Request_for_Quote_(RFQ)_No._C5612007_SCADA_(SOL).pdf

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

ENTERPRISE INFORMATION SERVICES

Office of the Chief Information Officer (OCIO) Information Technology Contract Procurement Unit

1940 Birkmont Drive, Rancho Cordova, CA 95742

THE STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

INFORMATION TECHNOLOGY SERVICES REQUEST FOR QUOTE

RFQ #C5612007

The California Department of Corrections and Rehabilitation (CDCR) is requesting quotes to assist the Enterprise Information Services (EIS) with IT services, with the goal to perform maintenance, calibration, inspection and repair services on the Supervisory Control and Data Acquisition (SCADA) Computer System at the CDCR, California State Prison – Solano (SOL), Water Treatment Plant (WTP). Quotes must comply with the instructions found herein. Failure to comply with any of the requirements may cause the quote to be rejected, and deemed non-responsive. Refer to Exhibit A, Statement of Work (SOW), for the required services related to this solicitation.

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

The period of performance for this agreement shall be from July 1, 2024, or upon CDCR approval, whichever is later, through June 30, 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 $180,000.00.

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 IT services agreement are due to Enterprise Information Services (EIS) by the date and time listed in the Key Action Dates listed in the RFQ, 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 Contract Procurement Unit

1940 Birkmont Drive, Rancho Cordova, CA 95742

Department Contact:

California Department of Corrections and Rehabilitation

EIS - IT Contract Procurement Unit Attention: Ashley Koewler

Email: Ashley.Koewler@cdcr.ca.gov mailto:Ashley.Koewler@cdcr.ca.gov

Supervisory Control and Data Acquisition (SCADA) RFQ No. C5612007 California Department of Corrections and Rehabilitation (CDCR)

A. GENERAL INFORMATION

Definitions:

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

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

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

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

Bids submitted in response to this RFQ must contain all data/information requested and must conform to the format prescribed. It is the Contractors responsibility to provide all required data and other information deemed necessary for the CDCR’s Evaluation Team to determine and verify the Contractors ability to perform the tasks and activities defined in Exhibit A, SOW. Bids may be disqualified if they fail to respond completely to RFQ requirements and subsequent Addenda. Only one (1) Contractor will be awarded the resulting Agreement.

1. Key Action Dates

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

Ashley.Koewler@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 3/21/2024

Notification of Intent to Participate in Mandatory Walk-Through

4/5/2024

Mandatory Walk-Through 4/24/2024 10:00 AM

RFQ Questions Due 4/26/2024 2:00 PM

RFQ Response to Questions 4/30/2024

RFQ Solicitation Due Date 5/07/2024 2:00 PM

RFQ Evaluations* 5/07/2024 – 5/10/2024

Intent to Award (5-day Period)* 5/11/2024

Award of Agreement (Proposed)* 6/01/2024

Proposed Agreement Start Date* 7/01/2024

*Dates subject to change

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

2. Period of Performance

The period of performance for this Agreement shall be from July 1, 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 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 the Contractor and non-compensable by the CDCR.

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

3. Admonishment Regarding Follow-On Contracts

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

4. Written Questions

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

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

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

What to include in an inquiry:

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

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

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

d. Remedy sought, if any.

5. Proprietary Information

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

6. Cost for Developing Bids

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

7. Proposed Staff Availability

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

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

1) Formal and informal meeting notes.

2) Fact-finding notes.

3) Working session notes.

4) Presentations.

5) General communication notes.

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

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

8. Method of Award

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

B. RESPONSE FORMAT AND REQUIREMENTS

1. Format

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

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

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

c. Any copy of the bid emailed must be clearly marked "RFQ C5612007.”

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

2. Mandatory Bidder’s Walk-Through

a. Notification of Intent to Participate in Bidder’s Walk-Through

Bidders and/or their representative(s) planning to attend the Bidders’ walk-through held on institution grounds must provide their driver's license or DMV identification card number, date of birth, and complete name to secure a Gate Clearance for admittance. Bidders must contact Martha.Gallegos@cdcr.ca.gov and BillyRay.ButlerJr@cdcr.ca.gov by the date specified in the Key Action Dates, Section A.I, to arrange for your participation in the mandatory Bidder’s Walk-Through.

Any interested bidder or bidder’s representative who requires reasonable accommodation to participate in the Walk-Through must contact the contract analyst identified in this package two (2) weeks before the scheduled Walk- Through to identify what reasonable accommodation(s) is required. At the time of attendance at the bidders’ walk-through, bidders and/or their representatives will be required to bring their driver’s license or state DMV identification card to be admitted onto institution grounds.

mailto:Martha.Gallegos@cdcr.ca.gov mailto:BillyRay.ButlerJr@cdcr.ca.gov

NOTE: Bidders and/or their representatives will not be admitted onto institution grounds unless professionally and appropriately dressed in clothing distinct from that worn by inmates at the institution. Specifically, blue denim pants and blue chambray shirts, orange/red/yellow/white/chartreuse clothing and/or yellow rainwear shall not be worn onto institution grounds. Contractors should contact the institution regarding clothing restrictions before any planned visit(s) to the institution to ensure the Contractor and/or their representatives are in compliance.

Additionally, electronic and communication devices such as pagers, cell phones, cameras/micro-cameras, and/or sound recording devices are not permitted on institution grounds and must be left in the bidder’s and/or their representative’s locked vehicle.

b. Mandatory Walk-Through

NOTE: PARTICIPATION IN THE WALK-THROUGH IS MANDATORY. ANY

BIDDER INTENDING TO SUBMIT A BID MUST EITHER ATTEND OR SEND

A REPRESENTATIVE TO THE WALK-THROUGH. FAILURE TO ATTEND

OR PROVIDE REPRESENTATION WILL RESULT IN THE BIDDER'S

ELIMINATION FROM THE BIDDING PROCESS.

The mandatory walk-through will be held at California State Prison, Solano, Water Treatment Plant located at 2100 Peabody Road, Vacaville, CA, 95687, at 10:00 AM on the date specified in the Key Action Dates, Section A.1. The purpose of this walk-through is to provide bidders an opportunity to examine the work site before bidding in order to have full knowledge of the area(s) and/or specific equipment affecting the work that may not be specifically described herein.

Specific questions during the walk-through should be limited to the work site.

Actual questions regarding the Statement of Work (SOW) and/or Terms and Conditions of the RFQ should be directed to Ashley.Koewler@cdcr.ca.gov.

3. Bid Requirements

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

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

4004(C) (all pages).

b. The Contractor’s Small Business and/or Disabled Veteran’s Business

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

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

d. A copy of the Contactor’s valid California Contractors State License Board (CSLB) "C-7” Low Voltage Systems Contractor specialty license or a "C-10" Electrical Contractor specialty license.

e. A copy of the proposed Service Technician’s certified factory training on the equipment specified in Exhibit A, SOW.

OR

A minimum of three (3) professional (not personal) references reflecting at least three (3) consecutive years of experience within the last five (5) years in maintaining and repairing equipment specified in Exhibit A, SOW, for each service technician providing services under this Agreement. The references must be included on the Service Technician Reference Form (Attachment #2) and shall include the following:

1) Technicians name.

2) Type of equipment serviced by model and make.

3) Dates that services were provided (e.g. 1/01/2024 – 12/30/2024).

4) Verification that the service was satisfactory.

5) Current telephone number and address of person giving reference.

f. Completed Rate Sheet Exhibit B-1. The rate sheet must be complete, including an authorized signature and price extension.

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

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

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

h. Completed Payee Data Record (STD 204) and Supplemental Payee Data Record (STD 205), Attachment #4.

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

j. Completed California Civil Rights Laws Certification, Attachment #6

k. Completed TACPA Preference Request Form (STD. 830), Attachment #8, if applicable.

4. Other Requirements

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

a. Confidentiality Statement and Non-Disclosure Agreement Attachment #5.

b. A copy of a Liability Insurance Certificate.

The Contractor must furnish to the CDCR a certificate of insurance stating that there is liability insurance presently in effect for the Contractor of not less than

$1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage liability. The certification of insurance must include the following provisions:

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

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

c. A copy of Automobile Liability Insurance

The Contractor shall furnish and maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles. The same additional insured designation and endorsement required for general liability is to be provided for this coverage.

d. Proof of Workers Compensation Insurance.

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

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

e. Additional Insurance Requirements (if applicable)

Refer to Exhibit D – CDCR Special Provisions.

C. ASSESSMENT AND SELECTION PROCESS

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

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

RFQ.

b. Qualifications of the proposed Service Technican(s) as listed in the Exhibit A, Statement of Work (SOW), and Minimum or Mandatory qualifications. These qualifications are in addition Section “d” listed below.

c. Rate Sheet – Exhibit B-1.

d. Compliance with all Mandatory Qualifications as defined in Exhibit A, SOW, Section 16, Mandatory Contractor Qualifications and Section 17, Mandatory Contractor Staff Qualifications.

The CDCR intends to contract with a Contractor that proposes a minimum of one

(1) Service Technician(s) who have the required skill sets as indicated in the Exhibit A, SOW.

2. Administrative Requirements (100 % Pass/Fail)

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

Item Administrative Requirements Score

a. Bidder’s Attendance in Mandatory Walk-Through Pass/Fail b.

Signed/date Request for Quote - IT Goods/Services - Informal Competitive EIS 4004(C) (all pages).

Pass/Fail c.

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

Pass/Fail d.

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

Pass/Fail e.

A copy of the Contactor’s valid California Contractors State License Board (CSLB) "C-7” Low Voltage Systems Contractor specialty license or a "C-10" Electrical Contractor specialty license.

Pass/Fail f.

A copy of the proposed Service Technician’s certified factory training on the equipment specified in Exhibit A, SOW.

OR

A minimum of three (3) professional (not personal) references reflecting at least three (3) consecutive years of experience within the last five (5) years in maintaining and repairing equipment specified in Exhibit A, SOW, for each service technician providing services under this Agreement. The references must be included on the Service Technician Reference Form (Attachment #2) and shall include the following:

1) Technicians name.

Pass/Fail

2) Type of equipment serviced by model and make.

3) Dates that services were provided (e.g. 1/01/2024 – 12/30/2024).

4) Verification that the service was satisfactory.

5) Current telephone number and address of person giving reference g.

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

Pass/Fail h.

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

Pass/Fail i.

Completed Supplemental & Payee Data Record (STD 204), Attachment #4

Pass/Fail j Completed Disabled Veteran Business Enterprise Declaration (STD. 843), Attachment #7, if applicable.

Pass/Fail k.

Completed California Civil Rights Laws Certification, Attachment #6

Pass/Fail l.

Completed TACPA Preference Request Form (STD. 830), Attachment #8, if applicable.

Pass/Fail

3. Mandatory Contractor/Contractor Staff Qualifications (Pass/Fail)

The Assessment Team will review the Classification Qualifications and determine whether the proposed Contractor and Contractor Staff meet the experience and/or education requirements for designated job classifications as listed in the SOW Section 16, Mandatory Contractor Qualifications and Section 17, Mandatory Contractor Staff Qualifications. Classification Qualifications shall be assessed on a 100% pass/fail basis. Only those bids that receive a 100% pass score will proceed to the next step, cost evaluation. Contractors must provide substantiation as to how the company and its staff members meet the qualifications listed in the SOW. Contractors must provide substantiation as to how the company and its proposed staff members meet the qualifications listed in the SOW.

D. UNANTICIPATED TASKS

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

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

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

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

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

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

4. The CDCR may, at any time, order the Contractor to stop work on any WA. The Contractor staff shall be compensated for any and all work performed prior to any work stoppage.

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

6. The WA shall not supersede the terms of this Agreement; all terms within this Agreement shall remain in full force.

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

E. WORK AUTHORIZATION AND AMENDMENT LIMITS

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

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

2. Period of Performance language may indicate that amendment for optional years may be executed. Upon the execution of these optional years, any further

Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement

3. Amendments that add either time and/or money shall not exceed 1-year, and with a maximum dollar increase of no more than 20% of the original Agreement, not including WA’s. Under Emergency justification, special circumstances, or Legislatively mandated conditions, some agreements may be Amended beyond 1-year and/or 20% of the original Agreement amount and will be solely at the discretion of the CDCR and/or the Institution Liaison. Any Amendment that adds funding will be subject to the CDCR’s Delegated Purchasing Authority thresholds.

F. EXHIBITS AND ATTACHMENTS

Exhibit A Statement of Work

Exhibit A-1 Work Authorization Form - Unanticipated Tasks

Exhibit A-2 Service Report

Exhibit A-3 Equipment List

Exhibit A-4 Change Order Letter

Exhibit B Budget Detail and Payment Provisions

Exhibit B-1 Rate Sheet

Exhibit C General Provisions for Information Technology

Exhibit D CDCR Special Provisions

Attachment #1 Mandatory Bidder’s Walk-Through Sign in Sheet

Attachment #2 Service Technician Reference Form

Attachment #3 Bidder Declaration Form (GSPD 105)

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

Attachment #5 Confidentiality and Non-Disclosure Agreement

Attachment #6 California Civil Rights Laws Certification

Attachment #7 Disabled Veterans Business Enterprise Declarations (STD 843)

Attachment #8 Target Area Contracting preference Act (TACPA)

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: _______________________________________________

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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

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($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

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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,…