Request_for_Quotation_-_Informal_Comp_C5611987.pdf

STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

REQUEST FOR QUOTATION ‐ IT GOODS/SERVICES ‐ INFORMAL COMPETITIVE

EIS 4004(C) (REV. 03/2024) SOLICITATION # _______________________

REQUEST FOR QUOTATION ‐ IT GOODS IT SERVICES

CDCR INFORMATION

Requestor:

Email:

Phone:

Shipping Address:

Solicita on Number:

Release Date:

Response Due Date:

Responses must be delivered via email to requestor listed above on or before 2:00 p.m. on the quote response due date.

Delivery is required to be completed within ____ calendar days a er receipt of order (ARO).

METHOD OF AWARD: The lowest responsive and responsible bidder mee ng all administra ve and technical requirements, terms, and condi ons of this solicita on will be awarded. For the purposes of this solicita on, requested items shall be awarded based on the op on selected below:

All or none – the lowest overall bid price for all items will be awarded.

On the basis of individual items – the lowest bid on each line item will be awarded. The State may accept and award any single line item or combina on of line items as specified in this solicita on.

FREE ON BOARD (F.O.B.): Only bid responses quo ng F.O.B. Des na on to the ordering organiza on’s receiving point will be accepted.

Responsibility and liability for loss or damage for all orders shall remain with the contractor un l final inspec on and acceptance, when all responsibility shall pass to the ordering organiza on, except the responsibility for latent defects, fraud, and any warranty obliga ons. Acceptable freight payment terms shall be defined based on the selected op on below (F.O.B terms do not apply to Services):

Only quotes offering Freight Prepaid by the contractor will be accepted. All shipping costs must be included in the price of the goods.

Shipping costs may NOT be listed as a separate stand‐alone cost.

Quotes offering either Freight Prepaid/ADD or Freight Prepaid by the contractor will be accepted.

Signature: ___________________________________________ Date: _______________________________________________

BIDDER INFORMATION

Contact Name:

Email:

Phone:

Business Name:

Business Address:

CA Seller’s Permit #:

Federal Employer Iden fica on (FEIN) #:

SB/MB/DVBE Cert. # & Exp. Date:

Are you the manufacturer? Yes No

Are you a non‐Small Business claiming at least 25% Small Business Subcontractor preference? Yes No

Discount Payment Offer: _____% cash discount for payment within _____days.

BIDDER SIGNATURE AUTHORIZATION

By virtue of submi ng a bid, the Authorized Representa ve signing this RFQ accepts all terms and condi ons expressed herein. Bidder offers and agrees that if this response is accepted within forty‐five (45) calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the mes specified and subject to the a ached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY: By signing above, with the inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed complied with the non‐discrimina on program requirements of Government Code 12990 and Title 2, California Administra ve Code Sec on 8103, and such declara on is true and correct. (2) The Na onal Labor Rela ons Board declara on set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the informa on set forth within is true and correct.

Signature: ___________________________________________ Date: _______________________________________________

DELIVERY: Final delivery, inspec on, and acceptance shall be at the loca on(s) described herein.

CASH DISCOUNTS: Cash discounts will not be considered when evalua ng bid responses for award purposes. However, cash discounts may be offered and taken by the State when processing invoices within the specified meframe. Discount offered must be at least one percent and a minimum of $50.00.

ADVANCED PAYMENT PROHIBITED: Advanced payment is prohibited, unless for so ware subscrip on maintenance and support. This prac ce shall be limited to a maximum advanced payment of one (1) year.

PRICES: Pricing shall be all inclusive. Only the price/charges submi ed in the quote response shall be accepted and included in the awarded purchase order.

NEW EQUIPMENT: All equipment to be provided in response to a State of California solicita on shall be new and latest model in current produc on. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE.

LOSS LEADER: It is unlawful for any person engaged in business within this state to sell or use any ar cle or product as a “loss leader” as defined in Sec on 17030 of the Business and Professions Code. A “loss leader” is any ar cle or product sold at less than cost: (a) where the purpose is to induce, promote, or encourage the purchase of other merchandise; or (b) where the effect is a tendency or capacity to mislead or deceive purchasers or prospec ve purchasers; or (c) where the effect is to divert trade from or otherwise injure compe tors.

SUBSTITUTIONS: Subs tu ons for like items may be accepted at the State's discre on if the requested item is not available and the subs tute item is equivalent to or exceeds the standards of the original request. The State reserves the right to determine whether a subs tute offer is equivalent to and meets the standards of quality required.

CHANGE ORDERS/AMENDMENTS: Any purchase order resul ng from this quote may be amended, modified (within the scope of the original agreement), or terminated at any me by mutual agreement of the par es in wri ng. Change orders amending, modifying, or termina ng the purchase order, including modifica ons of compensa on payable, may be issued only by the State Procurement Official. All such change orders shall be in wri ng and issued only upon wri en concurrence of the contractor.

BIDDER TERMS & CONDITIONS/QUOTATION ATTACHMENTS PROHIBITED: Bid responses that reference a bidder’s own terms and condi ons, legal terms, or provisions that conflict with the State’s General Provisions shall be considered non‐responsive and will be rejected. The State objects to and will not evaluate or consider any addi onal terms or condi ons submi ed by a bidder.

TOBACCO‐FREE ENVIRONMENT: Pursuant to Penal Code Sec on 5030.1, the possession or use of tobacco products by any person on the grounds of any ins tu on or facility under the jurisdic on of CDCR is prohibited.

RECYCLED CONTENT PRODUCTS: State agencies are required to report purchases in many product categories. In order to comply with those requirements, bidders are required to complete and return the a ached Postconsumer Recycled‐Content Cer fica on form (CalRecycle 74) with their bid response. Failure to complete and return the form may disqualify your bid from considera on. More informa on is located at:

h ps://www.calrecycle.ca.gov PAYEE DATA RECORD & CDCR SUPPLEMENT: The successful bidder may be required to submit a Payee Data Record (STD. 204) and/or a CDCR Supplement Vendor Payee Data form lis ng payee informa on and their Taxpayer Iden fica on Number (if currently not on file with CDCR or if there are business informa on updates needed).

CALIFORNIA SELLER'S PERMIT: If applicable, award will be condi onal on providing your company’s California retailer’s seller’s permit number or cer ficate of registra on and, if applicable, the permit or cer fica on of all par cipa ng affiliates, issued by the California Department of Tax and Fee Administra on (CDTFA), pursuant to all requirements as set forth in Sec on 6487, 7101 and Sec ons 6452.1, 6487.3, 18510 of the Revenue and Taxa on Code, and Sec on 10295.1 of the Public Contract Code. To expedite the process of verifying the validity of the permit, provide the CDTFA issued seller’s permit number on page 1 of this Price Request or a ach a copy of the permit with your bid response.

PROHIBITION ON TAX DELINQUENTS: Persons or companies iden fied as the largest tax delinquents by the Franchise Tax Board (FTB) or California Tax and Fee Administra on (CDTFA) under the authority of Sec ons 7063 or 19195 of the Revenue and Taxa on Code shall be disqualified from the bidding process. PCC Sec on10295.4. Contractors included on tax delinquency lists; contracts void and unenforceable; (a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisi on of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Sec on 7063 or 19195 of the Revenue and Taxa on Code. Any contract entered into in viola on of this subdivision is void and unenforceable. (b) This sec on shall apply to any contract executed on or a er July 1, 2012.

EXECUTIVE ORDER N‐6‐22 ‐ RUSSIA SANCTIONS: On March 4, 2022, Governor Gavin Newsom issued Execu ve Order N‐6‐22 (the EO) regarding Economic Sanc ons against Russia and Russian en es and individuals. “Economic Sanc ons” refers to sanc ons imposed by the U.S. government in response to Russia’s ac ons in Ukraine, as well as any sanc ons imposed under state law. By submi ng a bid or proposal, Contractor represents that it is not a target of Economic Sanc ons. Should the State determine that the Contractor is a target of Economic Sanc ons or is conduc ng prohibited transac ons with sanc oned individuals or en es, that shall be grounds for rejec on of the Contractor’s bid/proposal any me prior to contract execu on or, if determined a er contract execu on, shall be grounds for termina on by the State.

TARGET AREA CONTRACT PREFERENCE ACT (TACPA) PREFERENCE (STD 830): This solicita on provides for the op onal TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejec on of the bid/offer. The TACPA workplace and workforce preferences will be evaluated for this solicita on. California‐based companies seeking TACPA preferences will need to complete and submit preference request forms with the bid/offer. Visit h ps://www.dgs.ca.gov/PD for required preference request forms and an interac ve map to determine if a business is located within a TACPA qualified zone. By submi ng TACPA forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code Sec on 4535 and provided in Sec on 1896.40 of Title 2 of the California Code of Regula ons (CCR) in addi on to requirements specified on the TACPA form STD 830.

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION: Pursuant to Public Contract Code Sec on 2010, a person that submits a bid to, or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of one hundred thousand dollars

($100,000.00) or more shall cer fy, under penalty of perjury, at the me the bid is submi ed or the contract is renewed, compliance with the Unruh Civil Rights Act (Sec on 51 of the Civil Code) and the Fair Employment and Housing Act (Sec on12960 of the Government Code).

RESPONSIVE BID: A bid that clearly substan ates compliance, without material devia on, with all specifica ons, requirements, and the terms and condi ons of the solicita on. If a bidder has been determined to be non‐responsive, the bid shall be rejected.

RESPONSIBLE BIDDER: Bidders may be required to submit evidence of their qualifica ons at such mes and under condi ons as the State may deem necessary. The ques on of whether a par cular bidder is a responsible bidder may involve an evalua on of the bidder’s experience, type of facility, exper se, or financial resources regarding the items requested by the per nent solicita on. If a bidder has been determined to be non‐ responsible, the bid shall be rejected.

SB/DVBE CERTIFICATION: The Department of General Services (DGS) Procurement Division (PD), Office of Small Business and DVBE Services (OSDS) is the state’s cer fying agency. Suppliers claiming preferences and/or incen ves must provide their California Small Business (SB), Micro Business (MB), or Disabled Veteran Business Enterprise (DVBE) cer fica on number on page 1 of this RFQ. Completed cer fica on applica ons and required support documents must be submi ed to the OSDS no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the applica on as submi ed. SB/Nonprofit Veteran Service Agencies (NVSA’s) must possess cer fica on by California prior to the day and me bids are due. Online applica ons are available at h ps://caleprocure.ca.gov. Ques ons regarding cer fica on should be directed to the OSDS at OSDSHelp@dgs.ca.gov or (916) 375‐4940.

SMALL BUSINESS PREFERENCE: Sec on 14838 et seq. of the California Government code requires that a 5% preference be given to bidders who qualify as a cer fied small business. If applicable, a bidder can claim the small business preference by providing their small business cer fica on number on page 1 of this RFQ.

NON‐SMALL BUSINESS SUBCONTRACTOR PREFERENCE: A 5% bid preference is available to non‐small business claiming 25% California cer fied small business subcontractor par cipa on. If applicable, claim the preference on page 1 of this RFQ and provide the small business subcontractor informa on and percentages on the Bidder Declara on (GSPD‐05‐105) form included in this solicita on packet.

SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA): SB/NVSA prime bidders mee ng requirements specified in the Military and Veterans Code Sec on 999.50 et seq. and obtaining a California cer fica on as a small business are eligible for the 5% small business preference. If applicable, provide cer fica on number on page 1 of this RFQ.

DVBE PROGRAM REQUIREMENTS: The State has established goals for DVBE par cipa on in State contracts. The intent of the DVBE par cipa on requirement and incen ve is to encourage DVBE cer fied suppliers to par cipate in bidding opportuni es, and to encourage non‐DVBE firms to seek and include DVBE’s as sub‐contractors. For the purposes of this solicita on, the department elects to exempt the DVBE Program Requirements, but opts to include the DVBE Incen ve. This solicita on does not include a required minimum DVBE par cipa on percentage or goal.

DVBE INCENTIVE: A DVBE incen ve will be given to bidders who provide DVBE par cipa on. For evalua on purposes only, the State shall apply a DVBE bid incen ve to bids that propose a California cer fied DVBE par cipa on as iden fied on the Bidder Declara on, GSPD‐05‐105, and confirmed by the State. Bidders that fail to submit the required Bidder Declara on to confirm the level of DVBE par cipa on will not be eligible to receive the DVBE incen ve. The DVBE incen ve amount for awards based on low price will vary in conjunc on with the percentage of DVBE par cipa on. The net bid price of responsive bids will be reduced, for evalua on purposes only, by the amount of DVBE incen ve as applied to the lowest net bid price. If the #1 ranked responsive, responsible bid is a California cer fied small business, the only bidders eligible for the DVBE incen ve will be California cer fied small businesses. The following incen ve percentages will apply to this solicita on:

Confirmed DVBE Par cipa on of: DVBE Incen ve:

5% or greater 5%

4% to 4.99% inclusive 4%

3% to 3.99% inclusive 3%

2% to 2.99% inclusive 2%

1% to 1.99% inclusive 1%

BIDDERS DECLARATION (GSPD‐05‐105): All bidders must complete the Bidder Declara on GSPD‐05‐105 and include it with the bid response.

When comple ng the declara on, bidders must iden fy all subcontractors proposed for par cipa on in the contract, including equipment manufacturers, equipment distributors, and resellers. A subcontractor is any person, firm, corpora on, or organiza on contrac ng to perform any part of the prime’s contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work iden fied unless the State agrees to a subs tu on, and it is incorporated by amendment to the contract. All cer fied Small Businesses (SBs) and/or Disabled Veteran Business Enterprises (DVBEs) must perform a “commercially useful func on” in the performance of the contract as defined in Government Code Sec on 14837 (d)(4). At the State’s op on prior to award, bidders may be required to submit addi onal wri en clarifying informa on. Failure to submit the required wri en informa on as specified may be grounds for bid rejec on.

SUBCONTRACTING: The maximum amount of subcontrac ng shall not exceed 40%. If the amount of subcontrac ng exceeds 40%, the responding bidder must include a le er of explana on clearly defining the need for further subcontrac ng. Any offer submission that is received by the CDCR that indicates more than 40% subcontrac ng, as noted on the Bidder Declara on GSPD‐05‐105, and does not include a le er of explana on, will be deemed non‐responsive by the CDCR and subsequently disqualified from further evalua on of this offer.

DVBE SUBCONTRACTING – REPORTING REQUIREMENTS: Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code Sec on 999 et seq. Should award of this contract be based in part on their commitment to use the DVBE subcontractor(s) iden fied in their bid or offer, per Military and Veterans Code Sec on 999.5 (g), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by both the awarding department and the DGS prior to the commencement of any work by the proposed subcontractor. Changes to the scope of work that impact the DVBE subcontractor(s) iden fied in the bid or offer and approved DVBE subs tu ons will be documented by contract amendment. Failure of Contractor to seek subs tu on and adhere to the DVBE par cipa on level iden fied in the bid or offer may be cause for contract termina on, recovery of damages under rights and remedies due to the State, and penal es as outlined in MVC Sec on 999.9; Public Contract Code (PCC) Sec on 10115.10. Upon comple on of this Contract, the department requires the prime contractor to cer fy informa on using the Prime Contractor’s Cer fica on – DVBE Subcontrac ng Report (STD 817). If for this Contract, the Contractor made a commitment to achieve the DVBE par cipa on goal by subcontrac ng to a DVBE, the Department will withhold $10,000 from the final payment, or the full final payment if less than $10,000, un l the Contractor complies with the cer fica on requirements above. A Contractor that fails to comply with the cer fica on requirement shall, a er wri en no ce, be allowed to cure the defect. Notwithstanding any other law, if, a er 30 calendar days from the date of wri en cure no ce, the prime contractor refuses to comply with the cer fica on requirements, the department shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000. (MVC Sec on 999.7) A person or en ty that knowingly provides false informa on shall be subject to a civil penalty for each viola on. (MVC Sec on 999.5(d); Govt. Code Sec on 14841).

Contractor agrees to comply with the rules, regula ons, ordinances, and statutes that apply to the DVBE program as defined in Sec on 999 of the MVC, including, but not limited to, the requirements of Sec on 999.5(d). (PCC Code Sec on 10230). DVBE subcontractors will be no fied at the me of award that their firm has been listed for par cipa on in an agreement. Upon request, the prime contractor shall also provide proof of payment to the DVBE for subcontractor work.

DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS (DGS PD 843): Per the Military and Veterans Code Sec on 999.2, the DVBE Declara ons (DGS PD 843) must be completed and signed by all disabled veteran business owner(s) and disabled veteran business manager(s) when a DVBE contractor or subcontractor will provide materials, supplies, services, or equipment. When applicable, the completed form must be included with the bid response.

BID EVALUATION – TIE BETWEEN BIDDERS: In the event of a precise e between bidders, the CDCR procurement official will conduct a coin toss.

At least one witness must observe and document the coin toss. Affected bidders will be given the opportunity to a end the e breaker coin toss.

An email no fica on will be sent to the affected bidders at least 24 hours prior to the coin toss. Note: In the event of a precise e between two SB suppliers in which one is also a DVBE, the award shall go to the SB that is also a DVBE. [Government Code, Sec on 14838 (f) and Title 2 CCR, Sec on 1896.8(f)].

CONFIDENTIALITY: During the evalua on of bids received in response to a compe ve solicita on and prior to contract award, informa on rela ng to bid evalua on is confiden al. Any disclosure of confiden al informa on by the bidder during the procurement process is a basis for rejec ng the bidder’s proposal and finding the bidder ineligible. Total confiden ality during the procurement process is vital to preserve the integrity of the process.

AWARD OF CONTRACT: For IT solicita ons over $100,000, award of contract, if made, will be in accordance with the RFQ informa on on Evalua on to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty‐five (45) days a er the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award. Wri en no fica on of the State’s intent to award will be made to all bidders. If a bidder, having submi ed a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a No ce of Intent to Protest, according to the instruc ons contained in the paragraph tled “Protests” of this RFQ.

PROTESTS: For IT solicita ons over $100,000, any bidder’s issues regarding solicita on requirements must be resolved (or a empts to resolve them must have been made) before a protest may be submi ed according to the procedure below. These issues will first be resolved by the contact for the solicita on or if they result in a protest, the protest will be submi ed to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has submi ed a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evalua on procedures in the solicita on and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selec on as described below. Protests regarding selec on of the “successful bidder” will be heard and resolved by the Vic m Compensa on and Government Claims Board whose decision will be final. All protests of award must be made in wri ng, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; ci ng the law, rule, regula on or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Deputy Director, Procurement Division 707 Third Street, Second Floor South

West Sacramento, CA 95605 Facsimile No.: (916) 375‐4611

All protests to the RFQ or protests concerning the evalua on, recommenda on, or other aspects of the selec on process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the No fica on of Intent to Award.

Cer fied or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

EIS 4004(C) (REV. 03/2024) SOLICITATION # _______________________

SOLICITATION ATTACHMENTS: The following documents are a ached or incorporated by reference and are considered part of this solicita on.

Visit h p://www.dgs.ca.gov/PD to view Bidder Instruc ons, General Provisions, and Special Provisions. Please read carefully.

• Bidder Instruc ons (DGS PD 451) (Revised 11/09/2011)

• General Provisions ‐ Informa on Technology (DGS PD‐401) (Revised and Effec ve 06/21/2022) o These terms and condi ons apply only to IT services and IT tangible goods procurements (including subscrip ons and warran es), Infrastructure as a Service (IaaS), and Pla orm as a Service (PaaS). General Provisions – Informa on Technology does not apply to So ware as a Service (SaaS).

• Cloud Compu ng General Provisions So ware as a Service (SaaS) (Revised and Effec ve 06/21/2022) o These terms and condi ons apply only to So ware as a Service (SaaS). They do not apply to Infrastructure as a Service

(IaaS), or Pla orm as a Service (PaaS). Addi onally, the General Provisions – Informa on Technology terms and condi ons do not apply to SaaS procurements.

• Cloud Compu ng Special Provisions for So ware as a Service (SaaS) (Revised 03/01/2018 and Effec ve 03/15/2018) o These terms and condi ons apply only to So ware as a Service (SaaS). Cloud Compu ng Special Provisions for SaaS are applicable and are included as addi onal terms and condi ons to be used only with Cloud Compu ng General Provisions SaaS terms and condi ons.

• Cloud Compu ng Special Provisions for Infrastructure as a Service (IaaS) & Pla orm as a Service (PaaS) (Effec ve 05/11/2016) o These terms and condi ons apply only Infrastructure as a Service (IaaS), or Pla orm as a Service (PaaS). They do not apply to So ware as a Service (SaaS).

• Line Item Cost Worksheet (Commodity Informa on/Specifica ons/Descrip ons) (Page 6)

• Bidder Declara on (GSPD‐05‐105)

• Postconsumer Recycled‐Content Cer fica on (CalRecycle 74)

• Disabled Veteran Business Enterprise Declara ons (DGS PD 843)

• Payee Data Record (STD 204)

• CDCR Supplement Vendor Payee Data Record Form

• California Civil Rights Laws Cer fica on

• Iran Contrac ng Act Verifica on

• TACPA Preference Request Form (STD 830)

• Other: ____________________________________________________________________________________________

RESPONSE CHECKLIST: Mandatory Documents ‐ The following checklist iden fies the items that must be completed and returned to be evaluated for award: (*Indicates if applicable)

CDCR

Requires

Bidder Fulfilled

Mandatory Document

Complete signed & dated Request for Quote response [EIS 4004(C) (All Pages)]

Seller’s Permit Informa on (or a copy of the CA Seller’s Permit)

Line Item Cost Worksheet (or Vendor Quote)

Bidder Declara on (GSPD‐05‐105)

Postconsumer Recycled‐Content Cer fica on (CalRecycle 74)*

Disabled Veteran Business Enterprise Declara on (DGS PD 843)*

Payee Data Record (STD. 204) and CDCR Supplement Vendor Payee Data Record Form

California Civil Rights Laws Cer fica on*

Iran Contrac ng Act Verifica on*

TACPA Preference Request Form (STD 830)*

Failure to return any item in the above checklist with your bid response may result in your bid being considered non‐responsive and may be rejected.

Supervisory Control and Data Acquisition (SCADA) Computer System Maintenance and Repair Services

RFQ # C5611987

Attachment 1

California Department of Corrections and Rehabilitation (CDCR)

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.

You are required to submit your 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 an bid no later than the date and time specified in the Key Action Dates. Offers not received by the date and time specified in the Key Action Dates may be rejected.

c. Any copy of the offer emailed must be clearly marked "RFO C5611987.”

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 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.

Event Date Time

RFQ Release Date 04/04/2024 5:00 PM RFQ Questions Due* 04/10/2024 2:00 PM RFQ Response to Questions*

04/12/2024 4:00 PM

RFQ Solicitation Due Date* 04/17/2024 4:00 PM Award of Agreement* 05/10/2024 Proposed Agreement Start Date*

07/01/2024

*Subject to revision

Maintenance and Repair Services

RFQ # C5611987

Attachment 1

California Department of Corrections and Rehabilitation (CDCR)

1) Requirements

This RFQ will be made part of the CDCR procurement documents and contract file.

The RFQ response must include the following information:

Attachment/ Exhibit

Description a.

Completed signed and dated Request for Quote – IT Goods/Services – Informal Competitive EIS 4004(C) (all pages) b.

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

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 a 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. Additional information is available at:

Search | California Secretary of State d.

A copy of the Contractor’s valid California Contractors State License Board “C-7” or "C-10" specialty license or a “B” license with a subcontractor who possesses the required specialty license.

e.

A copy(s) of any valid licenses, permits, and/or certifications, if applicable, for each Contractor’s service technician providing services under this Agreement, as applicable.

f. Exhibit A & Attachment 2

Proof of the required training for each service technician providing service under this Agreement

Or

Proof the Contractor’s service technicians have 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 computer systems. (References.)

g. Exhibit B-1 Completed Rate Sheet (Exhibit B-1).

Maintenance and Repair Services

RFQ # C5611987

Attachment 1

California Department of Corrections and Rehabilitation (CDCR)

h. RFQ

Completed Bidder Declaration Form (GSPD-05- 105). All Contractors must complete the Bidder Declaration (GSPD-05-105) form and include it with the offer response. When completing the declaration, Contractors must identify all subcontractors proposed for the engagement. The Contractor awarded the resulting Agreement is contractually obligated to use the subcontractors for the corresponding work identified, unless the State agrees to a substitution incorporated by an amendment to the Agreement.

i. RFQ Seller’s Permit Information (or a copy of the CA Seller’s Permit)*

j. RFQ Disabled Veteran Business Enterprise Declaration

(STD. 843)*

k. RFQ Completed Payee Data Record (STD 204) & Supplemental (STD 205)

l. RFQ TACPA Preference Request Form (STD.830)*

m. RFQ California Civil Rights Laws Certificate (if contract over $100,000).*

*If applicable

2) Other Requirements

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

Attachment/ Exhibit

Description

a. Exhibit E Signed Confidentiality and Non-Disclosure Agreement.

b. A copy of a Liability Insurance Certificate.

The Contractor must furnish to the State 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 property damage liability. The certification of insurance must include the following provisions:

The insurer will not cancel the insured’s coverage without 30 calendar days’ prior written notice to the State; and

The State of California is included as additional insured.

Maintenance and Repair Services

RFQ # C5611987

Attachment 1

California Department of Corrections and Rehabilitation (CDCR) c.

Proof of Workers Compensation Insurance.

The Contractor shall furnish to the State 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 30 calendar days’ prior written notice to the State.

d. Exhibit D Additional Insurance Requirements (if applicable) Refer to Exhibit D – CDCR Special Provisions

Supervisory Control and Data Acquisition (SCADA) Computer System Maintenance and Repair Services

RFQ # C5611987

Attachment #2

Department of Corrections and Rehabilitation

(Rev 10/2022) Page 1 of 3

ATTACHMENT #2

SERVICE TECHNICIAN REFERENCE FORM

Bidder/Contractor:

Make copies of this form, the CDCR requires (3) of your Contractor References (3), as well as (3) of your Consultant references (3). Please fill out only this section

Contractor’s (Bidder) Name

Consultant’s Name (proposed) Contractor’s Customer Reference Name Contract Number

Dollar amount of the Contract

Customer Contact Name and Title

Phone Number

Fax Number

E-Mail Address

Rating Guidelines and Description of Rating Scale:

(This section to be filled out by the CDCR)

Exceptional (5) – Best-in-class performance. Performance met all contract requirements and exceeded several to the reference’s benefit. No issues were encountered.

Very Good (4) – Performance met all contract requirements and exceeded some to the reference’s benefit. There were a few minor issues, which were negligible.

Satisfactory (3) – Performance met contract requirements. There were some minor issues, and corrective actions taken by the Contractor were acceptable.

Marginal (2) – Performance did not meet the contractual requirements. There were issues, some of a serious nature, for which corrective action was only somewhat effective.

Unsatisfactory (1) – Performance did not meet contractual requirements. There were serious issues and the Contractor’s corrective actions were ineffective.

RFQ # C5611987

Attachment #2

Department of Corrections and Rehabilitation

(Rev 10/2022) Page 2 of 3

Questions Rating (select one)

1. How would you rate the Bidder’s ability to deliver products/services in a timely manner?

N/A

2. How would you rate the Bidder’s quality of service delivery? N/A

3. How would you rate the Bidder’s system testing and documentation? N/A

4. How would you rate the Bidder’s Customer Service?

N/A

5. How would you rate the Bidder’s Performance Support?

N/A

6. How would you rate your level of overall satisfaction with the Bidder?

N/A

7. In the event no reference checks have been done, the reference check process may be substituted by completing “interviews” with prospective consultants/candidates.

I hereby attest to completing an interview with the prospective consultant/candidate, and approve them to work on this agreement. By signing this, I agree to have the onboarding process begin immediately.

X-___________________________________

Name: _______________________________

Date: ______________

RFQ #C5611987

Attachment #2

Department of Corrections and Rehabilitation

(Rev 10/2022) Page 3 of 3

Additional comments:

STATE OF CALIFORNIA

Department of Resources Recycling and Recovery (CalRecycle) CalRecycle 74 (Revised 01/23)

Postconsumer Recycled-Content Certification

To be completed by the State agency

State Agency:

Purchasing Agent: PO #:

Phone: E-mail:

The State Agency Buy Recycled Campaign (SABRC) is a state mandated program that requires the reporting of all purchases made within 16 specified product categories. All state agencies are required to verify the recycled-content of all products purchased within each of these categories.

All businesses shall certify the minimum percentage in writing to the contracting officer or his or her representative, if not the exact percentage, of postconsumer recycled-content (PCRC) material in the products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the minimum content requirements specified in law (see reverse side). The certification shall be furnished under penalty of perjury. The certification shall be provided regardless of content, even if the product contains no recycled material. A State agency may waive the certification requirement if the percentage of postconsumer material in the products, materials, goods, or supplies can be verified in a written advertisement, including, but not limited to, a product label, a catalog, or a manufacturer or vendor Internet website.

Public Contract Code sections 12205(a)(1), (2), (3) and (b)(1), (2), and (3)

Contractor/Company Name_________________________________________________________________________________

Address_____________________________________________________________________Phone_____________________

Purchase Order #

RFQ #

RFP #

IFB #

Cal Card Order #

Item # Product or Services Description 1Percent Postconsumer Recycled- Content Material

2SABRC

Product Category Code

M eets SA

B R

C

Pursuant to Public Contract Code 12205(b)(1), I certify under penalty of perjury under the laws of the State of California that the above information is true and correct.

Print Name Signature Title Date

FOOTNOTES:

1. “Postconsumer recycled-content material” is defined as products that were bought, used, and recycled by consumers. For example, a newspaper that has been purchased, recycled, and used to make another product would be considered postconsumer material.

2. “Product category” refers to one of the categories listed below, into which the reportable purchase is best placed.

3. If the product does not belong in any of the product categories, enter “N/A.” Common “N/A” products include wood products, aggregate, concrete, and electronics such as computers, TV, software on a disk or CD, and telephones.

4. For reused or refurbished products, there is no minimum content requirement. (PCC 12209(l))

Supervisory Control and Data Acquisition (SCADA) RFQ #C5611987 Computer System Maintenance and Repair Services Exhibit A California Department of Corrections and Rehabilitation (CDCR)

STATEMENT OF WORK

A. PURPOSE

The California Department of Corrections and Rehabilitation, hereinafter referred to as the “CDCR” or “State”, requires a contractor to provide all labor, including travel and per diem, parts, permits/licenses supplies, non-consumable materials, transportation, equipment, and all item of necessary expense to perform maintenance, calibration, inspection and emergency repair services on the Supervisory Control and Data Acquisition (SCADA) Computer System at the CDCR, California Correctional Center (CCC), Wastewater Treatment Plant (WWTP), located at 711-045 Center Road, Susanville, California, 96130.

The terms “shall” and “must” are considered by the CDCR to mean mandatory or required. The terms “may” or “can” are considered to be optional, and are at the discretion of the CDCR.

B. BACKGROUND

WWTP’s Water and Wastewater Treatment Plants were last updated in 1994 and 2012, respectively. The systems are beginning to lose proper functioning and require repair and maintenance by a qualified technician.

C. OBJECTIVES

To ensure WWTP’s Water and Wastewater Treatment Plants are functioning as designed, a Contractor is needed who will provide maintenance, calibration, inspection, and repair services of WWTP’s SCADA system.

D. PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be from July 1, 2024, or upon final execution of this Agreement by the CDCR, whichever is later, through June 30, 2027, 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 option year amendment shall not exceed the first full fiscal year funds encumbered.

E. 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

California Department of Corrections and Rehabilitation (CDCR) 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.

F. EVALUATION

This Request for Quote for this Agreement will be evaluated and reviewed for technical qualifications, on a pass/fail basis. All quotes/submissions from Contractors will first be technically evaluated, and any Contractor who meets the Mandatory Qualifications and response requirements will move on to the Cost portion of the evaluation. The Contractor who passes both Mandatory Qualifications, meets response requirements and who submits the lowest cost quote per the rate sheet as listed on Exhibit B-1, will be awarded this agreement. All Contractor references will be checked, and any Contractor who does not have a positive reference check when checked by the CDCR may be disqualified, at the discretion of the CDCR. In the event of a tiebreaker, the CDCR may use Desirable Qualifications and/or References to determine a winner.

G. MAINTENANCE AND INSPECTION SERVICES

The Contractor shall provide maintenance, calibration, inspection and repair services for the equipment as specified in Exhibit A-1 - Equipment List to ensure the SCADA Computer System is operating safely at all Original Equipment Manufacturer (OEM) specifications. CCC 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.

The Contractor shall perform all services on an as-needed basis 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 and providing all necessary repairs and parts replacement including hardware, server, and software on each SCADA and associated telemetry. See Exhibit A-4 - Checklist.

All parts requiring replacement shall be replaced in accordance with Section L – Parts Replacement as specified herein. The Contractor shall invoice services at the rate specified on the Exhibit B-1 - Rate Sheet.

California Department of Corrections and Rehabilitation (CDCR)

The Contractor shall provide miscellaneous and/or routine maintenance services on an as-needed-basis at the Repair Hourly Rate, during normal business hours, as specified on the Exhibit B-1 - Rate Sheet.

1. MAINTENANCE AND INSPECTION SCHEDULE

Services shall be performed annually during normal business hours 7:00 a.m. to 3:00 p.m., Monday through Friday, State holidays excluded. The Contractor shall provide the requested services on the dates scheduled by the Institution Contract Liaison or designee or within five (5) working days of the specified dates. The CDCR reserves the right to request additional services at the hourly rate as specified on the Exhibit B-1 - Rate Sheet or to decrease the scheduled number of services, should equipment be added or old equipment becomes obsolete.

2. EQUIPMENT CALIBRATION

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

Upon request, the Contractor shall maintain an Instrument Log Book and upon request provide a Calibration Certificate signifying that a continuing quality control program is in existence.

H. REPAIR SERVICES

The Contractor shall provide unlimited visits for all repair services requested or necessary to keep the equipment fully operational. Contractors shall invoice repair services that are provided outside annual maintenance, or not covered by the Guarantee Section L herein, at Repair Hourly Rate, as specified on Exhibit B-1, Rate Sheet. The Contractor shall replace all parts requiring replacement in accordance with the Parts Replacement Section L herein, upon telephone or email 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 from time of notification unless additional time is approved by the Institution Contract Liaison or designee. Every effort shall be made to perform services during normal business hours of 7:00 a.m. - 3:00 p.m., Monday through Friday, excluding State holidays. The CDCR may, at its discretion, allow access to the equipment during nonbusiness hours when necessary. Non-emergency repair services performed outside of normal business hours as specified herein must be approved in writing by the Institution Contract Liaison or designee.

The Contractor shall make every attempt to complete repairs the same working day, but must be completed within five (5) working days. The Contractor shall immediately provide written notification to the Institution Contract Liaison or designee when a delay

California Department of Corrections and Rehabilitation (CDCR) in repair is anticipated (i.e., due to non-availability of part(s) and/or parts must be ordered), or for any other reason.

The Contractor shall begin charging the hourly rate when the Contractor arrives and checks in the designated location within the institution and end when the Contractor finishes providing the repair serves required. Any loss of time checking in and out of the institution gates and sally ports or transportation and any other expenses shall be borne by the Contractor.

1. EMERGENCY REPAIR SERVICES

The Contractor shall provide all necessary emergency repairs upon request by the Institution Contract Liaison or designee. The Contractor must 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 at the Emergency Hourly Rate only at the specific request of the State, as specified on the Exhibit B-1 - Rate Sheet.

All emergency repair services shall be completed on the same working day; unless the Contractor has submitted written notification for delay, to the Institution Contract Liaison or designee, immediately upon diagnosis of equipment deficiency. All parts requiring replacement shall be replaced in accordance with the Section L – Parts Replacement, herein.

I. 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. The Contractor shall obtain approval from the Institution Contract Liaison or designee, before any programming is performed.

J. CALL BACK SERVICE/SUPPORT

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 eight (8) 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 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, see Section CC-Contact List , the time during normal working hours will be billed at the Contractor's normal hourly rate in accordance with Exhibit B-1 - Rate Sheet, with

California Department of Corrections and Rehabilitation (CDCR) 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.

K. PARTS REPLACEMENT

The Contractor must submit a written estimate of the required parts to the Institution Contract Liaison or designee and obtain approval prior to replacement. Parts replaced by Contractor under this Agreement shall be new, factory manufactured, or of equivalent quality and shall meet the industry standards and be within…