Department of Motor Vehicles (DMV) - DXP Driver License _1.pdf

PRE-SOLICITATION

Request For Proposal (RFP)

RFP ISD26-3629

PART 1 – BIDDER INSTRUCTIONS

FOR

WS3A - DL/ID Mainframe Services, Data & Integration (Migration RFP)

TBD

Issued by:

STATE OF CALIFORNIA

Department of Motor Vehicles

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 Phase 1 and Phase 2 proposals, 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 Officers 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

PART 2 - BIDDER RESPONSE

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

ATTACHMENT 2: INTENT TO BID FORM

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM

ATTACHMENT 4: COVER LETTER

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM ... 94

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: WORKERS' COMPENSATION CERTIFICATION

ATTACHMENT 9: BOND AND OTHER SECURITY DOCUMENTS

ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 11: DVBE DECLARATIONS

ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 13: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 14: BIDDER QUALIFICATIONS MATRIX

ATTACHMENT 15: BIDDER REFERENCE FORM

ATTACHMENT 16: KEY STAFF QUALIFICATIONS MATRIX

ATTACHMENT 17: KEY STAFF REFERENCE FORM

ATTACHMENT 18: NARRATIVE REQUIREMENTS

ATTACHMENT 19: KEY STAFF REPLACEMENT FORM

ATTACHMENT 20: GLOSSARY OF TERMS

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EXHIBIT C: DELIVERABLES AND MILESTONES TABLE

EXHIBIT D: COST WORKBOOK

EXHIBIT E: INFORMATION SECURITY AND PRIVACY PROVISIONS

EXHIBIT F: DMV ACCEPTABLE USE STATEMENT

EXHIBIT G: WORK ORDER AUTHORIZATION FORM

EXHIBIT H: WORK ORDER AUTHORIZATION ACCEPTANCE FORM

EXHIBIT I: DELIVERABLE EXPECTATION DOCUMENT

EXHIBIT J: DELIVERABLE ACCEPTANCE DOCUMENT

RFP

PART 1 - BIDDER INSTRUCTIONS

1. INTRODUCTION

On behalf of the Department of Motor Vehicles, this solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611 which provides the authority to use a competitive negotiation process 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”. For additional definitions, see ATTACHMENT 20:

GLOSSARY OF TERMS.

1.1. PURPOSE OF RFP

The purpose of this Request For Proposal (RFP) (hereinafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide Department of Motor Vehicles and the State of California (hereinafter referred to as “State”) with Design, develop, and implement (DD&I) the Workstream 3A (WS3A) - DL/ID Mainframe Services, Data & Integration Migration (hereinafter referred to as").

This solicitation follows a phased approach that includes multiple submissions and evaluations to determine the most qualified Bidder to design, develop, and implement (DD&I) the solution.

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

SECTION 6. EVALUATION.

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

1.2. BACKGROUND

DMV legacy systems support the provision of services to millions of California residents through 188 field offices (FO) (Inspections.16, Driver Safety.17, Industry Business Centers (IBC).10), 3 contact centers, 186 auto clubs (AC), and over 5,900 business partner (BPA) locations throughout the State. DMV services provide a means to assess and collect the regulated fees and taxes that support many state, local, and city transportation agencies and departments. DMV has chosen Salesforce as the platform to modernize its OL, VR, DL, and CC legacy applications.

DMV’s legacy systems, the replacement of which is crucial, provide services and information to other government agencies, including law enforcement and the courts.

Additional information about DMV’s existing systems and DMV DL/ID business processes is detailed in

EXHIBIT A: STATEMENT OF WORK.

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 and three (3) months.

Two (2) years and nine (9) months to reach Go-Live status of the complete Solution, three (3) months of hypercare and three (3) months of warranty period. (plus any optional extensions to be executed by

DMV).

The State, at its sole discretion, may exercise its option to execute two (2) one (1)-year extensions to perform the Services, for a maximum Contract term of five (5) years and three (3) months.

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

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

1.4. CURRENT AND PROPOSED ENVIRONMENTS

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

1.4.1. CURRENT ENVIRONMENT

The current environment for the DXP DL is detailed in EXHIBIT A: STATEMENT OF WORK.

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 WS3A are included in EXHIBIT A: STATEMENT OF WORK. Details of the solicitation requirements are included in EXHIBIT B: FUNCTIONAL AND NON-FUNCTIONAL

REQUIREMENTS.

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

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

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

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

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

Table 1-1: The California Relay Service Telephone Numbers

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

RELAY SERVICE

DESCRIPTION

LANGUAGE

TELEPHONE

NUMBER

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

From or to Speech-to-Speech English & Spanish

1-800-854-7784

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

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

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

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

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

DATES.

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

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

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

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

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. Following Phase 1 proposal submission or evaluations, Bidder communications may be sent directly to Phase 2 Bidders.

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 OFFICERS

The Procurement Officer(s) is the State’s designated authorized representative regarding this procurement and is the sole point of contact.

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

Table 2-1: Procurement Officers

PROCUREMENT OFFICER

Department Name:

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

Procurement Officer: Amrit Dhillon

Email: amrit.dhillon@state.ca.gov

Phone: +19165954259

Secondary Procurement Officer: Nicole Delgado

Email: nicole.delgado@state.ca.gov

Phone: +19162242832

State of California

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://www.caleprocure.ca.gov/

2.2.2. QUESTIONS REGARDING THE SOLICITATION

Bidders requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process should submit ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES via email addressed to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICERS.

If the Bidder believes that one or more of the solicitation requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder proposing a less costly or an alternate solution, the Bidder may request a change to the solicitation by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change using ATTACHMENT 1:

TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES. Such a request must be submitted to the Procurement Officers by the date specified in SECTION 2.3. KEY ACTION DATES.

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

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

The email must include the solicitation identification information from the solicitation title page in the subject line. To ensure a response, questions and/or requests for changes must be received in writing by the date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be posted to Cal eProcure and will not identify the submitters. Following Phase 1 evaluations, responses to Bidder questions may be sent directly to Bidders via email. During the Negotiation Phase, responses to Bidder questions may be sent directly to the requesting Bidder only. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

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

Only questions submitted in writing and answered in writing by the Procurement Officers shall be binding

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal and official.

2.2.3. INTENT TO BID

Bidders that wish to participate in this 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 email to the Procurement Officers identified in SECTION 2.2.1.

PROCUREMENT OFFICERS.

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. BIDDERS' LIBRARY

Throughout the solicitation, the State will make available a Bidder’s 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 WS3A . It is each Bidder’s responsibility to check frequently for updates to the Bidders’ Library.

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

To obtain access to the Bidders’ Library, Bidders must email a request to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICERS and sign and submit ATTACHMENT 6:

CONFIDENTIALITY STATEMENT FORM and ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM. The email should include the names, titles, phone numbers, and email addresses of no more than two (2) contacts. Access to the Bidders' Library will be granted within (3) business days after receiving the email request, ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM and

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM .

Bidders are not allowed to share or provide their User ID, password, and URL to anyone outside the Bidder's procurement team. Bidders may be granted a second User ID and password if requested.

It is the Bidder’s responsibility to contact the Procurement Officers {for a user ID, password and URL} to

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal gain access to the Bidders’ Library.

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

The Bidder must email the Procurement Officers 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 individuals. It is the Bidder's responsibility to confirm receipt of the invitation with the Procurement Officers.

The email should include the names, titles, phone numbers, and email addresses of no more than two (2) contacts.

Access to the file-sharing site will be granted within three (3) working days after receiving the email request and ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM.

Please refer to SECTION 5.3. DELIVERY OF SUBMITTALS for further instructions on how to submit your firm's proposal and instructions for the file-sharing site.

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 except for dates listed after the Bidder’s submission of the proposal. Dates listed after the Bidder’s submission of Phase 2 proposals are estimated and may be adjusted without an addendum to this solicitation. All times listed are for Pacific Time.

[Timeline for pre-solicitation from release of pre-solicitation to release of solicitation is at a minimum 4-6 weeks.]

Table 2-2: Key Action Dates (KADs)

ITEM ACTION

DATE AND TIME

[Allow at least the following number of days]

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

Phase 1

1. Release of Solicitation TBD

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

[This action is not an official Key Action Date; however, it is helpful to alleviate questions from Bidders inquiring when an addendum will be released.]

TBD

[Add 15-20 working days from “Last day to submit written questions and request for changes prior to Bidder's Conference"

Note: Agency/State entity should add in time for an addendum.] or

[Add 5-10 working days from “Bidder's Conference"

Note: Agency/State entity should add in time for an addendum.]

3. Last day to submit questions and request for changes prior to proposal using ATTACHMENT 1: TEMPLATE

FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

TBD

[Add 5 – 10 working days from "Intent to Bid and Confidentiality..." submission]

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

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

[This action is not an official Key Action Date; however, it is helpful to alleviate questions from Bidders inquiring when an addendum will be released.]

TBD

[Add 10 – 15 working days from “Last day to submit questions and request for changes prior to proposal”

Note: Agency/State entity should add in time for an addendum.]

5. Submit: Signed ATTACHMENT 2: INTENT TO BID

FORM, ATTACHMENT 6: CONFIDENTIALITY

STATEMENT FORM and ATTACHMENT 3: FOLLOW-ON

CONTRACT DISCLOSURE FORM

TBD

[5 working days from release of "State's responses to Bidders questions”]

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

2.2.5. REQUEST INVITATION TO STATE'S FILE-

SHARING SITE )

TBD

[14 working days prior to Last day to submit Phase 1 Proposal]

7. Last day to submit Phase 1 Proposal and be deemed eVAQ approved by OSTP2

TBD

[Bids should be due by 12:00

pm. Add 10 – 20 working days from “State’s response to Bidder’s questions” ]

8. Phase 1 Proposal Evaluation Period TBD

[Add 10-25 working days from “Last day to submit Phase 1 Proposal …"]

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

9. Notification of Bidders Selected for Phase 2 TBD

[Add 5-10 working days from completion of “Phase 1 Proposal Evaluation Period"]

Phase 2

10. Last day to submit Phase 2 Proposal (Including EXHIBIT

D: COST WORKBOOK)

TBD

[Add 15-20 working days, depending on complexity, from “Notification of Bidders Selected for Phase 2" ]

11. Phase 2 Proposal Evaluation Period TBD

[Add 5-30 working days, depending on how many Bidders are moving to Phase 2, from “Last day to submit Phase 2 Proposal]

12. Invitation to Negotiate (this is not an optional step but does not have to be listed within this KAD table)

TBD

[Add 10 - 20 working days.

This includes the agenda/ negotiation plan and all reviews and approvals necessary before moving into negotiation sessions.]

Phase 3

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

13. Negotiations TBD

[Add 15 – 35 working days from the end of “Invitation to Negotiate”. This line should include negotiations.]

14. BAFO submission TBD

[Add 5 - 15 working days from the end of “Negotiations”]

15. BAFO evaluations TBD

[Add 5 - 15 working days from the end of “BAFO submission”]

16. Notification of Award/Contract Execution TBD

[Add 10-30 working days from end of “BAFO evaluations"] This includes departmental internal reviews and approvals, Contractor reviewing draft contract, and time for signatures on the contract.

17. Contract Start TBD

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

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 Phase 1 proposal due date for the State to process and approve Bidder's eVAQ application.

2.4. RULES GOVERNING COMPETITION

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

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

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

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

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

2.4.2. SOLICITATION DOCUMENTS

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

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

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

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

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 2.4.6. ADDENDA .

2.4.3. EXAMINATION OF THE WORK

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

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of telecommunications, 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 ATTACHMENT 2: INTENT TO BID FORM and ATTACHMENT 6: CONFIDENTIALITY

STATEMENT FORM .

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

Bidder, the State will notify the Bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Bidder should be aware that marking a document “confidential” or “proprietary” in their proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

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

Any disclosure of confidential information by the Bidder may be the basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

2.4.6. ADDENDA

The State may modify the solicitation at any time prior to submission of proposals by issuing an addendum. Addenda during Phase 1 will be numbered consecutively and released to all Bidders via Cal eProcure. Addenda after Phase 1 will be released only to the Bidders who are invited to subsequent phases.

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

SOLICITATION .

2.4.7. COST FOR DEVELOPING PROPOSAL

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

2.4.8. 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.

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/44067#section-206258 https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372628

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

2.4.9. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be the basis for rejecting the Bidder's proposal. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this solicitation document, may be the basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate.

2.4.10. BONDS

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

2.4.11. JOINT BIDS

A joint proposal [two (2) or more Bidders quoting jointly on one (1) bid] may be submitted and each participating Bidder must sign the joint bid. If the Contract is awarded to joint Bidders, it shall be one indivisible Contract. Each joint Contractor will be jointly and severally responsible for the performance of the entire Contract, and the joint Bidders must designate, in writing, one individual having authority to represent them in all matters relating to the Contract. The State assumes no responsibility or obligation for the division of orders or purchases among joint Contractors.

2.5. BIDDING STEPS

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

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

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

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372689

This solicitation will follow a phased approach as indicated below to ensure contract award. Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation. 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) .

2.5.1. PHASE 1 - ADMINISTRATIVE, BIDDER EXPERIENCE, BIDDER

REFERENCES, PHASE 1 NARRATIVES, AND SOLUTION REQUIREMENTS

Bidders must complete and obtain approval of the eVAQ online application by the Phase 1 proposal due date (Please note, it is recommended that Bidders allow a minimum of four (4) weeks before Phase 1 proposal due date for the State to process the application approval.)

The objective of Phase 1 is to select qualified Bidders that meet the State’s minimum requirements to advance to Phase 2. The initial release of this solicitation contains all the information necessary for Bidders to complete and submit a Phase 1 response. Following release of the solicitation, Phase 1 will include the following:

• Bidder submits an application to the Electronic Vendor Application of Qualifications site detailed in SECTION 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (eVAQ)(M) .

• Bidder submits its Phase 1 Administrative, Bidder Experience, Bidder References, Initial Narrative Responses, and Solution Requirements.

• The State evaluates the Phase 1 responses based on the evaluation criteria detailed in SECTION

6. EVALUATION.

• Following the Phase 1 evaluation, the State will advance and notify the top three (3) highest scoring Bidders to participate in Phase 2 of the solicitation.

2.5.2. PHASE 2 - KEY STAFF QUALIFICATIONS AND KEY STAFF REFERENCES,

PHASE 2 NARRATIVES AND COST RESPONSE

Bidders invited to participate in Phase 2 of the solicitation will be required to submit their Phase 2 proposal by the date specified in SECTION 2.3. KEY ACTION DATES.

Phase 2 will include the following:

• Key Staff Qualifications and Key Staff References.

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

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• Phase 2 Narrative Responses

• Phase 2 - Cost workbook as a password-protected document.

• Notification to Bidder(s) advancing to Negotiations

Bidders invited to participate in Phase 2 will be notified via email.

2.5.3. PHASE 3 - NEGOTIATIONS

The State will conduct negotiations under PCC § 6611 and as detailed in SECTION 7. PHASE 3, NEGOTIATIONS. The purpose of the negotiation process is to maximize the State’s ability to obtain a value effective solution.

Following Proposal Rank Determination, described in SECTION 6.4.6. PROPOSAL RANK DETERMINATION, the State will invite and proceed with negotiations with one or more responsive Phase 2 Bidders.

This Bidder negotiation selection process will continue until the State completes negotiations with the final selected Phase 2 Bidder. The negotiations may or may not result in a Contract award.

2.5.4. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its proposal at any time prior to the proposal submission due date of the relevant Phase by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with ATTACHMENT 4: COVER LETTER. 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, proposals cannot be changed after the respective deadline date and time designated for receipt, except as provided in the solicitation.

2.5.5. DISPOSITION OF PROPOSALS

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

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

3. PROPOSAL REQUIREMENTS

This section contains the mandatory, mandatory scored and desirable scored proposal requirements that

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372748 https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372747 https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-707988 https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372628 must be met in order to be considered responsive to this solicitation.

The documents that must be submitted with the Bidder’s Final Proposal are noted as “Mandatory” “(M)”, "Mandatory Scored" "(MS)", in this section. Items labeled "Desirable Scored" "(DS)" are optional.

The proposal requirements listed in this section are denoted as follows:

1. (M) Sections labeled as "Mandatory" or "M" are not negotiable. To be considered responsive and responsible to these requirements, all requirements with the (M) designation must receive a response from the Bidder. Failure to respond to any (M) requirement shall result in a "fail" and disqualification of the Bidder's Proposal.

2. (MS) Sections labeled "Mandatory Scored" or "MS" are not negotiable. To be considered responsive and responsible to these requirements, all requirements with the (MS) designation must receive a response. Failure to respond to any (MS) requirement shall result in a "fail" and disqualification of the Bidder's Proposal. The State's evaluation team will review responses to (MS) requirements and award points per the criteria stated in SECTION 6. EVALUATION

3. (DS) Sections labeled "Desirable Scored", or "DS" are not required to be offered by a Bidder in order to be compliant with the solicitation requirements. A Bidder may choose to meet requirements labeled as (DS). However, if a Bidder offers any of the (DS) requirements, the Bidder's response must meet the minimum requirements as stated in the solicitation. 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 Phase 1 proposal due date for any prequalification requirements.

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 Phase 1 proposal due date will disqualify Bidder(s) and the State will not move forward with evaluating the

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/63972?return_path=%2Faccount%2Fworkflows%2Fstages%2F9569%3Fsub_stage%3Ddocuments#section-295555 proposal, conducting negotiations and contract award. The State will not seek eVAQ modifications or clarifications after the Phase 1 proposal 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 Phase 1 (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 Officers.

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS AND REQUIREMENTS

The Contract awarded as a result of the solicitation shall automatically incorporate by reference all requirements of the solicitation and terms and conditions of the eVAQ. The Bidder hereby certifies that all information submitted in the eVAQ is true, correct, and complete as of the date of submission, and that such information is incorporated herein by reference and made a part of this bid.

The Bidder’s eVAQ shall remain in effect throughout the life of the Contract including all optional years.

In the event there is inconsistent requirements between the solicitation and the Bidder's OSTP approved eVAQ documents, the solicitation documents shall take precedence.

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

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372628 https://cadtprod.service-now.com/vendoreVAQ https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-688028 information.

Unless designated otherwise, all the requirements in this section are mandatory. Documents that must be submitted with the Bidder's Proposal are noted as “Mandatory” or “(M)” in this section.

The administrative requirements listed in this section are denoted as follows:

1. (M) All sections labeled as “Mandatory” or “M” are not negotiable. All "M" requirements must be responded to in order to be compliant with the solicitation requirements. The Bidder must be in full compliance with those obligations. A “fail” in a mandatory section will result in a response being deemed non-responsive and, therefore, will be disqualified. Failure to respond or comply with any mandatory requirements may result in disqualification of the response. The responses will be evaluated in accordance with SECTION 6. EVALUATION.

2. (O) All sections labeled as “Optional” or “O” are not required to be offered by the Bidder in order to be compliant with the solicitation requirements. A bidder may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points. However, if a Bidder offers any of these (O) requirements, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, in accordance with SECTION 6. EVALUATION.

3.2.1. COVER LETTER (M)

The Bidder must complete and submit ATTACHMENT 4: COVER LETTER with its Phase 1 proposal.

A cover letter shall be considered an integral part of the proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned proposal may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

3.2.2. ADMINISTRATION REQUIREMENTS DOCUMENT (M)

The Bidder must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM with its Phase 1 proposal. The Bidder must indicate its willingness and ability to satisfy these requirements by responding “Yes” in the “Bidder Agrees Yes/No” column. A “No” response to any of the mandatory administrative requirements may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

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3.2.3. CONFIDENTIALITY STATEMENT (M)

The Bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM, for the Bidder’s company. The completed confidentiality statement must be submitted as indicated in SECTION 2.3. KEY ACTION DATES.

The Bidder engaging in services pertaining to this solicitation, requiring contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The Bidder will also be required, upon Contract award, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

3.2.4. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the quantity and with the skills required; equipment of appropriate type and in sufficient quantity; financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder’s ability to perform under the Contract if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be so notified and will be permitted five (5) working days to submit the information requested in writing.

Examples of the type of financial responsibility information requested may include annual reports and current audited balance sheets for the Bidder’s firm.

3.2.5. PRIMARY BIDDER

An award, if made, will be to a primary Bidder. The awarded primary Bidder will be responsible for successful performance of all subcontractors and support services offered in response to this solicitation.

All State policies, guidelines, and requirements that apply to the primary Bidder also apply to subcontractors, as applicable to the products and services they provide and to their role as a subcontractor. Furthermore, the State will consider the primary Bidder to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Bidder shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting

State of California Department of Motor Vehicles

RFP ISD26-3629

CDT OSTP Request For Proposal

TBD

https://sb.cityinnovate.com/account/solicitations/documents/80118 https://sb.cityinnovate.com/account/solicitations/documents/80114?return_path=%2Faccount%2Fworkflows%2Fstages%2F11759%3Fsub_stage%3Ddocuments#section-372628

Contract.

3.2.6. SUBCONTRACTORS

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations. The Contractor is fully responsible to the State for the acts and omissions of the Contractor's subcontractors and of persons either directly or indirectly employed by the Contractor.

The Contractor shall not change subcontractor(s) and/or DVBE subcontractor(s) if such changes conflict with the work to be performed under this Contract. For DVBE subcontractor changes, the Contractor shall utilize another DVBE subcontractor. The State recognizes that changes to subcontractor(s) may be necessary and in the best interests of the State, however, advance notification of a contemplated change and the reasons for such change must be made to the State no less than seven (7) working days prior to the existing subcontractor’s termination. If this should occur, the Contractor should be aware that the State Contract administrator or designee must approve any changes to the subcontractor(s) prior to the termination of the existing subcontractor(s). This also includes any changes made between submittal of the proposal and the actual start of the Contract.

Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code, Section 999 et seq. that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid, per Military and Veterans Code, Section 999.5(f), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by both the awarding department and the Department of General Services (DGS) prior to the commencement of any work by the proposed subcontractor. Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid may be cause for Contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in MVC, Section 999.9; Public Contract Code (PCC), Section 10115.10.

The State will not compensate…