RFQ_0495_DPM_Surveillance_Systems.pdf

State of California Department of Forestry and Fire Protection (CAL FIRE) RFQ 0495 DPM Surveillance Systems May 2024

STATE OF CALIFORNIA

Department of ___Forestry and Fire Protection (CAL FIRE)________

Request For Quotation (RFQ) For Telecommunication Goods and

Services

QUOTE DUE DATE:

6/10/24 at 2:00PM, PT

Quotes must be delivered to Chuck Jackson- Kirkpatrick CAL FIRE IT Procurement before 2:00PM on June 10, 2024.

Supplier name and address:

SOLICITATION NO. DATE

. RFQ 0495. 5/24/24

REQUISITION OR CONTROL #

RFQ 0495

Contact:

Phone: Fax:

For further information contact:

Chuck Jackson-Kirkpatrick, IT Procurement

(279) 220-5639 Charles.Jackson-Kirkpatrick@fire.ca.gov

ARE YOU CLAIMING PREFERENCE

AS A SMALL BUSINESS:

YES ________ NO ________

IF YES, MANUFACTURER?

YES ________ NO ________

ARE YOU A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% SMALL

BUSINESS SUBCONTRACTOR

PREFERENCE?

YES ________ NO ________

Name (Print):

Title:

Signature:

_______________________ Date:_______

Federal Employer Identification Number:

Return Quotes to:

Department of Forestry and Fire Protection

(CAL FIRE)

Chuck Jackson-Kirkpatrick, IT Procurement

Charles.Jackson-Kirkpatrick@fire.ca.gov

SECTION 14838 ET SEQ. OF THE CALIFORNIA

GOVERNMENT CODE REQUIRES THAT A 5%

PREFERENCE BE GIVEN TO BIDDERS WHO

QUALIFY AS A SMALL BUSINESS AS A NON-

SMALL BUSINESS CLAIMINIG AT LEAST 25%

CALIFORNIA CERTIFIED SMALL BUSINESS

PARTICIPATION FOR REQUIREMENTS SEE

TITLE 2, CALIFORNIA CODE OF

REGULATIONS SECTION 1896 ET SEQ. THE

REQUIREMENTS FOR NONPROFIT VETERAN

SERVICE AGENCIES QUALIFYING AS A

SMALL BUSINESS ARE CONTAINED IN

SECTION 999.50 ET SEQ. OF THE MILITARY

AND VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

This Request for Quotation is for Dual Purpose Modular (DPM) Surveillance Systems customized for the Department of Forestry and Fire Protection (CAL FIRE) including annual software subscriptions and training.

Requirements, including quote details and cost proposal and all attachments.

Bidder Instructions (GSPD-451) https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf- - Updated November 9, 2011 mailto:Charles.Jackson-Kirkpatrick@fire.ca.gov mailto:Charles.Jackson-Kirkpatrick@fire.ca.gov https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

REQUEST FOR QUOTATION FOR TELECOMMUNICATION GOODS AND SERVICES

I. GENERAL INFORMATION

A. Purpose B. Availability C. Key Action Dates D. Written Questions E. RFQ Response Guidelines F. RFQ Response Content G. Administrative Information

II. EVALUATION INFORMATION

A. Evaluation Process B. Evaluation Criteria C. Award of Contract D. Protest

III. EXHIBITS

EXHIBIT A - Statement of Work (SOW)

1.0 BACKGROUND

2.0 CONTRACT DESCRIPTION

3.0 PERIOD OF PERFORMANCE

4.0 EQUIPMENT DELIVERY SITE

5.0 GOODS AND SERVICES TO BE PROVIDED/PERFORMED

6.0 ACCEPTANCE OF GOODS AND SERVICES

7.0 PERFORMANCE

8.0 CONTRACTOR’S RESPONSIBILITY

9.0 CAL FIRE’S RESPONSIBILITY

10.0 CONTRACTOR LOCATION AND STORAGE OF ELECTRONIC DATA

11.0 CONTRACT TYPE

12.0 SOLUTION MODIFICATION

13.0 UNANTICIPATED TASKS

14.0 SECURITY AND CONFIDENTIALITY

15.0 WARRANTY

16.0 COST OR PRICING DATA

17.0 CHANGE CONTROL/WORK AUTHORIZATION PROCESS

18.0 QUALITY CONTROL/QUALITY ASSURANCE

19.0 TERMINATION

20.0 CONTRACT ADMINISTRATORS

EXHIBIT B - Budget Detail and Payment Provisions EXHIBIT C - Terms and Conditions EXHIBIT D - Special Terms and conditions EXHIBIT E - Cost Worksheet EXHIBIT F - Work Authorization Template Attachment 1 - Cover Letter Attachment 2 - Payee Data Record Form STD. 204 Attachment 3 - Bidder Reference Form Attachment 4 - Confidentiality Statement Attachment 5 - Bidder Declaration Attachment 6 - Commercially Useful Function (CUF) Evaluation Form Attachment 7 - Disabled Veteran Business Enterprise Declaration Attachment 8 - UNRUH/FHEA, California Civil Rights Laws Certification Attachment 9 - Std. 1000 GenAI Disclosure & Factsheet

You are invited to review and respond to this Request for Quotation (RFQ) for Telecommunication Goods and Services, entitled RFQ 0495 Dual Purpose Modular (DPM) Surveillance Systems. In submitting your Quote, you must comply with the instructions found herein. The goods and services required are delineated in Exhibit A, Statement of Work. Please carefully read the documents in its entirety.

Quotes must be received no later than the date and time specified on the face of this RFQ and in Section C.

Key Action Dates. Deliver one (1) soft copy via electronic mail (email) to the Department Contact listed on page one (1) of this RFQ. Hard copies and fax transmittals will NOT be accepted for this RFQ. Under no circumstances shall late deliveries be accepted. All Quotes received after the due date and time shall be returned to the vendor unopened.

I. GENERAL INFORMATION

A. Purpose

This Request for Quotation is for DPM surveillance systems customized for the California Department of Forestry and Fire Protection (CAL FIRE) including annual software subscriptions and training.

B. Availability

The selected Bidder must be able to meet the requirements of this RFQ and provide the equipment within ten (45) business days of the contract award date specified in Section C. Key Action Dates.

C. Key Action Dates

Listed below are the Key Action Dates and Times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ.

Key Action Dates Date Time

1. Release of RFQ 5/24/24

2. Last day to submit written questions 5/30/24 5:00 pm PT

3. Department’s response to written questions 6/3/24 5:00 pm PT

4. Submission of Quotes (by date and time)* 6/10/24 2:00 pm PT

5. Contract Award TBD

*All dates after the Submission of Quotes (date and time) are approximate and may be adjusted as conditions indicate without an addendum to this solicitation.

D. Written Questions

All questions regarding the content of this RFQ must be submitted in writing via email to the Procurement Analyst identified in page one (1) of this RFQ by no later than the Last Day to Submit Written Questions as identified in Section C. Key Action Dates. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

The Questions and Answers (Q & A) set will be posted to CAL eProcure https://caleprocure.ca.gov/pages/index.aspx for bidder’s review.

E. RFQ Response Guidelines

This RFQ and the Bidder’s Quote in response to this document will be made part of the contract.

Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Bidder’s https://caleprocure.ca.gov/pages/index.aspx ability to perform the tasks and activities defined in the Statement of Work. Bidder’s Quote submitted with material deviations from the mandatory requirements listed in the Statement of Work will be deemed non-responsive and therefore disqualified.

Bidders must adhere to the following when submitting a response to the RFQ:

1. The response must have page numbers located at the bottom of each page.

2. Exhibit E - Cost Worksheet must be submitted as a separate excel spreadsheet from the response. If any cost is incorporated in the Bidder’s technical response, this will be considered a material deviation, and the response will be rejected.

F. RFQ Response Content

The following must be submitted in the RFQ response, in the order specified below and CAL FIRE will review each document for completeness as pass or fail. RFQ responses that fail to follow this format may be deemed non-responsive and rejected.

a. EXHIBIT E, Cost Worksheet Bidder must complete the Cost Worksheet that identifies total cost in accordance to Exhibit E. Cost Worksheet.

Sales tax is not to be included in the cost worksheets. If awarded the Contract, sales tax, if applicable should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the goods are to be provided. Refer to the Board of Equalization Regulation 1502 (f) (1) (D).

b. Response to the Statement of Work

1. The Bidder must provide narrative responses for each of the following:

a. Bidder’s proposed solution detailing how all deliverables will be accomplished.

b. Specifications of the Bidder’s surveillance systems meeting and/or exceeding the requirements listed in Exhibit A, Section 5.0 Goods and Services to be Provided/Performed.

c. How the Bidder has demonstrated their ability to provide three (3) similar surveillance systems using Attachment 3 - Bidder Reference Form.

2. The Bidder must list the storage locations for electronic data in the narrative response. Refer to Exhibit A, Section 10.0 Contractor Location and Storage of Electronic Data.

c. Attachment 1, Cover Letter Bidder shall complete and have signed by the individual authorized to bind the company contractually acknowledging that they agree to all the terms and conditions set forth in this RFQ.

d. Attachment 2, Payee Data Record (STD 204) and optional (STD 205) A STD 204 must be completed and signed by an appropriate and authorized individual.

See Attachment 2 – Payee Data Record or obtain through link listed below.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

A STD 205 is required if Bidder’s remittance address is different than the mailing address on the STD 204, complete and submit the Payee Data Record Supplement Form, STD 205 if applicable.

STD 205 Payee Data Record Supplement

e. Attachment 3, Bidder Reference Form The Bidder must submit a minimum of three (3) references to validate experience providing services with similar scope, schedule, and resources to this project.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd205.pdf&data=04%7C01%7Ckristine.vankeuren%40STATE.CA.GOV%7Ce30a331f9dd1456a14c108d8f9f3376e%7C52b26be47f5d4e1cbaed8cf75b7570d5%7C0%7C0%7C637534170461433575%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=AvffAGpU14ub1p8KTkMqXPWxSM6j0VzjwKzXomkTOD0%3D&reserved=0

The Bidder shall complete an Attachment 3 - Bidder Reference Form for each reference. The description of each project must be detailed and comprehensive enough to permit the State to assess the similarity of the projects to the work anticipated in the award of a resulting Agreement.

CAL FIRE reserves the right to contact Bidder references post-submission to verify the information submitted by the Bidder. Consequently, it is advisable for the Bidder to verify the accuracy of their referenced customers' contact details and confirm their availability during the period when CAL FIRE will be conducting reference validation.

f. Attachment 4, Confidentiality Statement The Bidder must complete and sign Attachment 4 - Confidentiality Statement.

g. Attachment 5, Bidder Declaration (GSPD-05-105) All bidders must complete and include the Bidder Declaration form GSPD-05-105. When completing the declaration, all subcontractors proposed for participation in the contract must be identified. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. See Attachment 5 – Bidder Declaration or use link below.

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

h. Attachment 6, Commercial Useful Function (CUF) Evaluation Form Required for Bidders who are Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) Certified SB and/or DVBE. All SB/DVBE Contractors and Subcontractors identified in the response must perform a CUF in the resulting contract. CUF is defined pursuant to MVC section 999(b)(5)(B) and Government Code section 14837(d)(4)(A) for the DVBE and SB programs, respectively. See Attachment 6 - Commercially Useful Function (CUF) Evaluation Form.

i. Attachment 7, Disabled Veteran Business Enterprise Declaration (STD 843) Required for Bidders or Subcontractors who are an OSDS Certified DVBE. All disabled veteran owners and disabled veteran managers of the DVBEs must sign.

See Attachment 7 - Disabled Veteran Business Enterprise Declaration (STD 843) or use link https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

j. Attachment 8, UNRUH/FHEA, California Civil Rights Laws Certification Pursuant to PCC § 2010, a person that submits a bid or proposal or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted, or the contract is renewed. See Attachment 8 – UNRUH/FHEA, California Civil Rights Laws Certification or use link below.

https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS- ATTACHMENT.pdf

k. Attachment 9, Std. 1000 GenAI Disclosure & Factsheet Bidder must complete and submit the Std. 1000 GenAI Disclosure & Factsheet. See Attachment 9 or use the link below.

STD 1000 Generative Artificial Intelligence (GenAI) Disclosure & Factsheet (ca.gov)

l. Attachment 10, California Seller’s Permit Bidder must submit a copy of their California Seller’s Permit as Attachment 10.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=2010.&lawCode=PCC https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

m. Attachment 11, Certification with the Secretary of State If required by law, the Prime Contractor must submit a Certificate of Status from California Secretary of State (SOS), showing Prime Contractor is certified with the SOS to do business in the State of California.

Domestic and foreign Corporations, Limited Liability Companies (LLCs) and Limited Partnerships (LPs) must be registered with the California SOS to be awarded the Contract. The SOS Certificate of Status must be included with the response. The required document(s) may be obtained through the SOS, Certification and Records Unit at (916) 657-5448 or through the following website:

SOS Search.

If the Respondent does not currently have this certification, the firm must be certified before a Contract award can be made and must provide information in the RFQ response to support the status of its application to be certified to do business in the State of California.

For more information, refer to the SOS website at: SOS Website

G. Administrative Information

a. The RFQ and the Bidder’s Response Will be incorporated by reference into the resulting contract.

b. Tiebreaker In the event of a tie between lowest cost or highest scoring Bidders, a coin toss shall be conducted in the presence of witnesses. Bidders will be invited to witness the coin toss, in addition state staff witnesses will also be present.

Note: In the event of a precise tie between suppliers claiming the incentive, the bid of an SB and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also an SB.

c. Public Records Act (PRA) Requests Upon award, all documents submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California PRA (GC § 6250 et.

seq.) and subject to review by the public.

d. Prime Contractor’s DVBE Subcontracting Reporting Requirements Military and Veteran Code (MVC) 999.5(d), 999.7 and GC 14841, and California Code of Regulations (CCR) 1896.78(e) requires all Prime Contractor’s that had a Disabled Veteran Business Enterprise (DVBE) firm perform any element of work for a contract to report DVBE information.

e. Plastic Trash Bag Certification Violations Public Resources Code §42290 et seq. prohibits the State from contracting with any supplier, manufacturer, or wholesaler, and any of its divisions, subsidiaries, or successors that have been determined to be noncompliant to the recycled content plastic trash bag certification requirements.

This includes award of a state contract or subcontract or renewal, extension, or modification of an existing contract or subcontract. Prior to award the State shall ascertain if the intended awardee or proposed subcontractor is a business identified on the current CalRecycle noncompliant list(s). In the event of any doubt of the status or identity of the business in violation, the State will notify the Board of the proposed award and afford the Board the opportunity to advise the State. No award will be made when either the bidder or a subcontractor has been identified either by published list or by advice from the Board, to be in violation of certification requirements.

https://bizfileonline.sos.ca.gov/search/business http://www.sos.ca.gov/business/be/faqs.htm https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14841.&lawCode=GOV https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/SB/Final-SB_DVBE-Regulation-Text.pdf?la=en&hash=905752DB4D5BD9E6D473B2889F5E03A31E17D97C https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42290&lawCode=PRC

f. GC 12990 and Non-Discrimination (not required for services; only purchases):

Any employer who wishes to contract with the State for goods is subject to the provisions of GC 12990 relating to discrimination in employment. Contractors that do not meet the provisions of GC 12990 are not eligible to contract with the State for IT goods. Ineligible contractors are found in the California Regulatory Notice Register. To access the California Regulatory Notice Register, see link below: https://oal.ca.gov/publications/notice_register/

g. Executive Order N-6-22 – Russia Sanctions 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.

h. Security and Data Protection Requirements The CAL FIRE must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8c. By signing Attachment 1 – Cover Letter, the Contractor agrees to comply with Exhibit A, Section 14.0 Security and Confidentiality.

i. TACPA – (Required for contracts that will exceed $100,000.)

The TACPA preference will be granted if this solicitation is an Information Technology (IT) procurement valued at $100,000 and greater. The State will give preferences in accordance with the GC 4530-4535.3, for bidders who are California home based and who qualify for claimed preferences under the Target Area Contract Preference Act (TACPA) by computing and returning the appropriate forms described in the RFP. Where multiple preferences are claimed, the State will verify eligibility for the preferences and evaluate and apply preferences in accordance with the law.

Available evaluation preferences under TACPA are limited to nine percent (9%), five percent (5%) worksite, and one percent (1%) up to four percent (4%) workforce of the lowest total proposal price or $50,000.00, whichever is less. The TACPA preference is a dollar preference, applied against the Bidder’s proposed cost, before cost is evaluated and converted to points.

The State will verify Target Area Contract Preference Act (TACPA) preference and apply the TACPA Preference accordingly. The TACPA preference does not apply when the worksite is fixed by the terms of the Contract.

Any questions regarding the TACPA preference should be directed to the Department of General Services, Procurement Division at TACPA@dgs.ca.gov or (916) 375-5000.

Contracts excluded from this Preference Program include construction contracts and contracts with designated worksite. Bidders wishing to take advantage of this preference are required to submit the following applications/forms:

TACPA (Std. 830) TACPA preference request (STD.830).

Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 525) Bidder's Summary of Contract Activities and Labor Hours (goods and services)

Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 526) Manufacturer Summary of Contract Activities and Labor Hours (goods) https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://oal.ca.gov/publications/notice_register/ https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://www.dgs.ca.gov/Resources/SAM/TOC/5300/5305-8 mailto:TACPA@dgs.ca.gov http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

j. DVBE Participation Requirement For the purposed of this solicitation, the DVBE participation requirement has been waived.

k. DVBE Incentive In accordance with Section 999.5(a) of the Military and Veterans Code (MVC) an incentive will be given to respondents who provide DVBE participation. For evaluation purposes only, the CAL FIRE shall apply an incentive based on the amount of DVBE participation obtained above the three percent (3%) requirement as identified on the Bidder Declaration GSPD-05-105, Attachment 5 and confirmed by the CAL FIRE.

If the Bidder is claiming a DVBE incentive, the Bidder must complete Attachment 5 – Bidder Declaration (GSPD-05-105), Attachment 6 – Commercial Useful Function (CUF) Evaluation Form, and Attachment 7 – Disabled Veteran Business Enterprise Declaration (STD. 843).

For awards based on low price, the net quote price of the responsive quote will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net quote price. If the #1 ranked responsive, responsible quote is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses. Incentive percentage is applied to cost points earned by the bidder. The following illustrates the incentive percentage available based on the bidder’s confirmed percent of DVBE participation.

CONFIRMED DVBE

PARTICIPATION OF

DVBE INCENTIVE

5% and above 5%

4% - 4.99% 4%

3% - 3.99% 3%

l. Small Business Regulations The Small Business (SB) regulations pursuant to the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, section 1896 et seq.) concerning the application and calculation of the SB preference, SB certification, responsibilities of SBs, department certification, and appeals can be viewed at (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB DVBE?search=sb%20peference). Access the regulations by clicking on “Notice of Rulemaking” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the DGS Office of SB and DVBE Services (OSDS) at (916) 375-4940.

m. Small Business Preference The respondents claiming the small business preference must be certified by California as a small business. A 5% preference will be available to California certified SB. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 5.

All certified SBs must perform a “commercially useful function” (CUF) in the performance of the contract, as defined in Government Code section 14837(d)(4). See Attachment 6.

Certification applications and required support documents must be submitted to the OSDS no later than 5:00 p.m. on the RFQ due date; and the OSDS must be able to approve the application as submitted. Respondents may contact the OSDS for any information or questions concerning certification.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB%20DVBE?search=sb%20peference

n. Non-SB Subcontracting Preference A 5% preference is also available to a non-small business claiming 25% California certified SB sub-contractor participation. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 5. The form must list all California certified SBs with which you commit to sub-contract with for an amount of at least 25% of the net contract price.

All certified SBs must perform a “commercially useful function” (CUF) in the performance of the contract, as defined in Government Code section 14837(d)(4). See Attachment 6.

o. Small Business Nonprofit Veteran Service Agencies (SB/NVSA) SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section

999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. This preference must be claimed by completing the Bidder Declaration form GSPD-05-105, Attachment 5.

II. EVALUATION INFORMATION

A. Evaluation Process

Each RFQ response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ. The department will evaluate each RFQ response to determine its responsiveness to the requirements.

B. Evaluation Criteria

The overall responsiveness of each RFQ response is based on the complete response from the bidder to the RFQ requirements, including the statement of work for the project. The following sub-sections and criteria will be reviewed by the State’s evaluation team.

1. Administrative Requirements Evaluation Criteria (Pass/Fail)

Example:

Requirement Pass Fail N/A

a. Cover Letter (Attachment 1)

b. Payee Data Record (Attachment 2)

c. Bidder References (Attachment 3)

d. Signed Confidentiality Statement (Attachment 4)

e. Bidder Declaration (Attachment 5)

f. CUF Evaluation Form (Attachment 6)

g. DVBE Declaration (Attachment 7)

h. Civil Rights Laws Certification (Attachment 8)

i. Std. 1000 GenAI Disclosure & Facts (Attachment 9)

j. CA Seller’s Permit (Attachment 10)

k. Business Entity Certification (Attachment 11)

2. Technical Requirements Evaluation Criteria (60 points)

The technical evaluation criteria will be scored on a scale of 0 through 60 based on references, and proposed solution outlined in the Response to the Statement of Work (SOW).

The references and proposed solution will be scored on the following criteria:

a. Completeness of Bidder’s proposed solution detailing how all deliverables will be accomplished. (Up to 20 points)

b. Specifications of the Bidder’s surveillance systems meeting and/or exceeding the requirements listed in Exhibit A, Section 5.0 Goods and Services to be Provided/Performed.

(Up to 20 points)

c. How well the Bidder has demonstrated their ability to provide similar surveillance systems for their three references. Refer to Attachment 3 - Bidder Reference Form. (Up to 20 points)

3. Cost (Exhibit E) (40 points)

Cost will be evaluated at 40 points of the total available points. Quote submittals responsive to all requirements will have their cost evaluated. The required Cost Worksheet will be checked for mathematical accuracy and Cal FIRE reserves the right to make mathematical corrections and/or ask clarifying questions. The Bidders will be evaluated on the total extended cost for both the contracted term and including any optional extension years. All cost lines must be completed.

Each bidder cost score will be calculated based on the ratio of the lowest cost proposal to the bidders cost, multiplied by the maximum number of cost points available (40), as shown in the calculation below:

Lowest Total Cost Bid X Total cost points available Bidder Total Cost

Example: To help illustrate this process, refer to table below, for an example of the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology Example

Bidder Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 40 $400,000

B $350,000 $300,000 X 40 $350,000

C $300,000 $300,000 X 40 $300,000

4. Final Scoring Example

Example:

BIDDER A BIDDER B BIDDER C

Responsive & responsible Yes Yes Yes

Eligible preference None SB None

Technical Score 53 58 56

Score based on price bid 30 34 40

Total Score 83 92 96

Rank 3 2 1

Preference Amount 4.8

Final Score 82 96.8 96

Final Rank 3 1 2

The preference calculation is performed as follows:

1. Identify the total score of the #1 ranked bidder (Bidder C at 96).

2. Determine the preference amount (96 X .05 = 4.8).

3. Add the preference amount to the total score of bids eligible to receive the preference (Bidder B:

82 + 4.8 = 96.8).

The award is to Bidder B in this example.

C. Award of Contract

Award of contract, if made, will be based on best value in accordance with Section II. Evaluation Information to a responsible bidder whose bid complies with all the requirements of the RFQ documents and scores the highest. CAL FIRE will post Intent to Award letter on Cal eProcure, the lobby window at 710 Riverpoint Court, Suite 150, West Sacramento, CA 95605, as well as a copy of the letter will be sent to all Bidders who submitted a response or were invited by CAL FIRE to participate in the solicitation. The Intent to Award letter will be posted 5 days prior to the award in the CAL FIRE IT Headquarters lobby at the address listed above.

D. Protest

Any bidder issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be totally responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedure in the solicitation section on Evaluation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful Contractor” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation, or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Facsimile No.: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but no later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be utilized unless delivered in person, in which case the protester should obtain a receipt of delivery.

III. EXHIBITS

EXHIBIT A - Statement of Work (SOW)

1.0 BACKGROUND

CAL FIRE has a mission critical need and legal responsibility to apprehend serial wildland arsonists. In 2022, CalFire completed over 75 arson arrests, and used surveillance equipment to apprehend the most complex of these cases such as arsonists operating for months/years, or arson events in remote areas.

The Specialized Equipment Unit (SEU) Officers who install and maintain this equipment are also at physical risk when they perform these duties because of the locations where they must be installed--on poles and other places within sight of roadways--and the height above the ground that is required for these installments. Thus, many of our specifications for this purchase are directly related to ease and speed of installation and maintenance to address this additional safety risk. As a State Department involved in Public Safety, employee safety must be paramount in our consideration for every aspect of operations.

Approximately 5 years ago, when the previous camera system was 12-13 years old, CAL FIRE’s security cameras experienced equipment failure at an alarming rate. This caused operational issues within our investigations, as well as for the officers who led them. Additionally, our SEU Law Enforcement officers that installed and performed maintenance on investigation equipment were put at greater risk, as they are required to increase their exposure in the field to maintain a failing system. At this time SEU began testing multiple other systems to determine the optimal replacement for what cameras were previously in place.

SEU determined that the surveillance equipment necessary to support arson investigations required specific capacities, and attributes, and conducted their testing with these capacities and attributes at the forefront of the planning process. A primary consideration was for the equipment to be very generic in appearance to blend into general surroundings, and not be identified as surveillance equipment.

The surveillance equipment also required the ability to continuously record video 24 hours a day for specified periods to capture video evidence that will support subsequent criminal litigation necessary to prosecute apprehended arsonists.

Additionally, this surveillance equipment needed the software to allow an operator to choose between general security video capture, and License Plate Capture (LPC)--day or night on 2 lanes of road at speeds of over 75 miles per hour--and have onboard Automatic License Plate Reader software (ALPR) that integrates seamlessly as an available option on the device. Investigators also required the ability to operate the camera from remote locations such as a personal computer at an office, or within a nearby vehicle.

Integral to officer safety and necessary equipment maintenance was that the system must have modular construction allowing for the repair of key components such as. camera, infrared light, cellular router/modem, to facilitate the repair and/or replacement of system components with the least amount exposure for any risks to our officers.

2.0 CONTRACT DESCRIPTION

This Contract is entered into between the California Department of Forestry and Fire Protection, hereafter referred to as CAL FIRE, and (vendor name) hereafter referred to as Contractor. This contract is for Contractor to provide preconfigured audio/video surveillance equipment with software and support, and training and knowledge transfer to the CAL FIRE Specialized Equipment Unit in Sacramento, CA.

3.0 PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be four (4) years from Month XX, 2024, or upon approval, whichever is later, through Month XX , 2028, with an option to extend for one (1) additional year at the rates evaluated and considered and exercised at the State’s sole discretion. The Contractor is required to contact the CAL FIRE contract administrator prior to the contract completion date. This project has software licensing, or Software-as-a-Service (SaaS), and upon completion of the project, CAL FIRE will move forward on an annual software subscription renewal basis.

The Contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement. Any delivery or performance of services prior to the contract execution shall be considered voluntary on the part of the Contractor and non-compensable.

4.0 EQUIPMENT DELIVERY SITE

The Contractor shall provide the necessary goods to the following address:

CA Department of Forestry & Fire Protection 1450 Expo Pkwy, Ste C Sacramento, CA 95815

Delivery Hours: Monday – Friday 8:00am - 5:00pm. Please call (916) 307-9886 to make arrangement to deliver outside of normal delivery hours. The State reserves the right to modify the delivery address with written notification.

5.0 GOODS AND SERVICES TO BE PROVIDED/PERFORMED

5.1 Phase 1 – Year 1

Contractor shall provide six (6) Dual Purpose Modular surveillance systems with modular system components (light, camera, cellular, router, enclosure, mounts, control board, software, and brackets) that facilitate individual replacement and/or repair while in place at remote locations. Surveillance system will be contained within a durable enclosure with installation facilitated by CALFIRE personnel. The equipment must meet the specifications

a. Equipment Specifications

1. Basic Camera Requirements

a) Equal to or greater than 30 frames per second recording.

b) Equal to or greater than 1/4000 second shutter speed.

c) Pan, Tilt, Zoom capability with 32X zoom.

d) Storage capacity for camera output equal to 28 full days, Min 1Tb storage in SD card format.

e) MJPG, H.264, & H.265 CODECs capable.

2. General Video Capture Requirements

a) General video recording

b) Night video recording

c) Audio recording

d) Real time viewing with audio, that can be turned on/off remotely

3. License Plate Capture (LPC) Requirements

a) LPC video recording

b) LPC night recording

c) LPC at vehicle speeds up to 75mph

d) LPC for two lanes of traffic

4. Controller and Software Requirements

a) Cell signal to internet capabilities that allow remote operation and video monitoring through the camera router software and/or controller.

b) Operable from the transmission range of the camera WiFi signal.

c) Automated License Plate Recording (ALPR) software independent of camera functions (addon).

5. Enclosure and Illumination

a) Infrared lighting for night operation (940nm wavelength) with light sensor to control automatic day/night mode to reduce power usage.

b) Windows that allow camera to record out of three of the four sides.

c) Deployment capable from poles, light standards, structures, windows, vehicles.

d) Powder coated durable heavy duty metal enclosure that can withstand normal weather conditions in the location of the installation.

6. Installation Specific Requirements

a) Input AC: 90-260 V-AC, 50 watts, 50-60Hz.

b) Input DC: 12 V-DC (5A Fused) provided by Battery Pack, Vehicle, or Solar.

c) Standard Protections: Reverse Polarity / short circuit / overload / over voltage / over temperature.

d) Modular system components that facilitate replacement and/or repair (light, camera, cellular, router, enclosure, and brackets).

e) Enclosure: Quick install components to include bracket(s) with tie downs and/or other mechanical means of installation.

f) Enclosure: No heavier than 20 lbs.

g) Enclosure: No larger than 18” (+/- 2”) in dimension of any single measure of height/width/depth.

h) Enclosure: Not to exceed 4.5 ft2 (not including handles/external component attachments).

i) Enclosure: Must have a handle on the top of the enclosure to facilitate install, and/or another sturdy external component that can be used as a handle on the top with a second such component on one side.

b. Software

Each surveillance system shall include one (1) year of License Plate Reader software. For each camera system purchased, the software renewal dates must be added to CAL FIRE’s current annual software subscription renewal term dates.

c. Training and Knowledge Transfer

Upon CAL FIRE’s request, the Contractor shall provide training for installation and setup of the surveillance systems. Training shall be offered by the Contractor through online meetings and self-pace training material. Online training shall be scheduled through Microsoft Teams meetings during business hours of 8:00am to 5:00pm PT. The Contractor shall provide self-pace instructional guides/manuals via hard copies shipped with the surveillance systems or digital copies delivered via email to the CAL FIRE contract administrator.

5.2 Phase 2 – Year 2

During year-two (2) of this agreement, CAL FIRE may purchase up to fifteen (15) Dual Purpose Modular Surveillance Systems with modular system components (light, camera, cellular, router, enclosure, mounts, control board, software, and brackets) upon CAL FIRE approval using Exhibit F - Work Authorization Template at rates specified in Exhibit E - Cost Worksheet. Must meet equipment and software specifications as shown in 5.1. CAL FIRE may purchase additional/replacement accessories and/or software for the surveillance systems at the rates specified in Exhibit E - Cost Worksheet.

5.3 Phase 3 – Year 3

During year-three (3) of this agreement, CAL FIRE may purchase up to fifteen (15) Dual Purpose Modular Surveillance Systems with modular system components (light, camera, cellular, router, enclosure, mounts, control board, software, and brackets) upon CAL FIRE approval using Exhibit F - Work Authorization Template at rates specified in Exhibit E - Cost Worksheet. Must meet equipment and

5.4 Phase 4 – Year 4

During year-four (4) of this agreement, CAL FIRE may purchase up to fifteen (15) Dual Purpose Modular Surveillance Systems with modular system components (light, camera, cellular, router, enclosure, mounts, control board, software, and brackets) upon CAL FIRE approval using Exhibit F - Work Authorization Template at rates specified in Exhibit E - Cost Worksheet. Must meet equipment and

6.0 ACCEPTANCE OF GOODS AND SERVICES

a. It shall be the State’s sole determination as to whether the goods and services identified in this Contract or have been successfully completed and are acceptable. The approval process is outlined in Section 7.0 Performance.

b. Contractor costs related to rework of unacceptable work products shall be costs of Contractor and shall not be billed to Cal FIRE.

c. Contractor shall meet all timelines and deliverable dates, as agreed to in the Contract.

7.0 PERFORMANCE

a. The State will be the sole judge of the acceptability of all work performed and all work products produced by Contractor. Should the work performed, or the products produced by Contractor fail to meet the State conditions, requirements, specifications, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:

b. The State will notify Contractor in writing within five (5) State business days after completion of each phase of service of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by Contractor.

c. Contractor will, within five (5) State business days after initial problem notification, respond to the State by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by Contractor to respond to the State initial problem notification within the required time limits may result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due Contractor for all work accepted prior to termination.

d. The State will, within five (5) State business days after receipt of Contractor’s detailed explanation and/or proposed corrective action plan, notify Contractor in writing whether it accepts or rejects the explanation and/or plan. If the State rejects the explanation and/or plan, Contractor will submit a revised corrective action plan within three (3) State business days of notification of rejection. Failure by Contractor to respond to the State notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due Contractor for all work accepted prior to termination.

e. The State will, within three (3) State business days of receipt of the revised corrective action plan, notify Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by Contractor. Rejection of the revised corrective action plan will result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due Contractor for all work accepted prior to termination.

8.0 CONTRACTOR’S RESPONSIBILITY

Contractor shall provide surveillance systems with the specifications detailed in Section 5.0 Goods and Services to Provided/Performed.

9.0 CAL FIRE’S RESPONSIBILITY

CAL FIRE will provide a representative to inspect any equipment delivered by Contractor and will ensure that the bid specifications have been fulfilled for each unit received. CAL FIRE’s SEU team will be the primary contact and will function as the liaison for the Department when necessary to ensure equipment is maintained and fully functional for use.

10.0 CONTRACTOR LOCATION AND STORAGE OF ELECTRONIC DATA

All IT Services contractors, both the company and all staff working on the contract must reside within the United States (US) and or Canada. All storage of electronic data must be stored within cloud data centers located within the continental US, this includes primary and secondary storage sites.

11.0 CONTRACT TYPE

1. Unless otherwise specified, the Statement of Work shall define and authorize work on a (Fixed Price basis), per Section 5.0 Goods and Services to be Provided/Performed.

2. To the extent that additional work not foreseen at the time this Contract is executed must be accomplished, Work Authorizations change order and or unanticipated task, as described in the Statement of Work, will be the means for defining and authorizing such work on a Fixed Price basis.

12.0 SOLUTION MODIFICATION

The State may request solution modifications, limited to services and the delivery thereof, at any time. Because such changes could significantly affect critical aspects of the work being performed, all changes requested must follow the formal change control process as set forth below to gain approval.

Change Control Process:

1. The following change control process will be used except as superseded by mutual written agreement or other binding procedures:

2. A Change Request (CR) prepared in a form and format acceptable to both the State and the Contractor will be the vehicle for proposing a change using Exhibit F – Work Authorization Template.

3. A CR must describe the requested change; the rationale for the change, and any anticipated effect the change will have on the Contract and/or the work performed under the Contract.

4. The Change Control Board (CCB) will be comprised of the CAL FIRE Project Manager, the Contractor, and various other members of the State project management team. Contractor will serve in a non-voting capacity on the CCB.

5. Upon receipt of a CR, the CCB will engage in a deliberative process to determine whether the change(s) sought by the CR should be pursued by the Project, seeking such input as is necessary…