E._Solicitation_Package__81A0193.pdf

California Department of Transportation

REQUEST FOR QUOTATION FOR INFORMATION

TECHNOLOGY SERVICES (RFQ-ITS)

RFQ-ITS 81A0193

for EDI Software Services

May 14, 2026

Department of Transportation

RFQ-ITS# 81A0193

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 and 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 5/14/2026 Questions Due by Bidder 5/21/2026 2:00 p.m.

Caltrans Response to Written Questions 5/22/2026 Bid Submission Due Date and Time* 6/2/2026 2:00 p.m.

Projected Contract Start Date* 6/15/2026

*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.

***At its sole discretion, Caltrans may conduct interviews of Bidders as part of Caltrans’ evaluation process.

Caltrans reserves the right to limit interviews to the firms that submit up to the top three (3) scoring bids.

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: Esmeralda Rojo Phone: (279) 234-2457 Email: Esmeralda.Rojo@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

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 81A0193 ” 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.

PRICE QUOTE SUBMITTAL: The Price Quote must be mailed or hand delivered. The Price Quote must be received by Caltrans, Division of Procurement and Contracts (DPAC), by dates and times shown in Table 1 – Key Action Dates, above.

The Price Quote must be clearly marked with the RFQ-ITS number and title, must show your firm name and address, and must be marked with “PRICE QUOTATION SUBMITTAL,” as shown in the following example:

RFQ-ITS Number: [insert Contract number] RFQ-ITS Name: [insert RFQ-ITS name] Firm Name:

Firm Address:

PRICE QUOTATION SUBMITTAL – DO NOT OPEN

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 a signature.

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

Responses to this RFQ-ITS shall be submitted no later than June 2, 2026 (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.

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 10 – 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 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: Esmeralda Rojo 1727 30th Street, MS-65 Sacramento, CA 95816

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

RFQ-ITS # 81A0193

RFQ-ITS Title: EDI Software 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, and/or technical difficulties experienced by the Bidder that results in the bid not being timely received by Caltrans. Emailed or faxed bids will not be considered. Bids hand delivered, mailed, emailed, or faxed 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. 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 – NARRATIVE TECHNICAL RESPONSE

ATTACHMENT 6 – FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

ATTACHMENT 7 – CONFIDENTIALITY STATEMENT

ATTACHMENT 8 – PAYEE DATA RECORD/PAYEE DATA RECORD SUPPLEMENT

ATTAHCMENT 9 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION FORM (ADM-0076)

ATTACHMENT 10 – 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.

A. BACKGROUND AND PURPOSE OF THE RFQ-ITS

Contractor shall provide all of the labor, tools, materials, supplies, parts, equipment, travel and incidentals necessary to provide maintenance of the Utility Payment Section, Electronic Data Interchange (EDI) Translation Software, Customized Software, Translation Software Maintenance Agreement, Customized Software Maintenance Agreement, and the service of a Value-Added Network

(VAN).

B. AGREEMENT TERM

1) This Agreement will commence on June 15, 2026 (estimate), or upon Caltrans approval, whichever date is later, and expire on June 14, 2028 (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.

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.

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.

C. AGREEMENT AMENDMENT

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.

2) The Agreement amendment may be for up to an additional twelve (12) months and an increase in the agreement value up to $50,000.00 above the value of the awarded Agreement. The resulting contract may only be amended in accordance with provisions of the executed contract.

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.

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.

D. CONTRACT PARAMETERS

1) The dollar amount for this project is estimated to be $106,429.00 and will not exceed this maximum dollar amount.

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

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 and Services, DGS PD 403-ITGP (Non-Cloud) that may be viewed and downloaded at the following link:

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

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.

A. BID SUBMISSION

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) 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.

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, 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 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).

4) The Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud Goods and 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:

a) Department of General Services Procurement Division, Information Technology – General

Provisions Non-Cloud Goods and 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.

b) Bidder Instructions (DGS PD 451):

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

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.

B. 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.

C. 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 Records Request:

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

D. 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:

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

E. 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 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 of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids 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.

F. 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 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.

G. BIDDER’S RESPONSE REQUIREMENTS

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) 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 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 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.

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

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.

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.

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.

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.

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.

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.

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.

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).

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

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.

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.

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.

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..

H. 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:

1) 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.

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

3) 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.

4) 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.

5) Attachment 5 – 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.

6) Attachment 6 – 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.

7) Attachment 7 – Confidentiality Statement: Requires Bidders to designate a signatory and for all consultants to adhere to Caltrans guidelines.

8) Attachment 8 – 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.

9) Attachment 9 – 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.

10) Attachment 10 – Required Attachments Checklist: Identifies all documents that must be submitted with the bid to be considered responsive.

3. RESPONSE ASSESSMENT AND SELECTION PROCESS

A. 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.

B. EVALUATION AND SELECTION

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

2) Caltrans will evaluate each price quote to determine its responsiveness to Caltrans' needs.

3) Price Quotes 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.

4) The Agreement, if awarded, shall be awarded to the responsible Bidder who submits the lowest Price Quote and meets all of the specifications. A Price Quote meets the specifications if it complies with all of the requirements in this solicitation. In the event of a tie quote, Caltrans will draw lots to determine the successful Contractor. Only one (1) Price Quote may be submitted by an entity:

individual, firm, partnership, corporation, joint venture, or combination thereof. Receipt of more than one (1) Price Quote from an entity will result in all quotes from that entity being rejected and returned to the Bidder.

C. MISCELLANEOUS AWARD ISSUES

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

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)).

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) 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).

D. PRE-AWARD AUDIT

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.

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

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

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

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

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

(5) A system of internal control, which provides reasonable assurance that assets are protected;

financial data, records and statements are reliable; and errors and irregularities are promptly discovered, reported, and corrected.

b) The Bidder must be financially capable of performing the work.

c) The costs proposed must be reasonable.

E. PROTEST

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

a) 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

b) 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.

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

F. INSURANCE

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.

2) The insurance carrier shall provide an endorsement for the additional insured statement as follows:

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

3) The additional insured endorsement must accompany the certificate of insurance.

G. DISPOSITION OF BIDS

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

H. STANDARD CONDITIONS OF SERVICES

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

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

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

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

I. STANDARD TITLE VI / NONDISCRIMINATION ASSURANCES (DOT ORDER NO. 1050.2A)

1) The California Department of Transportation, in accordance with the provisions of Title VI of the

Civil Rights Act of 1964 (78 Stat. 252, 42 USC Sections 2000d to 2000d-4) and the Regulations, hereby notifies all Bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

J. EXCLUSION FOR CONFLICT OF INTEREST

1) No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of a feasibility study if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the feasibility study. Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products, if that consultant would directly and/or materially benefit from State adoption of such recommendations.

K. UNFAIR PRACTICES ACT AND OTHER LAWS

1) Bidder warrants that its bid complies with the Unfair Practices Act (Bus. and Prof. Code Sections

17000 et seq.) and all applicable State and Federal laws and regulations.

ATTACHMENT 1 – COST SHEET

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

Caltrans does not expressly or by implication agree that any amount of work will be guaranteed and reserves the right to omit portions of the work as may be deemed necessary. However, the actual costs offered below by the Contractor shall be binding by the Contractor for the term of the Agreement. Any amendments to the Agreement will adhere to the amounts offered on the Cost Sheet, including the utilization of the optional extension(s), if any.

Cost includes all labor, supplies, equipment, travel, per diem, parking fees, vehicle, taxes, insurance, licenses, permit fees, additional fees, and any other associated cost necessary to provide the services in accordance with Exhibit A – Statement of Work at the cost shown below. Caltrans will not pay for any costs not included in the Total Agreement Amount.

Item No. Estimated Quantity

Unit of Measure Item Unit Price

Total (Estimated Quantity * Unit

Price)

1 1,300,000 Kilobytes (KB) Value Added Network (VAN)

(Estimated volume is 650,000 KB per year)

2 24 Monthly (mo.) VAN Services monthly account fee $ $

3 2 Year (yr.) EDI Translation and Customized Software, Maintenance Agreement $ $

Unanticipated Work: Unanticipated work is work that is not covered by Item 1-3 on this Quote proposal, and encompasses the non-routine maintenance and support services as described in Exhibit A – Statement of Work. Unanticipated work must be approved by the Caltrans Contract Manager or designee in advance and in writing via Change Request Work.

10% of the Total Cost from Items No. 1 – 3

Contractor Total Cost $

Grand Total $

Notice:

1) The above quantities are estimates only and are given as a basis for comparison of bids. No guarantee is made or implied as to the exact quantity that will be needed.

2) In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

3) Please do not alter, modify, or change this bid sheet. Any alterations, modifications, or changes to this bid sheet will be grounds to reject the bid.

4) Each line item must be bid. Please do not leave any unit price column blank or this bid sheet will be deemed non-responsive.

ATTACHMENT 1 – COST SHEET

Amendment Pricing Optional Amendment

The Agreement amendment shall be up for up to an additional twelve (12) months and an increase in the agreement value of an additional $50,000.00 above the value of the winning bid.

Item No. Estimated Quantity

Unit of Measure Item Unit Price

Total (Estimated Quantity * Unit

Price)

1 650,000 Kilobytes (KB) Value Added Network (VAN)

(Estimated volume is 650,000 KB per year)

2 12 Monthly (mo.) VAN Services monthly account fee $ $

3 1 Year (yr.) EDI Translation and Customized Software, Maintenance Agreement $ $

Unanticipated Work: Unanticipated work is work that is not covered by Item 1-3 on this Quote proposal, and encompasses the non-routine maintenance and support services as described in Exhibit A – Statement of Work. Unanticipated work must be approved by the Caltrans Contract Manager or designee in advance and in writing via Change Request Work.

10% of the Total Cost from Items No. 1 – 3

Contractor Total Cost $

Grand Total (Optional Amendment) $

ATTACHMENT 2 – COVER LETTER

This Cover Letter must be completed, signed by an individual authorized to bind the bidding firm contractually, and returned with the Bidder package confirming the Bidder’s acknowledgement and acceptance of all RFQ- ITS requirements. An unsigned Cover Letter may be rejected.

By signing below, the Bidder agrees to the following:

1. Our all-inclusive bid is submitted as detailed in Attachment 12 – Required Attachments Checklist.

2. All required attachments are included with this cover letter.

3. The proposed consultants meet or exceed the Consultant Minimum Qualifications (MQs) as described in this RFQ-ITS.

4. We agree to the Terms and Conditions and attest that we have read and will comply with the requirements set forth in this RFQ-ITS without change or modification. Counter proposal language or negotiated language will not be accepted and will be deemed nonresponsive (Refer to Section 2, Response Format).

5. We certify that we have received, reviewed and accepted all requirements of this RFQ-ITS and Exhibits and can meet the insurance requirements.

6. If awarded the contract, we will provide commercial general liability and worker’s compensation insurance certificates within ten (10) days of Contract execution.

7. The signature affixed hereon and dated certifies compliance with the requirements of this bid document. The signature below authorizes the verification of this certification. A PDF signed copy or electronic signature shall be accepted.

The cover letter must NOT contain any cost information.

1. Company Name

2. Telephone

2a. Fax Number

3. Address

4. Name (Print) 5. Title

6. Signature 7. Date

ATTACHMENT 3 – CONTRACTOR POINT OF CONTACT

The Bidder must complete and return this attachment with the bid.

The contact person regarding this RFQ-ITS is:

Name: Title:

Address:

Phone: Email:

If awarded an agreement, the Project Manager will be:

Name: Title:

If awarded an agreement, direct all agreement inquiries to:

If awarded an agreement, the name of the company officer authorized to sign the Agreement is:

ATTACHMENT 4 – COMPANY REFERENCE FORM

INSTRUCTIONS TO BIDDER

Submission of this attachment is required and must include reference for the Bidder’s clients. The references shall provide for whom the Bidder has performed similar work to that proposed in this RFQ-ITS.

Three (3) company references are required for services completed within the past ten (10) years. One of the three references may be for an ongoing effort. Work should be similar in scope and nature to the services described in Exhibit A – Statement of Work.

a) References may not include employers or employees currently working for the Bidder, and only one reference may be a Caltrans employee.

b) Caltrans reserves the right to contact references for validation purposes if necessary. It may prove beneficial, therefore, for the Bidder to verify that the contact information provided is up-to-date, and that the reference will be available during the period of time specified that Caltrans will be validating references (see Key Action Dates).

NOTE: References should be English-Speaking and contact numbers limited to the continental U.S. only.

BIDDER INFORMATION

Bidder Name:

Phone: Email:

REFERENCE 1

Firm/Company Name:

Street Address: City: State: Zip Code:

Contact Person: Phone: Email:

Term of Service: Value or Cost of Service:

Brief Description of Similar Project:

REFERENCE 2

Firm/Company Name:

Street Address: City: State: Zip Code:

Contact Person: Phone: Email:

Term of Service: Value or Cost of Service:

Brief Description of Similar Project:

REFERENCE 3

Firm/Company Name:

Street Address: City: State: Zip Code:

Contact Person: Phone: Email:

Term of Service: Value or Cost of Service:

Brief Description of Similar Project:

ATTACHMENT 5 – TECHNICAL RESPONSE

The Bidder shall provide a Technical Response as outlined below. The Technical Response shall describe the overall approach of the work, specific techniques that will be used, and specific administrative and operational management expertise that will be employed. The Technical Response shall include a work plan and/or work schedule for task completion. Identify major tasks, necessary subtasks, and/or specific milestones by which progress can be measured and payments made. Caltrans is interested in bids that provide well-organized, comprehensive, and sound business solutions.

Vague explanations will undermine the Bidder’s credibility and result in lower scores. Caltrans seeks a detailed description of how the Bidder will meet the defined requirements to ensure successful performance.

The Bidder shall cite prior successful efforts related to each Technical Response item, and include a description of standards and methods used, documents and technical artifacts produced, deliverables completed, and measures used to gauge effectiveness.

The response to the Technical Response must not exceed twenty (20) single spaced pages at Arial 11-point font formatted for standard letter-sized (8.5” x 11”) paper.

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