CDT OSTP Request For Proposal

Request For Proposal (RFP)

2025-002

PART 1 – BIDDER INSTRUCTIONS

FOR

LIMS 2.0

RFP Release Date 01/16/2026

Issued by:

STATE OF CALIFORNIA

Department of Cannabis Control

Part 1 of the solicitation contains the Bidder and bidding instructions, proposal form, instructions, solution requirements and instructions, and all other instructional/compliance information that the Bidder must meet to be considered responsive to the solicitation.

Part 2 of the solicitation contains all forms a Bidder must complete and return with its proposal, including the Statement of Work (SOW), administrative forms, qualification forms, requirement responses, and all exhibits/attachments discussed in Part 1.

Disclaimer: The original version and any subsequent solicitation addenda released by the Procurement Officer of this solicitation remain the official version. In the event of any inconsistency between the Bidder’s versions, articles, attachments, specifications, or provisions, the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE OF RFP

1.2. BACKGROUND

1.3. TERM OF CONTRACT

1.4. CURRENT AND PROPOSED ENVIRONMENTS

1.4.1. CURRENT ENVIRONMENT

1.4.2. PROPOSED ENVIRONMENT

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICERS

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.2.3. INTENT TO BID

2.2.4. REQUEST INVITATION TO STATE'S FILE-SHARING SITE

2.2.5. CLOUD COMPUTING SERVICES

2.3. KEY ACTION DATES

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. BONDS

2.4.7. ADDENDA

2.4.8. COST FOR DEVELOPING PROPOSAL

2.4.9. SIGNATURE OF PROPOSAL

2.4.10. IRREVOCABLE OFFER

2.4.11. FALSE OR MISLEADING STATEMENTS

2.5. BIDDING STEPS

2.5.1. BAFO

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.3. DISPOSITION OF PROPOSALS

2.6. ALTERNATIVE PROTEST PROCESS

3. PROPOSAL REQUIREMENTS

3.1. PREQUALIFICATION REQUIREMENTS

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS

(EVAQ)(M)

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS

3.2. ADMINISTRATIVE REQUIREMENTS

3.2.1. COVER LETTER (M)

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.2.3. CONFIDENTIALITY STATEMENT (M)

3.2.4. ABILITY TO PERFORM

3.2.5. PRIMARY BIDDER

3.2.6. SUBCONTRACTORS

3.2.6.1. BIDDER DECLARATION FORM (M)

3.2.7. AMENDMENT

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION

3.2.8.1. FINANCIAL STABILITY

3.2.8.2. RESPONSIBILITY CERTIFICATION (M)

3.2.9. INCORPORATION OF EVAQ REQUIREMENTS

3.2.10. GENERAL PROVISIONS

3.2.10.1. CLOUD COMPUTING SERVICES SPECIAL PROVISIONS ... 28

3.2.11. WORKERS' COMPENSATION/EMPLOYER'S LIABILITY (M)

3.2.12. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.2.13. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE NOTIFICATION

3.2.14. STATEMENT OF WORK

3.2.14.1. INSURANCE COVERAGE

3.2.15. PRODUCTIVE USE REQUIREMENTS

3.2.15.1. CUSTOMER IN-USE

3.2.15.2. CUSTOMER REFERENCES FOR PRODUCTIVE USE

REQUIREMENTS (M)

3.2.16. SOCIOECONOMIC PROGRAMS

3.2.16.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

(M)

3.2.16.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM

3.2.16.2.1. DVBE INCENTIVE (O)

3.2.16.3. SMALL BUSINESS PREFERENCE (O)

3.2.16.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

(O)

3.2.16.5. COMMERCIALLY USEFUL FUNCTION (M)

3.2.16.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

(O)

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M)

3.3.2. BIDDER REFERENCES (M)(MS)

3.3.3. KEY STAFF QUALIFICATIONS (M)(DS)

3.3.3.1. FULL-TIME/PART-TIME MONTH EQUIVALENTS DEFINITION

3.3.4. KEY STAFF REFERENCES (M)(MS)

3.4. SOLUTION REQUIREMENTS

3.4.1. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS (M)(MS)

3.4.2. DELIVERABLES AND MILESTONES TABLE (M)

3.4.3. NARRATIVE REQUIREMENTS (MS)

3.5. DEMONSTRATIONS (MS)

3.5.1. CONDUCT OF DEMONSTRATION

3.5.2. FUNCTIONAL REQUIREMENTS DEMONSTRATION

4. COST

4.1. COST WORKBOOK (MS)

4.2. COST WORKBOOK INSTRUCTIONS

5. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

5.1. PREPARATION

5.2. COMPLETION OF PROPOSALS

5.3. DELIVERY OF SUBMITTALS

5.4. PROPOSAL CONTENT AND STRUCTURE

5.4.1. VOLUME 1: RESPONSE TO ADMINISTRATIVE AND TECHNICAL

REQUIREMENTS

5.4.2. VOLUME 2: COST

6. EVALUATION

6.1. EVALUATION TEAM

6.2. PROPOSAL EVALUATION

6.2.1. VALIDATION AGAINST REQUIREMENTS

6.2.2. ERRORS IN THE FINAL PROPOSAL

6.2.2.1. BIDDER RESPONSE CLARIFICATION

6.2.3. ADMINISTRATIVE REQUIREMENTS EVALUATION

6.3. QUALIFICATION EVALUATION

6.3.1. BIDDER QUALIFICATIONS EVALUATION

6.3.2. BIDDER REFERENCES EVALUATION

6.3.3. KEY STAFF QUALIFICATIONS EVALUATION

6.3.4. KEY STAFF REFERENCES EVALUATION

6.4. SOLUTION REQUIREMENTS EVALUATION

6.4.1. FUNCTIONAL AND NON-FUNCTIONAL EVALUATION

6.4.2. DELIVERABLES AND MILESTONES EVALUATION

6.4.3. NARRATIVE RESPONSE(S) EVALUATION

6.5. DEMONSTRATIONS

6.5.1. FUNCTIONAL REQUIREMENTS DEMONSTRATION EVALUATION

6.5.2. DEMONSTRATION EVALUATION

6.6. COST EVALUATION

6.6.1. COST SCORE CALCULATION

6.7. SOCIOECONOMIC PROGRAMS EVALUATION

6.7.1. DVBE INCENTIVE EVALUATION

6.7.2. SMALL BUSINESS PREFERENCE EVALUATION

6.7.3. TACPA PREFERENCE EVALUATION

6.8. BIDDER FINAL SCORE CALCULATION

6.9. PROPOSAL RANK DETERMINATION

7. NEGOTIATIONS

7.1. PROCEEDING TO NEGOTIATIONS

7.2. NEGOTIATION INVITATION

7.3. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4. EVALUATION OF BAFO SUBMISSION

8. CONTRACT AWARD

9. DEBRIEFING

10. PROTESTS

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

ATTACHMENT 2: INTENT TO BID FORM

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM

1. Background Information

2. Contract Disclosure

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM ... 81

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 8: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 9: DVBE DECLARATIONS

ATTACHMENT 10: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 11: TACPA PREFERENCE REQUEST FORMS

ATTACHMENT 12: BIDDER QUALIFICATIONS FORM - INSTRUCTIONS

ATTACHMENT 13: BIDDER QUALIFICATIONS FORM

ATTACHMENT 14: BIDDER REFERENCE FORM

ATTACHMENT 15: KEY STAFF QUALIFICATIONS FORM – INSTRUCTIONS

ATTACHMENT 15.1: PROJECT MANAGER - QUALIFICATIONS FORM

ATTACHMENT 15.2: IMPLEMENTATION SERVICES LEAD - QUALIFICATIONS

FORM

ATTACHMENT 15.3: INTEGRATION ANALYST - QUALIFICATIONS FORM

ATTACHMENT 15.4: PROJECT MANAGER - REFERENCE FORM

ATTACHMENT 15.5: IMPLEMENTATION SERVICES LEAD - REFERENCE

FORM

ATTACHMENT 15.6: INTEGRATION ANALYST - REFERENCE FORM

ATTACHMENT 16: NARRATIVE RESPONSE

ATTACHMENT 17: KEY STAFF REPLACEMENT FORM

ATTACHMENT 18: WORK ORDER AUTHORIZATION FORM

ATTACHMENT 19: WORK ORDER AUTHORIZATION ACCEPTANCE FORM

ATTACHMENT 20: DELIVERABLE EXPECTATION DOCUMENT

ATTACHMENT 21: DELIVERABLE ACCEPTANCE DOCUMENT

ATTACHMENT 22: GLOSSARY OF TERMS

ATTACHMENT 23: CONFIDENTIALITY STATEMENT FORM (POST AWARD) ... 149

ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK

ATTACHMENT 25: CUSTOMER REFERENCE FOR PRODUCTIVE USE

REQUIREMENTS CERTIFICATION

EXHIBIT A: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EXHIBIT B: WORKFLOW BUSINESS PROCESS

EXHIBIT C: DELIVERABLES AND MILESTONES TABLE

EXHIBIT D: COST WORKBOOK

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026

1. INTRODUCTION

On behalf of the Department of Cannabis Control, this solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611 which provides the authority to use a competitive negotiation process when the State’s business need or the purpose of a procurement or contract is known, but negotiation is necessary to ensure that the State is receiving the best value or the most cost-efficient goods, services, information technology, and telecommunications.

This solicitation contains the instructions governing the requirements for fixed price deliverable-based proposals to be submitted by Bidders. Also included in this solicitation is the required format and materials Bidders must follow when responding to this solicitation. This solicitation also addresses the requirements that Bidders must meet to be eligible for consideration, as well as Bidders’ responsibilities before and after award.

The following terms are used interchangeably throughout the solicitation documents: (1) “Contract” and “Agreement”; (2) “response” and “proposals”. For additional definitions, see ATTACHMENT 22:

GLOSSARY OF TERMS.

1.1. PURPOSE OF RFP

The purpose of this Request For Proposal (hereinafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide the Department of Cannabis Control (DCC) and the State of California (hereinafter referred to as the “State”) with Cloud Software as a Service (SaaS) and Implementation Services for the Laboratory Information Management System Replacement project (hereinafter referred to as "LIMSR").

This solicitation follows submissions and evaluations to determine the most qualified Bidder to Design, Develop, and Implement (DD&I) the LIMSR solution (hereinafter referred to as “the Solution”).

The Contract Award, if made, will be to the single Bidder in accordance with the methodology defined in

SECTION 6. EVALUATION .

1.2. BACKGROUND

The Cannabis Testing Laboratory Office (CTLO), a office within the Compliance Division, receives and tests cannabis and cannabis product samples submitted for analytical evaluation. Samples may be provided by internal Department programs or external customers, and CTLO’s testing offerings, methodologies, and quality standards are applied consistently regardless of the source of the sample.

The CTLO supports the Department’s compliance, enforcement, and regulatory functions and

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions collaborates with other divisions as well as with other State laboratories to review testing standards and develop new analytical methods as the science in this area continues to evolve. Sample testing is conducted in accordance with standard industry laboratory workflows.

The CTLO is staffed by Research Scientists with expertise in microbiology and chemistry, under the direction of Research Scientist Supervisors who oversee laboratory operations and activities. All cannabis samples are received, stored, and analyzed in compliance with applicable California regulations and Drug Enforcement Administration (DEA) requirements. The CTLO maintains a DEA registration and is accredited to ISO/IEC 17025 standards.

The DCC is seeking to acquire a LIMSR solution to support the functional and non-functional needs identified in ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK. These needs include, but are not limited to, accepting sample logins for tests, assigning tests to the sample(s), creating analytical batches, adding quality controls (QC) to batches, entering results, reviewing data, rejecting and approving runs, generating reports and QC charts, search, query, add analytes, add new instruments, auto-verify, import and export date, and interface with partner laboratories, instruments, and other systems. These efforts protect public safety and the environment to ensure that products sold legally on the market are safe for the consumers.

1.3. TERM OF CONTRACT

See ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK for the contract term for software licensing and implementation services.

1.4. CURRENT AND PROPOSED ENVIRONMENTS

See ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK , 3. Description of Proposed New System or Service for the description of the product and services the DCC is seeking from a Contractor.

1.4.1. CURRENT ENVIRONMENT

Currently, the DCC CTLO utilizes a legacy laboratory management system that is maintained and designed for use by another State agency, which does not conduct cannabis testing. The current system supports sample login, data entry and generating reports but was built for blood testing and other human products and is not optimized for cannabis testing. A new LIMSR is necessary that is geared towards cannabis product testing and will offer automated improvements in both the tracking as well as the reporting of testing results. ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK provides additional background and the current needs to support the LIMSR solution.

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026 https://sb.cityinnovate.com/account/solicitations/documents/307182 https://sb.cityinnovate.com/account/solicitations/documents/390455 https://sb.cityinnovate.com/account/solicitations/documents/307182#section-618511 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794494 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794494 https://sb.cityinnovate.com/account/solicitations/documents/307182#section-618510

1.4.2. PROPOSED ENVIRONMENT

A detailed description of the proposed environment and overall project requirements for Cloud Software as a Service (SaaS) and Implementation Services are included in ATTACHMENT 24: APPENDIX A - STATEMENT OF WORK , including, but not limited to, 3. Description of Proposed New System or Service , SECTION 11. Contractor’s Roles and Responsibilities , SECTION 26. COMPATIBILITY AND INTERFACE. Details of the solicitation requirements are included in EXHIBIT A: FUNCTIONAL AND

NON-FUNCTIONAL REQUIREMENTS.

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of ADA, it is the policy of the State of California to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing a reasonable accommodation to participate in the procurement process or for persons having questions regarding reasonable accommodations of the procurement process, you may contact the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICERS. You may also contact the State of California at the telephone numbers listed below.

Important: To ensure that we can meet your needs, it is best that we receive your request for reasonable accommodations at least ten (10) working days before the scheduled event, e.g., meeting, conference, workshop, etc., or deadline due date for procurement documents.

The California Relay Service Telephone Numbers

RELAY SERVICE DESCRIPTION LANGUAGE TELEPHONE NUMBER

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

From or to Speech-to-Speech English & Spanish 1-800-854-7784

2. BIDDING INSTRUCTIONS

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794494 https://sb.cityinnovate.com/account/solicitations/documents/307182#section-618510 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794502 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794521 https://sb.cityinnovate.com/account/solicitations/documents/390455#section-794521 https://sb.cityinnovate.com/account/solicitations/documents/390456

2.1. BIDDER ADMONISHMENT

This procurement will follow an approach designed to increase the likelihood of a successful proposal and Bidder eligibility for an invitation to negotiation.

The Bidder should refer to SECTION 2.5. BIDDING STEPS to understand the solicitation and SECTION

6. EVALUATION to understand the evaluation process. It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

3. Submit all required responses by the required dates and times specified in SECTION 2.3. KEY

ACTION DATES .

4. Abide by all procedures and requirements of the solicitation.

5. Not include conditional statements, assumptions, or exception language with proposals.

6. Carefully review the solicitation requirements prior to submission of a proposal to ensure nothing has been overlooked.

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective Bidders and suppliers. Information and ongoing communications for this solicitation will be posted by the State on the Cal eProcure website, www.caleprocure.ca.gov.

Oral communications by Agency/state entity officers and employees concerning this solicitation shall not be binding on the State and shall in no way excuse the Bidder of any obligations set forth in this solicitation.

2.2.1. PROCUREMENT OFFICERS

The Procurement Officers are the State’s designated authorized representatives regarding this procurement and are the sole point of contact.

Bidders are directed to communicate all correspondence regarding this procurement to both the Procurement Officer and the Secondary Procurement Officer at the contact information below.

Table 2-1: Procurement Officers

DESCRIPTION CONTACT INFORMATION

Department Name:

California Department of Technology (CDT), Office of Statewide Technology Procurement (OSTP)

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026 http://www.caleprocure.ca.gov/

DESCRIPTION CONTACT INFORMATION

Procurement Officer: Vaibhav Srivastava

Email: vaibhav.srivastava@state.ca.gov

Phone: +1 916-639-9252

Secondary Procurement Officer:

Hashmat Mohmand

Email: Hashmat.Mohmand@state.ca.gov

Phone:

+1 916-413-3522

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process should submit ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES via email addressed to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICERS.

If the Bidder believes that one or more of the solicitation requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder proposing a less costly or an alternate solution, the Bidder may request a change to the solicitation by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change using ATTACHMENT 1:

TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES. Such request must be submitted to the Procurement Officers by the date specified in SECTION 2.3. KEY ACTION DATES .

Written questions and requests for changes must be submitted, using Microsoft Excel or Word, by email to the Procurement Officers identified in SECTION 2.2.1. PROCUREMENT OFFICERS, using

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES.

The email must include the solicitation identification information from the solicitation title page in the subject line. To ensure a response, questions and/or requests for changes must be received in writing by the date(s) specified in SECTION 2.3. KEY ACTION DATES . Question and answer sets will be posted to Cal eProcure and will not identify the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

If a Bidder desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its proposal and disclosure exposes its proposal to other Bidders, the question may be submitted using the same criteria above with the notation, State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026 mailto:Hashmat.Mohmand@state.ca.gov https://sb.cityinnovate.com/account/solicitations/documents/390420 https://sb.cityinnovate.com/account/solicitations/documents/390420 https://sb.cityinnovate.com/account/solicitations/documents/390420

“CONFIDENTIAL.” The Bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or the answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Bidder will be notified and may withdraw the question. If the question is not withdrawn, the question and response will not be confidentially maintained.

Only questions submitted in writing and answered in writing by the Procurement Officer shall be binding and official.

2.2.3. INTENT TO BID

Bidders that wish to participate in the solicitation should submit a completed ATTACHMENT 2: INTENT TO BID FORM by the date specified in SECTION 2.3. KEY ACTION DATES .

This document shall be sent by email to the Procurement Officers identified in SECTION 2.2.1.

PROCUREMENT OFFICERS.

It shall be the Bidder’s responsibility to notify the Procurement Officers regarding any change to its Intent to Bid or the contact information. The State shall not be responsible for proposal correspondence not received by the Bidder if the Bidder fails to notify the State, in writing, of any change pertaining to the designated contact person.

2.2.4. REQUEST INVITATION TO STATE'S FILE-SHARING SITE

The Bidder must email the Procurement Officers by the due date specified in SECTION 2.3. KEY ACTION DATES , no more than two (2) contacts who will have access to the State's file sharing site to electronically upload Bidder’s proposal. Once provided, an invitation to the State's file sharing site will be sent to those individuals. It is the Bidder's responsibility to confirm receipt of the invitation with the Procurement Officers.

The email should include the names, titles, phone numbers, and email addresses of no more than two (2) contacts.

Access to the file- sharing site will be granted within three (3) working days after receiving the email request and ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM

Please refer to SECTION 6.3. DELIVERY OF SUBMITTALS for further instructions on how to submit your firm's proposal and instructions for the file- sharing site

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

01/16/2026 https://sb.cityinnovate.com/account/solicitations/documents/390421 https://sb.cityinnovate.com/account/solicitations/documents/44072 https://sb.cityinnovate.com/account/solicitations/documents/44067#section-206363

2.2.5. CLOUD COMPUTING SERVICES

Per the State’s Cloud Computing Policy, whenever feasible, Agencies/state entities will utilize the CalCloud services provided by CDT. These service options include Software-as-a-Service (SaaS), Platform as a Service (PaaS), and Infrastructure as a Service (IaaS). For this RFP, CalCloud services provided by CDT are not a viable option due to various requirements identified in EXHIBIT A: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS. Vendors are required to host their proposed solution in a manner that complies with the requirements identified in EXHIBIT A: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS and if applicable, the Cloud Computing Services Special Provisions for Software as a Service (SaaS) or Cloud Computing Services Special Provisions of IaaS or PaaS.

2.3. KEY ACTION DATES

Key Action Dates provides the key action dates and times by which actions must be taken or completed. If the State finds it necessary to change these dates or times, it will be accomplished via an addendum to this solicitation with the exception of dates listed after the Bidder’s submission of proposal. Dates listed after the Bidder’s submission of proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time. Unless otherwise specified, all times are 5:00 PM Pacific Time.

Table 2.3: Key Action Dates (KAD) estimated dates

ITEM ACTION DATE AND TIME

1. Release of Solicitation 1/16/26

2. Last day to submit questions and request for changes prior to proposal using ATTACHMENT 1: TEMPLATE

FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES

2/10/26

3. State’s response to Bidder’s questions, and release of potential addendum1

2/18/26

4. Addendum 1 Release (If Applicable) 2/23/2026

5. Submit: 2/24/26

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

ITEM ACTION DATE AND TIME

ATTACHMENT 2: INTENT TO BID FORM

and

ATTACHMENT 6: CONFIDENTIALITY STATEMENT

FORM

6. Last Day for Bidders to request an invitation to the State's file-sharing site to submit a proposal (Refer to

SECTION 2.2.4. REQUEST INVITATION TO STATE'S

FILE-SHARING SITE)

2/24/26

7. Last day to submit proposal and be deemed eVAQ approved by OSTP.2 3/11/26

8. Proposal Evaluation Period 3/12/26-4/10/26

9. Demonstrations 4/13/26-4/24/26

10. Invitation to Negotiate (this is not an optional step but does not have to be listed within this KAD table)

4/29/26

11. Negotiations 5/1/26-5/21/26

12. BAFO submission 5/22/26-5/28/26

13. BAFO evaluations 5/29/26-6/1/26

14. Notification of Award/Contract Execution 7/2/26

15. Contract Start 7/3/26

1 Or five (5) working days following the last addendum that changes the requirements of the solicitation.

2 If Bidder does not have an approved eVAQ application on file with OSTP, it is recommended that Bidders allow a minimum of four weeks prior to proposal due date for the State to process and approve Bidder's eVAQ application.

State of California Department of Cannabis Control

RFP 2025-002

Part 1 - Bidder Instructions

2.4. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of IT goods and services or telecommunications by public bodies in the State of California.

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

The State has established certain requirements with respect to proposals to be submitted by prospective Contractors. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in the solicitation indicates a requirement or condition which is mandatory.

Non-compliance with any mandatory requirement will disqualify a Bidder from further participating in Evaluation, Negotiations and Contract Award.

The words “should” or “may” in the solicitation indicate desirable attributes or conditions, but are non-mandatory in nature.

2.4.2. SOLICITATION DOCUMENTS

This solicitation document includes, in addition to an explanation of the State’s requirements which must be met, instructions which prescribe the format and content of proposals to be submitted and the model of the Contract to be executed between the State and the successful Bidder.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the Bidder shall immediately notify the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICERS, of such error in writing and request clarification or modification of the document.

If the solicitation document contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the Contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction. Modifications will be made by addenda issued pursuant to SECTION 2.4.7. ADDENDA .

2.4.3. EXAMINATION OF THE WORK

The Bidder should carefully examine the entire solicitation document and any addenda thereto, and all related materials and data referenced in the solicitation document or otherwise available to the Bidder, and should become fully aware of the nature and location of the work, the quantities of the work, and the

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2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of telecommunication, information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (stages 2, 3, or 4), while in effect, 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 project approval lifecycle documents (stages 2, 3, or 4). 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.

A consultant shall not be eligible to serve as the Prime Contractor or subcontractor pursuant to this solicitation if the Contractor/subcontractor is currently working on the solicitation in an Independent Verification and Validation (IV&V) role.

The Bidder must complete and submit ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM with its proposal.

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the Bidder, the State will notify the Bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Bidder should be aware that marking a document “confidential” or “proprietary” in a proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

The content of all working papers and discussions relating to the Bidder’s proposal shall be held in confidence indefinitely, unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or the evaluation of the proposal.

Any disclosure of confidential information by the Bidder may be the basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

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2.4.6. BONDS

The State reserves the right to require a performance bond or other security document as specified in the solicitation from the Bidder in an amount not to exceed the amount of the Contract. In the event the State requires a surety bond that has not been expressly required by the solicitation, the State will reimburse the Bidder as an addition to the purchase price in an amount not exceeding the standard premium on such bond.

2.4.7. ADDENDA

The State may modify the solicitation at any time prior to submission of the proposal by issuing an addendum. Addenda will be numbered consecutively and released to all Bidders via Cal eProcure.

The Bidder is allowed five (5) working days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2. QUESTIONS REGARDING THE

SOLICITATION DOCUMENT .

2.4.8. COST FOR DEVELOPING PROPOSAL

Costs for developing proposals are the responsibility entirely of the Bidder and shall not be chargeable to the State.

2.4.9. SIGNATURE OF PROPOSAL

A cover letter shall be considered an integral part of the Final Proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned Final Proposal may be rejected.

The draft proposal, if applicable, must also contain the cover letter, including the title of the person who will sign, but need not contain the signature.

2.4.10. IRREVOCABLE OFFER

Bidder’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than 120 calendar days following the Contract Award date specified in SECTION 2.3. KEY ACTION DATES . In the event of a delay in Contract Award, a Bidder may extend the expiration date of its firm offer an additional 30 calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Bidder, in order to accommodate processing time for required approvals and other solicitation-related reviews.

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2.4.11. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be the basis for rejecting the Bidder's proposal. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this solicitation document, may be the basis for rejecting the Bidder’s proposal.

2.5. BIDDING STEPS

The following instructions provide the steps to submit a response to this solicitation by interested Bidders.

Details surrounding proposals are described further in SECTION 3. PROPOSAL REQUIREMENTS .

The Bidder is expected to follow the format requirements and utilize all forms included in this solicitation necessary for its response. This solicitation also addresses the Bidder responsibilities and requirements it must meet to be eligible for consideration. If the Bidder fails to follow the provided instructions, the Bidder may be disqualified from the solicitation process.

Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation. Bidders must submit a pre-qualified Electronic Vendor Application of Qualifications (eVAQ) as detailed in SECTION 3.1.1. ELECTRONIC VENDOR

APPLICATION OF QUALIFICATIONS (EVAQ)(M).

2.5.1. BAFO

The final phase consists of a proposal (Mandatory) and, if requested by the State, a Best and Final Offer

(BAFO).

The purpose of the BAFO is to obtain proposals that are responsive in every respect. The proposal is a mandatory step for all Bidders; all other steps are optional unless otherwise stated in SECTION 2.3. KEY

ACTION DATES .

The proposal must be complete, and include all cost information, required signatures, contract changes issued by the State via an addendum and corrections made to those defects noted by the State in its review of the draft proposal, if any. Bidders that submitted proposals meeting the criteria identified in SECTION 7. NEGOTIATIONS , will be eligible to receive an invitation to negotiate with the State.

The State, at its sole discretion, may request a BAFO from those Bidders that participated in the Negotiation Process as identified in SECTION 7. NEGOTIATIONS .

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2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its conceptual proposal, detailed technical proposal or draft proposal at any time by written notification. A Bidder may withdraw its proposal at any time prior to the proposal submission date by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with SECTION 3.2.1. COVER LETTER (M) . The Bidder may thereafter submit a new or modified proposal prior to the submission date and time specified in SECTION 2.3. KEY ACTION DATES . Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, proposals cannot be changed after the deadline date and time designated for receipt, except as provided in the solicitation.

2.5.3. DISPOSITION OF PROPOSALS

All materials submitted in response to this solicitation will become the property of the State of California.

All phases of the proposal shall be retained for official files and will become a public record after the Notification of Award is posted.

2.6. ALTERNATIVE PROTEST PROCESS

This solicitation is being conducted under (PCC) §6611 et seq; protests are not applicable to this solicitation.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory, mandatory scored, mandatory optional, desirable scored and optional proposal requirements that must be met in order to be considered responsive to this solicitation.

The documents that must be submitted with the Bidder’s proposal are noted as “Mandatory” “(M)”, "Mandatory Scored" "(MS)", or "Mandatory Optional" "(MO)" in this section. Items labeled "Desirable Scored" "(DS)" or "Optional" "(O)" are optional.

The proposal requirements listed in this section are denoted as follows:

1. (M) Sections labeled as “Mandatory” or “M” are not negotiable. To be considered responsive to these requirements, all requirements identified as (M) must receive a response from the Bidder.

Failure to respond to any (M) requirements where indicated shall result in a “fail” and disqualification of the proposal.

2. (MS) Sections labeled “Mandatory Scored” or “MS” are not negotiable. To be considered responsive to these requirements, all requirements identified as (MS) must receive a response.

Failure to respond to any (MS) requirement where indicated shall result in a “fail” and disqualification of the proposal. The State’s evaluation team will review responses to (MS)

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3. (MO) Sections labeled “Mandatory Optional” or “MO” are not negotiable. To be considered responsive to these requirements, all requirements identified as (MO) must receive a response.

Failure to respond to any (MO) requirement where indicated shall result in a “fail” and disqualification of the proposal. It is at the State’s option/discretion on whether to utilize the option in the Contract.

4. (DS) Sections labeled “Desirable Scored” or "DS" are not required to be offered by the Bidder in order to be responsive with the solicitation requirements. The Bidder may choose whether to meet requirements labeled as (DS). However, if a Bidder offers any of these (DS) requirement, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to (DS) requirements and apply points, if applicable, per criteria stated in +SECTION 6.

EVALUATION

5. (O) Sections labeled as “Optional” or “O” are not required to be offered by the Bidder in order to be responsive to the solicitation requirements. A Bidder may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points. However, if a Bidder offers any of these (O) requirements, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, in accordance with SECTION 6. EVALUATION .

3.1. PREQUALIFICATION REQUIREMENTS

This section details the requirements necessary for Bidders to qualify for contract award. Failure to complete or comply will disqualify Bidder(s) and the State will not move forward with evaluating the proposal, conducting negotiations and contract award. The State will not seek modifications or clarifications after proposal submission due date for any prequalification requirements.

3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)(M)

It is the responsibility of the Bidder to ensure they have an OSTP-approved eVAQ and all applicable requirements and provisions for this solicitation are met. Failure to have an OSTP-approved eVAQ prior to proposal submission due date will disqualify Bidder(s) and the State will not move forward with evaluating the proposal, conducting negotiations and contract award. The State will not seek eVAQ modifications or clarifications after proposal submission due date.

The State’s eVAQ is an external process to this solicitation. The intent of the pre-qualification is to process as much of the administrative requirements required to do business in the State of California in advance to streamline the solicitation process. Bidders are required to have an OSTP-approved eVAQ application on file prior to the Key Action Date for the Last day to submit proposal (refer to

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SECTION 2.3. KEY ACTION DATES ) in order for your proposal to be accepted for evaluations.

The application can be accessed at https://cadtprod.service-now.com/vendor.

If the Bidder's firm is new to the eVAQ process, account registration is necessary and free of charge.

If a Bidder has an approved eVAQ on file, it is the Bidder’s responsibility to ensure:

1. The eVAQ is a CDT OSTP-approved eVAQ (not a Department of General Services (DGS) eVAQ)).

2. All information required to be submitted with the eVAQ is up to date and valid.

All questions related to the eVAQ should be addressed to the Procurement Officers.

3.1.1.1. INCORPORATION OF EVAQ REQUIREMENTS

The Contract awarded as a result of the solicitation shall incorporate by reference all the requirements of the solicitation and the terms and conditions of the eVAQ. The Bidder’s eVAQ shall remain in effect throughout the life of the Contract, including all optional years.

In the event there is inconsistent requirements between the solicitation and the Bidder's OSTP approved eVAQ documents, the solicitation documents shall take precedence.

3.2. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory and optional administrative requirements that must be met in order to be considered responsive to this solicitation. Additional administrative requirements for this solicitation are being processed through the electronic Vendor Application of Qualifications (eVAQ). Please refer to SECTION 3.1.1. ELECTRONIC VENDOR APPLICATION OF QUALIFICATIONS (EVAQ)(M) for more information.

3.2.1. COVER LETTER (M)

The Bidder must complete and submit ATTACHMENT 4: COVER LETTER FORM with their proposal.

A cover letter shall be considered an integral part of the proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned proposal may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

The draft proposal, if applicable, must also contain the cover letter, including the title of the person who will sign, but need not contain the signature.

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3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The Bidder must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS FORM. The Bidder must indicate its willingness and ability to satisfy these requirements by responding “Yes” in the “Bidder Agrees Yes/No” column. A “No” response to any of the mandatory administrative requirements may be considered non-responsive and may be the basis for rejecting the Bidder's proposal.

3.2.3. CONFIDENTIALITY STATEMENT (M)

The Bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM, for the Bidder’s company. The completed confidentiality statement must be submitted as indicated in SECTION 2.3. KEY ACTION DATES .

The Bidder engaging in services pertaining to this solicitation, requiring contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The Bidder will also be required, upon Contract award, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

3.2.4. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the quantity and with the skills required; equipment of appropriate type and in sufficient quantity; financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder’s ability to perform under the Contract if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be so notified and will be permitted five (5) working days to submit the information requested in writing.

Examples of the type of financial responsibility information requested may include annual reports and current audited balance sheets for the Bidder’s firm.

3.2.5. PRIMARY BIDDER

An award, if made, will be to a primary Bidder. The awarded primary Bidder will be responsible for successful performance of all subcontractors and support services offered in response to this solicitation.

All State policies, guidelines, and requirements that apply to the primary Bidder also apply to

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01/16/2026 https://sb.cityinnovate.com/account/solicitations/documents/390424 https://sb.cityinnovate.com/account/solicitations/documents/390425 subcontractors, as applicable to the products and services they provide and to their role as a subcontractor. Furthermore, the State will consider the primary Bidder to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Bidder shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting Contract.

3.2.6. SUBCONTRACTORS

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations. The Contractor is fully responsible to the State for the acts and omissions of the Contractor's subcontractors and of persons either directly or indirectly employed by the Contractor.

The Contractor shall not change subcontractor(s) and/or DVBE subcontractor(s) if such changes conflict with the work to be performed under this Contract. For DVBE subcontractor changes, the Contractor shall utilize another DVBE subcontractor. The State recognizes that changes to subcontractor(s) may be necessary and in the best interests of the State, however, advance notification of a contemplated change and the reasons for such change must be made to the State no less than seven (7) working days prior to the existing subcontractor’s termination. If this should occur, the Contractor should be aware that the State Contract administrator or designee must approve any changes to the subcontractor(s) prior to the termination of the existing subcontractor(s). This also includes any changes made between submittal of the proposal and actual start of the Contract.

Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code, Section 999 et seq. that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code, Section 999.5(f), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by both the awarding department and the Department of General Services (DGS) prior to the commencement of any work by the proposed subcontractor.

Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in MVC, Section 999.9; Public Contract Code (PCC), Section 10115.10.

The State will not compensate the Contractor for any of the Contractor’s time or effort to educate or otherwise make the new subcontractor(s) ready to begin work on the contract.

The Contractor’s obligation to pay its subcontractors is independent of the State’s obligation to make payments to the Contractor. Contractor is solely responsible for any payments to or claims made by

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