RFP_Event_ID__0000036459_Add._2.docx

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES

PROCUREMENT DIVISION

Request for Proposal (RFP) Event ID: 0000036459 *Addendum 2* Commercial Car Rental Services

*September 10, 2025*

Table of Contents

Defined Terms Below are definitions of terms and acronyms that the State uses throughout this Request for Proposal (RFP) for reference.

1. Base Rate: The charge for vehicle rental not including transactional taxes, fees, and surcharges

2. City and Suburban Locations: Any location that does not meet the definition of on-airport or off-airport location shall be referred to as a city or suburban location. These participating locations will comply with the provisions of this contract.

3. Contractor: A party contracting with the awarding Agency.

4. Direct Bill: The User Agency will be invoiced directly for the rental fees, taxes, and any associated charges, rather than the individual renter being responsible for payment.

5. Disabled Veteran Business Enterprise (Certified): A business that has been certified by Department of General Services-Procurement Division (DGS-PD), Office of Small Business and DVBE Services (OSDS), as a Disabled Veteran Business Enterprise (DVBE) as defined in Military and Veterans Code 999 et. seq. and 2 California Code of Regulation (CCR) 1896.60.

6. Event ID #: Is the solicitation number.

7. Express Service: Completed rental contract and key shall be in vehicle or delivered to renter by an attendant. Driver’s license checks can be done at the gate, at the Express Service counter where available, by a roving employee of the Contractor, or in any manner consistent with industry/government laws, rules, and regulations. Express service is not applicable for Long-Term rentals.

8. Global Distribution System (GDS): The automated reservation system used by the commercial travel industry for booking available rental vehicles, e.g., Sabre, TravelPort+, etc.

9. Long-Term Rental: Transaction where rental period is 30 or more consecutive days. (LT)

10. Participating Locations: Contractor locations that offer vehicles for rent under the terms and conditions of this contract.

11. Plug-In Hybrid Electric Vehicles (PHEVs): Combine both an electric motor that is battery powered and can be plugged in and recharged and a gasoline engine that can be refueled.

12. Scope of Work: The description of work required of a Contractor by the awarding Agency.

13. Short-Term Rental: Transaction where rental period is 29 or fewer days. (ST)

14. Small Business (Certified): A business that has been certified by DGS-PD, OSDS, as a small business as defined in Government Code (GC) 14837 and 2 CCR 1896 et seq.

15. State: The Department of General Services (DGS), Statewide Travel Program (DGS-STP).

16. Subcontractor: A person or entity which contracts with the Contractor to perform all or a portion of the work.

17. User Agency: Any entity that Department of General Services (DGS) allows to use the resulting contract, such as State or Local Governmental Agencies.

18. Zero Emission Vehicles (ZEVs): Battery electric and fuel cell electric vehicles that yield no emissions from the onboard source of power.

Section 1 – Introduction and Overview The Department of General Services, Procurement Division (DGS-PD), on behalf of the DGS-Statewide Travel Program (STP), hereinafter referred to as “State” or “DGS-STP”, is requesting proposals from qualified Bidders to establish a mandatory contract for Commercial Car Rental (CCR) Services used by State and local government employees (hereinafter referred to as “User Agency” or “User Agencies”).

The State intends that the selected Bidder will work in cooperation with the State to provide CCR Services in a timely and efficient manner. The selected Bidder will be the primary point of contact for customer service, data collection, and reporting.

Award will be made on an “All or None” basis to the Bidder who scores the highest number of points as described in Section 6, Evaluation.

Any contract awarded as a result of this RFP may be amended by mutual consent of the State and the Contractor.

Authorized User Agencies The Contractor shall provide CCR Services to all eligible authorized user agencies as defined in Exhibit A, Scope of Work.

Historical Spend The historical spend below *is* based on *the 2023 and 2024 calendar year expenditures as well as the January-July 2025 expenditures* from the current CCR Services statewide contract.

2023 Calendar Year Spend

2024 Calendar Year Spend

*January-July 2025 Spend

Scope of Work A full description of the scope of services that will be provided under the resultant contract is in Exhibit A, Scope of Work.

DRAFT

*09/10/2025*

Term of Contract The term of the contract resulting from this RFP will be for three (3) years. The contract will contain two (2), one (1) year extension options or a portion thereof. If a mutual agreement for a contract extension cannot be met, the contract will expire at the end of the current contract term. The contract cannot be considered binding on either party until contract execution. The contract is considered executed upon signature approval by DGS.

Implementation, training, and direct bill account set-up tasks shall begin upon award. Direct billing account set up and online reservations shall commence upon notice from DGS-STP. The “Go Live” date shall be February 1, 2026. Billable services for User Agencies shall not commence until the “Go Live” date.

Key Action Dates The important dates and times by which actions must be taken or completed for this RFP are identified in Exhibit G, Key Action Dates. If the State finds it necessary to change dates, the State will release an addendum identifying the changes. All dates after the Final Proposal submissions are approximate and may be adjusted without addendum to the RFP.

Bidder Admonishment The RFP contains instructions for Bidders to submit a complete proposal. The RFP addresses all requirements and responsibilities that Bidders must meet to be eligible for consideration.

Bidders should:

· Carefully read the entire RFP.

· Ask appropriate questions in a timely manner if clarification is necessary.

· Submit all required responses, complete to the best of the Bidder’s ability, by the required dates and times.

· Make sure that all procedures and requirements of the RFP are accurately followed and appropriately addressed.

Procurement Official The Procurement Official contact information for this RFP is listed below:

Sarah Samaan Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (279) 946-8324 Email: Sarah.Samaan@dgs.ca.gov

All inquiries, questions, and copies of protests must be directed to only this person, unless otherwise identified in the RFP or changed by addendum to the RFP. The Procurement Official or designee shall be the single point of contact.

Oral communications directly with procurement officers and employees concerning the RFP shall not be binding to DGS-PD. Bidders should only rely on written statements issued by the Procurement Official.

Emailed proposal submittals must be sent in accordance with RFP Section 5, Proposal Format to the proposal submission email address identified below.

Proposal submission email: TAU@dgs.ca.gov.

Americans with Disabilities Act (ADA) To meet and carry out compliance with the nondiscrimination requirements of Title II Americans with Disabilities Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in the procurement process, or for persons having questions regarding reasonable accommodation for the procurement process, please contact the Procurement Division at (916) 375-4400 (main office). Procurement Division's TTY/TDD (teletypewriter / telephone device for the deaf) and California Relay Service numbers are listed below. You may also directly contact the Procurement Official for this procurement.

IMPORTANT: To ensure that the State can meet your accommodation, it is best that requests are received at least 10 business days before the scheduled event (e.g., Bidder conference) or deadline due date for procurement documents.

The Procurement Division TTY telephone number is:

Sacramento Office: (916) 376-1891 The California Relay Service Telephone Numbers are:

Voice: 1-800-735-2922 or 1-888-877-5379 TTY: 1-800-735-2929 or 1-888-877-5378 Speech to Speech: 1-800-854-7784

Section 2 – Rules Governing Competition This section describes the bidding steps and includes the Bidder’s and State’s rights and responsibilities for the procurement process. Specific guidelines for the submission of this RFP response are found in Section 5, Proposal Format.

2.1 Identification of RFP Requirements

2.1.1 Requirements

DGS-PD has established certain requirements with respect to proposals submitted by Bidders. The use of "shall," "must," or "will" (except to indicate simple futurity) in the RFP, indicates a mandatory requirement. A deviation from a mandatory requirement is material if the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity, or quality of items bid, amount paid to the supplier, or on the cost to the State. Material deviations cannot be waived. A deviation, if not material, may be waived by the State.

1.

1.1 1.1.1 Desirable Items The words "should" or "may" in the RFP indicate desirable attributes or conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if material, will not in itself cause rejection of the proposal.

Mandatory Requirements All items within the RFP labeled mandatory (M) are non-negotiable. A Pass/Fail evaluation will be utilized for all mandatory requirements. By signing the Agreement Cover Letter referenced in Section 2.3.6.2, Signature of Proposal and submission of a proposal response, the Bidder agrees to all mandatory RFP requirements.

Non-Mandatory Requirements The RFP may include both preference programs and product/contract performance items identified as non-mandatory (NM) requirements. Bidders are not required to comply with these requirements to be compliant with the RFP. However, if a Bidder applies for a preference, the Bidder must meet the applicable preference requirements and provide the required preference documentation as outlined in the relevant section. Bidders who offer the non-mandatory product/contract performance items in their proposal are required, if awarded, to provide those items for the duration of the resultant contract.

Scored Requirements The RFP includes both mandatory scored (MS) and non-mandatory scored (NMS) requirements. Mandatory scored requirements are non-negotiable. Mandatory and non-mandatory scored items will achieve points as identified Section 6, Evaluation if the requirement is met.

Upon Request from the State When a Section states, “upon request from the State”, the requested information must be submitted within the timeframe specified by the State. Not submitting the requested documentation timely may result in your proposal being deemed non-responsive.

1. Proposing Requirements and Conditions General Proposal submissions are mandatory for all Bidders. A proposal is an irrevocable offer for 180 days following the scheduled date for submission of proposals, as stated in Exhibit G, Key Action Dates. A Bidder may extend the offer in the event the contract award is delayed. All Bidders are strongly encouraged to follow the scheduled steps of this RFP in order to submit responsive proposals.

Request for Proposal (RFP) Documents This RFP includes instructions which prescribe the format and content of proposals to be submitted, and the proposed form of contract that will be executed between DGS-PD and a successful Bidder.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, refer to RFP Section 2.2.3, Questions Regarding the RFP for instructions to submit inquiries. If applicable, modifications will be made by addenda issued pursuant to RFP Section 2.2.5, Addenda.

If the RFP contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify DGS-PD of the error prior to the date for submission of proposals and is awarded the contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

Questions Regarding the RFP Bidders requiring clarification of the intent or content of the RFP, or on procedural matters regarding the competitive bid process, may request clarification by submitting questions to the Procurement Official listed in Section 1.7, Procurement Official. Bidders should clearly identify the questions, suggested changes or comments, and specify the associated RFP section and page number.

Questions must be received in the designated email inbox by the scheduled date and time specified in Exhibit G, Key Action Dates.

At the sole discretion of DGS-PD, questions may be paraphrased or consolidated. If a Bidder submits a written question after the scheduled date, DGS-PD does not guarantee that an answer will be provided. Oral answers shall not be binding to DGS-PD.

Bidders’ Conference A Bidders' Conference will be held, during which Bidders will be afforded the opportunity to listen to State personnel explain the content of the RFP and the procurement process. Bidders are highly encouraged to attend. The time, date, and place of the conference are listed in Exhibit G, Key Action Dates.

Bidders are encouraged to submit questions to the Procurement Official prior to the Bidders’ Conference so that the State can address them during the conference. The State may accept oral questions during the conference and will make a reasonable attempt to provide answers prior to the conclusion of the conference. Oral answers will not be binding. Following the conference, the State will publish a Question and Answer set addressing all submitted questions, both written and oral.

Addenda DGS-PD reserves the right to modify or cancel, in whole or in part, the RFP.

DGS-PD may modify the RFP by issuance of an addendum. Addenda will be numbered consecutively. The Bidder is required to meet all requirements of the most current addendum including, if applicable, any updated forms.

1. Proposal Process

Final Proposals Final Proposals must be complete with all required cost information, signatures, forms, and documentation.

Each Bidder will be notified of the due date for the submission of a new Final Proposal. This submission must conform to the requirements of the original RFP and, if applicable, any subsequent addenda. The new Final Proposals will be evaluated in accordance with Section 6, Evaluation.

Public Record All materials submitted in response to this RFP will become the property of the State of California and will become a public record after award. All proposals will be regarded as public records under the California Public Records Act (Government Code (GC) section 6250 et seq.).

Bidders should be aware that marking a file or document "confidential," "proprietary," or “trade secret” in a Proposal may exclude it from consideration for award and will not prevent that document from being released after award as part of the California Public Records Act.

Submission of Proposals The instructions contained herein apply to the Final Proposal.

Preparation Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Images, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

Before submitting each document, the Bidder should carefully proof it for errors and adherence to the RFP requirements.

Bidder’s Cost Costs for developing proposals are entirely the responsibility of the Bidder and shall not be chargeable to DGS-PD.

Completion of Proposals Proposals must be complete in all respects in accordance with the RFP Section 5, Proposal Format. A proposal may be rejected if it is conditional or incomplete or if it contains any alterations of form or other irregularities of any kind. A proposal will be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements. The proposal must contain all costs required by the RFP in accordance with Section 4, Cost and Section 5, proposal format.

False or Misleading Statements Proposals which contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the Bidder, may be rejected. If, in the opinion of DGS-PD, 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 RFP, it will be the basis for rejection of the proposal.

Signature of Proposal Bidder must complete the Agreement Cover Letter, and include it with its proposal. The Agreement Cover Letter must be signed by an individual who is authorized to bind the proposing firm contractually.

By signing the Agreement Cover Letter and submitting a proposal, a Bidder is agreeing to accept all terms and conditions outlined within this RFP and associated Exhibits. The acceptable signature format is specified in Section 5, Proposal Format. Any alteration of the Agreement Cover Letter by a Bidder will result in rejection of its proposal.

Failure to submit a completed, signed Agreement Cover Letter with the proposal will result in the proposal being considered non-responsive.

Delivery of Proposal Bidder must submit their proposal as required in Section 5, Proposal Format. Any risks associated with delivery of proposal, including, but not limited to, untimely delivery, undelivered email, etc., is the responsibility of the Bidder.

Withdrawal and Resubmission/Modification of Proposals A Bidder may withdraw its Final Proposal at any time prior to the Final Proposal due date and time specified in Exhibit G, Key Action Dates, by submitting a notification of withdrawal signed by authorized personnel on the Agreement Cover Letter. The Bidder may submit a new or modified Proposal prior to the proposal submission date and time. Modifications offered in any other manner, oral or written, will not be considered. Should a Bidder submit multiple emails and no notification of withdrawal by the proposal due date and time, DGS-PD will deem the last received submittal as the final to be evaluated. Proposals cannot be withdrawn after the date and time of the Final Submission of Proposal due date.

Rejection of Proposals DGS-PD may reject any or all proposals and may waive any immaterial deviation or defect in a proposal. DGS-PD's waiver of any immaterial deviation or defect shall in no way modify the RFP or excuse the Bidder from full compliance with the RFP specifications, if awarded the contract.

Evaluation and Selection Process

General Proposals will be evaluated in accordance with Section 6, Evaluation.

Evaluation Questions During the evaluation and selection process, DGS-PD may request the Bidder's representative to answer specific questions in writing to clarify its submitted information but will not allow the Bidder to change its proposal.

DGS-PD requires assurance that the Bidder selected has all the resources to successfully perform. These include but are not limited to personnel with the skills required; financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, DGS-PD is unable to assure itself of the Bidder's ability to perform under the Contract if awarded, DGS-PD has the option of requesting from the Bidder any information that it deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be notified and will be permitted three (3) business days to submit the requested information. At its sole discretion, DGS-PD reserves the right to extend the Bidder response time to submit the requested information.

Errors in the Final Proposals An error in the proposal may be cause for rejection of the proposal; however, DGS-PD may, at its sole option, correct obvious clerical errors, and arithmetic errors. If the Bidder's intent is clearly established based on review of the complete proposal submittal, DGS-PD may, at its sole option, correct an error based on that established intent. Bidders are cautioned to not rely on DGS-PD to discover and report to the Bidder any defects and/or errors in the submitted documents.

Notice of Intent to Award Award of a contract, if made, will be in accordance with Section 6, Evaluation, to a responsible Bidder whose final proposal complies with all the requirements of the RFP and any addenda thereto, except for such immaterial defects as may be waived by DGS-PD.

A Notice of Intent to Award will be publicly posted on the DGS-PD webpage and sent via email to any Bidder who submits a written request for notice and provides an email.

1. Award Protests During the protest period, any participating Bidder may protest the proposed award on the grounds that the State failed to follow the procedures specified in either subdivision (b) or (c) of Public Contract Code 10344. Bidders shall submit protests to both DGS-PD and the Department of General Services, Office of Legal Services (DGS-OLS) within five (5) business days of the Notice of Intent to Award. Bidders may submit any protest electronically by email, or by certified or registered mail to both:

DEPARTMENT OF GENERAL SERVICES

PD/TAU

DEPARTMENT OF GENERAL SERVICES

OFFICE OF LEGAL SERVICES

Attn: Procurement Official 707 3rd Street, 2nd Floor West Sacramento, CA 95605 Email: TAU@dgs.ca.gov Attention: Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

Within five (5) calendar days after filing the initial protest, the protestant shall file with DGS-OLS and DGS-PD a detailed statement specifying the grounds for the protest.

NOTE: The burden is on the protestant to ensure the protest and detailed statements are received timely. Protestants are strongly encouraged to submit protest electronically rather than risk delays through US mail.

1. Debriefing At the request of the Bidder, a debriefing may be held after contract award to receive specific information concerning the evaluation. The discussion may be based on the administrative, technical, and cost evaluations of the Bidder's proposal. A debriefing is not the forum to challenge the RFP specifications, requirements, or a contract award.

Section 3 – Proposing Requirements This section contains administrative and technical requirements for this RFP. Cost requirements are outlined in RFP Section 4, Cost. Bidders must submit required forms as specified in RFP Section 5, Proposal Format.

3.1 Administrative Requirements

Bidders must meet the following administrative requirements:

1.1.1 Narrative Response (M)

The RFP includes some administrative items that require a narrative response. Those items have been listed on Exhibit H, Narrative Response. Bidders are to provide narrative responses on Exhibit H, Narrative Response (unless otherwise stated) for the items requested. If necessary, Bidders may add attachments to the exhibit to further explain its response. Exhibit H, Narrative Response must be submitted with the Bidder’s Final Proposal.

1.1.2 Darfur Contracting Act (M)

Bidders are required to submit a completed Darfur Contracting Act form.

The completed form may be submitted with their proposal or within five (5) business days after request by the State, if its company currently or within the previous three (3) years has had business activities or other operations outside of the United States. If a Bidder has not conducted business outside of the United States in the last three (3) years, this section does not apply.

1.1.3 California Civil Rights Laws Certification (M)

Bidders are required to submit a completed California Civil Rights Laws Certification with their proposal. Failure to submit this completed form with the proposal will result in the proposal being considered non-responsive.

1.1.4 California Iran Contracting Act (M)

Bidders are required to submit a completed Iran Contracting Act Certification with their proposal. Failure to submit this completed form with the proposal will result in the proposal being considered non-responsive.

1.1.5 Federal Debarment Certification (M)

Expenditures from the contract resulting from the RFP may involve Federal funds. Bidders must submit a completed Federal Debarment Certification form. The completed form may be submitted with their proposal or within five (5) business days after request by the State.

1.1.6 General Terms and Conditions (GTC 02/2025) (M)

Exhibit C, General Terms and Conditions (GTC 02/2025) will be included in the Agreement by reference to Internet site (https://www.dgs.ca.gov/OLS/Resources/Page Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract- Language). DGS does not accept alternate Agreement language from a proposer. A proposal with such language will be considered a counter proposal and will be rejected.

1.1.7 Contractor Certification Clauses (M)

Bidders are required to submit a complete Exhibit D, Contractor Certification Clauses (CCC 04/2017). The completed form may be submitted with their proposal or within five (5) business days after request by the State. Failure to submit this completed form with the proposal will result in the proposal being considered non-responsive.

1.1.8 Prohibition of Delinquent Taxpayers (M)

PCC section 10295.4 prohibits the State from entering into an Contract for goods or services with any taxpayer, whose name appears on either list maintained by the California Department of Tax and Fee Administration (CDTFA) website and the Franchise Tax Board (FTB) website pursuant to Revenue and Taxation Code sections 7063 and 19195, respectively, of the five hundred (500) largest tax delinquencies. PCC section 10295.4 provides no exceptions to these prohibitions. By submitting a proposal, the Bidder certifies that it is not included on either the CDTFA list or the FTB list.

1.1.9 California Secretary of State Certification (M)

If Bidder is a Corporation, Limited Liability Company (LLC), Limited Liability Partnership (LLP), or a Limited Partnership (LP), Bidder must be registered with the California Secretary of State (SOS) and in “Active” status, at time of proposal submission. Bidders must identify their SOS entity number on Exhibit H, Narrative Response, if applicable.

If Bidder is “doing business as" (dba), whereas the name under which they operate its business differs from its legal, registered name, the Bidder must provide a Fictitious Business Name (FBN) filing. If dba is listed on the SOS certification, no FBN is needed. DGS-PD reserves the right to request clarification.

1.1.10 Payee Data Record Form (STD. 204) (M)

Prior to award, Bidders must complete and submit a Payee Data Record (STD 204) within five (5) business days of request by the State.

1.1.11 Executive Order N-6-22 – Russia Sanctions (M)

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

1.1.12 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, while balancing the risks of these technologies.

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

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder/Offeror of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

Bidder shall indicate on Exhibit H – Narrative Response if the Bidder intends to provide GenAI as a deliverable to the State or intends to complete all or a portion of any deliverable that has material impacts as specified above. If a response is not included in the bid response, Bidder shall provide it within five (5) working days after request from the State. Failure to submit the required information will result in the bid being considered non-responsive.

1.1.13 Insurance Requirements (M)

A successful Bidder awarded a contract must maintain in force applicable insurance in accordance with Exhibit F, Insurance Requirements.

1.1.14 Socioeconomic Programs (NMS)

This solicitation may contain the following socioeconomic requirements and/or optional Bidder preferences and incentives. Points will be allocated in accordance with Section 6, Evaluation.

All certified firms must perform a “commercially useful function” in the performance of the contract as defined in Government Code (GC) section 14837(d)(4).

If claiming SB and/or DVBE participation, the relevant Bidder and/or subcontractor must be certified by California as a SB and/or DVBE. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. PT on the proposal due date, and the OSDS must be able to approve the application as submitted.

1.1.14.1 Disabled Veteran Business Enterprise (DVBE) Program Requirements and Incentive The DVBE Program participation requirement and DVBE Incentive have been waived for this RFP, therefore, this RFP does not include a goal or incentive. However, DVBE firms are encouraged to participate.

1.1.14.2 Small Business Preference (NMS)

A 5 percent proposal preference is available to Bidders certified as a small business in accordance with Government Code (GC) section 14835 et seq. Bidders claiming the small business preference must be certified by California as a small business. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. PT on the proposal due date, and the OSDS must be able to approve the application as submitted. The Small Business regulations concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals can be viewed in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, section 1896 et seq.)

Bidders claiming the Small Business preference must include the Bidder Declaration Form (GSPD-05-105) in their proposal.

1.1.14.3 Small Business Nonprofit Veteran Services Agencies (SB/NVSA) SB/NVSA prime Bidders meeting requirements specified in the Military and Veterans Code (MVC) section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5 percent small business preference. If applicable, claim the preference on Exhibit H, Narrative Response. SB/NVSAs claiming the small business preference must possess certification by California prior to the day and time proposals are due. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

1.1.14.4 Non-Small Business Subcontractor Preference (NMS)

A non-small business (non-SB) may receive a preference of 5 percent if the business commits to subcontract at least 25 percent per contract with one (1) or more small businesses or microbusinesses.

If applicable, claim the preference on Exhibit H, Narrative Response and include the Bidder Declaration Form (GSPD-05-105) in the proposal. Bidders who are claiming a non-SB Subcontracting preference must identify certified SB(s) Subcontractors.

Bidders who commit to subcontracting a percentage to SBs shall do so for each User Agreement and must do so for the entire term of the contract. Failure to maintain SB subcontracting percentages may result in termination of the contract.

Bidder understands and agrees that, should award of this contract be based in part on their commitment to use the SB subcontractor(s) identified in their proposal, per 2 CCR Section 1896.10, a SB subcontractor may only be replaced if the Bidder submits a request in writing to DGS. The substitution request must include at least the following:

1) An explanation of the reason for the substitution.

2) The Bidder must substitute a small business with another small business. However, if the small business substitution cannot occur, the Bidder must include a written justification and the steps that were taken to try to acquire a new small business subcontractor and how that portion of the contract will be fulfilled.

3) A description of the work to be performed, identified both as a task(s) and as a dollar amount or percentage of the overall contract that the substituted business will perform. The substituted business(es), if approved, shall be required to perform a commercially useful function in the contract as defined in 2 CCR Section 1896.15.

The request for substitution of a small business and DGS’s approval or disapproval cannot be used as an excuse for noncompliance with any other provision of law, including but not limited to, the Subletting and Subcontracting Fair Practices Act (Public Contract Code Section 4100 et seq) or any other contract requirements relating to substitution of subcontractors.

Failure of the Bidder to subcontract with the small businesses listed on its proposal to the State or follow these substitution rules may be grounds for DGS to apply such sanctions as Government Code Sections 14842 and 14842.5 and as State law permits. In the event such sanctions are imposed, the Bidder shall be notified in writing and entitled to a hearing pursuant to 2 CCR Sections 1896.18 and 1896.20.

Pursuant to Government Code 14841, upon completion of the contract for which a commitment to achieve SB participation was made, the Contractor shall report to the awarding department the actual percentage of SB participation that was achieved.

1.1.14.5 Target Area Contract Preference Act (TACPA) Preference (NMS) This solicitation provides for the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the proposal.

Bidders desiring to claim the TACPA preference are encouraged to carefully review the following instructions and required forms:

· Target Area Contract Preference Act Preference Request for Goods and Services Solicitation form Std. 830 (https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf)

· Manufacturer’s Summary of Contract Activities and Labor Hours, form DGS/PD 525 (https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf )

· Bidder’s Summary of Contract Activities and Labor Hours, form DGS/PD 526 (https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf)

If a Bidder is claiming the TACPA preference, they must indicate it on Exhibit H, Narrative Response. Bidders must complete and submit all applicable TACPA program forms with their proposal or within five (5) working days of request from the State to be considered for a preference. The State may request additional or missing information to determine eligibility. The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the proposal. This may include, but is not limited to, information from Bidders, manufacturers, subcontractors, and any other sources available at the time of proposal evaluation. A Bidder’s refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State’s request, may result in the denial of the preferences requested.

Contracts awarded with the applied preference will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce the preference program.

Any questions regarding the TACPA preference should be directed to TACPA@dgs.ca.gov.

3.1.15 Commercially Useful Function (CUF) (M)

Bidders and/or subcontractors who have a California certification for one (1) or more of the socio-economic programs (i.e., DVBE or small business), must perform a commercially useful function in the resulting contract. CUF is defined in the Military and Veterans Code Section 999(b)(5)(B) for DVBE and in the Government Code Section 14837(d)(4)(A) for small business as consisting of all of the following:

A Contractor, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation.

At the State’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the proposal.

3.1.16 Subcontractors/Declaration Form (M)

*If a Bidder proposes the use of a subcontractor for a portion of the contract, the Bidder agrees that all requirements will be adhered to and that requirements will apply to subcontractors even if subcontractor concurrence is not specifically defined. All subcontractors must comply fully with the administrative and technical requirements that are applicable with the portion of the work being delegated to the subcontractor.

Bidders awarded a contract are contractually obligated to use the proposed subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. The Contractor must have written agreement from the State prior to replacement or substitution of any subcontractor.

The Bidder shall include any vehicle types that will be subcontracted and the process on how the subcontractor(s) will be utilized to handle those vehicle types to User Agencies at all Participating Locations, including how reservations and billing will be performed on Exhibit I, Technical Questionnaire*

Bidder shall complete and submit the Bidder Declaration Form (GSPD-05-105) with their proposal. Use of any subcontractor(s) is subject to pre-approval by DGS.

3.1.17 *Notice of Subcontractors (M) Upon award to a Contractor, notice shall be given by the State to the subcontractors listed in the Bidder Declaration Form of their participation in the contract. Notification to the subcontractor by the prime Contractor is encouraged immediately after award of an RFP.*

1.2 Technical Requirements (M)

*09/10/2025*

1.2.1 Services (MS)

This RFP requires Bidders to submit a proposal meeting all requirements as described in the RFP and associated Exhibits. All requirements listed within Section 3, Proposing Requirements, shall apply to all categories unless otherwise noted.

Bidders shall propose solutions for the Vehicle Class Type (VCT) - Core Vehicles and Revenue Share categories. Bidders are not required to propose a solution for VCT Non-Core Vehicles category.

· Category – VCT - Core Vehicles (national/domestic)

· Category – VCT - Non-Core Vehicles (national/domestic)

· Category – Revenue Share (national/domestic and international)

Attachment B-1, Rate Workbook must be completed in accordance with Section 4, Cost and submitted in accordance with Section 5, Proposal Format.

1.2.2 VCT – Core Vehicles (national/domestic) (MS)

Bidders must enter a Daily, Weekly, and Monthly Rate on Attachment B-1 Rate Workbook for all 21 VCT – Core Vehicles.

Bidder’s proposed rates will be evaluated in accordance with Section 6. Evaluation.

3.2.3 VCT - Non-Core Vehicles (national/domestic) (NMS)

VCT – Non-Core Vehicles are vehicles that are within the scope of the contract but not included in the list of VCT – Core Vehicles. The VCT – Non-Core Vehicles category is a non-mandatory scored category. Bidders are not required to offer non-core vehicles to be considered compliant.

Bidders who offer vehicles in this category will be eligible for points as follows:

1.

0.

0. Number of VCT – Non-Core Vehicles (NMS) Bidders will be eligible for points for the number of VCT – Non-Core Vehicles offered. Bidders shall complete the Standard Daily Rate for each VCT Non-Core vehicle your company can offer nationally/domestically. Bidders should indicate N/A for non-core vehicles Bidder is not offering. Points for the number of VCT – Non-Core vehicles offered will be applied in accordance with Section 6. Evaluation. Non-core vehicles without a Standard Daily Rate or N/A, will be addressed as if they are not being offered.

0. Percentage Off Standard Daily Rate–VCT– Non-Core Vehicles (NMS) Bidders will be eligible for points for the percentage off the Standard Daily Rate for VCT – Non-Core Vehicles. If offering non-core vehicles, Bidders shall enter one Percentage Off Standard Daily Rate amount in the Percentage Off Standard Daily Rate cell at the top of the spreadsheet in Attachment B-1, Rate Workbook, VCT (Non-Core Vehicles). That percentage will auto-populate for all other Percentage Off Standard Daily Rate cells in the spreadsheet. Bidders are not to offer multiple Percentages Off Standard Daily Rate. The Percentage Off Standard Daily Rate will apply to all VCT Non-core vehicles offered nationally/domestically under the resultant contract.