RFQ_10207079_-_MEO_Diagnostic_and_Reference_Software.pdf

Request for Quotation # 10207079

Mobile Equipment Diagnostic Software

RFQ for SaaS Procurements Page 1 of 11

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

Supplier Instructions: 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. Facsimile machine (fax) quotations will not be accepted. To be considered responsive, the quotation must be received by the RFQ Due Date, and vendor must comply with the Administrative Requirements included in this RFQ.

RFQ Key Action Dates Release Date of RFQ February 12, 2025

Submission of Written Questions February 18, 2025, by 3:00 p.m PT DWR Response to Questions February 20, 2025

RFQ Due Date February 27, 2025, by 3:00 p.m PT

DWR Contact Information DWR Contact Name Peter Czerkies DWR Contact Email Peter.Czerkies@water.ca.gov DWR Contact Phone (916) 902-7601

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 Quantity Part or Item Description

1. 10

Diagnostic and Reference Software for Automotives, Light Trucks, Medium Trucks, and Heavy-Duty Trucks Software for a period of three

(3) years.

• Remote Online Access is required from multiple locations.

• Software must have reference materials for all makes and models up to the current for all classes of vehicle.

Reference Model: Mitchell1 ProDemand Software or similar

☒ If checked, please see attached Scope of Work.

mailto:Peter.Czerkies@water.ca.gov

STATEMENT OF WORK

RFQ 10207079

Exhibit A Page

Mobile Equipment Diagnostic and Reference Software

A. Scope of Services:

Contractor to provide diagnostic and reference software for automotives, light trucks, medium trucks and heavy-duty trucks.

B. State and Contractor Representatives:

DWR Representative Contractor Representative Name: Name:

Phone: Phone:

Email: Email:

Representatives may be changed by written notice to the other party.

C. Contractor’s Deliverables:

1. Provide the following software for a period of three (3) years.

a. Diagnostic and Reference Software for Automotives, Light Trucks, Medium Trucks, and Heavy-Duty Trucks.

b. Software must have reference materials for all makes and models up to the current year for all classes of vehicles.

2. Provide technical support for a period of one year including the following:

a. Telephone, online, and email access for support during standard business hours, Monday to Friday 7am to 5 pm.

b. All maintenance, upgrades, and updates to the software.

3. Remote Online Access is required for 10 Mobile Equipment Office (MEO) shops.

D. Payment Terms:

Payment to be made in advance upon receipt of a DWR approved invoice for the first year only. Future years must be invoiced on an annual basis for the remaining subscription period. Payment terms are as stated on the purchase order – Net 45 days in accordance with Government Code provision.

RFQ for SaaS Procurements Page 2 of 11

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 Small Business (SB) Preferences and/or DVBE incentives are applied.

3. If noted above in the RFQ 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 General Services Procurement Division - Information Technology General Provisions - Cloud Computing Services - GSPD-ITGP (Cloud) (Revised and Effective 11/12/2024), are incorporated herein by reference.

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

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 nondisclosure.

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 to the State.

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

RFQ for SaaS Procurements Page 3 of 11

7. For all prime suppliers that are SB/Disabled Veteran Business Enterprise (DVBE) or are 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 under Administrative Requirements.

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 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 submit a completed form(s) Disabled Veteran Business Enterprise Declaration (STD. 843). The STD. 843 link is in Administrative Requirements section.

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).

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 11

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.

RFQ for SaaS Procurements Page 5 of 11

ADMINISTRATIVE REQUIREMENTS

This RFQ and Supplier’s response will be made a part of the DWR’s procurement file. Any changes to this RFQ, including the Statement of Work (if applicable), shall be cause for rejection. All administrative requirements are Pass/Fail.

Required Forms

1. Completed DWR RFQ Cover Sheet (Attachment 1)

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

• Reference to the RFQ Number

• Manufacture or Vendor Part Number

• Quantity

• Description

• Unit Price

• Extended Price

• Software License/Maintenance Term Dates, if applicable

• UNSPSC Number, if available

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

4. GenAI Disclosure & Factsheet, STD 1000 (Attachment 3) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

If Applicable Forms

5. DVBE Declarations, DGS PD 843 (Required when claiming DVBE Incentive) http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

6. 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

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

RFQ for SaaS Procurements Page 6 of 11

DWR RFQ Cover Sheet Attachment 1 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. All documents have been provided per the Administrative Requirement page of this RFQ:

☐ Yes ☐ No

12. Principal who is authorized to bind the Supplier:

Typed Name Title

Original Signature Date

Request for Quotation # Click here to enter unique RFQ #. Attachment 2

Click here to enter RFQ title.

RFQ for IT Goods $10,000 to $100,000 Page 7 of 11

Request for Quotation # Click here to enter unique RFQ #. Attachment 2

Click here to enter RFQ title.

RFQ for IT Goods $10,000 to $100,000 Page 8 of 11

Request for Quotation # Click here to enter unique RFQ #.

Click here to enter RFQ title. Attachment 3

RFQ for IT Goods $10,000 to $100,000 Page 9 of 11

RFQ for IT Goods $10,000 to $100,000 Page 10 of 11

RFQ for IT Goods $10,000 to $100,000 Page 11 of 11