RFO_25-175_FITSM_Lean_Coaching.docx

REQUEST FOR OFFER (RFO) 25-175

for

INFORMATION TECHNOLOGY CONSULTING SERVICES

CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS)

April 1, 2026

This page intentionally left blank

INVITATION

You are invited to review and respond to this Request for Offer (RFO), for Information Technology (IT) Consulting Services, to provide highly experienced IT resources to the California Department of Justice (DOJ). To submit a response to provide these services, you must comply with the instructions contained within this document. Please read the enclosed document carefully.

By submitting a response, your firm agrees to meet the requirements and comply with the terms and conditions stated in this RFO and the California Multiple Award Schedule (CMAS).

Responses to this RFO must be submitted by the due date and time found in Section I.G, Projected Timetable, Table 1, Key Action Dates.

At its option, the DOJ reserves the right to reject any and all of the Offeror’s final response.

Be advised, your response will become public record once the award becomes final. DOJ will provide access to all records upon request unless the law provides an exemption from mandatory disclosure or a court order is provided. Inclusion of DOJ documents, data or process information may be cause for offer rejection.

The electronic documentation sent via this email transmission shall not be altered in any manner. The State’s copy of the electronic documentation developed for this RFO, is for the purposes of issuing a binding contract, and shall be considered the ORIGINAL.

TABLE OF CONTENTS

I. GENERAL INFORMATION

A. Program Objectives The Department of Justice (DOJ) is seeking to obtain a minimum of two (2) Information Technology (IT) consultant resources who specialize in IT Lean Coaching to support the Firearms Information Technology Systems Modernization (FITSM) project, with at least one (1) of those resources on a full-time basis and the other on a part-time basis. FITSM is a large-scale initiative that will consolidate and replace multiple legacy firearms-related systems with a single modernized solution.

The objective of this engagement is to provide IT Lean Coaching services to streamline the DOJ’s firearms-related business processes, as well as the technology aspects of the target system.

The Offeror will be responsible for identifying and proposing the ideal team composition and size needed to fulfill the requirements of this Agreement. At a minimum, DOJ anticipates and requires that two (2) resources be included in the Offeror’s response; however, it is in the Offeror’s best interest to include additional classifications to allow for flexibility in the team composition to ensure DOJ’s needs can be fully met.

The resulting Contract is allowable under Government Code 19130(b)(3) where personal services contracting is permissible when “the services contracted are not available within civil service, cannot be performed satisfactorily by civil service employees, or are of such a highly specialized or technical nature that the necessary expert knowledge, experience, and ability are not available through the civil service system.” The DOJ does not currently have sufficient available qualified staff with the in-depth knowledge and experience that is required to efficiently and adequately meet the needs of the DOJ.

B. Background/Overview The State of California leads the way in balancing the constitutional right to bear arms with the need for public safety. The California Legislature continuously assesses laws and regulations related to firearms possession, purchasing, background clearances, mental health issues surrounding firearm possession, and the reporting of this information to the DOJ. Addressing public safety issues is of critical importance to the Bureau of Firearms (BOF), which serves as the liaison to various entities, such as law enforcement agencies (LEAs) at the federal, state, and local levels, as well as firearms dealers and manufacturers.

To support the comprehensive programs that promote the legitimate and responsible firearms possession and use by California residents, the DOJ built and currently maintains the following seventeen (17) firearms-related IT systems. These systems support the education, regulation, and enforcement actions regarding the manufacturing, sale, ownership, safety training, and transfer of firearms.

1. Certificate of Eligibility - Firearms dealers, ammunition vendors and their employees are required to obtain a COE to conduct firearms related business in California.

1. AFS Personal Information Update - The AFS Personal Information Update Application allows an individual to update personal information on a firearm ownership record for the purpose of facilitating an ammunition purchase transaction.

1. Unique Serial Number Application (USNA) - The USNA allows a CA resident or a new resident to CA to submit prior to manufacturing or assembling a firearm, a USNA to be issued a unique serial number and record the firearm with the DOJ.

1. California Reporting Information System (CRIS) Forms - The CRIS reporting forms allow a public user to report ownership of a firearm or submit a law enforcement gun and/or ammunition release for BOF processing.

Many of these systems and subsequent modifications or enhancements to these systems were in response to numerous legislative mandates implemented since the first system was built in 1980. As a result, the network of firearms systems has become increasingly complex over the last several decades, with each system using different logic that cannot be applied to modifications needed across multiple systems. Consequently, the existing firearms systems utilized by both LEAs and firearm dealers have reached end-of-life.

DOJ BOF is responsible for managing, maintaining, overseeing, and enforcing the regulations and processes. The following is a list of BOF-managed business processes.

Note: Additional business processes may be identified during project planning and analysis phases; therefore, the table below should not be considered a complete and final list. The business processes highlighted below fall within the scope of this Agreement.

Currently, the FITSM project is in Stage 3 (Solution Development Phase) of the California Department of Technology’s (CDT) Project Approval Lifecycle (PAL) process. The Stage 2 Alternatives Analysis was submitted to CDT for review in February 2024, and approval was received in October 2024. Stage 3 includes planning activities to include conducting business process re-engineering, developing solution requirements, developing the solicitation for the Solution Integrator (SI), releasing the solicitation and conducting evaluations, selecting the solution vendor(s), and preparing for the project execution phase.

To ensure the successful delivery of this high-risk, high-visibility project, DOJ is seeking IT Lean Coaches to effectively aid stakeholders in this transformation. The IT Lean Coaches will act as strategic partners, providing expert guidance in eliminating waste in the DOJ’s processes.

C. Procurement Method To be considered for this RFO, the Offeror must hold a current California Multiple Award Schedule (CMAS), issued by the DGS, and provide a copy with the RFO response. Responses to this RFO will be reviewed and an award, if made, will be based on “Best Value” to the DOJ. For the purposes of this procurement, the Best Value response will be the response that meets all mandatory requirements and receives the highest number of points under the Scoring Criteria set forth below.

D. Terminology Within this RFO, the terms Offeror or Contractor refer to the company responding to the RFO. The terms Staff or Resource(s) refers any person(s) working under the awarded Purchase Order also known as “Agreement” throughout this RFO.

E. Agreement Terms and Conditions The base term of the Agreement is twelve (12) months, with an estimated start date of June 30, 2026. The start date is subject to change and may be modified at DOJ’s discretion. The budget for the initial Agreement amount is estimated at $394,000.00.

The DOJ has the option, at its sole discretion, to extend the term of the agreement and/or add money under the same terms and conditions, including pricing terms, for up to two (2) twelve (12) month terms, for a maximum Agreement term of thirty-six (36) months.

The resulting Agreement shall be of no force or effect until it is executed by the DOJ. The Offeror shall not commence performance until an executed Agreement has been received from the DOJ.

By submitting a response, the Contractor agrees to meet the requirements and comply with the terms and conditions stated in this RFO and their CMAS.

This RFO and the Contractor’s response will be incorporated by reference into the resulting Agreement. The Contractor’s CMAS will also be incorporated by reference into the Agreement resulting from this RFO. The Agreement will be governed by, and shall incorporate, the terms and conditions of the Contractor’s CMAS. All data, documents, software, and other artifacts produced under the Agreement will become the sole property of the DOJ.

F. Order of Precedence In the event of a discrepancy and/or inconsistency between the attachments of this Contract, the descending order displayed on the awarded Agreement shall take precedence.

G. Projected Timetable Listed below in Table 1 are the key activities, dates, and times by which the activities must occur for Agreement consideration for this RFO. If the DOJ finds it necessary to change any of these dates, it will be accomplished via an Addendum to this RFO. All dates after the submission of the RFO responses are projected only and may be adjusted as conditions indicate, without a formal RFO Addendum.

All RFO responses must be received by the date and time specified in this section. RFO responses will be checked for the presence of all required information, in conformance with the requirements of this RFO. The DOJ will deem RFO responses that do not have the required information as non-responsive, and this may be cause for rejection.

Table 1 – Key Action Dates

*Responses not received by this date and time will be rejected. Responses to this RFO and any required copies must be submitted by electronic mail.

**All dates are tentative and may be subject to change without Addendum.

Email Delivery: Responses must be received by the RFO Response Submission Due Date and Time indicated in this Section I.G, Projected Timetable, Table 1, Key Action Dates. The DOJ will not consider nor be responsible for any RFO responses that are not delivered by the date and time indicated in the Key Action Dates. RFO responses must be submitted electronically via email to the Procurement Official listed below with “DOJ RFO #25-175 – Song Her” in the Subject Line.

Emails exceeding ten (10) megabyte (mb) or more may be rejected by the DOJ eMail server. If your email exceeds this limit due to attachments, please utilize one of the following options for Response submission:

· Offeror may email DOJ contact below at least four (4) hours prior to RFO Offer submission and request a file upload link.

Or

· Offeror may send multiple emails to complete their submission.

Procurement Official DOJITPurchase@doj.ca.gov

(916) 210-5216 Cc: Song.Her@doj.ca.gov

H. Written Questions All written questions regarding the content of this RFO shall be submitted by email to DOJITPurchase@doj.ca.gov with a CC to the Procurement Official at Song.Her@doj.ca.gov and must be received by the date and time listed in the Section I.G, Projected Timetable, Table 1, Key Action Dates, Last Day to Submit Written Questions. Please include “DOJ RFO #25-175 – Song Her” in the email subject line and email written questions to the Procurement Official listed above.

Written questions submitted after the due date will be responded to at the DOJ’s discretion. When review of the questions has been completed, all questions and answers will be provided to all Offerors.

I. Availability The selected Contractor must be able to meet the requirements of this RFO and be available to perform services starting by the projected start date specified in Section I.G, Projected Timetable, Table 1, Key Action Dates. If personnel offered by the selected Contractor leave the Contractor’s firm or are otherwise unable to fulfill their role in this Agreement, they must follow the minimum qualifications as stated in Exhibit A, Scope of Work (SOW), Section IV Letter L. Replacement Personnel.

J. Presentations and/or Interviews DOJ, at its discretion, may request a presentation and/or interview from the top three (3) scoring Offerors and points will be assigned. The DOJ has allowed time in the schedule for this purpose and Offerors must ensure they are available to participate on the date(s) mentioned in Section I, General Information, G. Projected Timetable, Table 1, Key Action Dates. Offeror(s) will be notified in advance of the specific date and time for the interview. Interviews will be virtual. The DOJ requires the proposed resources identified in the RFO Response to be present and participate in the interview. The purpose of the interview will be to ask the Offeror to clarify its submitted information and to assess the proposed resources’ qualifications and experience and their interpersonal and communication skills.

As part of the process, all candidates that are offered interviews will receive a CJIS 003 Contractor Security Confidentiality and Non-Disclosure Agreement (NDA) form to sign. Signed copies must be provided twenty-four (24) hours in advance of all interviews with DOJ.

K. Offers are Public Records Pursuant to the California Public Records Act, California Government Code §§ 7920 et seq., all data, materials, information, and documents submitted to the DOJ by an Offeror may be incorporated into a publicly available Agreement and may otherwise be subject to disclosure upon request by competitors and members of the public after the apparent successful Offeror has been announced. The DOJ will process all Public Records Act requests in accordance with the laws of the State of California. An Offeror labeling of any offer materials as “confidential” or otherwise exempt from disclosure is not binding on the DOJ, and the DOJ will not be liable to the Offeror or to any other person or entity for disclosing information as required by law.

Be advised, your response will become public record once the award becomes final. DOJ will provide access to all records upon request unless the law provides an exemption from mandatory disclosure or a court order is provided. Inclusion of DOJ documents, data or process information may be cause for offer rejection.

L. Errors in the Offeror’s Response An error in the response may be cause for rejection of that response; however, DOJ may at its sole option seek clarification for clerical and arithmetic error and/or administrative items and/or other identified in Bidders Instructions, DGS PD 451.

M. Assumptions and Constraints There shall be no assumptions, conditions, or constraints included in the Offeror’s response. A response may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Any assumptions, conditions, or constraints must be addressed by submitting written questions by the “Last Day to Submit Written Questions” identified in Section I.G, Projected Timetable, Table 1, Key Action Dates.

II. RESPONSE FORMAT

1. Instructions to Offerors This RFO contains the unique requirements that Offerors must meet to submit a responsive RFO response. It provides information regarding the format in which all responses must be submitted, materials to be included, requirements that must be met to be eligible for consideration, and the Contractor’s responsibilities.

The DOJ will review responses to this RFO based on Best Value as determined by the DOJ. The best value response is the response that provides the best overall value to the DOJ with respect to quality and pricing while fulfilling the DOJ’s mandate to: 1) maximize the benefits to the state in relation to the areas of security, competence, experience, and timely performance; 2) take into account the particularly sensitive nature of the California DOJ; and 3) act to promote and ensure integrity, security, honesty, and fairness in the operation and administration of the DOJ.

For purposes of this procurement, the Best Value response will be the RFO response that meets all mandatory requirements and receives the highest number of points under the Scoring Criteria set forth below.

If an Offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFO, the Offeror should immediately notify the Procurement Official in writing and request clarification or modification of the document.

During the RFO response review process, the DOJ reserves the right to ask clarifying questions of Offerors for the purpose of clarifying ambiguities or errors contained in the response. The DOJ will advise the Offerors, in writing, of the documentation required and the timeline for submission, if applicable. The DOJ reserves the right to reject any and all responses received, if determined that it is in the DOJ’s best interest to do so.

Failure to respond completely and timely to all portions of this RFO, and any subsequent addenda, may disqualify the prospective Contractor’s Response (if deemed material in nature).

All costs for developing responses are entirely the responsibility of the Offeror and shall not be chargeable to the DOJ.

The DOJ may modify any part of the RFO, as a result of questions or other reasons, prior to the response due date, by issuance of one or more addenda. Addenda will be numbered consecutively; all future addenda and correspondences will be emailed directly to all Offerors who receive the RFO, and it is the responsibility of the prospective Offerors to review the modifications. Offerors will have 5 business days to submit written questions to the Procurement Official regarding any changes to the RFO contained in the Addendum after its release. Please note that verbal information will not be binding upon the DOJ unless such information is issued in writing as part of a Question and Answer Set or official Addendum.

In order to submit a responsive RFO response, and be afforded the benefits of the steps included in this RFO, the Offeror must take the responsibility to:

1) Carefully read the entire RFO and instructions within prior to submitting a response.

2) Submit written questions in a timely manner, in accordance with the Section I.G, Projected Timetable, Table 1, Key Action Dates, if clarification is necessary.

3) Make sure all procedures and requirements of the RFO are accurately followed and appropriately addressed.

4) Submit a complete response containing all required documentation by the date and time indicated. Failure to respond completely and timely to all portions of this RFO, and any subsequent Addenda, may be grounds for disqualification of the response (if deemed material in nature).

The DOJ will record the time of receipt for each response. All RFO responses must be received by the dates and times specified in Section I.G, Projected Timetable, Table 1, Key Action Dates. Responses will be checked for the presence of the required information, in conformance with the requirements of this RFO. The DOJ will deem responses that do not have the required information as non-responsive, and this will be cause for rejection.

O. Proposal Content and Response Format These instructions prescribe the mandatory response format and approach for the development and presentation of data. Format instructions must be adhered to, all requirements and questions in the RFO must be responded to, and all requested data must be supplied.

All RFO responses must be submitted in writing via email to the Procurement Official listed under Section I.G, by the date and time specified in Section I.G, Projected Timetable, Table 1, Key Action Dates.

P. Required Response Content The DOJ will review the Offeror’s RFO response to validate that the Offeror submitted a complete response. Absence of required information may result in the response being deemed non-responsive and may be cause for rejection.

Offerors must include all applicable items listed on the Required Attachment Checklist (Attachment 1) and in the order listed. Responses that are conditional or fail to submit the required documentation by the date and time shown in the Key Action Dates may cause the DOJ to deem the response as non-responsive.

The specific tasks associated with this RFO are included in the SOW and Exhibits. Responses must be submitted for the performance of all services described herein. Any deviation from the work specifications will eliminate the Response from further consideration and award.

Q. Response Guidelines This RFO and the Offeror’s RFO response to Attachments 1 through 17 will be made a part of the Agreement. Responses must contain all data/information requested and must conform to the format described in this RFO. It is the Offeror’s responsibility to provide all required data, and any other information deemed necessary, to enable the DOJ Assessment Team to determine and verify the Offeror’s ability to perform the tasks and activities defined in RFO’s Exhibit A, SOW.

R. Response to Requirements All RFO responses should be provided in a format compatible with the DOJ standard applications (i.e., Microsoft [MS] 365, PDF) single-spaced, using a typeface of Arial 11 or 12 font. DOJ’s current standard applications include MS 365 (includes Outlook, Visio, and Project).

S. Review of RFO Responses for Award/Selection Criteria All Responses to this RFO will be reviewed for responsiveness to the requirements of this RFO. If a response is missing information required in the RFO or Exhibits, the response may be deemed nonresponsive. At DOJ’s discretion, inaccurate or misleading information may be cause for rejection of the response.

RFO Response Review Criteria All Responses received on or before the RFO Response Submission Due Date and time as specified in Section I.G, Projected Timetable, Table 1, Key Action Dates will be assessed as outlined below.

1) Preliminary Review Each response will be reviewed for completeness and then the Response’s Administrative Requirements, Cover Letter, and Key Staff Mandatory Qualifications will be assessed. The DOJ may reject any or all responses that fail to meet these requirements. Rejected responses will be eliminated from further consideration.

2) Company References, Key Staff References, Key Staff Desirable Qualifications, and Narrative Technical Response Each Offeror who meets the Preliminary Review and satisfies the requirements of the RFO will have their response scored.

3) Costs The Offeror must complete Attachment 7, Cost Sheet. Cost will be scored as indicated in Section II.G the Scoring Criteria.

4) Interviews, if necessary

a. The DOJ may interview up to the top three (3) highest scoring Offeror(s) that satisfy the requirements of the RFO. Offeror(s) will be required to appear for a virtual oral interview with the DOJ. Offeror(s) will be notified in advance of the specific date and time for the interview.

b. The interview shall include the presence of the key staff under the Agreement. Offerors must be prepared to respond to the questions related to the specifics of the RFO Response.

c. All costs for developing a response and attending interviews are entirely the responsibility of the Offeror and shall not be chargeable to the DOJ.

T. Scoring Criteria RFO Responses that pass the Administrative Requirements review will proceed to the Technical Requirements review. Responses reaching this phase will be awarded points based on the Assessment and Selection Criteria by the DOJ Assessment Team as follows:

Table 2 – Scoring Criteria

Administrative Requirements

Scoring Criteria 1

Technical Requirements

Scoring Criteria 2

Cost*

The lowest average hourly rate response is awarded the maximum cost points. All other Responses cost points are awarded based on the following calculation: Cost Score Awarded to Offeror = Lowest Rate / Offeror’s Rate multiplied by the Maximum Cost Points Available (300)

Scoring Criteria 3

Interviews (optional)

U. Mandatory Staff Qualifications Contractor staff must be highly skilled in the CMAS classifications identified by the Offeror. The SOW, Exhibit A, activities, tasks, and responsibility descriptions are intended to be representative, depending on the specific classifications to which a staff member is assigned.

The Contractor will be responsible for identifying and proposing the ideal team composition needed to fulfill the requirements of this Agreement. At a minimum, DOJ anticipates and requires that at least two (2) IT consultant resources be included in the Offeror’s response with one (1) being full-time and the other being part-time.

However, it is in the Offeror’s best interest to include as many classifications as possible to allow for more flexibility in their team composition to ensure DOJ’s needs can be fully met.

Note: Proposed resource(s) currently assigned to any DOJ contract may be disqualified.

Minimum Qualifications The Minimum Qualifications for each classification are identified in Attachment 5, Key Staff Qualification Matrix. To be deemed responsive to the RFO, all proposed resources must meet or exceed the identified Minimum Qualifications for the classification they are being proposed to perform. Any Offeror whose proposed staff do not meet these qualifications may cause the entire Response to be determined non-responsive and fail the Mandatory Staffing Qualification.

Desirable Qualifications The Desirable Qualifications for each classification are also identified in Attachment 5, Key Staff Qualifications Matrix. During the Technical Evaluation, additional points shall be awarded based on the proposed Resources’ ability to meet the Desirable Qualification requirements.

III. RESPONSE CONTENT AND FORMS

Attachment 1 – Required Attachment Checklist Please complete the checklist below to confirm that all items are contained with the Response. Place a check mark () next to each item being submitted. For the response to be responsive, all required documents should be submitted in the order listed below. Responses must be submitted via email.

This checklist should be returned along with the RFO response package. All pages should be sequentially numbered, and all elements should follow the sequential order presented on the checklist.

The need to verify that all documentation is submitted with the response cannot be overemphasized. Failure to submit all required documents referenced on this checklist may cause the Response to be rejected.

Table 3 – Required Attachment Checklist

CHECK

ITEM #

DOCUMENT NAME / DESCRIPTION

REFERENCE/ LOCATION

REQUIRED

IT Lean Coach (full-time) (minimum one (1)) – REQUIRED

IT Lean Coach (part-time) (minimum one (1)) – REQUIRED

Additional Staff – Only if proposing

If neither a small business nor a DVBE will be participating in the offer, then this form is not required.

The Department of Justice defines “normal industry practices” as not subcontracting more than 25% of the work to be provided. Offerors subcontracting more than 25% of their work may be rejected.

Disabled Veteran Business Enterprise Declaration Bidders who have been certified by California as a DVBE must submit a completed STD. 843 (Disabled Veteran Business Enterprise Declaration) form.

For offers of $1,000,000 or more, offerors must provide certification that it is not on the list of ineligible vendors prohibited from doing business with the State of California.

For offers of $100,000 or more, offerors must certify their compliance with the CA Civil Rights Laws and Employer Discriminatory Policies (Civil Code 51, GC 12960).

Attachment 2 – Cover Letter The Offeror’s Response must include a cover letter confirming the Offeror’s acknowledgement and acceptance of all RFO requirements. The cover letter must include:

1. A statement indicating that the signer is authorized to bind the company contractually.

2. A statement certifying that the Offeror’s proposed resources meet or exceed the Resource Minimum Qualifications (MQs) as described in this RFO and in the CMAS MQs.

3. A statement to affirm that the Offeror agrees to the CMAS Terms and Conditions and attests that they have read and will comply with the requirements set forth in this RFO without change or modification.

4. An explanation of the number of years and months the Offeror has been doing business.

5. Agreement Engagement Manager name, title, and contact information.

6. A signature block indicating the:

· Title or position that the signer holds in the firm.

· Signer’s contact information including phone, fax, e-mail, and address.

7. A statement of assurance from the Offeror that, if awarded the agreement, they will provide commercial general liability and worker’s compensation insurance certificates within ten (10) days of Agreement execution.

8. The original signature of the signer. A PDF signed copy shall be accepted. Electronic signatures shall be accepted.

The cover letter must NOT contain any cost information.

Attachment 3 – Company Reference Form

□ VENDOR COMPLETES SECTION 1 ONLY

PART 1A: INSTRUCTIONS TO VENDOR

Three (3) company references are required for services completed within the past ten (10) years, with only one (1) allowed for an ongoing effort with a future completion date. The Vendor may fail administrative assessment and be disqualified from further review if more than one (1) reference submitted is for an ongoing effort with a future completion date. Work should be similar in scope and nature to the services described in Exhibit A, Scope of Work.

a) The Vendor completes Section 1 (Part 1B, 1C, and 1D) of the form and then returns the entire form with its final offer.

b) References may not include employers or employees currently working for the Vendor, and only one (1) reference may be a DOJ employee that is not involved with this Solicitation.

c) The DOJ reserves the right to contact references. It may prove beneficial, therefore, for the Offeror to verify that the contact information provided is up-to-date, and that the reference will be available during the evaluation period of time specified that the DOJ will be validating references (see Key Action Dates).

d) A total of two (2) attempts will be made to contact each reference, via phone call and/or e-mail, and a call back or response e-mail must be received within two (2) business days. Points will not be awarded for references that cannot be validated.

e) If the DOJ is unable to contact a reference or if there is a conflict of interest with the reference, depending on the nature of extenuating circumstances, the DOJ in its sole discretion may request a replacement reference. Vacation or general illness does not count as extenuating circumstances.

NOTE: Subcontracting Requirements – Any subcontractor(s) that the Offeror engages to fulfill the requirements of this Agreement, which is expected to receive more than ten percent (10%) of the value of the Agreement, must meet all contractual requirements of the agreement, including the number of company references specified above.

NOTE: References should be English-Speaking and contact numbers limited to the continental U.S. only.

Company Name

Company Contact Name

Company Contact Title

Company Address

Phone #

E-mail Address

Reference Name

Reference Title

Company Name

Company Address

Phone #

E-mail Address

Project Name

Project Start Date (MM/DD/YYYY)

Project End Date (MM/DD/YYYY)

Total Amount of Contract ($) Estimated amounts will be accepted.

NOTE TO THE OFFEROR: Do not complete any sections of this form below this point. Include with the Offeror Final Offer. The DOJ Assessment Team will verify directly with the Offeror Reference.

□ REFERENCE COMPLETES THIS SECTION

PART 2A: INSTRUCTIONS TO REFERENCE

Provide a brief description of the services performed by the Offeror company.

Provide an explanation of your role with respect to the Offeror company.

<--------------- Lowest to Highest --------------->

1. The Offeror provided qualified individuals.

2. The Offeror resolved issues in a timely manner.

3. The Offeror delivered quality services and deliverables.

4. The Offeror managed resources/workload, completed expected tasks, and provided timely services.

5. What was your overall satisfaction with the Firm?

NO

YES

TOTAL POINTS FOR ALL STATEMENTS (LINES 1–6 ABOVE)

By signing this form below, the Reference is certifying that all information provided in Part 2 of this form is correct.

Printed Name:

Title:

Attach additional pages as needed.

Attachment 4 – Key Staff Reference Form

□ VENDOR COMPLETES THIS SECTION

PART 1A: INSTRUCTIONS TO VENDOR

One (1) resource reference is required for each proposed resource. List one client serviced within the past ten (10) years while providing services that are similar in nature and scope to those described in this RFO. The DOJ may be listed as one (1) reference (manager level or above), but subcontractors may not be listed as a reference.

a) The Vendor completes Section 1 (Part 1B, 1C, 1D, and 1E) of the form and returns the entire form with its final offer.

b) References may not include employers or employees currently working for the Vendor, and only one (1) reference may be a DOJ employee that is not involved with this Solicitation.

c) The DOJ reserves the right to contact references. It may prove beneficial, therefore, for the Offeror to verify that the contact information provided is up-to-date, and that the reference will be available during the evaluation period of time specified that the DOJ will be validating references (see Key Action Dates).

d) A total of two (2) attempts will be made to contact each reference, via phone call and/or e-mail, and a call back or response e-mail must be received within two (2) business days. Points will not be awarded for references that cannot be validated.

e) If the DOJ is unable to contact a reference or if there is a conflict of interest with the reference, depending on the nature of extenuating circumstances, the DOJ in its sole discretion may request a replacement reference. Vacation or general illness does not count as extenuating circumstances.

NOTE: References should be English-Speaking and contact numbers limited to the continental U.S. only.

Company Name

Company Address

Phone #

E-mail Address

Resource Name

Title of Resource

Reference Name

Specific Role on the Project

Company Name

Company Address

Phone #

E-mail Address

Copy/paste the exact description from the resource matrix. For each experience, also provide the following:

· Workplace:

· Project Name:

· Time Period:

· Project $ Amount:

NOTE TO THE OFFEROR: Do not complete any sections of this form below this point. Include with the Offeror Final Offer. The DOJ Assessment Team will verify directly with the Resource Reference.

□ REFERENCE COMPLETES THIS SECTION

PART 2A: INSTRUCTIONS TO REFERENCE

Can you validate that the identified resource performed the services described in Part 1E?

Yes or No?

If No, please explain.

NO

If No, explain:

During this specific project or service, my work relation to the individual was as the functional manager of the Project.

Yes or No?

If No, please explain.

NO

If No, explain:

Rating System Legend

References’ Evaluation

TOTAL POINTS FOR ALL STATEMENTS (LINES 1 – 5 ABOVE)

By signing this form below, the Reference is certifying that all information provided in Part 2 of this form is correct.

Printed Name:

Title:

Attach additional pages as needed.

Attachment 5 – Key Staff Qualifications Matrix Instructions (One matrix required per Key Staff) The Contractor is responsible for identifying and proposing the ideal team composition needed to fulfill the requirements of this Agreement. Offerors must provide one (1) key staff qualifications matrix for each resource proposed to be part of the Offeror’s team.

At a minimum, DOJ requires that two (2) resources be included in the Offeror’s response with one being full-time and the other being part-time. However, it is in the Offeror’s best interest to include as many classifications as possible to allow for more flexibility in their team composition to ensure DOJ’s needs can be fully met.