RFQ___10200207_-_CIP_LMS.pdf

Request for Quotation # 10200207

Critical Infrastructure Protection Learning Management System

RFQ for SaaS procurements Page 1 of 17

C A L I F O R N I A D E P A R T M E N T O F W A T E R R E S O U R C E S

Instructions to Supplier: Please review this Request for Quotation (RFQ) and submit a quotation to the Department of Water Resources (DWR) Contact listed below. A scanned and emailed PDF of your submission is acceptable and preferred. Fax machine quotations will not be accepted.

To be considered responsive, the quotation must be received by the RFQ Due Date, and the Administrative Requirements below the General Information must be included in the Supplier’s submitted quotation.

Key Action Dates Release of RFQ November 7, 2024

Submission of written questions November 12, 2024 by 12:00 p.m.

DWR response to questions November 13, 2024

RFQ Due Date November 27, 2024 by 12:00 p.m.

DWR Contact Information DWR Contact Name Brittany Dell’Aringa DWR Contact Email Brittany.DellAringa@water.ca.gov DWR Contact Phone (916) 902-6791

Items Requested for Quotation: Please provide a quotation on your company’s official business letterhead with all items on the quotation listed in the same order as below.

Item Qty Description

All required minimum specifications for this RFQ are listed in Attachment 5, Mandatory Requirements.

1. 1 Year 1: Online Training CIP-004 R2.1 (over 1,000 personnel)

2. 1 Year 2: Online Training CIP-004 R2.1 (over 1,000 personnel)

3. 1 Year 3: Online Training CIP-004 R2.1 (over 1,000 personnel) 4.

5.

6.

7.

☒ Please see attached Exhibit A, Scope of Work

☒ Please see attached Attachment 5, Mandatory Requirements

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GENERAL INFORMATION

1. DWR reserves the right to determine the successful quotations(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in DWR’s RFQ. Unless the Supplier specifies otherwise in its quotation, DWR may accept any item or groups of items of any quotation. DWR reserves the right to modify or cancel, in whole or in part, its RFQ at any time.

2. Award of the Purchase Order (PO) will be made to the Supplier that meets all of the Administrative Requirements stated below and provides the lowest net cost quotation after SB Preferences and/or DVBE incentives are applied.

3. If noted above in the Administrative Key Action Dates, Questions for this RFQ must be emailed to the DWR Contact shown above. No telephone responses are allowed. DWR may seek clarification for any question received.

4. Bidder Instructions (GSPD-451), revised and effective 11/09/11, will be incorporated in the PO by reference:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/GSPD/Bidders-Instructions.ashx.

5. State Provisions for this RFQ

a) Cloud Computing – Software as a Service (SaaS) General Provisions (DGS PD-401 IT

Cloud Computing SaaS), revised and effective 6/21/2022, will be incorporated and made part of the PO by reference.

b) The Cloud Computing Special Provisions for Software as a Service (SaaS), revised 03/01/18 and effective 03/15/18, will be incorporated and made part of the PO by reference unless specifically modified and attached hereto.

State Provisions Link:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/Required-Language-for-Solicitations-and-Contracts

No other terms, conditions, policies, or general provisions from the Supplier are applicable or operative. A quotation that includes a Supplier’s policy, terms, and/or conditions may be rejected

6. Generative Artificial Intelligence (Gen Ai) Disclosure 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.

Bidder/Offeror/Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder/Offeror/Contractor.

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder/Offeror/Contractor.

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/GSPD/Bidders-Instructions.ashx https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts

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

Upon receipt of a Bidder/Offeror/Contractor GenAI Reporting and Factsheet (STD 1000), 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 state.

7. For all suppliers using subcontractors when responding to this RFQ, a Bidder Declaration (GSPD-05-105) must be completed and included with the RFQ response. Suppliers must identify all subcontractors proposed for participation in the contract. Suppliers awarded a PO as a result of a RFQ are contractually obligated to use the subcontractors for the corresponding work identified unless DWR agrees to a substitution and it is incorporated by amendment to the PO. The GSPD-05-105 form link is included in the Administrative Requirements section.

8. California-certified small business suppliers will be given a five percent (5%) preference for bid evaluation purposes only.

In addition, a five percent (5%) bid preference is available to a non-small business claiming 25 percent (25%) California-certified small business subcontractor participation. Suppliers claiming this preference must be certified by California as a small business or must commit to subcontract at least 25 percent (25%) of the net bid price with one or more California-certified small businesses.

Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime Suppliers meeting requirements specified in the Military and Veterans Code § 999.50, et seq. and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference.

9. California-certified Disabled Veteran Business Enterprise (DVBE) suppliers and/or suppliers who provide DVBE participation will be given an incentive, in accordance with Military and Veterans Code § 999.5(a). For evaluation purposes only, DWR shall apply an incentive to the quotations that propose California certified DVBE participation as identified on the GSPD-05-105 and confirmed by DWR. The incentive amount for the lowest net cost quotation will vary in conjunction with the percentage of DVBE participation. The following table identifies the percentages that will be used to adjust the net quotation price when calculating the DVBE Incentive:

Confirmed DVBE Participation: DVBE Incentive:

5 percent and Over 5 percent

4 percent – 4.99 percent inclusive 4 percent

3 percent – 3.99 percent inclusive 3 percent

Suppliers responding to this RFQ who have been certified by California as a Disabled Veteran Business Enterprise (DVBE) (or who are offering rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=7.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=7.

RFQ for SaaS procurements Page 4 of 17 submit a completed form(s) Disabled Veteran Business Enterprise Declaration (STD. 843).

The STD. 843 link is in Administrative Requirements item 3.

All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed STD. 843 should be included with the response to a RFQ. At DWR’s option prior to award, contractors responding to a RFQ may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for quotation rejection.

10. In accordance with GC section 14837 and M&VC section 999, all SB and DVBE contractors, subcontractors and suppliers that bid on or participate in a State contract, must perform a Commercially Useful Function (CUF).

11. It is unlawful for any person engaged in business within California to sell or use any article or product as a “loss leader” as defined in section 17030 of the Business and Professions Code.

12. Award of the PO, if made, will be in accordance with the RFQ information on award to a responsible Supplier whose bid complies with all the requirements of the RFQ documents and addenda thereto, except for such immaterial defects as may be waived by DWR.

Award, if made, will be made within 45 days after the scheduled date for PO Award as specified in the RFQ; however, a Supplier may extend the offer beyond 45 days in the event of a delay of award. DWR reserves the right to determine the successful Supplier(s) quotation either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the DWR’s RFQ. Unless the Supplier specifies otherwise in its quotation, DWR may accept any item or group of items of any bid.

DWR reserves the right to modify or cancel in whole or in part it’s RFQ.

13. Any PO awarded for Software-as-a-Service (SaaS) for 12 months or longer will be paid for the first year only and must be invoiced on an annual basis for the remaining subscription period.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=BPC&sectionNum=17030.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=BPC&sectionNum=17030.

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Administrative Requirements (Pass/Fail)

1. Completed DWR RFQ Cover Sheet (Attachment 1)

2. Proprietary sole source Letter

3. Quotation submitted on supplier’s official business letterhead and contain the following:

• Reference to the RFQ Number

• Manufacture or Vendor Part Number

• Description

• Unit Price

• Extended Price

• Software License/Maintenance/SaaS Term Dates, if applicable

4. Bidder Declaration (GSPD-05-105) (Attachment 2) http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

5. GenAI Reporting and Factsheet, STD 1000 (Attachment 3) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

6. Customer/Client References Form (Attachment 4)

7. Mandatory Requirements (Attachment 5)

If Applicable Forms

8. DVBE Declarations, DGS PD 843 (Required for all DVBE prime and subcontractors) http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

9. Payee Data Record, STD. 204 (Required if doing business with DWR the first time) http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

10. Drug Free Workplace Certification, STD. 021 (Required if doing business with DWR the first time) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std021.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std021.pdf

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DWR RFQ Cover Sheet The submission of this quotation does not obligate DWR to fund the proposed PO. If the quotation is approved for funding, a PO will be executed between DWR and the Supplier. When funding is authorized, the Supplier will be expected to adhere to the terms of the executed PO.

The undersigned Supplier hereby proposes to furnish all labor, materials, tools, and equipment to provide goods and services in accordance with the specifications and provisions received with the RFQ.

1. Supplier’s Quote Submission Date:

2. Supplier’s Quote Reference Number:

3. Supplier’s Company Name:

4. Supplier’s Mailing Address:

Street City State Zip Code

5. Supplier’s Contact Person:

6. Telephone: 7. Email:

8. Federal Taxpayer Identification Number:

9. California Seller’s Permit Number:

10. Supplier’s SB/DVBE Certification Number, If applicable:

Check one or both boxes when applicable: ☐Small Business ☐DVBE

11. Principal who is authorized to bind the Supplier:

Typed Name Title

Original Signature Date

Critical Infrastructure Protection Learning Management System Attachment 2

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Critical Infrastructure Protection Learning Management System Attachment 2

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Attachment 3

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STD 1000 Form Link: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

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CUSTOMER/CLIENT REFERENCES

Attachment 4 – Customer/Client References Form

Please attach additional copies of this form to meet the number of references required as stated in this RFQ for Contractor and Proposed Staff. Please check box for who the reference is for.

Contractor/ Name: _________________________________ Note: Refer to Contractor’s Required Qualifications/Experience table for requirement)

Proposed Staff Name: _________________________________ Note: Refer to Proposed Staff’s Required Qualifications/Experience table for requirement).

REFERENCE 1

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number ( ) Dates of Service

Brief Description of Service Provided:

REFERENCE 2

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number ( ) Dates of Service

Brief Description of Service Provided:

REFERENCE 3

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number ( ) Dates of Service

Brief Description of Service Provided:

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EXHIBIT A

STATEMENT OF WORK

I. DESCRIPTION OF SERVICES

Contractor, through their website, will provide an interactive, online Learning Management System (LMS) for Critical Infrastructure Protection (CIP) compliance training to educate Department of Water Resources (DWR) employees and DWR vendors on the required objectives in CIP-004 R2.1.

II. LOCATION OF SERVICES

DWR employees will be able access online CIP training through internet connection from DWR computers to Contractor’s hosting site.

III. CONTRACT MANAGERS

Department of Water Resources (Contractor) Name: Name:

Phone:

Email:

Phone:

Email:

DWR Contract Manager may add additional administrators, as needed.

Contract Managers may be changed by written notice to the other party.

IV. CONTRACTOR’S TASKS AND RESPONSIBILITIES

Contractor to do the following:

A. Provide a North American Electric Reliability Corporation (NERC)-compliant CIP interactive online training solution and immersive learning experience to teach the required objectives in CIP-004 R2.1 to DWR employees, contractors and vendors who have access to CIP Bulk Electrical System (BES) Cyber Assets (CA) or BES Cyber Systems as part of their daily work activities.

B. Host the online training solution on Contractor’s Learning Management System (LMS). The LMS will be used for the administration, documentation, tracking, reporting and delivery of the online training solution to DWR personnel.

C. Allow DWR to upload student data and tracking training enrollments/completions.

D. Upload DWR-specific information into Contractor standard training modules.

E. Provide an individual log-on for over one thousand (1,000) personnel.

F. Provide access to online training via an off premise LMS.

G. Provide knowledge checks that will verify employees’ understanding of the material. A minimum score of seventy percent (70%) is required to pass.

H. Update training material content according to current NERC CIP standards as and when changes occur over the period of the contract.

I. Provide access to training website on a twenty-four (24) hour per day, three hundred sixty-five (365) days per year basis.

J. Notify DWR, as soon as possible (not to exceed twenty-four (24) hours), of any technical issues that prevent access to the training website.

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K. Ensure there is sufficient capacity for training and no degradation in the online training solution response time during the annual refresher training that occurs in every year in October.

V. CAPABILITIES OF CONTRACTOR’S LEARNING MANAGEMENT SYSTEM

Contractor’s LMS will do the following:

A. Allow DWR to run reports and extract data as necessary.

B. Allow DWR the ability to enroll and un-enroll students.

C. Automatically generate a certificate of completion for each student upon completion of training.

D. Provide DWR access to run training completion reports and/or download data to DWR systems.

E. Maintain a permanent record of every student and associated training session.

F. Provide a tracking system that will allow DWR to run detailed reports on CIP Compliance status as well as access student specific data on scores and completion time and date.

G. Allow DWR the ability to upload student information for DWR personnel as part of

Contractor’s onboarding process and as required for new DWR personnel who qualify for CIP training.

H. DWR to provide personnel who will provide administrative rights.

VI. DWR’S TASKS AND RESPONSIBILITIES

DWR administrator to do the following:

A. Provide names of DWR personnel who will have administrative rights.

B. Provide information of DWR personnel who will take online training, including usernames.

DWR personnel to create and manage their own passwords.

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ATTACHMENT 5

MANDATORY REQUIREMENTS

The Bidder must clearly identify they meet the mandatory requirements listed in the table below.

Bids that do not meet the Mandatory Requirements will be deemed non-responsive.

1. The vendor must have a valid business license; or valid business tax certificate issued in the State of California (if applicable).

2. Vendor must submit three (3) references for services performed within the last five (5) years, providing a minimum of three (3) years of online Critical Infrastructure Protection (CIP) training services. One (1) reference should be a Utility or Government Entity (i.e., Federal, State, City, County, etc.) with at least 100 employees. (Attachment 4)

3. Marketing Sample The marketing sample should demonstrate each of the parameters, below:

a. Training Outline

i. Learning modules

a) Subjects covered

ii. Knowledge Testing

a) How it is presented

b) Passing score requirements

b. Training

i. Video of training modules walking through the following:

a) Navigation

b) Content: Presentation and Organization

c) Knowledge Testing

d) Completion

i. Student Notification

c. Learning Management System (LMS)

i. Student management

a) Enrollment

i. Process (User Name, Password, Geographic location of the User)

ii. Student Notification

b) Dis-enrollment

i. Process

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ii. Student Notification

ii. Reports

a) Status

i. Enrolled

ii. In Process

iii. Completed

4. The marketing sample will be evaluated based on the following characteristics:

A. Background, including vendor’s experience and Public Service contracting experience.

B. Function, including compliance, vendor’s Learning Management System (LMS), student management, infrastructure and navigation.

C. Aesthetics, including appearance of the training, content and student engagement.

D. Interactivity, including knowledge testing, reporting and support.

Specification DWR Use Only Comments

A. Background:

Experience - Vendor must have three (3) years of experience providing online CIP training, as described in Ex. A, Scope of Work.

Pass/Fail

Public Service - Vendor must have provided services to at least one (1) Utility or Government Entity (i.e., Federal, State, City, County, etc.) with at least 100 employees in the past five (5) years.

Pass/Fail

B. Function:

Compliance - Training meets the CIP standard by presenting all the CIP-004 training requirements. Training must maintain compliance with current enforceable CIP standards.

Pass/Fail

Vendor Learning Management System (LMS) - Training design meets the CIP standard requirements and supports effective communication of the information and/or message to the intended audience.

Pass/Fail

Student Management – Vendor LMS allows for managing Pass/Fail

RFQ for SaaS procurements Page 17 of 17 students (enrolling, deleting and modifying).

Infrastructure - Vendor must have the technological infrastructure to support a minimum of one hundred (100) simultaneous online training sessions at one time, twenty-four (24) hours a day, seven

(7) days per week with minimal outages.

Pass/Fail

Navigation – Students are able to navigate through the training modules.

Pass/Fail

C. Aesthetics:

Appearance - Training design meets the CIP standard requirements and vendor’s knowledge in online training aesthetics is clearly evident.

Pass/Fail

Content - Training must allow for DWR-specific content to be integrated into existing modules.

Pass/Fail

Student Engagement - Training design is engaging and supports adult learning for the intended audience.

Pass/Fail

D. Interactivity:

Knowledge Testing – Students are tested on CIP-004 standards. Pass/Fail Reporting - LMS allows for compliance with CIP-004 training requirements by allowing for customized reports.

Pass/Fail

Support - Proposing firm must have a customer support system to address training issues within twenty-four (24) hours.

Pass/Fail