RFP__25-297682.FMD.Maximo_Program_Consulting.docx

REQUEST FOR PROPOSALS

Notice to Prospective Proposers RFP – Maximo Program Consulting and Project Support

RFP 25-297682

March 17, 2026

You are invited to review and respond to this Request for Proposals (RFP) for Scope of Work Development Services being offered by the Department of General Services, Facilities Management Division (FMD).

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions (GTC 02/2025) and Contractor Certification Clauses (CCC 4/2017) that may be viewed and downloaded at the following internet site: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language. If you do not have Internet access, a hard copy can be provided by contacting the Acquisition Analyst listed below.

Proposers are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submittal of proposals is the responsibility of the proposer and cannot be overemphasized. Please ensure insurance requirements and, if applicable, prevailing wages are considered in your proposal amounts.

In the opinion of the Office of Business and Acquisition Services (OBAS), this RFP is complete and without need of explanation. However, if you have questions regarding this RFP please contact the below listed Acquisition Analyst. Please note that verbal information given will not be binding on the State unless such information is issued in writing as an official addendum to this RFP.

Spencer Morton, Acquisition Analyst Office of Business and Acquisition Services (OBAS) 707 Third Street West Sacramento, CA 95605

(279) 799-4662 Spencer.Morton@dgs.ca.gov

Governor Gavin Newsom

Facilities Management Division Maximo Program Consulting and Project Support RFP 25-297682; Page 2 of of 44

Administration Division, Office of Business and Acquisition Services | State of California | Government Operations Agency Contracts Services Section | 707 Third Street, MS 508 |West Sacramento, CA 95605 | t 916.376.1768

Table of Contents

Facilities Mangement Division Maximo Program Consulting and Project Support RFP 25-297682; Page 3 of of 43

Purpose and Description of Services

A. The State of California, Department of General Services (DGS), Facilities Management Division (FMD) manages, maintains and operates state buildings and grounds statewide, pursuant to Government Code Section 14685 (a), which authorizes DGS to establish rules and regulations for the government and maintenance of state buildings and grounds. FMD is procuring services for Maximo Program Consulting and Project Support on state property.

B. The Proposer shall provide DGS, FMD all labor, equipment, and materials required to provide consulting and support services at various FMD or state agency owned properties/locations in California identified in Exhibit A, Attachment 1, FMD Statewide Building Locations

C. Services will be performed at the locations listed in Attachment 11, Sample Agreement, Exhibit A, Attachment 1, FMD Building Locations Statewide .

D. At no time shall the amount of this agreement exceed $1,500,000.00.

E. The state anticipates a 36-month term for this agreement.

F. The Proposer’s rates will stay in effect for the entire contract term. The Proposer will be afforded the opportunity at the mandatory walk-through to examine work sites and specifications and investigate conditions, character, and quality of surface, subsurface materials or obstacles and conditions that might be encountered. No additions or increases to the agreement amount will be made due to conditions that existed at the walk-through.

G. The Proposer’s required services are provided in Attachment 11, Sample Standard Agreement and Exhibits. The winning Proposer will be required to adhere to all Agreement terms as indicated in Attachment 11, Sample Standard Agreement and Exhibits. Please note that any orange font language in the attached sample contract is for informational purpose only and will not appear in the final contract.

H. The Bidder must be advised of Executive Order N-6-22 Russia Sanctions. On March 4, 2022, Governor Gavin Newsom issued Executive Order (EO) N-6-22 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, Bidder represents that it is not a target of Economic Sanctions. Should the State determine Bidder is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Bidder’s bid any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

I. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which 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.

Proposer Minimum Qualifications

NOTE: Proposal Submittals that do not meet minimum requirements will be rejected.

Licenses:

1. A Proposer must be registered with the State of California, Secretary of State, if required by law.

2. A proposer must possess a valid International Facility Management Association (IFMA) or Building Owners and Managers Association (BOMA) certification.

3. A proposer must possess a valid IBM Certified Associate – Maximo Asset Management certitification.

Insurance:

A Proposer must submit current proof of insurance for the following:

1. General Liability

2. Commercial Automobile Insurance

3. Worker’s Compensation

A certificate of insurance (COI) may be provided as proof of insurance. The COI and/or proof of insurance documents will be named Attachment 9, Proof of Insurance, and be submitted with the proposal. Endorsements to insurance policies are not required for proposal submittal. Endorsements to insurance policies are only required by the winning Proposer as indicated in Attachment 11, Sample Standard Agreement and Exhibits.

NOTE: Contact your insurance representative to ensure your insurance program satisfies the requirements of the sample contract found in Exhibit D, Section 9 in Attachment 11, Sample Agreement, prior to submitting proposal.

References:

Proposers must provide three (3) or more references. Required Attachment 5, Proposer References, must be completed and submitted with the proposal submittal. NOTE: References to include satisfactory job performance on operations within the last five (5) years that are similar to parking lot management services as required in this solicitation.

DVBE Participation Pursuant to Public Contract Code section 10115 subdivision (c) and Military and Veterans Code (MVC) section 999.2 subdivision (a), Proposers are required to meet a Disabled Veteran Business Enterprise (DVBE) participation goal. The required participation for this agreement is 3%. Proposer must document the required DVBE program participation on Attachment 3, Bidder Declaration (GSPD-05-105).

NOTES:

· Multiple DVBEs can be contemplated to fulfill the requirements of this contract.

· Pursuant to MVC section 999.5, only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFP may qualify the Proposer, or be used to qualify the Proposer, for DVBE participation.

RFP Information

1. Key Action Dates Listed below are the important action dates and times by which actions must be taken or completed. If OBAS finds it necessary to change any of these dates, it will be accomplished by addendum to this RFP. ALL DATES AFTER THE DEADLINE FOR FINAL BID SUBMITTAL ARE APPROXIMATE AND MAY BE ADJUSTED AS CONDITIONS INDICATE, WITHOUT ADDENDUM TO THIS RFP.

A. Written Questions

1. Proposers requiring clarification of the intent or content of this RFP, or on procedural matters regarding the competitive procurement process, may request clarification by submitting questions. Proposers may submit questions to the Acquisitions Analyst listed on the Notice to Prospective Proposers via email or via U.S. mail. If sending via U.S. mail, the envelope must be clearly marked “Questions Relating to RFP – Maximo Program Consulting and Project Support” and sent to the Acquisition Analyst listed on the Notice to Prospective Proposers for this RFP. To ensure a response, questions must be received in writing by the date given for written questions in Key Action Dates (See Section C.1.). Question and Answer Sets will be provided to all Proposers without identifying the submitters and will be posted as an official Addendum.

2. Requests for Changes to the RFP – If the Proposer believes that one or more of the RFP requirements is onerous, unfair, or imposes unnecessary constraints to the Proposer in proposing less costly or alternate solutions, the Proposer may request a change to the RFP by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change. Such requests must be submitted to the Acquisition Analyst by the date specified herein for written questions concerning the RFP. Such changes will be made at the sole option of OBAS. If OBAS determines that any requested change is in the best interest of the State, all Proposers will be notified of the change in the form of an Addendum to this RFP without revealing the identity of the Proposer that requested the change.

3. If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, the Proposer will immediately notify OBAS of such error(s) in writing and request clarification or modification of the document. If a Proposer fails to notify OBAS, prior to the Deadline for Final Proposal Submittal, of an error known to the Proposer, or an error that reasonably should have been known, the Proposer will proposal at their own risk, and if awarded the contract, will not be entitled to additional compensation or time by reason of the error or its later correction.

B. News Releases News releases pertaining to any award resulting from this RFP may not be made without prior written approval of:

The Public Information Officer 707 Third Street, MS 101 West Sacramento, CA 95605 Phone: (916) 376-5037 Email: DGSPublicAffairs@dgs.ca.gov

Proposal Requirements

1. Proposal Content Requirements All of the information requested shall be provided in the prescribed format. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A proposal will be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements.

General: Proposer(s) seeking consideration must complete and return to State a cover letter and all portions requiring Proposer(s) information by the date and time specified in the Key Action Dates section of this RFP. The proposal will be presented in separately tabulated sections, with each section and the contents therein as set forth below:

1. Section 1: Cover Letter: A cover letter, which shall be considered an integral part of the proposal, shall be signed by the individual(s) who is/are authorized to bind the Proposer contractually. This cover letter must indicate the signer is so authorized and must indicate the title or position which the signer holds in the Proposer's firm. The letter shall also contain: the firm's name, address and telephone number; a statement expressing the Proposer's unequivocal commitment and ability to perform the services as described in this RFP as well as a statement as to the availability of the Lead Contact/Contract Manager and other key professional(s) and support staff that will be assigned to the contract and other required resources to perform all services described; a statement that the information contained in the proposal is accurate to the best of the Proposer’s knowledge and belief.

2. Section 2: Background and Experience: A narrative description of the RFP respondent’s relevant background and experience. The following information shall be included:

a. Statements describing the respondent’s relevant and adequate experience with, or adequate knowledge of, all service modules within the Maximo Application Suite (MAS) 9.1.

b. Statements describing the respondent’s relevant and adequate experience with, or adequate knowledge of the Maximo Mobile application, Maximo Scheduler, and Cognos Analytics.

c. Statements describing the respondent’s successful experience with or adequate knowledge of, providing Maximo program consulting and project support users consistent with the goals of this RFP.

d. Statements describing the respondent’s successful collaboration experience with government agencies, specifically their facilities management or operations divisions, consistent with the goals of this RFP.

e. Statements describing the respondent’s successful experience with or adequate knowledge of, implementing work plans and providing onsite and offsite end-user support consistent with the goals of this RFP.

f. Statements describing the respondent’s successful experience with or adequate knowledge of, developing Maximo standards, strategies, workflows, manuals, and business processes consistent with the goals of this RFP.

g. Statements describing the respondent’s capacity to effectively manage the administration, resources, relationships and deliverables required as part of this RFP.

3. Section 3: Organizational Structure and Personnel Resources: A narrative description is required describing how the respondent plans to organize the resources necessary to complete the service deliverables. The content should demonstrate the respondent’s ability to provide the services set forth in this RFP. This section shall include:

a. Services and Activities: Provide a description of the nature of the respondent’s services and activities as it relates to Maximo program consulting and project support. Note when the proposer, if a business, was established, its brief history and its location. List the location(s) of the office(s) from which the primary work on this contract would be performed. The proposer must give evidence that it has at least one California office and will provide services through this location.

b. Program Manager (PM): Identify one (1) individual on the Proposer’s team who will be the main point of contact for DGS for managing the contract and all Maximo program consulting and project support work statewide. The PM must be an employee of the prime contractor, not a subcontractor. Program Manager shall have at least seven (7) years' experience in managing project teams and providing Maximo program and project support to the facilities management or operations functions of at least one California based governmental institution, with at least one (1) year of working experience with MAS 9.0 or 9.1.

c. Project Manager: Identify one (1) Project Manager as the main point of contact for the support of various Maximo projects statewide. This may or may not be the same individual as the Program Manager. Identify a project team with ideally the same Project Manager that will recruit, enroll, set up, manage/support, assess, and report on status of all approved Maximo work. The project team will also include at least one (1) Asset Management Lead, one (1) Preventive Maintenance (PM) Subject Matter Expert (Lead), and one Cognos Analytics lead.

i. Project Manager: At least five (5) years of experience directly supporting implementation of different kinds of Maximo projects.

d. Key Personnel: The project team will also include at least one (1) Asset Management Lead, one (1) Preventive Maintenance (PM) Subject Matter Expert (Lead), and one Cognos Analytics lead. Specify the key personnel who will manage or conduct the work. Identify the role each person will serve, their title, where the individual is headquartered and the percentage of the proposer’s total effort that will be provided by the individual. “Key personnel” are defined as those people in conjunction with the PM who will exercise a major management and/or administrative role on behalf of the proposer. “Key personnel” also includes individuals who are responsible for completing or assisting with the completion of the deliverables described in Exhibit A, Scope of Work. “Key personnel” does not include clerical staff.

i. Asset Management Lead: This may or may not be the same individual as the Asset Management Lead. At least five (5) years of experience directly supporting implementation of Maximo projects that pertained to the Asset Management module.

ii. Preventive Maintenance (PM) Subject Matter Expert (Lead): This may or may not be the same individual as the Asset Management Lead. At least five (5) years of experience directly supporting implementation of preventive and corrective maintenance related projects.

iii. Cognos Analytics Lead: At least three (3) years of experience directly supporting implementation of Cognos reports and dashboard.

e. Current resumes for the Project Manager, Asset Management Lead, Preventive Maintenance (PM) Subject Matter Expert (Lead), and Cognos Analytics Lead: Include resumes describing education, experience and expertise with pertinent information demonstrating qualifications for this RFP. If specific positions are not yet filled, please include job descriptions and qualifications for those positions desired.

f. Subcontractors: If applicable, provide the names, addresses and telephone numbers of all contemplated subcontractors; clearly describe the services each will provide; the method used to secure their services; the portions and monetary percentages of the work to be done by the subcontractors; a description of how the subcontracted work will be controlled, monitored, and evaluated by the proposer; and a resume for each key staff member of the subcontractor.

g. The State considers the successful proposer to be the sole point of contact for the Agreement. However, all subcontractors must conform to all requirements of this RFP and must be approved by the State, in writing, in advance. Entering into an Agreement with the State pursuant to the proposal does not constitute written approval of the proposed subcontractor.

h. Organization Chart: The proposer must include an organization chart, showing the hierarchy of the PM and key personnel involved. The chart must show the project staff, creative media/public relations staff, researchers and other key personnel of the proposer’s organization and all other parties (subcontractors) to the proposal.

4. Section 4: Methodology: This section of the proposal should contain a detailed, clearly written explanation of the methods and tasks that the proposer will follow to perform the services required by this RFP. The written explanation should include the following for each component:

a. Description of Methodology – describe in detail the methodology that the proposer intends to follow in completing the Maximo program consulting and project support services as outlined in this RFP’s Scope of Work and Exhibit A. Outline the phases of planning and implementation, highlighting any practical approaches necessary.

b. Proposer fully addresses each deliverable as outlined in the Scope of Work and demonstrates activities that will be completed to fulfill each deliverable.

c. Statements describing how the Proposer demonstrates knowledge, experience and an understanding of using Maximo service modules, Maximo Mobile, Maximo Scheduler, and Cognos Analytics to provide support in the facilities management or operations setting for at least one California government agency.

d. Statements describing how the Proposer demonstrates the administrative and organizational capacity to develop, implement, and facilitate and support activities related to the Maximo program consulting and project support services, and produce outcomes that will benefit FMD and their staff.

e. Statements describing how the Proposer demonstrates a strong capacity for collaboration and demonstrates a commitment to this work.

5. Section 5: Work Plan: Provide as an attachment, a detailed proposed work plan for the estimated contract term of June 1, 2026 through May 31, 2029. This section of the proposal should contain a list of phases, major activities, strategies and tools to achieve FMD’s goals of improving program efficiency, project execution, and user adoption during and post MAS 9.1. The contractor will be required to update and/or revise the work plan as necessary and to meet the different needs as necessary to implement the methodology ultimately determined by FMD.

6. Section 6: Summary or Reporting Sample: Proposer shall include in this section samples of project summary or report pertaining to the Maximo asset management, preventive maintenance, and Cognos analytics effort from a previous agreement completed by the Proposer that demonstrates the Proposer’s abilities and effectiveness in project execution and status reporting.

7. Section 7: Mandatory Attachments: Proposer shall include in this section all attachments as specified in Section 7 of Attachment 1.

D. Proposal Submittal Requirements

1. The proposal submittal is a mandatory step for all Proposers. Proposers are strongly encouraged to carefully read the entire solicitation prior to a submittal of proposal. The need to verify all documentation and responses prior to the submittal of the proposal cannot be overemphasized.

2. Introduction letters, expensive bindings, colored displays, promotional materials, etc., should not be included in the proposal submittal and may cause the proposal to be rejected. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and completeness and clarity of content. Developing the proposal submittal is entirely the responsibility of the Proposer and will not be chargeable to the State.

3. The proposal submittal must be complete in all respects as described in this RFP. A proposal submittal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A proposal submittal will be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements.

4. A completed proposal package must consist of all items identified in the Attachment 1, Proposal Submittal Attachment Checklist, including Attachment 1. Documents must be submitted in the order listed in Attachment 1, Proposal Submittal Attachment Checklist. A proposal submittal not including all required attachments will be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements, which is cause for rejection.

5. An individual who is authorized to bind the proposing firm contractually will sign Attachment 2, Proposal/Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected. The “Proposal/Proposer Certification Sheet” must be submitted with proposal submittal/package.

6. Electronic signatures including scans of wet signatures are permissible for all proposal documents.

7. Proposals and related documents must be completed in ink, typewritten or electronically prepared. No erasures or “white out” are permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing Attachment 2, Proposal/Proposer Certification Sheet, must initial corrections.

8. The Proposer will submit one original and 3 copies of all required documents with wet or digital signatures.

9. The Proposer will deliver their proposal in such a way that the outside is clearly labeled as indicated below:

Attn: Spencer Morton RFP Maximo Program Consulting and Project Support

DO NOT OPEN

Department of General Services Office of Business and Acquisition Services 707 Third Street, MS 508 West Sacramento, CA 95605

10. MAILED BIDS: Shall be sent to the address above.

11. HAND DELIVERED BIDS: Shall be placed in the DGS/OBAS Bid/Proposal Drop Box located in the lobby at 707 3rd Street, West Sacramento, CA 95605. The Drop Box will be opened at 2:00PM Tuesday through Thursday and proposals in the box will be certified as being received before 2:00PM that day.

12. It is the responsibility of the Proposer to ensure timely delivery of the proposal. A postmark or facsimile transmission will not be accepted as meeting the delivery time requirements. Proposers hand-delivering their proposals should allow extra time for traffic, sparse parking, slow elevators and clearing security procedures.

13. The proposal submittal implies no obligation on the part of FMD to purchase or contract for services.

Rejection of Proposal Submittals

1. A proposal submittal not received by the date and time specified in Section III.A. Key Action Dates, or not sealed, will be rejected.

2. The proposal submittal must not contain false or misleading statements, or provide references which do not support an attribute or condition claimed by the Proposer. If, in the opinion of OBAS, such information was intended to mislead OBAS in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this RFP, it will be the basis for rejection of the proposal submittal.

3. Deviations in the proposal submittal, whether or not intentional, may cause the proposal submittal to be non-responsive and not considered for award.

4. Any material submitted by any Proposer in the final proposal submittal that is marked “CONFIDENTIAL” or “PROPRIETARY” will be returned to the Proposer and cause the entire proposal submittal to be deemed non-responsive and rejected.

5. The State does not accept alternate contract language from a prospective contractor. A proposal submittal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

6. OBAS is not required to award a contract. OBAS reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept all or any portion of a proposal, if deemed in the best interest of the State and not contrary to law. OBAS’s waiver of any immaterial deviation or defect will in no way modify the RFP documents or excuse the contractor from full compliance with the RFP specification, if awarded the contract.

Errors in the Proposal Submittal

1. The Proposer is cautioned to not rely on OBAS during the evaluation to discover and report to the Proposer any defects and errors in the submitted documents. The Proposer, before providing a proposal submittal, should carefully proof their documents for errors and adherence to the RFP requirements.

2. The Proposer may modify a proposal after its submittal by withdrawing its original proposal and resubmitting a new proposal prior to the final proposal submittal deadline. Proposer modifications offered in any other manner, oral or written, will not be considered.

3. The Proposer may withdraw a proposal by submitting a written withdrawal request to OBAS, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal prior to the final proposal submittal deadline. Proposals may not be withdrawn without cause subsequent to final proposal submittal deadline.

4. OBAS may modify the RFP prior to the key action date for submittal of proposals by posting an Addendum on the CSCR website, located at the following address:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

5. OBAS may, at its sole option, correct discrepancy/errors on any and all copy sets on the basis that, if intent is not clearly established by the complete proposal submittal, the set marked as Master Copy will have priority over additional copy.

Disposition of Proposals

1. Upon proposal submittal, all documents submitted in response to this RFP will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Gov Code § 6250 et seq.) and subject to review by the public.

2. The proposal submittals may be returned to the Proposer only at the Proposer's expense, unless such expense is waived by the State and only after the final proposal tabulation has been released.

3. Upon cancellation of the solicitation, the OBAS Acquisition Analyst will offer to return the proposal at Proposer’s expense. A Proposer may request that OBAS destroy the proposal, rather than pay for its return.

Proposal Evaluation

1. Evaluation and Selection Process

1. Only proposals received prior to the Deadline for Final Proposal Submittal identified in Section IV.A Key Action Dates will be opened and evaluated.

2. OBAS will appoint a State employee to review each proposal for completeness and compliance with any minimum qualifications as identified in Section III. Proposer Minimum Qualifications.

a. The review may also include, but not be limited to:

i) Validation of References;

ii) Cost Sheet calculations have been verified;

iii) SB Preferences have been evaluated, confirmed and calculated;

iv) DVBE Participation Requirement and Incentives have been evaluated, confirmed and calculated;

v) Darfur certification has been evaluated;

vi) Iran certification has been evaluated;

vii) California Civil Rights Attachment has been evaluated;

viii) Largest tax delinquents eligibility confirmed;

ix) Corporate standing has been verified with State of California, Secretary of State;

x) Commercially Useful Function (CUF) analysis;

xi) IFMA or BOMA Certification has been evaluated

xii) IBM Certified Associate – Maximo Asset Management certitification has been evaluated.

b. During review, if any of the required documents are missing, the evaluation committee may reject the proposal submittal as non-responsive. If any of the required documents are incomplete, the evaluation committee may reject the proposal submittal as non-responsive. If any of the required documents have been modified or contain alterations, the evaluation committee may reject the proposal submittal as non-responsive.

c. The documents provided by the Proposer in their proposal submittal enable OBAS to evaluate for responsiveness. OBAS reserves the right to ask clarifying questions during evaluation, such as for CUF; however, the answers cannot change or alter the proposal submittal. Should a discrepancy exist between the answer provided and the proposal submittal, the proposal submittal will be considered correct.

3. If, in the further review of RFP Attachment 10, Cost Sheet, a mathematical discrepancy is found, the line amounts for each lot listed in Column D will be considered correct and the discrepancy will be adjusted accordingly.

4. If a field within the Cost sheet is left blank, it will be construed as a bid of $0.00.

5. If a field within the Cost Sheet is marked with anything other than a number (i.e. N/A) the bid may be deemed nonresponsive.

6. OBAS will determine the validity of references and signatory authority of winning proposal prior to awarding contract or posting Notice of Intent to Award. OBAS’s determination of a proposal being responsive and responsible will be final.

7. DGS will appoint an Evaluation Committee of 3 State employees to evaluate and score each proposal in accordance with the Scoring Scale and Evaluation Criteria in Sections VI.D and VI.E.

a. The scores of all Evaluation Committee members will be averaged to arrive at a final score for each proposal.

8. Cost Evaluation

a. The Cost Proposal shall be worth 30% of the total score. Cost points will be awarded based on how close each proposer’s cost proposal is to the lowest cost proposal. The following formula will be used for the award of cost points:

% of Points Awarded= [Lowest Proposer’s Cost] / [This Proposer’s Cost] For example:

Cost Proposal A = $100,000; Cost Proposal B = $125,000 $100,000 / $125,000 = 80% 80% of 25 points possible = 20 points for Cost Proposal B Cost Proposal A receives 100% of the 25 points possible

b. Once scores are final, proposals will have applicable preferences and incentives applied as detailed in Section VI.F Preference and Incentive Programs.

c. Sample Proposal Tabulation:

Responsive & Responsible?

Small Business (SB)

Technical Proposal Score

Cost Proposal Score

Total Evaluated Score

Initial Ranking

SB/NS Preference Points

DVBE Incentive Points

Adjusted Score (including SB and DVBE points)

Ranking after SB & DVBE Incentives

TACPA Worksite

TACPA Worksite Preference

TACPA Workforce

TACPA Workforce Preference

Evaluated Proposal Score (including TACPA points)

Final Ranking

9. Nothing in this section will require the awarding of the contract if no proposals are received offering a contract price that, in the opinion of DGS, is a reasonable price.

Award

1. Contract award, if made, will be awarded to the proposal that receives the highest score after the application of preferences and incentives.

2. In the event of a tie, representatives of the State will flip a coin to determine the winning proposal. The coin flip will be witnessed and documented by two (2) or more State employees.

3. A Notice of Intent (NOI) to Award will be posted on the Department of General Services Office of Business and Acquisition Services webpage five (5) working days before the award of the contract. NOIs will be posted on the Award Notifications Resource page at the following link: https://www.dgs.ca.gov/OBAS/Resources/Page-Content/OBAS-Resources-List-Folder/Award-Notifications.

Protest

1. If a Proposer, prior to the award of agreement, files a notice of protest with DGS/OLS, specifying the grounds that the Protestant was the highest scored proposer, then the agreement will not be awarded until either the protest has been withdrawn or DGS/OLS has decided the matter.

Within five (5) days after filing the notice of protest, the Protestant will file with DGS a full and complete detailed written statement specifying the grounds for the protest. The notice of protest and the full and complete detailed written statement must be sent to:

Department of General Services, Office of Legal Services (OLS) Attention: Proposal Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Proposal Protest Coordinator’s Email Address: OLSProtests@dgs.ca.gov.

It is suggested that the protest be submitted by certified or registered mail. Any protest must be received within five (5) days from the date of Notice of Intent to Award.

Scoring Scale – Percent of Possible Points The following scale will be used in awarding points for each of the evaluation criteria.

Evaluation Criteria

POINTS POSSIBLE

SCORE

(BxC)

1. Services Approach Points will be awarded for this criterion based on the degree to which the proposal describes and demonstrates:

1. The technique, approach, and methods for accomplishing the Scope of Work shall meet or exceed the state’s needs.

1. The proposer’s ability to address factors critical for success, in addition to risks, barriers, and limitations (e.g., loss of key subcontractor, dependency, organizational readiness).

1. The proposer has provided examples that clearly demonstrate their ability and success providing Maximo program consulting and project support for government agencies.

1. The Proposer has provided examples to demonstrate the ability to optimize service modules, applications, and functions within Maximo to help the State to improve efficiency and effectiveness.

1. The Proposer has provided examples to demonstrate the ability to develop and implement Maximo asset management program and maintenance job plans that meet industry standards.

1. The Proposer has provided examples to demonstrate the ability to use Cognos Analytics to develop performance reports, analyze data trends, and inform business decisions.

1. The Proposer demonstrates strength of experience through examples of successful project descriptions provided in the Proposer’s References.

1. The Proposer shall demonstrate a methodology for their services that will result in a more effective response time to service and support issues.

1. Team Qualifications, Capabilities, and Resources Evaluations of ongoing or previous projects including project performance by proposer and team members will be used in scoring for this criterion. Points will be awarded for this criterion based on the degree to which the proposal describes and demonstrates:

a. The proposed team has appropriate qualifications, experience, and capability to complete the scope of work.

b. The proposed team structure and how various tasks will be managed and coordinated is appropriate and consistent with the qualifications of the team.

c. The facilities, infrastructure, and resources available that directly support the project are sufficient to accomplish the scope of work.

d. The team’s history of successfully completing Maximo projects to support facility organizations within the State in the past 5 years.

e. The team’s recent experience in providing program consulting, administrative, project and end-user support for MAS 9.

f. The team’s ability to demonstrate capabilities in providing government agencies Maximo consulting and expertise to improve their ability to manage assets, performance, and customer expectations.

g. The team’s demonstrated competency in underlying theories of change or successful execution of change management initiatives.

h. The team’s demonstrated experience in creating program goals, measuring progress, reaching outcomes, and publishing results using both qualitative and quantitative data analysis techniques.

3. Budget and Cost-Effectiveness Points will be awarded for this criterion based on the degree to which the proposal describes and demonstrates:

1. Budget forms are complete for the proposer and all subcontractors, as described in the Budget instructions.

1. The reasonableness of the requested funds relative to the proposed approach to accomplishing the scope of work.

1. The reasonableness of direct costs (e.g., labor, fringe benefits, equipment, materials & misc. travel, and subcontractors).

1. The reasonableness of indirect costs (e.g., overhead, facility charges (e.g., rent, utilities), burdens, subcontractor profit, and other like costs).

1. The responsibleness of using staff with appropriate skillsets perform appropriate tasks.

4. Work/Project Samples Points will be awarded for this criterion based on the degree to which the reporting samples provided closely match the reporting requirements in the Scope of Work and the data is displayed in a clear and coherent manner.

5. Total Proposal Costs:

The following formula will be used for the award of cost points:

% of Points Awarded= [Lowest Proposer’s Cost]/[This Proposer’s Cost]

TOTAL SCORE

Preference and Incentive Programs Preference and Incentive Programs are each identified below. When the Proposer satisfies the requirements and requests proposal preferences and incentives, the Proposer must clearly identify in their proposal submittal for which of the programs it qualifies. Denial of those preference or incentive requests is not a basis for rejection of the proposal.

Small Business Preference:

California Government Code (GC) section 14835, et seq., requires a preference be given to Proposers who are California Certified Small Business (SB) or Microbusiness (MB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

A preference is available to a certified SB. A Proposer claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

To be considered as a certified SB, the Proposer must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for Final Proposal Submittal date. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at: https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise To claim the Small Business Preference please see Attachment 3, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFP may qualify the Proposer for a SB preference. A business that is performing a commercially useful function is one that does ALL of the following:

· Is responsible for execution of a distinct element of the work of the contract;

· Carries out its obligation by actually performing, managing, or supervising the work involved;

· Performs work that is normal for its business, services and function;

· Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices; and

· Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

Non-Small Business Subcontractor Preference:

A preference is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Proposer claiming this preference must list one or more SB subcontractor(s), whom the Proposer commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

To claim the Non-Small Business Subcontractor Preference please see Attachment 3, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFP may be used to qualify the Proposer for the Non-Small Business Subcontractor Preference. A business that is performing a commercially useful function is one that does ALL of the following:

· Is responsible for execution of a distinct element of the work of the contract;

· Carries out its obligation by actually performing, managing, or supervising the work involved;

· Performs work that is normal for its business, services and function;

· Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices; and

· Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

Disabled Veteran Business Enterprise Incentive:

There is a 3% DVBE participation minimum requirement for this contract. Pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to Proposers who provide additional (more than the minimum requirement of 3%) DVBE participation on the contract.

The DVBE Incentive is as follows:

A Proposer is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Proposer commits to use a certified DVBE(s) as subcontractor(s).

a. Certified DVBE Proposer additional incentive considerations:

i) Commit to performing more than 3% of the contract proposal value with the prime proposer’s firm or in combination with another DVBE(s).

ii) Document DVBE participation on Attachment 3, Bidder Declaration (GSPD-05-105).

iii) At the State’s option a DVBE Proposer working in combination with other DVBE(s) will submit proof of its commitment by submitting a written confirmation from the DVBE(s) identified as a subcontractor on Attachment 3, Bidder Declaration (GSPD-05-105). When requested, the written confirmation must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for proposal rejection.

b. Non-DVBE Proposer additional incentive considerations:

i) Commit to using certified DVBE(s) for more than 3% of the proposal value.

ii) Document DVBE participation on Attachment 3, Bidder Declaration (GSPD-05-105).

iii) At the State’s option prior…