillance, as well as missing data, duplicate records, and other anomalies. As a result, CDPH staff must also perform a series of manual review and deduplication tasks to improve the data quality in preparation for finalizing reports to the CDC and others in the Data Extract and Reporting Process. Duplicate incidents, lab results, and persons are so common that deduplication efforts occur regularly throughout the year as part of the Incident/Case Management Process as well as in preparation for year-end CDC reporting.

Data Extract and Reporting Process

To support LHJ and CDPH public health users’ access to and use of the data they enter into CalREDIE and other systems, a series of steps occur regularly to make large quantities of data available via the CalREDIE Data Warehouse, the Integrated Infectious Disease Data Warehouse (I2D2), and other sources.

Not all activities that public health staff perform require large data sets, in which case, a user can query or work with smaller quantities of data by querying or running a report directly from CalREDIE. While this provides the user the most current data from the transactional database, the query functionality is limited in its abilities to filter, sort, display, and download. If the CDPH or LHJ user requires a larger quantity of current data, one option available is a daily extract generated from the CalREDIE Data Warehouse as part of the CalREDIE Data Transfer Process; however, these data are not real time.

All CalREDIE data is securely available to CDPH and LHJ users in a number of ways. For CDPH users, State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions the daily extracts are stored in folders on a CDPH secure network. Some LHJ users access files from SFTP folders. A user will typically import the extracted data into third-party analysis software that will allow them to do more advanced analysis than is available through CalREDIE. The user may combine data from multiple data sources or systems to perform the desired analysis. Another way State and LHJ users obtain CalREDIE data is from the CalREDIE Data Warehouse extracts or from the Snowflake I2D2, created via the Data Distribution Portal (DDP). After extracting data from the CalREDIE Data Warehouse or the I2D2, the user may combine it with data from other sources or systems and use other third-party analysis or data visualization software to conduct analyses or create visualizations or reports. The user will perform any desired analysis, which will inform decisions in other processes, such as those that occur as part of the Investigative Functions Process. During this effort, CDPH and LHJ users may collaborate with each other as well as with other external partners to meet LHJ or statewide surveillance or reporting needs. These collaborations may entail sharing information, resolving data quality issues, and coordinating disease response. CDPH programs and some LHJs provide periodic aggregate or high-level outbreak data reports to the CDC. These reports are generated and transmitted daily, weekly, monthly, or annually, depending on the condition and the jurisdiction. CDPH and LHJs also field report requests from various sources (e.g., legislature, media, leadership). The user will produce and deliver reports as needed using the data gleaned from the systems and subsequent analysis steps.

CalREDIE High Level Current Logical Architecture

The high level current logical technical architecture for the CalREDIE ecosystem is depicted below. The architecture primarily consists of the following:

• Submission: Data is entered from health care providers, laboratories, APHL Informatics Messaging Service (AIMS), CDPH staff, and LHJs. Data submissions may be completed via electronic system integration and interoperability or data entry processes. Data submissions include person, laboratory, and outbreak information.

• Transaction and Storage: CDPH administers two additional core systems that are integrated with CalREDIE: SaPHIRE and CalCONNECT. These systems rely on platform services and middleware services in Rhapsody and Mulesoft to facilitate data transactions, including the essential connection between CalREDIE and CalCONNECT via the CalCONNECT Data Lake. Additionally, CalREDIE relies on these same middleware solutions to populate the CalREDIE Data Warehouse for data storage as well as access to these data via secure file locations or the Data Distribution Portal and access via the I2D2 data warehouse (Snowflake) for CDPH and LHJ users. Rhapsody is a data integration engine that facilitates data transfer for internal and external customers. Rhapsody facilitates bidirectional flow of electronic laboratory report (ELR) data between SaPHIRE and CalREDIE, as well as movement of laboratory data to other state programs and external entities.

Electronic Initial Case Reports (eICR) are also moved unidirectionally via Rhapsody from their origin health care electronic systems to CalREDIE. It is essential for data transactions between submission and distribution. Data flows bidirectionally between CalREDIE and CalCONNECT via

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

Mulesoft integration. The data includes case investigation, contact tracing, and outbreak management information for COVID-19. The Mulesoft data transfer is object dependent and transmits on an hourly basis or every 4,12, or 24 hours.

• Distribution: Data is transferred to or made available to other local, state, and federal public health entities. These connections are via system-to-system integration utilizing middleware services or reporting access methods. The CalREDIE Data Warehouse (DW) and subsequent access to DW data extracts via the Data Distribution Portal (DDP) or the I2D2 data warehouse (Snowflake) provides State and LHJ users access to disease incident and laboratory data for analysis and reporting as needed. All incident and laboratory data flows unidirectionally from the CalREDIE system transactional database to the DW/DDP/I2D2 and are batch updated every 24-hours.

The DW/DDP/I2D2 contains normalized data tables of system defined and disease-specific data for primary disease programs such as Infections Disease, Immunization, Tuberculosis, Sexually Transmitted Diseases, and Coronavirus.

Figure 1.4: CalREDIE Data Systems Integration and Data Flow

More information on the full As-Is processes can be found in the Bidders' Library.

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. The Bidder requirements and solution requirements supporting this

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions overview are to be included in SECTION 4. PROPOSAL REQUIREMENTS .

In the event of a discrepancy or ambiguity between the requirements described in this section, and the requirements set forth in SECTION 4. PROPOSAL REQUIREMENTS is detected after the opening of proposals, SECTION 4. PROPOSAL REQUIREMENTS and the Bidder’s response thereto shall have priority over this section.

The proposed FDSS environment will replace CalREDIE as the statewide surveillance and reporting system, with enhanced capabilities for both reportable and non-reportable conditions. CDPH and LHJ staff will use FDSS to investigate, manage, and track both incidents and outbreaks and allow staff from different jurisdictions and CDPH programs to collaborate to co-manage incidents and outbreaks as well as track and manage incidents for patients with chronic conditions or conditions of public health significance.

This modern technology solution will increase customizability and flexibility to allow public health staff to adapt more quickly to changing needs, take advantage of modern and sophisticated disease surveillance techniques, and provide sufficient system capacity and scalability to withstand huge data volumes without system outages, degradation or impact to system performance. The patient-centric system will be used by CDPH, LHJs, healthcare providers, and other external entities to report conditions and outbreaks to CDPH via an online portal through which they may also view, update, and run reports on patient, incident, and outbreak data.

The FDSS will include data analytic features and allow users to perform dynamic searches with filtering to create precise data extracts for local and statewide real-time reporting as well as provide access to data for use with third-party analysis tools via existing CDPH data storage pathways. The system will incorporate a finely-grained permissions structure that will better meet state and local staff needs for access to system functionality and shared data, and will include robust internal notifications and communications to facilitate timely coordination, response, and action. Probabilistic matching algorithms will reduce inadvertent duplicate individuals and incidents being created automatically and will provide easy-to-use functionality for users to de-duplicate data when duplication does occur.

A key feature will be enhanced system interoperability with other CDPH systems, to allow seamless data exchange. Current manual processes will be automated, freeing public health staff to perform critical investigative and analytic activities and enabling more timely response, including submission of data to the Centers for Disease Control and Prevention (CDC), the lead federal agency for public health in the United States.

The functionality that the FDSS will provide will support streamlined business processes that will eliminate manual steps, reduce time to perform critical business functions, expand surveillance, management, and reporting capabilities to meet both LHJ needs and CDPH program and leadership statewide reporting needs.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

More information on the proposed environment can be found in the Bidders' Library.

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 Official identified in SECTION 2.2.1. PROCUREMENT OFFICER. You may also contact the State of California at the numbers listed below.

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

The California Relay Service Telephone Numbers are:

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 ADMONITION

This procurement will follow an approach designed to increase the likelihood that Proposals will be received without disqualifying defects. The additional steps:

• Ensure that the Bidder clearly understands the State’s requirements before attempting to develop its Proposal.

• Ensure that the State clearly understands what each Bidder intends to propose before those Proposals are finalized.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

• Provide an opportunity for the State and each Bidder to discuss weaknesses or potentially unacceptable elements of a Bidder’s Proposal and gives the Bidder an opportunity to modify its Proposal to correct such problems.

Specific information regarding such steps is found in SECTION 2.5. BIDDING STEPS and SECTION 7.

EVALUATION of the solicitation.

The Bidder should refer to SECTION 2.5. BIDDING STEPS to understand the steps applicable to this solicitation. It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Review the materials provided in the Bidders' Library.

3. Ask appropriate questions in a timely manner, if clarification is necessary.

4. Submit the proposal by the required dates and times.

5. Make sure that all procedures and requirements of the solicitation are accurately followed and appropriately addressed.

6. Carefully re-read the entire solicitation before submitting the Proposal.

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.com.

Only questions submitted in writing and answered in writing by the Procurement Officer shall be binding and official. Written questions must be submitted by email to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER using ATTACHMENT 20: TEMPLATE FOR QUESTION SUBMITTAL. All written questions submitted by the deadline specified in SECTION 2.3. KEY ACTION DATES will be responded to at the same time with all questions and answers posted to Cal eProcure in the form of a question and answer set.

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.

Bidders are directed to communicate, submit questions, deliver proposals, and submit all other correspondence regarding this procurement to the Procurement Officer at the address below.

Andrea Minning, Procurement Officer

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

August 7, 2025 http://www.caleprocure.com/

Phone: MS Teams 916-460-9811 Email: andrea.minning@state.ca.gov

Kerry Jones, Secondary Procurement Officer Phone: MS Teams 916-460-9803 Email: Kerry.Jones@state.ca.gov

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requiring clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process may request clarification by submitting questions using ATTACHMENT 20: TEMPLATE FOR QUESTION SUBMITTAL in an email (using the solicitation identification information from the solicitation title page) to the Procurement Officer listed in SECTION 2.2.1. PROCUREMENT OFFICER. To ensure a response, questions must be received in writing by the scheduled date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be provided to all Bidders without identifying the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

Only questions submitted in writing and answered in writing by the Procurement Officer shall be binding and official. Written questions must be submitted by email to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER, using ATTACHMENT 20: TEMPLATE FOR QUESTION SUBMITTAL. All written questions submitted by the deadline specified in SECTION 2.3. KEY ACTION DATES, will be responded to at the same time with all questions and answers posted to Cal eProcure in the form of a question and answer set.

If a Bidder who 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 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 aspect of the question, the question and answer will not be confidentially maintained and the Bidder will be so notified.

2.2.3. INTENT TO BID

Bidders that want to participate in the solicitation shall submit a completed ATTACHMENT 3: INTENT TO BID by the date specified in SECTION 2.3. KEY ACTION DATES. The purpose of the Intent to Bid is to ensure Bidders are aware and can comply with all non-negotiable items listed on the corresponding Exhibit.

This document shall be emailed to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER. Only those Bidders acknowledging interest in this solicitation will receive invitations and

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions correspondence applicable to the solicitation (e.g., scheduling dates for confidential discussions, meetings, etc.) throughout this procurement. Correspondence to a Bidder regarding this solicitation will only be given to the Bidder’s designated contact person.

It shall be the Bidder’s responsibility to immediately notify the Procurement Officer identified in SECTION

2.2.1. PROCUREMENT OFFICER, in writing, regarding any revision to the contact person information by the proposal submission date. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, about any change pertaining to the designated contact person.

A Bidder must notify the Procurement Officer whenever its intent to bid changes or whenever there is a change in the Bidder’s designated contact information.

2.2.4. BIDDERS' LIBRARY

The Bidder is encouraged to review the information in the Bidders’ Library to gain a thorough understanding of the FDSS project and Procurement. It is the Bidder’s responsibility to contact the Procurement Officer to gain access to the Bidders' Library URL. Bidders should check frequently for updates to the Bidders’ Library.

To obtain Bidders' Library information, Bidders must sign and submit both the ATTACHMENT 3: INTENT TO BID and ATTACHMENT 4: CONFIDENTIALITY STATEMENT to the Procurement Officer. It is the Bidder’s responsibility to provide the Procurement Officer with the required documentation to access the Bidders’ Library URL. The URL will be emailed back to the Bidder’s single point of contact within three (3) days after receipt of ATTACHMENT 3: INTENT TO BID and ATTACHMENT 4: CONFIDENTIALITY STATEMENT. Bidders are encouraged to review the information in the Bidders’ Library to gain a thorough understanding of FDSS project requirements, State expectations and the project solution requirements in which it operates.

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. It is the Bidder's responsibility to ensure up-to-date review of the Bidders' Library throughout the course of the solicitation.

2.3. KEY ACTION DATES

Table 2.3: 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 the Proposal. The dates listed after the Proposal submission deadline are estimated and may be adjusted without addendum to this solicitation. All times listed are for California Pacific Time/Pacific Standard Time.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

August 7, 2025 https://sb.cityinnovate.com/account/solicitations/documents/329078

Table 2.3: Key Action Dates (KAD)

KEY ACTION DATES

Item Action Date and Time

1 Release of Solicitation August 7, 2025

2 Last day to submit ATTACHMENT 3: INTENT TO BID and

ATTACHMENT 4: CONFIDENTIALITY STATEMENT

(signed)

August 15, 2025

12:00 pm PST

3 Last day to submit written questions using ATTACHMENT

20: TEMPLATE FOR QUESTION SUBMITTAL

August 25, 2025

12:00 pm PST

4 State’s response to Bidders' questions, and release of potential addendum

September 8, 2025

5 Last day to submit questions September 16, 2025

6 State's response to Bidders' questions September 24, 2025

Last day to email Procurement Officers to request an invitation to State's file-sharing site

October 1, 2025

12:00pm PST

8 Last day to submit Proposal and be deemed eVAQ approved by OSTP1 October 8, 2025

12:00 pm PST

9 Proposal Evaluation Period2 October 9 - November 20, 10 Invitation to negotiate November 21, 2025

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

KEY ACTION DATES

Item Action Date and Time

11 Negotiations December 2 - December 23, 12 Best and Final Offer Submission and Evaluation Period December 23, 2025 - January 8, 2026, 2025

13 Notification of Award/Contract Execution January 23, 2026

14 Estimated Contract Start February 2, 2026

1 If Bidder does not have an approved eVAQ application on file with OSTP, it is recommended that Bidders allow a minimum of four weeks prior to the proposal due date for the State to process and approve Bidder's eVAQ application.

2 Based on the number of proposals received.

2.4. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with the provisions set forth in Public Contract Code (PCC) §6611 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.

A deviation of any non-negotiable requirement identified in SECTION 2.7. NEGOTIATIONS, will disqualify a vendor from participating in Negotiations and Contract Award.

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

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions 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.

Modifications will be made by addenda issued pursuant to SECTION 2.4.6. ADDENDA. Such modifications shall be given by written notice to all parties who have identified themselves as Bidders to the Procurement Officer without divulging the source of the request. Insofar as practicable, the State will give such notices to other interested parties, but the State shall not be responsible therefore.

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.

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. Specific conditions to be examined may be listed in SECTION 3. ADMINISTRATIVE REQUIREMENTS and/or SECTION 4. PROPOSAL REQUIREMENTS .

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (stages 2, 3, or 4) or feasibility study, 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) or feasibility study. 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.

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions

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.

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the notice of Intent to 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 is a 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. ADDENDA

The State may modify the solicitation at any time prior to submission of the Proposal by issuing an addendum. Addenda will be numbered consecutively.

If a Bidder determines that an addendum unnecessarily restricts its ability to bid, the Bidder is allowed five

(5) business days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT .

2.4.7. BIDDER'S COST

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

2.4.8. DISCOUNTS

In connection with any discount offered, except when a provision is made for a testing period preceding

State of California California Department of Technology (CDT)

RFP 25-10052

Part 1 - Bidder Instructions 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.

Cash discounts offered by bidders for the prompt payment of invoices will not be considered in evaluating…