E._Solicitation_Package_51A0584.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, GOVERNOR

California Department of Transportation

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET, MS 65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

April 25, 2024

Request for Quote for Information Technology Services

RFQ-ITS# 51A0584

Notice to Prospective Bidders You are invited to review and respond to this Request for Quote for Information Technology Services (RFQ-ITS) Number 51A0584, entitled Location Platform Services for Travelers Information. In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specifically specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

The Department of Transportation (Caltrans) is committed to meeting the State’s 25 percent (25%) Small Business participation goal, as required by Governor Executive Order S-02-06 and want to encourage Certified Small Businesses (SB), Microbusinesses (MB), and any Contractors willing to commit to subcontracting a minimum of 25 percent (25%) of their net bid price to certified SB or MB to submit bids.

The designated contact person for this RFQ-ITS is:

Michelle Garcia Department of Transportation

(279) 234-2470

Please note that no verbal information given will be binding upon Caltrans unless such information is issued in writing as an official addendum. Technical questions regarding this solicitation will be addressed, in writing, in accordance with the Questions and Answers portion of this RFQ-ITS. See Section 2, Questions and Answers for more details.

Sincerely, MICHELLE GARCIA

Contract Analyst

Table of Contents

Section Page

A) Purpose and Description of Service 1

B) Availability 1

C) Minimum Qualifications for Bidders 1

D) RFQ-ITS Requirements and Information 2

1. Time Schedule 2

2. Questions and Answers 2

3. Technical Bid Requirements

4. RFQ-ITS Response Guidelines 3

5. RFQ-ITS Response Content–Bid 3

6. Cost Sheet Requirements 3

7. Bid Submission 4

8. California Civil Rights Laws 6

9. Executive Order N-6-22 – Russia Sanctions 7

10. Standard Title VI/Nondiscrimination Assurances (DOT Order No. 1050.2A) 7

11. Evaluation Process 7

12. Pre-Award Audit 9

13. Award 9

14. Protest 10

15. Disposition of Bids 11

16. Standard Conditions of Service 11

17. Miscellaneous Award Issues 11

18. Insurance 12

E) Special Program(s)

1. Disadvantaged Business Enterprise (DBE) Program 12

2. Disabled Veteran Business Enterprise (DVBE) Participation Requirement 12

3. Small Business Enterprise or Micro Business Preference 13

Attachments

1. Cost Sheet

2. Customer Experience Reference Form

3. Criteria for Evaluation of Consultant Cost Sheet–Bid Evaluation

4. Bidder Declaration, GSPD-05-105

5. California Civil Rights Laws Certification

6. Required Attachments Checklist

7. Proposed Form of Standard Agreement, STD 213

TBD

Agreement Number 51A0584

A) Purpose and Description of Services The work to be performed under this Agreement shall be in accordance with the Contractor's Cost Sheet, Attachment 1, Contractor’s Technical Bid, Attachment 3, and Exhibit A in this Agreement.

In the event of any conflicts related to this Agreement, Exhibit C, Section 11, Order of Precedence, and Section 44, Disputes, shall apply.

Contractor (hereinafter sometimes referred to as Consultant) agrees to provide the Road Charge Public/Private Roads Pilot study to the California Department of Transportation (Caltrans), as described herein.

The services required are delineated in the Statement of Work. Refer to the Proposed Form of Agreement, which is attached to this RFQ-ITS as Attachment 7 (Exhibit A).

B) Availability The selected Bidder must be able to meet the requirements of this RFQ-ITS and be ready to begin work within 10 business days of the Agreement award date specified in Section D1, RFQ-ITS Requirements and Information, Time Schedule. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ-ITS. All replacement personnel are subject to approval by the State.

C) Minimum Qualifications for Bidder A. Contractor Project Manager

1) Description:

a) Contractor Project Manager (PM) shall assist the Project Manager for the day-to-day management of the project, including overall performance and Contract compliance.

Contractor PM will assist the Project Manager in managing and coordinating Contractor resources including any Subcontractor resources assigned to the project, and for ensuring that all tasks in Contractor’s Project Management Plan are executed in accordance with the Caltrans requirements and approved schedule. Contractor PM assists in ensuring the timely completion and quality of contract deliverables, and for coordinating the involvement of any Subcontractors to ensure Subcontractor work is performed in accordance with deadlines and quality standards.

b) Contractor PM will report to the Caltrans PM and will identify any potential problem areas, recommend solutions, and work closely and cooperatively with the Caltrans PM to resolve issues quickly and fairly. He or she will also provide Caltrans with written status reports regarding actual progress as compared to what is projected in the schedule/work plans. Contractor PM is responsible for quality control over all deliverables submitted for review. Contractor PM will assist with issue and risk management and participate in mitigation and contingency actions to address the risks. Where appropriate, Contractor PM will participate in meetings with stakeholders and executives to communicate status, resolve issues, and assist in developing and implementing activities related to organizational change management.

2) Experience:

a) Contractor PM shall possess three (3) years of experience working as a Project

Manager on IT projects involving design, development /configuration, implementation, and deployment.

b) Contractor PM must have two (2) years of experience working as a Project Manager on IT projects managing the design, development /configuration, implementation, and deployment of the type of solution proposed for this project (i.e., COTS, MOTS, hosted or custom).

c) Contractor PM must have experience working as the Project Manager on an IT project for a government entity within the US (i.e., Federal, State, regional, county/parish or city).

d) Contractor PM must have one (1) project as experience working as the Project Manager on IT projects which involved the design, development/configuration, implementation, and deployment of a web-based system to at least three (3) geographically separate facilities (i.e., physically separate facilities such that the network is separated by firewalls).

e) Contractor Project Manager should have one (1) project as experience working as a Project Manager on an IT project for a State of California government entity (i.e., department, agency, board, or commission).

3) Certification:

Contractor PM must possess a certification as a Project Management Professional (PMP) from the Project Management Institute (PMI) or other formal project management professional organization certification (e.g., PRINCE2, IAPPM).

D) RFQ-ITS Requirements and Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

Event Date Time

(Pacific Time)

Release of RFQ-ITS 4/25/2024 Submission of written questions 5/2/2024 Submission of Quotes (by date and time) 5/9/2024 2:00 p.m.

Cost Opening 5/9/2024 2:00 p.m.

RFQ Review and Selection Committee Week of 5/13/2024 Posting of Notice of Intent to Award 5/20/2024 Proposed Agreement Award Date (estimate) 8/1/2024

All dates after the Submission of Quotes 5/9/2024 are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

2. Questions and Answers A. Questions regarding this RFQ–ITS must be received by the specified Event Date, Section

C1, Time Schedule, for the submission of written questions as identified above. Bidders are encouraged to submit written questions via e-mail to michelle.garcia@dot ca.gov.

B. Written questions must include the individual's name, firm name, complete address and must reference RFQ-ITS No. 51A0584. Questions must be sent to one of the following:

Email: michelle.garcia@dot ca.gov Department of Transportation Division of Procurement and Contracts (MS 65) Attention: Michelle Garcia 1727 30th Street

Sacramento, CA 95816-7006 C. Written responses to all questions will be collectively compiled and posted, as an Addendum, to the Cal eProcure website (https://caleprocure.com/pages/index.aspx). It is the responsibility of the bidder to access the website for any changes or Addenda that may be posted. Refer to this RFQ-ITS, Section D1, Time Schedule, for the schedule of events and dates/times. It is the responsibility of the bidder to check Cal eProcure for all addenda.

Bidder can contact the Contract Analyst named above.

3. Technical Bid Requirements A. An Assemble one (1) set of documents comprising the entire Technical Bid in an electronic format. The electronic response may consist of one (1) single document or multiple separate documents. It is preferred that the electronic documents be in Microsoft Word (.doc) or Adobe Portable Document Format (.pdf). The documents received in electronic form do not need electronic signatures but must be signed. Cost information of any kind for this Agreement is not allowed in the Technical Bid.

B. Each Technical Bid shall contain at a minimum, all required items listed below. Each requirement’s location must be listed in a Technical Bid, Table of Contents. The Technical Bid shall not exceed 80 pages, with the exception of staff resumes and the technical manager’s sample. Staff resumes shall not exceed 20 pages, and the technical manager’s written sample shall be between 2-5 pages. Also see IFB Section C)10, Submission of Bid, for submittal details.

4. RFQ-ITS Response Guidelines Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks described herein.

5. RFQ-ITS Response Content–Bid The following documents must be submitted in the RFQ-ITS response. An original bid will be required and shall contain at a minimum, all required items listed below. Each requirement’s location must be listed in a Bid, Table of Contents. Also see Section 6, Bid Submission, for submittal details.

A. Management

The bid shall designate, by name, the Project Manager to be employed. The selected prime Contractor shall not cause the substitution of the Project Manager without prior written approval of Caltrans.

B. Methodology The bid shall describe the overall approach to the work, specific techniques that will be used, and specific administrative and operational management expertise that will be employed.

C. Work Plan and Work Schedule The bid shall include a work plan and/or schedule for task completion. Identify each major task, necessary subtasks, and/or specific milestones by which progress can be measured and payments made. The work plan or schedule shall specify the estimated hours to accomplish each task.

D. Personnel https://caleprocure.com/pages/index.aspx

The bid shall list all key personnel who will be working on the project. Include their titles, qualifications, a summary of similar work or studies performed, a resume for each key professional, a statement indicating how many hours each professional will be assigned to the Agreement and what tasks each professional will perform. The prime Contractor shall not cause members of the project team to be substituted without prior written approval of Caltrans.

E. Customer Experience References

1) The bid shall provide at least three (3) clients for whom the bidder has performed work similar to that proposed in this request. The bidder shall complete one (1) Customer Experience Reference Form, Attachment 2, for each reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this solicitation. Each reference must have:

• Firm name

• Subcontractor that provided services (if other than the bidder)

• Contact name

• Firm address

• Telephone number

• Brief description of project provided

• Service dates

• Project value/cost

• Email

• Describe firm’s experience

2) The State may contact customer references following bid submission to validate the information provided by the bidder and to determine the customer’s overall satisfaction with the services provided. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references.

F. Subcontracts

1) If subcontractors are to be used, the bid must include a description of each person or firm and the work to be done by each subcontractor. No work shall be subcontracted unless listed in the bid. The Bid must include a list and resume for each of the subcontractors’ key personnel listed to provide services under the Agreement. The cost of the subcontract work is to be itemized in the Cost Bid as described below in the section entitled Cost Bid Requirements.

2) The prime Contractor must obtain the advance written approval of Caltrans Contract Manager before substituting subcontractors.

G. Page Headers and Page Numbering

1) All pages of the RFQ-ITS Bid, including cover pages, Table of Contents, references, and resumes, shall have the following header and page numbering format in the upper right-hand corner.

RFQ-ITS Bid Date Agreement No. 51A0584 Attachment 2 Page # of ##

2) Brochures, tapes, drawings, and other promotional documents being submitted with the Bid shall be clearly identified as to the name of the bidder and the RFQ-ITS number.

6. Cost Sheet Requirements

A. Cost Detail Format

1) Bidder must complete the Cost Sheet that identifies the total cost per transaction as described in the Proposed Form of Agreement, Statement of Work (Attachment 7, Exhibit A) using the format in Attachment 1–Cost Sheet. This Cost Sheet includes an entry for Optional Contract Extension Costs. These costs would be in effect should the State exercise its option to extend the term.

2) The resulting Agreement cannot exceed the budgeted allocation of $432,000. The Cost Sheet, and only the Cost Sheet, shall list all items that will be charged to Caltrans including travel charges that will be assessed and included in the bid amount. Costs shall be segregated to show actual salary costs including hours, rates, classifications, administrative overhead and fringe benefit expenses, unless otherwise noted on the Cost Sheet.

3) Cost Sheet shall follow the cost format provided in the Attachment 1. Cost information consists of: Cost Sheet and any specified documents in Attachment 6, Required Document Checklist.

B. Subcontracts

The breakdown of subcontract costs shall follow the same format.

C. Page Headers and Page Numbering

All pages of the Cost Sheet, including cover pages, Table of Contents, and if applicable, Special Programs documents such as DVBE forms: Disabled Veteran Business Enterprise Declaration (STD 843); the Bidder Declaration (GSPD-05-105), as appropriate; shall have the following header and page numbering format in the upper right-hand corner:

Cost Sheet Agreement No. 51A0584 Date Attachment 1 Page # of ##

7. Bid Submission A. Carefully examine the entire RFQ-ITS and any addenda thereto, and all related materials and data referenced in this RFQ-ITS or otherwise available to the bidder. Bidder 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.

B. Bids should provide straightforward and concise descriptions of the bidder's ability to satisfy the requirements of this RFQ-ITS. The bid must be complete and accurate. Omissions, inaccuracies, or misstatements may be sufficient cause for rejection of a bid or reduction in points/score during evaluation.

C. The original bid must be single sided and marked "ORIGINAL COPY". All documents contained in the original bid package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. All additional bid sets may contain photocopies of the original package. Due to limited storage space, the bid package should be prepared in the least expensive method (use cover page with staple in upper left-hand corner; do not use fancy bindings such as spiral binding or 3-hole punch).

D. Caltrans does not accept alternate Agreement language from a prospective contractor. A bid with such language will be considered a counter bid and will be rejected.

E. The State’s IT General Provisions (GSPD-401IT) and Bidder Instructions (GSPD-451) are incorporated herein and are not negotiable.

GSPD 401IT (9/5/14): https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model- Language/Non-IT/GSPD401IT14_0905.pdf GSPD-451: http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf

F. Bids which contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this RFQ-ITS, it will be the basis for rejection of the bid.

G. Responses to this RFQ-ITS shall be submitted no later than 2:00 p.m., 5/16/2024, and addressed as follows (reference Section C1, Time Schedule). Bids received after this time and date will be rejected and returned unopened unless the deadline is extended by Addendum.

H. Responses to this RFQ-ITS shall be submitted in two (2) separate sealed packages/envelopes: 1st sealed Package/Envelope: Bid–Original and one pdf copy. 2nd sealed Package/Envelope: Cost Sheet–Original Cost Sheet, Bid/Proposer Certification Sheet, and cost information (i.e., if applicable: DVBE, Small Business, TACPA). The bid package/envelope must be plainly marked with the RFQ-ITS number and title, your firm name, address, and must be marked with "DO NOT OPEN", as shown in the following example:

1st sealed Package/Envelope 2nd sealed Package/Envelope Agency/Firm Name Address

RFQ-ITS #51A0584

RFQ-ITS Title: Location Platform SaaS Bid Package

DO NOT OPEN

Agency/Firm Name Address

RFQ-ITS #51A0584

RFQ-ITS Title: Location Platform SaaS Cost Sheet Package

DO NOT OPEN

I. Bid and Cost Sheet packages not submitted under sealed cover and marked as indicated may be rejected. If the bid is made under a fictitious name or business title, the actual legal name of proposer must be provided.

J. All Responses shall include the documents identified in this RFQ-ITS Required Attachment Checklist, Attachment 6. Bid and/or Cost Sheet Packages not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

K. Bid and Cost Sheet packages must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

L. Both of the individually sealed and labeled packages (Bid and Cost Sheet) can be packaged and mailed together. Label (as instructed below) and mail or deliver package to the following location. Bids must be submitted no later than 2:00 p.m., 5/16/2024 (reference Section D1, Time Schedule)

Mailed Or *Deliver To:

Department of Transportation Division of Procurement and Contracts (MS 65) https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/Non-IT/GSPD401IT14_0905.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/Non-IT/GSPD401IT14_0905.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf

Attention: Michelle Garcia 1727 30th Street Sacramento, CA 95816

In the upper portion of the sealed mailing envelope, label outer package:

RFQ-ITS # 51A0584

RFQ-ITS Title: Location Platform SaaS Firm Name: ________________________

DO NOT OPEN

*If your bid is hand delivered, you must date and time stamp it immediately upon arrival. The date/time stamp machine is located in the lobby of the first floor to the right of the security guard station at the address noted above. After date/time stamping, bids should be placed in the locked bid cabinet located below the time stamp. If the bid package is too large to be electronically stamped, date/time stamp one of the labels provided and attach it to the bid package. When the bid package is too large for the locked bid cabinet, ask the security guard to call the Division of Procurement and Contracts (DPAC) reception desk at (916) 227-6000 to have your bid package picked up by DPAC staff.

M. Responses received after this time and date will be rejected and returned unopened.

N. Responses not submitted under sealed cover and marked as indicated may be rejected. If the bid is made under a fictitious name or business title, the actual legal name of bidder must be provided.

O. Responses must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

P. A response may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject a bid that is not responsive, does not meet the technical standards, or is not from a responsible bidder, or may reject all bids.

Caltrans may also waive any immaterial deviation in a bid. Caltrans waiver of immaterial defect shall in no way modify the RFQ-ITS document or excuse the bidder from full compliance with all requirements if the bidder is awarded the Agreement.

Q. Costs for developing bids and in anticipation of award of the Agreement are entirely the responsibility of the bidder and shall not be charged to the State of California.

R. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bid modifications offered in any other manner, oral or written, will not be considered.

S. A bidder may withdraw its bid by submitting a written withdrawal request to Caltrans that is signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

T. Caltrans may modify the RFQ-ITS up to the specified time of the date fixed for bid submissions by the issuance of an addendum to all parties who received a bid package. All addenda prior to the submission deadline are also posted on Cal eProcure:

(https://caleprocure.com/pages/index.aspx).

U. Caltrans reserves the right to reject all bids for reasonable cause.

V. Bidders are cautioned to not rely on Caltrans during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Before submitting their https://caleprocure.com/pages/index.aspx documents, bidders should carefully proof them for errors and adherence to the RFQ-ITS requirements.

W. Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

X. More than one bid or a bid that includes various options or alternatives from an individual, firm, partnership, corporation or association under the same or different names, will be rejected. Reasonable grounds for believing that any bidder has submitted more than one bid for the work contemplated herein will cause the rejection of all bids submitted by that bidder.

If there is reason for believing that collusion exists among the bidders, none of the participants in such collusion will be considered in this or future procurements.

8. California Civil Rights Laws Any person that submits a bid or bid to, or otherwise proposes to enter into or renew a contract with, a State agency with respect to any contract in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or bid is submitted or the contract is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010 and they shall execute the Certification attached as Attachment 5.

9. Executive Order N-6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e.

there is federal participation in any phase). By submitting a bid or bid, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/bid any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

10. Standard Title VI/Nondiscrimination Assurances (Dot Order No. 1050.2A) The California Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC Sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

11. Evaluation Process A. Format Requirements

1) At the time of bid opening, each bid will be checked for the presence and/or absence of required information in conformance with the submission requirements of this RFQ-ITS.

Bids that do not provide requested information may be rejected as non-responsive.

2) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the proposer, shall be rejected.

B. Evaluation of Bids https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

1) Caltrans will evaluate each bid to determine its responsiveness to Caltrans needs. Bids meeting the Minimum Qualifications will be further assessed by an evaluation committee.

Technical Bids and Oral Presentations of Proposers that are determined to be responsive will be rated by the evaluation committee using a consensus process. The Consensus scoring will be based on the scoring method listed below:

Evaluation Factor/Sub Factor Weight (as stated in the Criteria for Evaluation)

X Consensus Rating = Weighted Score

Consensus Rating (Range: 0-4) Rating Definitions

4 Exceeded All Requirements 3 Partially Exceeded Requirements 2 Met All Requirements 1 Partially Met Requirements 0 Requirements Not Met

Example only: Weight Consensus Rating

Weighted Score

Contractor's Approach to Technical Work 2 X 3 = 6

2) Technical Bid Evaluation Bids that are determined to be responsive and meet the bid submission requirements will be evaluated and scored in accordance with Criteria for Evaluation of Proposer’s Technical Bid, Attachment 3.

3) Cost Scoring The cost’s weight (points) should be at least 50% of the total maximum score. For example, if the total possible points for the Technical and Oral Presentations equal 128, then the cost’s weight factor will be 64 – The Weight and Weighted Score should be rounded to the nearest whole number.

4) The final bid score will be the combined evaluation scores from the Technical Bid, Oral Presentation, Cost Bid, and any applicable preference points set forth in this RFQ-ITS.

The Agreement will be awarded to the Proposer with the highest combined score who meets the requirements outlined in this RFQ-ITS, pending approval by Caltrans’ Business Enterprise Program, of that bid’s satisfactory compliance of DVBE requirements, Small Business participation, and approval of any applicable Preference Programs set forth in this RFQ-ITS.

C. Miscellaneous Award Issues

1) Caltrans does not negotiate rates and/or costs listed on any Cost Bid submitted for the

RFQ-ITS.

2) If no bids are received containing bids offering a price, which in the opinion of Caltrans is a reasonable price, Caltrans is not required to award an Agreement (Pub. Cont. Code Section 10344[d]).

3) The proposer is advised that should this RFQ-ITS result in an award of an Agreement, the Agreement will not be in force and no work shall be performed until the Agreement is fully approved by Caltrans and the proposer is notified by the Contract Manager to begin work.

Factor/Sub Factor

4) In the event of a precise tie, lots will be drawn to determine the successful proposer, or if applicable, the tie will be broken in accordance with Government Code 14838 (f).

12. Pre-Award Audit Prior to award of the Agreement, a pre-award audit may be performed. The pre-award audit will be conducted in accordance with generally accepted governmental auditing standards as promulgated by the United States General Accounting Office. The scope of the audit will consist of such tests as the auditors consider necessary to assure that the bid satisfactorily meets the requirements outlined in Items 1-3 below prior to execution of the Agreement. Upon completion of a pre-award audit, if, in Caltrans judgment, one or more of these requirements is not satisfactorily met, Agreement award may be canceled.

A. At the time of the pre-award audit, the bid must demonstrate through actual historical data that its accounting system is capable of accumulating and segregating reasonable, allocable, and allowable costs. For new businesses, if actual historical data is unavailable or the accounting system is newly implemented, the system will be tested to determine whether the accounting system is adequate and, if necessary, recommend that an interim audit be performed. At a minimum, the bid must have an accounting system that meets the following objectives:

1) The ability to record and report financial data in accordance with generally accepted accounting principles and the Code of Federal Regulations, Title 48, Federal Acquisition Regulations System, Chapter 1, Part 31.

2) The ability to accumulate and segregate reasonable, allocable and allowable costs through the use of a cost accounting system.

3) A system of record keeping ensuring that costs billed Caltrans will be supported by adequate documentation and in compliance with the terms of the Agreement and applicable Federal and State regulations.

4) Procedures to retain accounting records and source documentation as required by the terms of the Agreement and applicable Federal and State regulations.

5) A system of internal control, which provides reasonable assurance that assets are protected; financial data, records and statements are reliable; and errors and irregularities are promptly discovered, reported and corrected.

B. The bidder must be financially capable of performing the work.

C. The costs proposed must be reasonable.

13. Award A. Notice of Intent to Award shall be posted at Caltrans, 1727 30th Street, Sacramento, 95816

(1st floor Lobby display case), and on the following Internet site:

http://www.dot.ca.gov/dpac/viewnoticesofintenttoaward.html for five (5) working days prior to awarding the Agreement.

B. Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State.

Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

C. The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State's RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it's RFQ.

D. Written notification of the State's intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of lntent to Protest, according to the instructions contained in the paragraph titled "Protests" of this RFQ.

E. Upon award of the Agreement, contractor must complete and submit to Caltrans the Payee Data Record (STD 204), to determine if the contractor is subject to State income tax withholding pursuant to California Revenue and Taxation Code Sections 18662. This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

No payment shall be made unless a completed STD 204 has been returned to Caltrans.

14. Protest A. Any bidder's issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

B. If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the "successful bidder" will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

C. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest;

citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be sent to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 PDProtest@dgs.ca.gov Facsimile No.: (916) 375-4611

D. All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of lntent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery.

It is suggested that you also submit any protest by certified or registered mail to:

Department of Transportation

Division of Procurement and Contracts Attention: Bid, Protest, and Disputes Manager

1727 30th Street, MS 65 Sacramento, CA 95816

Phone Number: (916) 639-6340 https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

Email: DPAC.Protest.Disputes.Terminations@dot.ca.gov

1) Within five (5) days after filing the initial protest, the protesting contractor shall file with Caltrans, Protest Unit, a full and complete written statement specifying the grounds for the protest. It is suggested that you submit this complete written statement by certified or registered mail.

15. Disposition of Bids Upon bid opening, all documents submitted in response to this RFQ-ITS will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Gov. Code Sections 6250 et seq.) and subject to review by the public. The State cannot prevent the disclosure of public documents. However, the contents of all bids, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until the “Notice of Intent to Award” is posted. We recommend that you register the copyright for any proprietary material submitted.

16. Standard Conditions of Service A. Service shall be available no sooner than the express date set by Caltrans and the bidder, after all approvals have been obtained and the Agreement is fully executed. Should the bidder fail to commence work at the agreed upon time, Caltrans, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement. In addition, the bidder shall be liable to the State for the difference between bidder’s bid price and the actual cost of performing work by the second lowest bidder or by another Contractor.

B. All performance under the Agreement shall be completed on or before the termination date of the Agreement.

C. No oral understanding or agreement shall be binding on either party.

D. If the bidder is awarded the Agreement and refuses to sign the Agreement presented for signature within the time and manner required, the bidder will be liable to Caltrans for actual damages resulting to Caltrans therefrom or 10 percent (10%) of the amount proposed, whichever is less.

17. Miscellaneous Award Issues A. Caltrans does not negotiate rates and/or costs listed on any Cost Bid submitted for the RFQ-

ITS.

B. If no bids are received containing bids offering a price, which in the opinion of Caltrans is a reasonable price, Caltrans is not required to award an Agreement (Pub. Cont. Code Section 10344(d)).

C. The bidder is advised that should this RFQ-ITS result in an award of an Agreement, the Agreement will not be in force and no work shall be performed until the Agreement is fully approved by Caltrans and the bidder is notified by the Caltrans Contract Manager to begin work.

D. In the event of a precise tie, lots will be drawn to determine the successful bidder, or if applicable, the tie will be broken in accordance with Government Code 14838(f).

18. Insurance A. The bidder, who receives the Agreement award, must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within 10 working days from the date of notification of award. The State’s Office of Risk and Insurance mailto:DPAC.Protest.Disputes.Terminations@dot.ca.gov

Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Proposed Form of Agreement, Exhibit E, (Attachment 7), for the applicable and specific Insurance requirements and coverage limits.

B. The insurance carrier shall provide an endorsement for the additional insured statement as follows:

Caltrans, State of California, its officers, agents, and employees shall be included as additional insured, but only with respect to work performed for the State of California under this Agreement.

C. The additional insured endorsement must accompany the certificate of insurance.

E) Special Program(s)

The following Special Program(s) are applicable to this RFQ-ITS.

1. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

DVBE Participation Program with No Requirements A DVBE participation is not required, but DVBE participation is encouraged, and a DVBE incentive may apply to this RFQ-ITS. See Section E, Item 1, Paragraph A, in this RFQ-ITS for requirements.

A. DVBE Incentive Program

1) The DVBE Incentive Program applies to this solicitation. It is separate from the DVBE Participation Program and was established in Military and Veterans Code, Section 999 et seq., and 2 CCR Section1896.99 et seq., to encourage proposers to partner with DVBE subcontractors. The incentive is used only for evaluation purposes to arrive at the successful bidder and does not alter the amounts of the actual bid. Any responsive and responsible proposer with the confirmed DVBE participation per the Tables in paragraph

3) below is eligible to receive the incentive. Proposers who are not responsive and responsible regardless of the amount of DVBE participation are not eligible to receive the incentive.

2) Caltrans will apply an incentive to bids proposing the utilization of DGS Certified DVBE firms identified on the Bidder Declaration, GSPD-05-105. Information provided on the Bidder Declaration, GSPD-05-105, shall be verified by Caltrans prior to the award of the contract. The incentive amount is equal to a percentage of the lowest responsive and responsible bid based on the amount of DVBE participation in the bid being evaluated per the Tables below.

3) Tables for RFQ-ITS No Requirement

Verified DVBE Participation DVBE Incentive Amount 5% or more 5%

4% - 4.99% 4%

3% - 3.99% 3%

2% - 2.99% 2%

0.1% - 1.99% 1%

4) When applying the DVBE incentive a Non-SB shall not displace an award to a California Certified Small Business. Nor shall the DVBE incentive exceed five percent (5%) of the total possible points.

5) Additional information: https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch- Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business- Enterprise/Certification-Program.

2. Small Business Enterprise or Micro Business Preference A. A. Government Code Sections 14835 et seq. requires that a five percent (5%) preference be given to bid’s who qualify as a Certified SB or MB. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Code of Regulations, Section 1896 et seq.

B. To claim the SB or MB preference, your firm must have its principal place of business located in California and be certified by the DGS, OSDS. The preference amount may not exceed $50,000 for any bid. If proposer is claiming the five percent (5%) certified SB or MB preference, complete the Bid/Proposer Certification Sheet, Section 16, (Attachment 4) and attach a copy of your certification.

C. Pursuant to Government Code Section 14838 and Title 2, California Code of Regulations, Section 1896, if a proposer is not a certified SB but wishes to be eligible for the five percent (5%) "non-SB" preference, the proposer must subcontract at least 25 percent (25%) of its net proposed price to one or more certified small businesses. If proposer is claiming the five percent (5%) “non-SB” preference, complete the Bid/Proposer Certification Sheet, Section 17, Attachment 4, and complete Bidder Declaration, GSPD-05-105, with the names of all certified SB firms being claimed for credit. Attach a copy of the subcontractor’s Certified SB certificate for each SB subcontractor and a copy of all SB subcontractor’s quote to the Bidder Declaration, GSPD-05-105.

D. Certified SB and MB bidder(s) shall have precedence over “Non-SB” proposers in the application of SB preference(s).

E. SB Preferences may not be applied to any bid deemed non-responsive with the solicitation instructions or from a responsible proposer.

F. Questions regarding the certification approval process or SB program should be directed to DGS, OSDS, at (800) 559-5529. For the 24-hour recording, call (916) 375-4940, or submit email requests to: OSDSHelp@dgs.ca.gov

G. Additional References: https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro- Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business- Enterprise/Certification-Program.

H. SB or MB proposers or proposers using the “Non-Small Business” preference shall be granted a preference consisting of five percent (5%) of the highest responsible proposer’s total score.

3. Small Business Nonprofit Veteran Service Agencies (SB/NVSA)–SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Sections 999.50 et seq. and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program mailto:OSDSHelp@dgs.ca.gov https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION

COST SHEET

ADM-1412 (REV. 2/2013) Attachment 1

Cost Sheet

ITEM

NO. TASK UNIT OF

MEASURE

NUMBER OF

MONTHS

UNIT PRICE

(Price per

Unit of Measure)

TOTAL*

(Unit of Measure x Number of Months x Unit Price)

Task 1 – Meet and verify service deployment by conducting the kick-off meeting, conducting regular progress meetings, and written summaries are completed as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Months 36 $ $

Task 1 – Meet and verify service deployment by providing standard and final written reports to Caltrans Contract Manager as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Task 1 – Meet and verify service deployment by ensuring access to services is provided, and services are in alignment with the functional requirements as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Task 1 – Meet and verify service deployment by ensuring access to services is provided, and services are in alignment with the operational requirements as described in Exhibit A, Table 1 of the Statement of Work (SOW)

5 Task 2 – Test and accept service deployment and completion of Location Platform Services Software as described in Exhibit A, Table 1 of the Statement of Work (SOW) One-time fee N/A $ $

TOTAL $

Contractor shall provide all labor, tools, materials, supplies, vehicles, equipment, travel and incidentals necessary to provide the services as described in Exhibit A of the Statement of Work in this Agreement.

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION

COST SHEET

ADM-1412 (REV. 2/2013) Attachment 1

Optional Amendment

The Agreement amendment shall be for up to an additional twenty-four (24) months and an increase in the agreement value of up to $288,000.00 above the value of the awarded Agreement.

ITEM

NO. TASK UNIT OF

MEASURE

NUMBER OF

MONTHS

UNIT PRICE

(Price per

Unit of Measure)

TOTAL*

(Unit of Measure x Number of Months x Unit Price)

Task 1 – Meet and verify service deployment by conducting the kick-off meeting, conducting regular progress meetings, and written summaries are completed as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Months 24 $ $

Task 1 – Meet and verify service deployment by providing standard and final written reports to Caltrans Contract Manager as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Task 1 – Meet and verify service deployment by ensuring access to services is provided, and services are in alignment with the functional requirements as described in Exhibit A, Table 1 of the Statement of Work (SOW)

Task 1 – Meet and verify service deployment by ensuring access to services is provided, and services are in alignment with the operational requirements as described in Exhibit A, Table 1 of the Statement of Work (SOW)

TOTAL $

Contractor shall provide all labor, tools, materials, supplies, vehicles, equipment, travel and incidentals necessary to provide the services as described in Exhibit A of the Statement of Work in this Agreement.

Attachment 2 Customer Experience Reference Form

The bidder must provide two (2) client references for services it has performed within the past three

(3) years that are similar in size, scope, and type of service as specified in this RFQ-ITS.

Complete this form for each corporate reference.

Bidder’s Name: Project Dollar Amount:

Subcontractor that provided the services (if other than the bidder):

Company/Organization:

Contact:

Address:

Telephone: E-mail:

Project Name and/or Description:

Bidder or Subcontractor’s…