RFO-ITS_1678_CAL_FIRE_HRDSPI.pdf

Department of Forestry and Fire Protection (CAL FIRE) Information Technology Services RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement April 2025

REQUEST FOR OFFER

RFO #: RFO-ITS 1678

For:

CAL FIRE Human Resource Data, Systems and Process Improvement

Leveraged Procurement Agreement (LPA) No:

5-22-70-25-001 to 359

For: Technology, Digital and Data Consulting (TDDC)

Due Date: April 25, 2025, by 2:00 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 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement, 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 Contractor must hold a current Technology, Digital and Data Consulting, Master Service Agreement 5-22-70-25-001 to 359.

All Contractors 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 April 25, 2025. Responses to RFO – ITS 1678 - CAL FIRE Human Resources Data, Systems and Process Improvement 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

CAL FIRE Procurement Official: Andrea Armstrong

Phone: (916) 279-1665 E-mail address: andrea.armstrong@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

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

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

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. Award and Selection Criteria

EXHIBIT A – SCOPE OF WORK

1. BACKGROUND AND PURPOSE

2. PERIOD OF PERFORMANCE

3. SCOPE AND DESCRIPTION

4. CONTRACTOR TASKS AND RESPONSIBILITIES

5. DELIVERABLES

6. CONTRACTOR PERSONNEL

7. OTHER REPORTING REQUIREMENTS

8. CAL FIRE RESPONSIBILITIES

9. ACCEPTANCE CRITERIA

10. CONTRACTOR AND STORAGE OF ELECTRONIC DATA

11. SECURITY AND CONFIDENTIALITY

12. TRAVEL

13. SOLUTION MODIFICATION

14. UNANTICIPATED TASKS

15. TERMINATION

16. 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

ATTACHMENT 1 - COVER LETTER

ATTACHMENT 2 - STD. 204 PAYEE DATA RECORD FORM

ATTACHMENT 3 - CUSTOMER REFERENCE FORM

ATTACHMENT 4 - RESUMES TABLE AND FORM

ATTACHMENT 5 - CONFIDENTIALITY STATEMENT

ATTACHMENT 6 - BIDDER DECLARATION

ATTACHMENT 7 - COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION

ATTACHMENT 8 - DISABLED VETERAN BUSINESS ENTERPISE DECLARATION

ATTACHMENT 9 - ADD, DELETE OR SUBSTITUTE CONTRACTOR PERSONNEL REQUEST

FORM

ATTACHMENT 10 - TASK ACCOMPLISHMENT PLAN (TAP) SAMPLE

ATTACHMENT 11 - CONTRACTOR MONTHLY/WEEKLY STATUS REPORT

ATTACHMENT 12 - UNRUH/FHEA, CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 13 – CONTRACTOR ORGANIZATION CHART

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

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 modernizing business solutions to meet the growing needs of California during statewide emergencies and to drive organizational value through innovative technology.

CAL FIRE’s technology division currently manages a diverse array of software programs that perform key Human Resources (HR) functions. These applications have been built up over time and are custom coded and are deployed on servers in the CAL FIRE network.

CAL FIRE wishes to consolidate these disparate applications into a single, modern cloud-based platform. By doing so, CAL FIRE hopes to provide a better user experience for its employees and to gain efficiencies through improved integration, data quality and automation.

The processes, policies and procedures supported by CAL FIRE’s current applications are complex.

These processes differ widely between the large number of classifications and bargaining units within CAL FIRE, which has over 12,000 employees during peak fire season. Policies, processes, and procedures, such as for hiring and onboarding, may also vary between CAL FIRE region (Northern, Southern and HQ) and/or Unit.

The purpose of this RFO is to solicit offers from experienced and qualified contractors to comprehensively discover, define, and document the “as-is” HR processes currently employed across CAL FIRE. The contractor should then identify areas of improvement, particularly those where technology is a bottleneck.

2. Key Dates

Contractors 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 1678 04/01/2025

2. Submission of written questions 04/08/2025 5:00 PM PST

3. Department’s response to written questions 04/15/2025 5:00 PM PST

4. Submission of Offers (by date and time) 04/25/2025 2:00 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.

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

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 Contractor’s review to all contractors.

If a contractor 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 contractor 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

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 Contractor’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 Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Scope of Work. Contractor’s Quote submitted with material deviations from the mandatory requirements listed in the Scope of Work will be deemed non-responsive and therefore disqualified.

Contractors 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 E - Cost Worksheet must be submitted as a separate excel spreadsheet from the response. If any cost is incorporated in the Contractor’s technical response, this will be considered a material deviation, and the response will be rejected.

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.

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

D. Offer Requirements

This section includes requirements for the Contractor 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 Contractor’s responsibility to provide all necessary information for CAL FIRE to assess the response, verify requested information and determine the Contractor’s ability to perform the tasks and activities defined in Exhibit A: Scope of Work.

All IT Services Contractors, 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 Contractor must submit one (1) 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 RFO response unless otherwise stated below, in the order specified below and CALFIRE will review each document for completeness as pass or fail. RFO responses that fail to follow this format may be deemed non-responsive and rejected.

a. Exhibit D, Cost Worksheet Contractor must complete the Cost Worksheet that identifies total cost in accordance to Exhibit

D - Cost Worksheet. All line items must have costs evaluated. To Be Determined (TBD) costs will disqualify the offer.

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 Contractor must a provide response to the SOW stating how the Contractor will accomplish the requirements outlined in the SOW and related material.

The Contractor’s response to Exhibit A: Scope of Work will be assessed for responsiveness to requirements and scored using a point scoring method detailed in Section I. The Contractor’s response must map each task item back to the Exhibit. The response must include any additional information that the Contractor deems necessary to explain how the Contractor intends to meet CAL FIRE’s requirements. The Contractor’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 Contractor 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.

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

c. Attachment 1, Cover Letter Contractor 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 Contractor’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 Contractor must submit a minimum of three (3) references to validate experience providing services with similar scope, schedule, and resources to this project.

The Contractor 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.

CAL FIRE reserves the right to contact customer references post-submission to verify the information submitted by the Contractor. Consequently, it is advisable for the Contractor 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 Contractor must submit a resume and complete a staff resume table and staff reference form for each proposed staff identified in Exhibit A and Exhibit D Cost Worksheet.

g. Attachment 5, Confidentiality Statement Contractor must complete and sign Attachment 5 - Confidentiality Statement.

h. Attachment 6, Bidder Declaration (GSPD-05-105) 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 Contractors who are OSDS Certified SB and/or DVBE. All SB/DVBE Contractors 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 Contractors or Subcontractors who are an Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) Certified DVBE. All disabled veteran owners and disabled veteran managers of the DVBEs must sign.

See link below:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf 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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf 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://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

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

k. Attachment 9, Add, Delete or Substitute Contractor Personnel Request Form Contractor is required to use this form if they must Add, Delete or Substitute personnel for this contract. CAL FIRE will sign off on this change form before the change in staff. Contractor does not need to submit this with their response.

l. Attachment 10, Task Accomplishment Plan (TAP) Sample This form serves the purpose of recording the labor plan for resource expenditure, detailing anticipated monthly labor costs. This form will be completed by CAL FIRE and the Contractor after the contract is awarded. The final form will be negotiated between CAL FIRE and the Contractor. Contractor does not need to submit this with their response.

m. Attachment 11, Contractor Monthly Status Report The Contractor will provide a monthly status report to the CAL FIRE Contract Administrator after Contract award. This template is used to address work status, issues, etc. Contractor does not need to submit this with their response.

n. Attachment 12, 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. See link below.

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

o. Attachment 13, Contractor Organization Chart Contractor must provide their organization chart on Attachment 13.

F. Administrative Information

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

b. Tiebreaker In the event of a tie between lowest cost or highest scoring Contractors, a coin toss shall be conducted in the presence of witnesses. Contractors will be invited to witness the coin toss, in addition state staff witnesses will also be present.

Note: In the event of a precise tie between suppliers claiming the incentive, the bid of an SB and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also an SB.

c. 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.

d. Prime Contractor’s DVBE Subcontracting Reporting Requirements Prime Contractors are obligated to report Disabled Veteran Business Enterprise (DVBE) information in accordance with Military and Veteran Code (MVC) 999.5(d), 999.7, as well as GC 14841. Additionally, compliance is mandated by California Code of Regulations (CCR) 1896.78(e) for Prime Contractors engaging in any aspect of work with a DVBE firm under a contract.

e. Plastic Trash Bag Certification Violations 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 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 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=14841.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14841.&lawCode=GOV https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/SB/Final-SB_DVBE-Regulation-Text.pdf?la=en&hash=905752DB4D5BD9E6D473B2889F5E03A31E17D97C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/SB/Final-SB_DVBE-Regulation-Text.pdf?la=en&hash=905752DB4D5BD9E6D473B2889F5E03A31E17D97C https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42290&lawCode=PRC

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement 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 contractor or a subcontractor has been identified either by published list or by advice from the Board, to be in violation of certification requirements.

f. 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. Contractors that do not meet the provisions of GC 12990 are not eligible to contract with the State for IT goods. Ineligible contractors 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/

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

h. 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, Contractors must comply with Exhibit A, Section 11. Security and Confidentiality.

i. Target Area Contract Preference Act (TACPA) The TACPA preference will be granted if this solicitation is an Information Technology (IT) procurement valued at $100,000 and greater. The State will give preferences in accordance with the GC 4530-4535.3, for bidders who are California home based and who qualify for claimed preferences under the Target Area Contract Preference Act (TACPA) by computing and returning the appropriate forms described in the RFP. Where multiple preferences are claimed, the State will verify eligibility for the preferences and evaluate and apply preferences in accordance with the law.

Available evaluation preferences under TACPA are limited to nine percent (9%), five percent (5%) worksite, and one percent (1%) up to four percent (4%) workforce of the lowest total proposal price or $50,000.00, whichever is less. The TACPA preference is a dollar preference, applied against the Bidder’s proposed cost, before cost is evaluated and converted to points.

The State will verify Target Area Contract Preference Act (TACPA) preference and apply the TACPA Preference accordingly. The TACPA preference does not apply when the worksite is fixed by the terms of the Contract.

Any questions regarding the TACPA preference should be directed to the Department of General Services, Procurement Division at TACPA@dgs.ca.gov or (916) 375-5000.

Contracts excluded from this Preference Program include construction contracts and contracts with designated worksite. Bidders wishing to take advantage of this preference are required to submit the following applications/forms:

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 mailto:TACPA@dgs.ca.gov

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

TACPA (Std. 830)

TACPA preference request (STD.830).

Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 525)

Bidder's Summary of Contract Activities and Labor Hours (goods and services)

Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 526)

Manufacturer Summary of Contract Activities and Labor Hours (goods)

g. DVBE Participation Requirement

For the purposed of this solicitation, the DVBE participation requirement has been waived.

h. DVBE Incentive

In accordance with Section 999.5(a) of the Military and Veterans Code (MVC) an incentive will be given to respondents who provide DVBE participation. For evaluation purposes only, the CAL FIRE shall apply an incentive based on the amount of DVBE participation obtained above the three percent (3%) requirement as identified on the Bidder Declaration GSPD-05-105, Attachment 6 and confirmed by the CAL FIRE.

If the Contractor is claiming a DVBE incentive, the Bidder must complete Attachment 6 – Bidder Declaration (GSPD-05-105), Attachment 7 – Commercial Useful Function (CUF) Evaluation Form, and Attachment 8 – Disabled Veteran Business Enterprise Declaration (STD. 843).

For awards based on low price, the net quote price of the responsive quote will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net quote price. If the #1 ranked responsive, responsible quote is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses.

Incentive percentage is applied to cost points earned by the bidder. The following illustrates the incentive percentage available based on the bidder’s confirmed percent of DVBE participation.

CONFIRMED DVBE

PARTICIPATION OF

DVBE INCENTIVE

5% and above 5%

4% - 4.99% 4%

3% - 3.99% 3%

i. Small Business Regulations

The Small Business (SB) regulations pursuant to the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, section 1896 et seq.) concerning the application and calculation of the SB preference, SB certification, responsibilities of SBs, department certification, and appeals can be viewed at (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB DVBE?search=sb%20peference). Access the regulations by clicking on “Notice of Rulemaking” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the DGS Office of SB and DVBE Services (OSDS) at (916) 375-4940.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

j. Small Business Preference

The respondents claiming the small business preference must be certified by California as a small business. A 5% preference will be available to California certified SB. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 6.

All certified SBs must perform a “commercially useful function” (CUF) in the performance of the contract, as defined in Government Code section 14837(d)(4). See Attachment 7.

Certification applications and required support documents must be submitted to the OSDS no later than 5:00 p.m. on the RFQ due date; and the OSDS must be able to approve the application as submitted. Respondents may contact the OSDS for any information or questions concerning certification.

k. Non-SB Subcontracting Preference

A 5% preference is also available to a non-small business claiming 25% California certified SB sub-contractor participation. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 6. The form must list all California certified SBs with which you commit to sub-contract with for an amount of at least 25% of the net contract price.

All certified SBs must perform a “commercially useful function” (CUF) in the performance of the contract, as defined in Government Code section 14837(d)(4). See Attachment 7.

l. Small Business Nonprofit Veteran Service Agencies (SB/NVSA)

SB/NVSA prime offerors meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 6.

m. 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.

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.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

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 Contractor from full compliance with the RFO specifications if awarded a contract.

FINAL 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 contractor’s past performance with CAL FIRE in its selection of a Contractor 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 Contractor fails to meet any of the eligibility requirements specified in Staff Qualifications.

c. The Contractor 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 Contractor is unwilling or unable to fully comply with the proposed contract provisions.

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

2. Business In Good Standing

Contractor 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

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

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

“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 contractor 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 Contractor is not on a prohibited list due to tax delinquencies. The offer will be considered non-responsive if the Contractor 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 Contractor'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 Contractor 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.

Contractor modifications offered in any other manner, oral or written, will not be considered.

4. A Contractor may withdraw its offer by submitting a written withdrawal request to CAL FIRE, signed by the Contractor 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 Contractor at any stage of the Offer process to collect additional clarifying information, if deemed necessary and appropriate by CAL FIRE.

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 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

I. Award and Selection Criteria

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 the CAL FIRE’s requirements at the most reasonable overall cost. CAL FIRE reserves the right to amend the original order for changes (e.g., quantities, time, or money) consistent with the terms of the resulting agreement. If an Offer is missing required information, the Offer may be deemed non-responsive and rejected.

Proposals will undergo a thorough evaluation to ensure compliance with this Request for Offer (RFO), utilizing the following assessment criteria:

The final selection will be determined by full compliance with all requirements. Seventy percent (70%) of the technical evaluation will be allocated to the scoring of qualifications and solution requirements, while thirty percent (30%) will be dedicated to evaluating cost, considering Offers that meet the solicitation requirements.

The state retains the right to reject any or all Offers at any point. Offers lacking essential information may be considered non-responsive and subject to rejection.

The solicitation carries a maximum point value of 100 points. Technical evaluation, based on the contractor's response to Exhibit A, accounts for sixty (70) points. and thirty (30) points will be assigned for the evaluation of the contractor's cost.

1. Written Responses to This RFO Will Be Evaluated In Phases

Phase 1- Administrative Requirements. The Evaluation Team will review the responses to the required attachments as fully described in Section E – RFO Response Content.

Phase 2 – Technical Requirements. The Evaluation Team will examine the narratives that detail understanding and approach, contractor qualifications, staff qualifications, resume and past projects completed.

2. Evaluation Criteria

a. Administrative Requirements Evaluation Criteria (Pass/Fail)

Example:

Requirement Pass Fail N/A

a. Cover Letter (Attachment 1)

b. Payee Data Record (Attachment 2)

c. Customer References (Attachment 3)

d. Resumes (Attachment 4)

e. Confidentiality Statement (Attachment 5)

f. Bidder Declaration (Attachment 6)

g. CUF Evaluation (Attachment 7)

h. DVBE Declaration (Attachment 8)

i. Civil Rights Laws Certification (Attachment 12)

j. Contractor Org Chart (Attachment 13)

b. Technical Requirements Evaluation Criteria (70 points)

The technical evaluation criteria will be scored on a scale of 0 through 70 based on references, resumes, and proposed solution outlined in the Response to the Statement of Work (SOW).

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

Evidence of extensive previous experience in similar complex efforts will receive significant consideration in the evaluation process, as will demonstrated experience related to the SOW.

After application of the weighted evaluation criteria described below, CAL FIRE will combine the technical requirements and presentations with the final cost score and will tentatively identify the Contractor with the highest combined score. The highest-rated Offer from a responsible Contractor shall be recommended for selection.

The CAL FIRE Evaluation Team will evaluate Contractor Offers in these areas:

i. Understanding and Approach (20 points)

Scoring of this factor shall be based on the Evaluation Team's assessment of the Contractor's understanding of, and insight into, the challenges, issues and risks faced by CAL FIRE as depicted in Exhibit A – Scope of Work, and the feasibility, efficiency and expected effectiveness of the approaches offered by the Contractor to provide assistance to CAL FIRE. The Evaluation Team will consider, in descending order of importance:

1. Quality of the Contractor’s approach in addressing scope of responsibilities and activities, including how the Contractor will provide the flexibility to address issues as they arise, while maintaining a high level of quality in the approach.

2. Quality of the Contractor’s approach to early identification of issues and risks, and how the approach will directly contribute to resolution and mitigation; and

3. Demonstrated understanding of the key characteristics of the project in general.

ii. Contractor Qualifications (15 points)

CAL FIRE seeks a vendor with significant capacity to respond to CAL FIRE needs for the duration of the contract, to support a high degree of qualified staff continuity, and to maintain a consistently high level of individual team member performance.

Scoring of this factor will be based on the Evaluation Team's assessment of the Contractor’s resources, capacity, and historical track record as they relate to the SOW. Evaluators will assign scores based on the Contractor's Qualifications narrative described in this RFO.

iii. Staff Qualifications and Resumes (20 points)

CAL FIRE seeks senior staff to provide high-level project management support services as depicted in Exhibit A – Scope of Work, combined with technical or skill-based staff as described in this RFO. The following describes the evaluation and scoring of key staff qualifications.

Scoring of this factor shall be based on the Evaluation Team's assessment of the breadth, depth and relevance of proposed staff experience and credentials. Evaluators will assign scores based on information contained in Staff Qualifications and Resume.

The Evaluation Team will consider, in descending order of importance:

1. Demonstrated capacity to successfully assume responsibility comparable to that proposed for the contract staff in the project engagement;

2. Demonstrated capacity to perform at a high level in multiple areas of project management;

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

3. General breadth and extent of experience, as indicated by the number of projects and duration of individual involvement in each;

4. Relevance of experience as indicated by the scope and subject matter of project experience; and,

5. Relevance of education, training, and certifications.

iv. Past Projects Completed (15 points)

Scoring of this factor shall be based on the Evaluation Team's assessment of the breadth, depth, and relevance of past projects to the requirements detailed in Exhibit

A – Scope of Work, as well as contractor resources and capacity as indicated by the characteristics of projects previously completed. Evaluators will assign scores based on information contained in the Past Projects Completed narrative. Scoring may also be based on Contractor’s performance in past contracts with CAL FIRE.

The table below lists the evaluation categories and the weight each will carry in the technical evaluation of each Offer:

Technical Scoring Criteria Points

1. Understanding and Approach 20

2. Contractor Qualification 15

3. Staff Qualifications and Resumes 20

4. Past Projects Completed 15

Total Points 70

d. Cost Score (30 points)

Each Contractor’s cost score will be calculated using the ratio of the lowest cost Offer to the Contractor’s cost, multiplied by the maximum number of cost points available (30 for this example), as shown in the calculation below:

Lowest Total Cost Bid X Total Cost Points Available Contractor Total Cost

Example: Refer to the table below for an example of the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology (Example only)

Contractor Grand Total Cost

Calculation Cost Points Awarded

A $400,000 $300,000 X 30 $400,000

22.5

B $350,000 $300,000 X 30 $350,000

25.5

C $300,000 $300,000 X 30 $300,000

30.0

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

d. Final Scoring Example

Example:

CONTRACTOR A CONTRACTOR B CONTRACTOR C

Responsive & responsible Yes Yes Yes

Eligible preference None SB None

Technical Score 53 59 56

Cost Score 20 24 30

Total Score 80 91 95

Rank 3 2 1

Preference Amount 0 4.75 0

Final Score 80 95.75 95

Final Rank 3 1 2

The preference calculation is performed as follows:

1. Identify the total score of the #1 ranked Contractor (Contractor C at 95).

2. Determine the preference amount (95 X .05 = 4.75).

3. Add the preference amount to the total score of bids eligible to receive the preference (Contractor B: 91 + 4.75 = 95.75).

The award is to Contractor B in this example.

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

EXHIBIT A – SCOPE OF WORK

1. BACKGROUND AND PURPOSE

The mission of CAL FIRE is to serve and safeguard the people of California while protecting the state's property and resources. To meet the growing demands during statewide emergencies and enhance organizational value, CAL FIRE is modernizing its business solutions through innovative technology.

Currently, CAL FIRE’s technology division oversees a range of custom-coded software programs that handle essential Human Resources (HR) functions. These applications have been developed over time and are hosted on servers within the CAL FIRE network.

CAL FIRE aims to consolidate these various applications into a single, modern cloud-based platform.

This consolidation is expected to improve the user experience for employees and achieve efficiencies through better integration, data quality, and automation.

The processes, policies, and procedures supported by CAL FIRE’s existing applications are complex, varying significantly among the numerous classifications and bargaining units within the organization, which employs over 12,000 people during peak fire season. Additionally, policies and procedures, such as those for hiring and onboarding, may differ between CAL FIRE’s regions (Northern, Southern, and HQ) and/or Units.

The purpose of this RFO is to solicit offers from experienced and qualified contractors to comprehensively discover, define, and document the current ("as-is") HR processes employed across CAL FIRE. The contractor should then identify areas for improvement, particularly where technology acts as a bottleneck, and create future ("to-be") processes which can be enabled by a new, consolidated HR technology platform.

2. PERIOD OF PERFORMANCE

The term of this contract is two (2) years from the date the Agreement is signed and executed by both parties, with two (2) options to renew for two (2) 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.

RFO – ITS 1678 - CAL FIRE Human Resource Data, Systems and Process Improvement

3. SCOPE AND DESCRIPTION

CAL FIRE is interested in discovering, documenting, and defining the current "As-Is" processes for all Human Resources (HR) functions. HR functions also include recruitment, scheduling, timesheets, hiring and employee onboarding and offboarding processes.

The Scope of Work (SOW) for this engagement includes, but not limited to:

1. Perform a thorough evaluation of the current processes, policies, and procedures for

CAL FIRE's HR functions, including interactions with Professional Standards, Fiscal

Services, Training, Fire Protection, Equal Employment Opportunity (EEO), and

Information Technology, and including an examination of CAL FIRE's current recruitment, hiring and employee onboarding processes.

2. Examine and evaluate the fundamental HR operations of CAL FIRE, pinpointing areas of difficulty, identifying bottlenecks, and conducting a gap analysis to…