E._Solicitation_Package_53A0310.pdf

California Department of Transportation

REQUEST FOR QUOTATION FOR INFORMATION

TECHNOLOGY SERVICES (RFQ-ITS)

RFQ-ITS 53A0310

for Autodesk Civil 3D Consulting Services

February 24, 2026

Department of Transportation

RFQ-ITS# 53A0310

INVITATION

You are invited to review and respond to this Request for Quotation for Information Technology Services (RFQ-ITS). In submitting your bid, your firm must comply with the instructions contained herein. Failure to comply with any of the requirements may result in the rejection of your bid. Read this entire document carefully.

Note that all information technology (IT) agreements entered into with the State of California will include by reference Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) that may be viewed and downloaded at internet site https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS- PD-403ITGP-Revised-02202025.pdf.

If you do not have internet access, a hard copy can be provided.

KEY ACTION DATES: Listed below in Table 1 – Key Action Dates are the key activities, dates, and times by which the activities must occur for contract consideration for this RFQ-ITS. If the California Department of Transportation (Caltrans) finds it necessary to change any of these days, it will be accomplished via an Addendum to this RFQ-ITS. All dates after the submission of the RFQ-ITS responses are projected only and may be adjusted as conditions indicate, without a formal RFQ-ITS Addendum.

Table 1 – Key Action Dates

KEY ACTIONS DUE DATES

RFQ-ITS Release by Caltrans 02/24/2026 Questions Due by Bidder 03/10/2026 2:00 PM Caltrans Response to Written Questions 03/17/2026 Bid Submission Due Date and Time** 04/03/2026 2:00 PM Evaluation of Bids* 04/06/2026 – 04/10/2026 Projected Contract Start Date* 05/01/2026

*All dates after Bid Submission Due Date are tentative and may be subject to change without Addendum.

**Bids not received by this date and time will be rejected. Responses to this RFQ-ITS and any required copies must be submitted by electronic mail.

Note: The release of this RFQ-ITS does not constitute a commitment by Caltrans to award a contract. Caltrans reserves the right, at its sole discretion, to cancel this RFQ-ITS before the issuance of a contract.

The Department Contact for this RFQ-ITS is:

California Department of Transportation (Caltrans) Division of Procurements and Contracts ATTN: Ivan Cabreros Phone: (279) 234-2266 Email: Ivan.Cabreros@dot.ca.gov https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf mailto:Ivan.Cabreros@dot.ca.gov

QUESTIONS: All questions regarding the content of this RFQ-ITS shall be submitted by email, to the Department Contact identified above and must be received by the due date and time listed in Table 1 – Key Action Dates, Questions Due by Bidder. Please include “QUESTIONS - CALTRANS RFQ-ITS 53A0310” in the email subject line.

Bidder shall notify Caltrans immediately if clarification is needed regarding the RFQ-ITS. Bidders that fail to report a known or suspected problem with the RFQ-ITS or fail to seek clarification and/or correction of the RFQ-ITS shall submit a bid at their own risk.

Bidder must use this table format in their email to submit question(s) regarding this RFQ-ITS.

1. Enter the page and section number in the RFQ-ITS Reference column.

2. Enter your question in the Bidder Question column.

The State will complete and respond to the Bidder’s questions in the State Response column.

Table 2 – Bidder Questions

Q#

RFQ-ITS

REFERENCE

(Page and Section #)

BIDDER QUESTION STATE RESPONSE

Because verbal inquiries are easily misinterpreted, Bidders are required to submit all inquiries in writing.

Caltrans reserves the right not to accept or respond to verbal inquiries. Verbal remarks provided in response to verbal inquiries are unofficial and are no binding on Caltrans unless later confirmed in writing.

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, Table 1 – Key Action Dates, 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.

BID DELIVERY: Responses to this RFQ-ITS shall be submitted no later than April 3, 2026, at 2:00 PM Pacific Standard Time (reference Table 1 – Key Action Dates). Bids received after this time and date will be rejected and returned unopened unless the deadline is extended by Addendum. Caltrans will not consider nor be responsible for any bids that are not delivered by the date and time indicated in Table 1 – Key Action Dates.

Responses to this RFQ-ITS shall be submitted in two (2) separate sealed packages/envelopes: 1st sealed Package/Envelope: Attachments 2 – 12 based on Attachment 12 – Required Attachments Checklist; 2nd sealed Package/Envelope: Attachment 1 – Cost Sheet. 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:

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

1st sealed Package/Envelope 2nd sealed Package/Envelope

Agency/Firm Name

Address

RFQ-ITS # 53A0310

RFQ-ITS Title: Autodesk Civil 3D Consulting Services

Bid Package

DO NOT OPEN

Agency/Firm Name

Address

RFQ-ITS # 53A0310

RFQ-ITS Title: Autodesk Civil 3D Consulting Services

Cost Sheet Package

DO NOT OPEN

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 Bidder must be provided.

All Responses shall include the documents identified in this RFQ-ITS Attachment 12 – Required Attachments Checklist. 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.

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.

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

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 # 53A0310

RFQ-ITS Title: Autodesk Civil 3D Consulting 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.

Caltrans assumes no responsibility for internet/system technical difficulties experienced by the Bidder that results in the bid not being timely received by Caltrans. Mailed, emailed, or faxed bids will not be considered.

Bids emailed to another entity or person that is not the identified Caltrans contact will not be considered.

BID OPENING: Bid opening will be held via teleconference at 2:00 p.m. on the date specified in this RFQ-ITS Table 1 – Key Action Dates. 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-ITS.

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

TABLE OF CONTENTS

INVITATION

1. GENERAL INFORMATION

2. RESPONSE FORMAT

3. ALLOWABLE CLASSIFICATIONS AND MINIMUM REQUIREMENTS

4. RESPONSE ASSESSMENT AND SELECTION PROCESS

ATTACHMENT 1 – COST SHEET

ATTACHMENT 2 – COVER LETTER

ATTACHMENT 3 – CONTRACTOR POINT OF CONTACT

ATTACHMENT 4 – COMPANY REFERENCE FORM

ATTACHMENT 5 – KEY STAFF RESUME AND QUALIFICATIONS INSTRUCTIONS

ATTACHMENT 6 – NARRATIVE TECHNICAL RESPONSE

ATTACHMENT 7 – FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

ATTACHMENT 8 – CONFIDENTIALITY STATEMENT

ATTACHMENT 9 – PAYEE DATA RECORD/PAYEE DATA RECORD SUPPLEMENT

ATTACHMENT 10 – BIDDER DECLARATION FORM (GSPD-05-105)

ATTAHCMENT 11 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION FORM (ADM-0076)

ATTACHMENT 12 – REQUIRED ATTACHMENTS CHECKLIST

DRAFT OF RESULTING CONTRACT

1 GENERAL INFORMATION

Caltrans intends to make a contract award to the Bidder that Caltrans believes can best meet Caltrans’ needs. The Bidder selected as a result of this acquisition process must address, and be able to perform, all services described in this Request for Quotation for Information Technology Services (RFQ-ITS) and Sample of Resulting Contract, Exhibit A – Statement of Work, Exhibit A – Statement of Work. The term “Agreement” or “Contract” as used herein includes STD. 213 – Standard Agreement (Agreement) and shall be used interchangeably.

1.1. BACKGROUND AND PURPOSE OF THE RFQ-ITS

The Office of Computer Aided Design and Drafting (CADD) and Engineering Geographic Information System (GIS) Support provides statewide support of custom tools, resources, and installation packages for Civil 3D to fit the needs of Caltrans engineers. Civil3D is Caltrans’ official roadway design software which has been heavily customized using custom programming tools to fit Caltrans’ project development workflow and needs. Additionally, the development of custom resources for Civil 3D is essential in meeting Caltrans’ objective of implementing “Building Information Modeling for Infrastructure” (BIM4I) for digital project delivery. The purpose of this service is to supplement the Office of CADD and Engineering GIS Support office’s existing staff with a Contractor who has the technical knowledge to support and maintain the programming for custom tools, software resources, documentation creation, and installation packages for Civil 3D. The technical knowledge required is related to software programming and support for Civil 3D, which the office currently lacks. This contract will supplement Caltrans staff for one (1) year with a qualified Contractor to support the needs related to Civil 3D programming and support for statewide use on preparing Plans, Specifications, and Estimates (PS&E) deliverables and BIM4I deliverables.

1.2. AGREEMENT TERM

1.2.1. This Agreement will commence on May 1, 2026 (estimate), or upon Caltrans approval, whichever date is later, and expire on April 30, 2027 (estimate). The services shall be provided during the working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except State Holidays.

1.2.2. 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 Agreement. 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.

1.2.3. 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.

1.3. AGREEMENT AMENDMENT

1.3.1. Subject to the terms and conditions of the original Agreement and contingent upon approval of

Caltrans and the Contractor, Caltrans 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.

1.3.2. The Agreement amendment may be for up to an additional twelve (12) months and an increase in the agreement value up to $70,000.00 above the value of the awarded Agreement. The resulting contract may only be amended in accordance with provisions of the executed contract.

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

1.3.3. If the Agreement is amended, the Contractor’s rates offered in the “Amendment Pricing” section of Attachment 1 – Cost Sheet, for the additional work will apply. The additional costs will also be included in the final bid; however, there is no commitment as a result of this RFQ-ITS to issue an Agreement for any part of the optional amendments.

1.3.4. 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 executed Agreement.

1.4. CONTRACT PARAMETERS

1.4.1. The dollar amount for this project is estimated to be $140,000.00 and will not exceed this maximum dollar amount.

1.4.2. All information technology (IT) agreements entered into with Caltrans will include, by reference, Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) that may be viewed and downloaded at https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions- NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf.

1.4.3. All work performed under the awarded Contract shall be in accordance with Sample of Resulting Contract, Exhibit A – Statement of Work.

2 RESPONSE FORMAT

This RFQ-ITS contains the requirements that Bidders must meet to submit a responsive bid.

A bid is considered responsive if it indicates compliance without material deviation from the requirements of the RFQ-ITS and the terms and conditions of the proposed contract. This includes the format in which the bid must be submitted, materials to be included, requirements that must be met to be eligible for consideration, and the Bidder’s responsibilities.

Counter proposal language or negotiated language will not be accepted and will be deemed nonresponsive.

A Bidder is deemed responsive if they possess the experience, facilities, reputation, and financial resources and are fully capable of performing the duties outlined in this Agreement. It is the Bidder’s responsibility to provide all necessary information for the State to determine and verify the Bidder’s ability to perform the services defined in the Sample of Resulting Contract, Exhibit A – Statement of Work.

By submitting a response, each Bidder confirms their ongoing compliance as not being prohibited from contracting with public entities from the list of ineligible businesses available at https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of- Ineligible-Businesses. The response of any Bidder identified as an ineligible business will be rejected.

Caltrans may modify any part of the RFQ-ITS, as a result of questions or other reasons, prior to the bid due date, by issuance of one (1) or more addenda. Addenda will be numbered consecutively; all future addenda and correspondences will be released by the Department Contact listed in the Invitation Page of this RFQ- ITS, through the Cal eProcure website (https://caleprocure.com/pages/index.aspx). It is the responsibility of the Bidders to access the website and review any changes or Addenda that may be posted. Please note that verbal information will not be binding.

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

2.1. BID SUBMISSION

2.1.1. 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 must become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work.

2.1.2. Bids must 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.

2.1.3. All documents contained in the technical portion of the bid package must have electronic 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).

2.1.4. The Department of General Services Procurement Division, Information Technology – General Provisions Cloud-Computing Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) and Bidder Instructions (DGS PD 451) are incorporated herein and are not negotiable:

2.1.4.1. Department of General Services Procurement Division, Information Technology –

General Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025):

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised- 02202025.pdf

2.1.4.2. Bidder Instructions (DGS PD 451):

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

2.1.5. 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.

2.2. ERRORS IN THE BID

An error in the bid may cause the rejection of the bid; however, Caltrans may correct non-material calculation errors at its sole discretion. If corrected, Bidders will be provided the correction for validation.

2.3. CALIFORNIA PUBLIC RECORDS ACT

Upon award, all documents submitted in response to this RFQ-ITS will become property of Caltrans and regarded as public records under the California Public Records Act (CPRA), pursuant to Government Code, Section 6250, et seq.

Persons wishing to view any RFQ-ITS related materials must identify the items they wish to obtain copies of and email their request to the DPAC analyst, or follow the guidelines outlined on the Public https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

Records Request:

https://caltrans.mycusthelp.com/WEBAPP/_rs/(S(x2erig3z3uigwq1zmil1pi5tl0))/supporthome.aspx.

2.4. FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

Bidders are advised of the following provisions concerning consulting agreements as defined in Public Contract Code (PCC) section 10365.5:

2.4.1. No consultant shall be paid out of State funds for developing recommendations on the acquisition of IT goods or services or assisting in the preparation of a feasibility study, if that consultant is to be a source of such acquisition or would otherwise directly and/or materially benefit from the 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.

2.4.2. Bids in response to State procurements for assistance in the preparation of feasibility studies or the development of recommendations for the acquisition of IT goods and/or services must disclose any financial interests (e.g., service agreements, Original Equipment Manufacturer (OEM) agreement, remarketing agreements) that may foreseeably allow the individual or organization submitting the proposal to materially benefit from the State's adoption of a course of action recommended in the feasibility study or of the acquisition recommendations.

2.5. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

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

Bidder/Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2.

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

Upon notification by a Bidder/Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

2.6. 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). The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic https://caltrans.mycusthelp.com/WEBAPP/_rs/(S(x2erig3z3uigwq1zmil1pi5tl0))/supporthome.aspx https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response.

Termination shall be at the sole discretion of the State.

2.7. BIDDER’S RESPONSE REQUIREMENTS

2.7.1. 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.

2.7.2. The Bidder’s response must identify how the Bidder will perform the required work to accomplish the project described in Sample of Resulting Contract, Exhibit A – Statement of Work. Resumes and references with contact information for proposed candidates must be included with the bid.

Resumes must be provided for each proposed staff, as identified by the Bidder. Resumes will be public record and will be made a part of the resultant Agreement. An acceptable resume includes the staff member’s education, any applicable credentials or certifications, current work history for at least three (3) years, and a summary of similar work performed that also briefly identifies approach, methods, timeline(s), and fee structure. Candidates’ resumes must show relevant and current experience with similar IT projects.

2.7.3. The Bidder’s response to this document will be made a part of Caltrans’ STD 213 Agreement and contract file.

2.7.4. Responses must contain all requested information and data and conform to the format described in this section. It is the Bidder’s responsibility to provide all necessary information for Caltrans to review, assess, and score the response, verify requested information and determine the Bidder’s ability to perform the tasks and activities defined in Sample of Resulting Contract, Exhibit A – Statement of Work, and Attachment 1 – Cost Sheet.

2.7.5. Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear an original ink or electronic signature. The signature must also indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

2.7.6. Bidders must include the performance of all the services described herein. Any attempt to modify the Attachment 1 – Cost Sheet document to deviate from the work specifications will not be considered and will cause the bid to be rejected.

2.7.7. A bid may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject any bid on the basis that it is not responsive or from a non-responsible Bidder and may waive any immaterial deviation in a cost sheet.

Caltrans waiver of an immaterial defect shall in no way modify the RFQ-ITS document or excuse the Bidder from full compliance with all requirements if awarded the agreement.

2.7.8. Costs for developing bids and in anticipation of award of an Agreement is entirely the responsibility of the Bidder and shall not be charged to Caltrans.

2.7.9. A Bidder may modify their bid after its submission by first withdrawing the original bid and then by resubmitting a new bid prior to the submittal deadline. Bidder modifications submitted in any other manner, oral or written, will not be considered.

2.7.10. A Bidder may withdraw their bid by, prior to RFQ-ITS submission due date, by submitting a written withdrawal request to Caltrans, signed by the legally authorized Bidder. A Bidder may thereafter submit a new bid prior to the submittal deadline. Bids may not be withdrawn without cause subsequent to the submission deadline.

2.7.11. 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).

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

2.7.13. Bidders are cautioned not to rely on Caltrans during its evaluation process to discover and report to the Bidder any defects and/or errors in the submitted documents. Before submitting their documents, Bidders shall carefully proof them for errors and full adherence to the RFQ- ITS requirements.

2.7.14. Where applicable, the Bidder shall 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.

2.7.15. Caltrans does not accept alternate Agreement language from a Bidder. A bid with such language will be considered a counter proposal and will be rejected.

2.7.16. More than one (1) 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 (1) 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..

2.8. RESPONSE CONTENT

The Bidder’s response must include the items listed below unless not applicable or noted otherwise.

Failure to respond to and submit these items with the required information may result in disqualification. Please see completion instructions on the attachments or below:

• Attachment 1 – Cost Sheet: Provides individual costs, as indicated in the Cost Sheet, and must be provided with the Bidder’s response to this RFQ-ITS. This document must identify subcontractors and detail the staff hours by job category, hourly rate per job category by tasks(s) and deliverable(s), and total cost per task/deliverable.

• Attachment 2 – Cover Letter: Must be signed by an individual authorized to bind the Bidding firm contractually.

• Attachment 3 – Contractor Point of Contact: Identifies the contacts regarding the RFQ-ITS, and if awarded the Agreement, the Project Manager, contact for agreement inquiries, and the individual authorized to sign the Agreement.

• Attachment 4 – Company Reference Form: Allows the State to assess the Bidder’s experience in providing similar or relevant services to other organizations through a satisfaction rating provided by the Bidder’s previous project clients. Three (3) references must be provided.

• Attachment 5 – Key Staff Resume and Qualifications Instructions: Bidders must provide resumes for each proposed classifications used for the requested services (One resume per resource staff). Resumes are required for each proposed staff and shall be used to verify the Bidder can meet the MQs for each classification during bid evaluations. Bidder shall select classification(s) that they deem appropriate to meet each task/deliverable provided in this Contract.

• Attachment 6 – Narrative Technical Response: Must describe the Bidder’s understanding and approach to the performance of the work described in this RFQ-ITS and the Sample of Resulting Contract, Exhibit A – Statement of Work. Bidders must address the questions contained in the attachment and provide examples from the Bidder’s previous project experience.

• Attachment 7 – Follow-On Consultant Contract Disclosure: Requires the Bidder to disclose any current and/or prior consulting services within five (5) years prior to the release of this RFQ- ITS that may be related in some manner to the services, goods, or supplies being acquired pursuant to this RFQ-ITS.

• Attachment 8 – Confidentiality Statement: Requires Bidders to designate a signatory and for all consultants to adhere to Caltrans guidelines.

• Attachment 9 – Payee Data Record (STD. 204) and Payee Data Record Supplement (STD.

205): Must be completed, signed and submitted with the bid. The STD. 205 is required only if the Bidder has a remittance address that is different than the mailing address.

• Attachment 10 – Bidder Declaration Form (GSPD-05-105): Identifies all subcontractors offered for participation in the Agreement. This attachment must be submitted even if no subcontractors will be used. The Contractor awarded the Contract is contractually obligated to use the identified subcontractors for the corresponding work, unless Caltrans/State agrees to a substitution, and it is incorporated in writing.

NOTE: If subcontracting were to exceed 49%, the prime Contractor shall provide a written justification explaining the greater portion of the service being subcontracted. Caltrans reserves the right to make the final determination if the higher portion of subcontracting is acceptable.

• Attachment 11 – Civil Rights Laws Certification Form (ADM-0076): Complete as applicable and submit with the bid when the total value is one hundred thousand dollars ($100,000) or more.

• Attachment 13 – Required Attachments Checklist: Identifies all documents that must be submitted with the bid to be considered responsive.

3 ALLOWABLE CLASSIFICATIONS AND MINIMUM QUALIFICATIONS

Contractor staff shall be responsible for completing the tasks and deliverables as outlined in Sample of Resulting Contract, Exhibit A – Statement of Work.

The following table lists the allowable classifications Caltrans is requesting and is included in Attachment 5 – Staff Resume and Qualifications Instructions. Not all classifications are required to be used, however only classifications detailed in this section can be used in this Contract.

Table 3 – Consultant Classifications Consultant Classifications

1. Contract Manager

2. Project Manager

3. Application Developer and Programmer

3.1. MINIMUM QUALIFICATIONS

The Minimum Qualifications for each classification are identified below. To be deemed responsive to the RFQ-ITS, all proposed consultants must meet or exceed the identified Minimum Qualifications for the classification they are being proposed to perform. Caltrans has the final determination as to whether Contractor’s personnel staff qualifications are equivalent to the Minimum Qualifications listed.

Any Bidder whose proposed staff do not meet these qualifications may cause the entire bid to be determined non-responsive and fail the classification’s Minimum Qualifications.

3.1.1. Contract Manager

3.1.1.1. 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.

3.1.1.2. Experience

Contractor CM shall possess three (3) years of experience working as a CM on service contracts related to Civil 3D API software development.

3.1.2. Project Manager

3.1.2.1. Description

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.

3.1.2.2. Experience

3.1.2.2.1. The Contractor PM shall possess two (2) years of experience working as a PM on Civil 3D API software related projects involving design, development /configuration, implementation, and deployment.

3.1.2.2.2. The PM shall possess three (2) years of experience working as a PM or Project Engineer on Civil Engineering design projects related to roadway and/or hydraulic system design.

3.1.3. Application Developer and Programmer

3.1.3.1. 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, 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.

3.1.3.2. Experience

3.1.3.2.1. 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).

3.1.3.2.2. 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.

3.1.3.2.3. 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.

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

4 RESPONSE ASSESSMENT AND SELECTION PROCESS

All bids received on or before the Bid Submission Due Date and Time as specified in Table 1 – Key Action Dates, will be assessed as outlined below.

4.1. BEST VALUE DETERMINATION

Award will be based on best value. Caltrans will assign scores and the highest scoring and compliant bid will be deemed the awardee. Compliance is met when, as described in Section 2, Response

Format, the bid is responsive, and the Bidder is responsible. Bids that do not comply with the mandatory requirements stated in this RFQ-ITS may be deemed noncompliant and rejected at any stage of the review.

Scoring Criteria and Maximum Possible Scores

Table 4 – Response Assessment and Selection Process

SCORING CRITERIA POSSIBLE SCORE

Preliminary Assessment Bid received by date/time specified in Key Action Dates

Pass/Fail Attachments 1 through 12 correctly completed (unless non-applicable) Resume, degree, and certifications for each identified staff member provided Bidder’s Secretary of State and Delinquent Taxpayer Verifications Technical Assessment

Technical Evaluation Criteria (See 4.3 – Technical Assessment) 220

Cost Assessment The Bidder’s cost for this RFQ-ITS is weighted at 30% of the total points available. The Bidder will be assessed on the total cost for the contract term. Review of the responses to this RFQ-ITS will be based on the total bid and an award, if made, will be to a single contractor awarded the highest points as calculated in accordance with the “Best Value” methodology. Failure to adhere to bid specifications will be considered a material deviation from the requirements of this Statement of

Work and may cause the bid to be rejected.

The lowest total cost bid is awarded the maximum cost points. All other bid Costs are prorated based on the following calculation: Cost Score Awarded to Bidder = Lowest Rate / Bidder’s Rate multiplied by the Maximum Cost Points Available (95) Additional details can be identified in Section 4.4, Cost Assessment, below.

Cost* 95

TOTAL POSSIBLE POINTS 315

4.2. PRELIMINARY ASSESSMENT

Caltrans will review each response for initial responsiveness to the RFQ-ITS requirements (e.g., timeliness, completeness). If deemed necessary, Caltrans may collect additional documentation including, but not limited to, missing forms, missing appendix items, and missing data from RFQ-ITS forms to verify responsiveness to the RFQ-ITS requirements. Caltrans may reject any or all bids that fail to meet these requirements. Rejected bids will be eliminated from further consideration.

4.3. TECHNICAL ASSESSMENT

Each Bidder who meets the Preliminary Assessment and satisfies the requirements of the RFQ-ITS will have their bid scored. Bidders may achieve a maximum of 220 points. The Caltrans Evaluation Committee shall score criteria in which provides best value to Caltrans. Best value methodology will be scored based on the following criteria:

A. Clarity and Organization of Contractor’s Offer

1. Clarity, organization, and conciseness of Offer

B. Contractor’s Understanding of Department’s Request

1. Demonstrated knowledge of the work required

2. Contractor’s outlined approach to accomplishing the tasks

3. Understanding of Caltrans staffing needs and quality of Contractor’s approach to resourcing the project

C. Contractor Qualifications and Experience

1. Qualifications and relevant individual experience

2. Contractor expertise with engagements of similar scope and complexity

3. Time commitment of key members

4. References

D. Firm’s Capabilities

1. Prior record of Offeror’s performance

2. Demonstrated capability on similar or related projects

3. Management and staffing abilities

4. Cost control

4.4. COST ASSESSMENT

The Bidder must complete Attachment 1 – Cost Sheet and submit it with their bid to be considered responsive. The Cost Sheet lists all cost elements required to provide the requested services. The lowest bid will be awarded the maximum number of points. Other bids will be awarded points based on the lowest bid according to the following calculation:

Lowest Proposer’s Offer X Total Cost Points Available

Caltrans will review the Cost Sheet to verify that it is complete and includes the hourly rates for each of the Bidder’s proposed staff.

If the Bidder’s Cost Sheet is incomplete or does not conform to the requirements and format outlined in the RFQ-ITS, the Bidder may be deemed non-responsive and its response rejected.

The bid with the lowest total cost is awarded the maximum cost points. All other bid Assessment points are prorated based on the following calculation: Cost Score Awarded to Bidder = Lowest Total Cost / Bidder’s Total Cost multiplied by the Maximum Cost Points Available (95). The table below illustrates the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance. The example below is illustrated if the total points for cost is 50 points.

Table 5 – Cost Assessment Example Cost Scoring Methodology Example

Bidder Grant Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 50 $400,000 38

B $350,000 $300,000 X 50 $350,000 43

C $300,000 $300,000 X 50 $300,000 50

4.5. MISCELLANEOUS AWARD ISSUES

4.5.1. Caltrans does not negotiate rates and/or costs listed on any Cost Sheet submitted for the RFQ-

ITS.

4.5.2. If no bids are received containing bids offering price, which in the opinion of Caltrans is a reasonable price, and/or technical expertise that is applicable to the tasks outlined in the Sample of Resulting Contract, Exhibit A – Statement of Work, Caltrans is not required to award an Agreement (Public Contract Code (PCC) Section 10344(d)).

4.5.3. The Bidder is advised that should this RFQ-ITS results 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.

4.5.4. 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 (GC) 13838(f).

4.6. PRE-AWARD AUDIT

4.6.1. 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.

4.6.1.1. 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:

4.6.1.1.1. 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.

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

4.6.1.1.3. 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.

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

4.6.1.1.5. 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.

4.6.1.2. The Bidder must be financially capable of performing the work.

4.6.1.3. The costs proposed must be reasonable.

4.7. PROTEST

4.7.1. Bidders have the right to protest the award of Caltrans Agreements subject to the following grounds, processes, and procedures:

4.7.1.1. If any Bidder, prior to the award of Agreement, files a protest with Caltrans, Protest Unit, and the DGS, Procurement Division, on the grounds that the (protesting) Bidder 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 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

4.7.1.2. Within five (5) days after filing the initial protest, the protesting Bidder 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.

4.8. INSURANCE

4.8.1. The Offeror, who receives the Agreement award, must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within ten (10) 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 Sample of Resulting Contract, Exhibit E – Additional Provisions, Section 2, Insurance Requirements, for the applicable and specific Insurance requirements and coverage limits.

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

Caltrans, State…