RFP___A241012421.pdf

Gavin Newsom Governor

Nancy Ward Director

REQUEST FOR PROPOSAL

Notice to Prospective Firms

RFP A241012421

WASTE ISOLATION PILOT PLANT PROGRAM (WIPP) Radiological Survey Equipment Calibration

You are invited to review and respond to the California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES”, Request for Proposal (RFP) A241012421, titled Waste Isolation Pilot Plant Program (WIPP) Radiological Survey Equipment Calibration. In submitting your proposal, you must comply with these instructions found herein.

Note that all agreements entered into with Cal OES will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at the Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language

Proposers are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission 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.

It is the opinion of Cal OES that this RFP is complete and without need of explanation.

However, if you have questions, or need any clarifying information, the contact person for this RFP is:

Jairo Turnil California Governor’s Office of Emergency Services

Purchasing Division, Contracts Unit contractsunit@caloes.ca.gov

Please submit questions, including requests for hard copies of RFP documents, to the email address listed above referencing the RFP number in the subject line of the email. Note that no verbal information given will be binding upon Cal OES unless such information is issued in writing as an official addendum. Questions via phone calls or in person are not accepted.

Any attempt by a Proposer to initiate contact with any member of Cal OES staff, other than the Cal OES Contract Analyst, regarding this RFP may disqualify the Proposer from further consideration.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP A241012421

WIPP Radiological Survey Equipment Calibration

TABLE OF CONTENTS

A. PURPOSE AND DESCRIPTION OF SERVICES

B. MANDATORY QUALIFICATIONS

C. SUBCONTRACTING PROVISIONS

D. PROPOSAL REQUIREMENT INFORMATION

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

F. PREFERENCE AND INCENTIVE PROGRAMS

G. REQUIRED ATTACHMENTS

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

ATTACHMENT 7 - GENAI DISCLOSURE & FACTSHEET

ATTACHMENT 8 - DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 9 - COST SHEET

ATTACHMENT 10 - REFERENCES

ATTACHMENT 11 - RESUMES

ATTACHMENT 12 - SAMPLE AGREEMENT

A. PURPOSE AND DESCRIPTION OF SERVICES

The California Governor’s Office of Emergency Services (Cal OES) is issuing a Request for Proposal (RFP) for Calibration Services of Radiological Survey Equipment associated with the Waste Isolation Pilot Plant Program (WIPP). WIPP is a United States Department of Energy (DOE) program that safely transports low-level radioactive transuranic (TRU) waste from Livermore, California, to the long-term storage WIPP facility in New Mexico. The active WIPP route consists of six counties: Alameda, Nevada, Placer, Sacramento, San Joaquin, and Sierra.

Firefighters along the DOE transportation route send instruments to the contractor for calibration and/or repair. The Contractor is responsible for the calibration and repair of the radiation survey instrument kits along the California Transportation Route. The Contractor must provide all labor, materials, and parts necessary to calibrate and repair the equipment described in Attachment 1 of the Statement of Work (SOW). The individual kits are identified in Attachment 2

SOW.

B. MANDATORY QUALIFICATIONS

1. The Contractor must meet or exceed the mandatory qualifications set forth in the attached Exhibit A, Statement of Work, Section 4, Mandatory Qualifications.

C. SUBCONTRACTING PROVISIONS

1. All subcontractors must meet or exceed the mandatory qualifications for the project team personnel set forth in the attached Exhibit-A, Statement of Work, Section 12, Subcontracting Provisions.

D. PROPOSAL REQUIREMENT INFORMATION

1. KEY ACTION DATES

The following dates are set forth for informational and planning purposes only and are subject to change.

Cal OES may modify the RFP prior to the date fixed for submission of proposals by issuing an addendum that will be posted on www.caleprocure.ca.gov.

2. WRITTEN QUESTIONS

Proposers are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a proposal. If the language is unclear or ambiguous, it is the Proposer’s responsibility to request clarification or assistance before submitting a proposal. Proposers may submit questions via email to contractsunit@caloes.ca.gov, referencing the RFP number in the subject line of the email. To ensure a response, questions must be received by the date given in the Key Action Dates section.

Question and Answer Sets will be provided to all Proposers without identifying the submitters and will be posted as an official document.

3. SUBMISSION OF PROPOSAL

a) Proposal must contain all information requested and must conform to the format described in this RFP. It is the responsibility of the Proposer to provide a full and accurate response, and any other information deemed necessary, for Cal OES to determine and verify whether Proposer satisfies the requirements and whether the Proposer has the ability to perform the tasks and activities defined in Exhibit A, Statement of Work, attached hereto.

b) All proposals must be delivered electronically by emailing contractsunit@caloes.ca.gov by the date and time shown in Key Action

ACTION

DATE AND TIME

RFP Available to Prospective Proposers May 3, 2024

Deadline to Submit Questions

May 9, 2024, by 5:00 PM (PST)

Deadline for Responses to Questions

May 13, 2024, Final Date for Submission of Proposals May 20, 2024, by 5:00 PM (PST)

Proposal Opening May 21, 2024, at 11:00 AM (PST)

Proposed Award Date June 3, 2024

Term Start Date July 1, 2024, or upon approval, whichever is later

Dates. It is up to the Proposer to ensure that electronic documents are viewable by Cal OES (provide in standard MS Office and/or Adobe formats for example).

c) It is the Proposer’s responsibility for ensuring that the proposal is received by the submission deadline. Any proposal received after the scheduled closing time for the receipt of proposals will not be considered.

d) All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper "required attachments" shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

e) Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

f) Costs incurred for developing proposals and in anticipation of award of the agreement are entirely the responsibility of the Proposer and shall not be charged to Cal OES.

g) An individual who is authorized to bind the Proposer contractually shall sign Attachment 2, Proposal/Proposer Certification Sheet. The signature shall indicate the title or position that the individual holds in the firm. An unsigned proposal will be rejected.

h) A Proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline. Proposal modifications offered in any other manner, oral or written, will not be considered.

i) A Proposer may withdraw its proposal by submitting a written withdrawal request to Cal OES, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

j) More than one proposal from an individual, firm, partnership, corporation or association under the same or different names will not be considered.

k) Cal OES reserves the right to disqualify or reject all proposals. The agency is not required to award an agreement.

l) The Proposer should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

m) No oral understanding or agreement shall be binding on either party.

n) All materials, documents, plans or reports developed in the performance of this agreement shall be the property of Cal OES.

o) Upon proposal opening, 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 (Government Code Section 6250 et seq.) and subject to review by the public.

4. PROPOSAL CONTENT

The following must be submitted in the proposal in response to the RFP, in the order specified below.

a) A signed cover letter must be on the Proposer’s official letterhead, reference the RFP number, and contain the following:

1) A statement that substantiates that the person who signs the letter is authorized to bind the Proposer’s firm and that the firm agrees to all of the requirements set forth in this RFP and that the minimum qualifications are satisfied.

2) A self-certification that there is no actual conflict of interests between existing client relationships and the ability to vigorously and fully perform work for the State of California and Cal OES.

Should there be a perceived conflict of interest with any client relationships, the perceived conflict must be listed, and explanation provided not exceeding two (2) pages for each perceived conflict.

Any actual or perceived conflict of interests may disqualify the response from consideration at the sole discretion of Cal OES.

b) Table of Contents – All major parts of the proposal must be identified by section and page.

c) Staffing Plan and resumes of key personnel must be submitted in response to this RFP that would achieve the objectives, requirements, and complete the deliverables set forth herein. The staffing plan must include, at minimum, a project manager. Should other staff be required, include the necessary staff in the proposal and the assigned responsibilities and duties of key personnel. Proposer must also submit an organization chart that displays the relationship between the project manager and the key personnel.

d) Minimum Qualifications and Requirements must be demonstrated in writing explaining how the firm and/or individuals satisfy the minimum qualifications and requirements. Resumes may be used to support, not supplement, the written explanation of how the minimum qualifications are satisfied.

e) Technical Requirements must be demonstrated in writing explaining the firm’s (1) understanding of calibration services for all types of radiation instruments; (2) detailing the firm’s capabilities for calibrating, storing, and delivery of all types of radiation instruments (3) the ability to manage the project and the risks involved with the project; (4) ability to complete projects on time and within budget; (5) ability to provide quality deliverables; and (6) ability to provide written reports.

f) A list of three (3) projects of similar scope that were successfully concluded must be provided, including work samples.

g) All Attachments included with this RFP and referenced in the Table of

Contents must be fully completed, signed, and submitted with the proposal. Refer to Attachment 1 for additional Required Attachments that are a part of this RFP.

h) Client References: Proposer must provide at least three client references for Cal OES to contact regarding the work performed for the client. Work performed for the references must have been to a similar degree of complexity within the last five (5) years. Negative responses from references may be cause for rejection of the proposal.

5. COST PROPOSAL FORMAT AND REQUIREMENTS

Use the Sample Cost Proposal Worksheet (Attachment 9) as a guide in preparing your cost proposal.

Payment for services performed under this agreement will be an hourly rate but must not exceed the estimated amount per deliverable. The Contractor must provide an hourly rate that is inclusive of all labor, travel, materials, equipment necessary, and anything else necessary to provide the services in accordance with the specifications described in the Statement of Work, Exhibit A, Project Tasks and Deliverables, at the rates specified below.

Cal OES will only pay for hours actually worked at the rates submitted.

6. REJECTION OF PROPOSAL SUBMISSIONS

a) A proposal submission not received by the date and time specified in Key Action Dates, or not sealed, will be rejected.

b) The proposal submission 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 CAL OES, such information was intended to mislead CAL OES 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 submission.

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

d) Unless previously approved by the State through the written questions process identified in Section D.2, any material submitted by any Proposer in the final proposal submission that is marked “CONFIDENTIAL” or “PROPRIETARY” may cause the entire proposal submission to be deemed non-responsive and rejected.

e) Cal OES does not accept alternate contract language from a prospective

Contractor. A proposal with such language will be considered a counter proposal and will be rejected. Additionally, the General Terms and Conditions are not negotiable.

f) Cal OES is not required to award a contract. Cal OES 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. Cal OES’ 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.

g) 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.

7. EVALUATION AND SELECTION

a) At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP.

b) Cal OES will evaluate each proposal to determine its responsiveness to Cal OES needs. Should a proposal package not meet all of the requirements set forth in this RFP, it may be considered non-responsive and rejected from further competition. Those Proposer’s submittals that pass the review will be forwarded to the evaluation committee for evaluation of the technical proposals.

c) Award, if made, will be to the highest scored responsive, responsible proposal.

d) In the event of a tie, the proposed winner will be determined by a coin toss. Tie breaks will be witnessed, and Proposers may attend to witness the tiebreak process by contacting the contract analyst noted on the cover page of this RFP.

e) Proposals will be rated by an evaluation committee using a consensus scoring process for determining final scores. Below is the scoring criteria that will be used to evaluate proposals for this RFP.

f) The following indicates the maximum points for each mandatory scoring requirement and an explanation of scoring:

TECHNICAL EVALUATION:

RATING/SCORING CRITERIA

MAXIMUM

POSSIBLE

TECHNICAL POINTS

A. Management of Projects (20 Points)

1. Describe past examples that indicate ability to manage projects for calibration and repair of radiological survey equipment

B. Experience (50 Points)

2. Describe past examples that indicate experience with calibration for radiological survey equipment

3. Describe past examples that indicate experience with troubleshooting for radiological survey equipment

4. Describe past examples that indicate experience with shipping radiological survey equipment

5. Describe past examples that indicate experience in directly repairing or managing the repair of radiological survey equipment

6. Describe past examples that indicate ability to communicate via electronic methods during a time of misunderstanding with the contract manager. How were the issues resolved?

Total Maximum Technical Points Available

8. SCORING CRITERIA FOR WRITTEN PORTION

Scoring of the Technical Requirement will be based on the Evaluation Team’s assessment of the Proposer’s ability to demonstrate in the proposal that it meets the technical requirements. Scoring will be based upon the breadth and depth of experience for each requirement and how clearly, yet succinctly, the proposal demonstrates said experience.

COST EVALUATION: MAXIMUM 30 POINTS

The evaluation of cost for this RFP is based on the total cost to provide the services required for this RFP. The Proposers cost should include the total price for each deliverable that includes all travel, hours and work effort required to deliver the services required.

Each Proposer’s cost will be converted to a point score. All costs must be allowable, allocable, and reasonable. Cal OES will consider whether the budget has the ability to support the proposed project in an efficient and effective way while demonstrating a reasonable and appropriate allocation of funding.

An example of the calculation is shown below.

[Lowest responsive proposal total cost x (maximum points)] ÷ Proposer’s Total Cost = Proposer Score*

* The Proposer’s Cost Score shall be rounded to two decimal places – see sample below.

COST SCORE SAMPLE

Proposer Total

Cost Calculation Cost

Score

A $50,000 $40,000(Proposer C) x 30 (Max Pts.)

$50,000

B $45,000 $40,000(Proposer C) x 30 (Max Pts.)

$45,000 26.67

C $40,000 $40,000(Proposer C) x 30 (Max Pts.)

$40,000

Adjustments to scores will be made for Socioeconomic and Environmental Program incentives (SB and DVBE).

9. AWARD AND PROTEST

a) A Notice of Intent to Award shall be posted online for five (5) business days on the Cal eProcure webpage for this solicitation, at least five (5) working days prior to awarding the Agreement.

b) If any Proposer, prior to the award of Agreement, files a protest on the grounds that the awarding Agency incorrectly applied the evaluation standard in the RFP, or if the Agency failed to follow the evaluation and scoring methods in the RFP, the Agreement shall not be awarded until either the protest has been withdrawn or the State has decided the matter.

c) Within five (5) days after filing the initial protest, the protesting Proposer shall file with DGS and OES a detailed written statement specifying the grounds for the protest. The written protest must be sent to the

Department of General Services Office of Legal Services

Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605 Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

A copy of the detailed written protest should be emailed to ContractsUnit@Caloes.ca.gov.

d) No person, firm, or subsidiary thereof, who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract. Therefore, any contractor that contracts with Cal OES to develop and provide formal recommendations pursuant to this engagement is precluded from contracting for any work recommended in the formal recommendation.

10. DISPOSITION OF PROPOSALS

a) Upon proposal opening, 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.

11. PERFORMANCE OF SERVICE

a) Upon award of the contract, the winning Proposer must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract. This COI will identify the required insurance as indicated in the attached Sample Standard Agreement.

b) Upon award of the contract, the winning Proposer agrees to execute the contract on the State’s Standard Agreement (STD 213), including all

Exhibits. The Agreement must be signed by an individual authorized to bind the firm contractually.

12. AGREEMENT EXECUTION AND PERFORMANCE

a) Performance shall start not later than ten (10) days after approval of the Contract, or on the express date set by Cal OES and the Contractor, after all approvals have been obtained and the agreement is fully executed.

Should the Contractor fail to commence work at the agreed upon time, Cal OES, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's proposal price and the actual cost of performing work by the second lowest Proposer or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

13. TAX DELINQUENT STATUS VERIFICATION

a) Effective July 1, 2012, Public Contract Code 10295.4, requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

b) At the time of proposal evaluation, prior to contract award and execution, the State will verify all proposing firms and identified subcontractors as not listed as tax delinquent by the Franchise Tax Board and the California Department of Tax and Fee Administration. Any proposing firms or subcontractor listed as tax delinquent shall result in a proposal rejection and will not be considered for contract award. Proposing firms wanting further clarification can refer to the statute above or to the websites listed below for additional information.

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top Delinquent Taxpayers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

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.

Proposers must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Disclosure & Factsheet to be completed by the Proposer. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Proposer and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a proposer GenAI Disclosure & Factsheet 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.

F. 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 submission for which of the programs it qualifies. Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

California Government Code (GC) section 14835, et seq., requires a preference be given to Proposers who are California Certified Small Business (SB). 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) A 5% preference, (not to exceed $50,000) 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 the RFP submission. 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#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a commercially useful function relevant to the Scope of Work included in this RFP may qualify the Proposer for a SB preference.

b) Non-Small Business Subcontractor Preference (if subcontracting is allowable in Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) 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 Small Business Preference please see Attachment 6, 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.

2. DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value.

The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. Under Senate Bill 115, Section 999.5, an incentive program was established.

Cal OES shall waive the DVBE participation requirement for this solicitation.

However, pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to a Proposer who provides DVBE participation.

The DVBE Incentive is as follows:

Confirmed DVBE Participation (Bidder Declaration)

Incentive Amount

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

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) (if subcontracting is allowable in Exhibit A, Statement of Work).

a) Certified DVBE Proposer additional incentive considerations:

1) Commit to performing 1% or more of the contract bid value with the prime Proposers’ firm or in combination with another DVBE(s)

2) Document DVBE participation on the Bidder Declaration GSPD-05- 105, Attachment 6.

3) Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager.

b) Non-DVBE Proposer additional incentive considerations:

1) Commit to using certified DVBE(s) for 1% or more of the bid value.

2) Document DVBE participation on the Bidder Declaration GSPD-05- 105, Attachment 6.

3) Submit a completed Disabled Veteran Business Enterprise

Declarations form, DGS PD 843, (Attachment 8) signed by the DVBE owner/manager for each certified DVBE subcontractor.

NOTE: Pursuant to Military and Veterans Code section 995.5, 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 a DVBE participation and/or DVBE incentive.

c) Locating DVBE Subcontractors

1) State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov

To begin your search, click on “Small Business/Disabled Veteran Business Enterprise,” then click “Search for Certified SB/DVBE Firms.”

Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at: www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to:

OSDSHelp@dgs.ca.gov

3. APPLYING PREFERENCE AND INCENTIVES

a) Preferences and incentives are used for bid tabulation purposes to determine the highest scored responsive responsible Proposer. Strict adherence to the laws and regulations to apply the preferences and incentives will be followed. If awarded the contract, the preference and/or incentive does not alter the amount of the resulting contract.

Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance to statutory, regulatory and contractual requirements.

b) The SB preference of 5% will be applied when a responsible Proposer that is not a CA certified SB or a NS claiming 25% CA certified SB subcontractor participation submits the highest responsive responsible proposal. (Note:

NS claiming SB subcontractor preference cannot remove an award from a certified SB.)

c) The DVBE incentive will be applied to each qualified Proposer’s verified

DVBE participation percentage from the number 1 ranked lowest responsive responsible proposal, regardless if Proposer is an SB/DVBE. If a SB is ranked number 1 after SB preference has been applied, the DVBE incentive is only calculated for Proposers certified as SBs.

G. REQUIRED ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor Certification Clauses

4. Darfur Contracting Act Certification

5. Payee Data Record, STD 204 & STD 205

6. Bidder Declaration Sheet, GSPD-05-105

7. GenAI Disclosure & Factsheet

8. DVBE Declarations, DGS PD 843 (if applicable)

9. Cost Sheet

10. References

11. Resumes

12. Sample Agreement (reference only)

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

A complete proposal or proposal package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to Cal OES. For your bid to be responsive, all required attachments must be returned.

Company Name: _____________________________

ATTACHMENT REQUIRED ATTACHMENT NAME

Attachment 1 YES Required Attachment Checklist

Attachment 2 YES Bid/Bidder Certification Sheet

Attachment 3 YES Contractor Certification Clauses

Attachment 4 YES Darfur Contracting Act Certification

Attachment 5 YES Payee Data Record, STD 204 & STD 205

Attachment 6 YES Bidder Declaration Sheet, GSPD-05-105

Attachment 7 YES GenAI Disclosure & Factsheet

Attachment 8 YES (If applicable) DVBE Declarations, DGS PD 843

Attachment 9 YES Cost Sheet

Attachment 10 YES References

Attachment 11 YES Resumes

Attachment 12 NO Sample Agreement

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The proposal must be transmitted in a sealed envelope in accordance with RFP instructions.

A. Our all-inclusive proposal is submitted as detailed in Attachment 7, Cost Proposal.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

1. Company Name 2. Telephone Number

2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print)

11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as:

a. California Small Business b. Disabled Veteran Business Enterprise

Yes No Yes No If yes, enter your service code below: If yes, enter certification number:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDC, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3

Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office.

This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDC.

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

A Proposer must complete the Contractor Certification Clauses located at the following internet site:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC- 042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

A Proposer must complete the Darfur Contracting Act Certification located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

A Bidder must complete the Payee Data Record and the Supplement form (as needed), located at the following internet sites:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

A Proposer must complete the Bidder Declaration, located at the following internet site:

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

When completing the declaration, if subcontracting is allowable in Exhibit A, Statement of Work, Proposers must identify all subcontractors proposed for participation in the contract. Proposers awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

ATTACHMENT 7 - GENAI DISCLOSURE & FACTSHEET

A Bidder must complete the GenAI Disclosure & Factsheet located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

ATTACHMENT 8 - DVBE DECLARATIONS, DGS PD 843

A Proposer must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), located at the following internet site (if applicable):

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

ATTACHMENT 9 - COST SHEET

Refer to Exhibit B-1 in the Sample Agreement.

ATTACHMENT 10 - REFERENCES

List three (3) clients served in the past 5 years for which the proposing firm provided similar services. List the most recent first. References should provide evidence that Contractor meets the minimum qualifications as stated in this IRFP and provides similar services as stated in the Sample Agreement SOW, Exhibit A. Cal OES cannot be used as a reference.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number Email Address Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Street Address City State Zip Code Contact Person Telephone Number Email Address

REFERENCE 3

Street Address City State Zip Code Contact Person Telephone Number Email Address

ATTACHMENT 11 - RESUMES

A Proposer will provide detailed resumes of all staff who will be utilized to complete this project. Resumes should provide evidence that staff meet the qualifications as stated in this RFP and provides similar services as stated in the Sample Agreement SOW, Exhibit A.

ATTACHMENT 12 - SAMPLE AGREEMENT

Note to Proposers: The following pages represent a sample of the Agreement that will be awarded, if any, from this RFP. Please review it carefully and present any questions in writing to the contact identified for this RFP.

2. The term of this Agreement is:

SAMPLE

SAMPLE

California Governor’s Office of Emergency Services Contractor

Agreement No. A241012421

EXHIBIT A

STATEMENT OF WORK (SOW)

WASTE ISOLATION PILOT PLANT PROGRAM RADIOLOGICAL SURVEY

EQUIPMENT CALIBRATION

1. OBJECTIVE

The California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES” requires TBD, hereinafter referred to as “Contractor”, to provide all labor, materials, and parts necessary to calibrate and repair the equipment described in Attachment 1, Radition Emergency Response Kits.

The Waste Isolation Pilot Plant Program (WIPP) is a United States Department of Energy (DOE) program that safely transports low-level radioactive transuranic (TRU) waste from Livermore, California, to the long-term storage WIPP facility in New Mexico. The active WIPP route consists of six (6) counties: Alameda, Nevada, Placer, Sacramento, San Joaquin, and Sierra. Firefighters along the DOE transportation route send instruments to the contractor for calibration and/or repair. The Contractor is responsible for the calibration and repair of the radiation survey instrument kits along the California Transportation Route. The individual kits are identified in Attachment 2, Radiation Instrument Kits.

The DOE funds for calibration are limited. Historical program records indicate that the State’s annual WIPP calibration cost has never exceeded the DOE’s limit. The WIPP Program will establish the equipment calibration priority, if necessary. The program is intended to be a no-cost-to-the-holder program.

2. TERM/PERIOD OF PERFORMANCE

A. The period of performance for the Agreement shall be July 1, 2024, or upon approval, whichever is later, through June 30, 2025, with the option to extend for one (1) additional twelve (12) month term with an increased amount, no more than $TBD per each additional year, at the original rates evaluated and considered.

B. The Contractor shall not be authorized to deliver or commence the performance of services as described in this SOW until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement shall be considered voluntary on the part of the Contractor and non-compensable.

C. Consistent with the terms and conditions of the original solicitation, and upon mutual consent, Cal OES and the Contractor may execute written amendments to alter the method, price, or schedule of the work, subject to the limitations set forth by California

Public Contract Code, section 100 et seq, and the California State Contracting Manual, Volume 1.

3. BUDGETED AMOUNT

The initial award of this Agreement shall not exceed $TBD, and there is no obligation on Cal OES’ part to utilize the entire amount. Any increases in the budgeted amount will be at the rates evaluated and considered herein.

4. MANDATORY QUALIFICATIONS

A. The Contractor must be licensed by the California Department of Public Health Radiological Health Branch, the Nuclear Regulatory Commission (NRC), or an NRC Agreement State to perform calibrations referenced in this document prior to the bid due date.

B. The Contractor must have a current Radioactive Material License issued by the California Department of Public Health, or a conforming license issued by a state regulatory body, where the instrument calibration is being performed.

C. The Contractor must have a Certificate of Accreditation by American National Standards Institute - American Society for Quality (ANSI-ASQ) National Accreditation, meeting the international standard requirements of the International Organization for Standardization and the International Electro-technical Commerce (ISO/IEC) 17025:2005 and national standards of American National Standards Institute/National Conference of Standards Laboratories (ANSI/NCSL) Z540-1-1994 Board/A CLASS or current ANSI standards.

5. PROJECT TASKS AND DELIVERABLES

The Contractor must perform project tasks and/or deliverables including, but not limited to, the following:

A. Calibration services for all types of radiation instrument kits listed in Attachment 1, Radiation Emergency Response Kits.

i. Instrument calibrations must be performed in accordance with ANSI Standard N323AB-2013, “American National Standard for Radiation Protection Instrumentation Test and Calibration, Portable Survey Instruments.” As-found calibration information shall be obtained according to ANSI N323AB unless equipment is malfunctioning.

ii. The Contractor must have the capability to calibrate the instruments using a Cs-137 National Institute of Standards and Technology (NIST) Beam Calibrator.

The radiation intensity (output) of the calibration source is measured with NIST traceable ion chambers.

iii. Beta dose rate calibrations must be performed using a NIST traceable Alpha (Am-241) and Beta (C-14) or Sr-90/Y-90 beta source.

iv. Dose rate calibrations must be performed using a NIST traceable Cs-137 gamma source.

v. Beta contamination detectors must have a NIST traceable calibration using Am-241, Sr-90/Y90, C-14, or Tc-99 beta sources or manufacturer’s specifications.

Efficiency calculations shall be reported in 2 Pi and 4 Pi values in units of counts per minute per disintegrations per minute (cpm/dpm).

vi. The Contractor must adjust the alert and alarm settings on each Ludlum instrument as necessary. The alert and alarm settings for DETECTOR 1: Ludlum Pancake Detector are “The Rate Alerts @ 20 kcpm and Rate Alarms @ 50 kcpm.” The alert and alarm settings for DETECTOR 2: Ludlum Nal Gamma Scintillator are “The Rate Alerts @ 20 mR/hr and Rate Alarms @ 50 mR/hr.”

vii. The Contractor must prioritize the order of calibrations in accordance with the calibration schedule provided by Cal OES. Cal OES will dictate any changes to the calibration schedule, according to its needs. The Contractor shall adhere to the calibration schedule provided by Cal OES.

viii. The Contractor must perform calibrations in batches according to the calibration schedule.

ix. The Contractor must provide all labor, materials, and parts necessary to provide calibration services for equipment identified in Attachment 1, Radiation Emergency Response Kits

x. The Contractor must perform instrument calibrations within ten (10) calendar days from the date of receipt of equipment to the date returned to the address of origin. This does not apply to equipment in need of repair.

xi. The Contractor is responsible for the care and security of the equipment after receipt and until received by the originating local emergency responder.

xii. The Contractor may subcontract complex equipment repairs; however, the Contractor is responsible for ensuring the calibration requirements identified in this specification are met.

xiii. The Contractor must perform services at the Contractor’s place of business, except for complex equipment repairs.

B. Equipment Maintenance and Repairs

i. Routine equipment maintenance performed during calibration must be incorporated with the cost of the calibration.

ii. Parts used to repair equipment must meet the manufacturer’s specifications.

iii. The Contractor must return repaired and/or calibrated equipment to the address of origin. The equipment will be sent to the Contractor by Local Emergency Responder Agencies.

iv. The Contractor must provide repair services as needed, and receive written pre-authorization by Cal OES for any/all repairs.

v. The Contractor must return irreparable equipment to Cal OES.

C. Shipping/Reporting Services

i. Each returned instrument must be accompanied by a calibration report and a calibration sticker affixed to each detector/meter. The format of the Calibration Report must contain the information shown in Attachment 3, Certification of Calibration Example. Each calibration report shall indicate as-found information, scales calibrated with associated true (NIST traceable) and indicated values, high voltage setting (as applicable), threshold setting(s) (as applicable), detector/indication device pairs (as applicable), Pelican case number, date of calibration, calibration expiration date, NIST traceable standards used, the efficiency of detector/indication device pairs (as applicable) and signature of the person performing calibration.

ii. The Contractor is responsible for shipping costs, tracking, and liability for the instruments to and from the address of origin. The Contractor must provide shipping labels to the local emergency responder agencies for shipping the equipment that needs to be calibrated.

iii. Cal OES will contact and notify the local emergency responder agencies that their equipment is due for calibration.

iv. The Contractor must coordinate shipping arrangements, perform the calibrations, and return the instruments to the local emergency responder agencies.

v. The Contractor must include the Cal OES Contract Manager on all written and email communications between the Contractor and emergency responder agencies. The Contractor shall provide electronic copies of the calibration certificates to Cal OES.

Agreement No. A241012421

6. ACCEPTANCE OF SERVICES

Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. The approval process is outlined in the Performance Section of this SOW. Acceptance criteria shall consist of the following:

A. The Contractor is responsible for obtaining approval from Cal OES Contract Manager before beginning any services.

B. The Contractor shall meet all time-lines and deliverable due dates as described herein.

C. It shall be Cal OES’ sole determination as to whether services have been successfully completed and are acceptable.

D. The Contractor costs related to rework of unacceptable work products shall be costs of the Contractor, and shall not be billed to Cal OES.

7. CONTRACTOR RESPONSIBILITIES

A. This serves as a notice under Executive Order N-6-22 that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the Executive Order and the sanctions identified on the U.S.

Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

B. The Contractor shall provide all equipment and/or software necessary to perform the required duties outlined herein.

C. The Contractor shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

D. If a Contractor employee is unable to perform due to illness, resignation, or other…