RFO-ITS_1346_CAD_GIS_Mapping.pdf

Department of Forestry and Fire Protection (CAL FIRE) Information Technology Services RFO – ITS 1346 – CAD GIS Mapping May 2025

REQUEST FOR OFFER

RFO #: RFO-ITS 1346

For:

CAD GIS Mapping

Leveraged Procurement Agreement (LPA) No:

5-22-70-25-001 to 359

For: Technology, Digital and Data Consulting (TDDC)

Due Date: June 13, 2025, by 4:00 PM Pacific Standard Time (PST)

California Department of Forestry and Fire Protection (CAL FIRE) is inviting you to review and respond to this Request for Offer (RFO), entitled RFO – ITS 1346 – CAD GIS Mapping, hereby referred to as RFO.

To participate in this RFO, you must comply with the instructions contained in this document as well as the requirements stated in CAL FIRE’s Scope of Work (SOW) and Exhibits (CAL FIRE may add additional Exhibits or Attachments as needed). By submitting an offer, your firm agrees to the terms and conditions stated in this RFO. The Offeror must hold a current Technology, Digital and Data Consulting, Master Service Agreement 5-22-70-25-001 to 359.

All Offerors must adhere to the Key Action Dates and Times set forth below. The Key Action Dates and Times may be adjusted by issuance of addenda, by CAL FIRE as conditions warrant. Offers must comply with the instructions found herein. Failure to comply with any of the requirements may cause the Offer to be deemed as “non-responsive.”

Read the attached document carefully. The RFO due date is June 13, 2025, by 4:00 PM PST.

Responses to RFO – ITS 1346 - CAD GIS Mapping and any required copies must be submitted by E-mail only clearly labeled to the department contacts noted below.

CONTACT INFORMATION

CAL FIRE Procurement Official: Chuck Jackson-Kirkpatrick

Phone: (279) 220-5639 E-mail address: charles.jackson-kirkpatrick@fire.ca.gov

RFO SUBMITTAL

California Department of Forestry and Fire Protection Information Technology Services

Submit by E-Mail only to:

E-mail address: charles.jackson-kirkpatrick@fire.ca.gov mailto:charles.jackson-kirkpatrick@fire.ca.gov mailto:charles.jackson-kirkpatrick@fire.ca.gov

RFO – ITS 1346 – CAD GIS Mapping

Request for Offer

General Information

1. Background and Purpose of the RFO

2. Key Dates

A. RFO Written Questions B. RFO Response Guidelines C. Confidentiality D. Offer Requirements E. RFO Response Content F. Administrative Information G. Rejection of Offers H. Errors in Final Offers I. Review of Offers for Award

EXHIBIT A – SCOPE OF WORK

1. BACKGROUND AND PURPOSE

2. CONTRACT DESCRIPTION

3. PERIOD OF PERFORMANCE

4. WORK LOCATION

5. COST

6. ROLES AND RESPONSIBILITES

7. CONTRACTOR TASKS AND DELIVERABLE REQUIREMENTS

8. CONTRACTOR PERSONNEL

9. OTHER REPORTING REQUIREMENTS

10. ACCEPTANCE CRITERIA

11. PROBLEM ESCALATION

12. CONTRACTOR AND STORAGE OF ELECTRONIC DATA

13. SECURITY AND CONFIDENTIALITY

14. TRAVEL

15. SOLUTION MODIFICATION

16. UNANTICIPATED TASKS

17. TERMINATION

18. CONTRACT ADMINISTRATORS

EXHIBIT B - BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT C - LEVERAGED PROCUREMENT AGREEMENT TERMS AND CONDITIONS

EXHIBIT D - COST WORKSHEET

EXHIBIT E - WORK AUTHORIZATION TEMPLATE

EXHIBIT F - ADD, DELETE OR SUBSTITUTE CONTRACTOR PERSONNEL REQUEST FORM

EXHIBIT G - TASK ACCOMPLISHMENT PLAN (TAP) SAMPLE

EXHIBIT H - CONTRACTOR MONTHLY/WEEKLY STATUS REPORT

ATTACHMENT 1 - COVER LETTER

ATTACHMENT 2 - STD. 204 PAYEE DATA RECORD FORM

ATTACHMENT 3 - CUSTOMER REFERENCE FORM

ATTACHMENT 4 - RESUMES

ATTACHMENT 5 - CONFIDENTIALITY STATEMENT

ATTACHMENT 6 - BIDDER DECLARATION

ATTACHMENT 7 - COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION

ATTACHMENT 8 - DISABLED VETERAN BUSINESS ENTERPISE DECLARATION

ATTACHMENT 9 - UNRUH/FHEA, CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 10 - OFFEROR ORGANIZATION CHART

RFO – ITS 1346 – CAD GIS Mapping

General Information

1. Background and Purpose of the RFO

The mission of CAL FIRE is to serve and safeguard the people and protect the property and resources of California. CAL FIRE is requesting a contractor to improve the GIS data quality for CAL FIRE’s Computer Aided Dispatch (CAD) system. The improvements will enhance both emergency response and public safety. CAL FIRE requires the assistance from the Contractor to utilize established business practices for updating map geometry and feature attributes, improving vehicle routing, assist with the setup and configuration of an ArcGIS Enterprise Server solution, and identifying and implementing mapping standards as defined by CAL FIRE and National Emergency Number Association (NENA) standards.

2. Key Dates

Offerors are advised of the key dates and times shown below and are required to adhere to them due to time constraints:

KEY ACTION DATES & TIMES

Key Action Dates Date Time

1. Release of RFO – ITS 1346 05/23/2025

2. Submission of written questions 06/02/2025 5:00 PM PST

3. Department’s response to written questions 06/06/2025 5:00 PM PST

4. Submission of Offers (by date and time) 06/13/2025 4:00 PM PST

5. Technical Evaluations TBD

6. Final Evaluation TBD

7. Contract Award TBD

Submissions for the RFO offer must be sent through email and should be received by the Due Date and Time specified in the Key Action Dates section above.

The e-mail time stamp will be used as the official receipt of the RFO response and must be before the date and time listed in the Key Action Dates above.

If the e-mail time stamp shows received after the RFO Offer Submission Due Date and Time, the RFO response will be considered a material deviation and not accepted.

A. RFO Written Questions

All questions related to this RFO must be submitted by email to the Procurement Contacts stated on page 1. Any questions received after the due date and time will not be accepted. CAL FIRE may seek clarification for any question received. Questions submitted other than by e-mail will not be accepted.

When CAL FIRE has completed its review of the questions, all the Questions and Answers (Q & A) will be sent by e-mail for the Offeror’s review to all Offerors.

If a Offeror desires to join the RFO, they may do so following the conclusion of the question-and-answer period. Nonetheless, they must rely solely on the question-and-answer document that will be made available. The Offeror cannot take part in the RFO if it is beyond the submission deadline specified in the key action dates above.

RFO Question Requirements

1. RFO Number

RFO – ITS 1346 – CAD GIS Mapping

2. Company Name

3. Company’s Contact Name

4. Email Address

5. Telephone Number

6. Identification of the applicable RFO section

7. Description of the question, concern, discrepancy, error, or issue

8. Additional information relevant for CAL FIRE to identify the specific issue or problem.

B. RFO Response Guidelines

This RFO and the Offeror’s Quote in response to this document will be made part of the contract.

Responses to this RFO 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 for the State’s evaluation team to determine and verify the Offeror’s ability to perform the tasks and activities defined in the Scope of Work. Offeror’s Quote submitted with material deviations from the mandatory requirements listed in the Scope of Work will be deemed non-responsive and therefore disqualified.

Offerors must adhere to the following when submitting a response to the RFO:

1. The response must have page numbers located at the bottom of each page.

2. Exhibit D - Cost Worksheet must be submitted as a separate excel spreadsheet from the response.

C. Confidentiality

In response to this RFO, CAL FIRE will not accept documentation that is marked “Confidential”, “Trade Secrets”, or “Proprietary.” All documents submitted are the property of CAL FIRE for the State of California. All documents are subject to review by, or release to the public under the California Public Records Act Government Code section 6250 et seq.

D. Offer Requirements

This section includes requirements for the Offeror to be considered responsive to this RFO.

Responses must contain all requested information and data and conform to the format described in this section. It is the Offeror’s responsibility to provide all necessary information for CAL FIRE to assess the response, verify requested information and determine the Offeror’s ability to perform the tasks and activities defined in Exhibit A - Scope of Work.

All IT Services Offerors, both the company and all staff working on the contract must reside within the United States (US) and or Canada. All electronic data must be stored within data centers located within the continental US, this includes primary and secondary storage sites. These site locations must be in the RFO response.

The Offeror must submit the electronic copy of their Offer to the department contact name and address contained on the cover sheet to this RFO.

E. RFO Response Content

The following shall be submitted in the Offeror’s Offer unless otherwise stated below, in the order specified below. RFO responses that fail to follow this format may be deemed non-responsive and rejected.

RFO – ITS 1346 – CAD GIS Mapping

a. Exhibit D, Cost Worksheet

The Offeror shall complete Exhibit D - Cost Worksheet that identifies the total cost for their

Offer. All line items must have costs evaluated. To Be Determined (TBD) costs will disqualify the offer. The Cost Worksheet must be submitted as an Excel file separate from the Offeror’s response to Exhibit A – Scope of Work and attachments.

Sales tax is not to be included in the cost worksheets. If awarded the Contract, sales tax, if applicable should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the goods are to be provided. Refer to the Board of Equalization Regulation 1502 (f) (1) (D).

b. Response to Exhibit A - Scope of Work The Offeror shall provide a response to the Scope of Work (SOW) stating how the Offeror will accomplish the requirements outlined in the SOW and related material.

The Offeror’s response to Exhibit A - Scope of Work will be assessed for responsiveness to requirements. The Offeror’s response must map each task item back to the Scope of Work.

The response must include any additional information that the Offeror deems necessary to explain how the Offeror intends to meet CAL FIRE’s requirements. The Offeror’s response must contain the following as applicable:

i. Overview of the required tasks and outcomes,

ii. Description of how the tasks will be performed,

iii. Work plan for each task, including sub-task description, including due date for each deliverable,

iv. How the Offeror has demonstrated their ability to provide services for three similar projects using Attachment 3 - Customer Reference Form.

v. Any other requirements shown in CAL FIRE’s Scope of Work document.

c. Attachment 1, Cover Letter Offeror shall complete and have signed by the individual authorized to bind the company contractually acknowledging that they agree to all the terms and conditions set forth in this

RFO.

d. Attachment 2, Payee Data Record (STD 204) and optional (STD 205) A STD 204 must be completed and signed by an appropriate and authorized individual.

STD 204 can be obtained through link listed below.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

Required if Offeror’s remittance address is different than the mailing address on the STD 204, complete and submit the Payee Data Record Supplement Form, STD 205 if applicable.

STD 205 Payee Data Record Supplement

e. Attachment 3, Customer Reference Form The Offeror shall submit a minimum of three (3) references to validate experience providing services with similar scope, schedule, and resources to this project.

The Offeror shall complete an Attachment 3 - Customer Reference Form for each reference.

The description of each project must be detailed and comprehensive enough to permit CAL FIRE to assess the similarity of the projects to the work anticipated in the award of a resulting Agreement.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd205.pdf&data=04%7C01%7Ckristine.vankeuren%40STATE.CA.GOV%7Ce30a331f9dd1456a14c108d8f9f3376e%7C52b26be47f5d4e1cbaed8cf75b7570d5%7C0%7C0%7C637534170461433575%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=AvffAGpU14ub1p8KTkMqXPWxSM6j0VzjwKzXomkTOD0%3D&reserved=0

RFO – ITS 1346 – CAD GIS Mapping

CAL FIRE reserves the right to contact customer references post-submission to verify the information submitted by the Offeror. Consequently, it is advisable for the Offeror to verify the accuracy of their referenced customers' contact details on Attachment 3 and confirm their availability during the period when CAL FIRE will be conducting reference validation.

f. Attachment 4, Resumes Offeror shall submit resumes for each proposed staff identified in their response to Exhibit A – Scope of Work and specified Exhibit D - Cost Worksheet.

g. Attachment 5, Confidentiality Statement Offeror shall complete and sign Attachment 5 - Confidentiality Statement.

h. Attachment 6, Bidder Declaration (GSPD-05-105) Offeror shall complete Attachment 6 – Bidder Declaration. When completing the Bidder Declaration, all subcontractors proposed for participation in the contract must be identified. See link below:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

i. Attachment 7, Commercial Useful Function (CUF) Evaluation Form Required for Offerors who are an Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) Certified SB and/or DVBE. All SB/DVBE Offerors and Subcontractors identified in the response must perform a CUF in the resulting contract. CUF is defined pursuant to MVC section 999(b)(5)(B) and Government Code section 14837(d)(4)(A) for the DVBE and SB programs, respectively. See link below:

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/OBAS201.pdf

j. Attachment 8, Disabled Veteran Business Enterprise Declarations (STD 843) Required for Offerors or Subcontractors who are an OSDS Certified DVBE. Offeror shall complete and sign Attachment 8 – Disabled Veteran Business Enterprise Declarations.

See link below:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

k. Attachment 9, UNRUH/FHEA, California Civil Rights Laws Certification

Pursuant to PCC § 2010, a person that submits a bid or proposal 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) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted, or the contract is renewed using Attachment 9 - UNRUH/FHEA, California Civil Rights Laws Certification. See link below.

https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS- ATTACHMENT.pdf

l. Attachment 10, Offeror Organization Chart Offeror shall provide their organization chart on Attachment 10.

F. Administrative Information

a. RFO and Offeror Response The RFO and Offeror response will be incorporated by reference into the resulting contract.

b. Public Records Act (PRA) Requests

Upon award, all documents submitted in response to this RFO will become the property of the State of California and will be regarded as public records under the California PRA (GC § 6250

et. seq.) and subject to review by the public.

c. Plastic Trash Bag Certification Violations https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://www.documents.dgs.ca.gov/dgs/fmc/dgs/OBAS201.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=2010.&lawCode=PCC https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.pdf https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf

RFO – ITS 1346 – CAD GIS Mapping

Public Resources Code §42290 et seq. prohibits the State from contracting with any supplier, manufacturer, or wholesaler, and any of its divisions, subsidiaries, or successors that have been determined to be noncompliant to the recycled content plastic trash bag certification requirements. This includes award of a state contract or subcontract or renewal, extension, or modification of an existing contract or subcontract. Prior to award the State shall ascertain if the intended awardee or proposed subcontractor is a business identified on the current CalRecycle noncompliant list(s). In the event of any doubt of the status or identity of the business in violation, the State will notify the Board of the proposed award and afford the Board the opportunity to advise the State. No award will be made when either the Offeror or a subcontractor has been identified either by published list or by advice from the Board, to be in violation of certification requirements.

d. GC 12990 and Non-Discrimination (not required for services; only purchases):

Any employer who wishes to contract with the State for goods is subject to the provisions of GC 12990 relating to discrimination in employment. Offerors that do not meet the provisions of GC 12990 are not eligible to contract with the State for IT goods. Ineligible Offerors are found in the California Regulatory Notice Register. To access the California Regulatory Notice Register, see link below: https://oal.ca.gov/publications/notice_register/

e. 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 Offer, Offeror represents that it is not a target of Economic Sanctions. Should the State determine Offeror is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Offeror’s bid/Offer any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

f. Security and Data Protection Requirements

The CAL FIRE must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8c, Offerors must comply with Exhibit A, Section 13. Security and Confidentiality.

g. Generative Artificial Intelligence (GEN AI)

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.

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.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42290&lawCode=PRC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://oal.ca.gov/publications/notice_register/ https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://www.dgs.ca.gov/Resources/SAM/TOC/5300/5305-8 https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2

RFO – ITS 1346 – CAD GIS Mapping

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.

G. Rejection of Offers

Deviations may cause an Offer to be deemed non-responsive and not to be considered for award.

CAL FIRE may reject any or all Offers and/or may waive any immaterial deviation or defect in an Offer. CAL FIRE's waiver of any immaterial deviation or defect shall in no way modify the RFO documents or requirements and shall not excuse the Offeror from full compliance with the RFO specifications if awarded a contract.

For Offers not received by the date and time specified in key action dates, electronic copies will remain unopened and will be maintained separately from Offers that have been timely received.

Offers received after expiration of the deadline may only be opened and considered upon written approval of CAL FIRE’s management or their designee specifying the reason(s) for acceptance and consideration of the untimely Offer.

Issuance of this RFO in no way constitutes a commitment by CAL FIRE to award a contract. CAL FIRE reserves the right to reject any or all Offers, or portions of Offers, received in response to this RFO, or to amend or cancel this RFO at any time. In the event of such cancellation, CAL FIRE may reissue the RFO at a later date.

CAL FIRE reserves the right to consider Offeror’s past performance with CAL FIRE in its selection of a Offeror pursuant to this RFO.

1. Non-Responsive Offers

An Offer may be deemed non-responsive and subsequently rejected if any of the following occur:

a. A submission is received after the exact time and date set forth in the Key

Action Dates for receipt of each submission.

b. The Offeror fails to meet any of the eligibility requirements specified in Staff

Qualifications.

c. The Offeror fails to submit or fails to complete and sign any required

Attachments as instructed in this RFO.

d. The submission contains false, inaccurate, or misleading statements or references.

e. The Offeror is unwilling or unable to fully comply with the proposed contract provisions.

f. The Offeror supplies conditional cost information, incomplete cost information, or cost information containing unsigned/uninitiated alterations or irregularities.

2. Business In Good Standing

Offeror acknowledges that when agreements are to be performed in the State of California by corporations or vendors, CAL FIRE will verify, prior to awarding any State contract, the following information in order to ensure that all obligations due to the State are fulfilled.

3. Corporation in Good Standing

CAL FIRE will verify with the California Secretary of State (SOS) that the Offeror is a corporation currently qualified to do business in California. The offer will be considered non-responsive if the Offeror is not listed with SOS.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence

RFO – ITS 1346 – CAD GIS Mapping

“Doing business” is defined in California Revenue and Taxation Code section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a corporate Offeror performing within the State not be subject to the franchise tax.

Both domestic and foreign (those incorporated outside of California) corporations must be in good standing in order to be qualified to do business in California.

4. State Tax Delinquency

CAL FIRE will verify with the California Franchise Tax Board (FTB) and California Department of Tax and Fee Administration (CDTFA) that the Offeror is not on a prohibited list due to tax delinquencies. The offer will be considered non-responsive if the Offeror is on any of these lists.

The list established by FTB can be found at:

Top 500 past due balances | FTB.ca.gov

The list established by CDTFA can be found at:

Top 500 Sales & Use Tax Delinquencies in California

H. Errors in Final Offers

An error in the Final Offer may cause the rejection of that Offer; however, CAL FIRE may, in its sole discretion, retain the Offer and make certain corrections. In determining if a correction will be made, CAL FIRE will consider the conformance of the Offer to the format and content required by the RFO, and any unusual complexity of the format and content required by the

RFO.

1. If the Offeror's intent, as determined by CAL FIRE, is clearly established based on its review of the complete Final Offer submittal, CAL FIRE may in its sole discretion, correct an error based on that established intent.

2. CAL FIRE may, in its sole discretion, correct obvious clerical errors.

3. A Offeror may modify an offer after submission by withdrawing its original offer and resubmitting a new offer if it is received prior to the offer submission deadline. Offeror modifications offered in any other manner, oral or written, will not be considered.

4. A Offeror may withdraw its offer by submitting a written withdrawal request to CAL FIRE, signed by the Offeror or an authorized agent. Offers may not be withdrawn subsequent to the offer submission deadline without cause.

5. No oral understanding or contract shall be binding on either party.

CAL FIRE reserves the right to contact any Offeror at any stage of the Offer process to collect additional clarifying information, if deemed necessary and appropriate by CAL FIRE.

I. Review of Offers for Award

CAL FIRE will compare offers submitted in response to this RFO based on best value to the state, which means the Offer that best meets, and potentially exceeds CAL FIRE’s requirements at the most reasonable overall cost. If an Offer is missing required information, the Offer may be deemed non-responsive and rejected.

https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

RFO – ITS 1346 – CAD GIS Mapping

EXHIBIT A – SCOPE OF WORK

1. BACKGROUND AND PURPOSE

The mission of CAL FIRE is to serve and safeguard the people and protect the property and resources of California. CAL FIRE is requesting a contractor to improve the GIS data quality for CAL FIRE’s Computer Aided Dispatch (CAD) system. The improvements will enhance both emergency response and public safety. CAL FIRE requires the assistance from the Contractor to utilize established business practices for updating map geometry and feature attributes, improving vehicle routing, assist with the setup and configuration of an ArcGIS Enterprise Server solution, and identifying and implementing mapping standards as defined by CAL FIRE and National Emergency Number Association (NENA) standards.

2. CONTRACT DESCRIPTION

This Agreement is entered into between the California Department of Forestry and Fire Protection, hereafter referred to as CAL FIRE, and (Contractor name) hereafter referred to as Contractor. This contract is for Contractor to provide GIS database improvements and assist with ArcGIS Enterprise Server implementation for CAL FIRE’s CAD system. This Agreement can be amended for time, tasks, or costs at the rates identified in Exhibit D – Cost Worksheet.

Contractor shall assist CAL FIRE in the following areas:

a. Analyze and modify the current GIS databases under the guidance and approval of GIS Tech

Lead using approved processes.

b. Assist by providing recommendations on the setup and configuration of the ArcGIS Enterprise

Server solution per CAL FIRE requirements and standards.

3. PERIOD OF PERFORMANCE

The term of this Agreement is two (2) years commencing on July 1st, 2025 through June 30th, 2027, with three (3) options to renew for one (1) year periods. The option to renew the time frame is based on the Department of General Services (DGS) MSA term dates, DGS extending the contract for the final year and user instructions of the contract.

Contingent upon DGS exercising the optional extension ((2) optional two (2) year extensions)) to the Statewide TDDC-MSA, the State reserves the option to amend the Agreement to extend the term of this Agreement.

If the identified services included in the executed Contract are not completed within the contract core, or optional term(s), and unspent funds remain in the Contract, the State may exercise its option to extend the term of the Contract up to the end of the MSA term date, at no additional cost to the State, in order to complete the identified tasks at the originally agreed-upon hourly rates, ensuring that the total Contract costs are not exceeded.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Agreement prior to the date the contract is awarded. Any delivery of goods or performance of services by the Contractor that is commenced prior to the Effective Date shall be considered gratuitous on the part of the Contractor.

4. WORK LOCATION

The Contractor may perform all services under this Agreement onsite or offsite. The location of performed services shall be mutually agreed upon during the kickoff meeting.

RFO – ITS 1346 – CAD GIS Mapping

5. COST

Cost details are located in Exhibit D – Cost Worksheet. The costs associated with each Fiscal Year are approximate and may be redirected between state fiscal years, which are July 1 through June 30 of each year, between the Contractor and the State via an updated Task Accomplishment Plan (TAP), Exhibit G. No amendment is necessary to redirect dollars between state fiscal years within the term of this Agreement. Should there be a discrepancy between the “Hourly Rate” and the “Total Dollar Amount,” the result in the “Hourly Rate” will prevail. Price increases to the contracted hourly labor rates for the dedicated staff are not allowed during the term of this contract.

For continuity purposes, the Contractor shall propose the dedicated staff to perform the tasks described in the SOW, at the labor rates indicated and capped hours in Exhibit D - Cost Worksheet.

“Dedicated” staff performs all tasks identified in the SOW within the capped hours. Since the labor hours are capped, the following rules shall apply:

Effective the first month this Agreement is executed, the total charged time for each staff may not exceed one hundred sixty (160) hours per month and one thousand nine hundred twenty (1,920) hours per State fiscal year (or prorated annual cap) for the length of term of this Agreement. The Contractor shall be responsible for monitoring the monthly hours worked to ensure the staff are properly allocated to effectively meet the needs of the State for the required tasks of this Agreement.

With CAL FIRE’s written pre-approval, hours not used in a month can be pooled and used in a month in which the staff needs to exceed the monthly cap. Unused hours must be used in the same state fiscal year and must not exceed the maximum state fiscal year hours of one thousand nine hundred and twenty (1,920) hours or prorated annual cap for each staff.

6. ROLES AND RESPONSIBILITES

A. CAL FIRE Responsibilities

1. CAL FIRE will provide data, documentation, consultation, information, and feedback to the

Contractor.

2. CAL FIRE will regularly monitor Contractor activities through the exchange of detailed weekly and quarterly written status reports.

3. CAL FIRE will provide standards representing best practices in the areas of Feature attributes and CAD Map Display.

4. CAL FIRE will provide Office space for the duration of the Agreement includes desk, chair, and Internet connection.

5. CAL FIRE will provide Access to office building and office suite.

6. CAL FIRE will provide All policies and procedures regarding access to and the use of the state facilities are applicable.

7. CAL FIRE will provide a delivery location for the electronic data.

B. Contractor Responsibilities

1. Contractor shall collaborate with the CAL FIRE Computer Aided Dispatch (CAD) Program

Manager and GIS Tech Lead

2. Contractor shall coordinate with CAD Program Manager to schedule work activities that require CAL FIRE staff involvement.

3. Contractor shall provide the hardware, software, and office space for the GIS Analyst /

Technician to perform the work.

4. Contractor shall produce documentation to provide to CAL FIRE staff:

a. Provide a weekly status update on current projects.

RFO – ITS 1346 – CAD GIS Mapping

b. Provide a quarterly overview on all assigned work for the previous three months.

c. Editing standardized Geodatabase Data documentation.

5. Contractor shall train CAL FIRE staff to ensure knowledge transfer upon completion of contract (CAL FIRE needs to know how layers are built).

7. CONTRACTOR TASKS AND DELIVERABLE REQUIREMENTS

A. Contractor Tasks

1. Review and analyze road networks to ensure appropriate feature connectivity, including between all CAL FIRE administrative units and contract counties, for Computer Aided

Dispatch.

2. Modify attribute fields to match the conventions developed by CAL FIRE.

3. Develop, document, and provide support for custom automated workflows that leverage various tools to clean GIS data and load it into the CAL FIRE CAD Map System.

4. Review and maintain/edit polygons of under specific request by CAL FIRE to ensure compatibility with CAL FIRE software applications.

5. Symbolize CAL FIRE CAD data to match the convention developed with CAL FIRE.

6. Assist CAL FIRE with implementing the most current and approved NENA i3 Next

Generation 9-1-1 data standards

7. Provide input at CAL FIRE’s behest on developing GIS standards.

8. Create and produce new layers when needed.

9. Assist by providing recommendations on the setup and configuration of the ArcGIS

Enterprise Server solution per CAL FIRE requirements and standards.

10. Train CAL FIRE staff on the use of ArcGIS Pro software to run custom analytical tools and maintain GIS data.

11. Other GIS-related assistance, training or technical support as needed

B. Deliverables

1. GIS Database Improvements

a. Analyze and modify the current GIS databases under the guidance and approval of

GIS Tech Lead using approved processes.

2. ArcGIS Enterprise Server Implementation

b. Assist by providing recommendations on the setup and configuration of the ArcGIS Enterprise Server solution per CAL FIRE requirements and standards

C. Deliverable Requirements

1. Contractor shall further develop CAL FIRE’s GIS expertise and provide both technical and program services which will include, but not limited to assisting the CAD/Automatic Vehicle

Locator (AVL) project team staff with all aspects of the GIS mapping (i.e. training, procedures, data migration, work flows, etc.).

2. Contractor shall supply appropriate GIS technical skill sets and number of staff to successfully perform the spatial data development tasks described above. The Contractor’s staff shall consist of people who are experts in analyzing GIS data and working with subject matter experts in the development and improvement of street layers and boundary polygons.

RFO – ITS 1346 – CAD GIS Mapping

8. CONTRACTOR PERSONNEL

The Contractor staff shall meet all Mandatory Staffing Qualifications (MSQs) for the duration of the agreement term. The Contractor must ensure the provision and retention of experienced staff throughout the duration of the contract.

a. Mandatory Staffing Qualifications

All personnel listed in this contract must meet the personnel Mandatory Qualifications for their appropriate role as outlined in the Contractor’s Technology, Digital and Data Consulting (TDDC) Master Service Agreement (MSA). CAL FIRE anticipates using the following TDDC MSA classifications throughout the term of this contract:

The Contractor shall provide experienced staff that meets all the MSQs listed below. All experience used to meet the MSQs shall have been where the Staff had primary responsibility.

Contractor must change the title of each classification shown in the three tables below and Exhibit D - Cost worksheet, to match the corresponding classification as shown in the TDDC MSA User Instructions and Contractor List. CAL FIRE and the Contractor will work together to determine the number of personnel needed per task monthly. Contractor needs to have staffing sufficient to satisfy the use of all 7 positions monthly if needed based upon the tasks and the project. Contractor may add more than 7 staff in their offer.

1. Project Manager – One (1) Requested

Responsible for the transition effort as well as the daily management of the Transition Consulting Services staff. Duties include, but are not limited to, providing technical direction, overseeing stakeholder activities (working with CAL FIRE staff, Program Management, and other IT staff), providing status to Program and Management, and monitoring testing and transition activities.

Project Manager

MSQ

Mandatory Staffing Qualifications (MSQs)

Within the Last Ten (10) Years

1. At least three (3) years full-time equivalent (FTE) experience in direct supervision and management of an implementation team during the transition from one IT system to another.

2. At least two (2) years FTE experience managing the development of workplans, including the integration of multiple stakeholders (i.e., state, county, and Contractor) workplans.

3. At least two (2) years FTE experience in the use of project management and change management methodologies on an IT project in excess of one (1) million dollars.

4. Possession of a current Project Management Professional (PMP) certification from the Project Management Institute.

5. At least one (1) year in the capacity of project manager or project lead implementing at least one (1) public sector IT project (federal, state, city, county).

6. Possession of a current Geographic Information System Professional (GISP) certification from the CIS Certification Institute.

2. Senior Programmer – Two (2) Requested

RFO – ITS 1346 – CAD GIS Mapping

Senior Programmer is needed to analyze, evaluate, modify and create layers to the CAL

FIRE GIS maps. The Senior Programmer provides expertise in mapping principals, demographics analysis, spatial analysis, remote sensing and cartography.

3. Programmer – Four (4) Requested

Programmer is needed to analyze, evaluate, modify, and create layers to the CAL FIRE GIS maps. The Programmer provides expertise in mapping principals, demographics analysis, spatial analysis, remote sensing, and cartography.

Programmer

MSQ

Mandatory Staffing Qualifications (MSQs)

Within the Last Ten (10) Years

1. At least three (3) years FTE experience in Microsoft .Net C# web application development.

2. At least three (3) years FTE experience in spatial data digitization support.

3 At least three (3) years FTE experience in software development life cycle.

4. At least two (2) years FTE experience using ESRI ArcGIS for server wed development tools (JavaScript, Python, or ArcObjects).

5. Excellent knowledge of mapping principals, demographics analysis, spatial analysis, remote sensing and cartography.

6. Ability to design sophisticated raster and vector based GIS analysis and classifications.

Senior Programmer

MSQ# Mandatory Staffing Qualifications (MSQs)

Within the Last Ten (10) Years

1. At least five (5) years FTE experience in Microsoft .Net C# web application development.

2. At least five (5) years FTE experience in spatial data digitization support.

3. At least five (5) years FTE experience in software development life cycle.

4. At least five (5) years FTE experience translating functional/non-functional requirements to system requirements.

5. At least five (5) years FTE experience using ESRI ArcGIS for server wed development tools (JavaScript, Python, or ArcObjects).

6. Experience creating and updating web mapping and feature services to run for maximum performance and integrating into custom applications.

7.

Experience in documenting best practices, processes and steps for other programmers to maintain and own.

8. Knowledge of industry-standard technologies such as HTML, CSS, XML, XSLT, GIT, HTML5 and/or JavaScript.

RFO – ITS 1346 – CAD GIS Mapping

b. Personnel and Rates

The personnel shall perform the tasks described in this SOW, at the rates indicated in the agreement.

1. Given the size, scope, and complexity of this project, it is of utmost importance that the staff have adequate hours to work effectively on this project. The Contractor shall be responsible for monitoring the monthly hours billed to ensure the staff effectively meet the needs of the Project. (Exhibit H)

2. Changes in cost estimates that do not alter the total cost of this SOW will be conveyed to the State via an update to the TAP (Exhibit G). The rationale for the change shall be included. The State shall approve any change to the cost estimates in writing. The identified staff will perform the tasks described and at the rates indicated in this agreement. The Contractor shall identify its staff by name and hourly rate.

3. The assigned staff will perform the tasks described in this SOW, at the rates indicated in Exhibit D - Cost Worksheet. The Contractor shall identify staff by name, labor category, and hourly rate.

c. Replacement of Personnel

1. If Contractor’s staff becomes unable to perform duties due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall make every reasonable effort to provide suitable replacement personnel by submitting Exhibit F for review and approval by CAL FIRE. The replacement personnel shall meet all the requirements and shall be approved in writing by CAL FIRE prior to beginning work. Notwithstanding these factors, reassignment and/or substitution of staff may be considered a breach of contract, and the Contractor will forfeit all withholds held by CAL FIRE up to the point in time that a suitable replacement has been approved. The forfeiture is in addition to any other remedies CAL FIRE may have for such breach of contract.

2. All replacement staff shall meet or exceed the Mandatory Staffing Qualifications for the position in which they are filling. The Contractor has a minimum of five (5) State business days to submit, unless otherwise agreed upon:

a. Add, Delete or Substitute Personnel Request Form, Exhibit F,

b. Résumé for the replacement(s),

c. Completed IT-MSA Classification Qualifications.

3. CAL FIRE Project Manager will review the Add, Delete or Substitute Personnel Request Form, Exhibit F and résumé within ten (10) business days after receipt to ensure the replacement staff meet or exceed the Mandatory Staffing Qualifications. CAL FIRE Project Manager may interview the replacement staff, and if the substitution is approved, will sign the Add, Delete or Substitute Personnel Request Form. CAL FIRE Project Manager will return the form to the Contractor as formal approval. Upon notification from CAL FIRE Project Manager and receipt of the approved Add, Delete or Substitute Personnel Request Form, the replacement staff may begin work.

4. Replacement personnel shall be the same classification and at the hourly rate of the staff(s) or position(s) being replaced. CAL FIRE and the Contractor shall agree upon the experience and individual skills of the proposed replacement personnel.

d. Additional Contractor Staff

RFO – ITS 1346 – CAD GIS Mapping

1. If not prohibited by other Contract documents, the Contractor may assign additional staff to the Contract only with the prior written consent of CAL FIRE. Any such consent may be rescinded at CAL FIRE’s discretion. Additional staff must meet the appropriate Mandatory Staffing Qualifications and be assigned to pre-existing work identified within the scope of this Agreement. The Contractor shall submit:

a. Add, Delete or Substitute Personnel Request Form, Exhibit F,

b. Résumé (s) for the additional staff(s),

c. Completed IT-MSA Classification Qualifications.

2. CAL FIRE’s Project Manager will review the Add, Delete or Substitute Personnel Request

Form (Exhibit F) and résumé within ten (10) business days after receipt to ensure the additional staff meets the Mandatory Staffing Qualifications. The State Project Manager may interview the additional staff, and if their addition is approved, will sign the Add, Delete or Substitute Personnel Request Form and obtain approval from the assigned Procurement analysist. CAL FIRE’s Project Manager will return the form to the Contractor as formal approval. Upon notification from the CAL FIRE’s Project Manager and receipt of the approved Add, Delete or Substitute Personnel Request Form, the additional staff may begin work.

3. Additional personnel classification cannot exceed the hourly rate of the staff(s) or position(s) as stated in the TDDC MSA contractor’s list. CAL FIRE and the Contractor shall agree upon the experience and individual skills of the proposed additional personnel.

9. OTHER REPORTING REQUIREMENTS

1. Contractor personnel must submit monthly timesheets.

2. Timesheets need to be attached to invoices and submitted to CAL FIRE contract administrator and bill-to contact.

3. Contractor must use staff classification and hourly rate for the invoice. If broken down by phases or task, they must identify which phase or task they are working on.

4. Invoices must have the contract number and Purchase Order number within the header of each invoice.

5. The Contractor must prepare a monthly/weekly written status report to the CAL FIRE’s Project

Manager and Contract Administrator with current status and future activities. This report shall include, but not be limited to the following information:

a. A summary of the work completed during the reporting period, including the identity of the person doing the work and the deliverable or task to which the work is attributable.

b. A summary of the work planned for the next reporting period, including the identity of the person doing the work and the deliverable or task to which the work is attributable.

c. The status of the over-all project, including all phases and tasks, and including a discussion regarding each problem encountered and solutions implemented or proposed.

d. List and description of issues encountered during the reporting period.

10. ACCEPTANCE CRITERIA

When applicable include language such as “It shall be CAL FIRE’s sole determination as to whether a deliverable has been successfully completed and acceptable by CAL FIRE. There must be a signed acceptance document for each deliverable before invoices can be processed for payment.”

Acceptance criteria shall consist of the following:

1. Reports on written deliverables are completed as specified and approved.

2. All deliverables must be in a format that can be used by the CAL FIRE.

RFO – ITS 1346 – CAD GIS Mapping

3. If a deliverable is not accepted, CAL FIRE shall provide the rationale in writing within (number of days) days of receipt of the deliverable or upon completion of acceptance testing period.

11. PROBLEM ESCALATION

The parties acknowledge and agree that certain technical and/or project-related problems or issues may arise, and that such matters shall be brought to CAL FIRE’s attention. Problems or issues shall normally be reported in regular status reports or in-person meetings. However, there may be instances where the severity of the problem justifies escalated reporting. To this extent, the CAL FIRE Contract Manager in charge shall determine the level of severity, and notify the appropriate CAL FIRE personnel, as set forth below. CAL FIRE personnel notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. CAL FIRE personnel include, but are not limited to, the following:

a) First level, the CAL FIRE Customer Service.

b) Second level, the CAL FIRE CAD/AVL GIS Lead.

12. CONTRACTOR AND STORAGE OF ELECTRONIC DATA

All IT Services Contractors, both the company and all staff working on the contract must reside within the United States (US). All storage of electronic data must be stored within cloud data centers located within the continental US, this includes primary and secondary storage sites. These site locations must be identified by the Contractor.

13. SECURITY AND CONFIDENTIALITY

To preserve the integrity of the security and confidentiality measures integrated into the CAL FIRE information technology systems, the Contractor must be required to certify they shall adhere to the following controls prior to work starting regardless of the solution is delivered On-Premises or in the Cloud. Contractor must provide all security related certifications to the CAL FIRE ISO prior to work start date. If the Contractor has engaged services from a Sub-Contractor or a Subsidiary as part of a contract, the Contractor must ensure that these parties adhere to these requirements as shown in the Security bullet points listed below.

SECURITY AND DATA PROTECTION REQUIREMENTS

The host Cloud provider must provide FedRAMP High Certification, plus, meet the additional requirements found in SAM and CA Statewide Information Management Manual (SIMM).

The (DEPT) must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services.