RFQ_15-024_Public_Payphone_FINAL.pdf

STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

REQUEST FOR QUOTATION

EIS 4004-ITGS (Rev. 10/30/2015)

IT GOODS AND SERVICES

QUOTATION INFORMATION

DATE: RESPONSE DUE DATE AND TIME:

February 24, 2016 March 9, 2016 at 3:00 PM

RFQ SOLICITATION NUMBER: ADDENDUM NUMBER:

15-024

SUBMIT RESPONSES TO: AWARD METHOD:

Erin Webber Value Effective

REQUESTOR AND RESPONSE SUBMISSION INFORMATION

CONTACT, PHONE NUMBER, AND EMAIL: DIVISION NAME AND ADDRESS:

Erin Webber

(916) 358-1422 m_ITAcquisitions@cdcr.ca.gov

Enterprise Information Services

Attention: Erin Webber

1940 Birkmont Drive

Rancho Cordova, CA 95742-6401

DELIVERY AND CONVERSION INFORMATION

DELIVERY DATE:

Within Sixty (60) Calendar Days of Purchase Order

CONVERSION DATE::

On or before April 30, 2016

DELIVERY AND TRANSITION LOCATIONS:

Various Statewide– See Statement of Work and Exhibit A-1

SMALL BUSINESS/DISABLED VETERANS BUSINESS ENTERPRISE INFORMATION

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

SB/MB/DVBE Certification Number: _________________________ Expiration Date: _________________________

SUPPLIER INFORMATION

FEDERAL EMPLOYER ID NUMBER:

COMPANY NAME AND ADDRESS: CONTACT, PHONE NUMBER, AND EMAIL:

SUPPLIER SIGNATURE AUTHORIZATION

By virtue of submitting a quote, the Authorized Representative signing this RFQ accepts all terms and conditions expressed herein. Bidder offers and agrees that if this response is accepted within sixty (60) calendar days from the date of opening to furnish all of 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 above and subject to the attached General Provisions.

DECLARATIONS UNDER PENALTY OF PERJURY: By signing below, with inclusion of the date of signature, the Authorized

Representative DECLARES UNDER PENALTY OF PERJURY, under the laws of the State of California as follows: (1)

(STATEMENT OF COMPLIANCE). The Bidder has 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; and (3) if a claim is made for the Small Business preference, the information set forth within is true and correct.

AUTHORIZED REPRESENTITVE: SIGNATURE:

TITLE: DATE:

PHONE #: FAX #:

mailto:m_ITAcquisitions@cdcr.ca.gov

EIS 4004-ITGS (Rev. 10/30/2015)

California Government Code (GC) § 14838 et seq. requires that a 5% preference be given to Bidders who qualify as a Small Business or a Non-Small Business claiming at least 25% California Certified Small Business. For requirements, see California Code of Regulations (CCR), Title 2, § 1896 et seq. The requirements for Nonprofit Veteran Service Agencies qualifying as a Small Business are contained in Military and Veterans Code (MVC) § 999.50 et seq.

If this response is accepted within sixty (60) calendar days following the date the response is due, Bidder offers and agrees 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 General Provisions – Information Technology (GSPD-401IT).

A. AWARD OF CONTRACT

For the purposes of this solicitation, award will be made on the basis of “Value Effective” to the responsive and responsible Bidder meeting all administrative, mandatory qualifications; and technical requirements, terms, and conditions of this solicitation. The State will use the Standard Agreement form (STD 213) for the purchase execution. Attachment 1 is a sample of the STD 213.

Award of contract, if made, will be in accordance with the Request for Quote (RFQ) information on Evaluation to a responsive and responsible Bidder whose bid complies with all the requirements of the RFQ documents and any Addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within sixty (60) business days after the scheduled date for Contract Award as specified in the RFQ;

however, a Bidder may extend the offer beyond sixty (60) business days in the event of a delay of contract award.

The State reserves the right to modify or cancel this RFQ in whole, or in part. See Exhibit A, Statement of Work.

Written and/or electronic notification of the State’s Intent to Award will be made to all Bidders. If a Bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the Bidder will be allowed five (5) business days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

B. EVALUATION CRITERIA

1. ADMINISTRATIVE REQUIREMENTS (Pass/Fail)

Administrative requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Administrative requirements include, but are not limited to:

• Signed RFQ – Information Technology (IT) Services (EIS 4004-ITSC)

• Signed Confidentiality and Non-Disclosure Agreement (see Attachment 2)

• Completed Bidder Declaration (GSPD-05-105) (see page 5, Section G)

• Completed Disabled Veteran Business Enterprise Declarations (STD 843), if applicable (see page 5, Section G)

• Signed Payee Data Record (STD 204) (see page 6, Section L)

• Business Entity Certification and/or Seller’s Permit (see page 8, Section U)

• Two (2) identical response documents (“Master” and “Copy”) and one (1) electronic (CD) bid response submitted in a single sealed envelope (see page 4, Section C)

• Two Cost Worksheets (Exhibit B-1) submitted in separate sealed envelopes (see page 4, see section C)

2. MANDATORY EXPERIENCE (Pass/Fail)

Mandatory requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Mandatory requirements include, but are not limited to:

Describe the Bidder’s form of business (e.g., individual, sole proprietor, corporation, on-profit Corporation, partnership, Limited Liability Company) and detail the name, mailing address, and telephone number of the person the State should contact regarding the proposal.

EIS 4004-ITGS (Rev. 10/30/2015)

Provide a statement of whether there have been any mergers, acquisitions, or sales of the Bidder company within the last ten years, and if so, an explanation providing relevant details.

Provide a statement of whether there is any pending litigation against the Bidder; and if such litigation exists, an attached opinion of counsel as to whether the pending litigation will impair the Bidder’s performance in a contract under this RFQ.

Provide a statement of whether, in the last ten years, the Bidder has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details.

Provide customer references for similar projects representing three of the larger accounts currently serviced by the vendor. Each reference must include:

o The organization name and business address;

o The name, title, telephone number, and email address of the organization contact knowledgeable about the project work; and o A brief description of the service provided and the period of service.

3. CERTIFICATIONS (Pass/Fail)

Certification requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Certification requirements include, but are not limited to:

A copy of a valid certificate of insurance indicating liability insurance in the amount of at least One Million Dollars ($1,000,000)

A statement of whether the Bidder or any individual who shall perform work under the contract has a possible conflict of interest (e.g., employment by the State of California) and, if so, the nature of that conflict.

4. DESIRABLE EXPERIENCE (0-50 Points Possible)

Desirable experience will be given a score from 0-10, based on the content and clarity of items submitted.

Desirable experience includes, but is not limited to:

Brief, descriptive statement indicating the Bidder’s credentials to deliver the services sought under this

RFQ.

Brief description of how long the Bidder has been performing the services required by this RFQ that includes the number of years in business.

Brief description of the organization’s number of employees, client base, and location of offices, including a narrative description of the proposed project team, its members, and organizational structure.

Personnel roster and resumes of key people who shall be assigned by the Bidder to perform duties or services under the contract (include estimated number of hours to be worked on the contract for each person, and the resumes shall detail each individual’s title, education, current position with the Bidder, and employment history) as well as an organizational chart highlighting the key people who shall be assigned to accomplish the work required by this RFQ and illustrating the lines of authority and designate the individual responsible for the completion of each service component and deliverable of the RFQ including a narrative description of the proposed project team, its members, and organizational structure.

Statement of whether the Bidder intends to use subcontractors, and if so, the names and mailing addresses of the committed subcontractors and a description of the score and portions of the work the subcontractors will perform.

EIS 4004-ITGS (Rev. 10/30/2015)

5. COST (0-50 Points Possible)

Each Bidder’s cost score will be calculated based on the ratio of the lowest cost proposal to the Bidder’s cost, multiplied by the maximum number of cost points possible, as shown in the example below:

FORMULA

Lowest Overall Cost Bid x 50 = Bidder Final Cost Score

Bidder Total Cost

EXAMPLE:

25,000 x 50 = 48.07

26,000

C. BID SUBMISSION INSTRUCTIONS

This document is intended to assist bidders with standard instructions for who and where to submit a bid. The Department of Corrections and Rehabilitation makes no warranty that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any submission requirements. If there is a question regarding how to submit a bid, please contact the Procurement Official listed on the first page of the solicitation document.

1. STATE’S OWN BID FORM

Only bids quoted on the Department of Corrections and Rehabilitation’s Request for Quotation form will be accepted. Bids submitted referencing supplier attachments which include legal terms and conditions that conflict with the State’s General Provisions—Information Technology (GSPD-401IT) shall be considered non-responsive and may be rejected.

2. PAPER BID SUBMISSION

Bidders are required to submit two (2) paper bid responses in a separate sealed envelope from the Cost Worksheets (Exhibit B-1). Responses must be submitted by the due date and time identified on the first page of this solicitation. The first paper bid response will be deemed the “Master.” For evaluation purposes, the Master shall be complete and include all of the required bid submittals in order to be deemed responsive to the bid requirements. If the paper bid response is incomplete and/or includes discrepancies, Bidder may be deemed non-responsive and subject to the rejection process. The second bid response will be deemed a “Copy”.

3. SUBMISSION METHODS

a. Approved Submission Methods

Bidders may hand-deliver or submit their paper bid via US Postal Service or any courier service (e.g., FedEx, UPS). Identify all bid packages by clearly writing on the outside of the envelope(s) the solicitation number (e.g., RFQ 15-024).

b. Excluded Submission Methods

Facsimile (Fax) and e-mail submissions will not be accepted.

Thumb drives are not an acceptable method of electronic submission.

D. BIDDER INSTRUCTIONS (GSPD-451)

Bidder Instructions were recently revised. Please read them carefully. The revised Bidder Instructions (GSPD-

451) can be located at:

http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

EIS 4004-ITGS (Rev. 10/30/2015)

E. CASH DISCOUNTS

Cash discounts will not be considered when evaluating quote responses for award purposes. However, the discount percentage may be used as a tiebreaker in the event of tie bids. Discount must be at least one percent (1%) and a minimum of $100.00. See Required Payment Date in General Provisions – Information Technology (GSPD-401IT), Paragraph 30.

_____% cash discount for payment within _____ days.

F. CHANGE ORDERS

Any Purchase Order resulting from this quote may be amended, modified, or terminated at any time by mutual agreement of the parties in writing. Change Orders amending, modifying, or terminating the Purchase Order, including modifications of compensation payable, may be issued only by the State Procurement Officer. All such Change Orders shall be in writing and issued only upon written concurrence of the Supplier.

G. DECLARATION FORMS

1. BIDDER DECLARATION (GSPD-05-105)

All Bidders must complete the Bidder Declaration form and include it with the bid response. When completing the declaration, Bidders must identify all Subcontractors proposed for participation in the contract. Bidders awarded an Agreement are contractually obligated to use the Subcontractors for the corresponding work identified, unless the State agrees to a substitution, and it is incorporated by Amendment to the Agreement. The Bidder Declaration (GSPD-05-105) form can be located at:

http://www.documents.dgs.ca.gov/pd/poliproc/master-BidDeclar08-09.pdf

2. DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS (STD 843)

Bidders who have been certified by the State of California as a DVBE (or who are bidding rental equipment and have obtained the participation of Subcontractors certified by the State of California as a DVBE) must also submit a completed Disabled Veteran Business Enterprise Declaration form. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed form should be included with the bid response. The Disabled Veteran Business Enterprise Declarations (STD 843) can be located at:

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

H. DELIVERY AND DELIVERY METHOD

Delivery shall be completed in full within sixty (60) calendar days after receipt of a Purchase Order. In accordance with Paragraph 14, Delivery, of the General Provisions—Information Technology (GSPD-401IT), the Supplier shall adhere to the delivery terms and completion schedule as specified in this solicitation. Failure to comply with the delivery requirements may be considered a Breach of Contract and may subject the Supplier to Paragraph 25, Rights and Remedies of the State for Default, of the General Provisions—Information Technology (GSPD-401IT), located at:

http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf

For purposes of this bid, only bids quoted Free On Board (F.O.B.) Destination—Freight Prepaid will be accepted.

No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bond, or any other purpose will be paid by the State, unless expressly included and itemized in the Agreement.

International shipments will be delivered Duty Paid. Import costs, duties, taxes, value added tax, or any other transportation or customs costs will not be paid by the State, unless expressly included and itemized in the Agreement.

I. FACTORY AUTHORIZED DISTRIBUTOR/DEALER/PARTNER REQUIREMENT

The Supplier must be either the Manufacturer or a Factory Authorized Distributor/Dealer/Partner for the Manufacturer.

Only bids submitted by a Manufacturer or an "Authorized Distributor/Dealer/Partner" will be accepted. An "Authorized Distributor/Dealer/Partner" is a Supplier who is normally and regularly engaged in the business of selling the products of the Manufacturer. To qualify as an Authorized Distributor/Dealer/Partner", a Supplier must http://www.documents.dgs.ca.gov/pd/poliproc/master-BidDeclar08-09.pdf http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

EIS 4004-ITGS (Rev. 10/30/2015) have technical expertise in the product line(s) being offered for sale, employ individuals who are knowledgeable in/with the products, maintain an inventory of finished product and/or spare parts, and offer technical assistance and repair capabilities. All "Authorized Distributors/Dealers/Partners" must provide substantially the same level of service.

"Authorized Distributors/Dealers/Partners" must either be listed on the Manufacturer's website OR submit a signed agreement or other documentation from the Manufacturer indicating its status as "factory authorized". A "one-time agreement" is not acceptable.

If applicable, please provide the Manufacturer’s website address here: _________________________________

J. KEY ACTION DATES

Action Date Time

Release of RFQ February 24, 2016

RFQ Questions Due March 1, 2016 11:00 AM

Release Answers to Questions March 2, 2016

RFQ Responses Due March 9, 2016 3:00 PM

Evaluation of Responses* March 10-11, 2016

Notification of Selection* March 14, 2016

Proposed Agreement Start Date* April 1, 2016

Conversion Date* On or before April 30, 2016 *These Key Action Dates are subject to change, depending on the length of time taken for the evaluation process. Only active participants will be notified of such date changes.

K. NEW EQUIPMENT

All equipment to be provided in response to a State of California solicitation shall be new and latest model in current production. Used, shopworn, demonstrator, prototype, or discontinued modes are not acceptable.

L. PAYEE DATA RECORD

The successful Bidder will be required to submit a Payee Data Record (STD 204) listing their Taxpayer Identification Number. The Payee Data Record (STD 204) form can be located here (copy and paste this link into a web browser):

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

M. POSTCONSUMER RECYCLED-CONTENT PRODUCTS

The State Agency Buy Recycled Campaign requires State Agencies to report purchases in many product categories. In order to comply with those requirements, Contractors are required to complete and return the Postconsumer-Content Certification (CIWMB 74) form with their bid response. Failure to complete and return the form may disqualify a Contractor’s bid from consideration. The Postconsumer-Content Certification (CIWMB 74) form can be located here (copy and paste this link into a web browser):

http://www.calrecycle.ca.gov/buyrecycled/stateagency/Forms/CalRecycle074.pdf

N. PREFERENCE PROGRAMS

1. DISABLED VETERAN BUSINESS ENTERPRISE

a. Disabled Veterans Business Enterprise (DVBE) Program Requirements

For the purposes of this solicitation, the DVBE Program Requirements have been waived.

b. Disabled Veterans Business Enterprise Incentive

The State of California has established goals for DVBEs participating in State contracts. Bidders must complete and return all the appropriate pages in order for the bid to be considered responsive. Please review the California DVBE Incentive information (page 3 of 4) at:

http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.calrecycle.ca.gov/buyrecycled/stateagency/Forms/CalRecycle074.pdf http://www.documents.dgs.ca.gov/pd/delegations/STD840.doc

EIS 4004-ITGS (Rev. 10/30/2015)

2. SMALL BUSINESS

a. Small Business Regulations

The Small Business regulations (located in CCR Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the Small Business Preference, Small Business Certification, responsibilities of Small Business, Department certification, and appeals are revised, effective 09/09/2004. The new regulations can be viewed at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx. Access the regulations by clicking on “SB/DVBE Legislation & Executive Orders” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the State of California Department of General Service’s (DGS) Office of Small Business and DVBE Services (OSDS) at (916) 375-4940.

b. Non-Small Business Subcontractor Preference

A 5% bid preference is now available to a non-small business claiming 25% California Certified Small Business Subcontractor participation. If applicable, claim the preference in the box on the first page of this solicitation.

c. Small Business Nonprofit Veteran Service Agencies (SB/NVSA)

SB/NVSA Prime Bidders meeting requirements specified in the MVC § 999.50 et seq. and obtaining a California certification as a Small Business are eligible for the 5% Small Business Preference. If applicable, claim the preference in the box on the first page of this solicitation.

d. Bid Attachment, if Claiming the Small Business Preference

All Bidders must complete and include the Bidder Declaration (GSPD-05-105) form. 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 25% of the net bid price. All certified Small Businesses must perform a “Commercially Useful Function” in the performance of the contract as defined in GC § 14837(d)(4).

e. Small Business Certification

Bidders claiming the Small Business Preference must be certified by the State of California as a Small Business or must commit to subcontract at least 25% of the net bid price with one or more California certified Small Businesses. Completed certification applications and required support documents must be submitted to the DGS OSDS no later than 5:00 p.m. on the bid due date, and DGS OSDS must be able to approve the application as submitted.

Small Business Nonprofit Veteran Service Agencies (SB/NVSA) claiming the Small Business Preference must possess certification by the State of California prior to the day and time bids are due.

Questions regarding certification should be directed to DGS OSDS at (916) 375-4940.

3. TACPA PROGRAM PREFERENCE

The Target Area Contract Preference Act (TACPA) will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the TACPA website:

http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

Bidders wishing to take advantage of these preferences are required to submit the TACPA (STD 830) with their response.

O. PRICES

Pricing shall be all-inclusive. Only the price/changes submitted in the quote response shall be accepted and included in the awarded Purchase Order.

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

EIS 4004-ITGS (Rev. 10/30/2015)

P. PROHIBITION ON TAX DELIQUENTS

Persons or companies identified as the largest tax delinquents by the State of California Franchise Tax Board or

BOE under authority of RTC § 7063 or 19195, shall be disqualified from the bidding process. PCC § 10295.4, Approval of Contracts: (a) Notwithstanding any other law, a State Agency shall not enter into any contract for the acquisitions of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable. (b) This section shall apply to any contract executed on or after July 1, 2012.

Q. PROTESTS

Any Bidder’s 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 procurement procedure is designed to give the bidder and the State adequate opportunity to submit questions and discuss the requirements prior to the RFQ Response Due date indicated in the Key Action Dates. There are two types of protests: requirements (initial) protests and award protests. Protests regarding any issue other than selection of the “successful bidder” are requirements protests and will be heard and resolved by the Deputy Director of the Department of General Services, Procurement Division, whose decision is final. All requirements protests must be made in writing and submitted in a timely manner prior to RFQ Responses Due date, to the Deputy Director address indicated below.

If a Bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation, 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 vendor” 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:

Deputy Director

Procurement Division 707 Third Street, Second Floor South

West Sacramento, CA 95605 Fax Number: (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 not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the Protester should obtain a Receipt of Delivery.

R. REQUESTS FOR ADDITIONAL INFORMATION

At the State’s option, and prior to award, Bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

S. RESPONSIBLE BIDDER

The Department of Corrections and Rehabilitation may require Bidder(s) to submit evidence of their qualifications at such times and under conditions, as it may deem necessary. The question of whether a particular Bidder is a Responsible Bidder may involve an evaluation of the Bidder’s experience, type of facility, expertise and/or financial resources regarding the particular items requested by the pertinent solicitation. If a Bidder has been determined to be non-responsible, the bid shall be rejected.

T. RESPONSIVE BIDDER

The Department of Corrections and Rehabilitation requires a supplier to be responsive to this solicitation. A supplier who submits a bid response compliant with the solicitation requirements and can perform without material deviation from the terms and conditions outlined in this RFQ will be deemed responsive.

EIS 4004-ITGS (Rev. 10/30/2015)

U. BUSINESS ENTITY CERTIFICATION OR SELLER’S PERMIT

If applicable, please note that award will be conditional on providing the following document prior to award. You must provide your company’s California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by State of California Board of Equalization (BOE), pursuant to all requirements as set forth in the Revenue and Taxation Code (RTC) § 6487, 7101, 6452.1, 6487.3, and 18510, and PCC § 10295.1. In order to expedite the process of verifying the validity of the permit, provide the BOE permit number in the space provided below (or attach a copy of the permit with your bid).

Retailer’s Seller’s Permit Number: _______________________

V. SPECIFICATION COMPLIANCE

If the Bidder has indicated that the products or services offered does not comply in all respects with the attached Exhibit A, Statement of Work, Bidder is to list in detail in his/her response any and all deviations.

Deviations:

W. SUPPLIER’S TERMS AND CONDITIONS

The California Department of Corrections and Rehabilitation objects to and will not evaluate or consider any terms and/or conditions submitted by the Bidder. In signing and submitting a response, the Bidder agrees that any additional terms and/or conditions, whether submitted intentionally or inadvertently, shall have no force or effect on the resulting Agreement. Bid responses that reference a Supplier’s own terms, conditions, and/or provisions will be considered non-responsive and may be rejected.

X. TOBACCO-FREE ENVIRONMENT

Pursuant to Penal Code § 5030.1, the use of tobacco products by a person on the grounds of any institution or facility under the jurisdiction of CDCR is strictly prohibited.

EIS 4004-ITGS (Rev. 10/30/2015)

Y. SOLICITATION ATTACHMENTS

The documents below are considered part of this solicitation.

1. Exhibit A, Statement of Work

2. Exhibit A-1, Pay Telephone Inventory

3. Exhibit B, Budget Detail and Payment Provisions

4. Exhibit B-1, Cost Worksheet

5. Exhibit C, DGS Provisions – Information Technology

6. Exhibit D, CDCR Special Provisions

7. Attachment 1, Sample Standard Agreement Form (STD 213)

8. Attachment 2, Confidentiality and Non-Disclosure Agreement

9. Bidder Instructions (GSPD-451) (see page 4 of 10)

10. Bidder Declaration (GSPD-05-105) (see page 5 of 10)

11. Disabled Veteran Business Enterprise Declarations, if applicable (STD 843) (see page 5 of 10)

12. Payee Data Record (STD 204) (see page 6 of 10)

13. Postconsumer-Content Certification (CIWMB 74) (see page 6 of 10)

14. California DVBE Program Requirements, if applicable (see page 6 of 10)

15. TACPA Program Preference, if applicable (see page 7 of 10)

16. Business Entity or Seller’s Permit Information (see page 7 of 10)

Z. RESPONSE CHECKLIST

The following checklist identifies applicable items that must be completed and returned with the bid, in order to be evaluated for award. This checklist must not be considered all-inclusive. It is only a tool to aid the Bidder. It is the sole responsibility of the Bidder to read the RFQ thoroughly and comply with all requirements herein.

Failure to return any of these items with your bid response may result in your bid being considered non-responsive and rejected.

Signed Request for Quotation – IT Services (EIS 4004-ITGS)

Two Response/Bid Packages (“Master” and “Copy”) submitted in separate sealed envelopes (see page 2 of

10)

Itemized Quote on Company Letterhead (separate sealed envelopes)

Signed Confidentiality and Non-Disclosure Agreement

Bidder Declaration (GSPD-05-105) (see page 5 of 10)

Disabled Veteran Business Enterprise Declarations (STD 843), if applicable (see page 5 of 10)

Payee Data Record (STD 204) (see page 6 of 10)

Postconsumer Content Certification Form (CIWMB 74) (see page 6 of 10)

TACPA Application Form, if applicable (see page 7 of 10)

Business Entity or Seller’s Permit Information (see page 9 of 10)

EXHIBIT A

STATEMENT OF WORK

A. PURPOSE

The Statement of Work (SOW) provides an overview of the necessary services provided by the Contractor for the Department of Corrections and Rehabilitation (CDCR) for the purpose of securing and associated maintenance of all pay telephones located on CDCR property.

The Contractor will provide and maintain payphone services at CDCR’s designated sites, in accordance with the requirements for Payphone Service; the services shall entail all hardware, infrastructure, line and calling features.

The Contractor shall retain all revenues generated from the public payphone usage, except as noted in the Cost Worksheet. The Contractor is responsible for providing reliable and extensively available public payphone services to the State’s citizens, taxpayers, tourists, visitors and others who wish to place a call from a CDCR property located anywhere in the State.

B. SCOPE OF SERVICES

1. Pay Phone Locations

The Contractor shall be required to maintain public payphone services at locations on any CDCR property. Services shall include all existing public payphones currently in use by the State and any new or additional locations as may be requested by the CDCR.

See Exhibit A-1, Payphone List, for additional information.

2. New Installation, Relocation/De-installation

The Contractor shall waive the installation fee for any CDCR-requested new installation of public payphones and enclosure relocation/de-installation. This shall include any new or additional public payphones installations beyond the existing environment. For de-installation or relocation of public payphones, the Contractor shall install a faceplate to cover the wall area that was exposed by the public payphone removal.

3. Conversion/Transition

The Contractor shall assume all costs of transition phase-in from the incumbent service provider, as well as all transition-out costs at the end of the Contract. Conversion to the new Contractor will include at a minimum, a site visit with equipment documentation, lock change (new lock to be provided by contractor), removal of any previous Contractor signage and logos and replacement signage.

During conversion, Contractor shall leave each site clean, neat and orderly maintaining a safe and attractive environment for users. The current Contractor shall continue to provide payphone services to CDCR until successful transition to the new contractor and will work with the new contractor to transition all services and lines and to transfer all equipment currently in place to the new Contractor. The current Contractor will transfer existing line numbers where allowed. The new Contractor will work with current Contractor to provide uninterrupted service where possible and to orderly and smoothly convert all occasions.

All locations and their respective equipment must be converted by the Contractor on or before April 30, 2016. See Exhibit A-1, Payphone List, for a list of locations and equipment.

4. Maintenance

The Contractor is responsible, under this Agreement, to maintain the public payphone ordered and the Telephone Communication Devices for the Deaf (TDD) equipment and services under this Agreement. The Contractor shall be responsive to the maintenance requirements of CDCR. The Contractor shall provide maintenance (labor and parts) and keep the public payphone equipment and the TDD equipment and services in good operating condition.

In the event the public payphone or the TDD equipment and services being maintained under the terms and conditions of this Agreement is moved to another location within a CDCR -owned or leased building, the Contractor shall continue to maintain the public payphone and the TDD equipment and services at the new location

The Contractor’s service shall utilize touch-tone signaling and should have amplification with volume controls. The Contractor shall provide callers with control of the keypad throughout the call duration in order to facilitate access to call and voice processing services provided by other sources.

5. California Building Codes (CBC) and American with Disabilities Act (ADA) Standards

The Contractor must meet current CBC and ADA Standards. The Contractor is responsible, under this Agreement, to ensure all CDCR public payphone meets the standard for location, height, style placement and path of travel of the devices, as well as meeting all standards, including for TTY compliance for height, accessibility and volume controls.

Total responsibility for ensuring that all proposed equipment, cabling and wiring meet all applicable State, FCC, ADA and CBC requirements, whether such equipment and supporting materials are of their own manufacture or provided under subcontract and are in complete compliance with any functional requirements shall be done by the Contractor. No "Grandfathering" of existing locations shall be allowed for those locations that does not meet requirement.

Installation procedures and methods (including all cabling, wiring, boring, digging) as necessary must also be in compliance with the aforementioned rules and regulations with detailed attention to particular codes governing these activities (i.e., National Electrical Code or applicable State, local codes and practices). The Contractor shall bear responsibility for all equipment, supporting materials, and project coordination. The Contractor shall not perform any boring, digging and/or patching without prior approval from the State.

All material for the installation shall be delivered to the site and the work conducted so as to avoid any interference with concurrent work of other and normal operations in existing CDCR facilities. Dust, noise and fire hazards must be limited during installation.

Debris due to work under this Agreement shall be removed by the Contractor prior to leaving the premises at the end of each day.

Noise from job equipment shall be kept to a minimum by use of adequate mufflers or other acceptable means. Noisy installation of equipment shall be scheduled when disruption to work areas will be minimal and result in the least inconvenience. This may require work outside of normal business hours.

6. California Prevailing Wage

California prevailing wage laws may apply. If required, copies of the prevailing rate of per diem wages will be kept in the Agreement file and shall be made available to any interested party on request, per Labor Code Section 1773.2.

C. PAYPHONE TECHNICAL REQUIREMENTS

1. Payphone Equipment

a. Type of Equipment

CDCR has established the following types of public payphone equipment:

1) Coin Operated Phones

Coin Operated Phones is defined as “payment by means of depositing coins.”

Coin acceptance must include those coins accepted by the majority of public payphones in the United States (U.S.) including nickels, dimes and quarters.

Any new coins such as the new dollar coin contemplated for issuance by the U.S.

Mint must also be accepted if acceptance of these coins becomes the industry standard.

2) Coin Less or Charge Phones

Coin less public payphone is similar in design to a public payphone, but there is no need to use coins to pay for a call. Applications are for an Emergency, Courtesy, Security, Employee, or Hot-line (requires dialer) public payphones.

Charge-a-Phone is non-coin phone instruments. They are similar in design to a public payphone, but have the feature to use a phone or credit card as a means of paying for calls.

3) Telecommunication Devices for the Deaf

TDD units may be requested by an agency. If requested, trained personnel must be available 24-hours a day, seven days a week, 365 days-per-year to relay calls.

4) Customer Information

The most current version of Section 64.703 of Title 47 of the Code of Federal Regulations regarding customer information requires the following of the Contractor:

Identify itself, audibly and distinctly, to the user at the beginning of each telephone call and before the user incurs any charge for the call

Permit the user to terminate the telephone call at no charge before the call is connected

Disclose immediately to the user, upon request and at no charge to the user:

o A quotation of its rates or charges for the call o The methods by which such rates or charges will be collected o The methods by which complaints concerning such rates, charges, or collection practices will be resolved

Post on or near the telephone instrument, in plain view of users:

o The name, address, and toll-free telephone number of the provider of operator services o A written disclosure that the rates for all operator-assisted calls are available on request, and that users have a right to obtain access to the inter LATA or Interstate common carrier of their choice and may contact their preferred Interstate common carriers for information on accessing that carrier's service using that telephone o The name and address of the Common Carrier Bureau of the Federal Communications Commission (FCC Common Carrier Bureau; 2025 M Street, N.W; Washington, D.C. 20554), to which the user may direct complaints regarding operator services.

Each payphone location shall have signage that is ADA compliant.

5) Equipment Standards

All components used to provide service, when installed, will be in good working order.

All CDCR payphone locations are currently in compliance with the ADA. The Contractor is responsible for ADA adherence for moves or changes and new installations during the entire term of the contract. Contractor shall have 2 full business days to bring the location into compliance and bear any additional cost in bringing the location into compliance.

Payphone equipment and accessories provided by the Contractor shall meet or exceed the quality of smart payphones provided through Contract Number FA-04-15764-00 between the Department of Finance and Administration and Cincinnati Bell Public Communications.

Any existing payphone equipment such as signs, lights, sets, and enclosures that the Contractor replaces or adds must be replaced with equipment of comparable function and appearance i.e., flush mount replaced by flush mount. The Contractor must receive prior approval from CDCR for installation of all equipment and prior authorization from the State for all changes, moves, additions or deletions of equipment.

Touch-tone signaling shall be utilized. Phone sets must have amplification with volume controls. In order to facilitate access to call and voice processing services, callers must be provided with control of the telephone keypad throughout the call duration

All telephone sets and enclosures shall meet all applicable standards established by the Federal Communications Commission (FCC) and California Regulatory Authority (CRA). All payphone telephone sets and enclosures shall comply with all applicable Federal, State and local laws, rules and regulations concerning use of such telephones by disabled persons and the hearing impaired over the life of the Agreement.

Contractor shall provide new TDD as required by the State.

o All payphones equipped with TDD shall have units the equivalent or better than those currently being provided by the current Contractor.

o Payphone locations with TDD units currently installed will continue to offer the TDD service.

TDD equipment specifications are as follows:

o Device will be of vandal-resistant construction and permanently mounted to the payphone enclosure.

o TDD shall be of spill resistant design.

o Keyboard shall be a typewriter style layout of 4 rows.

o Display shall be at minimum 2 rows of 20 characters each.

o TDDs shall be directly connected to the payphone line.

o Installation of TDD shall not hinder the hearing public from utilizing the payphone.

o TDD must provide Call Progress indicators and must have voice announce keys to notify receiving party of a TDD call. TDD must have on line help and must have memory to review conversations that have been erased upon automatic power off.

o TDD power requirements shall be 110 - 120 VAC, 60 Hz, with AC power to be installed by the Contractor to the payphone pedestal. The State will provide an AC power outlet nearby.

o The TDD unit should be in a motorized drawer that opens when a TTY signal is received and shuts when the TTY signal is no longer present.

o All TDD installations shall have a coin slot height of forty –eight (48) inches from floor level affording all public users unhindered access to the payphone and TDD.

o Each TDD location shall have signs that are ADA compliant and which indicate that a TDD unit is available at this location

b. Return of Equipment

Within thirty (30) days after receipt of instruction or date of discontinuance of Contractor service, whichever is later, the Contractor shall cause the public payphone to be removed from Agency property premises in coordination with its new service provider and in accordance with the phase-out plan developed by the Contractor and approved by the Agency.

In accordance with Public Utilities Code Section 728.3: “No telephone corporation operating within a service area shall remove any public telephone unless it has posted on the public telephone for not less than 30 days a notice, in a manner and form approved by the commission, indicating that the public telephone is to be removed and containing the appropriate telephone number of the commission which a customer may call for further information. This section shall not apply when a public telephone is removed for public safety or public nuisance purposes or at the request of the owner or lessee of the property on which the public telephone is located.”

In accordance with Public Utilities Code Section 741, pay telephones must display the provider of the phone, what the rates are, and how to receive a refund.

c. Defective Equipment

Productive Use Requirements

The objective of the Productive Use Requirements is to allow time for any major defects to be worked out of the instrument(s) that are proposed for use in this services Agreement and to ensure that all proposed products have a record of proven use in customer environments prior to installation for use.

Customer In-Use Requirement

The Contractor must provide an itemized list of in-service dates for the telephones, enclosures, lighting, operator services, dial tone, and line access for inter-LATA, inter-State (including international), and intra-LATA calls. Hardware, wiring, and cabling shall meet current National Telephone Industry Association (NTIA) reliability standards.

Enclosures and related materials shall meet all applicable standards identified by the Federal Communications Commission (FCC) and the California Public Utilities Commission (CPUC).

2. Enclosures

The Contractor shall offer a variety of enclosure types in order to provide CDCR with maximum placement options. In select, mutually agreed upon locations (i.e., highways, other high-traffic areas), enclosures shall provide noise suppression. The following enclosure types must be offered as a minimum: Wall, Pedestal, Booth, Flush Mount, and Mobile Trailer (temporary services).

Enclosures, booths, shelves, pedestals, or other mounting apparatus selected for installation must be preapproved by CDCR prior to installation.

All enclosures shall be in new or like-new condition, and must meet current CBC and ADA Standards

The Contractor is responsible, under this Agreement, to assure that the all phones meet the standard for location, height, style placement and path of travel of the devices, as well as meeting all standards, including for TTY compliance for height, accessibility and volume controls.

3. Value-Added Services

a. Speed Dialing

A process whereby the telephone instrument dials a predetermined phone number by the press of a button.

b. Advertising

Advertising may be in the form of printing or on booths, enclosures or on the instruments themselves. The ordering Agency must approve the suitability of specific ads for use on public payphones that are placed on the agencies property, owned or leased.

c. Signage

Instructions shall be included for public payphone usage, public payphone call rates, and any rules and regulations required by law.

D. PUBLIC PAYPHONE FUNCTIONAL REQUIREMENTS

CDCR has determined its needs, desired operating objectives, and preferred operating environment.

1. General Functional Requirements

The functional requirements are designed to view the requested services from the Awarding Agency’s perspective.

a. Federal and State Laws, Rules Regulations and Codes

All services and public payphone equipment offered by the Contractor shall comply with Federal and State laws, rules and regulations including, but not limited to, pricing, provision of consumer information, accessibility to inter-exchange carriers, accommodations for the handicapped and any applicable construction, electrical and safety codes.

b. Operation During Power Loss

All public payphones that require commercial AC power for full operation shall continue to provide 911, 0+ and 0- and coin operation for a minimum of four (4) hours during a commercial power failure.

c. Unblocking of Equal Access Codes

All public payphones furnished for use on Agency owned and leased properties shall comply with all requirements of the public payphone Operator Consumer Improvement Services Act of 1990 and all related Federal Communications Commission (FCC) requirements including, but not limited to, access to 10XXXX, 101XXXXX, 950 and 1-800, 1-888, 1-877 and all other toll free access numbers that are used as alternate inter-exchange carrier access codes.

2. Public Payphone Services

CDCR views public payphone services to include a full range of those services offered today to the public and requires that a range of payment options be offered to users of public access terminals. CDCR also requires that all public payphone service provide dial tone first and DTMF (Touch Tone) dialing where available.

Basic Services are those services to which the public has become accustomed to having available at public payphones throughout the United States. These include:

o Local service…