F._Solicitation_Package_20A0406.pdf

California Department of Transportation

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) OPTION

REQUEST FOR QUOTATION FOR INFORMATION

TECHNOLOGY SERVICES (RFQ-ITS)

RFQ-ITS 20A0406

for Unified Functional Testing One (UFT One) and Open Text Training

April 27, 2026

Department of Transportation

RFQ-ITS# 20A0406

INVITATION

You are invited to review and respond to this Request for Quotation for Information Technology Services (RFQ-ITS). In submitting your bid, your firm must comply with the instructions contained herein. Failure to comply with any of the requirements may result in the rejection of your bid. Read this entire document carefully. In addition to specific programs and preferences that are specifically specified within this RFQ-ITS, prospective Bidders are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

This solicitation is authorized pursuant to Government Code Section 14838.5, which provides for the award of contracts for the acquisition of goods, services, or information technology that has an estimated value of greater than $5,000.00, but less than $250,000.00, to a certified small business, including a micro business, or a DVBE.

Note that all information technology (IT) agreements entered into with the State of California will include by reference Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) that may be viewed and downloaded at internet site https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS- PD-403ITGP-Revised-02202025.pdf.

If you do not have internet access, a hard copy can be provided.

For the purposes of this RFQ-ITS, the term “Bid” and “Price Quote” shall be used interchangeably.

KEY ACTION DATES: Listed below in Table 1 – Key Action Dates are the key activities, dates, and times by which the activities must occur for contract consideration for this RFQ-ITS. If the California Department of Transportation (Caltrans) finds it necessary to change any of these days, it will be accomplished via an Addendum to this RFQ-ITS. All dates after the submission of the RFQ-ITS responses are projected only and may be adjusted as conditions indicate, without a formal RFQ-ITS Addendum.

Table 1 – Key Action Dates

KEY ACTIONS DUE DATES

RFQ-ITS Release by Caltrans 4/27/2026 Questions Due by Bidder 5/4/2026 2:00 p.m.

Caltrans Response to Written Questions 5/5/2026 Bid Submission Due Date and Time* 5/12/2026 2:00 p.m.

Bid Opening** 5/12/2026 2:30 p.m.

Projected Contract Start Date 6/1/2026

*All dates after Bid Submission Due Date are tentative and may be subject to change without Addendum.

**Bids not received by this date and time will be rejected. Responses to this RFQ-ITS and any required copies must be submitted by electronic mail.

Note: The release of this RFQ-ITS does not constitute a commitment by Caltrans to award a contract. Caltrans reserves the right, at its sole discretion, to cancel this RFQ-ITS before the issuance of a contract.

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-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

The Department Contact for this RFQ-ITS is:

California Department of Transportation (Caltrans) Division of Procurements and Contracts ATTN: Esmeralda Rojo Phone: (279) 234-2457 Email: Esmeralda.Rojo@dot.ca.gov

QUESTIONS: All questions regarding the content of this RFQ-ITS shall be submitted by email, to the Department Contact identified above and must be received by the due date and time listed in Table 1 – Key Action Dates, Questions Due by Bidder. Please include “QUESTIONS - CALTRANS RFQ-ITS 20A0392” in the email subject line.

Bidder shall notify Caltrans immediately if clarification is needed regarding the RFQ-ITS. Bidders that fail to report a known or suspected problem with the RFQ-ITS or fail to seek clarification and/or correction of the RFQ-ITS shall submit a bid at their own risk.

Bidder must use this table format in their email to submit question(s) regarding this RFQ-ITS.

1. Enter the page and section number in the RFQ-ITS Reference column.

2. Enter your question in the Bidder Question column.

The State will complete and respond to the Bidder’s questions in the State Response column.

Table 2 – Bidder Questions

Q#

RFQ-ITS

REFERENCE

(Page and Section #)

BIDDER QUESTION STATE RESPONSE

Because verbal inquiries are easily misinterpreted, Bidders are required to submit all inquiries in writing.

Caltrans reserves the right not to accept or respond to verbal inquiries. Verbal remarks provided in response to verbal inquiries are unofficial and are no binding on Caltrans unless later confirmed in writing.

Written responses to all questions will be collectively compiled and posted, as an Addendum, to the Cal eProcure website (https://caleprocure.com/pages/index.aspx). It is the responsibility of the Bidder to access the website for any changes or Addenda that may be posted. Refer to this RFQ-ITS, Table 1 – Key Action Dates, for the schedule of events and dates/times. It is the responsibility of the Bidder to check Cal eProcure for all addenda. Bidder can contact the Contract Analyst named above.

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

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

mailto:Esmeralda.Rojo@dot.ca.gov https://caleprocure.com/pages/index.aspx

RFQ-ITS Number: 20A0406 RFQ-ITS Name: UFT One and Open Text Training Firm Name:

Firm Address:

PRICE QUOTATION SUBMITTAL – DO NOT OPEN

Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear a signature.

Responses to this RFQ-ITS shall be submitted no later than May 12, 2026 at 2:00 p.m. (reference Table 1 – Key Action Dates). Bids received after this time and date will be rejected and returned unopened unless the deadline is extended by Addendum. Caltrans will not consider nor be responsible for any bids that are not delivered by the date and time indicated in Table 1 – Key Action Dates.

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

All Responses shall include the documents identified in this RFQ-ITS Attachment 7 – Required Attachments Checklist. Bid and/or Cost Sheet Packages not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

Bid must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

Bids must be sealed and labeled (as instructed below). Mail or deliver package to the following location:

Mailed Or *Deliver To:

Department of Transportation Division of Procurement and Contracts Attention: Esmeralda Rojo 1727 30th Street, MS-65 Sacramento, CA 95816

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

RFQ-ITS # 20A0406

RFQ-ITS Title: UFT One and Open Text Training Firm Name: ________________________

DO NOT OPEN

*If your bid is hand delivered, you must date and time stamp it immediately upon arrival. The date/time stamp machine is located in the lobby of the first floor to the right of the security guard station at the address noted above. After date/time stamping, bids should be placed in the locked bid cabinet located below the time stamp. If the bid package is too large to be electronically stamped, date/time stamp one of the labels provided and attach it to the bid package. When the bid package is too large for the locked bid cabinet, ask the security guard to call the Division of Procurement and Contracts (DPAC) reception desk at

(916) 227-6000 to have your bid package picked up by DPAC staff.

Caltrans assumes no responsibility for internet, system, and/or technical difficulties experienced by the Bidder that results in the bid not being timely received by Caltrans. Emailed or faxed bids will not be considered. Bids hand delivered, mailed, emailed, or faxed to another entity or person that is not the identified Caltrans contact will not be considered.

BID OPENING: Bid opening will be held via teleconference at 2:00 p.m. on the date specified in this RFQ-ITS Table 1 – Key Action Dates. Bidders may participate via teleconference by calling 1-866-700-7952 and entering the pass code 7089821#. Calls will be accepted beginning at 1:50 p.m. until the conclusion of the bid opening. Bids will be read in Agreement numeric order; questions will not be allowed; and information will not be repeated. Bid opening results will be posted online on the Division of Procurement and Contracts website at https://dot.ca.gov/programs/procurement-and-contracts/bid-results by 12:00 p.m. on the day following the bid opening. The Agreement will be awarded to the lowest responsible bidder meeting the requirements outlined in the RFQ-ITS.

https://dot.ca.gov/programs/procurement-and-contracts/bid-results

TABLE OF CONTENTS

INVITATION

1. GENERAL INFORMATION

2. RESPONSE FORMAT

3. RESPONSE ASSESSMENT AND SELECTION PROCESS

ATTACHMENT 1 – COST SHEET

ATTACHMENT 2 – COVER LETTER

ATTACHMENT 3 – CONTRACTOR POINT OF CONTACT

ATTACHMENT 4 – CONFIDENTIALITY STATEMENT

ATTACHMENT 5 – PAYEE DATA RECORD/PAYEE DATA RECORD SUPPLEMENT

ATTACHMENT 6 – BIDDER DECLARATION FORM (GSPD-05-105)

ATTACHMENT 7 – BID/BIDDER CERTIFICATION SHEET (ADM-1416)

ATTACHMENT 8 – COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION FORM (ADM-

3025)

ATTACHMENT 9 – REQUIRED ATTACHMENTS CHECKLIST

DRAFT OF RESULTING CONTRACT

1. GENERAL INFORMATION

Caltrans intends to make a contract award to the Bidder that Caltrans believes can best meet Caltrans’ needs. The Bidder selected as a result of this acquisition process must address, and be able to perform, all services described in this Request for Quotation for Information Technology Services (RFQ-ITS) and Sample of Resulting Contract, Exhibit A – Statement of Work, Exhibit A – Statement of Work. The term “Agreement” or “Contract” as used herein includes STD. 213 – Standard Agreement (Agreement) and shall be used interchangeably.

A. BACKGROUND AND PURPOSE OF THE RFQ-ITS

Contractor agrees to provide all labor, tools, equipment, materials, travel, and incidentals necessary to provide UFT One and Open Text Training Services to the California Department of Transportation (Caltrans).

B. AGREEMENT TERM

1) This Agreement will commence on June 1, 2026 (estimate), or upon Caltrans approval, whichever date is later, and expire on May 31, 2027 (estimate). The services shall be provided during the working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except State Holidays.

2) The resulting Agreement will not take effect until it is signed by a Caltrans Contract Officer, and the Contractor has received a signed copy of the Agreement. The Contractor is hereby advised not to commence performance until an authorized Agreement has been issued by Caltrans. Should performance commence before the Agreement is issued, such services may be considered voluntary.

3) The Agreement term may change if Caltrans makes an award earlier than expected or if Caltrans cannot execute the Agreement in a timely manner due to unforeseen delays.

C. AGREEMENT AMENDMENT

1) Subject to the terms and conditions of the original Agreement and contingent upon approval of

Caltrans and the Contractor, Caltrans may have the option, prior to the Agreement expiration date, to amend the Agreement. This Agreement allows for an Agreement Amendment for time and/or quantity, for more of the same services.

2) The Agreement amendment may be for up to an additional twelve (12) months and an increase in the agreement value up to $14,200.00 above the value of the awarded Agreement. The resulting contract may only be amended in accordance with provisions of the executed contract.

3) If the Agreement is amended, the Contractor’s rates offered in the “Amendment Pricing” section of Attachment 1 – Cost Sheet, for the additional work will apply. The additional costs will also be included in the final bid; however, there is no commitment as a result of this RFQ-ITS to issue an Agreement for any part of the optional amendments.

4) Any resulting Agreement Amendment will not take effect until it is signed by a Caltrans Contract Officer, and the Contractor has received a signed copy of the executed Agreement.

D. CONTRACT PARAMETERS

1) The dollar amount for this project is estimated to be $49,500.00 and will not exceed this maximum dollar amount.

2) All information technology (IT) agreements entered into with Caltrans will include, by reference, Department of General Services Procurement Division, Information Technology – General https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) that may be viewed and downloaded at https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions- NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf.

3) All work performed under the awarded Contract shall be in accordance with Sample of Resulting Contract, Exhibit A – Statement of Work.

2. RESPONSE FORMAT

This RFQ-ITS contains the requirements that Bidders must meet to submit a responsive bid.

A bid is considered responsive if it indicates compliance without material deviation from the requirements of the RFQ-ITS and the terms and conditions of the proposed contract. This includes the format in which the bid must be submitted, materials to be included, requirements that must be met to be eligible for consideration, and the Bidder’s responsibilities.

Counter proposal language or negotiated language will not be accepted and will be deemed nonresponsive.

A Bidder is deemed responsive if they possess the experience, facilities, reputation, and financial resources and are fully capable of performing the duties outlined in this Agreement. It is the Bidder’s responsibility to provide all necessary information for the State to determine and verify the Bidder’s ability to perform the services defined in the Sample of Resulting Contract, Exhibit A – Statement of Work.

By submitting a response, each Bidder confirms their ongoing compliance as not being prohibited from contracting with public entities from the list of ineligible businesses available at https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of- Ineligible-Businesses. The response of any Bidder identified as an ineligible business will be rejected.

Caltrans may modify any part of the RFQ-ITS, as a result of questions or other reasons, prior to the bid due date, by issuance of one (1) or more addenda. Addenda will be numbered consecutively; all future addenda and correspondences will be released by the Department Contact listed in the Invitation Page of this RFQ- ITS, through the Cal eProcure website (https://caleprocure.com/pages/index.aspx). It is the responsibility of the Bidders to access the website and review any changes or Addenda that may be posted. Please note that verbal information will not be binding.

A. BID SUBMISSION

1) Carefully examine the entire RFQ-ITS and any Addenda thereto, and all related materials and data referenced in this RFQ-ITS or otherwise available to the Bidder. Bidder must become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work.

2) Bids must provide straightforward and concise descriptions of the Bidder's ability to satisfy the requirements of this RFQ-ITS. The bid must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a bid.

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

Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) and Bidder Instructions (DGS PD 451) are incorporated herein and are not negotiable:

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-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://caleprocure.com/pages/index.aspx

(1) Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud Goods & Services, DGS PD 403-ITGP (Non-Cloud) (Revised and Effective 02/20/2025):

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

(2) Bidder Instructions (DGS PD 451):

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

3) Bids which contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this RFQ-ITS, it will be the basis for rejection of the bid.

B. ERRORS IN THE BID

An error in the bid may cause the rejection of the bid; however, Caltrans may correct non-material calculation errors at its sole discretion. If corrected, Bidders will be provided the correction for validation.

C. CALIFORNIA PUBLIC RECORDS ACT

Upon award, all documents submitted in response to this RFQ-ITS will become property of Caltrans and regarded as public records under the California Public Records Act (CPRA), pursuant to Government Code, Section 6250, et seq.

Persons wishing to view any RFQ-ITS related materials must identify the items they wish to obtain copies of and email their request to the DPAC analyst, or follow the guidelines outlined on the Public Records Request:

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

D. FOLLOW-ON CONSULTANT CONTRACT DISCLOSURE

Bidders are advised of the following provisions concerning consulting agreements as defined in Public Contract Code (PCC) section 10365.5:

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

Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products if that consultant would directly and/or materially benefit from state adoption of such recommendations.

2) Bids in response to State procurements for assistance in the preparation of feasibility studies or the development of recommendations for the acquisition of IT goods and/or services must disclose any financial interests (e.g., service agreements, Original Equipment Manufacturer (OEM) agreement, remarketing agreements) that may foreseeably allow the individual or organization submitting the proposal to materially benefit from the State's adoption of a course of action recommended in the feasibility study or of the acquisition recommendations.

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf https://caltrans.mycusthelp.com/WEBAPP/_rs/(S(x2erig3z3uigwq1zmil1pi5tl0))/supporthome.aspx

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

1) The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these technologies.

2) 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.

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

4) 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.

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

F. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e. there is federal participation in any phase). The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response.

Termination shall be at the sole discretion of the State.

G. BIDDER’S RESPONSE REQUIREMENTS

1) Pursuant to Government Code Section 14838.5, Caltrans must receive at least two (2) Price

Quotes from a certified SB/MB or DVBE before it can make an Agreement award. Therefore, at Caltrans’ discretion, if only one (1) price quote is received, the timeframe for receipt of Price Quotes may be extended in order to receive the minimum number of quotes required by the Government Code. All prospective Bidders will be notified via email or telephone of any extensions.

2) Price Quotations must include the performance of all the services described herein. Any attempt to modify the Price Quotation document to deviate from the work specifications will not be considered and will cause a Price Quotation to be rejected.

3) A Price Quote may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject any Price Quote on the basis that it is not responsive or from a responsible Bidder and may waive any immaterial deviation in a quote.

Caltrans' waiver of an immaterial defect shall in no way modify the RFQ-ITS document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

4) Costs for developing Price Quotations and in anticipation of award of the contract are entirely the responsibility of the Bidder and shall not be charged to the State.

5) A Bidder may modify a price quote after its submission by first withdrawing the original Price Quote and then by resubmitting a new price quote prior to the price quote submittal deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

6) A bidder may withdraw a price quote by, prior to price quote submission deadline, submitting a written withdrawal request to Caltrans, signed by the bidder or an agent authorized in accordance with Section 2.7.7. below. A bidder may thereafter submit a new price quote prior to the price quote submittal deadline. Price quotes may not be withdrawn without cause subsequent to price quote submittal deadline.

7) Only an individual who is legally authorized to bind the bidding firm contractually shall sign the attached Bid/Bidder Certification Sheet (Attachment 7). The signature must also indicate the title or position that the individual holds in the firm. An unsigned quote may be cause for bid rejection.

8) Caltrans may modify the RFQ-ITS prior to the date fixed for submission of price quotations by the issuance of an addendum sent to all parties who received an RFQ-ITS package.

9) Caltrans reserves the right to reject all price quotations for reasonable cause.

10) Bidders are cautioned not to rely on Caltrans during its evaluation process to discover and report to the bidder any defects and errors in the submitted documents. Before submitting their documents, bidders should carefully proof them for errors and full adherence to the RFQ-ITS requirements.

11) Where applicable, Bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount will be made due to a lack of careful examination of work sites and specifications.

12) Caltrans does not accept alternate contract language from a bidder. A price quote with such language will be considered a counterproposal and will be rejected. The Department of General Services Procurement Division, Information Technology – General Provisions Non-Cloud-Goods and Services, DGS PD 402-ITGP (Non-Cloud) (Revised and Effective 02/20/2025) are non-negotiable.

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

14) RESPONSE CONTENT

The Bidder’s response must include the items listed below unless not applicable or noted otherwise.

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

Please see completion instructions on the attachments or below:

1) Attachment 1 – Cost Sheet: Provides individual costs, as indicated in the Cost Sheet, and must be provided with the Bidder’s response to this RFQ-ITS. This document must identify subcontractors and detail the staff hours by job category, hourly rate per job category by tasks(s) and deliverable(s), and total cost per task/deliverable.

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

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-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

3) Attachment 3 – Contractor Point of Contact: Identifies the contacts regarding the RFQ-ITS, and if awarded the Agreement, the Project Manager, contact for agreement inquiries, and the individual authorized to sign the Agreement.

4) Attachment 4 – Confidentiality Statement: Requires Bidders to designate a signatory and for all consultants to adhere to Caltrans guidelines.

5) Attachment 5 – Payee Data Record (STD. 204) and Payee Data Record Supplement (STD.

205): Must be completed, signed and submitted with the bid. The STD. 205 is required only if the Bidder has a remittance address that is different than the mailing address.

6) Attachment 6 – Bidder Declaration Form (GSPD-05-105): Identifies all subcontractors offered for participation in the Agreement. This attachment must be submitted even if no subcontractors will be used. The Contractor awarded the Contract is contractually obligated to use the identified subcontractors for the corresponding work, unless Caltrans/State agrees to a substitution, and it is incorporated in writing.

NOTE: If subcontracting were to exceed 49%, the prime Contractor shall provide a written justification explaining the greater portion of the service being subcontracted. Caltrans reserves the right to make the final determination if the higher portion of subcontracting is acceptable.

7) Attachment 7 – Bid/Bidder Certification Sheet: Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. This Bid/Bidder Certification Sheet must be signed and returned along with all “required” attachments as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with the RFQ-ITS instructions.

8) Attachment 8 – Commercially Useful Function (CUF) Certification Form (ADM-3025): All California-certified Small Businesses (SB) and Disabled Veteran Business Enterprise (DVBEs) doing business with the state must perform a Commercially Useful Function (CUF). Performing CUF is a critical requirement for all California-certified firms - SB and DVBE - that do business with the state (Government Code Section 14837 and Military and Veterans Code Section 999).

9) Attachment 9 – Required Attachments Checklist: Identifies all documents that must be submitted with the bid to be considered responsive.

3. RESPONSE ASSESSMENT AND SELECTION PROCESS

All bids received on or before the Bid Submission Due Date and Time as specified in Table 1 – Key Action Dates, will be assessed as outlined below.

A. EVALUATION AND SELECTION

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

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

3) Price Quotes that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, shall be rejected.

4) The Agreement, if awarded, shall be awarded to the responsible Bidder who submits the lowest

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

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

B. MISCELLANEOUS AWARD ISSUES

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

2) If no bids are received containing bids offering price, which in the opinion of Caltrans is a reasonable price, and/or technical expertise that is applicable to the tasks outlined in the Sample of Resulting Contract, Exhibit A – Statement of Work, Caltrans is not required to award an Agreement (Public Contract Code (PCC) Section 10344(d)).

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

4) In the event of a precise tie, lots will be drawn to determine the successful Bidder, or if applicable, the tie will be broken in accordance with Government Code (GC) 13838(f).

C. PRE-AWARD AUDIT

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

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

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

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

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

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

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

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

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

c) The costs proposed must be reasonable.

D. INSURANCE

1) The Offeror, who receives the Agreement award, must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within ten (10) working days from the date of notification of award. The State’s Office of Risk and Insurance Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Sample of Resulting Contract, Exhibit E – Additional Provisions, Section 2, Insurance Requirements, for the applicable and specific Insurance requirements and coverage limits.

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

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

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

E. DISPOSITION OF BIDS

Upon bid opening, all documents submitted in response to this RFQ-ITS will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov.

Code Sections 6250 et seq.) and subject to review by the public. The State cannot prevent the disclosure of public documents. However, the contents of all bids, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until the “Notice of Intent to Award” is posted. We recommend that you register the copyright for any proprietary material submitted.

G. STANDARD CONDITIONS OF SERVICES

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

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

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

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

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

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

I. EXCLUSION FOR CONFLICT OF INTEREST

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

J. UNFAIR PRACTICES ACT AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Bus. and Prof. Code Sections 17000 et seq.) and all applicable State and Federal laws and regulations.

ATTACHMENT 1 – COST SHEET

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

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

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

Item Number Course Description Course Length in Days

Course Price per Student

Estimated Number of Caltrans Students Attending

Total Cost ($) (Price per Student * Estimated Number of Caltrans Students)

1 Private Delivery - Unified Functional Testing One (UFT One) 2024.x Essentials Course Overview Fusion - 45 Course Hours 5 $ 7 $

2 Private Delivery - OpenText™ Core Performance Engineering:

Scalable Testing Fundamentals (With VuGen) - 45 Course Hours 5 $ 7 $

Contractor Total Cost $

Grand Total $

Amendment Pricing

Notice:

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

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

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

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

ATTACHMENT 1 – COST SHEET

Optional Amendment Pricing

Amendments may be for up to an additional one (1) year and an increase in the funds of up to $14,200.00 above of the value of the awarded offer.

Complete both the Cost Sheet and the Amendment Pricing tables. Completion of this attachment is required.

IT Training Course Hourly Rate

Contractor must enter the proposed IT training course from above $

Add rows as necessary $

ATTACHMENT 2 – COVER LETTER

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

By signing below, the Bidder agrees to the following:

1. Our all-inclusive bid is submitted as detailed in Attachment 8 – Required Attachments Checklist.

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

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

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

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

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

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

The cover letter must NOT contain any cost information.

1. Company Name

2. Telephone

2a. Fax Number

3. Address

4. Name (Print) 5. Title

6. Signature 7. Date

ATTACHMENT 3 – CONTRACTOR POINT OF CONTACT

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

The contact person regarding this RFQ-ITS is:

Name: Title:

Address:

Phone: Email:

If awarded an agreement, the Project Manager will be:

Name: Title:

If awarded an agreement, direct all agreement inquiries to:

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

ATTACHMENT 4 – CONFIDENTIALITY STATEMENT

As an authorized representative or corporate officer of the company name below, I have the authority to bind the company contractually, and I agree that all persons employed by this company will adhere to the following policy:

All information belonging to the State of California, Department of Transportation (Caltrans), or its affiliated agencies, is considered sensitive and confidential and cannot be disclosed to any person or entity that is not directly approved to participate in the work required to execute this Agreement.

I warrant that neither Contractor nor its employees will disclose any document, diagram, or information made available to it by Caltrans. I warrant that only those employees who are authorized and required to use such information will have access to it.

I fully understand that any unauthorized disclosure I make may be a basis for civil and/or criminal penalties. I agree to advise the Contract Manager immediately in the event of unauthorized disclosure, inappropriate access, misuse, theft, or loss of data.

I further warrant that all materials provided by Caltrans will be returned promptly after use and all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials a letter attesting to the complete return of materials and documenting the destruction of copies and derivations. Failure to comply may subject Contractor to criminal and civil liability, I authorize Caltrans to inspect and verify the above.

I further warrant that if awarded the Contract, Contractor will not disclose to any third-party information pertaining to the Contract prior to receiving the written consent of Caltrans.

Representative Name and Title:

Phone Number:

Company Name:

Address:

City/State/Zip Code:

Signature*: Date:

*Electronic signatures shall be accepted.

ATTACHMENT 5 – PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (205*) Payee Data Record (STD 204) is required and must be submitted.

https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf *Only use Payee Data Record Supplement (STD 205) to provide a remittance address is different from the mailing address for information returns, or to make subsequent changes to the remittance address.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6 – BIDDER DECLARATION FORM (GSPD-05-105)

All Bidders must complete and sign the Bidder Declaration (GSPD-05-105) and include it with the bid. When completing the declaration, Bidders must identify all subcontractors offered for participation in the Agreement.

Bidders awarded an agreement are contractually obligated to use the subcontractors for the corresponding work identified unless Caltrans agrees to a substitution, and it is incorporated by amendment to the Agreement. https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 7 – BID/BIDDER CERTIFICATION SHEET (ADM-1416)

Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. This Bid/Bidder Certification Sheet must be signed and returned along with all “required” attachments as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with the RFQ-ITS instructions.

https://cefs.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM1416

ATTACHMENT 8 – COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION FORM (ADM-3025)

All California-certified Small Businesses (SB) and Disabled Veteran Business Enterprise (DVBEs) doing business with the state must perform a Commercially Useful Function (CUF). Performing CUF is a critical requirement for all California-certified firms - SB and DVBE - that do business with the state (Government Code Section 14837 and Military and Veterans Code Section 999).

https://cefs.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM3025 https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://cefs.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM1416 https://cefs.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM3025

ATTACHMENT 9 – REQUIRED ATTACHMENTS CHECKLIST

Please complete the checklist below to confirm that all items are contained with the bid. Place a check mark () next to each item being submitted. For the bid to be responsive, all required documents must be submitted in the order listed below. Bids must be submitted via email.

The need to verify that all documentation is submitted with the bid cannot be overemphasized. Failure to submit all required documents referenced on this checklist may cause the bid to be rejected.

() ATTACHMENT DOCUMENT NAME / DESCRIPTION REQUIRED

1 Cost Sheet Yes 2 Cover Letter Yes 3 Contractor Point of Contact Yes 4 Confidentiality Statement Yes 5 Payee Data Record (STD 204) Yes Payee Data Record Supplement (STD 205) 6 Bidder Declaration Form (GSPD-05-105) Yes 7 Bid/Bidder Certification Sheet (ADM-1416) Yes 8 Commercially Useful Function (CUF) Certification Form (ADM-

3025) Yes

9 Required Attachments Checklist Yes

SAMPLE OF RESULTING CONTRACT

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from…