RFP_Primary_10221453_Digital_Output_and_Finishing_Services.pdf

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF WATER RESOURCES

715 P STREET, 7th FLOOR P.O. BOX 942836

SACRAMENTO, CA 94236-0001

Rev. 7-1-2026

REQUEST FOR PROPOSAL

PRIMARY

Notice to Prospective Firms

August 17, 2026

You are invited to review and respond to this Request for Proposal (RFP) number 10221453 for digital output and finishing services. The anticipated term of this agreement is five (5) years. In submitting your proposal, you must comply with these instructions.

Note that all agreements entered into with the Department of Water Resources, hereinafter referred to as the “State”, incorporates, by reference, the State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) that may be viewed and downloaded at the Department of General Services (DGS) website:

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

If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

The CCC package contains clauses and conditions that may apply to your Agreement and to anyone doing business with the State of California. The Certification will be kept on file in a central location.

Inquiries regarding the processing of this proposal should be referred to Annie Cho at (916) 902-6108.

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to this solicitation.

Sincerely, Carly Cornejo

Carly Cornejo Graphic Design and Mapping Supervisor

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

RFP. No. 10221453

TABLE OF CONTENTS

Page Purpose and Description of Services 4 Proposing Firm Minimum Qualifications 4 Proposal Requirements and Information 5

Proposal Key Action Dates 5

Questions and Answers 6

Work Plan and Work Schedule/Technical Proposal Requirements 6

Cost Proposal Format and Requirements 6

Submission of Proposal 6

Proposal Evaluation and Selection Process 9

Tax Delinquent Status Verification Generative Artificial Intelligence (GenAI) Disclosure

Notice of Intent to Award and Protest 15

Disposition of Proposals 16

Standard Conditions of Service 16

Payee Data Record (Std. 204) 16 Key Employee Policies and Guidelines Notice Acknowledgment (Consultants and Contractors) (DWR 9524a)

Economic Incentive Programs 16

Small Business Preference Programs 17

Disabled Veteran Business Enterprise Program 19

Pending Small Business or Disabled Veteran Business Enterprise Certification Application 22

Proposal Checklist 23

Attachment I – Cost Proposal Worksheet 25

Attachment II – Proposal/Proposing Firm Certification Sheet 31

Completion Instructions for Proposal/Proposing Firm Certification Sheet 32

Attachment III – Proposing Firm References 33 Attachment IV – Darfur Contracting Act Certification Attachment V – Generative Artificial Intelligence (GenAI) Disclosure (DWR 9834)

Attachment VI – Bidder Certification of DVBE Participation (DWR 9526) 37

Attachment VII – DVBE Declaration (DGS PD 843) 38 Attachment VIII – Bidder Declaration (DGS PD 05-105)

Attachment IX – California Civil Rights Laws Attachment

Sample Contract – Standard Agreement (Std. 213) 41

Exhibit A – Scope of Work 42

Exhibit B – Budget Detail and Payment Provisions 46

Exhibit C – General Terms and Conditions 47

Exhibit D – Special Terms and Conditions for Department of Water Resources – Standard Payable (DWR 9544)

Attachment 1 – Recycled Content Certification Form (DWR 9557) 51

Exhibit E – Additional Provisions 53 Attachment 1 – Small Business Subcontractor Payment Certification

(DWR 9683) 57

A. Purpose and Description of Services

Contractor agrees to provide to the State of California, Department of Water Resources (DWR) Digital Output and Finishing Services as described herein.

The Contractor will furnish all labor, materials, equipment and facilities to provide digital output and finishing services for DWR, as required in accordance with the specifications delineated in the Scope of Work and pursuant to work assignments by DWR. These services are necessary to create visual presentation materials that increase the effectiveness of the Department’s water education goals, and to meet the needs of the Governor’s Office, Natural Resources Agency, and our interagency clients.

B. Proposing Firm Minimum Qualifications

The Contractor must be an experienced firm providing professional digital output and finishing services on a full-time commercial basis as its principal business for at least the past three (3) years within the State of California. The Contractor’s production facility must be located within 30 miles of DWR’s Headquarters building at 715 P Street, Sacramento, California. At the time the bid is submitted, the Contractor must have experienced personnel on staff and all necessary equipment in-house to provide the services delineated in the Scope of Work (Exhibit A). The Contractor must maintain such equipment and capabilities throughout the term of the contract.

As part of their bid, the Contractor must submit evidence of such operation in the form of the following documentation:

1. A copy of the Contractor’s business license(s) to confirm three (3) years’ time in business within the State of California. Documentation submitted will be used to substantiate Contractor is a firm that provides digital output and finishing services on a full-time commercial basis as its principal business segment as well as time in business and location of facilities. Documentation deemed inadequate or insufficient to determine information will cause the Contractor to be disqualified from further consideration.

2. Using the Proposing Firm References (Attachment III) form included in this RFP, the Contractor must provide references from six (6) design or architectural firms for whom the Contractor has provided at least $3,000 worth of services similar to those identified in the Cost Proposal Worksheet (Attachment I) within the past five (5) years.

All six references must include a brief description of services provided by the Contractor, a list of in-house equipment used to provide the service, and a copy of the invoice(s) for actual services rendered. References contacted will be asked to rate the overall product and quality control provided.

3. A complete list of primary in-house equipment and capabilities, computer platforms (noting operating systems) and software applications (noting versions), and a File Transfer Protocol (FTP) delivery site address. The list must be included in the submittal package to substantiate ability to facilitate the services required in accordance with the specifications listed in the RFP.

In-house equipment, computer platforms (operating systems), and software applications must include, at a minimum, the following:

a. Equipment

1. Large Format InkJet Plotter with UV Ink (6 color minimum - 52 inches wide)

2. Color Laser Printer (up to 12 inches by 18 inches)

3. Large Format Laminator and Mounter (minimum 60 inches wide)

4. Large Format Flatbed Plotter with UV Ink (6 color minimum - 60 inches wide)

5. Flatbed Router (minimum 60 inches wide)

6. Vinyl Cutter (minimum 60 inches wide)

b. Computer Platforms and Operating Systems

1. Macintosh OS Sequoia 15.7 or newer

2. PC Microsoft Windows 11

c. Software Applications

1. Adobe Acrobat Pro CC 2025 or newer

2. Adobe Photoshop CC 2025 or newer

3. Adobe Illustrator CC 2025 or newer

4. Adobe InDesign CC 2025 or newer

5. Microsoft PowerPoint 2025 or newer

4. Prior to contract award, DWR will conduct an on-site inspection of Contractor’s facility to verify that all equipment and staffing required for providing services under this contract are in place. The list provided by the Contractor will be used by DWR staff when conducting the on-site inspection to substantiate Contractor’s ability to perform services. Contractor’s facility found to be inadequate for providing services may adversely affect Contractor’s scoring in the evaluation process.

Contractor’s equipment found to be insufficient for providing services under this contract will cause the bid to be disqualified from further consideration. All equipment must be operational/operable at the time of the on-site inspection. DWR reserves the right to waive minor deviations on the on-site inspection. (NOTE: Refer to Page 12 for information on the scoring process of on-site inspection).

C. Proposal Requirements and Information

1. PROPOSAL KEY ACTION DATES

All proposing firms must adhere to the following time schedule.

RFP and Sample Assignment available to prospective proposing firms on

Monday, August 17, 2026

Technical questions must be submitted by Monday, August 24, 2026 at 8:00 AM Answers to technical questions will be disseminated by Thursday, August 27, 2026 at 3:30 PM Proposals and Sample Assignment must be received by

Wednesday, September 2, 2026 at 1:00 PM

Anticipated date of proposal opening Thursday, September 10, 2026 at 10:00 AM Anticipated start date of agreement is October 2026

Proposal Openings: Sealed proposals will be publicly opened and read via a TEAMS link. You may participate using the link provided below.

Topic: Public Proposal Opening RFP # 10221453 Digital Output and Finishing Services Time: Thursday, September 10, 2026 at 10:00 AM Join TEAMS Meeting https://teams.microsoft.com/meet/251856125799978?p=B4mFe6ntd0mpvi2KDj

Or by Telephone (audio only):

Dial: (916) 573-2034 Phone Conference ID: 560 457 629#

*Please note that the bid opening via TEAMS will be visual only with no opportunity for questions https://teams.microsoft.com/meet/251856125799978?p=B4mFe6ntd0mpvi2KDj and answers.

2. LOCATION WHERE WORK WILL BE PERFORMED:

The Contractor services facility must be located within thirty (30) miles of DWR Headquarters.

The Services shall be performed at: Contractor’s Facility

3. QUESTIONS AND ANSWERS

Technical questions must be submitted in writing to annie.cho@water.ca.gov and received by DWR on or before 8:00 AM on Monday, August 24, 2026. DWR will provide answers in writing to all potential proposing firms by 3:30 PM on Thursday, August 27, 2026.

4. WORK PLAN AND WORK SCHEDULE/TECHNICAL PROPOSAL REQUIREMENTS

The proposing firm shall develop a work plan or schedule for task completion. If applicable, identify each major task, necessary subtask, and/or specifics by which progress can be measured and payments made. Proposing firms may need to include the following information:

a. Project Personnel: List all personnel who will be working on the project. Include resumes which explain their titles, roles, responsibilities, and qualifications.

b. Facilities and Resources: Explain where the services will be provided and what type of equipment and/or other resources are needed to perform the services.

5. COST PROPOSAL FORMAT AND REQUIREMENTS

The proposing firm shall use the attached Cost Proposal Worksheet (Attachment I) to provide their cost proposal. The Cost Proposal Worksheet shall be submitted in the same envelope as the proposal and as outlined in paragraph a of Submission of Proposal.

6. SUBMISSION OF PROPOSAL

a. Proposals must be submitted by United States Postal Service (USPS) mail, hand delivery, United Parcel Service (UPS), express mail, or Federal Express to:

i. Proposals submitted by USPS must be addressed to:

Department of Water Resources

Attn: Annie Cho P.O. Box 942836

715 P Street Sacramento, CA 94236-0001

ii. Proposals submitted by hand delivery must be given to Contract Specialist Annie Cho on or before 1:00 PM on Wednesday, September 2, 2026. Please coordinate a day and time via phone (916) 902-6108 or e-mail annie.cho@water.ca.gov.

iii. Proposals submitted by UPS, express mail, or Federal Express must be addressed to:

Contract Services

Attn: Annie Cho

Sacramento, CA 95814

b. All proposals must be submitted under sealed cover. The sealed cover must contain all documents listed in the Proposal Checklist. The outside of the sealed cover must be plainly marked with the RFP title and number, must show your firm’s name and address, and must be marked with “DO NOT OPEN.”

i. Package shall contain two separate sealed envelopes.

ii. The first envelope will contain all documents listed under Phase One in the Evaluation and Selection Process section. This envelope shall be marked, “DOCUMENTATION

AND TECHNICAL PROPOSAL.”

iii. The second envelope shall contain the Cost Proposal Worksheet (Attachment I). The envelope shall be marked “COST PROPOSAL”.

iv. Proposals not submitted under sealed cover will be rejected. A minimum of two signed proposals must be submitted. One proposal must be submitted in hard copy. One proposal must be submitted in an electronic format (Word and/or PDF File) on a USB Drive. USB Drives can be returned at the request of the proposing firm once the solicitation is concluded.

v. Quality Sample Assignment

c. Proposals should provide straightforward and concise descriptions of the proposing firm’s ability to satisfy the requirements of this RFP.

d. If the proposal is made under a fictitious name or business title, the actual legal name of the proposing firm must be provided.

e. Due to limited storage space, the proposal package should be prepared using the least expensive method (i.e. cover page with staple in upper left-hand corner, no fancy bindings).

f. All proposals must include original signatures on the following documents: Proposal/Proposing Firm Certification Sheet and any other documents specified in the Proposal Checklist.

g. Proposals not including the documents identified in the Proposal Checklist shall be deemed non-responsive and will be rejected.

h. All proposals are to be sent to DWR within the time frame indicated in the Time Schedule.

Proposals received after the due date and time will be returned unopened to the prospective proposing firm.

i. Proposals must be submitted for the entire service described within the Scope of Work.

Deviations from the specifications will not be considered and will be cause for rejection of the proposal.

j. The State does not accept alternate language from a proposing firm. A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

k. A proposal may be rejected if conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may waive any immaterial deviation in a proposal.

The State's waiver of immaterial defect shall in no way modify the RFP document or excuse the proposing firm from full compliance with the objectives if awarded the Agreement.

l. Costs for developing proposals and preparation of award of the Agreement are entirely the responsibility of the proposing firm and shall not be chargeable to the State of California.

m. This RFP must be signed by an individual who is authorized to bind the proposing firm contractually. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal will be rejected.

n. A proposing firm may modify a proposal after its submission by withdrawal and resubmission before the proposal due date. Modification of a proposal offered in any other manner, oral or written, will not be considered.

o. A proposing firm may withdraw their proposal by submitting a written request to the State for its withdrawal, signed by the proposing firm or an agent authorized in accordance with paragraph n above. A proposing firm may thereafter submit a new proposal before the proposal submission deadline. Proposals may not be withdrawn after the proposal due date. Proposals received after the due date and time will be returned unopened to the prospective proposing firm.

p. DWR may modify the RFP prior to the date fixed for submission of proposals by the issuance of an Addendum to all parties who received a proposal package. This Addendum will also be posted on the State’s eProcurement website found at www.CaleProcure.com.

q. If all proposals are too high, DWR is not required to award an Agreement.

r. The State may reject all proposals if deemed necessary.

s. The proposals submitted, including costs, will become public when DWR has completed its evaluation and announces the responsible proposer who has been given the highest score.

t. Proposing firms are cautioned not to rely on the State during the evaluation to discover and report all defects and errors in the proposal documents. Proposing firms should carefully proof-read documents for errors and adherence to the RFP requirements prior to proposal submittal.

u. Where applicable, the proposing firm should carefully examine the worksite and specifications.

Proposing firm shall investigate the conditions, character, quality of surface, subsurface materials, or obstacles to be encountered. No additions to the Agreement amount will be made because of failure to thoroughly examine the worksite and specifications.

v. More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered. Reasonable grounds for believing that any proposing firm has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that proposing firm. If there is reason for believing that collusion exists among the proposing firm, none of the participants in such collusion will be considered in this or future procurements.

w. Public Proposal Openings may be conducted in person or online. Bid openings conducted online will be done virtually using TEAMS. You may participate using the link provided in the solicitation under Section C Paragraph 1 above.

7. EVALUATION AND SELECTION PROCESS

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. Proposals containing false or misleading statements or providing references that do not support an attribute or condition claimed by the proposing firm may be rejected. If, in the opinion of the State, 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.

c. If, in the opinion of the State, the submitted proposal information is determined to be unbalanced, the State may reject the proposal. An “unbalance proposal” is a proposal that, in the sole discretion of the State, has nominal prices for work item(s) that represent substantive work and/or overly enhanced prices for nominal work item(s).

d. Proposals that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the proposer, may be rejected.

e. The final selection will be made to the lowest monetary responsible proposer achieving a passing score, after application of preferences

f. If there are tied proposals, DWR will draw straws to pick the winning proposing firm. The drawing will be witnessed and documented by two or more DWR employees.

g. The evaluation process will consist of four phases.

i. In Phase One, proposals are reviewed to ensure that all documentation has been submitted in compliance with the requirements of this RFP. DWR will review all of the following documents to determine that each is enclosed and properly completed. Failure to meet these administrative requirements shall cause a proposal to be deemed non-responsive and therefore ineligible for the next step of the RFP evaluation process.

1. Proposal/Proposer Certification Sheet (Attachment II)

2. References (Attachment III) and Invoices

3. Darfur Contracting Certification (Attachment IV)

4. Bidder Declaration (DGS PD 05-105, Attachment VIII)

5. California Civil Rights Laws (Attachment IX)

6. Small Business Certification (when applicable)

7. Completion of DVBE compliance documentation

a) Bidder Certification of DVBE Participation - DWR 9526 (Attachment VI)

b) DVBE Declaration – DGS PD 843 (Attachment VII)

c) Bidder Declaration – DGS PD 05-105 (Attachment VIII)

d) DVBE Certification from DGS/OSDS

e) DWR SB/DVBE Program Manager’s Notification of Compliance (if obtained in advance)

8. Work Plan and Work Schedule/Technical Proposal

9. A copy of the Contractor’s business license(s) to confirm three (3) years’ time in business within the State of California.

10. List of primary in-house equipment, computer platforms and operating systems, software applications and versions, and FTP site delivery address.

ii. Phase Two will consist of an evaluation of a single Quality Sample Assignment. The

Sample Assignment will be posted to CaleProcure on August 17, 2026 as Addendum 1.

You may also view the Sample Assignment using the Box link provided:

https://cadwr.box.com/s/quq8bwbk881xb2x1aozhi4uz55zo5es0. The Sample Assignment must be included with the Bid proposal submission on September 2, 2026.

Failure to include Sample Assignment will be basis of rejection of the proposal. Sample Assignments which meet a score of 90 or more will proceed to Phase 3. Questions regarding the Sample Assignment and Solicitation can be directed to Annie Cho at annie.cho@water.ca.gov by Monday, August 24, 2026 at 8:00 AM. Answers for both the Sample Assignment and Solicitation will be posted to CaleProcure on Thursday, August 27, 2026 at 3:30 PM as Addendum 2.

The Sample Assignment must include the following:

1. Written Output and Finishing Instructions

2. Digital File for Production

3. Digital Proof

Using the written output and finishing instructions and the digital file, the Proposer is required to submit a single quality sample assignment. The sample submitted will represent the level of quality to be expected on a consistent basis for products and services throughout the term of the Agreement. The Proposer must use in-house equipment and personnel to complete this assignment.

The quality sample will be a digital color output that is mounted, laminated, and trimmed.

The digital proof provided by DWR is for quality control. Proposals must score a minimum of 90 points. To determine which proposals meet the minimum requirement for this phase, the finished quality sample assignment will be collectively reviewed and evaluated by DWR Design staff and rated based on the criteria and scoring method described below.

The Proposer that obtains a minimum score of 90 points on the Quality Sample Assignment phase will proceed to Phase Three: On-Site Inspection.

Quality Sample Assignments Rating / Scoring Criteria

Maximum Points

Possible

Actual Points

Awarded

1. Accuracy in following the written output and finishing instructions provided 20

2. The resolution and overall image quality 25

3. Color accuracy and color saturation as per digital proof provided 25

4. Mounting – evenness of adhesion and smoothness/flatness of product 10

5. Lamination – evenness of adhesion to edges and absence of trapped air 10

6. Trim quality – smooth, clean cuts, good judgment and skill in following contours 10

Total 100 https://cadwr.box.com/s/quq8bwbk881xb2x1aozhi4uz55zo5es0

The DWR Evaluation Team will score the submittals based on percentages for levels of quality for each scoring criterion. The percentages will then be translated to points based upon the weight for each particular factor. For example, under “Effective Timeframes,” if a proposing firm’s response is considered “Excellent,” it will receive 9 points (0.9 x 10). The same approach will be used for all categories, except the evaluation Cost Proposal, which is not scored.

Percentage of maximum points Description

Non-Compliant 0%

Fails to address the component or the proposing firm does not describe any experience related to the component.

Poor 30%

Minimally addresses the section, but one or more major considerations of the component are not addressed, or so limited that it results in a low degree of confidence in the proposing firm’s response.

Fair 70%

The response addresses the section, but minor considerations may not be addressed. Acceptable degree of confidence in the proposing firm’s response.

Good 80%

The response fully addresses the section and provides a good quality solution. Good degree of confidence in the proposing firm’s response.

Excellent 90%

All considerations of the section are addressed with a high degree of confidence in the proposing firm’s response.

Outstanding 100%

All considerations of the section are addressed with the highest degree of confidence in the firm’s response or proposed solution. The response exceeds the requirements in providing a superior experience and creative approach.

iii. Phase Three will consist of an on-site inspection. The on-site inspection will enable

DWR staff to further evaluate the bidder’s ability to provide the anticipated services.

When awarding points in this category, DWR staff will consider the following:

On-Site Inspection Rating/Scoring Criteria

Maximum Possible Points

1. Facility and Personnel An examination of the Contractor’s staff performing service under this agreement and facility workspace to ensure ability to accommodate completion of oversized projects and perform services identified on the Cost Proposal Worksheet (Attachment I).

a. Number of trained staff available to handle large volume of work

b. Personnel and vehicles for pick-up and delivery services

c. Workshop area for assembly of oversized projects with a minimum of

10-foot ceiling height

d. Floor space to allow for large tables and assembly of concurrent large projects

e. Adequate lighting and dust free workspace

f. Building access for large equipment/oversized projects/receiving and delivering oversized goods and large quantity of materials

Only the proposers meeting or exceeding the minimum passing score of 90 points on the on-site inspection will proceed to the cost proposal evaluation. DWR will provide notice of the public cost proposal opening to those qualified proposers.

The Contractor must have all experienced personnel and necessary equipment installed and in-house at the time the bid is submitted. Contractor’s equipment found to be insufficient for providing services under this contract will cause the bid to be disqualified from further consideration. All equipment must be in operation/operable at the time of the onsite inspection. The Contractor will maintain such equipment and capabilities throughout the term of the contract.

DWR reserves the right to waive minor deviations for the Onsite Inspection phase.

iv. Phase Four: For the firms meeting or exceeding the minimum score, the Firm’s sealed envelope marked “Cost Envelope” will be opened. At this time, the Small Business (SB) Preferences and DVBE Incentive calculations will be applied as appropriate. The application of the SB Preference and DVBE Incentives may result in the displacement of a previously high scoring firm.

1. SB Preference Calculation

When a certified SB has submitted a qualified proposal and is not the lowest proposing firm, the Department will apply the SB Preference to determine solicitation outcome. Only businesses certified by DGS/OSDS receive five percent (5.0%) calculation preference. If a responsive, responsible firm submitting low cost is already a certified small business, the preference

2. Digital Output and Finishing Equipment An examination of Contractor’s in-house equipment to ensure compliance with DWR’s requirements on Page 5 as specified in item B (Proposing Firm Minimum Qualifications).

3. IT Hardware and Software An examination of Contractor’s computer operating systems and software to ensure compliance with DWR’s requirements on Page 5 as specified in item B (Proposing Firm Minimum Qualifications). The following will also be evaluated:

a. FTP Site for File Transfer

b. Large File Transfer and Storage Capabilities

c. Network Capabilities and File Transfer Capacity

d. Ratio of Work Stations to Operators

e. Processing Power

f. Peripheral Devices

4. Quality Control

a. Review procedures for overall production, quality control, proofing system, and customer service.

5. Administrative Procedures

a. Scheduling and project-tracking procedures

b. Methods of accounting, estimating, and invoicing

c. Methods of archiving project files

d. Access to resources and services provided by outside vendors

Total 100 calculation will not be applied.

Small Business Preference Calculation Example

The SB Preference is calculated by factoring five percent (5.0%) of the lowest proposal of a Non-Small Business (NSB) and subtracting the result from that of the certified SB.

NSB Proposal: $114,000 SB Proposal: $117,000

$114,000 x 0.05 = $ 5,700

SB Proposal: $117,000 Calculation Preference: - $ 5,700 SB Adjusted Proposal Cost $111,300

In the example above, the SB achieves low cost and is in line for award.

2. Disabled Veteran Business Enterprise Incentive Application

When appropriate, application of the DVBE Program Incentive will be applied after the SB Preference is applied and will be factored by the amount of DVBE participation identified by the proposing firm. The net cost proposed by the firm proposing DVBE participation will have their cost proposal reduced by the incentive amount calculated. This may result in the firm achieving low cost placing them in line for solicitation award.

It is possible for an SB firm that is not low cost to become the awarded firm after application of both the SB calculation preference and the DVBE Incentive calculation.

Application of the DVBE Incentive cannot displace the low-cost proposal of a certified SB.

Additional information regarding the DVBE Incentive may be found in Attachment VI of this solicitation.

Allowable Incentive Amounts

When the DVBE program is a required component of the solicitation, the minimum acceptable commitment level is three percent (3.0%). Incentive amounts applied begin at three percent and will not exceed 5 percent.

When the Department waives DVBE program compliance, a firm’s DVBE participation is optional. Firms proposing DVBE participation are eligible to receive a DVBE incentive calculation from one percent (1.0%) to five percent (5.0%). The incentive applied will be at the level of proposed DVBE commitment.

DVBE Incentive Scale 5.0% and Over 5.0% 4.0% - 4.99% inclusive 4.0% 3.0% - 3.99% inclusive 3.0%

2.0% - 2.99% inclusive 2.0% 1.0% - 1.99% inclusive 1.0%

Sample Incentive Application

Proposer

A

B

C

Responsive/Responsible

Yes

Net Proposed Price $100,000 $102,000 $103,000 Rank 1 2 3 Small Business No Yes Yes Eligible Preference $0.00 $5,000 $5,000 DVBE Participation None 3.0% 100% Incentive Amount $0.00 $3,000 $5,000

Adjusted Bid Amount $0.00 $94,000 $93,000 New Rank 3 2 1

8. 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 bid 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 web sites 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 500 Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

9. GENERATIVE ARTIFICIAL INTELLIGENCE (GEN AI) DISCLOSURE

a. 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.

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

4986.2 Definitions for GenAI.

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

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=10295.4.&lawCode=PCC https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

d. Upon notification by a Proposer / 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.

e. 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.

10. NOTICE OF INTENT TO AWARD AND PROTEST

a. A Notice of Intent to Award will be posted on Cal eProcure for five (5) business days. All proposing entities will be officially notified via Cal eProcure that the Notice of Intent to Award is posted.

b. Public inspection of all proposals and score sheets will be allowed after the Notice of Intent to Award has been posted.

c. Contracts shall be awarded only after a Notice of Intent to Award has been posted in a place accessible by the general public, including any internet site identified in this RFP, for five (5) business days.

d. Prior to the award, a proposing firm who claims he/she would have been eligible for the award of the contract, may protest the proposed award if DWR had scored his or her proposal correctly or if DWR had correctly followed the procedures specified in the Public Contract Code.

e. A protestant must meet the burden of proof that DWR has committed a material error in the conduct of the proposal award process.

f. Within five business days of filing the protest, the protestant must submit a detailed written statement of protest if the original protest did not contain the complete grounds for the protest.

g. Both the original protest and/or the detailed statement of protest, if any, must include the RFP number, the name of the State Agency involved, agency contact person, and protestant’s fax number, if any.

h. The protest documents may be sent by regular mail, email, courier, or personal delivery to:

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

AND

Contract Specialist Email Address: annie.cho@water.ca.gov

Upon receipt of the protest, Department of General Services (DGS) shall send the protestant an acknowledgement letter and thereafter communicate with the parties regarding further disposition of the protest.

mailto:OLSProtests@dgs.ca.gov

11. DISPOSITION OF PROPOSALS

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 7920 et seq.) and are subject to review by the public. The State cannot prevent the disclosure of public documents. However, the contents of all proposals, draft proposals, correspondence, agenda, memoranda, working papers, or any other medium that discloses any aspect of a proposing firm’s proposal, shall be held in the strictest confidence until the Notice of Intent to Award is posted. Proposals may be returned at the request and expense of the proposing firm.

D. Standard Conditions of Service

1. Service(s) shall not commence until the Agreement is fully executed and all approvals have been obtained.

2. All performance under the Agreement shall be completed on or before the termination date of the Agreement unless this Agreement is amended to extend the term.

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

E. Payee Data Record

1. The Contractor awarded this Agreement must have completed and submitted form STD 204, Payee Data Record, to determine if the Contractor is subject to a seven percent State Income Tax withholding pursuant to California Revenue and Taxation Code Sections 18662, 18805, and 26131.

2. No payment shall be made unless the Payee Data Record form has been completed and returned to DWR.

F. Key Employee Policies and Guidelines Notice Acknowledgment (Consultants and Contactors)

The selected Contractor awarded this Agreement must complete and submit the form DWR 9524a, Key Employee Policies and Guidelines Notice Acknowledgment. These policies and guidelines communicate expectations for Contractors. Every Contractor or subcontractors employee is expected to read and understand the material contained within. Primary Contractor/subcontractors are responsible to ensure that their employees are aware of and adhere to the policies and guidelines.

G. Economic Incentive Program

Proposing firms may be eligible for additional preferences when their place of business is located within certain economic regions and when they hire persons living and working within those economic regions. Please access the following links to read information about this economic incentive program.

TACPA CONTRACT PREFERENCE

This solicitation contains Target Area Contract Preference Act (TACPA) preference request forms.

Please carefully review the forms and requirements. Proposers are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid.

The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from proposers, manufacturers, subcontractors and any other sources available at the time of the bid evaluation.

Proposer 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 denial of preference requested.

Contracts awarded with applied preferences 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 preference programs. Links to forms and contact information are below.

• TACPA Preference Request (STD 830)

• Manufacturer’s Summary of Contract Activities and Labor Hours (DGS PD 525)

• Bidder’s Summary of Contract Activities and Labor (DGS PD 526)

Any questions regarding the TACPA preference should be directed to DGS-PD Support Services Unit at (916) 375-4609 or TACPA@dgs.ca.gov.

H. Small Business Preference Programs

1. The Small Business Procurement and Contract Act (Government Code (GC) Section 14838 et.

seq.) requires that a fair share of the State’s purchases and contracts for goods, information technology services and construction be placed with a certified small business or micro-business. The Act mandates that state agencies:

a. Establish participation goals,

b. Provide a five percent (5.0%) SB calculation preference, and

c. Provide the opportunity for proposing firms to receive a five percent (5.0%) NSB calculation preference when achieving twenty-five percent (25.0%) SB participation through subcontracted efforts.

Proposing firm which is awarded the contract is committed to paying the stated percentage of the total contract amount (including contract amendments) to the SB subcontractor as declared on form DGS PD 05-105. SB proposers and subcontractors must be certified by DGS/OSDS to participate in SB Preference program.

2. SMALL BUSINESS PREFERENCE

An SB Preference of five percent (5.0%) is used for proposal evaluation purposes when determining a contract award in the following manner:

a. Five percent (5.0%) is computed from the lowest, responsive and responsible cost proposal.

This results in a preference amount.

b. This preference amount is subtracted from the SB firm’s cost proposal.

c. When the calculation results in the SB firm’s proposal being the lowest and having been determined to meet all other proposal specifications, the award is made to the certified small business firm.

3. NON-SMALL BUSINESS PREFERENCE

Under the Small Business Procurement and Contract Act (Government Code section 14835, et seq.), non-small business (NSB) proposing firms may be granted a five percent (5.0%) NSB preference on a proposal evaluation by an awarding department:

https://www.dgs.ca.gov/PD/Search-Results?search=830&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 https://www.dgs.ca.gov/PD/Search-Results?search=525&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 https://www.dgs.ca.gov/PD/Search-Results?search=526&topicCategoryFilters=&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1 mailto:TACPA@dgs.ca.gov https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14838.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14838.&lawCode=GOV

a. If the proposing firm has achieved the minimum required points in Phase One to have cost evaluated in Phase Four;

b. When a responsible NSB firm has submitted a responsive lowest cost proposal pursuant to the evaluation of the solicitation;

c. When the NSB firm has submitted a timely, responsive proposal;

d. When the NSB firm is determined to be a responsible firm; and

e. When the NSB firm identifies OSDS certified SB(s) it commits to subcontract with on required form DGS PD 05-105, Attachment VIII, of the DGS/OSDS certified SB subcontractor(s) with which it commits to subcontract a total of at least twenty-five percent (25.0%) of its net proposal price with one or more OSDS certified SB(s).

4. NON-SMALL BUSINESS PREFERENCE CALCULATION

The non-small business calculation preference five percent (5%) is used for proposal evaluation purposes when determining a contract award in the following manner:

a. Five percent (5.0%) is computed from the lowest, responsive and responsible cost proposal.

This results in a preference amount.

b. The preference amount is subtracted from the proposal of the NSB that is subcontracting a minimum of twenty-five percent (25.0%) of its net price to one or more OSDS certified SB(s).

c. When the calculation results in the NSB firm’s proposal being the lowest, and having been determined to meet all other proposal specifications, the award is made to the NSB firm.

Award is made to Firm B as the low proposer at the proposal of $131,000.

5. TIES BETWEEN CERTIFIED SMALL BUSINESSES AND DVBE BUSINESSES

In the event of a precise tie between the proposal score of an SB and the proposal score of a disabled veteran enterprise, the award shall go to the DVBE firm that is also an SB.

6. MAXIMUM ALLOWABLE PREFERENCES

In no event shall the amount of the SB or NSB subcontractor preferences awarded on a single proposal exceed $50,000, and in no event shall the combined cost of the SB or NSB subcontractor preference and preferences awarded pursuant to any other provision of law exceed $100,000. The five percent (5.0%) calculation preference is used for computation purposes only and does not alter or affect the actual proposal price or the amount of the executed contract. When a certified SB is responsive, responsible, and the highest scored firm, there is no need to compute the SB preference as the SB is already the highest scoring firm.

7. COMMERCIALLY USEFUL FUNCTION (SBs) (Government Code (GC) section 14837(d) (4))

A certified SB, micro-business (MB) contractor, subcontractor or supplier, must meet commercially

Firm A, (Low Cost Proposal), non-small business: $125,000 Firm B, non-small business (subcontracting 25% to a certified small business)

$131,000

Calculation Preference: $125,000 x .05 = $6,250

Firm B $131,000 Subtract calculated preference - $6,250

Adjusted Cost Proposal for Firm B $124,750 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV useful function (CUF) requirements under Government Code (GC) section 14837(d) (4). Selected firms must perform a CUF relevant to this contract.

The term “small business contractor, subcontractor or supplier” means any person or entity that satisfies the ownership (or management) and control requirements in accordance with GC section 14837(d) (4) and provides services or goods that contribute to the fulfillment of the contract requirements by performing a CUF. A person or an entity is deemed to perform a CUF if that person or entity does all of the following:

a. Is responsible for the execution of a distinct element of the work of the contract.

b. Carries out contractual obligations by actually performing, managing, or supervising the work involved.

c. Performs work that is normal for its business services and functions.

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

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

f. Its role is not an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation.

8. PROPOSING FIRM CUF REQUIREMENTS

The Department will determine, to the best of its ability, that your firm meets the criteria above for CUF. In responding to this solicitation, you are confirming that, under GC 14837 (d)(4) above, your business provides goods and/or services meet the definition of CUF. All proposing firms are required to provide CUF documentation using Attachment VIII, Bidder Declaration form DGS PD 05- 105, included in the solicitation document. When completing the declaration, proposing firms must identify all subcontractors proposed for participation in the contract. Any proposing firm awarded a contract is contractually obligated to use the subcontractor for the corresponding work defined unless the State agrees to a substitution.

I. Disabled Veteran Business Enterprise Program

Solicitation is Exempt from DVBE Program Participation The Department of Water Resources has exempted DVBE Program requirements for this solicitation.

However, for those firms voluntarily utilizing DVBE subcontractors, California Code of Regulations (CCR) 1896.99.100, the California DVBE Incentive provides responsive/responsible firms the opportunity to receive additional incentive calculations which DWR has determined to be a minimum participation commitment of three percent (3.0%). The incentive is applied at the time of solicitation cost evaluation when a proposer has identified a California-certified DVBE subcontractor to provide services or commodities in support of the overall contract effort. Application of the DVBE Incentive may not displace a certified small business low proposer.

Please refer to the following forms for program documentation and compliance:

1. DWR 9526, Attachment VI (Bidder Certification of DVBE Participation)

2. DGS PD 843, Attachment VII (DVBE Declarations)

3. DGS PD 05-105, Attachment VIII (Bidder Declaration)

4. DGS/OSDS Certification(s) for proposer and/or subcontractor(s). Proposer and/or subcontractors must be certified by DGS/OSDS to apply for DVBE incentive https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837&lawCode=GOV https://govt.westlaw.com/calregs/Document/IB12922901BF311EE8DA6DAFA82226BB2?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1 https://govt.westlaw.com/calregs/Document/IB12922901BF311EE8DA6DAFA82226BB2?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1

DVBE Incentive is as follows:

DVBE Participation Incentive Percentage (%) 5.0% or over 5.0%

4.0% to 4.99% 4.0% 3.0% to 3.99% 3.0% 2.0% to 2.99% 2.0% 1.0% to 1.99% 1.0%

If you need assistance with finding a certified DVBE subcontractor, you can contact California Department of Veterans Affairs (CalVet) DVBE Program

- https://www.calvet.ca.gov/contact o Phone Number: 800-952-5626 o Email: DVBE@calvet.ca.gov

You can also do a certified vendor search on Cal eProcure:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

1. DWR SB/DVBE PROGRAM MANAGER PRE-REVIEW OF DVBE DOCUMENTATION

The Department’s SB/DVBE Program Manager offers a pre-review of a proposing firm’s DVBE documentation prior to proposal submission. Since non-compliance with the DVBE program is immediate cause for rejection, the State strongly recommends firms interested in submitting a proposal, take advantage of this opportunity to ensure they are fully compliant with DVBE Program participation requirements.

Proposing firms should allow at…