EDIS90726_RFQ-ITS.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

October 8th, 2026

REQUEST FOR QUOTE for INFORMATION TECHNOLOGY (IT) SERVICES (RFQ-ITS) EDIS90726

Equipment and Software Maintenance – Quadient Inserters

Notice to Prospective Bidders

Bidders are invited to review and respond to the State Controller's Office (SCO) Request for Quote for Information Technology (IT) Services (RFQ-ITS) Number EDIS90726, Equipment and Software Maintenance

– Quadient Inserters. To submit a bid for these services, the Bidder must comply with the instructions contained in this document as well as the requirements stated in Sample Agreement, Exhibit A, Scope of Work. By submitting a bid, the bidding firm agrees to the terms and conditions stated in this RFQ-ITS.

Read the attached document carefully. The Bidder is solely responsible for ensuring that the complete bid is received by SCO in accordance with the Bid requirements, prior to the date and time specified in the solicitation. Bids received after the specified deadline will not be considered for review. SCO shall not be responsible for any delays in submittal, to include misdelivery. SCO reserves the right to cancel this RFQ-ITS without cause, at any time prior to award.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the Bid documents. SCO is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to check the website periodically will be at the Bidder’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services (DGS), California State Contracts Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/index.aspx, and the information in the herein RFQ-ITS, the information in the attached RFQ-ITS shall take precedence.

Note that all IT agreements entered into with the State of California will include by reference Information Technology General Provisions Non-Cloud Goods & Services DGS PD 403-ITGP Non-Cloud (Rev.

02/20/2025) that may be viewed and downloaded at internet site:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required- Language-for-Solicitations-and-Contracts?search=general%20provisions. If you do not have internet access, a hard copy can be provided. For additional information on the bid process, refer to the DGS Bidder Instructions DGS PD 451 https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf.

In the opinion of SCO, this RFQ-ITS is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please send an email to SCOBids@sco.ca.gov by the Written Questions Submittal Deadline in Section I, General Information, Item B. Key Action Dates.

Please note that no verbal information given will be binding upon SCO unless such information is issued in writing through an official addendum.

State Controller’s Office RFQ-ITS Number EDIS90726

TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. Description of Services B. Key Action Dates C. Written Questions and Answers D. Bid Guidelines E. Bid Content

1. Administrative Requirements

2. Bidder’s Minimum Qualifications

3. Licenses and Certifications

F. Background Check G. Bid Submission H. Participation, Preference and Incentive Programs I. Cost Opening J. Award K. Protest

SECTION II. EVALUATION INFORMATION

A. Evaluation Process B. Evaluation Criteria C. Selection

Attachment 1, Required Attachment Checklist Attachment 2, Bidder Certification Sheet Attachment 3, Contractor Point of Contact Attachment 4, Payee Data Record (STD 204) and Supplement (STD 205)* Attachment 5, Bidder Declaration (Written) (GSPD-05-105) Attachment 6, Secretary of State Certification Status* Attachment 7, California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843)* Attachment 8, Generative Artificial Intelligence (GenAI) Disclosure Attachment 9, Bid Requirements and Incentives Attachment 10, Acknowledgement of Agreement Exhibits and Policies Attachment 11, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b) Attachment 12, Contractor/Consultant Organization Information Security Agreement (ISO-004c) Attachment 13, Cost Worksheet

Standard Agreement Exhibit A – Scope of Work Exhibit A, Attachment 1 – Prime Contractor Certification - Small Business Subcontractor Report Exhibit B – Budget Detail and Payment Provisions Exhibit B – Attachment 1, Cost Worksheet Exhibit C – Information Technology General Provisions Non-Cloud Goods & Services DGS PD 403-ITGP Non-Cloud (Rev. 02/20/2025) Exhibit D – Special Terms and Conditions Exhibit E – Information Technology, Data, and Security Provisions

*Submit only if applicable **Incorporated by reference only

SECTION I. GENERAL INFORMATION

A. Description of Services

The State Controller's Office (SCO) is seeking a contractor to provide on-site preventive maintenance, on-call repair services, and software maintenance for the listed Quadient mailing equipment and software located at State Controller's Office (SCO) Disbursements, 3301 C Street, Room 770A, Sacramento, CA 95816. The list of equipment is below:

Equipment/Model Serial Number

Quadient DS1200 Q4i Folder Inserter XBC5217

Quadient DS1200 Q4i Folder Inserter XBC5221

Quadient AIMS500 Software

Quadient AIMS500 Software

See Standard Agreement, Exhibit A, Scope of Work (SOW) for a complete description of services.

Agreement Term

The term of this agreement will be for one year, with the option to amend to add/delete equipment as deemed necessary by SCO, and execute an optional one-year extension. The rates quoted on Attachment 13, Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no work shall begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Contract Manager in Exhibit A, Section D.2. are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement.

B. Key Action Dates

It must be understood that time is always of the essence, both for the RFQ-ITS submittal and for agreement completion. Bidders are advised of the key action dates and times shown below and are expected to adhere to them.

EVENT DATE

Release of RFQ-ITS October 8, 2026

Written Questions Submittal Deadline October 14, prior to 5:00 p.m. PT*

SCO Response to Written Questions October 19, 2026

Final Date for Bid Submission* October 29, prior to 5:00 p.m. PT*

Evaluation of Bids October 29-30, 2026

Cost Opening November 2, 2026 2:00 p.m. PT* via Microsoft Teams

Notice of Intent to Award November 3, 2026

Anticipated Agreement Award Date November 9, 2026

Anticipated Agreement Start Date December 1, 2026

*Pacific Time (PT) **Dates after Final Date for Bid Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

C. Written Questions and Answers

1. Bidders may submit questions for clarification of the content of this RFQ-ITS to SCOBids@sco.ca.gov.

2. Questions must be received by the date and time specified in Section I. General Information, Item B.

Key Action Dates. Questions and answers will be provided without identifying the submitter. At the sole discretion of SCO, SCO may paraphrase questions for clarity.

3. The subject line of the email should read, RFQ-ITS EDIS90726 Questions – Company Name.

4. The Bidder must reference the section and page number about which they are inquiring.

5. Questions not submitted in writing by the date for Written Questions Submittal Deadline specified in

Section I. General Information, Item B. Key Action Dates, will be answered at SCO option.

6. Questions and Answers will be issued via an addendum to this RFQ-ITS and be posted to Cal eProcure by the date specified in Section I. General Information, Item B. Key Action Dates.

D. Bid Guidelines

1. Costs incurred for developing bids, in anticipation of award of the Agreement, are entirely the responsibility of the Bidder and shall not be charged to the State of California.

2. It is the Bidder’s responsibility to provide all necessary information for SCO to evaluate the Bid, verify requested information, and determine the Bidder’s ability to perform the services defined in Standard Agreement, Exhibit A, Scope of Work and Attachment 13, Cost Worksheet.

3. Pursuant to California Public Contract Code (PCC) Section 10302, 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 10730 of the Business and Professions Code.

4. Bidders who are DGS certified California Small Businesses (SB), Micro Business (MB) and/or Disabled Veteran Business Enterprises (DVBE) must provide and include an SB/DVBE Certification with the Bid.

SCO will verify that SB/DVBE certifications are valid at the time the Bid is due. In accordance with California Government Code (GC) Section 14837(d) and California Military and Veterans Code Section 999, all SB and DVBE contractors, subcontractors, and suppliers that bid on or participate in a State agreement, regardless of being an oral or written solicitation, shall perform a Commercially Useful Function (CUF).

5. The Bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the Final Date for Bid Submission. Contractor modifications in any other manner, oral or written, will not be considered.

6. The Bidder may withdraw its bid by submitting a written withdrawal request to SCOBids@sco.ca.gov signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission. Bids may not be withdrawn without cause after the Final Date for Bid Submission.

7. SCO does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counter offer and will not be considered. The State’s General Provisions are not negotiable.

8. Bids should provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this RFQ-ITS. Omissions, inaccuracies, or misstatements will be cause for rejection of a bid.

9. SCO may modify the RFQ-ITS by issuing an addendum, prior to the Final Date for Bid Submission, which will be posted to Cal eProcure.

10. SCO reserves the right to reject all bids. SCO is not required to award an agreement.

11. This RFQ-ITS and the Contractor’s bid will be made a part of the Agreement file.

12. At SCO option prior to award, bidders may be required to submit additional written clarifying information.

Failure to submit the required written information as specified may be grounds for bid rejection.

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

E. Bid Content

In order to be responsive to this RFQ-ITS, the following Mandatory Pass/Fail requirements must be met.

Failure to respond to and submit these items with the required information may result in disqualification.

1. Administrative Requirements

a. Completion of all required Attachments listed on Attachment 1, Required Attachment Checklist.

b. Attachment 2, Bidder Certification Sheet must be signed by an individual authorized to bind the business contractually and must identify the title or position that the individual holds in the business.

1) By signing Attachment 2, Bidder Certification Sheet, the Bidder certifies that the firm meets all of the qualifications listed.

2. Bidder Minimum Qualifications

Key staff must provide resumes and/or valid certifications (if applicable) to validate staff qualifications.

a. Bidder must have been in business three of the last five years, routinely performing the same services as those outlined in Exhibit A, Scope of Work.

b. Bidder must be located within 60 miles of 3301 C Street, Sacramento CA 95816.

c. Bidder must be able to provide onsite services within two hours of the initial request.

d. Bidder must have authorized field technicians certified by Quadient to work on the DIS1200 4Qi Folder Inserter. The Bidder shall submit a copy of the certification(s) with its Bid.

e. Bidder must provide at least one technician with a minimum of two years of mailing inserter maintenance experience. The Bidder must provide a copy of the proposed technician’s resume.

f. Bidder technician must have technical experience with Quadient AIMS500 Software. The bidder must provide a copy of the proposed technician’s resume showcasing applicable experience.

3. Licenses and Certifications

a. The Bidder must provide copies of the licenses and certifications required to meet the Bidder’s minimum qualifications.

b. The Bidder must provide copy of a valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents; or, letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

c. Bidders shall obtain, at their expense, all license(s) or permit(s) required by law for accomplishing any work required in connection with this agreement.

d. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required licenses, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

G. Bid Submission

1. Bidders must submit their bids in Portable Document Format (PDF) attached to an email to

SCOBids@sco.ca.gov by the date and time specified in Section I. General Information, Item B. Key Action Dates. All bids must be submitted in at least two separate emails. Subject line must include the RFQ-ITS number, title, and be marked Bid or Cost:

a. Bid

Email #1 must include the Bidder’s submission in PDF format with the subject line identifying the submission as RFQ-ITS EDIS90726 BID – Company Name.

Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this RFQ-ITS. Include all necessary supporting documentation (i.e., licenses, certifications, etc.) necessary to validate the Bidder’s qualifications.

b. Attachment 13, Cost Worksheet

Email #2 must include the Bidder’s cost in PDF format with the subject line identifying the submission as RFQ-ITS EDIS90726 COST—DO NOT OPEN – Company Name. The Cost email shall remain unopened and separate from the sealed bid email until the Public Cost Opening.

2. Email Requirements

a. Bidders must ensure that emails do not exceed a file size of 20 megabytes.

b. Bidders must ensure that emails do not contain scripts, executable files, password protections, or macros, which may make their emails undeliverable.

c. Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Bids containing links to external sources will be rejected.

d. If email #1, identified as BID, should exceed acceptable file size, the Bidder shall split the email into multiple emails to ensure delivery.

e. Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f. Successful email submissions will receive an automatic reply from SCOBids@sco.ca.gov.

Automatic replies only confirm receipt of emails and do not assess bidders’ responsiveness to the RFQ-ITS requirements in the email content or in any attachments therein.

g. LATE BID SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

3. Bids shall 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 causes for rejection of the Bid.

4. If the Bid is made under a fictitious name or business title, the actual legal name of the Bidder must be provided.

5. All bids shall include the documents identified on Attachment 1, Required Attachment Checklist. All attachments must include the information stated, and as instructed on each of the attachments (if applicable). Bids not including the proper required attachments shall be deemed nonresponsive. A nonresponsive bid is one that does not meet the Bid requirements.

6. Bids must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and the Bid will be rejected.

7. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. SCO may reject any or all bids and may waive any immaterial deviation in a bid. SCO waiver of an immaterial deviation shall in no way modify the RFQ-ITS document or excuse the Bidder from full compliance with all requirements if awarded the Agreement.

8. All documents contained in the Bid requiring a signature must bear the original signature of a person authorized to bind the Bidder’s firm contractually.

9. An error in the Bid may cause the rejection of the Bid; however, SCO may correct obvious calculation errors at its sole option. If corrected, the Bidder will be provided the correction for validation.

H. Participation, Preference and Incentive Programs

The Participation Requirement and Incentive Programs listed below may be combined but will not exceed a combined total of 15 percent of the Bid amount or $100,000 per bid, whichever is less. No bid will be reduced by more than $100,000, and all preference and incentive cost adjustments are for bid evaluation purposes only and do not alter the actual cost offered by the Bidder.

A Small Business (SB)/Microbusiness (MB) and a Disabled Veteran Business Enterprise (DVBE) must have current and valid certification through DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. Pacific Time (PT) on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website at. https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise?search=Certify%20as%20a%20Small%20business.

In compliance with GC Section 14837 and Military & Veterans Code (M&VC) Section 999, certified SB/MB and DVBE contractors must perform a commercially useful function (CUF). A Contractor, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation.

At SCO’s option, Bidders may be required to submit additional written clarifying information regarding CUF.

Failure to submit the requested written information, as specified, may be grounds for rejection of the bid.

1. Disabled Veteran Business Enterprise Program

a. The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

b. DVBE must have current and valid certification through DGS OSDS. Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m.

PT on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

2. Disabled Veteran Business Enterprise Incentive

a. Firms that are DVBEs or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid, not to exceed five percent.

The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible bidders proposing DVBE participation.

b. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBC

A257A3ED083F3DBB85ECEEB37013CBCF0545C

c. The incentive shall be applied as follows:

Confirmed DVBE participation of: Incentive Applied 5.0% or more 5% 4.0% to 4.99% 4% 3.0% to 3.99% 3% 2.0% to 2.99% 2% 1.0% to 1.99% 1%

d. The incentive is subject to a minimum of one percent and a maximum of five percent of the available cost. Bids with DVBE participation of more than five percent will be calculated with a five percent incentive.

e. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

f. The required list of California certified DVBE subcontractors must be provided on Attachment 5, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name,

2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

g. The Bidder must submit Attachment 7, Disabled Veterans Business Enterprise (DVBE) Declarations (DGS PD 843), signed by the DVBE owner/manager.

h. If the awarded contractor has a certified DVBE perform an element of work for the Contract, within

60 days of expiration of the Contract, the awarded contractor shall complete and submit to SCO a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817).

3. Small Business Preference Program

a. Current law encourages state departments to first consider a SB/MB Enterprise for contracting opportunities. SCO is committed to supporting SB/MB participation in state contracting and seeks to use certified SBs/MBs whenever possible.

b. Section 14835, et seq., of the California GC requires that a five percent preference be given to bidders who certify as a SB/MB. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

c. The SB/MB Preference may not exceed $50,000 for any bid. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

4. Non-Small Business Preference Request

a. A five percent bid preference is available to a non-small business claiming 25 percent California certified SB subcontractor participation. If claiming the non-small business subcontractor preference, the Bid response must include a list of the SB(s) with which you commit to subcontract in an amount of at least 25 percent of the net bid price with one or more California certified SBs.

Each listed certified SB must perform a Commercially Useful Function in the performance of the Contract as defined in GC Section 14837(d)(4).

b. The required list of California certified SB subcontractors must be provided on Attachment 5, Bidder

Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied,

5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

c. In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000.

This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

d. A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS

OSDS as a SB/MB enterprise.

e. The awarded contractor shall complete and submit a biannual Prime Contractor’s Certification –

Small Business Subcontractor Report on SB subcontractor utilization to the SCO Contract Manager. At a minimum, the report includes the amount paid to each SB Subcontractor for the reporting period.

5. Ties between Certified SB/MB and DVBE Businesses

Per GC 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

I. Cost Opening

1. The Cost Opening will occur via Microsoft Teams. All bidders will be sent an invite to attend, utilizing the contacts listed on Attachment 3, Contractor Point of Contact in the Bid.

2. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 3, Contractor Point of Contact, please email request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section I. General Information, Item B. Key Action Dates.

3. Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link no later than the morning of the Cost Opening identified in Section I. General Information, Item B. Key Action Dates.

J. Award

1. Award of contract, if made, will be in accordance with the RFQ-ITS information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ-ITS; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

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

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

4. Notice of the proposed award shall be posted for five working days prior to awarding the Agreement in a public place at SCO, 300 Capitol Mall, 15th Floor, Sacramento, CA 95814, and on the Small Business and Disabled Veteran Business Enterprises Advocate and Liaison page on SCO Website under Notice of Intent to Award Agreement at: https://www.sco.ca.gov/sco_sb_dvbe_advocate.html.

K. Protest

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

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

3. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Street and Mailing Address:

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

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

SECTION II. EVALUATION INFORMATION

A. Evaluation Process

Each bid will be checked for the presence of required information in conformance with the submission requirements of this RFQ-ITS. SCO evaluation team will evaluate each bid to determine its responsiveness to the requirements. The Bid must meet all of the evaluation criteria identified in Section II. Evaluation Information, Item B. Evaluation Criteria. If a bid is missing required information, it may be deemed not responsive and subject to disqualification. Further review is subject to SCO discretion.

Award of an agreement resulting from this RFQ-ITS will be to the responsive, responsible bidder with the lowest cost after application of any preference requirements or incentives as applicable.

B. Evaluation Criteria

The overall responsiveness of each bid is based on the complete bid from the Bidder to the RFQ-ITS requirements. The following four subsections and criteria will be reviewed by the SCO evaluation team:

1. Administrative Requirements (Pass/Fail)

Bids will first be reviewed for responsiveness to the Administrative Requirements identified in Section I. General Information, Item E. Bid Content, to include all required attachments listed on Attachment 1, Required Attachment Checklist. If a bid is missing information required in the Administrative Requirements, it may be deemed nonresponsive and will, therefore, be ineligible for further consideration.

2. Technical Requirements (Pass/Fail)

Bidder Minimum Qualifications (Pass/Fail)

3. Cost

Completion of Attachment 13, Cost Worksheet

The Evaluation Team will review the Cost Worksheets to verify mathematical accuracy and determine if there are any deviations in the Bid. If a deviation is material, it may be cause for rejection. Immaterial deviations will be processed as if no deviation had occurred.

C. Selection

Award will be made to the responsive and responsible bidder with the lowest cost.

D. Tie Break Process

In the event of a precise tie, if GC Section 14838(f) does not apply to the Bidders, a witnessed coin toss will be conducted by the Procurement Official. If a coin toss is needed, the Procurement Official will schedule and arrange for the coin toss and non-partisan witnesses, subsequently notifying the participating bidders of the outcome of the coin toss.

E. Disposition of Bids

Upon bid opening, all documents submitted in response to this RFQ-ITS will become the property of the State of California and will be regarded as public records under the California Public Records Act (GC Section 6250 et seq.) and subject to review by the public.

F. Agreement Execution and Performance

1. The Agreement will be executed only upon SCO acceptance of all documents required by this RFQ- ITS. The Agreement is attached and by virtue of submitting a bid, the Bidder agrees to the terms and conditions stated herein.

2. Service shall start no sooner than the Agreement start date specified in Section B. Key Action Dates, or on the express date set by SCO and the Contractor, after all approvals have been obtained and the Agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, SCO, upon five days written notice to the Contractor, reserves the right to terminate the Agreement.

Commencement of work prior to final approval of the Agreement is at the risk of the Contractor. The Contractor may not receive any payment for work performed prior to final approval of the Agreement.

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

Agreement.

G. Required Attachments

Refer to Attachment 1, Required Attachment Checklist for additional required attachments that are a part of this solicitation. Exclusion of any required attachments may result in bidder’s disqualification.

Attachment 1 Required Attachment Checklist

Bidder’s Name: _____________________________________________________________

(Please print clearly or type)

A complete bid will consist of the required items identified below. Please initial in the “Submitted to SCO” next to each item that you are submitting to SCO. For your bid to be responsive, all required attachments must be returned. Further review is subject to SCO discretion. This checklist must be signed and returned with your bid package.

Requirement Description Submitted to SCO

Attachment 1 Required Attachment Checklist

Attachment 2 Bidder Certification Sheet

Attachment 3 Contractor Point of Contact

Attachment 4 Payee Data Record (STD 204) and Payee Data Record Supplement

(STD 205)*

Attachment 5 Bidder Declaration (Written) (GSPD-05-105)

Attachment 6 Secretary of State Certification of Status*

Attachment 7 Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)*

Attachment 8 Generative Artificial Intelligence (GenAI) Disclosure

Attachment 9 Bid Preferences and Incentives

Attachment 10 Acknowledgement of Agreement Exhibits and Policies

Attachment 11 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b)

Attachment 12 Contractor/Consultant Organization Information Security Agreement

(ISO-004c)

Attachment 13 Cost Worksheet (Submit in a separate email)

Additional Requirement

Copies of licenses and certifications required to meet the minimum qualifications.

Requirement

California Certified Small/Micro Business and/or DVBE Certification*

Additional Requirement

Copy of valid California city or county business license (if applicable); or, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

Requirement

Technician Resume

Additional Requirement

Technician Quadient Certification(s)

* Submit only if applicable.

Authorized Signature and Title Date

Attachment 2 Bidder Certification Sheet

Bidder’s Name: _________________________________

This Bidder Certification Sheet must be completed, signed, and returned with the Bid package. An individual who is authorized to bind the bidding firm contractually shall sign the Attachment 2, Bidder Certification Sheet.

The signature must indicate the title or position that the individual holds in the firm. The Bidder certifies the following:

1. Our all-inclusive cost is submitted as detailed in Attachment 13, Cost Worksheet and all required attachments are included with this certification sheet.

2. Bidder has been in business three of the last five years, routinely performing the same services outlined in

Exhibit A, Scope of Work.

3. Bidder is located within 60 miles of 3301 C Street, Sacramento CA 95816.

4. Bidder is able to provide onsite services within two hours of the initial request.

5. Bidder has authorized field technicians certified by Quadient to work on the DIS1200 4Qi.

6. Bidder can provide at least one technician with a minimum of two years of mailing inserter maintenance experience.

7. Bidder has technical experience with Quadient AIMS500 Software.

8. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document.

The signature below authorizes the verification of this certification.

An unsigned bidder certification sheet may be cause for rejection.

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No

If yes, enter certification number:

a. Disabled Veteran Business Enterprise Yes No

If yes, enter your certification number below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked Yes.

Date application was submitted to OSDS, if an application is pending:

Completion Instructions for Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 2b, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13, Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your certification number on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

Attachment 3 Contractor Point of Contact

Complete and return this attachment with the Bid.

The contact person regarding this RFQ-ITS is:

Name & Title:

Address:

Phone Number: Email:

If awarded an agreement, the Project Manager for services will be:

Name & Title:

Address:

Phone Number: Email:

If awarded an agreement, direct all agreement inquiries to:

Name & Title:

Address:

Phone Number: Email::

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

Name & Title:

Address:

Phone Number:

E-Mail:

Attachment 4 Payee Data Record (STD 204) and Supplement (STD 205)* https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

*Only use Payee Data Record Supplement (STD 205) to provide a remittance address if different from the mailing address for information returns, or to make subsequent changes to the remittance address https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

Attachment 5 Bidder Declaration (Written) (GSPD-05-105)

When completing the declaration, bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an agreement are contractually obligated to use the subcontractors for the corresponding work identified unless SCO agrees to a substitution and it is incorporated by amendment to the Agreement.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf.

Attachment 6 Secretary of State Certification Status*

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP). Required document(s) may be obtained at the following website:

https://businesssearch.sos.ca.gov/

Attachment 7 California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843)* https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

NOTE: The fill and print forms are available at the links provided. Please email SCOBids@sco.ca.gov if you are unable to access the provided links. Attachments 4 and 5 must be submitted with the Bid.

*Submit only if applicable.

Attachment 8 Generative Artificial Intelligence (GenAI) Disclosure

"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/offers that present an unacceptable level of risk to the state.

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

Bidder must check the appropriate box from the choices below.

☐ Generative Artificial Intelligence (GenAI) will be used while providing services during the term of this agreement and may materially impact (check all that apply):

☐ Functionality of the system

☐ Risk to the State

☐ Contract performance

☐ Generative Artificial Intelligence (GenAI) will not be used while providing services during the term of this agreement.

Name of Bidder:

Signature and Date:

Attachment 9 Bid Preferences and Incentives

The Bidder must check the appropriate box from the choices below.

1. SMALL BUSINESS (SB) PREFERENCE OR INCENTIVE:

I am a Department of General Services (DGS) certified SB and claim the SB Requirement. My DGS SB certification number is:

I am not a DGS certified SB, but at least 25 percent of the revenue from the award will go to a DGS certified SB subcontractor performing a Commercially Useful Function; and therefore, I am claiming the SB Requirement.

Bidder must submit a complete Attachment 5, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified SB subcontractor.

☐ I am not claiming the SB Requirement.

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE:

I am a DGS certified DVBE. A copy of my California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843) form is attached.

I am not a DGS certified DVBE, but a percentage of the revenue will be going to DGS certified DVBE subcontractors performing a commercially useful function, and therefore, I am claiming the DVBE incentive.

Bidder must submit a complete Attachment 5, Bidder Declaration (Written) (GSPD 05-105), indicating the percentage of the revenue that will be received by each DGS certified DVBE subcontractor. Bidder must also submit Attachment 7, California Disabled Veteran Business Enterprise (DVBE) Declarations (STD 843), for each DVBE subcontractor, signed by the DVBE owner/manager.

☐ I am not claiming the DVBE incentive.

Name of Bidder:

Signature and Date:

Attachment 10 Acknowledgement of Agreement Exhibits and Policies

Complete and return a signed copy of this attachment with the Bid.

Exhibit Name

Exhibit A – Scope of Work

Exhibit A – Attachment 1, Prime Contractor Certification - Small Business Subcontractor Report

Exhibit B – Budget Detail and Payment Provisions

Exhibit B – Attachment 1, Cost Worksheet.

Note: Attachment 13, Cost Worksheet to be inserted upon agreement award

Exhibit C, Information Technology General Provisions Non-Cloud Goods & Services DGS PD 403-ITGP Non-Cloud (Rev. 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

Exhibit D, Special Terms and Conditions

Exhibit E, Information Technology, Data, and Security Provisions

Bidders certify that they have received, reviewed, and accept all requirements in this RFQ-ITS and Exhibits.

Bidders acknowledge their ability to meet the insurance requirements identified in the Standard Agreement, Exhibit D, Special Terms and Conditions and certify that certificate(s) of coverage will be provided within 10 business days of receipt of notice of award.

Authorized Signature Date

Name of Contractor Firm

Name and Title (Please Print)

State of California—Controller’s Office

CONTRACTOR / CONSULTANT CONFIDENTIALITY

AND NON-DISCLOSURE ACKNOWLEDGEMENT

ISO-004b (Rev. 02/15)

INFORMATION SECURITY OFFICE

300 Capitol Mall, Suite 603 Sacramento, CA 95814 Form Contact Info. Ph: (916) 445-1720 Email: infosec@sco.ca.gov

Section 1 — Contractor Information Contractor / Consultant Organization Name Date of Request

Contractor / Consultant Name (First M.I. Last) Work Phone

Title Work Email Address

Section 2 — Agreement

As a contractor or consultant of the California State Controller's Office (SCO) you may have access to financial, statistical, personal, or technical information classified as confidential or sensitive by the SCO. In addition you may be authorized access to data processing resources that are created, maintained, or used within the SCO and must be protected. This confidentiality and non-disclosure agreement between you and the SCO is to protect the information assets that may be disclosed to you by the SCO. This Agreement shall be construed under the laws of the State of California.

By signing below I acknowledge that:

1. I will access or use SCO information assets only when relevant and necessary in the ordinary course of performing my authorized official duties conducted on behalf of the organization referenced in this document. I further understand that unauthorized access, attempted access or illegal use of any computer systems, information asset, and/or information of the State of California may be a public offense punishable under Section 502 of the California Penal Code;

2. I will not disclose SCO information classified as confidential or sensitive unless authorized to do so by the SCO;

3. I will immediately notify the SCO Information Security Office; SCO Information Systems Division; and the appropriate SCO contract / agreement administrator of any violation of SCO administrative policy or information security standards; or violation of requirements, terms, or conditions of this agreement; and any actual or suspected information security incidents;.

4. I will not disclose, change, modify, delete, or circumvent any SCO required authentication and authorization process without the approval of authorized SCO personnel;

5. I will not change, modify, remove, or circumvent any SCO required security controls or protocols without written approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee;

6. I will ensure that all data processing resources (i.e., PCs, notebooks, laptops, servers, USB and flash drives, etc.) and other equipment (i.e., cellular phones, personal digital assistants (PDAs), audio or image recorders, etc.) I bring into SCO owned or leased facilities are approved by the SCO, and meet SCO information technology and information security acceptable use standards, and SCO Information Security Policy;

7. I shall only utilize and access SCO managed electronic mail and Internet access services while utilizing SCO provided data processing resources or networks. I will not connect to, or access, any non-SCO managed resource or service from within the SCO network or via any SCO data process resource without the approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee; and,

8. I will comply with all applicable SCO administrative, technical, and information security policies and standards.

I have read and understand the responsibilities stated above and will comply with the SCO administrative and information security requirements and standards listed on this form. I acknowledge and agree to use SCO information assets in accordance with the terms outlined in this form.