E._Solicitation_Package_53A0287.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/

January 21, 2025

Request for Quote for Information Technology Services

RFQ-ITS# 53A0287

Notice to Prospective Bidders You are invited to review and respond to this Request for Quote for Information Technology Services (RFQ-ITS) Number 53A0287, entitled “Civil 3D Programming and Support Services.”

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.

A Disabled Veteran Business Enterprise (DVBE) participation is not required, but DVBE participation is encouraged, and a DVBE incentive may apply to this RFQ. See Section E, Special Programs, Item 1, in this RFQ for requirements.

All Agreements entered into with the Department of Transportation (Caltrans) will include, by reference, Department of General Services (DGS) Bidder Instructions (GSPD-451) and General Provisions– Information Technology (GSPD-401 IT) (Reference Section D6, Bid Submission).

The designated contact person for this RFQ-ITS is:

Ivan Cabreros Department of Transportation

(279) 234-2266 Ivan.Cabreros@dot.ca.gov

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 D2, Questions and Answers for more details.

Sincerely, IVAN CABREROS

IT Contract Analyst http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf 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 mailto:Ivan.Cabreros@dot.ca.gov

RFQ–ITS Number 53A0287

Table of Contents

Section Page

A) Purpose and Description of Service 1 B) Availability 1 C) Agreement Term 1 D) Agreement Amendment 1 E) Minimum Qualifications for Bidders 2 F) RFQ-ITS Requirements and Information 3

1. Time Schedule 3

2. Questions and Answers 4

3. RFQ-ITS Response Guidelines 4

4. RFQ-ITS Response Content–Bid 4

5. Cost Sheet Requirements 6

6. Bid Submission 6

7. Evaluation Process 9

G) Special Program(s) 10

1. Disabled Veteran Business Enterprise (DVBE) Participation Requirement 10

2. Small Business Enterprise or Micro Business Preference 10

3. Small Business Nonprofit Veteran Service Agencies (SB/NVSA) 11

H) Miscellaneous Award Issues 11 I) Pre-Award Audit 12 J) Protest 12 K) Award 12 L) Insurance 13 M) Disposition of Bids 13 N) Standard Conditions of Service 14 O) Standard Title VI/Nondiscrimination Assurances 14 P) Exclusion of Conflict of Interest 14 Q) Unfair Practices Act and Other Laws 14 R) Executive Order N-6-22 – Russian Sanctions 14 S) GenAI Disclosure & Fact Sheet (STD 1000) 15

Attachments

1. Cost Sheet

2. Customer Experience Reference Form

3. Confidentiality Statement

4. Bid/Bidder Certification Sheet

5. Bidders Declaration, GDPD-05-105

6. GenAI Disclosure & Fact Sheet (STD 1000)

RFQ–ITS Number 53A0287

Attachments (Continued)

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

8. Required Attachments Checklist

9. Proposed Form of Standard Agreement, STD 213

Exhibit A, Statement of Work Exhibit B, Budget Detail and Payment Provisions Exhibit C, General Provisions – Information Technology – GSPD-401IT (Revised and Effective 06/21/2022)

Exhibit D, Special Terms and Conditions Exhibit E, Additional Provisions Exhibit F, Security and Privacy Provisions Attachment A, Sample Personnel Change Request/Authorization Form Attachment B, Sample Deliverables Acceptance Document (DAD) Attachment C, Sample Task Order Form Attachment D, Sample Task Order Schedule Form Attachment E, Caltrans Intellectual Property (IP) Nondisclosure Agreement Form

Attachment F, Caltrans Intellectual Property (IP) Copyright Assignment Agreement Form

RFQ-ITS Number 53A0287

A) Purpose and Description of Services

Caltrans, Office of Computer Aided Design and Drafting (CADD) and Engineering Geographic Information System (GIS) Support, is seeking to procure Civil 3D Programming and Support Services. The Contractor shall provide technical knowledge to support the programming for custom tools, resource development, documentation creation, and installation packages for Civil 3D.

Refer to the Proposed Form of Agreement, which is attached to this RFQ as Attachment 9 (Exhibit A) for a more complete description of services.

B) Availability The selected Bidder must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the Agreement award date specified in Section F)1, 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) Agreement Term

1. This Agreement will commence on March 1, 2025 (estimate), or upon Caltrans approval, whichever date is later, and expire on February 28, 2026 (estimate). The services shall be provided during normal working hours of 8 a.m. to 5 p.m. Pacific Standard Time (PST), Monday through Friday, except State Holidays.

2. The resulting Agreement will not take effect until it is signed by a Caltrans Contract Officer, and the Contractor has received a signed copy of the Standard Agreement (STD. 213). The Contractor is hereby advised not to commence performance until an authorized Agreement has been issued by Caltrans. Should performance commence before the Agreement is issued, such services may be considered voluntary.

3. The Agreement term may change if Caltrans makes an award earlier than expected or if Caltrans cannot execute the Agreement in a timely manner due to unforeseen delays.

4. The term “Agreement” or “Contract” as used herein includes “Standard Agreement” STD.

213 (Agreement) and shall be used interchangeably.

D) Agreement Amendment

1. The State may have the option, prior to the Agreement expiration date, to amend the

Agreement. This Agreement allows for an Agreement Amendment for time and/or quantity, for more of the same services.

2. The Agreement Amendment may be for up to an additional twelve (12) months and an increase in the Agreement value of up to $100,000.00 above the value of the awarded Agreement.

3. If the Agreement were amended, the Contractor’s rates offered in the “Optional Amendments” section of Attachment 1 – Cost Sheet, for the additional work would apply.

The additional costs will also be included in the final offer; however, there is no commitment as a result of this RFO to issue an Agreement for any part of the optional amendments.

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

4. Any resulting Agreement Amendment will not take effect until it is signed by a Caltrans

Contract Officer, and the Contractor has received a signed copy of the Agreement Amendment (STD. 213A).

E) Minimum Qualifications for Bidder

1. Services must be managed by a licensed Civil Engineer (Project Manager role) within the

United States. The Civil Engineering license must be issued through the Department of Consumer Affairs, Board of Professional Engineers, Land Surveyors, and Geologists.

Contractor’s staff members must possess the minimum qualifications described below. The stated minimum qualifications need not be met by each proposed candidate but must be met by the combined qualifications of the candidates as a team. Caltrans has the final determination as to whether Contractor’s personnel’s qualifications are equivalent.

A. Contract Manager

1) Description:

Contractor’s Contract Manager (CM) shall assist the Contractor’s Project Manager (PM) for management of the project, including overall performance and Contract compliance. Contractor CM will assist the Contractor 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 CM shall assist in ensuring the timely completion and shall coordinate the involvement of any Subcontractors to ensure Subcontractor work is performed in accordance with deadlines and quality standards.

Note: The Contractor CM can also be the Contractor PM concurrently if the individual meets the minimum experience of both roles.

2) Experience:

Contractor CM shall possess three (3) years of experience working as a CM on IT service contracts.

B. Project Manager

1) Description:

Contractor PM must be a licensed Civil Engineer within the United States. Contractor PM shall report to the Caltrans CM and will identify any potential problem areas, recommend solutions, and work closely and cooperatively with the Caltrans CM to resolve issues quickly and fairly. They shall 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.

Note: The Contractor PM can also be the Contractor CM concurrently if the individual meets the minimum experience of both roles.

2) Experience:

a) The Contractor PM shall possess two (2) years of experience working as a PM on IT projects involving design, development /configuration, implementation, and deployment.

b) The PM shall possess three (3) years of experience working as a PM or Project Engineer on Civil Engineering design projects related to roadway and hydraulic system design.

C. Application Developer & Programmer

1) Description:

The Application Developer & Programmer (ADP) shall be responsible for the development, programming, modifying, and testing of the application. The ADP will ensure all functional and technical requirements are met, including development of interfaces and reports and integration of any third-party software proposed. The ADP will also have primary responsibility for tracking and reporting on the defect corrections throughout the test phases.

2) Experience

a) The ADP must have five (5) years of experience performing software services related to Civil 3D or Autodesk Application Programming Interface (API) related programming and development, general C# application development, Autodesk software setup, and software deployment (including ClickOnce deployment).

b) The ADP must have five (5) years of the delivery of professional coding services for Autodesk products using C# programming language using Autodesk API for currently deployed Civil 3D versions and future versions of Civil 3D deemed necessary by the Caltrans CM.

c) The ADP must have five (5) years of experience deploying software installation and create/update installation packages for Windows desktops using Windows Installer, Microsoft ClickOnce deployment, and InnoSetup.

F) 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 01/21/2025 Submission of written questions 01/28/2025 2:00 PM Submission of Quotes (by date and time) 02/11/2025 2:00 PM Cost Opening 02/18/2025 2:00 PM Posting of Notice of Intent to Award 02/19/2025 Proposed Agreement Award Date (estimate) 03/01/2025

All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

2. Questions and Answers

A. Submission of written questions date specified above in, Section F)1, Time Schedule, for the submission of written questions as identified above. Bidders are encouraged to submit written questions via e-mail to Ivan.Cabreros@dot.ca.gov.

B. Written questions must include the individual's name, firm name, complete address and must reference RFQ-ITS No. 53A0287. Questions must be emailed to:

Email: Ivan.Cabreros@dot.ca.gov

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 F)1, 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. 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.

4. 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 tasks outlined to Exhibit A, specific techniques that will be used, and specific administrative and operational management expertise that will be employed.

C. Personnel The bid shall list all key personnel who will be working on the contract. Include their titles, qualifications, a summary of similar work 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 team to be substituted without prior written approval of Caltrans.

D. Attachment 3 – Confidentiality Statement The Confidentiality Statement must be signed and dated by the bidder, its employees, and subcontractor employees working on this contract, and submitted with the bidder’s bid.

E. Facilities and Resources mailto:Ivan.Cabreros@dot.ca.gov https://caleprocure.com/pages/index.aspx

The services shall be performed at the Caltrans’ Farmer Market III located at 1727 30th Street, Sacramento, CA 95816, or remote telework, at the direction of Caltrans.

F. 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) Caltrans 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.

G. 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.

H. 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. 53A0287 Attachment # 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.

5. 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 9, Exhibit A, Statement of Work) using the format in Attachment 1–Cost Sheet.

2) The resulting Agreement cannot exceed the budgeted allocation of $450,000.00. The Cost Sheet, and only the Cost Sheet, shall list all tasks 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 Worksheet.

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 8, Required Attachments 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. 53A0287 Date Attachment 1 Page # of ##

6. Bid Submission A. 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.

B. 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.

C. 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 will be sufficient cause for rejection of a bid.

D. 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).

E. 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.

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

GSPD 401IT (6/21/22): https://www.dgs.ca.gov/- /media/Divisions/PD/PTCS/OPPL/Model- Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687E

C62B8BC6BF41BE876E

GSPD-451: http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf

G. 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.

H. Responses to this RFQ-ITS shall be submitted no later than 2:00 p.m., 02/11/2025, and addressed as follows (reference Section F)1, Time Schedule). Bids received after this time and date will be rejected and returned unopened unless the deadline is extended by Addendum.

I. Responses to this RFQ-ITS shall be submitted in two (2) separate sealed packages/envelopes: 1st sealed Package/Envelope: Bid–Original, 2nd sealed Package/Envelope: Cost Sheet–Original Cost Sheet, Bid/Bidder Certification Sheet, and cost information (i.e., if applicable: DVBE and Small Business). 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 #53A0287

RFQ-ITS Title: Civil 3D Programming and Support Services Bid Package

DO NOT OPEN

Agency/Firm Name Address

RFQ-ITS #53A0287

RFQ-ITS Title: Civil 3D Programming and Support Services Cost Sheet Package

DO NOT OPEN

J. Bid and Cost Sheet packages not submitted under sealed cover and marked as 2indicated may be rejected. If the bid is made under a fictitious name or business title, the actual legal name of proposer must be provided.

K. All Responses shall include the documents identified in this RFQ-ITS Required Attachment Checklist, Attachment 8, 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.

L. Bid 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.

M. Bids (Technical and Cost) must be sealed and labeled (as instructed below). Mail or deliver package to the following location:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687EC62B8BC6BF41BE876E http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf

Mailed Or *Deliver To:

Department of Transportation Division of Procurement and Contracts Attention: Ivan Cabreros 1727 30th Street, MS-65 Sacramento, CA 95816

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

RFQ-ITS # 53A0287

RFQ-ITS Title: Civil 3D Programming and Support Services 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.

N. Bids received after this time and date will be rejected and returned unopened.

O. Bids 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.

P. Bid opening will be held via teleconference at 2:00 p.m. on the date specified in Section F) 1, Time Schedule. Bidders may participate via teleconference by calling 1-866-700- 7952 and entering the pass code 7089821#. Calls will be accepted beginning at 1:50 p.m. until the conclusion of the bid opening. Bids will be read in Agreement numeric order; questions will not be allowed; and information will not be repeated. Bid opening results will be posted online on the Division of Procurement and Contracts website at https://dot.ca.gov/programs/procurement-and-contracts/bid-results by 12:00 p.m. on the day following the bid opening. The Agreement will be awarded to the lowest responsible bidder meeting the requirements outlined in the RFQ.

Q. Bids must be submitted for the performance of all tasks described herein. Any deviation from the outlined tasks specified will not be considered and will cause a bid to be rejected.

R. A bid 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.

S. 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.

T. Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet, Attachment 4. The signature must also indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

U. 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.

V. 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.

W. 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).

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

Y. 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 documents, bidders should carefully proof them for errors and adherence to the RFQ-ITS requirements.

Z. 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.

AA. 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.

7. Evaluation Process A. Administrative Requirements (Pass/Fail)

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 will 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 bidder, shall be rejected.

Requirement Yes No N/A

a. Cover Letter

b. Statement of Work

d. Customer Experience References from previous projects that are similar in nature to the work outlined in the RFQ-

ITS

e. Signed Confidentiality Statements

f. Bidder Declarations

g. Include a list and resume for each of the subcontractors’ key personnel

h. All other Administrative requirements, i.e., DVBE, etc.

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

3) 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 Consultant Cost Sheet–Bid Evaluation, Attachment 7.

4) Technical Bids (Value Effective Evaluation)

a. Caltrans will evaluate each bid to determine its responsiveness to Caltrans needs. Bid, Cost Sheet, and (if applicable) oral presentations will be rated by an evaluation committee using a consensus process for determining final scores.

b. The final bid score will be the combined evaluation of the Bid, Cost, and (if applicable) Oral Presentation/Interview. The Agreement will be awarded to the Bidder who meets the requirements outlined in this RFQ-ITS via a value effective methodology, pending approval by Caltrans’ Business Enterprise Program, of that bid’s satisfactory compliance of DVBE requirements, and approval of any applicable Preference Programs set forth in this RFQ-ITS.

G) 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 Goals A DVBE goal is not required, but DVBE participation is encouraged, and a DVBE incentive may apply to this RFQ-ITS. See Section E, Item 2, Paragraph A, in this RFQ-ITS for requirements.

Goal Not Required 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%

1) 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.

2) 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 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.

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

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/Bidder Certification Sheet, Attachment 4, and attach a copy of your certification.

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/Bidder Certification Sheet, 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.

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

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

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 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.

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.

H) 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, and/or technical expertise that is applicable to the tasks outlined in Exhibit A, Item 10, Caltrans is not required to award an Agreement (Pub. Cont. Code Section 10344(d)).

3. 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.

4. 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 13838(f).

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

I) Pre-Award Audit

Prior to the 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, the Agreement award may be canceled.

1. 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:

A. 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.

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

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

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

E. 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.

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

3. The costs proposed must be reasonable.

J) Award Upon award of the Agreement, the successful bidder must complete and submit to Caltrans the Payee Data Record (STD 204), listing their Taxpayer Identification Number to determine if the bidder is subject to State income tax withholding pursuant to California Revenue and Taxation Code Section 18662. This form can be found on the Internet at https://www.dgs.ca.gov/Resources/Statewide-Forms. No payment shall be made unless a completed STD 204 has been returned to Caltrans.

K) Protest Proposers have the right to protest the award of Caltrans Agreements subject to the following grounds, processes, and procedures.

1. If any proposer, prior to the award of Agreement, files a protest with Caltrans, Protest Unit, and the DGS, Procurement Division, on the grounds that the (protesting) proposer would have been awarded the Agreement had the Agency correctly applied the evaluation standard in the RFQ-ITS, or if the Agency followed the evaluation and scoring methods in the RFQ-ITS, the Agreement shall not be awarded until either the protest has been https://www.dgs.ca.gov/Resources/Statewide-Forms withdrawn or the State has decided the matter. It is suggested that you submit any protest by certified or registered mail to:

Department Of Transportation Division of Procurement and Contracts Attention: Protest and Disputes Manager 1727 30th Street, MS 65 Sacramento, CA 95816-7006 Phone Number: (916) 639-6340

Department Of General Services Procurement Division Attention: Protest Coordinator 707 Third Street West Sacramento, CA 95605 Phone Number: (916) 375-4400 Refer to GSPD-451 Section 21

2. Within five (5) days after filing the initial protest, the protesting proposer shall file with the DGS, Procurement Division and 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.

L) Insurance

1. 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 (ten) working days from the date of notification of award. The State’s Office of Risk and Insurance 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 10), for the applicable and specific Insurance requirements and coverage limits.

2. 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.

The additional insured endorsement must accompany the certificate of insurance.

3. Satisfying A Self-Insured Retention (SIR) All insurance required by this Agreement must allow, but not require, the State to pay any SIR and/or act as Contractor’s agent in satisfying any SIR. The choice to pay any SIR and/or act as Contractor’s agent in satisfying any SIR is at the State’s discretion. If the State chooses to pay any SIR and/or act as Contractor’s agent in satisfying any SIR, Contractor shall reimburse the State for the same.

4. Available Coverages/Limits In the event the insurance coverages obtained by Contractor is broader in scope than, and/or the limits are higher than, those required under the Agreement, all such broader coverage and/or higher limits available to Contractor shall also be available and applicable to the State.

M) 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 http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/DGSPD%20451.pdf

“Notice of Intent to Award” is posted. We recommend that you register the copyright for any proprietary material submitted.

N) Standard Conditions of Services

1. 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 the bidder’s bid price and the actual cost of performing work by the second-lowest bidder or by another Contractor.

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

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

4. 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.

O) 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.

P) Exclusion for Conflict of Interest No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of a feasibility study 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 feasibility study. Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products, if that consultant would directly and/or materially benefit from State adoption of such recommendations.

Q) Unfair Practices Act and Other Laws Bidder warrants that its bid complies with the Unfair Practices Act (Bus. and Prof. Code Sections 17000 et seq.) and all applicable State and Federal laws and regulations.

R) 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. 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 Contractor’s bid/bid any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

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

S) Executive Order N-12 – Generative Artificial Intelligence (GenAI) Technology Use and

Reporting

1. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

2. Bidder / Offeror / Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI including GenAI from third parties or subcontractors.

3. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder / Offeror / Contractor.

4. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder / Offeror / Contractor.

5. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

6. Upon receipt of a Bidder / Offeror / Contractor GenAI Reporting and Factsheet (STD 1000), the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

Contractor’s Name TBD

Attachment 1 Cost Sheet

Complete Cost Sheet and Optional Amendment tables. Submission of this attachment is required.

Task Item Number (Deliverables) Job Title Staff Name Subcontractor

(Y/N) Hourly Rate ($)

Estimated Hours

Total Cost ($) (Hourly Rate *

Estimated Hours)

1. Civil 3D

Programming 1a Contract Manager $ $

Project Manager $ $ Application Developer & Programmer

1b Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1c Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1d Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1e Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1f Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1g Contract Manager $ $

Task Item Number (Deliverables) Job Title Staff Name Subcontractor

(Y/N) Hourly Rate ($)

Estimated Hours

Total Cost ($) (Hourly Rate *

Estimated Hours) Project Manager $ $ Application Developer & Programmer

1h Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1i Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1j Contract Manager $ $ Project Manager $ $ Application Developer & Programmer

1k Contract Manager $ $ Project Manager $ $ Application Developer &…