Event_40071_-_Coding_Services__Rancho_Cordova.pdf

Page 1 of 8 April 2025 rev.

SECTION 1

REQUEST FOR PROPOSAL

1-01. The State of California Military Department shall accept proposals until September 8, 2026, at 2 p.m. Pacific Standard Time from qualified proposers offering to provide equipment, materials, labor, licenses, bonds and insurance required for the Coding Services at the California Military Department located at Rancho Cordova for a period of three months, in accordance with the terms and conditions, and requirements of this Request for Proposal

(RFP).

All questions regarding this RFP must be submitted in writting to Shannon Ngo at bids@cmd.ca.gov no later than August 27, 2026, at 2 p.m. If an addendum is necessary it will be issued prior to September 2, 2026, at 2 p.m.

a. Basis of award of this contract will be the lowest responsive proposal from a qualified, responsible contractor.

b. In the event of a tie between two proposals, the Military Department Contracting Officer shall conduct a coin toss to determine award. The coin toss shall be witnessed by a minimum of two personnel from the Purchasing and Contracting Branch.

c. Proposers are not required to visit the worksite. Contractors are responsible for satisfying themselves as to the local conditions, to accurately measure area and insure the actual area of work for the preparation of their bid. Contractors providing a proposal without visiting the worksite, do so at their own risk. Contractors can schedule a worksite visit by contacting Shannon Ngo at bids@cmd.ca.gov.

1-02. The State is seeking a single proposal, not to exceed, to be inclusive of all contract's costs involved in performing the full scope of this service.

a. Proposal MUST be submitted for the entire work described therein. Any deviation from the specification will not be considered and will be cause for rejection of your proposal.

b. The Military Department reserves the right to reject any or all proposals.

1-03. Contractor shall provide qualified and trained personnel during the contract period. Personnel skilled in the work to be done shall execute in a careful, neat, proficient manner, and in compliance with acceptable trade practices.

a. Specific schedule and definition of level of service will be found in the Technical Specifications of this RFP.

b. All services called for in this RFP and the resulting contract will be performed in accordance with the specific requirements and schedule of performance found in the technical specifications.

c. Costs of developing and submitting proposals are entirely the responsibility of the firm and shall not be chargeable to or paid by the State of California.

d. The Prime Contractor shall self-perform on the site with its own organization, work equivalent to at least twenty percent (20%) of the total amount of work to be performed under the contract. The Prime Contractor shall provide at all times sufficient competent labor, materials, and equipment to properly carry on the work and to ensure completion within the time agreed.

1-04. Questions regarding this RFP, worksite conditions, and/or contractor responsibilities shall be directed as follows: Please email CA Military Department personnel who initiated this solicitation (Shannon Ngo at bids@cmd.ca.gov) between 7:00 A.M. and 3:30 P.M. Monday through Friday.

1-05. The use of the proposal forms provided in this RFP is mandatory (or a xerox copy of the attached forms).

1-06. Withholding on Independent Contractors doing business with the State:

a. Pursuant to California Revenue and Taxation Code Section 18806.1, independent contractors may be subject to one (1) percent State Income Tax Withholding.

mailto:bids@cmd.ca.gov mailto:bids@cmd.ca.gov

Page 2 of 8 April 2025 rev.

b. An independent contractor as defined in the Black's Law Dictionary is: "one who, in the exercise of independent employment, contracts to do a piece of work according to their own methods and is subject to their employer's control only as to the end product or final result of work."

1-09. Contract Standard Clauses - Contractor awarded a contact pursuant to this RFP will be required to sign contract documents containing the following provisions:

a. The Contractor agrees to indemnify and save harmless the Military Department, the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, material men, laborers and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by the contractor in the performance of this contract.

b. The Contractor, and the agents and employees of Contractor, in the performance of this agreement, shall act in an independent capacity and not as officers or employees or agents of the State of California.

c. The State may terminate this agreement and be relieved of the payment of and consideration to the Contractor should Contractor fail to perform the covenants herein contained at the time and in the manner herein provided. In the event of such termination the State may precede with the work in any manner deemed proper by the State. The cost to the State shall be deducted from any sum due the contractor under this agreement and the balance, if any, shall be paid the Contractor upon demand.

d. Without the written consent of the State, This agreement is not assignable by Contractor either in whole or in part.

e. Time is of the essence in this agreement.

f. No alteration or variation of the terms of this contract shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein, shall be binding on any of the parties hereto.

g. The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel and per diem, unless otherwise expressly provided.

h. Contractor swears under penalty of perjury that no more than one final unappealable finding of contempt of court by a Federal Court has been issued against the Contractor within the immediately preceding two-year period because of the Contractor's failure to comply with an order of the National Labor Relations Board.

i. This contract may be amended during the period of contract performance, subject to the mutual agreement of parties.

j. This contract shall be subject to and construed in accordance with the laws of the State of California, whether or not specifically cited herein (including but not limited to Government Code § 927).

k. This agreement contains all the terms and conditions agreed to by all parties. No other understanding, oral or otherwise, regarding the subject matter of this agreement, shall be deemed to exist or to bind any of the parties hereto.

l. The contractor agrees to recognize the mandatory standards and policies relating to the energy efficiency in the

State Energy Conservation Plan Title 23, California Code of Regulations, as required by the U.S. Energy Policy and Conservation Act (Public Law 94-165).

m. Contractor shall not enter into any subcontracts for the performance of the principle services to be rendered under this agreement without the express consent in writing of the State. Any subcontractors authorized to provide such services MUST meet and comply with all requirements set forth in this agreement.

Page 3 of 8 April 2025 rev.

n. All Contracting parties shall be subject to the examination and audit of the Auditor General for a period of three years after final payment under the contract (Government Code Section 10532) should the contract amount exceed $10,000.

o. Contractor agrees that the Military Department or its delegatee will have the right to review, obtain, and copy all records pertaining to performance of the contract. Contractor agrees to provide the Military Department with any relevant information requested and shall permit the Military Department access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with Public Contract Code Section 10115 et. seq. and Title 2, California Code of Regulations, Section 1896.60 et. seq. and for the purpose of determining compliance with the State requirements for M/WBE and DVBE. Contractor further agrees to maintain such records for a period of three (3) years after final payment under the contract.

p. This agreement is valid and enforceable only if sufficient funds are made available by the Budget Act for each

Fiscal Year of this agreement for the purposes of this contract. This contract is further subject to any additional restrictions, limitations, or conditions enacted by the Legislature and contained in the above Budget Bills or any statute enacted by the Legislature which may effect the provisions, terms, or funding of this or any subsidiary contract in any manner.

1-10. Cancellation, Modification, and Waiver: The Military Department reserves the right to cancel or modify this RFP, in whole or in part. The Military Department may reject any or all proposals for cause, and may waive any immaterial deviation or defect in a proposal. The Military Department's waiver of a deviation or defect shall in no way modify the IFB documents, or excuse the contractor from full compliance with the RFP specifications if awarded the contract.

1-11. Drug-Free Workplace Certification: Senate Bill 1120, Chapter 1170, Statutes of 1990, requires state contractors to maintain a "drug-free workplace".

a. Every contractor MUST comply with the following:

(1) Certify that the individual or organization "will provide a drug-free workplace" (Government Code Section 83355).

(2) Publish a statement notifying employees that company policy prohibits specified activities involving controlled substances, and defining actions to be taken for violating the policy (Government Code Section 8355(a)).

(3) Establish a drug-free awareness program to inform employees about specified topics (Government

Code Section 8355 (b)).

(4) Provide the drug-free statement to each employee working on a state contract and require that these employees agree to abide by the terms of the statement (Government Code Section 8355(c)).

a. A state agency may cancel a contract if it finds that the contractor has falsely certified a drug-free workplace or failed to fulfill the requirements defined in Government Code Section 8355(a) thru (c). Every month the Department of General Services is required to publish a list of individuals and organizations whose contracts have been canceled; this list will appear in the State Contracts Register. State agencies are forbidden to contract with, or award to, individuals or organizations appearing on this list.

1-12. The California Taxpayer and Shareholder Protection Act of 2003, Public Contract Code section 10286, et seq., which prohibits state agencies from contracting with expatriate companies, unless they satisfy minimum requirements related to shareholder rights, or obtain a waiver, effective April 1, 2004. An expatriate company is a United States company that has moved, in name and on paper only, to a tax haven country (typically Bermuda or the Bahamas) and has no substantial business activities in the country of reincorporation.

1-13. Antitrust Claims (GC §§ 4552, 4553 & 4554) are hereby incorporated by reference and made part of this solicitation as if attached hereto. This provision can be viewed on the DGS/OLS website http://www.dgs.ca.gov/pd/Home.aspx http://www.dgs.ca.gov/pd/Home.aspx

Page 4 of 8 April 2025 rev.

1-14. TACPA Preference, if applicable (GC § 4530, et seq. and 2 CCR § 189.30) is hereby incorporated by reference and made part of this solicitation as if attached hereto. Contact DGS/Dispute Resolution/Preference Program Section for information on TACPA at (916) 375-4604 or (916) 375-4600.

1-15. Loss Leader Provisions (PCC § 10344) are hereby incorporated by reference and made part of this solicitation as if attached hereto.

1-16. Iran Contracting Act Certification (PCC § 2202) are hereby incorporated by reference and made part of this solicitation as if attached hereto.

1-17. General Provisions (DGS PD 403-ITGP) Non-Cloud IT, Effective 02/20/2025 https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General- Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

1-18. General Provisions (DGS PD 402-ITGP) Cloud IT – Software as a Service (SaaS), Effective 02/20/2025 https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General- Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

1-19. In the event of a precise tie, the CA Military Department will utilize a coin toss, observed by witnesses documented in the procurement file. In the event of a precise tie between two SB supplies in which one is also a DVBE, the award shall go to the SB that is also a DVBE. 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 §17030 of the Business and Professions Code.

A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(as) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4).

The required list of California certified small business subcontracts must be attached to the bid response 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. Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses.

Completed certification applications and required support documents must be submitted to the office of Small Business and DVBE Certification (OSDC) no later than 5:00 p.m. on the bid due date, and the OSDC must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDC at (916) 375-4940. The DVBE Participation Program Requirements have been waived for this solicitation.

1-20. Mandatory GenAI Notification Clause - The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

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

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

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

Page 5 of 8 April 2025 rev.

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.

STATEMENT OF WORK

EXHIBIT A

Plans, Operations, and Security (J3) 10620 Bear Hollow Dr. Box 23

Rancho Cordova, CA 95670

Author: SGM Dokken

Service Agreement

Rev. 20250411 Page 2 of 6

STATEMENT OF WORK (SOW)

1. The Introduction

A. Project Title: Iridium communications coding for TAK

1) Project Overview & Purpose: The purpose of this coding service is to enable the California Military Department (CMD) to achieve shared situational awareness and enhance tactical communications in support of its broader mission to provide military capabilities in domestic support to the State of California. Specifically, the Contractor shall be responsible for providing deliverable functioning code and plugins that enable our SHOUT nano 200 Iridium devices to route messaging and communicate inside the TAK platform. By fulfilling these objectives, the Contractor shall help CMD to increase operational efficiencies, enhance shared situational awareness, and provide essential communication in austere environments within the same platform being used to visualize the force array. All work shall adhere to CMD’s policies, standards, and applicable regulations, and it will be evaluated against defined performance criteria (see Section 3).

2. The Work (Scope)

1) What the Service Provider SHALL Do (Tasks/Scope):

a) Code routing system to identify CMD’s SHOUT nano 200 Iridium devices (as defined in the Glossary) loaded into the TAK server by International Mobile Equipment Identity (IMEI). The routing system shall include an accessible device directory, meaning a viewable listing within the TAK server interface of all enrolled SHOUT nano 200 devices, identified by IMEI.

b) Code grouping module to allow grouping of SHOUT nano 200 devices at echelon. The module shall support groups ranging from two (2) devices up to the entire CMD SHOUT nano 200 device fleet, with group size and membership defined by the TAK operator according to operational need.

c) Code bidirectional Iridium Short Burst Data (SBD) messaging platform into the TAK server to allow text-based messaging features inside TAK. Messaging is limited to simple text communication for emergency contingency use; transmission of pictures, video, or other media files is not required and is not supported over Iridium SBD.

i) Enable device to device messaging.

ii) Enable system console to device and device to system console messaging.

iii) Enable group messaging.

d) Code a mechanism for forwarding messages from devices to groups.

e) Code native two-way messaging and routing functionality between SHOUT nano 200 devices and the TAK server. Passive device visualization or location display alone (i.e., displaying devices as static markers without bidirectional messaging and routing capability) does not satisfy this requirement.

f) The coded solution shall operate natively within CMD’s TAK server environment without dependency on third-party hosting platforms, external frameworks, or recurring subscription services. CMD shall retain autonomous, continuous operational control of the capability following final delivery.

g) Ensure plugins for the SHOUT nano 200 Iridium device fleet are compatible with TAK server operation.

h) Provide on-site installation of the completed code onto CMD’s TAK server at the CMD Emergency Operations Center (EOC), 10620 Bear Hollow Drive, Rancho Cordova, California 95670.

i) Provide on-site training at the CMD EOC, as described in Section 3, in which the Service Provider trains at least two (2) CMD personnel in deployment and configuration of the completed code.

2) What the Service Provider WILL NOT Do (Exclusions):

Rev. 20250411 Page 3 of 6

a) No release of TAK server data, access, or configuration to any users or entities other than CMD.

Distribution of the delivered code to other National Guard entities shall be at CMD’s sole discretion, as described in Section 3.

3) Constraints

a) All personnel on site for training and implementation must pass a livescan background and criminal history check before starting.

4) Limitations

The contractor cannot alter the SOW.

3. What the Program Will Get (Deliverables):

1) What the CMD Will Get (Deliverables):

a) Functional code that can demonstrate effective routing and messaging as described in section 2.

b) On-site installation: deployment of the final source code onto CMD’s TAK server at the CMD EOC, with all configuration completed by the Service Provider to enable all of the functionality described in Section 2.

c) On-site training: Service Provider led training at the CMD EOC in which at least two (2) CMD personnel are trained in deployment and configuration of the delivered code, such that the trained CMD personnel can independently deploy the source code to a TAK server, run configuration, and achieve all of the functionality described in Section 2.

d) How-to installation guide, delivered in electronic format (PDF or Microsoft Word) at Final Delivery, for redeployment of the code on other TAK servers. The guide shall include step-by-step deployment instructions, all required configuration settings, and troubleshooting guidance, and shall be clear enough that a trained CMD member can deploy the source code to any other TAK server, run configurations, and achieve all of the functionality described in Section 2. CMD may reproduce and distribute unlimited copies of the guide.

e) Provide one (1) complete electronic copy of the final source code and all associated project files, meaning the complete set of code, plugins, scripts, and configuration files developed under this SOW, delivered at Final Delivery. CMD may reproduce the source code without limitation. CMD shall own all rights, title, and interest in the developed code and may share it with other National Guard entities at CMD’s sole discretion for their TAK server operations.

2) How We Know It's Done Right (Acceptance Criteria):

a) Fully operational code, deployed on CMD’s TAK server, that performs each function described in Section 2, including device identification and directory by IMEI, grouping at echelon, and bidirectional device to device, console to device, and group text messaging. Contractor staff shall demonstrate each function, in the sequence listed in Section 2, using devices from CMD’s SHOUT nano 200 Iridium device inventory.

b) Successful sending and receipt of text messages, and successful creation and modification of device groups, performed independently in the TAK interface by at least five (5) CMD staff using randomly selected SHOUT nano 200 devices from CMD’s inventory. This is designed to further demonstrate the functionality required in Section 2 across the device fleet and to validate the training of the CMD staff operators.

c) Successful installation and deployment of the source code onto a functional TAK server at the CMD EOC, with all configuration conducted by a CMD member utilizing only the completed how-to installation guide. This will validate training standards and show that the source code deployment and configuration setup is replicated by our trained personnel.

3) How the Program Approves the Work (Acceptance Process):

Rev. 20250411 Page 4 of 6

a) Upon delivery of each Deliverable, the Program will have five (5) business days to review and test it against the Acceptance Criteria. The Program must provide written notice of acceptance or rejection (with specific reasons based on the Acceptance Criteria) via email to the Service Provider's Contact Person within this period.

b) If rejected, the Service Provider will correct the issues within five (5) business days and resubmit for review. This SOW includes up to two (2) rounds of revisions per deliverable based on Program feedback related to the Acceptance Criteria. If the service provider still does not satisfactorily produce the deliverables as stated in the acceptance criteria, it shall be at CMD’s discretion to continue in good faith or consider the failure a breach of contract.

4. The Timeline

1) Period of Performance: approximately three (3) months from project kickoff to final delivery.

2) Estimated Project Start Date: Upon issuance of the Notice to Proceed (NTP), anticipated on or about September 1, 2026.

3) Estimated Project End Date: Final acceptance no later than one hundred five (105) calendar days from

NTP.

4) Schedule / Milestones & Due Dates:

Project Schedule Table

Milestone/Phase Brief Description Due Date Responsible Party

Project Kickoff Meeting

Discuss project goals, timeline, communication (On premises)

Within fifteen (15) calendar days of

NTP

CM, ACM &

Service Provider

IPR 1- 25%

completion

Written progress summary submitted by email and remote briefing demonstrating the completed device directory;

routing system coding at least 25% complete

Kickoff + 15 days Service Provider

IPR 2- 50%

completion

Written progress summary submitted by email and remote briefing demonstrating working grouping features at echelon and initial messaging features; overall coding at least 50% complete;

CMD provides feedback

Kickoff +30 days Service Provider

IPR 3- 90%

completion

Written progress summary submitted by email and remote briefing demonstrating utilization of all features described in Section 2; overall coding at least 90% complete; CMD provides final feedback

Kickoff +60 days Service Provider

Rev. 20250411 Page 5 of 6

Deployment and training

On-site installation of the completed code onto CMD’s TAK server at the CMD EOC and Service Provider led training of at least two (2) CMD personnel in deployment and configuration, with CMD staff participation (On premises)

Kickoff + 75 days Service Provider

Final Delivery Final demonstration of deliverables and provide source coding (On premises)

Kickoff + 90 days Service Provider

Final Acceptance Program confirms final project completion

Within five (5) business days of Final Delivery

CM, ACM

5. Place and People

1) Where the Work Will Happen:

a) Coding project is remote work.

b) Installation and training is at CMD EOC, 10620 Bear Hollow Drive, Rancho Cordova, California 95670.

2) Who Will Do the Work:

a) Project Manager

b) Lead Designer

c) Lead Developer

3) What the Program Needs to Provide:

a) Access to CMD TAK server.

b) Office space for training and implementation days.

c) Written feedback of deliverables within five (5) business days of receipt.

6. Contractor Minimum Qualifications

1) The Service Provider must possess and demonstrate the following minimum qualifications prior to contract execution:

a) A minimum of three (3) years of experience developing TAK Server plugins, including plugin architecture, configuration, and deployment to a functional TAK Server.

b) A minimum of three (3) years of experience with Iridium Short Burst Data (SBD) communications, including binary encoding in Pecos structure and development of SBD messaging and routing solutions.

c) Access to the SHOUT nano 200 device and a minimum of one (1) year of experience working with the SHOUT nano 200 device, including its firmware communication protocols, sufficient to develop, test, and validate the plugin deliverables described in Section 2.

2) Qualifications shall be substantiated through submission of tangible supporting documentation acceptable to the Contract Manager prior to award. Acceptable documentation includes training

Rev. 20250411 Page 6 of 6 certificates, professional licenses or certifications, letters of reference from prior clients for whom comparable work was performed (including client name and contact information), or documented past performance examples of comparable TAK Server plugin or Iridium SBD work. A capability statement or written self-attestation alone shall not be sufficient to establish the minimum qualifications.

7. Keeping in Touch (Reporting & Communication)

1) Progress Reports: Progress will be reported within the in-progress reviews listed in the project timeline.

2) Communication Plan: Primary mode of communication will be email for formal request and telephone for ad hoc clarifications.

3) References to the Contract Manager (CM) and Alternate Contract Manager (ACM) throughout this document shall be defined by name and with contact information when the contract is executed.

8. Enclosures and Attachments

1) Attachments: None

9. Glossary

A. SOW: Statement of Work (this document).

B. Service Provider: the party performing the services.

C. Deliverable: A specific output, result, or item that the Service Provider agrees to produce and deliver to the Program as part of the project (e.g., a report, software feature, design files).

D. Milestone: A significant point or event in the project timeline.

E. Acceptance Criteria: The specific, measurable conditions that a deliverable must meet to be formally accepted by the Program.

F. EOC: Emergency Operations Center

G. IPR: In-Progress Review

H. SHOUT nano 200: The Iridium-based satellite communication device comprising CMD’s existing force tracking inventory. The device communicates via Iridium Short Burst Data (SBD) using firmware-embedded compression protocols that govern binary message encoding and routing. These firmware communication protocols are the technical basis for the specialized coding requirements described in this SOW.

Page 6 of 8 April 2025 rev.

PROPOSAL FORM

Coding Services Rancho Cordova, CA

TO: THE MILITARY DEPARTMENT

STATE OF CALIFORNIA

The undersigned hereby proposes and agrees to furnish all labor, materials and equipment necessary for the to perform Coding Services for a period of three months at the California Military Department located at Rancho Cordova, California in accordance with the attached specifications for the total amount not to exceed:

($ ) dollars.

The foregoing figure includes the cost of bonds, insurance, sales tax, and every other item of expense incident to the contract. Contractor shall provide the following cost breakdown:

Type of Service Service Charge Total

Coding Services, per Statement of Work $ x 1 = $ Installation and Training, per Statement of Work $ x 1 = $ Total Cost = $

The Prime Contractor shall self-perform on the site (trade work) with its own organization, work equivalent to at least twenty percent (20%) of the total amount of work to be performed under the contract. The Prime Contractor shall provide at all times sufficient competent labor, materials, and equipment to properly carry on the work and to ensure completion within the time agreed.

The prospective contractor's signature affixed here below and dated shall constitute a certification under the penalty of perjury, under the laws of the State of California, that all information provided by the contractor/vendor, is true and correct as written.

Failure to sign this proposal form may be cause for the rejection of your firm’s quote. Vendor’s original signature is required.

STATUS OF FIRM:

NAME OF COMPANY/FIRM: DATE:

FEDERAL ID NUMBER:

COMPANY COMPLETE PHYSICAL AND E-

MAIL ADDRESS:

SB/DVBE NUMBER:

LICENSE NUMBER:

DATE LICENSE EXPIRES: CLASS OF LICENSE:

PRINTED SIGNATURE BLOCK:

SIGNATURE OF COMPANY

REPRESENTATIVE:

TELEPHONE NUMBER:

STATUS OF FIRM must be given, whether an individual, partnership, or corporation. If partnership, list full names of partners, if firm is a corporation, identify the state in which incorporated and provide State of California Corporate Identification Number as issued by the Office of the Secretary of State for California. Firms bidding, as corporations must be registered with and in good standing with the Secretary of State’s Office at the time of the bid opening.

Proposals must be signed by the vendor or representative of the vendor who has authority to sign contracts binding upon the vendor. Corporate Identification Numbers shall be verified.

Page 7 of 8 April 2025 rev.

STATEMENT OF COMPLIANCE APPLICABLE TO CONTRACTS OF $5,000 OR MORE: The prospective contractor's signature affixed hereto and dated shall constitute a certification under the penalty of perjury under the laws of the State of California that the vendor has, unless exempted, complied with the nondiscrimination program requirements of Government Code Section 12990 and Title 2, California Code of Regulations, Section 8103.

CONTRACTOR/OFFEROR SIGNATURE DATE

PROPOSED LIST OF SUBCONTRACTORS

Listed hereinafter are the names, addresses, and license numbers of all subcontractors who will be employed and the segregation of the work which each will perform if the contract is awarded to this firm. In case more than one subcontractor is named for the same segregation, state the portion that each will perform. Failure to list all required information may be cause for the rejection of your quote.

SUBCONTRACTOR ADDRESS TYPE OF WORK LICENSE NUMBER

Contractor agrees to pay not less than the minimum rates of pay for laborers, workmen and mechanics employed by him on the work in accordance with the schedule set forth in the specifications herein, and further agrees that each subcontractor engaged by him shall similarly pay not less than said rates of pay to all laborers, workmen and mechanics employed by said subcontractor on the work.

Page 8 of 8 April 2025 rev.

CHECKLIST OF FORMS

CODING SERVICES

RANCHO CORDOVA, CA

CHECKLIST OF FORMS TO BE RETURNED WITH PROPOSAL

SUBMIT ONE COPY OF THE ORIGINAL PROPOSAL FORM

FORM DESCRIPTION RETURNED WITH

PROPOSAL?

(Yes/No)

PROPOSAL

FORM

PROPOSAL, STATEMENT OF COMPLIANCE (COMPLETED AND

SIGNED)

STD 204 PAYEE DATA RECORD (AWARDEE MUST PROVIDE

SUBCONTRACTORS STD 204s AS WELL)

GSPD-05-105 BIDDER DECLARATION

STD 843 DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS

DARFUR CONTRACTING ACT

CONTRACTOR CERTIFICATION CLAUSES

NOTE: ALL OF THE ABOVE DOCUMENTS REQUIRED AND MUST BE SUBMITTED WITH THE

PROPOSAL AND SIGNED. FAILURE TO DO SO MAY DEEM YOUR PROPOSAL TO BE NON-RESPONSIVE AND MAY BE CAUSE FOR BID REJECTION. SUBMIT ONE COPY OF THE ORIGINAL PROPOSAL FORM.

NOTE: ALL OF THE BELOW DOCUMENTS ARE OPTIONAL AND ARE NOT REQUIRED TO BE

SUBMITTED WITH THE PROPOSAL.

FORM DESCRIPTION RETURNED WITH

PROPOSAL?

(Yes/No)

GSPD 802 VOLUNTARY STATISTICAL DATA SHEET

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

Section 1 – Payee Information NAME (This is required. Do not leave this line blank. Must match the payee’s federal tax return)

BUSINESS NAME, DBA NAME or DISREGARDED SINGLE MEMBER LLC NAME (If different from above)

MAILING ADDRESS (number, street, apt. or suite no.) (See instructions on Page 2)

CITY, STATE, ZIP CODE E-MAIL ADDRESS

Section 2 – Entity Type Check one (1) box only that matches the entity type of the Payee listed in Section 1 above. (See instructions on page 2)

CORPORATION (see instructions on page 2)SOLE PROPRIETOR / INDIVIDUAL MEDICAL (e.g., dentistry, chiropractic, etc.)SINGLE MEMBER LLC Disregarded Entity owned by an individual

PARTNERSHIP

ESTATE OR TRUST

LEGAL (e.g., attorney services)

EXEMPT (e.g., nonprofit)

ALL OTHERS

Section 3 – Tax Identification Number Enter your Tax Identification Number (TIN) in the appropriate box. The TIN must match the name given in Section 1 of this form. Do not provide more than one (1) TIN.

The TIN is a 9-digit number. Note: Payment will not be processed without a TIN.

For Individuals, enter SSN.

If you are a Resident Alien, and you do not have and are not eligible to get an SSN, enter your ITIN.

Grantor Trusts (such as a Revocable Living Trust while the grantors are alive) may not have a separate FEIN. Those trusts must enter the individual grantor’s SSN.

For Sole Proprietor or Single Member LLC (disregarded entity), in which the sole member is an individual, enter SSN (ITIN if applicable) or FEIN (FTB prefers SSN).

For Single Member LLC (disregarded entity), in which the sole member is a business entity, enter the owner entity’s FEIN. Do not use the disregarded entity’s FEIN.

For all other entities including LLC that is taxed as a corporation or partnership, estates/trusts (with FEINs), enter the entity’s FEIN.

Social Security Number (SSN) or Individual Tax Identification Number (ITIN)

OR

Federal Employer Identification Number

(FEIN)

Section 4 – Payee Residency Status (See instructions)

CALIFORNIA RESIDENT – Qualified to do business in California or maintains a permanent place of business in California.

CALIFORNIA NONRESIDENT – Payments to nonresidents for services may be subject to state income tax withholding.

No services performed in California

Copy of Franchise Tax Board waiver of state withholding is attached.

Section 5 – Certification I hereby certify under penalty of perjury that the information provided on this document is true and correct.

Should my residency status change, I will promptly notify the state agency below.

NAME OF AUTHORIZED PAYEE REPRESENTATIVE TITLE E-MAIL ADDRESS

SIGNATURE DATE TELEPHONE (include area code)

Section 6 – Paying State Agency Please return completed form to:

STATE AGENCY/DEPARTMENT OFFICE UNIT/SECTION

MAILING ADDRESS FAX TELEPHONE (include area code)

CITY STATE ZIP CODE E-MAIL ADDRESS

Print Form Reset Form

STATE OF CALIFORNIA – DEPARTMENT OF FINANCE

PAYEE DATA RECORD

(Required when receiving payment from the State of California in lieu of IRS W-9 or W-7) STD 204 (Rev. 03/2021)

GENERAL INSTRUCTIONS

Type or print the information on the Payee Data Record, STD 204 form. Sign, date, and return to the state agency/department office address shown in Section 6.

Prompt return of this fully completed form will prevent delays when processing payments.

Information provided in this form will be used by California state agencies/departments to prepare Information Returns (Form1099).

NOTE: Completion of this form is optional for Government entities, i.e. federal, state, local, and special districts.

A completed Payee Data Record, STD 204 form, is required for all payees (non-governmental entities or individuals) entering into a transaction that may lead to a payment from the state. Each state agency requires a completed, signed, and dated STD 204 on file; therefore, it is possible for you to receive this form from multiple state agencies with which you do business.

Payees who do not wish to complete the STD 204 may elect not to do business with the state. If the payee does not complete the STD 204 and the required payee data is not otherwise provided, payment may be reduced for federal and state backup withholding. Amounts reported on Information Returns (Form 1099) are in accordance with the Internal Revenue Code (IRC) and the California Revenue and Taxation Code (R&TC).

Section 1 – Payee Information Name – Enter the name that appears on the payee's federal tax return. The name provided shall be the tax liable party and is subject to IRS TIN matching (when applicable).

Sole Proprietor/Individual/Revocable Trusts – enter the name shown on your federal tax return.

Single Member Limited Liability Companies (LLCs) that is disregarded as an entity separate from its owner for federal tax purposes - enter the name of the individual or business entity that is tax liable for the business in section 1. Enter the DBA, LLC name, trade, or fictitious name under Business Name.

Note: for the State of California tax purposes, a Single Member LLC is not disregarded from its owner, even if they may be disregarded at the Federal level.

Partnerships, Estates/Trusts, or Corporations – enter the entity name as shown on the entity’s federal tax return. The name provided in Section 1 must match to the TIN provided in section 3. Enter any DBA, trade, or fictitious business names under Business Name.

Business Name – Enter the business name, DBA name, trade or fictitious name, or disregarded LLC name.

Mailing Address – The mailing address is the address where the payee will receive information returns. Use form STD 205, Payee Data Record Supplement to provide a remittance address if different from the mailing address for information returns, or make subsequent changes to the remittance address.

Section 2 – Entity Type If the Payee in Section 1 is a(n)… THEN Select the Box for…

Grantor (Revocable Living) Trust disregarded for federal tax purposes Sole Proprietor/Individual Limited Liability Company (LLC) owned by an individual and is disregarded for federal tax purposes Single Member LLC-owned by an individual Partnerships Limited Liability Partnerships (LLP) and, LLC treated as a Partnership Partnerships Estate Trust (other than disregarded Grantor Trust) Estate or Trust Corporation that is medical in nature (e.g., medical and healthcare services, physician care, nursery care, dentistry, etc. LLC that is to be taxed like a Corporation and is medical in nature

Corporation-Medical

Corporation that is legal in nature (e.g., services of attorneys, arbitrators, notary publics involving legal or law related matters, etc.) LLC that is to be taxed like a Corporation and is legal in nature

Corporation-Legal

Corporation that qualifies for an Exempt status, including 501(c) 3 and domestic non-profit corporations. Corporation-Exempt Corporation that does not meet the qualifications of any of the other corporation types listed above LLC that is to be taxed as a Corporation and does not meet any of the other corporation types listed above

Corporation-All Other

Section 3 – Tax Identification Number The State of California requires that all parties entering into business transactions that may lead to payment(s) from the state provide their Taxpayer Identification Number (TIN). The TIN is required by R&TC sections 18646 and 18661 to facilitate tax compliance enforcement activities and preparation of Form 1099 and other information returns as required by the IRC section 6109(a) and R&TC section 18662 and its regulations.

Section 4 – Payee Residency Status Are you a California resident or nonresident?

A corporation will be defined as a "resident" if it has a permanent place of business in California or is qualified through the Secretary of State to do business in California.

A partnership is considered a resident partnership if it has a permanent place of business in California.

An estate is a resident if the decedent was a California resident at time of death.

A trust is a resident if at least one trustee is a California resident.

o For individuals and sole proprietors, the term "resident" includes every individual who is in California for other than a temporary or transitory purpose and any individual domiciled in California who is absent for a temporary or transitory purpose. Generally, an individual who comes to California for a purpose that will extend over a long or indefinite period will be considered a resident. However, an individual who comes to perform a particular contract of short duration will be considered a nonresident.

For information on Nonresident Withholding, contact the Franchise Tax Board at the numbers listed below:

Withholding Services and Compliance Section: 1-888-792-4900 E-mail address: wscs.gen@ftb.ca.gov For hearing impaired with TDD, call: 1-800-822-6268 Website: www.ftb.ca.gov

Section 5 – Certification Provide the name, title, email address, signature, and telephone number of individual completing this form and date completed. In the event that a SSN or ITIN is provided, the individual identified as the tax liable party must certify the form. Note: the signee may differ from the tax liable party in this situation if the signe e can provide a power of attorney documented for the individual.

Section 6 – Paying State Agency This section must be completed by the state agency/department requesting the STD 204.

Privacy Statement Section 7(b) of the Privacy Act of 1974 (Public Law 93-579) requires that any federal, state, or local governmental agency, which requests an individual to disclose their social security account number, shall inform that individual whether that disclosure is mandatory or voluntary, by which statutory or other authority such number is solicited, and what uses will be made of it. It is mandatory to furnish the information requested. Federal law requires that payment for which the requested information is not provided is subject to federal backup withholding and state law imposes noncompliance penalties of up to $20,000. You have the right to access records containing your personal information, such as your SSN. To exercise that right, please contact the business services unit or the accounts payable unit of the state agency(ies) with which you transact that business.

All questions should be referred to the requesting state agency listed on the bottom front of this form.

STATE OF CALIFORNIA – DEPARTMENT OF GENERAL SERVICES PROCUREMENT DIVISION

DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS

(Rev. /20 )

Instructions: The disabled veteran (DV) owner(s) and DV manager(s) of the Disabled Veteran Business Enterprise (DVBE) must complete this declaration when a DVBE contractor or subcontractor will provide materials, supplies, services or equipment [Military and Veterans Code Section 999.2]. Violations are misdemeanors and punishable by imprisonment or fine and violators are liable for civil penalties. All signatures are made under penalty of perjury.

SECTION 1

Name of certified DVBE: DVBE Ref. Number:

Description (materials/supplies/services/equipment proposed):

Solicitation/Contract Number: SCPRS Ref. Number:__________________________

(FOR STATE USE ONLY)

SECTION 2

APPLIES TO ALL DVBEs. Check only one box in Section 2 and provide original signatures.

I (we) declare that the DVBE is not a broker or agent, as defined in Military and Veterans Code Section 999.2 (b), of materials, supplies, services or equipment listed above. Also, complete Section 3 below if renting equipment.

Pursuant to Military and Veterans Code Section 999.2 (f), I (we) declare that the DVBE is a broker or agent for the principal(s) listed below or on an attached sheet(s). (Pursuant to Military and Veterans Code 999.2 (e), State funds expended for equipment rented from equipment brokers pursuant to contracts awarded under this section shall not be credited toward the 3-percent DVBE participation goal.)

All DV owners and managers of the DVBE (attach additional pages with sufficient signature blocks for each person to sign):

(Printed Name of DV Owner/Manager) (Signature of DV Owner/ Manager) (Date Signed)

(Printed Name of DV Owner/Manager) (Signature of DV Owner/Manager) (Date Signed)

Firm/Principal for whom the DVBE is acting as a broker or age nt:

(If more than one firm, list on extra sheets.) (Print or Type Name)

Firm/Principal Phone: Address:

SECTION 3

APPLIES TO ALL DVBEs THAT RENT EQUIPMENT AND DECLARE THE DVBE IS NOT A BROKER.

Pursuant to Military and Veterans Code Section 999.2 (c), (d) and (g), I am (we are) the DV(s) with at least 51% ownership of the DVBE, or a DV manager(s) of the DVBE. The DVBE maintains certification requirements in accordance with Military and Veterans Code Section 999 et. seq.

The undersigned owner(s) own(s) at least 51% of the quantity and value of each piece of equipment that will be rented for use in the contract identified above. I (we), the DV owners of the equipment, have submitted to the administering agency my (our) personal federal tax return(s) at time of certification and annually thereafter as defined in Military and Veterans Code 999.2, subsections (c) and (g). Failure by the disabled veteran equipment owner(s) to submit their personal federal tax return(s) to the administering agency as defined in Military and Veterans Code 999.2, subsections

(c) and (g), will result in the DVBE being deemed an equipment broker.

Disabled Veteran Owner(s) of the DVBE (attach additional pages with signature blocks for each person to sign):

(Printed Name) (Signature) (Date Signed)

(Address of Owner) (Telephone) (Tax Identification Number of Owner)

Disabled Veteran Manager(s) of the DVBE (attach additional pages with sufficient signature blocks for each person to sign):

(Printed Name of DV Manager) (Signature of DV Manager) (Date Signed)

Page of

BIDDER DECLARATION

1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):

a. Identify current California certification(s) (MB, SB, NVSA, DVBE): ____________ or None ____ (If “None”, go to Item #2)

b. Will subcontractors be used for this contract? Yes ___ No ___ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary.

2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):