Pre-Solicitation_RFP_23ITS0695_DDTP_CRS_6.pdf

CDT OSTP Request For Proposal

Request For Proposal (RFP)

RFP 23ITS0695

PART 1 – BIDDER INSTRUCTIONS

FOR

DDTP California Relay Services 6

November 3, 2025

Issued by:

STATE OF CALIFORNIA

California Public Utilities Commission 505 Van Ness, San Francisco, CA 94102

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 in order 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 ENVIRONMENT

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 OFFICER

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

2.3. 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. IRREVOCABLE OFFER

2.4.10. FALSE OR MISLEADING STATEMENTS

2.5. BIDDING STEPS

2.5.1. FINAL PHASE

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.3. DISPOSITION OF PROPOSALS

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

3.2.9. GENERAL PROVISIONS

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE (M)

3.2.11. STATEMENT OF WORK

3.2.11.1. INSURANCE COVERAGE

3.2.12. PRODUCTIVE USE REQUIREMENTS

3.2.12.1. CUSTOMER IN-USE

3.2.13. SOCIOECONOMIC PROGRAMS

3.2.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

(M)

3.2.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM (M)

3.2.13.2.1. DVBE PARTICIPATION REQUIREMENT (M)

3.2.13.2.2. DVBE INCENTIVE (O)

3.2.13.3. Small Business (SB) Program

3.2.13.3.1. SB Participation Requirement (M)

3.2.13.3.2. SMALL BUSINESS PREFERENCE (O)

3.2.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE

(O)

3.2.13.5. COMMERCIALLY USEFUL FUNCTION (M)

3.2.13.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O)

3.3. QUALIFICATION REQUIREMENTS

3.3.1. BIDDER QUALIFICATIONS (M)

3.3.2. BIDDER REFERENCES (M)

3.3.3. KEY STAFF QUALIFICATIONS (M)

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

3.3.4. KEY STAFF REFERENCES (M)

3.4. SOLUTION REQUIREMENTS

3.4.1. NARRATIVE REQUIREMENTS (M)

3.4.2. STANDARDS TABLE (M)

3.4.3. DELIVERABLES TABLE (M)

4. COST

4.1. COST WORKBOOK (M)

4.2. COST WORKBOOK INSTRUCTIONS

4.3. PROJECT PAYMENT TERMS

4.4. SALES TAX

4.5. Unanticipated Tasks

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 SOLUTION

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 PROPOSAL

6.2.2.1. BIDDER RESPONSE CLARIFICATION

6.2.3. ADMINISTRATIVE REQUIREMENTS EVALUATION

6.2.4. QUALIFICATION EVALUATION

6.2.4.1. BIDDER QUALIFICATIONS EVALUATION

6.2.4.2. BIDDER REFERENCES EVALUATION

6.2.4.3. KEY STAFF QUALIFICATIONS EVALUATION

6.2.4.4. KEY STAFF REFERENCES EVALUATION

6.2.5. SOLUTION REQUIREMENTS EVALUATION

6.2.5.1. NARRATIVE EVALUATION

6.2.5.2. STANDARDS TABLE EVALUATION

6.2.5.3. DELIVERABLES TABLE EVALUATION

6.2.6. COST EVALUATION

6.2.6.1. COST SCORE CALCULATION

6.2.7. SOCIOECONOMIC PROGRAMS EVALUATION

6.2.7.1. DVBE INCENTIVE EVALUATION

6.2.7.2. SMALL BUSINESS PREFERENCE EVALUATION

6.2.7.3. TACPA PREFERENCE EVALUATION

6.2.8. BIDDER FINAL SCORE CALCULATION AND 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

ATTACHMENT 3: FOLLOW-ON DISCLOSURE FORM

1. Background Information

2. Contract Disclosure

ATTACHMENT 4: COVER LETTER FORM

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 6: CONFIDENTIALITY STATEMENT

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 - KEY QUALIFICATIONS FORM ATTACHMENT 15.2: Project Manager - REFERENCE FORM ATTACHMENT 15.3: Program Director - KEY QUALIFICATIONS FORM ATTACHMENT 15.4: Program Director - REFERENCE FORM ATTACHMENT 15.5: Project/Transition Director - KEY QUALIFICATIONS

FORM

ATTACHMENT 15.6: Project/Transition Director - REFERENCE FORM

ATTACHMENT 16: NARRATIVE RESPONSE

ATTACHMENT 17: Special Project Request (SPR) Form ATTACHMENT 18: Data Fields Template ATTACHMENT 19: CPUC Form 1000A GenAI

ATTACHMENT 20: GLOSSARY OF TERMS

EXHIBIT A: STATEMENT OF WORK

EXHIBIT B: STANDARDS TABLE

EXHIBIT C: DELIVERABLES TABLE

EXHIBIT D: COST WORKBOOK

1. COST WORKSHEETS

EXHIBIT E: GENERAL PROVISIONS - TELECOMMUNICATIONS (REVISED 06/06/

2025) EXHIBIT F: CRS Additional Special Terms and Conditions EXHIBIT G: Pledge of Confidentiality

EXHIBIT H: STAFF CHANGE ORDER REQUEST FORM

EXHIBIT I: TECHNICAL REQUIREMENTS

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

November 3, 2025

1. INTRODUCTION

On behalf of the California Public Utilities Commission (CPUC), this solicitation is being conducted under the authority of California Department of Technology (CDT) and administered by the Office of Statewide Technology Procurement (OSTP) 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 proposal requirements 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 20:

GLOSSARY OF TERMS.

1.1. PURPOSE OF RFP

The purpose of this Request For Proposal (hereafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide California Public Utilities Commission and the State of California (hereafter referred to as "CPUC" or “State”) with Telecommunication Relay Services (TRS), known as the California Relay Service (hereafter referred to as "CRS").

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

SECTION 6. EVALUATION.

1.2. BACKGROUND

A. Program Description of Services

CRS is a service of the CPUC’s Deaf and Disabled Telecommunications Program (DDTP). The services herein under this RFP are part of the next set of CRS contracts referred to herein as “CRS-6” in order to distinguish them from the current CRS services which are referred to as

“CRS-5”.

The CPUC seeks a CRS provider that has extensive Telecommunications Relay Service (TRS) experience and knowledge of California’s DDTP and the communities it serves. It is desirable to have expertise working with programs in California that serve individuals who are deaf or disabled, and/or have other physical and/or communication needs.

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

November 3, 2025 https://sb.cityinnovate.com/account/solicitations/documents/391693

The current relay contract, CRS-5, provides the following component services:

• A Call Center Service (CCS) which provides relay communications functions for CRS consumers.

They also provide Captioned Telephone Service.

• A single Network Services (NS) that provides inbound toll-free (800 number) services for State-owned numbers associated with CRS 4 including 7-1-1 calls through a CALNET contract, which is not part of this RFP.

The proposed CRS-6 will retain the CCS function, referred to in this RFP as Relay Services with its awarded contractor referred to as Relay Provider. One (1) award to a Relay Provider will be issued as a result of this RFP. CRS-6 will utilize the State of California CALNET contract to provision the Network Services (NS) toll-free services. This service and the current DDTP website development and maintenance are not included in this CRS-6 procurement document.

B. Legislative History

In 1979, legislation was enacted requiring the CPUC to design and implement a program to provide telecommunication devices for the Deaf or severely hard of hearing. This program, now called the DDTP, fulfills these mandated functions:

• In 1979, Senate Bill 597 (SB 597) provided for the distribution of telecommunication devices to certified Deaf or severely hard of hearing users.

• In 1983, Senate Bill 244 (SB 244) mandated the development of a dual party‐relay system to connect individuals who are Deaf or hard of hearing with individuals that have no hearing disability. The resulting CRS provides operators to relay telephone conversations to those who are Deaf, hard‐of‐hearing or speech‐disabled.

• In 1985, Senate Bill 60 (SB 60) mandated the distribution of specialized telecommunications equipment to other certified individuals with hearing, vision, speech, cognitive, and mobility disabilities.

• In 1989, the Commission formally established the DDTP (Program), as it is now known, to oversee the operations of the mandated programs. This includes provision of relay services and assistive telecommunications equipment.

• Senate Bill 669 (1999) affected the operations of the Commission’s DDTP by requiring that the Commission more directly oversee the Program. SB 669 mandated that the Program meet all requirements for expenditure of State funds and either employ State personnel or obtain contract staff to provide Program services.

• In 2002, Assembly Bill 1734 (AB 1734) extended the deadline from July 1, 2002, to July 1, 2003, for transfer of the DDTP funds to the State Treasury. The bill also contained language allowing the CPUC to contract with private entities to operate specific telecommunications services.

• In 2011, Assembly Bill 136 (AB 136) directed the Commission to include Speech Generating Devices with a telecommunications component. DDTP is to be the provider of last resort. AB 136

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions also added Speech Language Pathologists as certifying agents.

• Flat-Rate Surcharge: Beginning April 1, 2023, California moved from six separate surcharges to one flat rate for funding California's six Universal Service Programs, including the DDTP. As a result, California phone bills are more transparent and include one flat-rate surcharge of $1.11 per access line. This surcharge applies to all telephone customers regardless of whether they subscribe to traditional wireline phone (landlines), Voice over Internet Protocol (VoIP) or wireless service.

C. Program Mission

DDTP distributes specialized telephone and communication equipment and provides services, including relay service, that improve communication for Deaf and Disabled Californians.

D. Program Overview

DDTP is a state-mandated program of the CPUC, providing Californians who are Deaf and disabled with specialized telephone equipment and relay services through the California Equipment Distribution Program and CRS, respectively. The Program serves people who have difficulty using a standard telephone because of difficulty seeing, hearing, speaking, moving, or remembering. CRS provides specially trained relay operators to relay conversations between people who are deaf, hard of hearing, or speech-disabled with those they communicate with by telephone. Traditional Relay Service (TRS), Captioned Telephone Service (CTS), are all offered in both English and Spanish.

E. Description of Relay Services

1. Telecommunication Relay Services (TRS)

TRS is a national service that provides functional equivalency of access to public switched telecommunications network services by persons who are deaf, hard of hearing, or speech disabled. In California, users access TRS call centers by dialing 7-1-1 and toll-free ‘800’ numbers. “Communication Assistants” (CAs) then “relay” communications from deaf, late deafened and hard-of-hearing persons to hearing persons by speaking the contents of typed messages, and vice versa. CAs may use automatic speech recognition (ASR) as part of relay calls.

People with speech disabilities are provided a similar relay service known as “Speech-to- Speech” (STS), whereby the caller communicates through speech to the CA. The STS CA facilitates the conversation between people by repeating what is spoken by the person with

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions speech disabilities. Individuals using STS include those with Cerebral Palsy, Parkinson’s disease, a laryngectomy, ALS, stuttering, Muscular Dystrophy, stroke, and other conditions affecting clarity of speech.

Additionally, there are several Internet-based and video relay services provided by relay service contractors. Providers of these important services are currently reimbursed under the authority of the Federal Communications Commission (FCC) from the FCC’s Interstate TRS Fund. Because these services are not paid for or controlled by individual states, they are not specified herein.

In the United States, the FCC sets minimum required standards for all TRS operations.

However, each state is independently responsible for acquiring and administrating its own TRS program. The FCC has mandated rules for TRS in response to Title IV of the Americans with Disabilities Act of 1990 (ADA) and its impact upon Title 47, U.S. Code, Section 225. The FCC’s mandates pertaining to TRS are contained in Title 47, Code of Federal Regulations, Part 64 with the most recent information available at the FCC’s website at www.fcc.gov/cgb/dro/trs.html. This FCC website also lists all state TRS vendors and other pertinent TRS information.

2. California Relay Services (CRS)

In California, the State’s relay services are known as the CRS managed under the DDTP of the CPUC. Information about the DDTP and CRS may be found at https://www.cpuc.ca.gov. California statutes regarding CRS can be found in California Public Utilities Code § 278 and § 2881, referenced as a “dual-party relay system.”

The current CRS Contractor is allowed to subcontract elements of their service responsibilities, including but not limited to call center staffing, specialized services, training, and management operations.

Call Center Services for CRS-5 are generally similar to those specified in this CRS-6 Relay Services RFP. The Network Services (NS) contract for CRS-5 covers the per-minute charges for toll-free service for 7-1-1 caller access, and for those CRS 800 numbers presently owned by the State.

Under a separate contract, the toll-free consumer NS for CRS are not included in this RFP.

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

November 3, 2025 https://www.fcc.gov/cgb/dro/trs.html https://www.cpuc.ca.gov/ http://www.leginfo.ca.gov/cgi-bin/displaycode?section=puc&group=02001-03000&file=2881-2890.2

F. Program Organizational Chart

The CPUC oversees the DDTP, including the Equipment Distribution Program and the CRS. The Commission is currently advised by two (2) DDTP consumer advisory boards: The Telecommunications Access for the Deaf and Disabled Administrative Committee (TADDAC), now codified in Public Utilities Code (PUC) Section 278, and the Equipment Program Advisory Committee (EPAC), a subcommittee. The Program Organizational Chart is outline below.

1.3. TERM OF CONTRACT

Effective upon approval of CDT, OSTP (Effective Date), the base term of the Contract is two (2) years.

The State, at its sole discretion, may exercise its option to execute two (2), one-year extensions, for a maximum Contract term of four (4) years.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Contract prior to the Effective Date. Any delivery of goods or performance of services by the Contractor that is commenced prior to the effective date shall be at no cost to the State.

The State is not obligated to use any or all of these options. The Contract is of no effect unless approved by CDT and no work shall begin before the Effective Date of the Contract.

1.4. CURRENT AND PROPOSED ENVIRONMENT

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

1.4.1. CURRENT ENVIRONMENT

Currently, each relay call is comprised of an inbound call (via 7-1-1 or a toll-free 800 number) to the relay center, and an outbound call placed by the Call Center Service (CCS) Communications Assistant (CA) with the assistance of Automatic Speech Recognition (ASR). In addition, services include Captioned Telephone Service (CTS). All relay services are offered in English and Spanish.

1.4.2. PROPOSED ENVIRONMENT

This section is intended to present an overview of the proposed system and, as such will not specify any detailed technical requirements. A more detailed description of the proposed environment and overall project requirements for CRS are included in EXHIBIT A: STATEMENT OF WORK. Details of the solicitation requirements are included in SECTION 3. PROPOSAL REQUIREMENTS .

Each relay call comprises an inbound call (via 7-1-1 or a toll-free 800 number) to the relay center, and an outbound call placed by the Call Center Service (CCS) Communications Assistant (CA) with the assistance of Automatic Speech Recognition (ASR). In addition, services include Captioned Telephone Service (CTS). All relay services are offered in English and Spanish.

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 OFFICER. You may also contact the State of California at the numbers listed below.

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

Table 1.5-1: California Relay Service Telephone Numbers

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

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

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 phases applicable to this 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.

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

November 3, 2025 https://sb.cityinnovate.com/account/solicitations/documents/391660?return_path=%2Faccount%2Fworkflows%2Fstages%2F34599%3Fsub_stage%3Ddocuments#section-800241 http://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 OFFICER

The Procurement Officer is the State’s designated authorized representative regarding this procurement and is the sole point of contact.

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

Table 2.2.1-1: Procurement Officer

DESCRIPTION CONTACT INFORMATION

Department Name:

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

Procurement Officer: Madelynn Saechao

Email: madelynn.saechao@state.ca.gov

Phone: +1 916-980-0678

Secondary Procurement Officer: Robert DeLeonardis

Email: robert.deleonardis@state.ca.gov

Phone: +1 916-532-6807

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 OFFICER.

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

State of California California Public Utilities Commission

RFP 23ITS0695

Part 1 - Bidder Instructions

November 3, 2025 https://sb.cityinnovate.com/account/solicitations/documents/44085 https://sb.cityinnovate.com/account/solicitations/documents/391660?return_path=%2Faccount%2Fworkflows%2Fstages%2F34599%3Fsub_stage%3Ddocuments#section-800205 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 OFFICER, 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, “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 by the date specified in SECTION 2.3. KEY ACTION DATES .

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

PROCUREMENT OFFICER.

It shall be the Bidder’s responsibility to notify the Procurement Officer 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.

Commission

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Part 1 - Bidder Instructions

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

The Bidder must email the Procurement Officer 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 Officer referenced in SECTION 2.2.1. PROCUREMENT OFFICER.

A separate file location will be created for each Bidder accessible only to the Bidder Contact(s).

The file-sharing site does not allow access from outside the Continental United States.

It is highly recommended that Bidders upload a test MS Word, MS Excel, and PDF file to each folder at least five (5) calendar days prior to the due date to test access to the State's file-sharing site. Upon successful upload, notify the Procurement Officer referenced in SECTION 2.2.1. PROCUREMENT OFFICER and the test file will be deleted. It is the Bidder's responsibility to gain access to the file-sharing site to submit their proposal.

The file-sharing site will provide a primary folder for each Bidder to submit their proposal. Each Bidder's folder will contain subfolders: Volume 1, Volume 2.

The Bidder contacts will be required to upload a complete copy of the Bidder’s proposal to the appropriate folders.

If a Bidder fails to request access to the file-sharing site by the due date specified in the Key Action Dates specified in SECTION 2.3. KEY ACTION DATES , the State cannot guarantee access to the site prior to the proposal submittal due date and no other submissions outside of the file-sharing site will be considered.

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 2.3-1: Key Action Dates (KAD)

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KEY ACTION DATES

Item Action Date and Time

1. Release of Solicitation November 3, 2025

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

QUESTION SUBMITTAL/REQUEST FOR CHANGES

November 17, 2025 at 10:00

AM PST

3. Last day to submit ATTACHMENT 2: INTENT TO BID and

ATTACHMENT 6: CONFIDENTIALITY STATEMENT

November 31, 2025

3.A 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)

November 31, 2025

4. Last day to submit proposal and be deemed e-VAQ approved by OSTP3

December 15, 2025 at 10:00

AM PST

5. Proposal Evaluation Period2 December 16, 2025 - December 22, 2025

6. Negotiations2 January 5, 2026 - January 9,

7. Notification of Award TBD

8. Contract Start January 16, 2026

1All dates after Last day to submit proposal are approximate and may be adjusted as conditions indicate without addendum to this solicitation.

2 Based on the number of proposals received.

3 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 the Last day to submit proposal for the State to process and approve Bidder's eVAQ application.

State of California California Public Utilities Commission

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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 may 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 OFFICER, 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 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 proposal by issuing an addendum.

Addenda will be numbered consecutively and released to all Bidders via Cal eProcure.

The Bidder is allowed five (5) business 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

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

2.4.9. IRREVOCABLE OFFER

Bidder’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than one hundred and eighty (180) calendar days following the Effective 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.

2.4.10. 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.

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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. PREQUALIFICATION

REQUIREMENTS.

2.5.1. FINAL PHASE

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

(BAFO).

The purpose of the final phase 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.

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its proposal at any time prior to the Last day to submit proposal specified in SECTION 2.3. KEY ACTION DATES 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 Last day to submit proposal 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

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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.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory, mandatory scored, mandatory optional, and desirable scored 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 may 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 may result in a “fail” and disqualification of the proposal. The State’s evaluation team will review responses to (MS) requirements and award points, if applicable, per criteria stated in SECTION 6. EVALUATION.

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 may 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 mandatory 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

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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 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 Officer referred to in

SECTION 2.2.1. PROCUREMENT OFFICER.

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.

State of California California Public Utilities Commission

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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.