E._Solicitation_Package_56A0888.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

http://caltrans-opac.ca.gov

July 28, 2026

INVITATION FOR BID

Notice to Prospective Proposers

IFB Number 56A0888

You are invited to review and respond to this Invitation for Bid (IFB) Number 56A0888, entitled, Asset Data Collection (South). In submitting your proposal, 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.

As required by Executive Order S-02-06, the California Department of Transportation (Caltrans) is committed to meeting the State’s 25 percent (25%) Small Business (SB) participation goal. Certified SBs, Micro Businesses (MB) are encouraged to submit bids. See Section D, Special Programs, Item 1, in this IFB for requirements.

The Department of Transportation (Caltrans) is committed to meeting the State’s 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% of their net bid price to certified SB or MB to submit proposals.

The Department of Transportation (Caltrans) wants to help in the State’s efforts to improve the economically disadvantaged position of Disabled Veteran Business Enterprises (DVBE) (Public Contract Code (PCC) 10115 et.seq, Military and Veterans Code, section 999 et seq., and California Code of Regulations (CCR), Title 2, section 1896.60 et seq.). Caltrans wants to provide the opportunity and promote competition that will help maintain and strengthen the overall economy of the State;

therefore, encourages DVBEs to submit proposals.

Note that all Agreements entered into with Caltrans will include, by reference, the Department of General Services (DGS) Bidder Instructions (GSPD-451) and Information Technology - General Provisions Cloud - Computing Services, DGS PD 402-ITGP (Cloud).

The designated contact person for this IFB is:

Eric Knight Department of Transportation

Email address: eric.knight@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 IFB. See Section 2 Questions and Answers for more details.

Sincerely, https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

ERIC KNIGHT

Contract Analyst

Invitation for Bid IFB Number 56A0888

Table of Contents

SECTION

PAGE

A) Purpose and Description of Service 1

B) Minimum Qualifications for Proposers 1

C) Proposal Requirements and Information 1

1. Time Schedule 1

2. Questions and Answers 1

3. Technical Proposal Requirements 1

4. Cost Proposal Requirements 1

5. California Civil Rights Laws 5

6. Iran Contracting Act 5

7. Executive Order N-6-22 - Russia Sanctions 2

8. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

9. Standard Title VI/Nondiscrimination Assurances (United States Department of Transportation DOT Order No. 1050.2A)

10. Mandatory Organic Waste Recycling 6

11. Submission of Proposal 7

12. Evaluation Process 7

13. Pre-Award Audit 10

14. Award and Protest 12

15. Disposition of Proposals 12

16. Standard Conditions of Service 13

D) Special Program(s)

1. Small Business Enterprise or Microbusiness Preference 14

2. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

Attachments

1. Cost Proposal Worksheet (Sample)

2. Technical Proposal

3. Proposal/Proposer Certification Sheet

4. Bidder Declaration, GSPD-05-105

5. Disabled Veteran Business Enterprise Declarations, DGS PD 843

6. Quotes from SB/DVBE

7. Criteria for Evaluation of Consultant Technical Proposals

8. Criteria for Evaluation of Cost Worksheet and Final Score

9. Required Attachment Checklist

10. Proposed Form of Standard Agreement, STD 213

A) Purpose and Description of Services

Refer to the Proposed Form of Agreement, which is attached to this IFB as Attachment 10 (Exhibit A).

B) Minimum Qualifications for Proposers

1. Proposer must have experience performing roadway asset collections for at least three (3) distinct states in the United States or three (3) distinct states in any other country. In addition, the proposer must have lidar experience performing roadway asset collections for at least three years.

2. List all projects similar in scope completed in the last five (5) years. The list shall include, but not be limited to, context and description of previous contracts, name of municipality/agency, and the name of the contact person at each municipality, initial start date/actual start date, initial contract budget/actual contract amount, and estimated date of completion/actual date of completion. For each project, list the Centerline miles covered, types of assets collected, and the number of assets collected.

C) Proposal Requirements and Information

1. Time Schedule

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

EVENT DATE

TIME

(Pacific Time)

IFB available to prospective proposers 7/28/2026

Written Question Submittal 8/10/2026 1:00pm

Final Date for Proposal Submission 8/20/2026 1:00pm

Technical Proposal Scoring (estimate) Week of 8/24/2026

Cost Proposal Opening (estimate) Week of 8/31/2026

Posting of Notice of Intent to Award (estimate) Week of 8/31/2026

2. Questions and Answers

A. Questions regarding this IFB must be submitted in writing by 8/10/2026. Proposers are encouraged to submit their written questions via e-mail to eric.knight@dot.ca.gov.

B. 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 proposer to access the website for any changes or Addenda that may be posted. Refer to this IFB, Section C1, Time Schedule, for the schedule of events and dates/times. It is the responsibility of the proposer to check Cal eProcure for all addenda. Proposer can contact the Contract Analyst named above.

3. Technical Proposal Requirements

A. An original proposal marked "ORIGINAL COPY" and one (1) and one pdf copy on a thumb drive will be required for the Technical Proposal. Each Technical Proposal shall contain at a minimum, all required items listed below. Each requirement’s location must be listed in a Technical Proposal, Table of Contents. Also see IFB Section C 9., Submission of Proposal, for submittal details.

1) Section 1. Introduction and Minimum Qualifications: Proposer shall:

a. Introduce its team and summarize the highlights of the proposal.

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

b. Provide the information to demonstrate the minimum qualifications listed in IFB section B) Minimum Qualifications for Proposers.

2) Section 2. Project Management: Proposer shall:

a. Designate, by name, the Project Manager to be employed. Project Manager shall be responsible for implementing the Statement of Work, overseeing the activities of the project team, and shall be the single point of contact for this contract. The Project Manager must be available to Caltrans during California business hours of 7:00 am to 5:00 pm to effectively manage this contract. The selected Contractor shall not cause the substitution of the Project Manager without prior written approval of Caltrans.

b. Explain how the various tasks will be managed and coordinated, and how the project manager’s technical expertise will support the effective management and coordination of the all activities described in the Statement of Work.

c. Provide an organizational flow chart showing the hierarchy of the proposer’s team personnel that will be utilized during the term of the Agreement. The chart must show the relationship between the Project Manager and personnel of the proposer’s organization and other parties (including subcontractors) to the proposal.

3) Section 3. Personnel: This section of the Technical Proposal shall identify the proposed team and key personnel. Key personnel shall have experience with, and in-depth knowledge of, techniques and procedures necessary to accomplish the various tasks listed in Attachment 10 (Proposed Form of Agreement), Exhibit A, Statement of Work.

a. Identify all key personnel of the prime contractor who will be working under the Agreement and provide brief (two pages maximum) resumes.

Include titles, education, academic degrees, professional licenses, qualifications, proposed roles and responsibilities, summaries of similar work performed and expected level of availability for this Agreement.

b. Introduce the proposed subcontractor organizations, if any, and provide qualifications, roles, and responsibilities for the company/organization as a whole. Provide brief (two pages maximum) resumes for each of the subcontractors’ key personnel listed to provide services under the Agreement. Include titles, education, academic degrees, professional licenses, qualifications, proposed roles and responsibilities, summaries of similar work performed and expected level of availability for this Agreement. (The cost of the subcontracted work is to be itemized in the Cost Proposal as described below in Cost Proposal Requirements.)

c. The selected contractor shall not substitute the listed key personnel or subcontractors without prior written approval by the Caltrans Contract Manager.

4) Section 4. Qualifications and Experience: Proposer shall:

a. Equipment

Describe each type of equipment that will be used to collect each assets and processing data for this agreement, including but not limited to, whether the type of equipment has been previously used in another US state(s), any certification it has received, age of the proposed equipment and/or technology, number of pieces of each equipment to be used in this project and how this equipment will be able to meet the strict demands and timeline of collection for California.

b. Quality Assurance Approach and Experience

Describe the quality assurance processes and procedures to assure quality data when collecting and analyzing asset condition data for the California state highway system, including but not limited to, Proposer Team’s experience in quality assurance to meet the strict schedule requirements for timely collection, processing and submission of the analyzed data including Proposer Team’s approach to corrective actions before and after the collection process.

c. Point Cloud Data Hosting and Access to Data

Describe how the Proposer Team will host the data being collected and provide Caltrans 24-hour access to that data. Provide examples to demonstrate the Proposer firm’s and personnel’s experience in similar Point Cloud Data Hosting projects.

d. Project Processes, Schedule, and Contingency Plans

Describe how Proposer’s Team will schedule collection, execute data processing and analysis, manage quality control, and handle data delivery to meet the strict schedule requirements of this Agreement as listed in the Scope of Work. Provide a summary of the Proposer Team’s contingency plans for weather, equipment failure, or any unforeseen eventuality.

Provide information to demonstrate the Proposer’s Team experience with this type of scheduling.

e. Experience with Other Network Data Collection

Describe the Proposer Team’s history with collecting highway network data in other states in the United States or in any other country, and how your firm met the requirements of those contracts.

f. Linear Reference System Approach and Experience

Describe your approach and experience with other complex Liner Reference Systems (LRS), including your methodology to evaluate and report the completeness of the data collection and analysis of all specified assets.

g. Methodology and Experience with Street Level Imagery

Describe how the Proposer’s Team will collect digital images of each asset to meet the requirements stated in the Scope of Work. Include a description of how your methodology has been used in prior collections, including whether your methodology was used and quality control checked by the contracting agency.

h. Methodology and Experience with Mobile Lidar and Point Cloud for storage

Describe how the Proposer’s Team will use LiDAR collection to meet the Caltrans Surveys Manual (CSM) specified in Chapter 15 and the requirements stated in the Statement of Work.

i. Methodology and Experience with Planimetric Features – Roadway Assets

Describe how the Proposer’s Team will locate and assess each asset to meet the requirements stated in the Scope of Work. Include a description of how your methodology has been used in prior collections including if your methodology was used and quality control checked by the contracting agency.

j. Methodology and Experience with Web-Based Interface

Describe the functionality and the requirements that allow Caltrans personnel to view and query all collected data.

k. Data Delivery Logistics and Punctuality

Describe the location of the Proposer Team’s facility and your communication/coordination plan with your specialist and programmers to ensure efficient data processing in compliance with the requirements stated in the Scope of Work.

l. Customer Satisfaction and Advantages for Choosing the Proposer’s Firm

Describe how your company makes sure that your customers are satisfied with your services. Include a description of your company's philosophy, practice, and experience with conflict resolution, especially when customers are not satisfied.

Describe the advantages of your company to the state of California for asset collection, analysis, and reporting, including, but not limited to, technology and/or personnel advantages that your company provides to the overall project for data collection and processing.

m. Experience and Approach to Reporting Asset Data

Describe your company experience with reporting assets and list the assets with their respective attributes you intend to collect for the state of California.

Demonstrate your ability to understand how these assets would be used for asset management.

5) Section 5. Work Plan and Work Schedule: Proposer shall provide a work plan and/or schedule for task completion. Identify each major task, necessary subtasks, and/or specific milestones by which progress can be measured and payments made. Provide a detailed description of the techniques, approaches, and methods to be used in performing the services (tasks and sub-tasks) listed in Attachment 10 (Proposed Form of Agreement), Exhibit A, Scope of Work. The work plan or schedule shall specify the estimated hours to accomplish each task.

6) Section 6. References: Proposer shall provide a minimum of two (2) references and a maximum of three (3) references. The references must be clients for whom the proposer has performed similar or related work in the past, preferably within the last five

(5) years.

B. Page Headers and Page Numbering

All pages of the Technical Proposal, including cover pages, Table of Contents, references and resumes, shall have the following header and page numbering format in the upper right-hand corner:

Technical Proposal Date:

Agreement: 56A0888 Attachment 2 Page # of ##

C. Brochures, thumb drives, drawings, and other promotional documents being submitted with the Technical Proposals shall be clearly identified as to the name of the proposer and the IFB number.

Proposer shall provide a minimum of two (2) references and a maximum of three (3) references.

The references must be clients for whom the proposer has performed similar or related work in the past, preferably within the last five (5) years.

4. Cost Proposal Requirements

A. Cost Proposal, and only the Cost Proposal, shall list all items that will be charged to Caltrans for this Agreement. Cost information of any kind for this Agreement is not allowed in the Technical Proposal. Cost Proposal shall include both prime contractor and all subcontractors cost information. Cost Proposals shall follow the format provided in the sample Cost Proposal Worksheet, Attachment 1, and shall be submitted along with Technical Proposal in one (1) sealed envelope. The total amount of the Agreement may not exceed the amount set forth in Attachment 1.

B. An original proposal marked "ORIGINAL COPY" and one (1) pdf copy on a thumb drive is required for the Cost Proposal. Each Cost Proposal shall contain at a minimum, all required items listed below:

1) Cover page in the format listed on page 1 of Attachment 1, Cost Proposal Worksheet.

C. Page Headers and Page Numbering

All pages of the Cost Proposal, including cover pages, Table of Contents shall have the following header and page numbering format in the upper right-hand corner:

Cost Proposal Date Agreement No. 56A0888 Attachment 1 Page # of ##

5. California Civil Rights Laws

Any person that submits a bid or proposal to, or otherwise proposes to enter into or renew a contract with, a State agency with respect to any contract in the amount of $100,000 or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the contract is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010. The winning proposer shall execute the California Civil Rights Laws Certification as part of the Agreement award process.

6. Iran Contracting Act

A. Pursuant to the Iran Contracting Act of 2010 (Public Contract Code Sections 2200 et seq., hereinafter “the Act”), persons identified on the list established under Public Contract Code Section 2202.5 (hereinafter, “List”) are ineligible to bid on, submit a proposal for, enter into, or renew any contract with the State for goods or services of one million dollars or more.

B. The winning proposer must complete and submit to Caltrans as part of the Agreement award process, the Iran Contracting Act Certification, certifying that it is not on the most current List unless the person is exempted from the certification requirement by Public Contract Code Section 2203 (c) or (d). If claiming an exemption, the person shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or

(d) with its bid or proposal.

C. Any person, for a contract that is exempt from bidding or is renewed, or for whom a contract is otherwise awarded by the State, must complete and submit to Caltrans the Iran Contracting Act Certification, certifying that it is not on the most current List, before the contract has been executed by the parties, unless the person is exempted from the certification requirement by Public Contract Code Section 2205(c) or (d). If claiming an exemption, the person shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or (d), before execution of the contract.

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

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e. there is federal participation in any phase). By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

8. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

A. 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.

B. 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:

a) functionality of a State system,

b) risk to the State, or

c) Contract performance.

Note: For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

D. 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.

E. 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.

9. 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 U.S.C. §§ 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.

10. Mandatory Organic Waste Recycling

The Contractor generating organic waste or commercial solid waste shall comply with Senate Bill 1383 (Lara) of 2016, also Contractor will arrange for the recycling services required by this https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf section in a manner that is consistent with state and local laws and requirements, including a local ordinance or local jurisdiction's franchise agreement, applicable to the collection, handling, or recycling of organic waste and commercial solid waste. This requirement does not modify, limit or abrogate the Contractors right to sell or donate its recyclable organic waste materials consistent with the requirements of Public Resources Code §42649.8 et. seq.

11. Submission of Proposal

A. Proposals should provide straightforward and concise descriptions of the proposer's ability to satisfy the requirements of this IFB. The proposal must be complete and accurate.

Omissions, inaccuracies or misstatements may be sufficient cause for rejection of a proposal or reduction in points/score during evaluation.

B. The original proposal must be single sided and marked "ORIGINAL COPY". All documents contained in the original proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. All additional proposal sets may contain photocopies of the original package.

C. Caltrans does not accept alternate Agreement language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected. The State’s Information Technology - General Provisions Cloud - Computing Services, DGS PD 402-ITGP (Cloud). are not negotiable.

D. All proposals shall include the documents identified in this IFB’s Required Attachment Checklist, Attachment 9. Proposals not including the proper "required attachments" may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

E. Responses to this IFB shall be submitted in two (2) separate sealed packages/envelopes contain:

1st sealed Package/Envelope: Technical Proposal-Original and one (1) copy, and one pdf copy on a flash drive.

2nd sealed Package/Envelope: Cost Proposal–Original Cost Proposal, Proposal/Proposer Certification Sheet, and cost information (i.e., if applicable: DVBE, Small Business, TACPA) and one copy on a flash drive.

F. Proposals must be submitted no later than 1:00 p.m., 8/20/2026, and addressed as follows (reference Section C1, Time Schedule):

1) Proposals received after this time and date will be rejected and returned unopened.

2) The proposal package/envelope must be plainly marked with the IFB 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 IFB Number IFB Title

TECHNICAL PROPOSAL

DO NOT OPEN

Agency/Firm Name Address IFB Number IFB Title

COST PROPOSAL

DO NOT OPEN

3) Proposals not submitted under sealed cover and marked as indicated may be rejected.

If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided.

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

G. Proposals 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 proposal to be rejected.

H. Proposals (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: Eric Knight 1727 30th Street, MS-65 Sacramento, CA 95816-7006

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

IFB Number 56A0888 IFB Title Asset Data Collection (North) Firm Name: (Add firm name)

DO NOT OPEN

*If your proposal 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, proposals should be placed in the locked bid cabinet located below the time stamp. If the proposal package is too large to be electronically stamped, date/time stamp one of the labels provided and attach it to the proposal package. When the proposal 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 proposal package picked up by DPAC staff.

Electronic Submission

Proposals can be submitted electronically via email to the Department Contact listed in the solicitation with “Proposal - CALTRANS IFB 56A0888” in the Subject Line. Proposals submitted via email shall contain two (2) separate files, one marked Technical Proposal and the other marked Cost Proposal. You will receive a confirmation email indicating your submission has been received. In the event you do not receive confirmation, reach out to the Department Contact listed in the solicitation.

Proposals where the email is late will not be considered. Caltrans assumes no responsibility for internet/system technical difficulties experienced by the contractor that results in the proposals not being timely received by Caltrans. Proposals emailed to another entity or person that is not the identified Caltrans contact will not be considered.

I. A proposal 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 proposal that is not responsive, does not meet the technical standards, or is not from a responsible proposer, or may reject all proposals. Caltrans may also waive any immaterial deviation in a proposal.

Caltrans waiver of immaterial defect shall in no way modify the IFB document or excuse the proposer from full compliance with all requirements if the proposer is awarded the Agreement.

J. Costs for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the proposer and shall not be charged to the State of California.

K. Only an individual who is authorized to contractually bind the proposing firm shall sign the Proposal/Proposer Certification Sheet, Attachment 3. The signature must indicate the title or position that the individual holds in the firm. The proposer’s proposal may be rejected if the Proposal/Proposer Certification Sheet is not signed.

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

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

N. Caltrans may modify the IFB up to the specified time of the date fixed for submission of proposals by the issuance of an addendum to all parties who received a proposal package.

All addenda prior to the submission deadline are also posted on Cal eProcure:

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

O. Caltrans reserves the right to reject all proposals for reasonable cause.

P. Proposers are cautioned to not rely on Caltrans during the evaluation to discover and report to the proposer any defects and errors in the submitted documents. Before submitting their documents, proposers should carefully proof them for errors and adherence to the IFB requirements.

Q. Where applicable, proposer should carefully examine work sites and specifications.

Proposer 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.

R. More than one (1) proposal or a proposal 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 proposer has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that proposer. If there is reason for believing that collusion exists among the proposers, none of the participants in such collusion will be considered in this or future procurements.

12. Administrative Requirements (Pass/Fail)

A. Each proposal will be checked for the presence and/or absence of required information in conformance with the submission requirements of this IFB and to ensure the efficiency and timeliness of the deliverables of this agreement and agreement 56A0887 (Asset Data Collection-North). Proposals that do not provide requested information will be rejected as non-responsive.

B. Proposals 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.

C. All requirements must be met to pass.

Requirement

1. Staffing Plan Yes No

A. Number and classification of personnel dedicated to each contract.

The staffing plan shall include, at a minimum: three (3) fully qualified field crews assigned at 100%, one (1) Project Manager assigned at 100%, one (1) Data Manager assigned at 100% responsible for development and maintenance of the web interface, and two (2) https://caleprocure.com/pages/index.aspx

Licensed Land Surveyors assigned at 100%, to surveying and LiDAR processing activities.

B. Confirmation that key personnel are not overcommitted across multiple contracts (56A0887 - Asset Data Collection -North).

2. Equipment and Fleet Capacity Yes No

A. Inventory of trucks, specialized equipment, and other resources available.

B. Identification of equipment dedicated to each contract.

C. Documentation showing sufficient equipment exists to support concurrent contract performance (56A0887 - Asset Data Collection -North).

3. Subcontractor Capacity Yes No

A. If subcontractors are proposed, identify the subcontractor's role and resources. Any subcontractor providing services that satisfy the minimum staffing requirements shall meet the same minimum staffing qualifications and commitment levels specified under the Staffing Plan.

B. Demonstrate that subcontractor resources are not already fully committed to other contracts (56A0887 -Asset Data Collection - North).

13. Evaluation Process

A. Format Requirements

1) At the time of proposal opening, each proposal will be checked for the presence and/or absence of required information in conformance with the submission requirements of this IFB. Proposals that do not provide requested information may be rejected as non-responsive.

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

B. Evaluation of Proposals

1) Caltrans will evaluate each proposal to determine its responsiveness to Caltrans needs.

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

Evaluation Factor/Sub Factor Weight X Consensus = Weighted (as stated in the Criteria for Evaluation) Rating Score

Consensus Rating (Range: 0-4)

Rating Definitions

4 Exceeded All Requirements

3 Partially Exceeded Requirements

2 Met All Requirements

1 Partially Met Requirements

0 Requirements Not Met

Example only:

Weight Consensus

Rating Weighted

Score

Contractor's Approach to Technical Work

2 X 3 = 6

2) Phase 1: Technical Proposal Evaluation

Technical Proposals that are determined to be responsive and meet the proposal submission requirements will be evaluated and scored in accordance with Phase I:

Criteria for Evaluation of Consultants’ Technical Proposal, Attachment 7.

C. Cost Proposal Opening

The Cost Proposal Opening will be held on the date and time specified in Section C) - Proposal Requirements and Information, 1 - Time Schedule. Proposers may participate via teleconference by calling 1-866-700-7952 and entering the pass code 7089821. Calls will be accepted beginning at 9:50 a.m. until the conclusion of the Cost Proposal Opening.

D. Miscellaneous Award Issues

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

2) If no proposals are received containing bids offering a price, which in the opinion of Caltrans is a reasonable price, Caltrans is not required to award an Agreement (Pub.

Cont. Code Section 10344[d]).

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

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

14. Pre-Award Audit

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

A. At the time of the pre-award audit, the proposal 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 proposal must have an accounting system that meets the following objectives:

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

Factor/Sub Factor

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

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

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

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

A. The proposer must be financially capable of performing the work.

B. The costs proposed must be reasonable.

15. Award and Protest

A. Cost Proposal results may be viewed on the internet at 3:00 p.m. on the first (1st) business day following the Cost Proposal due date at: https://dot.ca.gov/programs/procurement-and-contracts/bid-results.

B. Notice of Intent to Award shall be posted at Caltrans, 1727 30th Street, Sacramento, 95816 (1st floor Lobby display case), and on the following Internet site:

https://dot.ca.gov/programs/procurement-and-contracts/notices-of-intent-to-award for five

(5) working days prior to awarding the Agreement.

C. 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, Bid, Protest, and Dispute Branch and the DGS, Office of Legal Services, on the grounds that the (protesting) proposer would have been awarded the Agreement had the Agency correctly applied the evaluation standard in the IFB, or if the Agency followed the evaluation and scoring methods in the IFB, 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: Bid, Protest, and Disputes Manager 1727 30th Street, MS-65 Sacramento, CA 95816 Phone Number: (916) 639-6322 Email:

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

Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2nd Floor South West Sacramento, CA 95605 Fax: 916 / 376-6226 Email: PDProtest@dgs.ca.gov

2) Within five (5) days after filing the initial protest, the protesting proposer shall file with Caltrans, Bid, Protest, and Dispute 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.

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

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

https://dot.ca.gov/programs/procurement-and-contracts/bid-results https://dot.ca.gov/programs/procurement-and-contracts/bid-results https://dot.ca.gov/programs/procurement-and-contracts/notices-of-intent-to-award mailto:DPAC.Protest.Disputes.Terminations@dot.ca.gov mailto:PDProtest@dgs.ca.gov https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

16. Disposition of Proposals

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

17. Standard Conditions of Service

A. Service shall be available no sooner than the express date set by Caltrans and the proposer, after all approvals have been obtained and the Agreement is fully executed.

Should the proposer 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 proposer shall be liable to the State for the difference between proposer’s proposal price and the actual cost of performing work by the second lowest proposer or by another Contractor.

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

C. Antitrust Provisions

1) In submitting a bid to a public purchasing body, the proposer offers and agrees that if the proposal is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the proposer for sale to the purchasing body pursuant to the proposal. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the proposer (See Government Code section 4552).

2) If the awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid.

3) Upon demand in writing by the assignor, the assignee shall, within one (1) year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (See Government Code section 4554).

D. Loss Leader usage is prohibited in this solicitation: It is unlawful for any person engaged in business within this State to sell or use any article or product as a "loss leader" as defined in Section 17030 of the California Business and Professions Code. "Loss Leader" means any article or product sold at less than cost: a) where the purpose is to induce, promote or encourage the purchase of other merchandise; or b) where the effect is a tendency or capacity to mislead or deceive purchasers of prospective purchasers; or c) where the effect is to divert trade from or otherwise injure competitors.

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

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

D) Special Program(s)

The following Special Program(s) are applicable to this IFB.

1. Small Business Enterprise or Microbusiness Preference

A. Government Code Section 14835 et seq. requires that a five percent (5%) preference be given to contractors who qualify as a Certified SB or MB. References to a small business (SB) shall also include micro-business (MB). The rules and regulations of this law, including the definition of a SB for the delivery of services, are contained in Title 2, California Code of Regulations, Section 1896 (2 CCR Section 1896) et seq.

B. To claim the SB or MB preference, Contractor must have its principal place of business located in California, satisfy all of the SB or MB requirements, and be certified by the California Department of General Services (DGS), Office of Small Business and Disabled Veteran Business (DVBE) Services (OSDS). The preference amount may not exceed fifty thousand dollars ($50,000) for any bid. If prospective contractor is claiming the five percent (5%) certified SB or MB preference, complete Section 16 of the Bid/Bidder Certification Sheet (Attachment 4) and attach a copy of your certification. Additionally, Contractor may satisfy the non-SB requirements described below.

C. Pursuant to Government Code Section 14838 and 2 CCR Section 1896, if a bidder is not a certified SB, but wishes to be eligible for the five percent (5%) non-small business (NSB) preference, the bidder must subcontract at least twenty five percent (25%) of its net bid price to one or more certified SBs. If bidder is claiming the five percent (5%) non-SB (NSB) preference, complete Section 17 of the Bidder Declaration (GSPD-05-105), Attachment 4, which can be downloaded at https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05- 105.pdf.The bidder shall list the names of all certified SB firms being claimed for credit. For each certified SB subcontractor listed, the bidder shall submit a copy of the quotes from each SB (on the SB’s company letterhead) as Attachment 6, “Quotes from SB or DVBE Subcontractors.”

D. This preference shall not be awarded to a noncompliant bidder and shall not be used to achieve any applicable minimum requirements.

E. Certified SB and MB bidder(s) shall have precedence over NSB bidders in the application of SB preference(s).

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

G. Questions regarding the certification approval process or SB program should be directed to OSDS at (800) 559-5529 or (916) 375-4940, or by email:osdshelp@dgs.ca.gov.

H. SB or MB bidders or bidders using the “Non-Small Business” preference shall be granted a preference consisting of five percent (5%) of the lowest responsible bidder’s total bid if the lowest bid is from a non-certified SB or MB

I. Additional references are at https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business- Disabled-Veteran-Business-Enterprise.

2. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

A. DVBE Participation Program with Requirements https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf mailto:osdshelp@dgs.ca.gov https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

1) The required DVBE participation requirement for this IFB is three percent (3%). The resultant contract is financed with State funds and subject to PCC, section 10115 et seq., Military and Veterans Code, section 999 et seq., and Title 2, California Code of Regulations (2 CCR), section 1896.60 et seq., that provides contracting opportunities for qualified DVBEs certified by the DGS. The DVBE Incentive Program may also apply

– see paragraph B, DVBE Incentive Program, below.

2) Proposer shall complete and submit the Proposal/Proposer Certification Sheet (Attachment 3), Bidder Declaration, GSPD-05-105 (Attachment 4), and as applicable, the Disabled Veteran Business Enterprise Declarations form STD 843 (Attachment 5).