Request_for_Quote_No._C5613152.pdf

STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

REQUEST FOR QUOTATION ‐ IT GOODS/SERVICES ‐ INFORMAL COMPETITIVE

EIS 4004(C) (REV. 03/2025) SOLICITATION # _______________________

REQUEST FOR QUOTATION - IT GOODS IT SERVICES

CDCR INFORMATION

Requestor:

Email:

Phone:

Shipping Address:

Solicitation 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 after receipt of order (ARO).

METHOD OF AWARD: The lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation will be awarded. For the purposes of this solicitation, requested items shall be awarded based on the option 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 combination of line items as specified in this solicitation.

FREE ON BOARD (F.O.B.): Only bid responses quoting F.O.B. Destination to the ordering organization’s receiving point will be accepted.

Responsibility and liability for loss or damage for all orders shall remain with the contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and any warranty obligations. Acceptable freight payment terms shall be defined based on the selected option 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 Identification (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

TERMS & CONDITIONS

The following Department of General Services Procurement Division, Information Technology – General Provisions apply.

Refer to https://www.dgs.ca.gov/PD

Non-Cloud Goods & Services – DGS PD 403-ITGP (Non-Cloud)

Cloud Computing Services – DGS PD 402-ITGP (Cloud)

GENAI CERTIFICATION

Bidder must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2. WILL YOU AND/OR YOUR SUBCONTRACTOR(S) BE USING OR OFFERING GENAI TECHNOLOGY, MODEL, SERVICE, OR SYSTEM (COLLECTIVELY, “PRODUCT”)? YES NO

SIGNATURE: ___________________________________________ DATE: _______________________________________________

EIS 4004(C) (REV. 03/2025) SOLICITATION # _______________________

GENAI DISCLOSURE OBLIGATIONS: The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these technologies. Bidder/Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2. Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non‐disclosure. Upon notification by a Bidder/Offeror of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

DELIVERY: Final delivery, inspection, and acceptance shall be at the location(s) described herein.

ADVANCED PAYMENT PROHIBITED: Advanced payment is prohibited, unless for software subscription maintenance and support. This practice shall be limited to a maximum advanced payment of one (1) year.

PRICES: Pricing shall be all inclusive. Only the price/charges submitted 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 solicitation shall be new and latest model in current production. 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 article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. A “loss leader” is any article 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 prospective purchasers; or (c) where the effect is to divert trade from or otherwise injure competitors.

BRAND NAMES: Any reference to brand names and/or model numbers on the Line‐Item Cost Worksheet is intended to be descriptive, not restrictive. Bidder may offer equivalent items meeting the same specifications and standards of quality. Any substitutions shall be noted in the comments page following the Line‐Item Cost Worksheet.

SUBSTITUTIONS: Substitutions for like items may be accepted at the State's discretion if the requested item is not available, and the substitute item is equivalent to or exceeds the standards of the original request. The State reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality required.

CHANGE ORDERS/AMENDMENTS: Any purchase order resulting from this quote may be amended, modified (within the scope of the original agreement), or terminated at any time by mutual agreement of the parties in writing. Change orders amending, modifying, or terminating the purchase order, including modifications of compensation payable, may be issued only by the State Procurement Official. All such change orders shall be in writing and issued only upon written concurrence of the contractor.

BIDDER TERMS & CONDITIONS/QUOTATION ATTACHMENTS PROHIBITED: Bid responses that reference a bidder’s own terms and conditions, 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 additional terms or conditions submitted by a bidder.

CALIFORNIA SELLER'S PERMIT: If applicable, award will be conditional on providing your company’s California retailer’s seller’s permit number or certificate of registration and, if applicable, the permit or certification of all participating affiliates, issued by the California Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in Section 6487, 7101 and Sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 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 Request for Quote or attach a copy of the permit with your bid response.

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

When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract, including equipment manufacturers, equipment distributors, and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime’s contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract. All certified Small Businesses (SBs) and/or Disabled Veteran Business Enterprises (DVBEs) must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837 (d)(4). At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

SUBCONTRACTING: The maximum amount of subcontracting shall not exceed 40%. If the amount of subcontracting exceeds 40%, the responding bidder must include a letter of explanation clearly defining the need for further subcontracting. Any 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 and subsequently disqualified from further evaluation of this bid.

DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS (DGS PD 843): Per the Military and Veterans Code Section 999.2, the DVBE Declarations (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.

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 attached Postconsumer Recycled‐Content Certification form (CalRecycle 74) with their bid response. Failure to complete and return the form may disqualify your bid from consideration. More information is located at:

https://www.calrecycle.ca.gov

EIS 4004(C) (REV. 03/2025) SOLICITATION # _______________________

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 listing payee information and their Taxpayer Identification Number (if currently not on file with CDCR or if there are business information updates needed).

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION: Pursuant to Public Contract Code Section 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 certify, under penalty of perjury, at the time the bid is submitted or the contract is renewed, compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section12960 of the Government Code).

IRAN CONTRACTING ACT VERIFICATION: Prior to submitting a proposal or executing a contract or renewal for a State of California contract for goods or services of $1,000,000 or more, a vendor must either: a) certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code Section 2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or b) demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code Section 2203(c) or (d). The DGS list of entities prohibited from contracting with public entities in California per the Iranian Contracting Act, 2010, can be found at: https://www.dgs.ca.gov.

TARGET AREA CONTRACT PREFERENCE ACT (TACPA) PREFERENCE (STD 830): This solicitation provides for the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid. The TACPA workplace and workforce preferences will be evaluated for this solicitation. California‐based companies seeking TACPA preferences will need to complete and submit preference request forms with the bid. Visit https://www.dgs.ca.gov/PD for required preference request forms and an interactive map to determine if a business is located within a TACPA qualified zone. By submitting TACPA forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code Section 4535 and provided in Section 1896.40 of Title 2 of the California Code of Regulations (CCR) in addition to requirements specified on the TACPA form STD 830.

TOBACCO-FREE ENVIRONMENT: Pursuant to Penal Code Section 5030.1, the possession or use of tobacco products by any person on the grounds of any institution or facility under the jurisdiction of CDCR is prohibited.

PROHIBITION ON TAX DELINQUENTS: Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or California Tax and Fee Administration (CDTFA) under the authority of Sections 7063 or 19195 of the Revenue and Taxation Code shall be disqualified from the bidding process. PCC Section10295.4. 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 acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable. (b) This section shall apply to any contract executed on or after July 1, 2012.

EXECUTIVE ORDER N-6-22 - RUSSIA SANCTIONS: On March 4, 2022, Governor Gavin Newsom issued Executive Order N‐6‐22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine that the Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution or, if determined after contract execution, shall be grounds for termination by the State.

SB/DVBE CERTIFICATION: The Department of General Services (DGS) Procurement Division (PD), Office of Small Business and DVBE Services (OSDS) is the State’s certifying agency. Suppliers claiming preferences and/or incentives must provide their California Small Business (SB), Micro Business (MB), or Disabled Veteran Business Enterprise (DVBE) certification number on page 1 of this RFQ. Completed certification applications and required support documents must be submitted to the OSDS no later than 5:00 p.m. on the bid due date and the OSDS must be able to approve the application as submitted. SB/Nonprofit Veteran Service Agencies (NVSA’s) must possess certification by California prior to the day and time bids are due. Online applications are available at https://caleprocure.ca.gov. Questions regarding certification should be directed to the OSDS at OSDSHelp@dgs.ca.gov or (916) 375‐4940.

SMALL BUSINESS PREFERENCE: Section 14838 et seq. of the California Government code requires that a 5% preference be given to bidders who qualify as a certified small business. If applicable, a bidder can claim the small business preference by providing their small business certification 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 certified small business subcontractor participation. If applicable, claim the preference on page 1 of this RFQ and provide the small business subcontractor information and percentages on the Bidder Declaration (GSPD‐05‐105) form included in this solicitation packet.

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

DVBE PROGRAM REQUIREMENTS: The State has established goals for DVBE participation in State contracts. The intent of the DVBE participation requirement and incentive is to encourage DVBE certified suppliers to participate in bidding opportunities, and to encourage non‐DVBE firms to seek and include DVBE’s as sub‐contractors. For the purposes of this solicitation, the department elects to exempt the DVBE Program Requirements but opts to include the DVBE Incentive. This solicitation does not include a required minimum DVBE participation percentage or goal.

EIS 4004(C) (REV. 03/2025) SOLICITATION # _______________________

DVBE INCENTIVE: A DVBE incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the State shall apply a DVBE bid incentive to bids that propose a California certified DVBE participation as identified on the Bidder Declaration, GSPD‐05‐105, and confirmed by the State. Bidders that fail to submit the required Bidder Declaration to confirm the level of DVBE participation will not be eligible to receive the DVBE incentive. The DVBE incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation. The net bid price of responsive bids will be reduced, for evaluation purposes only, by the amount of DVBE incentive as applied to the lowest net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the DVBE incentive will be California certified small businesses. The following incentive percentages will apply to this solicitation:

Confirmed DVBE Participation of: DVBE Incentive:

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%

DVBE SUBCONTRACTING – REPORTING REQUIREMENTS: Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code Section 999 et seq. Should award of this contract be based in part on their commitment to use the DVBE subcontractor(s) identified in their bid or offer, per Military and Veterans Code Section 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) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in MVC Section 999.9; Public Contract Code (PCC) Section 10115.10. Upon completion of this Contract, the department requires the prime contractor to certify information using the Prime Contractor’s Certification – DVBE Subcontracting Report (STD 817). If for this Contract, the Contractor made a commitment to achieve the DVBE participation goal by subcontracting to a DVBE, the Department will withhold $10,000 from the final payment, or the full final payment if less than $10,000, until the Contractor complies with the certification requirements above. A Contractor that fails to comply with the certification requirement shall, after written notice, be allowed to cure the defect. Notwithstanding any other law, if, after 30 calendar days from the date of written cure notice, the prime contractor refuses to comply with the certification requirements, the department shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000. (MVC Section 999.7) A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (MVC Section 999.5(d); Govt. Code Section 14841).

Contractor agrees to comply with the rules, regulations, ordinances, and statutes that apply to the DVBE program as defined in Section 999 of the MVC, including, but not limited to, the requirements of Section 999.5(d). (PCC Code Section 10230). DVBE subcontractors will be notified at the time of award that their firm has been listed for participation in an agreement. Upon request, the prime contractor shall also provide proof of payment to the DVBE for subcontractor work.

RESPONSIVE BID: A bid that clearly substantiates compliance, without material deviation, with all specifications, requirements, and the terms and conditions of the solicitation. 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 qualifications at such times and under conditions as the State may deem necessary. The question of whether a particular bidder is a responsible bidder may involve an evaluation of the bidder’s experience, type of facility, expertise, or financial resources regarding the items requested by the pertinent solicitation. If a bidder has been determined to be non‐responsible, the bid shall be rejected.

BID EVALUATION – TIE BETWEEN BIDDERS: In the event of a precise tie 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 attend the tie breaker coin toss.

An email notification will be sent to the affected bidders at least 24 hours prior to the coin toss. Note: In the event of a precise tie 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, Section 14838 (f) and Title 2 CCR, Section 1896.8(f)].

CONFIDENTIALITY: During the evaluation of bids received in response to a competitive solicitation and prior to contract award, information relating to bid evaluation is confidential. Any disclosure of confidential information by the bidder during the procurement process is a basis for rejecting the bidder’s proposal and finding the bidder ineligible. Total confidentiality during the procurement process is vital to preserve the integrity of the process.

AWARD OF CONTRACT: For IT solicitations over $100,000, award of contract, if made, will be in accordance with the RFQ information on evaluation 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 after 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. Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted 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 Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

EIS 4004(C) (REV. 03/2025) SOLICITATION # _______________________

PROTESTS: For IT solicitations over $100,000, any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has submitted 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 evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation 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, Email: PDProtest@dgs.ca.gov All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award.

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

SOLICITATION ATTACHMENTS: The following documents are attached or incorporated by reference and are considered part of this solicitation.

Visit http://www.dgs.ca.gov/PD to view Bidder Instructions and General Provisions. Please read carefully.

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

• Department of General Services Procurement Division, Information Technology – General Provisions – Non‐Cloud Goods & Services – DGS PD 403‐ITGP (Non‐Cloud) (Revised and Effective 02/20/2025)

• Department of General Services Procurement Division, Information Technology – General Provisions – Cloud Computing Services – DGS PD 402‐ITGP (Cloud) (Revised and Effective 02/20/2025)

• Line‐Item Cost Worksheet (Commodity Information/Description/Specifications) (Page 6)

• Bidder Declaration (GSPD‐05‐105)

• Disabled Veteran Business Enterprise Declarations (DGS PD 843)

• Postconsumer Recycled ‐Content Certification (CalRecycle 74)

• Payee Data Record (STD 204)

• CDCR Supplement Vendor Payee Data Record Form

• California Civil Rights Laws Certification

• Iran Contracting Act Verification

• TACPA Preference Request Form (STD 830)

• Other: ____________________________________________________________________________________________ RESPONSE CHECKLIST: Mandatory Documents ‐ The following checklist identifies the items that must be completed and returned to be evaluated for award: (*Indicates if applicable) 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.

CDCR Requires Bidder Fulfilled Mandatory Document

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

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

Line‐Item Cost Worksheet (or Vendor Quote)

Bidder Declaration (GSPD‐05‐105)

Disabled Veteran Business Enterprise Declaration (DGS PD 843)*

Postconsumer Recycled ‐Content Certification (CalRecycle 74)*

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

California Civil Rights Laws Certification*

Iran Contracting Act Verification*

TACPA Preference Request Form (STD 830)*

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 #C5613152

The California Department of Corrections and Rehabilitation (CDCR) is requesting quotes for services to assist the Enterprise Information Services (EIS) with document remediation services, for the California Department of Corrections and Rehabilitation (CDCR) Regulation and Policy Management Branch (RPMB). 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 January 23, 2026, or upon CDCR approval, whichever is later, through January 22, 2027. 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 $60,000.00.

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 service 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 - IT Acquisitions Unit Attention: Barbara Bassham

1940 Birkmont Drive, Rancho Cordova, CA 95742

Email: barbara.bassham@cdcr.ca.gov

Request for Quote C5613152

California Department of Corrections and Rehabilitation (CDCR) Exhibit A

STATEMENT OF WORK

A. OBJECTIVES

The Contractor agrees to provide the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards.

The work includes the remediation of the documents provided by CDCR to meet the Federal and State requirements. The Contractor shall provide all labor, supplies, materials, equipment, and tools, and every other item of expense necessary to perform the necessary services. Services shall be provided on an as-needed basis, to be determined by CDCR. All requests shall be made by CDCR staff in writing by either email or hand delivery or mailed by prepaid first-class postage.

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. PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be from January 23, 2026, or upon final execution of this Agreement by the CDCR, whichever is later, through January 22, 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 first year amendment shall not exceed the first full fiscal year funds encumbered.

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 Contractor letter of explanation.

D. SCOPE OF WORK

The Contractor will remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA.

The files currently are in the Acrobat PDF file format. If another file needs to be submitted to the Contractor not in that format, it is to be anticipated to be in a Word document format. CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The documents will be in the English language. If at any time there is a need to send documents to be remediated in a different language, the CDCR would suggest the bid reflect, if it is an option, pricing if an option, and if turnaround times vary if in a different language. It is recommended that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

Most documents do not need to be Optical Character Recognition (OCR) with the documents converted to PDF prior to remediating. However, if any scans are included, typically they are 2-3 pages in each regulation approval notice that are scanned and need to be tagged as an image. CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

It is estimated that on average less than 10-15% of the pages included in the PDF files we will be requesting to remediate include form fields. Most of the pages within the documents are standard text. When referring to 5% of the pages containing form fields, it is referring to the CDCR forms that are sometimes included in the rulemaking packages. CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The average range of form fields per document varies per document. For example, there could be a form with 50 form fields, whereas another document could have 10.

It ranges based on complexity of the document and the pages of the document with form fields. The CDCR recommends that bid submissions take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The portion (percentage) of the pages scanned that require OCR text recognition are for the Notice of Change to Regulations (NCRs) (Attachment A). There are 2 forms that are scanned. For Notice of Change to Department Operations Manual (DOM)

Publications DOMs, there will be nothing that is scanned in the document. Most of the documents sent to the remediator will be NCRs, Renotices, Recently Adopted Regulations and Regulations in Emergency Effect (Attachment B). On rare occasions, remediation packages may include documents that are scan versions, such as case law provided by legal teams. Further, in these rare circumstances, often scan documents are a small portion of the entire remediation. Bid submissions should take into consideration a wide range of variables and clearly outline costs for documents needing remediation.

The estimated percentage of files that would need to be remediated at a regular turnaround rate is 80% of documents, with the remaining 20% requiring the remediation be done at an expedited rate .Often the turnaround times the Contractor provides are acceptable, most remediation packages should be completed within four business days for regular turnaround times, and sooner for expedited packages.

The CDCR process gives CDCR limited flexibility to upload the link and then reupload the link once the document arrives back from the Contractor remediated.

On rare occasions, the remediation package is complex with alternate text and high page count (over 100 pages), whereas, the vendor may need to provide a turnaround time outside of the regular and expedited timeframes.

The timeframe for receipt of files will be agreed upon in writing between the Contractor and the CDCR, with e-mail being an acceptable method of communication and keeping with the regular and expedited turnaround timeframes as often as possible with few exceptions for complex high page documents.

Once the vendor submits the remediated file, CDCR will assess if the file is properly remediated per our specifications, and if any error messages exist in our remediation checker upon receipt, we will email the vendor and the vendor will need to correct the file at no additional charge from the initial bid/estimate, to meet CDCR standards before the project is considered completed.

E. CONTRACTOR ROLES AND RESPONSIBILITIES

1. Remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA.

2. Once the file is sent for remediation to the vendor, a response of being in receipt of the remediation request should be within 24 hours during regular business days including M-F, with California state holidays being excluded. Any other inquiries sent to the vendor via email, including requests for IT support if issues exist on the vendor’s portal or drop box, shall be responded to by the vendor within 24 hours during regular business days including M-F, with California state holidays being excluded. The vendor has an additional 24 hours during regular business days including M-F, with California state holidays being excluded, and after sending the email confirmation receipt they received the remediation package, to provide an official bid with estimate for the submitted remediation project.

3. The shuttle or submission website will ensure that the CDCR will have access, permissions, and IT support from the vendor, as well as a shuttle or drop box that allows for large file sizes.

F. CDCR ROLES AND RESPONSIBILITIES

CDCR shall provide the following:

1. Provide Contractor with access to applicable files, reports, contracts, documents, and other relevant information.

2. A portable document format (PDF) or other mutually acceptable format of the document needing remediation including, but not limited to, the documents that are required to be posted onto the CDCR internet and intranet page(s):

a. Notice of Change to Regulations (NCR)

i. Regulation Text

ii. Initial Statement of Reasons

iii. Forms Incorporated by Reference

iv. Document(s) Relied Upon

b. Re-notice for NCRs

i. Cover Letter

ii. Revised Regulation Text

iii. Initial Statement of Reasons-Addendum

iv. Forms Incorporated by Reference (if changes are made)

v. Document(s) Relied Upon (if changes are made)

c. Office of Administrative Law (OAL) Approved Regulations

i. OAL Approval Letter

ii. STD 400

iii. Final Regulation Text

iv. Final Statement of Reasons

v. Forms Incorporated by Reference

vi. Document(s) Relied Upon

d. Emergency Regulations

i. OAL's Approval Letter

ii. STD 400

iii. Emergency Regulation Text

iv. Forms Incorporated by Reference

v. Document(s) Relied Upon

vi. NCR

vii. Re-notice (if applicable)

viii. Final Approved Regulation Text

e. Tables/Appendices/Matrices/Schedules

f. Authorized Pilot Programs

g. Title 15 Annual Publication (415 pages)

h. CDCR Department Operations Manual Publication (878 pages)

i. CDCR standardized forms

3. The CDCR will help resolve and escalate contract/project issues within the

CDCR organization, as necessary.

4. The CDCR Program Manager, or a CDCR selected representative, will review and approved all work products.

5. The CDCR Program Manager or a CDCR selected representative will provide Contractor staff with access to applicable files, reports, contracts, documents, and other relevant information as needed by this contract.

6. The CDCR will provide staff availability for all meetings.

G. AGREEMENT COMPLETION CRITERIA

The Program Manager, or selected representative, will perform status monitoring and acceptance of detailed activities and tasks as outlined in Section D, Scope of Work.

Following an assessment of the various tasks and/or confirming tasks have been completed to the CDCR satisfaction, the CDCR Program Manager, or a selected representative, will inform the selected Contractor by e-mail when the Contractor’s services are completed. Following this notification, the Contractor shall complete and submit a handover report to the CDCR Program Manager, or a selected representative, confirming completion of the tasks and the status of related work at the time the services were rendered complete.

H. AGREEMENT CONDITIONS

1. Any Contractor or sub-Contractor working remotely must work from a remote location within the United States. Remote work locations outside of the United States are prohibited.

2. The Contractor shall submit to the Program Manager, or designated CDCR representative for review of any staff substitutions in advance.

3. The CDCR and the Contractor are mutually obligated to keep open and regular channels of communication to ensure the successful execution of this contract.

Both parties are responsible for communicating any potential problem or issue to the CDCR Program Manager and the Contractor, respectively, within forty-eight

(48) hours of becoming aware of said problem.

I. TRAVEL

No travel expenses are authorized or will be reimbursed.

J. TERMINATION OR CONTRACT MODIFICATION

The CDCR will have the right to terminate this Agreement upon thirty (30) business days advance written notice issued to the Contractor

K. CONTACT LIST

CDCR PROGRAM MANAGER

Regulation and Policy Management Branch Kristina Bozzo-Baldenegro, Staff Services Manager I Email: Kristina.Bozzo-Baldenegro@cdcr.ca.gov

CDCR CONTRACT MANAGER

Information Technology Contract Management Unit (ITCMU) Ajaypal Gill-IT Associate 1960 Birkmont Dr.

Rancho Cordova, CA 95742 Email: ajaypal.gill@cdcr.ca.gov

CDCR CONTRACT ANALYST

Information Technology Contract Procurement Unit (ITCPU) Barbara Bassham-IT Specialist I 1960 Birkmont Dr.

Rancho Cordova, CA 95742 Email: Barbara.bassham@cdcr.ca.gov

CONTRACTOR/VENDOR

XXXXXXXXXXXXXXXXXXXXXX

CONTRACTS AND SALES CONTACT- XXXXXXXXXXX

EMAIL ADDRESS: XXXXXXXXXXXXXX

PHONE NUMBER: XXX-XXX-XXXX

BILLING AND ACCOUNTING CONTACT–XXXXXXXXXXX

EMAIL ADDRESS: XXXXXXXXXXXXXX

PHONE NUMBER: XXX-XXX-XXXX

California Department of Corrections and Rehabilitation Exhibit A-2

A. INTRODUCTION

1. Purpose

This Agreement provides document remediation services for the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards.

2. Background

The Contractor agrees to provide the California Department of Corrections and Rehabilitation (CDCR), Regulation and Policy Management Branch (RPMB) with resources to remediate and ensure documents comply with accessibility standards. The work includes the remediation of the documents provided by CDCR to meet the Federal and State requirements. The Contractor shall provide all labor, supplies, materials, equipment, and tools, and every other item of expense necessary to perform the necessary services. Services shall be provided on an as-needed basis, to be determined by CDCR. All requests shall be made by CDCR staff in writing by either email or hand delivery or mailed by prepaid first-class postage.

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.

3. Solution

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, The Contractor will remediate, proof and certify that each remediated document complies with the State and Federal web content accessibility laws including California Government Code (GC) Sections 7405, 11135, 115465.7, and Web Content Accessibility Guidelines (WCAG) 2.1 or a subsequent version at a minimum conformance of Level AA.

(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 Request for Quote (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 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, Statement of Work (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 12/29/2025 5:00 PM RFQ Questions Due 1/5/2026 2:00 PM RFQ Response to Questions 1/6/2026 4:00 PM RFQ Solicitation Due Date 1/12/2026 2:00 PM RFQ Evaluations* 1/13-1/14/2026 Intent to Award (5-Day Period) * 1/15-1/22/2026 Award of Agreement (Proposed)* 1/23/2026 Proposed Agreement Start Date* 1/23/2026

*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 January 23, 2026, or upon final execution of this Agreement by the CDCR, whichever is later, through January 22, 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 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 before final approval (execution) of the Agreement, it shall be considered voluntary on the part of…