IFB_11625_Non-Emergency_Wheelchair-Accessible_Transportation.pdf

P-695 (04-26) Page 1 of 4 Sourcing Event SFGOV-0000011625 September 4, 2026

City and County of San Francisco Formal Request for Proposals for:

This solicitation is being issued by the Department of Public Health (“DPH”). DPH is seeking qualified Proposers to provide Proposals for Non-Emergency Wheelchair-Accessible

Transportation (NEWAT) for Patients/Residents at DPH’s Zuckerberg San Francisco General (ZSFG) Hospital, Laguna Honda Hospital (LHH), and DPH-operated/contracted Clinics, in accordance with Appendix A, Scope of Services, to City’s Contract Terms (Attachment 1). The Contractor must provide NEWAT starting and/or ending at ZSFG, LHH, or DPH-operated/contracted Clinics.

Sourcing Event ID SFGOV-0000011625│ IFB 23-2026

This Solicitation can be viewed on the City’s Supplier Portal at:

https://sfcitypartner.sfgov.org/pages/index.aspx

Bid Phase Tentative Date

Invitation for Bids Issued September 4, 2026

Pre-Bid Conference Date and Time: September 11, 2026 at 1:00PM PT Location: Microsoft Teams

Deadline for Written Questions September 15, 2026 at 5:00PM PT

Bid Due Date September 24, 2026 at 2:00PM PT

Bid Opening September 28, 2026

Notice of Intent to Award September 28, 2026

Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Solicitation Administrator: Lucinda Huang Pre-Award Unit Supervisor, Department of Public Health 101 Grove St Rm 410, San Francisco, CA 94102 Phone: (628) 271-6174 Email: lucinda.huang@sfdph.org and sfdph.solicitations@sfdph.org https://teams.microsoft.com/meet/285074575252903?p=f0GbROBNM5WJ0EAoEE mailto:lucinda.huang@sfdph.org mailto:sfdph.solicitations@sfdph.org

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MANDATORY MINIMUM

QUALIFICATION DOCUMENTATION

Proposers must submit the necessary documentation with their proposals to demonstrate they meet every Minimum Qualification (MQ) requirement set forth in Section 6 of this solicitation. A proposal that fails to provide the required documentation will not be eligible for further consideration.

ATTACHMENTS

Attachment 1: City’s Contract Terms Attachment 2: Bidder Questionnaire and References Attachment 3: CMD LBE Forms Attachment 4: Bid Sheet Template Attachment 5: HCAO and MCO Declaration Forms Attachment 6: First Source Hiring Form Attachment 7: Omitted (Vendor Attestation of Digital Accessibility Compliance) Attachment 8: Omitted (WCAG Information Factsheet) Attachment 9: Omitted (Sweatfree Contracting Form P-12U-A)

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Table of Contents

1 IFB SUMMARY

1.1 Introduction

1.2 Selection Overview

1.3 Anticipated Contract Term

1.4 Anticipated Contract Not to Exceed Amount

1.5 Indefinite Quantity, As-Needed Contract

1.6 Cooperative Purchasing and Use by Other City Departments

1.7 Contract Terms and Negotiations

2 SOLICITATION SCHEDULE

3 REQUIREMENTS FOR REQUESTED GOODS AND SERVICES

3.1 Goods and/or Services Requested

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

3.3 Reserved (Alternates and Samples)

3.4 Reserved (Freight on Board and Shipping Costs)

3.5 Additional Purchases

4 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

4.1 CMD Compliance Officer

4.2 Application of LBE Bid Discounts

4.3 LBE Subcontracting Participation Requirements

4.4 CMD LBE Forms

4.5 Reserved (LBE Payment and Utilization Tracking)

5 BID EVALUATION CRITERIA

6 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED FROM

APPARENT LOW BIDDER (PASS/FAIL)

7 BID PRICE

7.1 Bid Format

7.2 Bid Evaluation Period

7.3 Price Discrepancies

7.4 Bidding on Separate Items or in Aggregate(s)

7.5 Application of Bid Discounts for Evaluating Lowest Price

8 SUPPORTING DOCUMENTATION REQUIRED TEN CALENDAR DAYS AFTER

ISSUANCE OF THE NOTICE OF INTENT TO AWARD

9 FAILURE TO PROVIDE INSURANCE AND/OR BONDS

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10 CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS

10.1 Nondiscrimination Requirements (“Equal Benefits”)

10.2 Payment of Prevailing Wages

10.3 Health Care Accountability Ordinance (HCAO)

10.4 Minimum Compensation Ordinance (MCO)

10.5 First Source Hiring Program

10.6 Reserved (Sweatfree Procurement)

10.7 Non-Profit Entities

10.8 Other Social Policy Provisions

11 TERMS AND CONDITIONS FOR RECEIPT OF BIDS

11.1 How to Register to propose and be awarded a City Contract

11.2 Bid Questions and Submissions

11.3 Bid Addenda

11.4 Public Disclosure

11.5 Limitation on Communications During Solicitation

11.6 Bid Selection Shall Not Imply Acceptance

11.7 Cybersecurity Risk Assessment

11.8 Solicitation Errors and Omissions

11.9 Objections to Solicitation Terms

11.10 Protest Procedures

11.11 Bid Term

11.12 Revision to Bid

11.13 Bid Errors and Omissions

11.14 Financial Responsibility

11.15 Bidder’s Obligations under the Campaign Reform Ordinance

11.16 Reservations of Rights by the City

11.17 No Waiver

11.18 Other

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1 IFB Summary

1.1 Introduction

This Invitation for Bids (hereinafter “IFB” or “Solicitation”) is being issued by the San Francisco Department of Public Health (hereinafter, “DPH” or “City”). DPH, is seeking qualified suppliers (“Bidders”) to provide offers (“Bid”) for Non-Emergency Wheelchair-Accessible Transportation (NEWAT) for Patients/Residents at DPH’s Zuckerberg San Francisco General (ZSFG) Hospital, Laguna Honda Hospital (LHH), and DPH-operated/contracted Clinics, in accordance with Appendix A, Scope of Services, to City’s Contract Terms (Attachment 1). The Contractor must provide NEWAT starting and/or ending at ZSFG, LHH, or DPH-operated/contracted Clinics.

DPH shall order goods and/or services covered by the awarded contract(s) through the issuance of individual Purchase Orders and/or Task Orders which shall be released against the awarded contract(s) during the contract term.

1.2 Selection Overview

The City shall award a contract to the three Bidders that meets the Minimum Qualifications of this Solicitation whose Bids are deemed to be the Lowest Responsive Bids. Responsive Bids will be evaluated based on the criteria outlined herein. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Bid compliance with Local Business Enterprise (LBE) requirements and assign a Bid Discount to eligible Bids.

1.3 Anticipated Contract Term

A contract awarded pursuant to this Solicitation shall be non-exclusive with an original term of five years. The City at its sole, absolute discretion, shall have the option to extend the term for five one-year options for a total of 10 years. The City reserves the right, at its sole discretion, to modify the anticipated term, including the initial term and any option periods, if it determines such modification serves the City's best interest.

1.4 Anticipated Contract Not to Exceed Amount

The not to exceed (“NTE”) amount for a contract awarded pursuant to this Solicitation cannot be anticipated at the time of this Solicitation but shall be based on the selected Bid. This amount is based on City’s estimated spend over the advertised contract term. Should City’s actual spend exceed its estimated spend, City may in its sole discretion increase the contract NTE accordingly.

1.5 Indefinite Quantity, As-Needed Contract

A contract awarded pursuant to this Solicitation will result in a term, indefinite quantities, as-needed contract. There is no guarantee of a minimum amount of goods or services for any of the Bidders selected for contract negotiations or for the awarded Bidder(s). Unless otherwise specified herein, deliveries and services will be required in quantities and at times as ordered during the period of the contract. Estimated quantities, if any, stated in this Solicitation are approximations only. City, in its sole discretion, may purchase any greater or lesser quantity. City

P-695 (04-26) Page 2 of 17 Sourcing Event SFGOV-0000011625 may also make purchases of items awarded pursuant to this Solicitation from other suppliers when City determines, in its sole discretion, that it is in the best interest of the City to do so.

1.6 Cooperative Purchasing and Use by Other City Departments

Any other City department, public entity or non-profit made up of multiple public entities, may use the results of this Solicitation to obtain some or all of the commodities or services to be provided by Bidder under the same terms and conditions of any contract awarded pursuant to this Solicitation.

1.7 Contract Terms and Negotiations

The successful Bidder will be required to enter into the contract attached hereto as Attachment 1, City’s Contract Terms. City’s Contract Terms are not subject to negotiation. Failure to timely execute City’s Contract Terms, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required by City’s Contract Terms, shall be deemed an abandonment of the Bid and City, in its sole discretion, may select another Bidder and proceed against the original selectee for damages.

2 Solicitation Schedule The anticipated schedule for this Solicitation is set forth below. These dates are tentative and subject to change. It is the responsibility of the Bidder to check for any Addenda to this Solicitation or other published pertinent information.

Bid Phase Tentative Date

Invitation for Bids Issued September 4, 2026

Pre-Bid Conference Date and Time: September 11, 2026 at 1:00PM PT Location: Microsoft Teams

Deadline for Written Questions September 15, 2026 at 5:00PM PT

Bid Due Date September 24, 2026 at 2:00PM PT

Notice of Intent to Award September 28, 2026

Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Pre-Bid Conference Details

The Pre-Bid Conference will begin at the time specified. Bidders’ representatives are urged to arrive on time. Topics already covered will not be repeated for the benefit of late arrivals.

Failure to attend the Pre-Bid Conference shall not excuse the awarded Bidder from any obligations of a contract awarded pursuant to this Solicitation. Any change or addition to the requirements contained in this Solicitation as a result of the Pre-Bid Conference will be executed by a written Addendum to this Solicitation. It is the responsibility of the Bidder to check for any Addendum to this Solicitation or other published pertinent information.

https://teams.microsoft.com/meet/285074575252903?p=f0GbROBNM5WJ0EAoEE

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3 Requirements for Requested Goods and Services

3.1 Goods and/or Services Requested

This Solicitation is being issued by DPH. DPH is seeking qualified Bidders to provide Bids for Non- Emergency Wheelchair-Accessible Transportation (NEWAT) for Patients/Residents at DPH’s Zuckerberg San Francisco General (ZSFG) Hospital, Laguna Honda Hospital (LHH), and DPH-operated/contracted Clinics, in accordance with Appendix A, Scope of Services, to City’s Contract Terms (Attachment 1). The Contractor must provide NEWAT starting and/or ending at ZSFG, LHH, or DPH-operated/contracted Clinics, in accordance with Appendix A, Scope of Services, to City’s Contract Terms (Attachment 1).

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

Prior to submitting a Bid in response to this Solicitation, Bidders must ensure they have fully read and understood the “Regulatory and Compliance Requirements” set forth below and in Attachment 1, City’s Contract Terms.

3.2.1 Reserved (Web Content Accessibility Guidelines (WCAG) 2.1 Level AA)

3.2.2 Reserved (Green Purchasing Requirements)

3.3 Reserved (Alternates and Samples)

3.4 Reserved (Freight on Board and Shipping Costs)

3.5 Additional Purchases

In accordance with Chapter 21 of the San Francisco Administrative Code and the Purchaser’s regulations, the City in its sole discretion may purchase additional services under the contract awarded to the selected Bidder pursuant to this solicitation. Such additional items include, but are not limited to, (1) items to replace the specified items on the Bid Sheet (“Bid Sheet Items”) that have been discontinued, modified, or upgraded, (2) items that are reasonably related to the Bid Sheet items, or (3) more quantity of Bid Sheet Items where contracted quantities are fixed.

4 Local Business Enterprise (LBE) Program Requirements

4.1 CMD Compliance Officer

The CMD Compliance Officer (CCO) for this Solicitation and any Contract awarded pursuant to this Solicitation is:

Seth Benkle Contract Monitoring Division

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Tel: 620.821.7796 Email: Seth.Benkle@sfgov.org Website: www.sfgov.org/cmd.

4.2 Application of LBE Bid Discounts

San Francisco Micro, Small, and SBA LBE bidders certified by the Contract Monitoring Division are eligible for a bid discount. LBE Bid Discounts are applied at each phase of the Solicitation evaluation and selection process, in accordance with the values shown below.

For the purposes of Chapter 14B requirements only, and not the final contract amount in any executed contract, the “Estimated Contract Value” for each contract awarded under this Solicitation is greater than $400,000 but less than or equal to $10,000,000.

4.2.1 Reserved (Commodities)

4.2.2 General and Professional Services

Estimated Contract Value, per Agreement

Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus

Greater than $20,000 but less than or equal to $400,000.

10% 0%

Greater than $400,000 but less than or equal to $10,000,000.

10% 5% So long as it does not adversely affect a Small or Micro-LBE Bidder’s participation or, for Professional Services, an JV Bidder’s participation.

Greater than $10,000,000 but less than or equal to $20,000,000.

2% 2%

4.2.3 Reserved.

4.3 LBE Subcontracting Participation Requirements

There shall be no LBE Subcontracting Requirement for any Contract awarded pursuant to this Solicitation because the LBE Subcontracting Requirements were waived by the Contract Monitoring Division per 14BPREBID0002919.

4.4 CMD LBE Forms

Although LBE Subcontracting Participation Requirements do not apply to contracts awarded under this Solicitation, any Proposer that is a certified LBE must still complete and submit Attachment E (CMD LBE Form 2A).

http://www.sfgov.org/cmd

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Failure to complete, sign and submit each of the required CMD LBE Forms with Bidder’s Bids may result in the response package being deemed non-responsive and rejected.

4.5 Reserved (LBE Payment and Utilization Tracking)

5 Bid Evaluation Criteria

Evaluation Phase Evaluation Criteria

Minimum Qualifications Documentation Pass/Fail

Bid Sheet Lowest Price

6 Minimum Qualifications and Documentation Required from Apparent Low Bidder (PASS/FAIL)

Bidders must meet each Minimum Qualification (MQ) listed below. As outlined in the table below, certain documents must be provided with your Bid, while others are due if Bidder is deemed the Apparent Lowest Bidder by DPH. Such documentation should be clearly marked as “MQ1”, MQ2”, etc.… to indicate which MQ it supports. A bid that fails to provide the following documentation at the time requested, will not be eligible for further consideration. This screening is a pass or fail determination and a Bid that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Bidders prior to rejecting a Bid for failure to meet the Minimum Qualifications.

MQ # Description When Due to DPH

MQ

#1

Completed Attachment 2, City' Questionnaire and References.

Bid Due Date

MQ

#2

Completed Attachment 3, CMD LBE Forms Bid Due Date

MQ

#3

Completed Attachment 4, Bid Sheet Bid Due Date

MQ

#4

Copies of 1 past invoice, purchase order or contract issued in the last 5 years evidencing Bidder’s experience in the sale of services requested by this Solicitation.

When deemed the Apparent Lowest Bidder by DPH

MQ

#5

Written specifications for the vehicles, meeting the Vehicle Requirements in the Attachment 1 Appendix A – Scope of Services, for all vehicles that will be used to provide the transportation services through this Solicitation.

When deemed the Apparent Lowest Bidder by DPH

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MQ

#6

Written attestation that all drivers assigned to DPH possess a valid California Commercial Driver’s License with a passenger vehicle endorsement with a Class A or B status.

When deemed the Apparent Lowest Bidder by DPH

MQ

#7

Written attestation that all drivers assigned to DPH possess a minimum of 3 years of experience driving wheelchair vehicles.

When deemed the Apparent Lowest Bidder by DPH

MQ

#8

Written attestation that all drivers assigned to DPH completed the Medical Examination Report Form (MCSA 5875), Medical Examiner’s Certificate (MCSA 5876), and first aid certification.

When deemed the Apparent Lowest Bidder by DPH

MQ

#9

Written attestation that Contractor is willing to enroll as a Non-Emergency Medical Transportation Provider with the California Department of Health Care Services (DHCS) for Medi-Cal billing purposes during the life of the contract.

When deemed the Apparent Lowest Bidder by DPH

7 Bid Price

7.1 Bid Format

The Bid Sheet associated with this Solicitation is attached hereto as Attachment 4. Include a completed Bid Sheet with your Bid, following all instructions set forth therein.

7.2 Bid Evaluation Period

The City will attempt to evaluate Bids within one-hundred eighty (180) days after receipt of Bids.

If City requires additional evaluation time, all Bidders will be notified in writing of the new expected award date.

7.3 Price Discrepancies

Where applicable, if there is a discrepancy between the Bid Sheet and pricing entered by Bidder into the Supplier Portal, the Bid Sheet pricing will prevail. In the event of a discrepancy between the unit price and the extended price, the unit price will prevail.

7.4 Bidding on Separate Items or in Aggregate(s)

Single Aggregate: This Solicitation will result in the evaluation and award of one Aggregate consisting of one or more lines on the Bid Sheet Template. The Bid price for the Aggregate shall equal the total cost of all line items within that Aggregate and shall be evaluated against other Bids, after being reduced by any applicable LBE discounts, Local Tax discounts and/or Prompt Payment discounts. Bid prices shall be exclusive of sales tax.

Bidder must provide the City with pricing that is equal to or better than the best pricing offered to any other customer.

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7.5 Application of Bid Discounts for Evaluating Lowest Price

7.5.1 Application of LBE Bid Discount to Bid Price

Where price is a factor in City’s evaluation process, Bidder’s price shall be reduced by an amount equal to the applicable LBE Bid Discounts. The discount shall be applied solely for the purpose of determining the lowest responsive Bids and shall be in addition to any other discounts, preferences, or adjustments required by City law.

7.5.2 Application of Prompt Payment Discounts to Bid Price

Prompt Payment discount (discount for prompt payment) will not be taken into consideration in determining the Lowest Responsive Bid.

7.5.3 Reserved (Application of Anticipated Local Tax Revenue Discount to Bid Price)

7.5.4 Sample Price Discount Calculation

Evaluations are performed on a pre-tax basis except in rare instances, where tax may be a factor (i.e. One vendor bundles the commodities and services in such a way that the entire amount must be taxed, while another vendor clearly separates commodities and services). Below is an example of how bid discounts and/or rating bonuses are applied to a Bids for commodities and services.

ABC Firm Bid Attributes

• Is a Certified Micro LBE

• Has an SF Presence as defined by Admin Code 21.32

• Is offering 4%/30 Net31 Prompt Payment Discount

Offered Bid Price (Pre-Tax)

14B LBE

Bid

Discount (10%)

Prompt Payment

Terms Discount

(2% Max)

21.32 Local Tax

Revenue Discount (1.25%)

Evaluated Price when determining Lowest

Responsive Bid

Commodities $2,000 ($200) ($40) ($25) $1,735

Services $1,000 ($100) ($20) N/A to Services $880

Total $3,000 ($300) ($60) ($25) $2,615

8 Supporting Documentation Required Ten Calendar Days after Issuance of the Notice of Intent to Award

Bidders must provide each Required Supporting Documentation (“RSD”) identified below no later than 10 calendar days after issuance of the Notice of Intent to Award. Failure to do so may result in the Bid being deemed Non-Responsive.

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RSD #

Evidence that Bidder is compliant or likely to become compliant within 10 calendar days of the Proposal Due Date with San Francisco Labor and Employment Code Articles 131 and 132.

RSD #

Completed Bid Attachments:

☐ Attachment 5: HCAO and MCO Declaration Forms ☐ Attachment 6: First Source Hiring Form ☐ Omitted (Attachment 9: Sweatfree Contracting Form(s) P-12U-A)

RSD # Insurance in accordance with Article 5 of Attachment 1, City’s Contract Terms.

RSD #

Non-Profit Entities: If Bidder is a non-profit organization and receives a cumulative total per year of at least $250,000 in City funds or City-administered funds:

(1) a statement describing Bidder’s efforts to comply with the Chapter 12L provisions regarding public access to Bidder’s meetings and records, and

(2) a summary and disposition of all complaints concerning the Bidder’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. If no such complaints were filed, the Bidder shall include a statement to that effect.

Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in Bidder’s Chapter 12L submissions shall be grounds for rejection of the Bid and/or termination of any subsequent agreement reached on the basis of the Bid.

9 Failure to Provide Insurance and/or Bonds Unless otherwise stated, within ten calendar days of the receipt of a notice of award of a Contract, the Bidder to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City. If the Bidder fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, City may, at its option, determine that the Bidder has abandoned its Bid. The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents.

10 City’s Social and Economic Policy Requirements The San Francisco Municipal Code establishes a number of requirements for people seeking to do business with the City (“Social and Economic Policy Requirements”). These Social and Economic Policy Requirements can be found in Attachment 1, City’s Contract Terms, which Bidders are encouraged to carefully review. The Social and Economic Policy Requirements set forth below are not intended to be a complete list of all Social Policy Requirements applicable to this Solicitation and any contracts awarded from it.

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10.1 Nondiscrimination Requirements (“Equal Benefits”)

Proposers awarded any contract exceeding $230,000 (the City’s “Minimum Competitive Amount”), may not, during the term of the Contract discriminate in the provision benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of such employees, where the domestic partnership has been registered with a governmental entity pursuant to state or local law authorizing such registration. This Equal Benefits requirement applies in any of the contractor’s operations in San Francisco, on real property owned by San Francisco, or where work is being performed for the City elsewhere in the United States, subject to the conditions set forth in San Francisco Labor and Employment Code Articles 131 and 132. Contractors must submit a declaration confirming that the business complies with the Equal Benefits law. The declaration is available via SF City Partner Supplier Portal. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Ordinance to a contract awarded pursuant to this Solicitation. For more information, visit the Contract Monitoring Division (CMD) website.

10.2 Payment of Prevailing Wages

Services to be performed by an awarded Contractor under this Solicitation will involve the performance of work covered by San Francisco Labor and Employment Code Article 102.7 Motor Bus Service Contracts (collectively, “Covered Services”), which is incorporated into this Agreement as if fully set forth herein and will apply to any Covered Services performed by Contractor and its subcontractors. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Ordinance to a contract awarded pursuant to this Solicitation

10.3 Health Care Accountability Ordinance (HCAO)

A Proposer selected pursuant to this Solicitation shall comply with Labor and Employment Code Article 121 For each Covered Employee, the awarded Contractor shall provide the appropriate health benefit set forth in Article 121.3. If the awarded Contractor chooses to offer the health plan option, such health plan shall meet the minimum standards set forth by the San Francisco Health Commission. Information about and the text of Article 121, as well as the Health Commission’s minimum standards, is available on the web at http://sfgov.org/olse/hcao. An awarded Contractor is subject to the enforcement and penalty provisions in Article 121. Any Subcontract entered into by the awarded Contractor shall require any Subcontractor with 20 or more employees to comply with the requirements of the HCAO and shall contain contractual obligations substantially the same as those set forth in this Section. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

10.4 Minimum Compensation Ordinance (MCO)

Labor and Employment Code Article 111. For each Covered Employee, the awarded Contractor shall pay no less than the minimum compensation required by San Francisco Labor and Employment Code Article 111, including a minimum hourly gross compensation, compensated time off, and uncompensated time off. An awarded Contractor is subject to the enforcement https://www.sf.gov/equal-benefits-program http://sfgov.org/olse/hcao

P-695 (04-26) Page 10 of 17 Sourcing Event SFGOV-0000011625 and penalty provisions in Article 111. Information about and the text of Article 111 is available on the web at http://sfgov.org/olse/mco. An awarded Contractor is required to comply with all of the applicable provisions of Article 111, irrespective of the listing of obligations in this Section. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

10.5 First Source Hiring Program

A Bidder selected pursuant to this Solicitation shall comply with all applicable provisions of the First Source Hiring Program, Chapter 83 of the San Francisco Administrative Code. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

10.6 Reserved (Sweatfree Procurement)

10.7 Non-Profit Entities

To receive a contract under this Solicitation, any nonprofit Bidder must be in good standing with the California Attorney General’s Registry of Charitable Trusts by the time of contract execution and must remain in good standing during the term of the agreement. Upon request, Bidder must provide documentation to the City demonstrating its good standing with applicable legal requirements. If Bidder will use any nonprofit subcontractors to perform the agreement, Bidder will be responsible for ensuring they are also in compliance with all requirements of the Attorney General’s Registry of Charitable Trusts at the time of Contract execution and for the duration of the agreement.

10.8 Other Social Policy Provisions

Attachment 1, City’s Contract Terms, identifies the City’s applicable social policy provisions related to a contract awarded pursuant to this Solicitation. Bidders are encouraged to carefully review these terms and ensure they are able to comply with them.

11 Terms and Conditions for Receipt of Bids

11.1 How to Register to propose and be awarded a City Contract To submit a proposal for a City contract, all vendors must be registered as a City BIDDER or a SUPPLIER. To be awarded a contract, Proposers must convert their BIDDER ID to a SUPPLIER ID, which requires additional steps to demonstrate compliance with certain San Francisco supplier requirements.

11.1.1 Registering as a BIDDER to propose on a City contract

Proposers that are not currently a City SUPPLIER must obtain a BIDDER ID by completing the following form on the SF City Partner Portal:

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx http://sfgov.org/olse/mco https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx

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11.1.2 Converting a BIDDER ID to SUPPLIER ID to be awarded a City contract

To convert a BIDDER ID to a SUPPLIER ID, awarded Proposers are required to register with the City Tax Collector’s Office. Additionally, businesses awarded contracts exceeding $230,000 (the “Minimum Competitive Amount”) must comply with the City’s Equal Benefits requirements pursuant to Labor and Employment Code Article 131 and must submit the online Equal Benefits Declaration through the SF City Partner Portal.

For detailed instructions on registering for City Business Tax, submitting an Equal Benefits Declaration, and for converting your BIDDER ID to a SUPPLIER ID visit Contracting with the City and County of San Francisco.

• City Business Tax Registration Inquiries: For questions regarding business tax registration procedures and requirements, visit Register a Business | Treasurer & Tax Collector, contact the Tax Collector’s Office at (415) 554-4400 or, if calling from within the City and County of San Francisco, 311.

• Equal Benefits Program Inquiries: For questions concerning the San Francisco Labor and Employment Code Articles 131 and 132, go to: www.sfgov.org/cmd.

11.2 Bid Questions and Submissions

11.2.1 Bidder Questions and Requests for Clarification

Bidders shall address any questions regarding this Solicitation to the Solicitation Administrator whose name and contact information appears on the cover page of this Solicitation. Bidders who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted by email to the Solicitation Administrator whose name and contact information appears on the cover page of this Solicitation no later than Written Questions Due Date. A written Addendum will be executed addressing each question and answer and posted publicly.

It is the responsibility of the Bidder to check for any Addenda and other updates that will be posted on the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx.

11.2.2 Bid Format

Bids must be submitted using the attached submission forms and typed in a legible font. The document must have page margins of at least .5” on all sides. Information must be provided at a level of detail that enables effective evaluation and comparison between Bids. Failure to follow formatting, submission, or content requirements, as well as page limit restrictions (if any), may negatively impact the evaluation of your Bid.

11.2.3 Time and Place for Submission of Bids

Prior to the Bid submission deadline, Bidders must upload their complete Bids into the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/index.aspx. Late submissions will not be considered. Each original Bid received will be screened to ensure that all content required by this Solicitation is included. Partial or complete omission of any required content may disqualify https://sfcitypartner.sfgov.org/pages/BS3/login.aspx https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://sftreasurer.org/business/register-business https://sftreasurer.org/business/register-business http://www.sfgov.org/cmd https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

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Bids from further consideration. Late Bid submissions will not be considered and failure to adhere to the above requirements may result in the complete rejection of your Bid.

Bidders are encouraged to upload their Bids to the SF Supplier Portal as early as possible to address any technical issues that may arise during the submission process. In the event a Bidder is unable to upload its complete Bid into the SF Supplier Portal, Bidder must email its Bid to the Solicitation Administrator whose name and contact information appears on the cover page of this Solicitation prior to the Bid submission deadline and request confirmation of receipt. Bidder must include in its email: (a) documentation (e.g. screenshots) verifying its inability to upload its Bid into the SF Supplier Portal and (b) a detailed justification explaining why it was not able to have the issue addressed prior to the submission deadline.

In such cases, Bids may be delivered in person as a backup. The deadline for in-person delivery is the same as the deadline for submission via the San Francisco City Partner website. The City is not responsible for Bids lost or not delivered by your courier of choice. Courier or package tracking is recommended if you use in-person delivery. If delivering by mail or courier, please email a tracking # (if available) or notice of mailing to the Solicitation Officer listed in this IFB.

11.3 Bid Addenda

The City may modify this Solicitation, prior to the Bid Due Date, by issuing an Addendum to the Solicitation, which will be posted on the San Francisco Supplier Portal. Every Addendum will create a new version of the Sourcing Event and Bidders must monitor the event for new versions. The Bidder shall be responsible for ensuring that its Bid reflects any and all Addenda issued by the City prior to the Bid Due Date regardless of when the Bid is submitted.

Therefore, the City recommends that the Bidder consult the website frequently, including shortly before the Bid Due Date, to determine if the Bidder has downloaded all Solicitation Addenda. It is the responsibility of the Bidder to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE

ACCEPTANCE BY BIDDERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND CITY’s CONTRACT TERMS.

11.4 Public Disclosure

All documents under this solicitation process are subject to public disclosure per the California Public Records Act (California Government Code § 7920.000 et seq.) and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Contracts, Bids, responses, and all other records of communications between the City and Bidders shall be open to inspection immediately after a contract has been awarded. Nothing in this Administrative Code provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefit until and unless that person or organization is awarded the contract or benefit.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Bidder(s) of the Request and to provide the Bidder with an opportunity to object to disclosure of the material requested by the due date for disclosure (“Response Date”). If the Bidder asserts that some or all of the material requested contains or

P-695 (04-26) Page 13 of 17 Sourcing Event SFGOV-0000011625 reveals valuable trade secret or other information belonging to the Bidder that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Bidder seeks judicial relief on or before the Response Date. Should Bidder fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

11.5 Limitation on Communications During Solicitation

From the date this Solicitation is issued until the date the competitive process of this Solicitation is completed (either by cancelation or final Award), Bidders and their subcontractors, vendors, representatives and/or other parties under Bidder’s control, shall communicate solely with the Solicitation Administrator whose name appears in this Solicitation. Any attempt to communicate with any party other than the Solicitation Administrator whose name appears in this Solicitation

– including any City official, representative or employee – is strictly prohibited. Failure to comply with this communications protocol may, at the sole discretion of City, result in the disqualification of the Bidder or potential Bidder from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

11.6 Bid Selection Shall Not Imply Acceptance

The acceptance and/or selection of any Bid(s) shall not imply acceptance by the City of all terms of the Bid(s), which may be subject to further approvals before the City may be legally bound thereby.

11.7 Cybersecurity Risk Assessment

The following Third-Party Audit Reports can be used to satisfy CCSF’s Cybersecurity Risk Assessment requirement:

• SOC 2 Type 2

• ISO/IEC 27001

• CSA STAR Level 2

• FedRAMP

• StateRAMP

• HITRUSTCSF – products or services that primarily relate to the Healthcare industry

ONLY.

• PCI DSS Level 1 – products or services that primarily relate to the Payment Processing industry ONLY.

• NIST 800-53

In addition to the Third-Party Audit Reports mentioned above, City and County of San Francisco’s CRA requirement can also be satisfied by providing a completed CAIQ Lite Questionnaire or completing the City’s CRA Questionnaire in the City’s LogicGate portal.

The above reports may be requested at such time City has selected or is considering a potential Bidder. The reports will be evaluated by the soliciting Department and the City’s Department of

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Technology to identify existing or potential cyber risks to City. Should such risks be identified, City may afford a potential Bidder an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to: on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews.

11.8 Solicitation Errors and Omissions

Bidders are responsible for reviewing all portions of this Solicitation. Bidders are to promptly notify the City, in writing and to the Solicitation contact person if the Bidder discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than the deadline for questions. Modifications and clarifications will be made by Addenda as provided below.

11.9 Objections to Solicitation Terms

Should a Bidder object on any ground to any provision or legal requirement set forth in this Solicitation, the Bidder must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Bidder to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

11.10 Protest Procedures

11.10.1 Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Bidder may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Bidder, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

11.10.2 Protest of Non-Responsible Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsibility, a Bidder may submit a written Notice of Protest of Non-Responsibility. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Bidder, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

11.10.3 Protest of Contract Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award, a Bidder may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a

P-695 (04-26) Page 15 of 17 Sourcing Event SFGOV-0000011625 written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Bidder, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

11.10.4 Delivery of Protests

A Notice of Protest must be written. Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest must be delivered by mail or email to the Solicitation Administrator whose name and contact information appears on the cover page to this Solicitation and received by the due dates stated above. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

11.11 Bid Term

Submission of a Bid signifies that the offered products, services and prices are valid for 180 calendar days from the Bid Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Bidder’s election, the Bid may remain valid beyond the 180-day period in the circumstance of extended negotiations.

11.12 Revision to Bid

A Bidder may revise a Bid on the Bidder’s own initiative at any time before the deadline for submission of Bids. The Bidder must submit the revised Bid in the same manner as the original.

A revised Bid must be received on or before, but no later than the Bid Due Date and time. In no case will a statement of intent to submit a revised Bid, or commencement of a revision process, extend the Bid Due Date for any Bidder. At any time during the Bid evaluation process, the City may require a Bidder to provide oral or written clarification of its Bid. The City reserves the right to make an award without further clarifications of Bids received.

11.13 Bid Errors and Omissions

Failure by the City to object to an error, omission, or deviation in the Bid will in no way modify the Solicitation or excuse the Bidder from full compliance with the specifications of this Solicitation or any contract awarded pursuant to this Solicitation.

11.14 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Bidder in responding to this Solicitation. Bidders acknowledge and agree that their submissions in response to this Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

11.15 Bidder’s Obligations under the Campaign Reform Ordinance

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If a contract awarded pursuant to this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Bidders are hereby advised:

(A) Submission of a Bid in response to this Solicitation may subject the Bidders to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Bidders, and their affiliates from making political contributions to certain City elective officers and candidates; and

(B) Before submitting a Bid in response to this Solicitation, Bidders are required to notify their affiliates and subcontractors listed in the awarded contract or Bid of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Bid. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Bid for a contract until either: (1) negotiations are terminated and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

A violation of Section 1.126 may result in criminal, civil, or administrative penalties. For further information, Bidders should contact the San Francisco Ethics Commission at (415) 252-3100 or go to https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders.

11.16 Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

(A) Waive or correct any defect or informality in any response, Bid, or Bid procedure;

(B) Reject any or all Bids;

(C) Reissue the Solicitation;

(D) Prior to submission deadline for Bids, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this Solicitation, or the requirements for contents or format of the Bids;

(E) Procure any materials, equipment or services specified in this Solicitation by any other means; or

(F) Determine that the subject goods or services are no longer necessary.

11.17 No Waiver

tel:(415)%20252-3100 https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders

P-695 (04-26) Page 17 of 17 Sourcing Event SFGOV-0000011625

No waiver by the City of any provision of this Solicitation shall be implied from the City’s failure to recognize or take action on account of a Bidder’s failure to comply with this Solicitation.

11.18 Other

1) The City may make such investigation, as it deems necessary, prior to the award of this contract to determine the conditions under which the goods are to be delivered or the work is to be performed. Factors considered by the City shall include, but not be limited to:

a. Any condition set forth in this Solicitation;

b. Adequacy of Proposer’s facilities and/or equipment, location and personnel to supply the goods to be delivered or properly perform all services required under the anticipated contract; and

c. Delivery time(s).

2) City reserves the right to inspect an awarded Bidder’s place of business prior to award of and/or at any time during the contract term (or any extension thereof) to aid City in determining an awarded Bidder’s capabilities and qualifications.

3) Failure to timely execute a contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another Bidder and may proceed against the original selectee for damages.

4) City reserves the right to reject any Bid on which the information submitted by Bidder fails to satisfy City and/or if Bidder is unable to supply the information and documentation required by this Solicitation within the period of time requested.

5) Any false statements made by a Bidder or any related communication/clarification may result in the disqualification of its Bid from receiving further evaluation and a contract award.

[Contractor Name] 1 of 30 [Date] P-615g (01-26) [PeopleSoft Contract ID]

Sourcing Event SFGOV-0000011625 Attachment 1

City’s Contract Terms

Office of Contract Administration Purchasing Division City Hall, Room 430

1 Dr. Carlton B. Goodlett Place San Francisco, California 94102-4685

Agreement…