Request_for_Quotation_C5613196.pdf

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN NEWSOM, GOVERNOR

ENTERPRISE INFORMATION SERVICES

Office of the Chief Information Officer (OCIO) Information Technology Acquisitions Unit 1900 Birkmont Drive, Rancho Cordova, CA 95742

THE STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

INFORMATION TECHNOLOGY SERVICE REQUEST FOR QUOTE

RFQ #C5613196

The California Department of Corrections and Rehabilitation (CDCR) is requesting quotes to assist the Enterprise Information Services (EIS) with Contractor Services, with the goal to provide Supervisory Control and Data Acquisition (SCADA) Computer System for the California Department of Corrections and Rehabilitation (CDCR), California Health Care Facility (CHCF), Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP), located at 7707 S. Austin Road, Stockton, California 95215 and also the Waste Water Treatment Plant at the Northern California Youth Correctional Center(NCYCC/CHCF West) located at 7650 South Newcastle Road, Stockton, CA.

95215. Quotes must comply with the instructions found herein. Failure to comply with any of the requirements may cause the quote to be rejected, and deemed non-responsive.

Refer to Exhibit A, Statement of Work (SOW), for the required services related to this solicitation.

By submitting a quote, the bidder agrees to the terms and conditions stated in this RFQ and in accordance with the requirements contained within an authorized Key Action Dates and Times may be adjusted by the State of California (State) as conditions warrant.

The period of performance for this agreement shall be from July 1, 2026, or upon CDCR approval, whichever is later, through June 30, 2029. Funding is subject to approval of the project funding requests. If it is determined to be in the best interest of the CDCR, the resulting Agreement may be amended to lengthen the term and/or increase the funding consistent with the original Scope of Services.

This original Agreement may not exceed $300,000.00.

This RFQ does not constitute a commitment by the CDCR to award an Agreement. The CDCR reserves the right to reject any or all quotes received, if the CDCR determines that it is in the CDCR’s best interest. The CDCR restricts the responding firms replying to this solicitation to be headquartered, and doing business within the United States only. No foreign or International firms are allowed to respond to this solicitation.

Quotes for this agreement are due to Enterprise Information Services (EIS) by the date and time listed in the Key Action Dates listed in the RFO, Section B.1. Bidders shall e-mail (1) copy of their response to the address listed below.

STATE OF CALIFORNIA —DEPARTMENT OF CORRECTIONS AND REHABILITATION GAVIN NEWSOM, GOVERNOR

ENTERPRISE INFORMATION SERVICES

Office of the Chief Information Officer (OCIO) Information Technology Acquisitions Unit 1900 Birkmont Drive, Rancho Cordova, CA 95742

Department Contact:

California Department of Corrections and Rehabilitation

EIS - ITCPU

Attention: Barbara Bassham

1960 Birkmont Drive, Rancho Cordova, CA 95742

Email: barbara.bassham@cdcr.ca.gov

Supervisory Control and Data Acquisition (SCADA) Computer System Request for Quote C5613196 Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP) Maintenance And Repair Services California Department of Corrections and Rehabilitation Attachment A-2

A. INTRODUCTION

The Contractor shall provide all labor, including travel and per diem, parts, supplies, non-consumable materials, transportation, equipment, and all items of necessary expense to perform preventative maintenance and emergency repair services on the Supervisory Control and Data Acquisition (SCADA) Computer System for the California Department of Corrections and Rehabilitation (CDCR), California Health Care Facility (CHCF), Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP), located at 7707 S. Austin Road, Stockton, California 95215 and also the Waste Water Treatment Plant at the Northern California Youth Correctional Center(NCYCC/CHCF West) located at 7650 South Newcastle Road, Stockton, CA. 95215.

B. GENERAL INFORMATION

Definitions:

Contractor- A Contractor/Contractor staff is considered to be a staff augmentation that does not offer any consultation services as it relates to the consultation of further purchasing of goods/software or services under any services Contract. A Contractor who does not advise on the procurement or contracting of further services under a services Contract is also not required to submit a Form 700, Statement of Economic Interests. In addition, a Contractor is also called the owner of a company or firm, (services or consulting) and their staff are considered Contractor staff if they do not advise on further procurement or contracting.

Consultant- A Consultant is considered to be that of an advisory nature and can offer its consulting services which can advise and suggest through the consultation process of the further purchasing of goods/software or services under any services Contract.

A Consultant who does advise on the procurement or contracting of further services under a services Contract will be required to submit a Form 700, Statement of Economic Interests.

This RFQ contains the requirements that interested Contractors (hereinafter also referred to as “bidder”) must meet in order to submit a responsive bid. It provides information regarding the format in which bids must be submitted, the material to be included, the requirements that must be met to be eligible for consideration, and the Contractors responsibilities.

Bids submitted in response to this RFQ must contain all data/information requested and must conform to the format prescribed. It is the Contractors responsibility to

California Department of Corrections and Rehabilitation Attachment A-2 provide all required data and other information deemed necessary for the CDCR’s Evaluation Team to determine and verify the Contractors ability to perform the tasks and activities defined in Exhibit A, SOW. Bids may be disqualified if they fail to respond completely to RFQ requirements and subsequent Addenda. Only one (1) Contractor will be awarded the resulting Agreement.

1. Key Action Dates

Contractors are advised of the dates and times shown below and are expected to adhere to them. The CDCR may modify any part of the RFQ, prior to the date bids are due, by issuance of one (1) or more Addendum. Addendums will be numbered consecutively and posted to Cal eprocure alongside the original RFQ advertisement. Interested bidders may submit questions and/or requests for clarification, via e-mail on or before the date and time listed in the table below, to:

barbara.bassham@cdcr.ca.gov. The CDCR’s responses to bidder questions that provide new or additional information will be provided to all bidders via an Addendum, and sent to all potential bidders.

Event Date Time RFQ Release date 4/23/2026 2:00 PM RFQ Questions Due 4/29/2026 4:00 PM RFQ Response to Questions 5/1/2026 4:00 PM RFQ Solicitation Due Date 5/7/2026 2:00 PM RFQ Evaluations* 5/7-8/2026 Intent to Award (5-Day Period)* 5/11-5/15/2026 Award of Agreement (Proposed)* 5/18/2026 Proposed Agreement Start Date* 7/1/2026

*Dates subject to change

The CDCR will not consider bids submitted by fax. The CDCR reserves the right to reject all bids and reissue this RFQ.

2. Period of Performance

The period of performance for this Agreement shall be from July 1,2026 or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2029 with one (1) optional one (1) year extension, consistent with the original Scope of Services and at the contracted hourly rate as referenced in Exhibit B-1, Rate Sheet, and the dollar amount of the first year amendment shall not exceed the first full fiscal year funds encumbered.

a. The selected Contractor shall not be authorized to start work under this

Agreement until notified by the CDCR. If the Contractor starts performance

California Department of Corrections and Rehabilitation Attachment A-2 before final approval (execution) of the Agreement, it shall be considered voluntary on the part of the Contractor and non-compensable by the CDCR.

b. Any and all Amendments must be in writing and signed by both parties prior to commencement of additional work.

3. Admonishment Regarding Follow-On Contracts

Per Public Contract Code (PCC) 10365.5, no person, Contractor or subsidiary thereof, who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any Contractor who contracts with the CDCR to develop and provide formal recommendations for the acquisition of IT products or services is precluded from contracting for any work recommended in the formal recommendation.

4. Written Questions

a. All questions regarding the content of this RFQ must be submitted via email.

The CDCR shall be notified immediately if clarification is needed. Consultants (or Contractors, whichever is applicable) that fail to report a known or suspected problem with the RFQ, or fail to seek clarification, shall submit a bid at their own risk. All questions must be received by the date and time listed in the Key Action Dates. Questions submitted via email after the deadline may be answered at the CDCR’s option. At its discretion, the CDCR may contact and inquire to seek clarification of any inquiry received.

b. When the CDCR has completed its assessment of the questions, all questions and answers will be posted to Cal eprocure alongside the original RFQ advertisement.

What to include in an inquiry:

a. Contractor’s firm name, individual’s name submitting the question or inquiry, e-mail address, and RFQ number.

b. A description of the subject, issue, or discrepancy found.

c. RFQ section, page number, and/or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

California Department of Corrections and Rehabilitation Attachment A-2

5. Proprietary Information

Any documentation submitted which has been marked “Confidential” or “Proprietary” will not be accepted. All documents submitted in response to this RFQ are the property of the CDCR and are subject to review or release to the public under the California Public Records Act (PRA), GC 6250 et seq.

6. Cost for Developing Bids

Costs for developing bids are entirely the responsibility of the Contractor and shall not be chargeable to the CDCR.

7. Proposed Staff Availability

a. All Contractor shall actively participate in providing technical leadership, expertise, documentation, planning meetings, product demonstrations, and team retrospectives. This includes supporting the CDCR in business analysis to clarify its business needs.

b. The Contractor shall produce and deliver (as applicable) to the CDCR the following documentation:

1) Formal and informal meeting notes.

2) Fact-finding notes.

3) Working session notes.

4) Presentations.

5) General communication notes.

6) System requirement specifications, use cases, or user stories as directed.

7) Technical design documentation/as-built specifications as directed.

8. Method of Award

This evaluation will be based on Request for Quote (RFQ). The CDCR will compare bids submitted in response to this RFQ based on Lowest Cost to the CDCR, which means the bid that best meets, and potentially exceeds, CDCR’s requirements at the lowest overall cost wins matrix. If award of an Agreement is made, it will be made on an “All or None” basis in accordance with the RFQ assessment requirements to a responsible Contractor whose bid complies with all the requirements (administrative and technical), terms and conditions of the RFQ, and any Addenda thereto, except for such immaterial defects as may be waived by the State. The Contractor, including all proposed candidates and/or subcontractors, shall be headquartered and doing business within the United States only. No foreign or international firms, including all proposed candidates

California Department of Corrections and Rehabilitation Attachment A-2 and/or subcontractors, shall be allowed to respond to this RFQ. In the event of a tiebreaker, the CDCR may use references to determine a winner.

C. RESPONSE FORMAT AND REQUIREMENTS

1. Format

a. Contractors must submit a bid in a format compatible with the CDCR’s standard software applications (i.e., Microsoft [MS] Office). Printed documents must be single-spaced, using a 12-point font. A smaller font may be used for tables.

The CDCR’s standard software applications include MS Windows XP Professional, MS Office Professional (including Outlook) 2010, Excel 2010, and Project 2010. Contractors are required to submit their response in one (1) complete PDF or Word doc. Multiple documents submitted will be rejected and deemed non-responsive.

b. The CDCR must receive one (1) copy via email of a bid no later than the date and time specified in the Key Action Dates. Bids not received by the date and time specified in the Key Action Dates may be rejected.

c. Any copy of the bid emailed must be clearly marked "RFQ C5613196.”

d. For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any of bid submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the Bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD-05-105, and that is also accompanied by the Contractors letter of explanation.

2. Requirements

This RFQ and the Contractor’s response will be made part of the CDCR Procurement documents and Contract file. Bids submitted in response to this RFQ must include the following information:

a. Signed/date Request for Quote - IT Goods/Services - Informal Competitive EIS

4004(C) (all pages)

California Department of Corrections and Rehabilitation Attachment A-2

b. The Contractor’s Small Business and/or Disabled Veteran’s Business Enterprise (SB/DVBE) Certification, if applicable. The State will verify SB/DVBE certifications are valid at the time the responses are due. In accordance with GC Section 14837(d) and Military and Veterans Code Section 999, all SB and DVBE contractors, subcontractors, and suppliers that bid on or participate in a State contract, regardless of being an oral or written solicitation, must perform a Commercially Useful Function (CUF). See CUF Policy.

c. A copy of the Contractor’s valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents or letter from the Secretary of State; or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which the business is headquartered.

d. The total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

e. A statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

f. A detailed description of the Contractor’s approach for completing the activities and tasks identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the proposed Candidate(s).

g. Resumes of each proposed Candidate Resumes must document years of experience in performing the services as described in Exhibit A, SOW.

Descriptions must include the company/project name and start and end dates that relate to the specific experience of the proposed Candidate(s).

Assessment will be based on the breadth, duration, and successful achievement of an individual. The referenced experience must be within the past 10 years and comparable with the needs of this project. References more than 10 years old will be accepted, but references will only be evaluated up to 10 years old.

h. At least three (3) client references for the Contractor and Contractor staff from prior Agreements similar in size and scope. Complete Attachment #2, Customer Reference Form for each reference to include a contact person, phone number, and e-mail address. Reference descriptions must include the department/project name that relates to the experience. The CDCR may contact referenced organizations when reviewing a bid to verify the information provided. A reference must be external to a Contractor’s organization and corporate structure.

i. Completed Rate Sheet Exhibit B-1. The rate sheet must be complete, including an authorized signature and price extension (if applicable).

California Department of Corrections and Rehabilitation Attachment A-2

(Note: Some attachments as noted below may not be applicable to this type of solicitation, therefore, they may not be included and the CDCR may not list all 13 required or optional Attachments.)

j. Completed Bidder Declaration Form (GSPD-05-105), Attachment #3.

All Contractors must complete GSPD-05-105 and include it with the bid response. When completing the declaration, Contractors must identify all subcontractors proposed for the Agreement. The Contractor awarded the resulting Agreement is contractually obligated to use the subcontractors for the corresponding work identified, unless the CDCR agrees to a substitution incorporated by an amendment to the Agreement.

k. Completed Payee Data Record (STD 204) and Supplemental Payee Data

Record (STD 205), Attachment #4.

l. Completed Disabled Veteran Business Enterprise Declaration (STD. 843), Attachment #7, if applicable.

m. Completed California Civil Rights Laws Certification, Attachment #10

n. Pursuant to the State of California’s General Terms and Conditions GSPD ITGP (2/20/225), Section 22.2, and as also noted in CDCR’s Exhibit C, General IT Terms and Conditions, Generative Artificial Intelligence (GenAI) shall be disclosed by any Contactor submitting an offer or quote to the CDCR where GenAI is to be used. Any Contractor responding to an RFO or Request for Quote (RFQ) shall mark “yes” or “no” in the check box as indicated on Exhibit B-1, Rate sheet. By checking “yes” or “no”, the Contractor agrees to the terms and conditions of GSPD ITGP as it relates to GenAI.

3. Other Requirements

The Contractors and/or Candidates shall be required to complete the following prior to award. Do not submit the following with a bid response.

a. Confidentiality Statement and Non-Disclosure Agreement Attachment #6.

b. A copy of a Liability Insurance Certificate.

The Contractor must furnish to the CDCR a certificate of insurance stating that there is liability insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and

California Department of Corrections and Rehabilitation Attachment A-2 property damage liability. The certification of insurance must include the following provisions:

1) The insurer will not cancel the insured’s coverage without thirty (30) calendar days’ prior written notice to the CDCR.

2) The State of California/CDCR is included as additional insured.

c. Proof of Workers Compensation Insurance.

The Contractor shall furnish to the CDCR a certificate of insurance stating that there is Workers’ Compensation insurance on all employees engaged in the performance of this contract. The certificate of insurance must include the provision that the insurer will not cancel the insured’s coverage without thirty

(30) calendar days’ prior written notice to the CDCR.

d. Additional Insurance Requirements (if applicable)

Refer to Exhibit D – CDCR Special Provisions.

D. ASSESSMENT AND SELECTION PROCESS

1. All bids will be reviewed for being Responsive and Responsible (R&R) as defined in the State Contracting Manual, Volume 2, Section 1404.2, to the requirements of this RFQ. Incomplete bids will not be considered. If a response is missing required information, it will be deemed non-responsive. The CDCR may, at its discretion, determine if a response is either non-responsive or non-responsible. Bids will be assessed based solely upon the information presented in the written response.

a. Completeness of a bid and adherence to all Response Requirements of this

RFQ.

b. Qualifications of the proposed Candidates as listed in the Statement of Work (SOW), Scope of Work section N, and Minimum or Mandatory qualifications.

These qualifications are in addition Section “d” listed below.

c. Rate Sheet – Exhibit B-1.

d. Compliance with all Mandatory Qualifications and Desirable Qualifications (if applicable, as listed below).

The CDCR intends to Contract with a Contractor that proposes two (2) Candidate for each CDCR Classification Title listed in the SOW who has the required skill sets indicated. If the Contractor proposed more than one candidate for each position/classification, the hours and time will be split between the staff members

California Department of Corrections and Rehabilitation Attachment A-2 classification and cannot exceed the approved budget as noted in this Agreement.

Contractor staff, who have been involved with projects/programs that meet these skill sets, but who do not propose candidates with the required experience and required skill sets listed in the SOW, will not be considered for award. Each individual Candidate must meet qualifications for the respective classification/job title under which they are submitted. All references will be contacted for verification.

3. Administrative Requirements (100 % Pass/Fail)

The Assessment Team will review the bids to determine whether all Administrative Requirements were provided. Administrative Requirements will be assessed as 100% pass or fail. Responsiveness to the requirements in this RFQ will be either given a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those bids that receive a 100% passing approval will proceed to the next step, cost evaluation. Administrative requirements shall include:

Item Administrative Requirements Score a.

Cover letter typed on Contractor’s company letterhead and signed by an authorized officer of the company who has legal and binding authority.

Pass/Fail

b. Company name, mailing address, and telephone number. Pass/Fail c.

Name, telephone number, and email address of the Contractor’s contact person.

Pass/Fail

d. Date of the submitted bid. Pass/Fail

f. Contractor’s SB/DVBE Certification, if applicable. Pass/Fail g.

A copy of the Contractor’s valid California city or county business license (if applicable).

Pass/Fail h.

Total number of years the Contractor has been in business performing services as described in Exhibit A, SOW.

Pass/Fail i.

Statement outlining the Contractor’s qualifications as listed in Exhibit A, SOW.

Pass/Fail j.

Detailed description of the Contractor’s approach for completing the activities and tasks/deliverables identified in Exhibit A, SOW, including the functions, roles, and responsibilities of the proposed Candidate(s).

Pass/Fail k.

Resumes of each proposed Candidate. Resumes must document years of experience in performing the services as described in Exhibit A, SOW.

Pass/Fail

California Department of Corrections and Rehabilitation Attachment A-2 l.

At least three (3) references for each proposed Contractor and Candidate, must be reported on Attachment #2, Customer Reference Form. References should be for Agreements of the same complexity and magnitude as proposed in Exhibit A, SOW.

Pass/Fail m.

Completed Rate Sheet Exhibit B-1. The Contractor must submit one (1) staff member per CDCR Classification/Title.

Proposing one staff member for multiple titles cannot exceed 100%, if applicable.

Pass/Fail

n. Completed Bidder Declaration Form (GSPD-05-105) Pass/Fail

o. Completed Supplemental & Payee Data Record (STD 204) Pass/Fail

p. Completed PMM Statement- if applicable Pass/Fail q.

Signed California Civil Rights Laws Certification-if applicable

Pass/Fail

4. Mandatory Classification Qualifications (Pass/Fail)

The Assessment Team will review the Classification Qualifications, and determine whether the proposed Contractor candidates meet the experience and/or education requirements for designated job classifications as listed in the SOW Section N. Classification Qualifications shall be assessed on a 100% pass/fail basis. Only those bids that receive a 100% pass score will proceed to the next step, cost evaluation. Contractors must provide substantiation as to how the company and its staff members meet the qualifications listed in the SOW.

Contractors must provide substantiation as to how the company and its proposed staff members meet the qualifications listed in the SOW.

5. Interviews –If requested, will be used in the event of a tiebreaker.

E. UNANTICIPATED TASKS

The CDCR expects that during the Agreement term, legislative and/or program changes may necessitate modifications to this Agreement. Unanticipated Tasks may result in an Amendment, and the Amendment rates are based on the Contractor staff hourly labor rates as identified on Exhibit B-1, Rate Sheet. The agreed upon rates shall be to support Amendments (change requests) to this Agreement.

Unanticipated Tasks are defined as additional work that must be performed, and are generally within the original SOW, but were unforeseen and not identified at the time of bid. Both parties shall agree upon the work that needs to be performed, which shall result in Unanticipated Costs and Tasks as identified on the Work Authorization (WA) form, Exhibit A-1. No work shall be performed in advance of the Contractor’s written proposal and the CDCR’s approved Amendment of Unanticipated Tasks.

California Department of Corrections and Rehabilitation Attachment A-2

The CDCR limits the budget for unanticipated tasks as to not exceed 10% of the sum of the original Contract, and are in accordance with rates as listed in Exhibit B-1.

1. A WA shall be performed for each item of unanticipated work that is not specified in Exhibit A, SOW. All unanticipated work shall be clearly defined on Exhibit A-1, Work Authorization.

2. Before work can begin, a WA shall be completed by the CDCR Contract Manager (CM), and signed by both the CDCR and the Contractor staff.

3. Each WA shall outline in detail the purpose, objective, goals, and costs.

4. The CDCR may, at any time, order the Contractor to stop work on any WA. The

Contractor/Consultant/staff shall be compensated for any and all work performed prior to any work stoppage.

5. The Contractor staff shall inform the CDCR CM if a WA needs to be revised for additional work hours. It is at the discretion of the CDCR CM to accept or reject the request, and the revised WA must be signed by both the CDCR CM and the Contractor.

6. The WA shall not supersede the terms of this Agreement; all terms within this

Agreement shall remain in full force.

7. The Contractor staff shall be compensated under the WA by the rates as provided on Exhibit B-1, Rate Sheet.

F. WORK AUTHORIZATION AND AMENDMENT LIMITS

1. Work Authorizations (WA’s) shall not exceed 10% of the original Agreement, not including or related to any time and/or money Amendments. WA’s must be justified, and be completely separate from any time and/or money Amendment.

Once a WA has been approved, it will be added and considered as an Amendment, separate from any time and/or money Amendment.

2. Period of Performance language may indicate that amendment for optional years may be executed. Upon the execution of these optional years, any further Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement

3. Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement, not including WA’s. Under Emergency justification, special circumstances, or Legislatively mandated conditions, some agreements may be Amended beyond 1-year and/or 20% of the original Agreement amount, and will be solely at the

California Department of Corrections and Rehabilitation Attachment A-2 discretion of the CDCR and/or the CDCR Institution Contract Liaisons. Any Amendment that adds funding will be subject to the CDCR’s Delegated Purchasing Authority thresholds.

G. EXHIBITS AND ATTACHMENTS

Exhibit A Statement of Work

Exhibit A-1 Work Authorization Form - Unanticipated Tasks

Exhibit A-2 Service Report

Exhibit A-3 Equipment List

Exhibit A-4 Change Order

Exhibit A-5 Service Technician Reference

Exhibit B Budget Detail and Payment Provisions

Exhibit B-1 Rate Sheet

Exhibit C General Provisions for Information Technology

Exhibit D CDCR Special Provisions

Attachment #2 Customer Reference Form

Attachment #3 Bidder Declaration Form (GSPD 105)

Attachment #4 Payee Data Record and Supplemental Payee Data (STD 204)

Attachment #6 Confidentiality and Non-Disclosure Agreement

Attachment #10 California Civil Rights Laws Certification

Attachment #12 Disabled Veterans Business Enterprise Declarations (STD 843)

Maintenance and Repair Services Department of Corrections and Rehabilitation Exhibit A

SCOPE OF WORK

A. PURPOSE

The Contractor shall provide all labor, including travel and per diem, parts, supplies, non-consumable materials, transportation, equipment, and all items of necessary expense to perform preventative maintenance and emergency repair services on the Supervisory Control and Data Acquisition (SCADA) Computer System for the California Department of Corrections and Rehabilitation (CDCR), California Health Care Facility (CHCF), Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP), located at 7707 S. Austin Road, Stockton, California 95215 and also the Waste Water Treatment Plant at the Northern California Youth Correctional Center(NCYCC/CHCF West) located at 7650 South Newcastle Road, Stockton, CA.

95215.

B. PERIOD OF PERFORMANCE

The Period of Performance for this SOW is July 1, 2026, or upon execution of this Agreement by the CDCR, whichever is later, through June 30, 2029, with one (1) optional one (1) year extension, consistent with the original Scope of Services and at the contracted hourly rate as referenced in Exhibit B-1, Rate Sheet, and the dollar amount of the first year amendment shall not exceed the first full fiscal year funds encumbered.

The total budget amount cannot exceed $300,000.00 ($100,000.00 per fiscal year for three years).

C. SUBCONTRACTING

For any services, including Consulting services awarded by the CDCR, the maximum amount of Subcontracting shall not exceed 40%. If the amount of Subcontracting exceeds 40%, the responding Contractor must include a letter of explanation which clearly defines the need for further Subcontracting. Any offer or quote submission that is received by the CDCR that indicates more than 40% Subcontracting, as noted on the Bidder Declaration GSPD-05-105, and does not include a letter of explanation, will be deemed non-responsive by the CDCR Administrative Evaluation Team, and subsequently disqualified from further evaluation of this offer or quote. In addition, the CDCR Evaluation Team will be the final determining body that approves any Subcontracting of more than 40% as indicated on the Bidder Declaration form GSPD-05-105, and that is also accompanied by the Contractors letter of explanation.

D. SERVICES BASED AGREEEMENT

The Contractor must follow Payment Provisions guidelines regarding invoicing

Department of Corrections and Rehabilitation Exhibit A instructions and requirements as spelled out specifically in Exhibit B – Budget Detail and Payment Provisions.

This agreement shall be based on Services performed as outlined in Exhibit B-1, and Services shall be completed in their entirety prior to invoicing. All invoicing shall be billed monthly in arrears, in accordance with the Exhibit B-1, Rate Sheet, and payment is defined in Exhibit B, Budget Detail and Payment Provisions.

E. CONTRACTOR ONBOARDING – GATE CLEARANCE

This Agreement explicitly excludes Contractor onboarding procedures. Gate clearance for the Contractor’s Service Technicians shall be facilitated and processed by the Institution/Institution Contract Liaison for each service request or site visit. This section applies to any staff replacements or substitutions as well.

F. EQUIPMENT

1. Maintenance and inspection scheduled biannually.

a. Services shall be performed biannually during normal business hours 7:00 a.m.

to 3:00 p.m. PST, Monday through Friday, State holidays excluded. Contractor shall provide the requested services on the dates specified by the State or within five (5) days of the specified dates. The State reserves the right to request additional services at Contractor’s rate as specified in Exhibit B-1 Rate Sheet or to decrease the scheduled number of services, should equipment be added, or old equipment becomes obsolete.

b. If the Contractor finds any equipment or components that are not in good working order while performing service, the Contractor shall immediately report findings, verbally, to the Institution Contract Liaison or designee. The Contractor shall submit a written report, along with recommended repairs, to the Institution Contract Liaison or designee within twenty-four (24) hours of findings.

2. Equipment calibration and upgrades

a. All equipment requiring calibration shall be identified by placing inspection stickers on the equipment, showing the date of calibration and/or date of service, and signature of service technician servicing the equipment.

b. The Contractor shall maintain an instrument logbook and upon request provide a calibration certificate signifying that a continuing quality control program is in existence.

c. The Contractor shall provide written estimates for any necessary upgrades to

SCADA hardware or software as needed to keep plant in compliance with any applicable regulations. Before performing and completing work, the estimate of costs will be reviewed and approved by the Institution Contract Laison, and noted

Department of Corrections and Rehabilitation Exhibit A on Exhibit A-2, Service Report.

3. Equipment List-See the attached Exhibit A-3 Equipment List

G. MAINTENANCE AND INSPECTION SERVICES

1. The Contractor shall provide maintenance and inspection for the equipment specified in Exhibit A-3, Equipment List, to ensure each SCADA Computer System and Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP) can operate safely at all Original Equipment Manufacturer (OEM) specifications. CHCF will provide dates of service upon approval of the Agreement. The Institution Contract Liaison or designee will notify the Contractor in writing of equipment that has been added and/or deleted from the equipment list and notify the Regional Accounting Office simultaneously.

2. The Contractor shall perform all services as specified herein and as necessary to maintain the optimum level of efficiency for each specified piece of equipment.

Services shall include, as applicable, but not limited to cleaning, adjustment, calibration, alignment, and operational testing of each piece of equipment, furnishing all necessary cleaning supplies and testing equipment and providing all necessary repairs and parts replacement including hardware, server, and software on each SCADA and associated telemetry and Waste Water Treatment Plant (WWTP) and Water Treatment Plant (WTP). All parts requiring replacement shall be replaced in accordance with Section M, Parts Replacement, as specified herein.

3. All parts requiring replacement will be replaced in accordance with the Parts

Replacement Section M. The Contractor shall invoice services in accordance with the rates specified herein on Exhibit B-1, Rate Sheet.

4. For the Water and Wastewater Plant Semi-Annual Site Visit, The Contractor shall visit both Water and Wastewater Plants every six (6) months two times per year and provide the following services:

5. Download and record existing Process Logic Controller (PLC), Operator Interface Terminal (OIT), and Human Machine Interface (HMI) programs to initiate software custody service to restore program configurations. The Contractor shall have this copy available during repairs or failure of the system.

6. Check PLC, HMI, and Uninterruptible Power Supply (UPS) batteries.

7. Inspect and vacuum out control system cabinets at both Water and Wastewater

Plants.

8. Review program issues with Operations staff.

9. Provide Institution Contract Liaison or designee with a report noting any issues

Department of Corrections and Rehabilitation Exhibit A with the system found during the inspection and solutions to the noted problems.

10. The Contractor shall provide miscellaneous and/or routine maintenance services on an as-needed basis, which will be reimbursed at the Non-Emergency Repair Hourly Rate, during designated business hours, as specified in Exhibit B-1, Rate Sheet.

H. EQUIPMENT CALIBRATION AND UPGRADES

1. All equipment requiring calibration shall be identified by placing inspection stickers on the equipment, showing the date of calibration and/or date of service, and signature of service technician servicing the equipment.

2. The Contractor shall maintain an instrument log book and provide a calibration certificate signifying that a continuing quality control program is in existence.

3. The Contractor shall provide written estimates for any necessary upgrades to SCADA hardware or software as needed to keep plant in compliance with any applicable regulations. Before performing and completing work, the estimate of costs will be reviewed and approved by contract liaison, and noted on Exhibit A-2, Service Report, as specified in Exhibit B-1 Rate Sheet.

I. NON-EMERGENCY REPAIR SERVICE

1. The Contractor shall provide unlimited visits for all repair services requested or necessary to keep the equipment fully operational at the rates as listed on Exhibit B-

1. The Contractor shall invoice repair services that are provided outside of the semi-annual maintenance, or rot covered by the Guarantee, Section O herein, at the Non- Emergency Repair Hourly Rate, as specified in Exhibit B-1, Rate Sheet. The Contractor shall replace all parts requiring replacement in accordance with Section M, Parts Replacement, as specified herein, upon telephone request from the Institution Contract Liaison or designee. The Contractor shall respond to requests and be on-site for repair service within twenty-four (24) hours. Every effort shall be made to perform services during designated business hours of 7:00 a.m. to 3:00 p.m., Monday through Friday, State Holidays (ca.gov) excluded. The State may, at its discretion, allow access to the equipment during non-business hours when necessary. Non-emergency repair services performed outside of designated business hours, as specified herein, must be approved in advance and in writing by the Institution Contract Liaison or designee.

2. The Contractor shall make every attempt to complete repairs the same working day but must be completed within five (5) days. The Contractor shall immediately provide written notification to the Institution Contract Liaison or designee when a delay in repair is anticipated (i.e., due to non-availability of part(s) and/or parts must be ordered), or for any other reason.

Department of Corrections and Rehabilitation Exhibit A

J. EMERGENCY REPAIR SERVICE

1. The Contractor shall provide 24 hour a day seven (7) days a week phone support.

The Contractor shall provide telephone numbers at which service personnel can be reached during regular working hours and nonworking hours including weekends and holidays. Emergency repair after hours or on weekends or holiday services, will be charged at the emergency hourly rate with a one-half hour (30 minute) minimum rate.

2 . The Contractor shall provide all necessary emergency repairs upon request from the

Institution Contract Liaison or designee. The Contractor shall be on-site to perform repairs within eight (8) hours of telephone notification by the Institution Contract Liaison or designee. The Contractor shall invoice Emergency services provided by the Contractor, if at the specific request of the State, at the Emergency Repair Hourly Rate, as specified in Exhibit B-1, Rate Sheet.

3. All emergency repair services provided shall be completed the same working day, unless the Contractor submits a written notification of delay to the Institution Contract Liaison or designee immediately upon diagnosis of equipment deficiency. All parts requiring replacement shall be replaced in accordance with Section M, Parts Replacement.

4. If the Contractor discovers any equipment or components that are not in good working order while performing emergency repairs, the Contractor shall immediately report findings, verbally, to the Institution Contract Liaison or CDCR designee. The Contractor shall submit a written report, along with the recommended repairs, to the Institution Contract Liaison or designee within twenty-four (24) hours of findings.

K. EQUIPMENT PROGRAMMING

The Contractor shall provide onsite programming of various components of the SCADA and associated telemetry systems at the WWTPs and WTPs specified herein due to changes in process, equipment addition, equipment removal, or as requested by the Institution Contract Liaison or CDCR designee. The Contractor shall obtain approval from the Institution Contract Liaison or designee, before any programming is performed.

L. CALL BACK SERVICE

Should the Contractor fail to provide any of the specified services in the prescribed manner and/or described herein, the State may call back the Contractor to provide services within four (4) hours, unless otherwise specified, at no additional cost to the State. The Contractor shall provide 24 hours a day seven (7) days a week phone support. The Contractor shall provide phone numbers at which service

Department of Corrections and Rehabilitation Exhibit A personnel can be reached during regular working hours and non-working hours including weekends and holidays. If the issue can be resolved over the phone with Plant Operations Staff, the time during normal working hours will be billed at the Contractor's “Non-Emergency Repair” rate in accordance with the Exhibit B-1 - Rate Sheet, with a one-half hour (30 minutes) minimum charge. Calls after hours or on weekends or holidays will be charged at the emergency hourly rate in accordance with Exhibit B-1 - Rate Sheet, with a one-half hour (30 minutes) minimum rate.

M. PARTS REPLACEMENT

1. The Contractor shall replace all parts that become worn or inoperable, or that otherwise affects the equipment's operability in any way. A manufactured/authorized dealer published price list for parts shall be submitted with the Contractor's invoice to the State. The Contractor must notify the Institution Contract Liaison or designee prior to ordering and/or installing the part. The Contractor shall be reimbursed for the actual cost of the parts when a manufactured/authorized dealer published price list is not available; no mark-up is allowed. The Contractor must submit a written estimate of the required parts in writing to the Institution Contract Liaison or designee and approved before replacement.

2. Parts replaced by the Contractor under this Agreement shall be new, factory manufactured, or of equivalent quality and shall meet the industry standards and be within normal industry pricing. All parts replaced by the Contractor shall be subject to price verification by the Institution Contract Liaison or designee. The Contractor shall maintain an adequate supply and/or be able to obtain within a reasonable amount of time any necessary replacement parts in order to perform repairs and maintenance in a timely manner. Consumables and other supply items are hereby excluded. All parts that have been replaced become the property of the State.

N. OUT OF WARRANTY PARTS AND LABOR

Parts and labor that are out of, or past the manufacturers or Contractors’ warranty shall be covered by a justification of emergency status, meaning the institution may execute an amendment against this agreement to add funds and time to replace the parts and provide the necessary labor to install. This amendment will fall under the language of Work Authorization as listed in section CC and DD.

O. GUARANTEE

The Contractor shall guarantee all services performed by the Contractor's service technicians, including all replaced parts, for a minimum of ninety (90) days from the date of service performance. If it is determined that failure has occurred due to

Department of Corrections and Rehabilitation Exhibit A defective parts or workmanship, the Contractor shall correct the failure at no additional expense to the State. Correction shall occur during designated State business hours upon request for service by the Institution Contract Liaison or designee.

P. EQUIPMENT REMOVAL

1. The Contractor shall endeavor to perform all services required under this Agreement on State premises. In the event that equipment must be removed from State premises for repair, the Contractor must obtain prior approval from the Institution Contract Liaison or designee. The Contractor shall be responsible for pickup and delivery from State premises. Upon completion of repair, the Contractor shall notify the State to schedule a delivery date and time. Under no circumstances shall equipment removed from State premises be kept by the Contractor longer than five (5) working days, unless prior written permission has been obtained from the Institution Contract Liaison or designee.

2. Before equipment may be removed from State premises, the Institution Contract

Liaison or designee will record the serial numbers of the equipment being removed and inspect the equipment. Upon return of the equipment by the Contractor, the Institution Contract Liaison or designee shall check the serial numbers against those previously recorded and inspect the equipment for acceptability.

Q. EQUIPMENT CHANGES

1. The CDCR reserves the right to add or substitute equipment similar to that identified in the Equipment List established at the commencement of this Agreement for equipment that has become obsolete or is taken out of service, as determined by the Institution Contract Liaison or CDCR Designee. Added or substituted equipment and/or services shall be provided at the same rates set forth in the Exhibit B-1, Rate Sheet.

2. The Contractor shall be notified with an Exhibit A-4, Change Order Letter, of any additions or changes to the equipment and/or services. There shall be no additional charges to CDCR for the addition, substitution, or removal of equipment or change in number of services.

R. INSTITUTION CONTRACT LIAISON

The Institution Contract Liaison or CDCR designee will be solely responsible for determining satisfactory completion of all services performed by the Contractor. The CDCR's Institution Contract Liaison or designee for this Agreement shall be solely responsible for determining acceptability of machine quality, operability, and satisfactory completion of any services provided by Contractor.

S. MANDATORY CONTRACTOR QUALIFICATIONS AND LICENSE REQUIREMENTS

Department of Corrections and Rehabilitation Exhibit A

The Contractor m u s t possess and maintain throughout the term of this agreement, a valid California Contractors State License Board "C-7" Low Voltage Systems Contractor specialty license or a "C-10" Electrical Contractor specialty license, or a "B" General Building Contractor License with a subcontractor who possesses the required specialty license and include within Request for Quote (RFQ) response.

The Contractor's service technicians shall possess and maintain throughout the term of this Agreement any current licenses, permits, and/or certifications required. The Contractor shall provide the State with a copy of any valid licenses, permits, and/or certifications, if applicable, for each service technician providing services under this Agreement, within the RFQ response.

If the Contractor is located within the State of California, a business license from the city/county in which it is headquartered is necessary. However, if the Contractor is a corporation, a copy of incorporation documents/letter from the Secretary of State's Office can be submitted within the RFQ response. If you are a Contractor outside the State of California, Contractor shall include a copy of the business license or incorporation papers, from your respective state showing that the company is in good standing in that state, within the RFQ response.

T. MANDATORY CONTRACTOR STAFF QUALIFICATIONS

The Contractor shall employee a minimum of two (2) service technicians who have either:

1. Certified factory training on the equipment specified herein. The Contractor must provide the State with proof of the required training for each service technician providing service under this Agreement.

OR

2. A minimum of three (3) consecutive years of experience in working on water/wastewater treatment related control systems, telemetry and instrumentation, including supervisory control and data acquisition (SCADA) computer systems. The Contractor shall provide documentation of this instrumentation experience upon request.

The Contractor must provide the State with proof of the required experience for each of the service technicians providing services under this Agreement. Acceptable proof would be a minimum of three (3) letters of professional (not personal) reference for at least three (3) consecutive years of experience in maintaining and repairing the

Requests Type of Personnel CDCR…