EINF90325_RFQ-ITS.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

March 17, 2026

REQUEST FOR QUOTE for INFORMATION TECHNOLOGY (IT) SERVICES (RFQ-ITS) EINF90325

IT Consulting – IT Physical Security Assessment Services

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 EINF90325. 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 Standard 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/Events-BS3/event-search.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/- /media/Divisions/PD/Acquisitions/CMAS/2025/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised- 02202025.pdf. If you do not have internet access, a hard copy can be provided.

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 EINF90325

TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. Description of Services B. Key Action Dates C. Written Questions and Answers D. Cost Opening E. RFQ-ITS Bid Guidelines F. RFQ-ITS Bid Content

1. Administrative Requirements

2. Bidder’s Minimum Qualifications

3. Bidder's Desirable Qualifications

4. Key Staff Minimum Qualifications

5. Key Staff Desirable Qualifications

6. Letter of Guarantee

7. Licenses and Certifications

8. Bidder References

9. Key Staff References

G. Background Check H. RFQ-ITS Bid Submission I. Preference and Incentive Programs J. Award and Protest

SECTION II. EVALUATION INFORMATION

A. Evaluation Process B. Evaluation Criteria C. Scoring D. Tie Break Process Attachment 1, Required Attachment Checklist Attachment 2, Bidder Certification Sheet Attachment 3, Contractor Point of Contact Attachment 4, Payee Data Record (STD204) 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 Artifiicial Intelligence (GenAI) Disclosure……………….......................…..…26 Attachment 9, Bidding Preferences and Incentives Attachment 10, Acknowledgement of Agreement Exhibits and Policies Attachment 11, California Civil Rights Laws Certification (DGS OLS 04) Attachment 12, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement

(ISO-004b) Attachment 13, Contractor/Consultant Organization Information Security Agreement (ISO-004c)

Attachment 14, Insurance Acknowledgment…………………………………………………………………..33 Attachment 15, Bidder Reference Form………………………………………………………………………..34 Attachment 16, Key Staff Reference Form……………………………………………………………… Attachment 17, Key Staff Qualifications Workbook……………………………………………………… Attachment 18, Cost Worksheet………..…………….…………………………….……………………

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit A – Attachment 1, Deliverable Expectation Document, (DED), (Sample) Exhibit A – Attachment 2, Deliverable Acceptance Document (DAD), (Sample) Exhibit A – Attachment 3, Work Authorization Form, (Sample) Exhibit A – Attachment 4, Personnel Change Order Request Form (Sample)

Exhibit A – Attachment 5, Personnel Change Key Staff Reference Form (Sample) Exhibit A – Attachment 6, Prime Contractor’s 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 Exhibit F – Resumes

*Submit only if applicable.

SECTION I. GENERAL INFORMATION

A. Description of Services

The State Controller’s Office (SCO) is seeking a contractor to provide physical security systems and program consulting services related to the SCO physical security controls, systems, and applications, including the supporting infrastructure required to operate them (e.g. access control, video surveillance, and intrusion detection systems). All services provided shall support a physical security assessment aligned with applicable industry standards, such as the National Institute of Standards and Technology (NIST) 800-53 Physical and Environmental Protection (PE) family controls where relevant. In doing so the Contractor shall evaluate SCO’s existing physical security controls and provide findings and recommendations.to improve alignment with industry best practices to strengthen SCO’s physical security program, including governance and retention practices.

Services will be completed both remotely and onsite. Onsite services shall be performed at SCO facilities:

four (4) located in the greater Sacramento area, one (1) in San Francisco, and two (2) in the greater Los Angeles area). All remote services must be performed within the continental United States.

SCO Facility Locations:

300 Capitol Mall, Sacramento, CA 95814 621 Capitol Mall, Sacramento, CA 95814 3301 C Street, Sacramento, CA 95816 10600 White Rock Road, Rancho Cordova, CA 95670 888 S. Figueroa Street, Los Angeles, CA 90017 901 Corporate Center Drive, Suite 200, Monterey Park, CA 91754 455 Golden Gate Avenue, Suite 10500, San Francisco, CA, 94102

See the Standard Agreement, Exhibit A, Scope of Work for a complete description of services.

Agreement Term

The term of this agreement will be for one (1) year. SCO reserves the right to amend the agreement to add time, funds, modify locations, equipment, software, and/or adjust the quantity or scope of services, at its exclusive discretion. The rates on Attachment 18, 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 the 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 Information Security Office (ISO) Contract Manager (CM) are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment. The Contractor and SCO ISO PM are jointly responsible for continuous monitoring of agreement expenditures. Under no circumstances shall costs exceed the maximum agreement amount without a fully executed written amendment. Any unauthorized expenditures are the sole responsibility of the Contractor and will not be reimbursed by SCO.

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 March 17, 2026

Written Questions Submittal Deadline March 24, 2026: 2:00 PM Pacific Time (PT)

SCO Response to Written Questions March 30, 2026

Final Date for Bid Submission* April 7, 2026: 2:00 PM PT

Evaluation of Bids and References Called April 7, 2026 – April 14, 2026

Mandatory Interviews ** April 14 - April 16, 2026

Cost Opening April 17, 2026: 2:00 PM PT via Microsoft Teams

Notice of Intent to Award April 20, 2026

Anticipated Agreement Award Date April 27, 2026

Anticipated Agreement Start Date June 1, 2026

* Dates after the 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.

** The interview dates are approximate and may be adjusted by SCO as needed without an addendum to this RFQ. Bidders and key staff should be available during the Key Action Dates identified to participate in interviews. If deemed nonresponsive or unavailable to interview, bidders will receive zero points for this scoring component.

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 EINF90325 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. 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 included in the Bid submission.

2. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 3, Contractor Point of Contact, please email a 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.

E. RFQ-ITS 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 Agreement, Exhibit A, Scope of Work and Attachment 18, Cost Worksheet.

3. 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).

4. 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.

5. 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.

6. 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 Terms and Conditions are not negotiable.

7. 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.

8. 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.

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

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

11. 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.

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

F. RFQ-ITS Bid Content

In order to be responsive to this RFQ-ITS, the following requirements must be met. Failure to respond to and submit these items with the required information may result in disqualification.

This requirement is Mandatory Pass/Fail.

1. Administrative Requirements

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

b. On Attachment 2, Bidder Certification Sheet, the Bidder must complete, sign, and return the

Attachment. The Bidder will include any necessary supporting documentation (references, certifications, licenses, insurance acknowledgement, etc.) necessary to validate the Bidder’s qualifications.

Attachment 2 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.

2. Bidder Minimum Qualifications

The Bidder is expected to have a proven record of success providing physical security systems and program consulting services and be responsible for all aspects of the service, including any subcontractors and the project team/proposed key staff.

The Bidder must complete Attachment IT, Qualifications Workbook “BMQs” tab for the qualifications below.

a. Bidder must provide at least one (1) key staff who meets the Key Staff Minimum Qualifications listed in RFQ-ITS Section F. RFQ-ITS Bid Content, Item 4.

b. Bidder firm must have performed IT physical security assessment consulting services for at least one (1) corporation or a California State Agency within the last two (2) years.

3. Bidder’s Desirable Qualifications

To qualify for points, the Bidder must complete Attachment 17, Qualifications Workbook “BDQs” tab for the qualifications below.

a. Bidder has performed IT physical security assessment consulting services for corporations or California state agencies beyond the minimum qualification of one (1) year within the last two (2) years. (1 point for each engagement identified in Attachment 17, Qualifications Workbook, up to 10 engagements beyond the one (1) engagement for the minimum qualifications within the last two (2) years – 10 points total)

b. Bidder has experience with server and networking topology within the last 10 years. (Two (2) points for each engagement identified in Attachment 17, Qualifications Workbook within the last ten years – 10 points total)

4. Key Staff Minimum Qualifications

The Bidder must complete Attachment 17, Qualifications Workbook “KSMQs” tab for the proposed key staff and provide a resume, and certifications (as applicable) for key staff to validate staff qualifications.

a. Identified key staff must have been employed with the Bidder firm for at least one (1) year as a consultant performing IT physical security assessment consulting services.

b. Identified key staff must have a minimum of three (3) years of experience within the last five (5) years as a consultant performing IT physical security assessments for government entities.

5. Key Staff Desirable Qualifications

To qualify for points, the Bidder must complete Attachment 17, Qualifications Workbook “KSDQs” tab for the qualifications below.

a. Identified key staff has one (1) or more of the following certificates:

1) Certified Protection Professional (CPP) (25 points)

2) Physical Security Professional (PSP) (20 points)

3) Industrial Security Professional (ISP) (10 points)

4) Physical Security Certification (PSC) (5 points)

b. Key Staff has performed IT physical security assessment consulting services for government entities. Two (2) points for each engagement identified in Attachment 17, Qualifications Workbook “KSDQs” tab, up to 10 completed engagements within the last three (3) years. (20 points Total).

6. Letter of Guarantee

Bids must include a Letter of Guarantee that describes the Bidder’s qualifications, expertise, and ability to perform the services identified in Agreement, Exhibit A. Scope of Work and includes:

a. A signature from an individual who is authorized to bind the Bidder contractually to certify that the

Bidder guarantees their ability to perform the services.

b. A statement expressing the Bidder’s availability of key staff to successfully perform the services.

c. A statement expressing the Bidder’s willingness to comply with the terms and conditions of this agreement.

7. Licenses and Certifications

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

b. The Bidder must provide a 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.

8. Bidder References

The Bidder must provide three (3) references, which can attest to the Bidder’s experience providing services similar to those identified in this RFQ-ITS. References must be able to provide an objective assessment of the Contractor’s performance.

a. References must be provided on Attachment 15, Bidder Reference Form.

b. References must have contracted with the Bidder within the past two (2) years for IT physical security assessment consulting services.

c. Of the three (3) required references, must include at least one (1) large corporation or California state agency other than SCO. Bidders cannot list the State Controller's Office as a reference.

d. The Bidder must not use the same reference more than once.

e. A key staff reference may also be a reference for the Bidder.

f. References will be contacted to validate ratings. SCO will make up to three (3) attempts via phone

/email to validate references. Failure to reach a listed reference will result in the ratings being scored zero and the Bid may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the three (3) references listed on Attachment 15, Bidder Reference Form.

9. Key Staff References

The Bidder must provide three (3) references per identified key staff, which can attest to the key staff’s experience, providing consulting services similar to those identified in this RFQ-ITS for all key staff that will be providing services during the term of this agreement. References must be able to provide an objective assessment of the key staff’s performance.

a. References must be provided on Attachment 16, Key Staff Reference Form.

b. References must have contracted with the key staff within the past two (2) years as a consultant performing IT physical security assessment services.

c. Of the three (3) required references, must include at least one (1) large corporation or California state agency other than SCO. Key staff cannot list the State Controller's Office as a reference.

d. The key staff must not use the same reference more than once.

e. A bidder reference may also be a reference for key staff.

f. References will be contacted to validate ratings. SCO will make up to three (3) attempts via phone

/email to validate references. Failure to reach a listed reference will result in the ratings being scored zero and the Bid may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the references on Attachment 16, Key Staff Reference Form.

G. Background Check

1. The resulting agreement requires that the Bidder’s key staff, who have access to SCO work areas and facilities or the work areas of SCO customers on behalf of SCO, to pass a Live Scan background check. This requirement includes any subcontractors that have access to confidential and sensitive information/resources.

2. Upon notice of agreement award, SCO will provide the Contractor all necessary forms and locations for each proposed key staff to complete the background check process. SCO will be responsible for payment of background check fees.

If key staff are located in the Sacramento area, they must be fingerprinted at SCO.

If key staff are located outside the Sacramento area, but in Northern California, they may go to a

Live Scan location of their choosing.

If key staff are located in Southern California, they must go to a local law enforcement agency or other entity licensed to roll fingerprints to request completion of a standard FBI applicant fingerprint card (FD-258) provided by SCO and mail [i.e., United States Postal Service (USPS)] the completed forms and FD-258 back to SCO.

3. Background checks must be completed and passed prior to beginning work on the Agreement. If a

Contractor’s proposed key staff does not pass the Live Scan background check process, the Contractor must replace the key staff with a new candidate within seven (7) business days that meets or exceeds all requirements stated in Section F. RFQ-ITS Bid Content, items 2 through 5. Replacement key staff is subject to SCO approval.

4. At SCO discretion, SCO may deny award of the Agreement subject to failed background checks.

Contractors, the key staff, and subcontractors will be held to the same background check standards as SCO employees.

5. The Contractor shall ensure that each key staff under the Agreement and any subcontractor staff are made aware of, understand, and comply with the provisions of SCO Live Scan background checks. Any additional or replacement key staff added to the Agreement will be subject to the same terms.

H. RFQ-ITS Bid Submission

1. Bidders must submit their Bids and Cost in portable document format (PDF) and Key Staff

Qualifications in an Excel workbook 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 (2) 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 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 18, Cost Worksheet

Email #2 must include the Bidder’s cost in PDF format with the subject line identifying the submission as 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.

I. Preference and Incentive Programs

The Preference 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 price 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 SB/MB and a 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 PM 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/Certify-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise?search=Apply%20for%20SB%20Certification

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 Proposal 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 (SB) Preference Program

a. Current law encourages state departments to first consider a California certified 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. California Government Code (GC) Section 14835, et seq. requires that a five (5) percent preference be given to proposers 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 preference provides certified SBs and MBs a calculation preference in the amount of five

(5) percent of the highest scored, responsible, and responsive proposal submitted by a proposing firm who is not a certified small business. The SB preference is used as a calculation for determining the highest score and does not affect the actual price proposed.

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

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. When the awarded contractor has a certified SB perform an element of work for the Agreement, the awarded contractor shall complete and submit to SCO a biannual Prime Contractor’s Certification – Small Business Subcontractor Report.

J. Award and Protest

1. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the

Agreement is not to be awarded to the low bidder, the low bidder shall be notified by email, overnight courier, or personal delivery five (5) working days prior to the award of the Agreement.

2. A notice of the proposed award shall be posted in a place accessible by the general public on the

California State Contracts Register, Cal eProcure Event page: https://caleprocure.ca.gov/pages/Events- BS3/event-search.aspx for five (5) working days prior to awarding the Agreement.

3. If any bidder, prior to the award of agreement, files a written protest with SCO and the Department of

General Services (DGS), Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, on the grounds that the (protesting) Bidder is the lowest responsive responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. It is suggested that you submit any protest by certified or registered mail.

4. Within five (5) days after filing the protest, the protesting bidder shall file with the DGS, Office of Legal Services and the SCO, a detailed written statement specifying the grounds for the protest with DGS, OLS, and SCO. The written protest must be sent to DGS, OS, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO, at SCOBids@sco.ca.gov, Attention: Contracts Office.

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 highest score after the 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 (4) 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 II. Evaluation Information, Item C. Scoring, 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) or (Maximum of 250 points)

a. Bidder Minimum Qualifications (Pass/Fail)

b. Key Staff Minimum Qualifications (Pass/Fail)

c. Bidder Desirable Qualifications (20 points)

d. Key Staff Desirable Qualifications (80 points)

e. Bidder References (30 points)

f. Key Staff References (30 points)

g. Interview (90 points)

3. Interviews

a. Interviews will be conducted with submissions that satisfy the administrative and technical requirements of this RFQ-ITS.

b. All proposed Key Staff will be required to appear and participate in a virtual team interview via Microsoft Teams. Proposers will be notified in advance of the specific date and time for the interview.

c. Interview questions may include the following areas:

o The Proposer’s understanding of the scope of work, emphasizing its understanding of the SCO’s objectives and the major activities that must be performed to complete the work, including examples from previous projects that validate the ability to perform the work.

o The Proposer’s activities that will be performed to complete the required work.

o The Proposer’s expectations for project members and stakeholders outside its own team.

o The Proposer’s Key Staff qualifications and abilities.

Table 1 - Interview Score Example:

A B C D

Q# Assigned Rating Value Maximum Possible Score

Score (B X C = D)

1 100% 50 100% x 30 = 50

2 100% 50 100% x 30 = 50

3 100% 50 100% x 30 = 50

4 100% 40 100% x 40 = 40

5 100% 60 100% x 60 = 60

Total Interview Score (Sum all Scores)

*Standard rounding rules apply.

Table 2 - Interview Rating Values and Criteria:

Rating Values

Rating Criteria

100% Excellent: All components are addressed with the highest degree of confidence.

75% Good: The response addressed almost all of the components with an above average degree of confidence.

50% Fair: The response addressed most of the components with an average degree of confidence.

25% Poor: The response minimally addressed the components with a below average degree of confidence.

0 No Value: The response failed to address the topic with no degree of confidence.

2) All costs for developing a proposal and attending interviews are entirely the responsibility of the

Proposer and shall not be chargeable to the SCO.

4. Cost (Maximum 250 Points)

Completion of Attachment 18, 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. Cost Worksheets shall be evaluated and scored based on the total cost. The Bidder with the lowest cost will be awarded the maximum number of points available (250 points), which is 50 percent of the total points available.

Bidder’s cost score will be based on a proportional number of points as it relates to the total costs associated with the lowest responsive bid multiplied by the maximum number of cost points.

The following formula shall be used to determine cost points:

Lowest Bidder’s Cost ($600,000) X maximum cost points (250 points) divided by other Bidder’s cost = cost points awarded to the other Bidder.

LOWEST COST ($600,000) X 250 COST POINTS AVAILABLE

OTHER COST

COST POINTS AWARDED TO OTHER BIDDER

Table 3. Sample Cost Assessment

Bidder Cost Calculation

POINTS

AWARDED

A $675,000 $600,000 (Bidder B) X 250 (weight) / $675,000 (Bidder A) 222.2

B $600,000 $600,000 (Bidder B) X 250 (weight) / $600,000 (Bidder B) 250

C $650,000 $600,000 (Bidder B) X 250 (weight) / $650,000 (Bidder C) 230.8

5. Participation, Preference, and Incentive Programs, as applicable

C. Scoring

Each bid will be evaluated in accordance with this section. This agreement will be awarded based on the highest score as follows:

Description

Maximum Points Possible

Points Scored (Scored by SCO)

ADMINISTRATIVE REQUIREMENTS

Bid received by date/time specified in Key Action Dates Pass/Fail

Bid email received in PDF and Key Staff Qualifications in an Excel workbook

Pass/Fail

Cost email received, separate from Bid, in PDF Pass/Fail

Attachment 1, Required Attachment(s) Checklist and all required/applicable attachments listed on it

Pass/Fail

Bidder Reference Forms, Three (3), at least one (1) from a California state agency, other two (2) from large corporations, if not a California state agency)

Pass/Fail

Key Staff Reference Forms (Three (3) per identified key staff, at least one (1) from a California state agency, other two (2) from large corporations, if not a California state agency)

Pass/Fail

Key Staff Resumes (One (1) per identified key staff) Pass/Fail

Attachment 17 – Key Staff Qualifications Workbook Pass/Fail

TECHNICAL REQUIREMENTS

Bidder Minimum Qualifications

Bidder must provide one (1) key staff upon award of agreement Pass/Fail

Bidder must have performed IT physical security assessment consulting services for at least one (1) corporation or California state agency within the last two (2) years.

Pass/Fail

Key Staff Minimum Qualifications

Identified key staff must have been employed with the Bidder firm for at least one (1) year as a consultant performing IT physical security assessment consulting services.

Pass/Fail

Identified key staff must have a minimum of three (3) years of experience within the last five (5) years as a consultant performing IT physical security assessments for government entities.

Pass/Fail

Bidder Desirable Qualifications – 20 Points Maximum Bidder has performed IT physical security assessment services for corporations or California state agencies beyond the minimum qualification within the last two (2) years.

1 point for each engagement, up to 10 engagements identified in Attachment 17, Qualifications Workbook “BDQs” tab beyond the one

(1) engagement for minimum qualifications within the last two (2) years.

Bidder has experience with server and networking topology within the last 10 years

Two (2) points for each engagement identified in Attachment 17, Qualifications Workbook up to 5 engagements identified within the last ten years.

Total Bidder Desirable Qualifications Points (20 Points Maximum)

Key Staff Desirable Qualifications – 80 Points Maximum

Key Staff has the following current certifications:

Certified Protection Professional (CPP) 25

Physical Security Professional (PSP) 20

Industrial Security Professional (ISP) 10

Physical Security Certification (PSC) 5

Key Staff has performed IT physical security assessment consulting services for government entities. Two (2) points for each engagement identified in Attachment 17, Qualifications Workbook “KSDQs” tab, up to 10 completed engagements within the last three (3) years.

Total Key Staff Desirable Qualifications Points (80 Points Maximum)

Bidder References – 30 Points Maximum

The Bidder must provide three (3) references, which can attest to the Bidder’s experience providing services similar to those identified in this RFQ-ITS. References must be able to provide an objective assessment of the Contractor’s performance.

a. References must be provided on Attachment

15, Bidder Reference Form.

b. References must have contracted with the Bidder within the past two (2) years for IT physical security assessment services.

c. Of the three (3) required references, must include at least one (1) corporation or California state agency other than SCO.

Bidders cannot list the State Controller's Office as a reference.

d. The Bidder must not use the same reference more than once.

e. A key staff reference may also be a reference for the Bidder.

10 points for each reference up to three (3).

30 maximum points possible.

References that do not substantiate the Bidder’s experience providing services similar to those identified in this RFQ- ITS and/or the Bidder received an accumulative average *rating of 1* earns 0 points.

References that substantiate the Bidder’s experience providing services similar to those identified in this RFQ-ITS and/or the Bidder

*rating of 2* earns 5 points.

References that substantiate the Bidder’s experience providing services similar to those identified in this RFQ-ITS and/or the Bidder

*rating of 3* earns 10 points.

Total Bidder Reference Points (30 Maximum)

Key Staff References – 30 Points Maximum

The Bidder must provide three (3) references per identified key staff, which can attest to the key staff’s experience providing services similar to those identified in this RFQ-ITS for all key staff that will be providing services during the term of this agreement. References must be able to provide an objective assessment of the key staff’s performance.

a. References must be provided on

Attachment 16, Key Staff Reference Form.

b. References must have contracted with the key staff within the past two

(2) years for IT physical security assessment services.

c. Of the three (3) required references, must include at least one (1) corporation or California state agency, other than SCO. Key staff cannot list the State Controller's Office as a reference.

d. The key staff must not use the same reference more than once.

e. A bidder reference may also be a reference for key staff.

10 points for each reference up to three (3) per identified key staff.

If more than one (1) key staff identified, points will be average of key staff reference scores.

30 maximum points possible.

References that do not substantiate the Key Staff’s experience providing services similar to those identified in this RFQ-ITS and/or the Key Staff received an accumulative average *rating of 1* earns 0 points.

References that substantiate the Key Staff’s experience providing services similar to those identified in this RFQ- ITS and/or the Key Staff

*rating of 2* earns 5 points.

References that substantiate the Key Staff’s experience providing services similar to those identified in this RFQ- ITS and/or the Key Staff

*rating of 3* earns 10 points.

Total Key Staff Reference Points (30 Maximum)

Interviews – 90 Points Maximum The Bidder and their Key Staff will be required to appear—via Microsoft Teams—for a virtual interview with SCO. Bidders and key staff will be notified in advance of the specific date, time, and requirements. All proposed key staff must attend the interview. Only bidders that pass all administrative requirements and meet the minimum qualifications will have key staff scheduled for interviews.

Interview Rating Values and Criteria

Rating Values

Rating Criteria

100%

Excellent: The question is fully addressed with the highest degree of confidence.

75%

Good: Most of the components of the question are addressed with an above-average degree of confidence.

50%

Fair: Some of the components of the question are addressed with an average degree of confidence.

25% Poor: Components of the question are minimally addressed with a below-average degree of confidence.

0% No Value: Response fails to address the components of the question.

Each bidder and their key staff’s interview score will be calculated by multiplying the maximum possible score for each interview question by the assigned rating value percentage, then added to obtain a subtotal score. See example calculation below.

Interview Score Example

A B C D

Q# Assigned

Rating Value

Max Possible

Score

Score (B x C = D)

1 100% 10 100% x 10 =

2 100% 10 100% x 10 =

3 100% 10 100% x 10 =

4 100% 10 100% x 10 =

5 100% 10 100% x 10 =

6 100% 10 100% x 10 =

7 100% 10 100% x 10 =

8 100% 10 100% x 10 =

9 100% 10 100% x 10 =

Total Interview Score (Sum all Scores):

Total Interview Points (90 Maximum)

Total Technical Requirements Points (250 Maximum)

RFQ-ITS EINF90325

COST – 250 POINTS MAXIMUM

Attachment 18, Cost Worksheet Each bidder’s cost score will be calculated based on the ratio of the lowest cost bid to the Bidder’s cost, multiplied by the maximum number of cost points available.

Total Cost Points (250 Maximum)

PARTICIPATION, PREFERENCE AND INCENTIVE PROGRAMS, AS APPLICABLE

DVBE Incentive TBD upon evaluation TBD

Small Business Preference TBD upon evaluation TBD

Total Incentive Points TBD

Total Points Summary Maximum Points

Possible

Points Scored (Scored by

SCO)

Bidder Desirable Qualifications 20

Key Staff Desirable Qualifications 80

Bidder References 30

Key Staff References 30

Interviews 90

Cost 250

Total Maximum Points before applying Preference/Incentives 500

Preference and Incentive Points TBD TBD

Total Points Scored TBD

D. Tie Break Process

In the event of a precise tie, if GC Section 14838(f) does not apply to the Bidders, a witnessed…