RFP_26-0214801_CalTABS_FINAL.pdf

August 20, 2026

CALIFORNIA DEPARTMENT OF TECHNOLOGY (CDT)

INFORMATION TECHNOLOGY (IT) SERVICES

REQUEST FOR PROPOSALS 26-0214801

Department Contact:

Richard Vanderzanden

California Department of Technology Acquisitions and IT Program Management Branch

P.O. Box 1810, Mail Stop Y14 Rancho Cordova, CA 95741

(916) 857-8873 Richard.vanderzanden@state.ca.gov

Part 1 of the solicitation contains the bidder and bidding instructions, proposal form instructions, solution requirements and instructions, and all other instructional/compliance information that the Proposer must meet in order to be considered responsive and responsible to the solicitation.

Part 2 of the solicitation contains all forms a Proposer must complete and return with its Final Proposal, including the SOW, administrative forms, qualification forms, requirement responses, and all exhibits/ attachments discussed in Part 1.

CalTABS

Please review this Request for Proposals (RFP) entitled California Department of Technology (CDT) 26-0214801, CalTABS Exhibit A outlines the services required during this engagement.

In submitting your proposal, you must comply with the instructions contained herein. CDT will review all responses to this RFP, and award in accordance with Public Contract Code sections 12100 et seq..

RFP responses are due by September 10, 2026, by 1:00 PM Pacific Time (PT). Deliver one (1) soft copy via electronic mail (email) of your response to the Department Contact named below. Questions regarding this RFP must be sent via email by the date stated in the Key Action Dates. CDT will release an official response to all interested vendors via a Question & Answer document.

Disclaimer: The original version and any subsequent solicitation addenda released by the Procurement Official of this solicitation remain the official version. In the event of any inconsistency between the Proposer’s versions, articles, attachments, specifications or provisions (which constitute the Contract), the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

CALIFORNIA DEPARTMENT OF TECHNOLOGY (CDT) 1

TABLE OF CONTENTS 3

1. INTRODUCTION 9

1.1. PURPOSE OF RFP 9

1.2. BACKGROUND 9

1.3. TERM OF CONTRACT 10

2. BIDDING INSTRUCTIONS 10

2.1. BIDDER ADMONISHMENT 10

2.2. COMMUNICATIONS AND CONTACTS 11

2.2.1. PROCUREMENT OFFICERS 11

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT 11

2.3. KEY ACTION DATES 12

2.4. BIDDING STEPS 13

2.4.1. FINAL PHASE 13

2.4.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS 14

2.4.3. DISPOSITION OF PROPOSALS 14

2.5. RULES GOVERNING COMPETITION 14

2.5.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS 14

2.5.2. SOLICITATION DOCUMENTS 15

2.5.3. EXAMINATION OF THE WORK 15

2.5.4. EXCLUSION FOR CONFLICT OF INTEREST 15

2.5.5. CONFIDENTIALITY 16

2.5.6. ADDENDA 16

2.5.7. COST FOR DEVELOPING PROPOSAL 16

2.5.8. IRREVOCABLE OFFER 16

2.5.9. FALSE OR MISLEADING STATEMENTS 17

3. PROPOSAL REQUIREMENTS 17

3.1. [INTENTIONALLY OMITTED] 18

3.2. ADMINISTRATIVE REQUIREMENTS 18

3.2.1. COVER LETTER (M) 18

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M) 18

3.2.3. CONFIDENTIALITY STATEMENT (M) 18

3.2.4. ABILITY TO PERFORM 19

3.2.5. PRIMARY PROPOSER 19

3.2.6. SUBCONTRACTORS 19

3.2.6.1. BIDDER DECLARATION FORM (M) 20

3.2.7. AMENDMENT 21

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION 21

3.2.9. GENERAL PROVISIONS 21

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)

DISCLOSURE NOTIFICATION 21

3.2.11. STATEMENT OF WORK (M) 22

3.2.11.1. INSURANCE COVERAGE 22

3.2.12. SOCIOECONOMIC PROGRAMS 23

3.2.12.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION 23

3.2.12.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

PROGRAM 23

3.2.12.3. CERTIFIED SMALL AND MICROBUSINESS PROGRAM 24

3.2.12.3.2. NON-SMALL BUSINESS SUBCONTRACTOR

PREFERENCE (O) 25

3.2.12.4. COMMERCIALLY USEFUL FUNCTION (M) 26

3.2.12.5. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O) 26

3.3. QUALIFICATION REQUIREMENTS 27

3.3.1. PROPOSER QUALIFICATIONS (M) 27

3.3.2. PROPOSER REFERENCES (M) 28

3.3.3. KEY STAFF QUALIFICATIONS (M)(DS) 29

3.3.3.1. FULL-TIME/PART-TIME MONTH EQUIVALENTS DEFINITION 29

3.3.4. KEY STAFF REFERENCES (M) 30

3.4. SOLUTION REQUIREMENTS 31

3.4.1. UNDERSTANDING AND APPROACH 31

4. COST 32

4.1. COST WORKBOOK (MS) 33

4.2. COST WORKBOOK INSTRUCTIONS 33

4.3. SALES TAX 34

5. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS 34

5.1. PREPARATION 34

5.2. COMPLETION OF PROPOSALS 34

5.3. DELIVERY OF SUBMITTALS 35

5.4. PROPOSAL CONTENT AND STRUCTURE 35

5.4.1. VOLUME 1: RESPONSE TO ADMINISTRATIVE AND

TECHNICAL REQUIREMENTS 36

5.4.2. VOLUME 2: COST 37

6. EVALUATION 37

6.1. EVALUATION TEAM 37

6.2. PROPOSAL EVALUATION 37

6.2.1. VALIDATION AGAINST REQUIREMENTS 39

6.2.2. ERRORS IN THE FINAL PROPOSAL 39

6.2.2.1. PROPOSER RESPONSE CLARIFICATION 40

6.3. ADMINISTRATIVE EVALUATION 40

6.4. QUALIFICATION EVALUATION 40

6.4.1. PROPOSER QUALIFICATIONS EVALUATION 41

6.4.2. PROPOSER REFERENCES EVALUATION 41

6.4.3. KEY STAFF QUALIFICATIONS EVALUATION 42

6.4.4. KEY STAFF REFERENCES EVALUATION 44

6.5. SOLUTION REQUIREMENTS EVALUATION 45

6.5.1. UNDERSTANDING AND APPROACH EVALUATION (20%) 45

6.6. COST EVALUATION 47

6.6.1. COST SCORE CALCULATION 48

6.6.1.1 Component A: Consultant Hourly Rates (250 Points) 48

6.6.1.2 Component B: Fixed-Price Deliverables (250 Points) 48

6.7. SOCIOECONOMIC PROGRAMS EVALUATION 50

6.7.1. DVBE INCENTIVE EVALUATION 50

6.7.2. SMALL BUSINESS PREFERENCE EVALUATION 51

6.8. PROPOSER FINAL SCORE CALCULATION 52

6.9. PROPOSAL RANK DETERMINATION 53

7. INTERVIEWS (IF APPLICABLE) 53

8. NOTICE OF PROPOSED AWARD 53

9. CONTRACT AWARD 53

10. DEBRIEFING 54

11. PROTESTS 54

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/ REQUEST FOR

CHANGES 57

ATTACHMENT 2: [INTENTIONALLY OMMITTED] 59

ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM 60

1. Background Information 60

2. Contract Disclosure 60

ATTACHMENT 4: COVER LETTER FORM 62

ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS 63

ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM 64

ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105 66

ATTACHMENT 8: WORKERS' COMPENSATION CERTIFICATION 67

ATTACHMENT 9: [INTENTIONALLY OMMITTED] 68

ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES 69

ATTACHMENT 11: DVBE DECLARATIONS 71

ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION 72

ATTACHMENT 13: PROPOSER QUALIFICATIONS FORM - INSTRUCTIONS 75

ATTACHMENT 14: PROPOSER QUALIFICATIONS FORM 77

ATTACHMENT 15: PROPOSER REFERENCE FORM 79

ATTACHMENT 16: KEY STAFF QUALIFICATIONS FORM – INSTRUCTIONS 81

ATTACHMENT 16.1: KEY STAFF QUALIFICATIONS FORM 83

ATTACHMENT 16.2: KEY STAFF REFERENCE FORM 97

ATTACHMENT 17: NARRATIVE RESPONSE

ATTACHMENT 18: PERSONNEL CHANGE ORDER FORM 102

ATFTACHMENT 20: WORK AUTHORIZATION ACCEPTANCE DOCUMENT 104

ATTACHMENT 21: GLOSSARY OF TERMS 105

ATTACHMENT 22: SECURITY AND CONFIDENTIALITY STATEMENT (POST

AWARD) 110

ATTACHMENT 23: APPENDIX A - STATEMENT OF WORK 112

EXHIBIT A ATTACHMENTS 134

1. Exhibit A-5: Detailed System Requirements 134

2. Exhibit A-6: Deliverables 134

3. Exhibit A-7: SLAs 134

EXHIBIT B-1: COST WORKBOOK 135

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS 136

EXHIBIT C: INFORMATION TECHNOLOGY – GENERAL PROVISIONS 137

ATTACHMENT 24: TACPA PREFERENCE REQUEST FORMS 138

ATTACHMENT 25: CRITERIA FOR AWARDING POINTS FOR THE

PROPOSAL 139

ATTACHMENT 26: CRITERIA FOR AWARDING POINTS FOR THE

INTERVIEW AND TOTAL SCORE WORKSHEET 140

CALIFORNIA DEPARTMENT OF TECHNOLOGY RFP 26-0214801

CALTABS

RFP

PART 1 – BIDDER INSTRUCTIONS

1. INTRODUCTION

This solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §12100 et seq.

This solicitation contains the instructions governing the requirements for proposals to be submitted by Bidders. Also included in this solicitation is the required format and materials all Bidders must follow when responding to this solicitation. This solicitation also addresses the requirements that Proposers must meet to be eligible for consideration, as well as Proposers’ responsibilities before and after award.

The following terms are used interchangeably throughout the solicitation documents: (1) “Contract” and “Agreement”; (2) “response” and “proposals”. For additional definitions, see ATTACHMENT 21:

GLOSSARY OF TERMS.

1.1. PURPOSE OF RFP

The purpose of this Request for Proposal (RFP) (hereafter referred to as "RFP" or “solicitation”) is to obtain proposals from qualified Proposers to provide California Department of Technology (hereinafter referred to as “CDT” or the “State”), Office of Administrative Services/Rates and Cost Recovery with comprehensive implementation services and subscription licenses for a modern Software-as-a-Service (SaaS) billing solution to replace the legacy billing system, CalTABS.

The Contract Award, if made, will be to the single Proposer in accordance with the methodology defined in SECTION 6.2: PROPOSAL EVALUATION.

This RFP asks for consulting services to deliver end-to-end implementation services including requirements analysis, system design and configuration that includes set up of data ingestion and transformation processes from 30+ sources, system integrations, testing, training, a Pilot to verify billing functionality, Go-Live and System Stabilization, and ongoing operational support. See SOW SECTION 5. Project Tasks/Deliverables for more information on the services to be procured through this RFP.

1.2. BACKGROUND

CDT provides centralized IT services to state and local entities. It recovers its costs by charging customers specified rates for its services. CDT bills customers through the California Technology Billing System (CalTABS), which provides availability to invoice data, billing details, ability to export reports and 24/7 access to online services. CDT’s current CalTABS billing system is a 20+ year-old custom-built cost recovery platform responsible for invoicing approximately $500 million annually for information technology (IT) services used by 220 state departments and agencies, and over 1,000 customer end-users.

CDT seeks to replace the existing CalTABS system with a low/no-code Software-as-a-Service (SaaS) billing solution that improves operational efficiency, billing accuracy, scalability, reporting capabilities, customer experience, and security compliance.

1.3. TERM OF CONTRACT

Effective upon approval of the Agreement (Effective Date), the base term of the Contract is three (3) years.

The State, at its sole discretion, may exercise its option to execute two (2), one (1) year extensions at the originally agreed-upon hourly rates specified in the Contract, for a maximum Contract term of five (5) years.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Agreement prior to the Effective Date. Any delivery of goods or performance of services by the Contractor that is commenced prior to the Effective Date shall be at no cost to the State.

The State is not obligated to exercise option year extensions. The Agreement and any optional extensions will be of no effect unless approved by CDT.

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

This procurement will follow an approach designed to increase the likelihood of a successful proposal and Proposer eligibility for an invitation to interviews.

The Proposer should refer to in SECTION 2.4. BIDDING STEPS to understand the phases applicable to this solicitation and SECTION 6. EVALUATION to understand the evaluation process.

It is the Proposer’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

3. Submit all required responses by the required dates and times specified in SECTION 2.3.

KEY ACTION DATES.

4. Abide by all procedures and requirements of the solicitation.

5. Not include conditional statements, assumptions, or exception language with proposals.

6. Carefully review the solicitation requirements prior to submission of a proposal to ensure nothing has been overlooked.

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective Proposers and suppliers. Information and ongoing communications for this solicitation will be posted by the State on the Cal eProcure website, www.caleprocure.ca.gov.

Oral communications by Agency/state entity officers and employees concerning this solicitation shall not be binding on the State and shall in no way excuse the Proposer of any obligations set forth in this solicitation.

2.2.1. PROCUREMENT OFFICERS

The Procurement Officers are the State’s designated authorized representatives regarding this procurement and are the sole point of contact.

Proposers are directed to communicate all correspondence regarding this procurement to the Procurement Officer at the contact information below.

Table 2.2.1-1: Procurement Officer

DESCRIPTION CONTACT INFORMATION

Department Name:

California Department of Technology (CDT), Acquisitions & IT Program Management Branch (APMB)

Procurement Officer: Richard Vanderzanden

Email: Richard.vanderzanden@state.ca.gov

Phone: (916) 857-8873

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Proposers requesting clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process should submit ATTACHMENT 1:

TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES via email addressed to the Procurement Officers listed in SECTION 2.2.1. PROCUREMENT OFFICERS.

If the Proposer believes that one or more of the solicitation requirements is onerous, unfair, or imposes unnecessary constraints on the Proposer proposing a less costly or an alternate solution, http://www.caleprocure.ca.gov/ mailto:Richard.vanderzanden@state.ca.gov the Proposer may request a change to the solicitation by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change using ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR CHANGES.

Such request must be submitted to the Procurement Officers by the date specified in SECTION 2.3.

KEY ACTION DATES.

Written questions and requests for changes must be submitted, using Microsoft Excel or Word only, by email to the Procurement Officers identified in SECTION 2.2.1. PROCUREMENT OFFICERS, using ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL/REQUEST FOR

CHANGES.

The email must include the solicitation identification information from the solicitation title page in the subject line. To ensure a response, questions and/or requests for changes must be received in writing by the date(s) specified in SECTION 2.3. KEY ACTION DATES . Question and answer sets will be posted to Cal eProcure and will not identify the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

If a Proposer desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its proposal and disclosure exposes its proposal to other Proposers, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The Proposer must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or the answer would expose the proprietary nature of the proposal, the question will be answered, and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary nature of the question, the Proposer will be notified and may withdraw the question. If the question is not withdrawn, the question and response will not be confidentially maintained.

Only questions submitted in writing and answered in writing by the Procurement Officers shall be binding and official.

2.3. KEY ACTION DATES

Key Action Dates provides the key action dates and times by which actions must be taken or completed. If the State finds it necessary to change these dates or times, it will be accomplished via an addendum to this solicitation except for dates listed after the Proposer’s submission of the proposal. All dates listed after the Last Day to Submit Final Proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time. Unless otherwise specified, all times are 1:00 PM Pacific Time.

Table 2.3-1: Key Action Dates (KAD)

ITEM ACTION DATE AND TIME

1. Release of RFP August 20, 2026

2. Last Day to Submit Questions/Request for Changes

ATTACHMENT 1: TEMPLATE FOR

QUESTION

SUBMITTAL/REQUEST FOR CHANGES

August 27, 2026

3. State Response to Proposer Questions/Request for Changes and

State Release of potential Addendum

September 3, 2026

5. Last Day to Submit Final Proposal September 10, 2026

6. Invitations to Interview Sent* September 16, 2026

7. Interviews with Proposers Held* September 22, 2026

8. Notice of Proposed Award* September 23, 2026

9. Notification of Award* September 30, 2026

10. Proposed Agreement Start Date* October 6, 2026 *All dates subsequent to the Proposal deadline may be modified at the discretion of CDT without issuing a formal addendum to this

RFP.

2.4. BIDDING STEPS

The following instructions provide the steps to submit a response to this solicitation by interested Proposers. Details surrounding proposals are described further in SECTION 3. PROPOSAL

REQUIREMENTS.

The Proposer is expected to follow the format requirements and utilize all forms included in this solicitation necessary for its response. This solicitation also addresses the Proposer responsibilities and requirements it must meet to be eligible for consideration. If the Proposer fails to follow the provided instructions, the Proposer may be disqualified from the solicitation process.

Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation.

2.4.1. FINAL PHASE

The final phase consists of a proposal (Mandatory). The purpose of the final phase is to obtain proposals that are responsive in every respect. The proposal is a mandatory step for all Proposers;

all other steps are optional unless otherwise stated in SECTION 2.3. KEY ACTION DATES .

The proposal must be complete, and include all cost information, required signatures, contract changes issued by the State via an addendum and corrections made to those defects noted by the State in its review of the draft proposal, if any. Proposers that submit proposals meeting the criteria identified in SECTION 7. INTERVIEWS, will be eligible to receive an invitation to interview with the State.

The State, at its sole discretion, may request a Process as identified in SECTION 7. INTERVIEWS.

2.4.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Proposer may withdraw its proposal at any time prior to the proposal submission date by submitting a written notification of withdrawal signed by an authorized representative of the Proposer in accordance with SECTION 3.2.1. COVER LETTER (M). The Proposer may thereafter submit a new or modified proposal prior to the submission date and time specified in SECTION 2.3.

KEY ACTION DATES . Modifications offered in any other manner, oral or written, will not be considered. Other than as allowed by law, proposals cannot be changed after the deadline date and time designated for receipt, except as provided in the solicitation.

2.4.3. DISPOSITION OF PROPOSALS

All materials submitted in response to this solicitation will become the property of the State of California. All phases of the proposal shall be retained for official files and will become a public record after the Notification of Award is posted.

2.5. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of IT goods and services or telecommunications by public bodies in the State of California.

2.5.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

The State has established certain requirements with respect to proposals to be submitted by prospective Contractors. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in the solicitation indicates a requirement or condition which is mandatory.

Non-compliance with any mandatory requirement may disqualify a Proposer from further participating in Evaluation, Interviews and Contract Award.

The words “should” or “may” in the solicitation indicate desirable attributes or conditions but are non-mandatory in nature.

2.5.2. SOLICITATION DOCUMENTS

This solicitation document includes, in addition to an explanation of the State’s requirements which must be met, instructions which prescribe the format and content of proposals to be submitted and the model of the Contract to be executed between the State and the successful Proposer.

If a Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the Proposer shall immediately notify the Procurement Officers identified in SECTION 2.2.1. PROCUREMENT OFFICERS, of such error in writing and request clarification or modification of the document.

If the solicitation document contains an error known to the Proposer, or an error that reasonably should have been known, the Proposer shall bid at its own risk. If the Proposer fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the Contract, the Proposer shall not be entitled to additional compensation or time by reason of the error or its later correction. Modifications will be made by addenda issued pursuant to SECTION 2.5.7.

ADDENDA.

2.5.3. EXAMINATION OF THE WORK

The Proposer should carefully examine the entire solicitation document and any addenda thereto, and all related materials and data referenced in the solicitation document or otherwise available to the Proposer and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work.

2.5.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations. Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products if that consultant would directly and/or materially benefit from State adoption of such recommendations.

The Proposer must complete and submit ATTACHMENT 3: FOLLOW-ON CONTRACT DISCLOSURE FORM with its proposal.

2.5.5. CONFIDENTIALITY

Proposer material becomes public only after the Notification of Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the Proposer, the State will notify the Proposer and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Proposer should be aware that marking a document “confidential” or “proprietary” in a proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

The content of all working papers and discussions relating to the Proposer’s proposal shall be held in confidence indefinitely, unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or the evaluation of the proposal.

Any disclosure of confidential information by the Proposer may be the basis for rejecting the Proposer’s proposal and ruling the Proposer ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

2.5.6. ADDENDA

The State may modify the solicitation at any time prior to submission of proposal by issuing an addendum. Addenda will be numbered consecutively and released to all Proposers via Cal eProcure.

2.5.7. COST FOR DEVELOPING PROPOSAL

Costs for developing proposals are the responsibility entirely of the Proposer and shall not be chargeable to the State.

2.5.8. IRREVOCABLE OFFER

Proposer’s response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than 120 calendar days following the Notification of Award date specified in SECTION

2.3. KEY ACTION DATES. In the event of a delay in Contract Award, a Proposer may extend the expiration date of its firm offer an additional 30 calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Proposer, in order to accommodate processing time for required approvals and other solicitation-related reviews.

2.5.9. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements or provide references that do not support an attribute or condition claimed by the Proposer, may be the basis for rejecting the Proposer's proposal. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this solicitation document, such information may be the basis for rejecting the Proposer’s proposal.

3. PROPOSAL REQUIREMENTS

This section contains the mandatory and desirable scored proposal requirements that must be met in order to be considered responsive to this solicitation.

The documents that must be submitted with the Proposer’s proposal are noted as “Mandatory”, “(M)” "Mandatory Scored" "(MS)", or "Mandatory Optional" "(MO)", in this section. Items labeled "Desirable Scored" "(DS)" or "Optional" "(O)" are optional.

The proposal requirements listed in this section are denoted as follows:

1. (M) Sections labeled as “Mandatory”, “M”, or Mandatory Scored, "MS," are not negotiable.

To be considered responsive to these requirements, all such requirements must receive a response from the Proposer. Failure to respond to any Mandatory or Mandatory Scored requirement where indicated shall result in a “fail” for that requirement.

2. (DS) Sections labeled “Desirable Scored,” "DS," are not required to be offered by the

Proposer in order to be responsive to the solicitation requirements. The Proposer may choose whether to meet requirements labeled as (DS). However, if a Proposer offers any of these (DS) requirements, the Proposer must meet the minimum requirements as stated in the section. The State will review responses to (DS) requirements and apply points, if applicable, per criteria stated in SECTION 6. EVALUATION.

3. (MO) Sections labeled “Mandatory Optional,” “MO,” are not negotiable. To be considered responsive to these requirements, all requirements identified as (MO) must receive a response. Failure to respond to any (MO) requirement where indicated shall result in a “fail” and disqualification of the proposal. It is at the State’s option/discretion on whether to utilize the option in the Contract.

4. (O) Sections labeled as “Optional” or “O” are not required to be offered by the Proposer in order to be responsive to the solicitation requirements. A Proposer may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points.

However, if a Proposer offers any of these (O) requirements, the Proposer must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, in accordance with SECTION 6. EVALUATION.

3.1. [INTENTIONALLY OMITTED]

3.2. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory and optional administrative requirements that must be met in order to be considered responsive to this solicitation. Failure to complete or comply will disqualify Proposer(s) and the State will not move forward with evaluating the Technical Proposal, conducting interviews and contract award. The State will not seek modifications or clarifications after proposal submission due date for any administrative requirements.

3.2.1. COVER LETTER (M)

The Proposer must complete and submit ATTACHMENT 4: COVER LETTER FORM with their proposal.

A cover letter shall be considered an integral part of the proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually.

The signature block must indicate the title or position that the individual holds in the firm. An unsigned proposal may be considered non-responsive and may be the basis for rejecting the Proposer's proposal.

3.2.2. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The Proposer must complete and submit ATTACHMENT 5: RESPONSE TO ADMINISTRATIVE REQUIREMENTS. The Proposer must indicate its willingness and ability to satisfy these requirements by responding “Yes” in the “Proposer Agrees Yes/No” column. A “No” response to any of the mandatory administrative requirements may be considered non-responsive and may be the basis for rejecting the Proposer's proposal.

3.2.3. CONFIDENTIALITY STATEMENT (M)

The Proposer must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 6: CONFIDENTIALITY STATEMENT FORM, for the Proposer’s company. The completed confidentiality statement must be submitted with their proposal.

The Proposer engaging in services pertaining to this solicitation, requiring contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The Proposer will also be required, upon Contract award, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

3.2.4. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the Proposer selected has all of the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the quantity and with the skills required; equipment of appropriate type and in sufficient quantity;

financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Proposer’s ability to perform under the Contract if awarded, the State has the option of requesting from the Proposer any information that the State deems necessary to determine the Proposer’s responsibility. If such information is required, the Proposer will be so notified and will be permitted five (5) working days to submit the information requested in writing.

Examples of the type of financial responsibility information requested may include annual reports and current audited balance sheets for the Proposer’s firm.

3.2.5. PRIMARY PROPOSER

An award, if made, will be to a primary Proposer. The awarded primary Proposer will be responsible for successful performance of all subcontractors and support services offered in response to this solicitation. All State policies, guidelines, and requirements that apply to the primary Proposer also apply to subcontractors, as applicable to the products and services they provide and to their role as a subcontractor. Furthermore, the State will consider the primary Proposer to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Proposer shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting Contract.

3.2.6. SUBCONTRACTORS

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations.

The Contractor is fully responsible to the State for the acts and omissions of the Contractor's subcontractors and of persons either directly or indirectly employed by the Contractor.

The Contractor shall not change subcontractor(s) and/or DVBE subcontractor(s) if such changes conflict with the work to be performed under this Contract. For DVBE subcontractor changes, the Contractor shall utilize another DVBE subcontractor. The State recognizes that changes to subcontractor(s) may be necessary and in the best interests of the State, however, advance notification of a contemplated change and the reasons for such change must be made to the State no less than seven (7) working days prior to the existing subcontractor’s termination. If this should occur, the Contractor should be aware that the State Contract administrator or designee must approve any changes to the subcontractor(s) prior to the termination of the existing subcontractor(s). This also includes any changes made between submittal of the proposal and actual start of the Contract.

Contractor understands and agrees to comply with the requirements set forth in Military and Veterans Code, Section 999 et seq. that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code, Section 999.5(f), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by both the awarding department and the Department of General Services (DGS) prior to the commencement of any work by the proposed subcontractor.

Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in MVC, Section 999.9; Public Contract Code (PCC), Section 10115.10.

The State will not compensate the Contractor for any of the Contractor’s time or effort to educate or otherwise make the new subcontractor(s) ready to begin work on the contract.

The Contractor’s obligation to pay its subcontractors is independent of the State’s obligation to make payments to the Contractor. Contractor is solely responsible for any payments to or claims made by subcontractors. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.

3.2.6.1. BIDDER DECLARATION FORM (M)

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.5.&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.9.&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=10115.10.&lawCode=PCC

The Proposer must complete and submit ATTACHMENT 7: BIDDER DECLARATION GSPD 05- 105, with its proposal. When completing the declaration, the Proposer must identify all subcontractors proposed for participation in the Contract. The Proposer awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/state entity agrees to a substitution and it is incorporated, in writing. If the Proposer is not using subcontractors, the Proposer must still complete ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form and submit it with its proposal. The form is available at:

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

3.2.7. AMENDMENT

Any Contract executed as a result of this solicitation may be amended consistent with the terms and conditions of the Contract and by mutual consent of both parties.

3.2.8. FINANCIAL RESPONSIBILITY INFORMATION

In order to minimize the potential risk of default due to financial issues, the State reserves the right to request additional documentation throughout the life of the awarded Contract.

The State must be assured that the Contractor continues to have the financial resources to sustain its operations during the term of the Contract.

3.2.9. GENERAL PROVISIONS

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the following:

• Information Technology General Provisions Cloud Computing Services, DGS PD 402-ITGP (Revised and Effective 2/20/2025)

As a condition of submitting a response to this solicitation, the Proposer agrees to abide by all terms and conditions of the solicitation as written. The Proposer is advised that deviations from the General Provisions' terms and conditions may be the basis for rejection of the Proposer’s proposal.

3.2.10. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

NOTIFICATION

The State of California seeks to realize the potential benefits of GenAI, through the development https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf and deployment of GenAI, while balancing the risks of these technologies.

Proposer 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 Proposer of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids 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.

The Proposer must complete and submit as part of the proposal response, ATTACHMENT 4:

COVER LETTER FORM, notifying the State if it intends to provide or utilize GenAI by responding “Yes” or "No" in the “Proposer Agrees Yes/No” column.

3.2.11. STATEMENT OF WORK (M)

ATTACHMENT 23: APPENDIX A - STATEMENT OF WORK identifies and describes the tasks and responsibilities of the Contractor and the responsibilities of the State during the term of the Contract.

The Proposer is advised that deviations to the SOW may be the basis for rejection of the Proposer’s proposal. Refer to Part 2, Proposer Response ATTACHMENT 23: APPENDIX A - STATEMENT OF

WORK.

3.2.11.1. INSURANCE COVERAGE

In accordance with SECTION 24. Insurance Requirements, the Contractor must furnish insurance certificate(s) evidencing required insurance coverage acceptable to the State, including endorsements showing the State as an “additional insured” if required under the Contract. Any required endorsements requested by the State must be separately provided; merely referring to such coverage on the certificates(s) is insufficient for this purpose. When performing work on State-owned or controlled property, Contractor shall provide a waiver of subrogation in favor of the State for its workers’ compensation policy.

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

The Proposer must certify that it is aware of the provisions of §3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and that it will comply with such provisions before commencing with the performance of work of this Contract. ATTACHMENT 8: WORKERS' COMPENSATION CERTIFICATION must be completed and submitted with an original signature with the Proposer’s proposal.

The prime Contractor shall furnish the State with satisfactory evidence of insurance per SECTION

24. Insurance Requirements within ten (10) calendar days of Contract award.

3.2.12. SOCIOECONOMIC PROGRAMS

Proposers who claim any of the socioeconomic program points will be evaluated to determine whether they submitted the required forms, documents, exhibits, attachments and/or the responses necessary to validate their qualification and eligibility for the claimed preference(s). If the State determines that the submitted information is insufficient or that the required documents do not otherwise validate the eligibility for points in any of the claimed programs, then the points for that program will not be added to the Proposer’s final overall proposal score. If the State is able to validate the Proposer’s claim, the qualified preference points will be applied to the Proposer’s final overall proposal score provided that the Proposer’s proposal is not otherwise determined to be non-responsive to any mandatory requirements.

Completed Small Business and Disabled Veteran Business Enterprise certification applications and required support documents must be submitted to the Department of General Services Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the proposal due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at

Office of Small Business and DVBE Services 707 Third Street, 1st Floor, Room 400 West Sacramento, CA 95606 Receptionist: (916) 375-4940 Fax (916) 375-4650

3.2.12.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION

The Proposer must complete and submit ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES, with its proposal. The Proposer must indicate on ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES whether it is or is not claiming each preference and/or incentive.

3.2.12.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts are established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.60 et seq.

Information regarding the DVBE Program Requirements may be viewed at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

The Proposer who has been certified by California as a DVBE (or who has obtained the participation of subcontractors certified by California as a DVBE) must submit a completed form(s) STD.843 Disabled Veteran Business Declarations for each DVBE. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign a form for each DVBE and submit as ATTACHMENT

11: DVBE DECLARATIONS.

Please read these requirements carefully. Failure to comply with the minimum DVBE Participation Requirement may be considered non-responsive and may be the basis for rejecting the Proposer's proposal.

3.2.12.2.1. DVBE PARTICIPATION REQUIREMENT (M)

The Proposer must fully comply with DVBE Participation Program requirements in the proposal.

Failure to submit a complete response with the Proposer’s proposal may be considered non-responsive and may be the basis for rejecting the Proposer's proposal. The Proposer’s response must include a minimum DVBE participation goal of three percent (3%) of the Proposer’s net proposal price with one (1) or more DVBE.

To meet the DVBE Participation requirements, the Proposer must complete and submit the following with its proposal for each DVBE:

1. ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105;

2. ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES;

3. ATTACHMENT 11: DVBE DECLARATIONS; and,

4. ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION.

3.2.12.3. CERTIFIED SMALL AND MICROBUSINESS PROGRAM

The Small Business (SB) Participation Goal Program for State contracts are established in Government Code (GC), 14838.

Information regarding the SB Requirements may be viewed at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

Please read these requirements carefully. Failure to comply with the minimum SB Participation Requirement may be considered non-responsive and may be the basis for rejecting the Proposer's proposal.

3.2.12.3.1. SB PARTICIPATION REQUIREMENT (M)

The California Government Code §14835 et seq. requires that a five percent (5%) preference be given to Proposers who qualify as a Small Business (SB). The rules and regulations of this law, including the definition of a SB, or qualifying non-small business, are contained in Title 2, California Code of Regulations, §1896 et seq. The definition of nonprofit veteran service agencies qualifying as a SB is contained in §999.50 et seq. of the Military and Veterans Code.

The Proposer’s response must include a minimum SB participation of five percent (5%) of the Proposer’s net proposal price with one (1) or more SB. Failure to respond with the Proposer’s proposal may be considered non-responsive and may be the basis for rejecting the Proposer's proposal.

To meet the SB Participation requirements, the Proposer must complete and submit the following with its proposal for each SB:

1. ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105;

2. ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES; and,

3. ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION.

More information regarding the Small Business Preference may be found at:

https://www.dgs.ca.gov/PD-OSDS

3.2.12.3.2. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O)

A five percent (5%) proposal preference is available to Proposers who qualify as a non-small business claiming at least 25% California-certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the Proposer’s response must include a list of the small businesses with which the firm commits to subcontract in an amount of at least 25% of the net proposal price with one (1) or more California-certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the Contract as defined in Government Code §14838(b)(1)(2).

The preference for a non-small business firm that commits to small business or microbusiness subcontractor participation of 25% of its net proposal price shall be given five percent (5%) of the https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD-OSDS highest responsive firm’s total score. A non-small business that qualifies for this preference, may not take an award away from a certified small business.

If the Proposer is claiming a non-small business using small business subcontractors, the Proposer must complete and submit the following with its proposal for each SB Subcontractor:

1. ATTACHMENT 7: BIDDER DECLARATION GSPD 05-105;

2. ATTACHMENT 10: BIDDING PREFERENCES AND INCENTIVES; and,

3. ATTACHMENT 12: COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION.

3.2.12.4. COMMERCIALLY USEFUL FUNCTION (M)

All certified small business, micro business, and/or DVBE Contractors, subcontractors or suppliers must meet the commercially useful function requirements under Government Code Section 14837 (for SB), Military and Veterans Code Section 999 (for DVBE), and Title II California Code of Regulations, Section 1896.4 and 1896.62.

A Contractor, subcontractor, or supplier will not be considered to perform a commercially useful function if the Contractor’s, subcontractor(s), or supplier’s role is limited to that of an extra participant in the transaction, the awarded Contract, or project through which funds are passed to obtain the appearance of small business or micro business participation.

The Proposer must complete…