RFQ_15-122_ADDENDUM_2_OpenJustice.docx

State of California RFQ# 15-122 Department of Justice

Request For Quotation For Information Technology Goods and/or Services

QUOTE DUE DATE: 05/17/2016 SOLICITATION # RFQ 15-122 REV. # 21

Quotes must be delivered by 10:00 AM PST on or before the due date.

Bidder name and address:

Contact:

Email:

Phone:

Fax:

Department Contact

Name:

Email:

Phone #:

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: Bidder, please sign and date.

Date: ___________

Federal Employer Identification Number:

Return RFQ response to:

Department of Justice ITCPU, Room D232 4949 Broadway Sacramento, CA 95820-1528 Attention: Richele Coy

RFQ Response and Cost Sheet must be submitted in two separate envelopes 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 CLAIMING 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.

By signing above, with inclusion of the date of signature, the above signed bidder accepts the terms and conditions referenced in the description section below which may be viewed via the referenced links. These terms and conditions are non-negotiable and no other terms and conditions will be accepted.

DESCRIPTION

The purpose of this Request for Quote is to provide services in support of the OpenJustice 2.0 project.

Be advised, your response will become public record once the award becomes final. DOJ will provide access to all records upon request unless the law provides an exemption from mandatory disclosure.

The following documents are attached and part of this solicitation: Exhibit A, Statement of Work and Exhibit B, Cost Sheet.

The following documents are incorporated by reference and may be viewed at the website listed.

Bidders Instructions (GSPD-451), Effective 11/09/11 http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

Note: Bidders Instructions, Item 21, Protests is not applicable to acquisitions that exceed $100,000. See RFQ, Section VI, Award of Contract for applicable protest language.

General Provisions-Information Technology (GSPD-401IT), Effective 9/5/14 http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf

State Model, Cloud Computing Services Special Provisions (Software as a Service), Effective 09/03/14 (See Attached)

Department of Justice’s Service Level Agreement (SLA), See Attached

The electronic documentation shall not be altered in any manner. The State’s copy of the electronic documentation developed for this RFQ, is for the purposes of issuing a binding contract, and shall be considered the ORIGINAL.

You are invited to review and respond to this Request for Quote (RFQ) for or services, entitled Department of Justice (DOJ) RFQ# 15-122, OpenJustice 2.0. In submitting your quote, you must comply with the instructions found herein. The goods and/or services required are delineated in Attachment A, Statement of Work (SOW). Please read the enclosed document carefully.

Quotes must be received no later than the date and time specified on the face of this RFQ and in the Key Action Dates.

I. GENERAL INFORMATION

A. Purpose The State of California, DOJ requires the services of a Contractor to provide consultant services in support of the DOJ OpenJustice 2.0 project. The California Department of Justice’s new OpenJustice initiative released unprecedented data in an interactive, easy-to-use format. The initiative consists of two components: a Justice Dashboard highlighting key criminal justice indicators with user-friendly visualization tools, and an OpenJustice Data Portal publishing criminal justice data sets from the California Department of Justice’s statewide repository.

The OpenJustice 2.0 project addresses the need to obtain services to redesign the OpenJustice website and further increase transparency by extending the features and functionality of the OpenJustice Portal and Dashboard to include a broad array of datasets and the visualization of more metrics from across the justice system. The Contractor’s resource(s) will work with DOJ staff blending the consultants with the DOJ resources to maximize knowledge transfer and jointly develop working solutions.

More detailed information can be found in the Statement of Work (SOW), Exhibit A.

B. Availability The selected Contractor must be able to meet the requirements of this RFQ and be ready to begin work within ten (10) business days of the contract award date specified in the Key Action Dates. If personnel offered by the selected Contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ. All replacement personnel are subject to approval by the State.

C. Background Check The selected Contractor must submit and pass a DOJ fingerprint security background check. When identifying resources in your response, you must provide their legal names to ensure an accurate background investigation.

D. Proposed Resource If your proposed resource(s) is working on another DOJ, Government (e.g. State, Federal, City, etc.) or private sector contract, the attached proposed resource form must be completed and returned with your bid.

E. Amendments The Contractor will allow amendment(s) to add time or funding. For evaluation purposes, the State has established an approximate number of hour(s) for the Amendment Hourly Rate; see Exhibit B Cost Worksheet. These hours are in no way binding and are not intended to commit the State to actual amount of work required in the future, nor does it commit or limit the State to a specific number of hours. These hours will be used to calculate an estimated cost for the work that will be included in the evaluation of your response. At the DOJ’s discretion, the additional amount may be processed as a time and material or deliverable based amendment.

F. Period of Performance The term of this Agreement is estimated to begin on the date as indicated in the Key Action Dates through one year from date of contract award.

The Contractor shall not be authorized to deliver or commence performance of goods and/or services as described in the SOW until written approval has been obtained from all entities. No delivery or performance of goods and/or services may commence prior to the execution of the contract.

G. 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 may be accomplished via an addendum to this RFQ.

12:00 PM (PST)

10:00 AM (PST)

All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed without addendum to allow the State additional time for evaluation and contract execution.

H. Written Questions All questions and concerns regarding the content of this RFQ must be submitted in writing by the Key Action Date for submission of written questions. You must reference the section and page number you are inquiring or concerned about. Questions must be submitted in writing via electronic mail to the department contact listed on the RFQ cover page and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be electronically mailed to all bidders or posted on the State’s Cal eProcure website.

II. RFQ ADMINISTRATIVE REQUIREMENTS

The following documents must be submitted in the bidder’s RFQ response and are the Administrative Requirements to be evaluated.

A. RFQ Cover Page – Bidder must complete, sign and return the State’s RFQ form (page 1) with their response. The form shall be signed by an individual who is authorized to bind the bidding firm contractually. The signature must indicate the title or position that the individual holds in the company. AN UNSIGNED FINAL QUOTE SHALL BE REJECTED.

B. Payee Data Record, STD. 204 – Exhibit 1 Bidder’s are required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number with their RFQ response.

C. Bidder Declaration Form, GSPD 05-105 – Exhibit 2 Bidder’s must complete the Bidder Declaration GSPD 05-105 and include with their RFQ response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract 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 contract.

D. Confidentiality Statement – Exhibit 3 The Confidentiality Statement must be signed and dated by the bidder, and submitted with the bidder’s RFQ response. Once the contract is issued, DOJ may require the Contractor to submit a Confidentiality? Statement for each of its employees and subcontractor employees working on this project during the term of the contract. Any approved substitutions made during the term of the contract may also be required to sign a Confidentiality Statement.

E. Security and Disclosure Certification - Exhibit 4 As an authorized representative and/or corporate officer of the company, who has the authority to bind the company, a Security and Disclosure Certification must be signed and dated by the bidder, and submitted with the bidder’s RFQ response. Once the contract is issued, DOJ may require the Contractor to submit a Security and Disclosure Certification for each of its employees and subcontractor employees (including any substitutions and additional staff) working on this project during the term of the contract.

F. CA Disabled Veteran Business Enterprise (DVBE) Requirement – Exhibit 5 For the purpose of this solicitation, the DVBE participation requirement was waived; however, this solicitation does provide an incentive for DVBE participation.

The bidder must comply with this solicitation’s DVBE program requirements as stated in Exhibit 5. Bids that fail to submit the required form and fully document and meet the DVBE program requirement shall be considered non-responsive.

G. DVBE PARTICIPATION -

The State has established goals for DVBE participation in State contracts. The California DVBE Program Requirements packet, Exhibit 5, includes information about the DVBE incentive.

Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the bidder’s RFQ response.

DVBE Subcontractor Contractor understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code section 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the statement of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC section 999.9; Public Contract Code (PCC) section 10115.10.

Contract Audit When a department awards a contract subject to participation goals in accordance with Public Contract Code § 10115.2, the Contractor agrees that the awarding department or its designee will have the right to review, obtain, and copy all records pertaining to performance of the contract. Contractor agrees to provide the awarding department or its designee with any relevant information requested and shall permit the awarding department or its designee access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with Public Contract Code §§ 10115 et seq. and §§ 1896.60 et seq. of these regulations. Contractor further agrees to maintain such records for a period of three (3) years after final payment under the contract.

H. TACPA –

If you qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100,000.

NOTE TO BIDDER: The Bidder’s RFQ response need not contain the TACPA form if there is no intention to claim this preference.

If this “act” applies complete the forms and attach it to your RFQ response.

TARGET AREA CONTRACT PREFERENCES ACT (TACPA) (STD. 830S for Services) Preference will be granted to California-based Contractors in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $85,000 and the Contractor meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with their RFQ response. Refer to the following website link to obtain the appropriate form:

TACPA Standard Form 830 http://www.documents.dgs.ca.gov/osp/pdf/std830.pdf

Manufacturer’s Summary of Contract Activities and Labor Hours (Form DGS/PD 525) http://www.documents.dgs.ca.gov/pd/dispute/mfgsum1001.pdf

Bidder’s Summary of Contract Activities and Labor Hours (Form DGS/PD 526) http://www.documents.dgs.ca.gov/pd/edip/bidsum1001.pdf

I. SMALL BUSINESS REGULATIONS - The Small Business regulations, located in the California Code of Regulations (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 09/09/04. The new regulations can be viewed at (www.pd.dgs.ca.gov/smbus). Access the regulations by Clicking on “Small Business Regulations” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

J. 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 RFQ cover page.

K. 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. If applicable, claim the preference in the box on the RFQ cover page.

L. EXHIBIT WITH QUOTE REQUIRED IF CLAIMING THE SMALL BUSINESS

PREFERENCE- All bidders must complete and include the Bidder Declaration form GSPD 05-105. 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-give percent (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 Government Code Section 14837(d)(4).

http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

M. SMALL BUSINESS CERTIFICATION - Bidders claiming the small business preference must be certified by 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 Office of Small Business and DVBE Services (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

Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time RFQ responses are due.

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

N. COMMERCIALLY USEFUL FUNCTION (CUF) COMPLIANCE FORM - Bidder must provide a written, signed statement detailing the role and services the Bidder and/or Subcontractor(s) will provide to meet the CUF requirement. A separate form (see attached) must be provided for each small businesses, micro businesses, and DVBE.

O. CALIFORNIA SECRETARY OF STATE (SOS) CERTIFICATION TO DO BUSINESS IN

THE STATE OF CALIFORNIA

1. Submit a certification, or proof that certification is in process to do business in the State of California

2. SOS certification must be approved and in “Active” status prior to award

P. At the State’s option 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 the RFQ response ejection.

III. RFQ RESPONSE CONTENT AND TECHNICAL REQUIREMENTS

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 ability to perform the activities defined in the bidder’s RFQ response.

This RFQ and the bidder’s quote in response to this document will be made a part of the contract. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. Also, the documents identified as Technical must be submitted in the bidder’s RFQ response and are the Technical Requirements to be evaluated.

A. Number of Responses Bidders may submit more than one (1) response to this RFQ. Each response must follow all Requirements of the RFQ. Each submittal will be evaluated as a separate and distinct response.

B. Bidders may submit one (1) quote.

C. Number of Copies Bidders shall deliver one (1) Master hard copy (printed), two (2) additional identical copies (printed) and one (1) soft copy (CD or Thumb Drive) of their quote to the location specified in the RFQ on or before the submission of quote due date and time.

D. Assumptions and Constraints There shall be no assumptions, conditions, or constraints included in the bidder’s response. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Any assumptions, conditions, or constraints must be addressed by submitting written questions before the key action date deadline.

E. Quote Organization and Ordering All Quotes (master and copies) must be printed on standard 8-½” x 11” paper (larger paper is permissible for charts, spreadsheets, etc.) in a type size no smaller than 10 font and placed within a binder or some sort of binding with tabs delineating each section.

The Quotes must be organized and indexed in the following format and must contain, at minimum, all listed items in the sequence indicated.

· RFQ Cover Page

· All other documents required to meet RFQ Administrative Requirements in Section II.

· Bidder’s Statement of Work

· Resources and Resumes

· Customer Experience (Company) References

· Project Schedule

· Literature

· Completed Cost Sheet (SEPARATELY SEALED)

All forms provided in the RFQ must be thoroughly completed and included in the appropriate section of the quote. All discussion of proposed costs, rates or expenses must occur only within the cost sheets and must be sealed separately. Any quote that does not adhere to these requirements may be deemed nonresponsive and rejected on that basis.

F. Statement of Work (Technical) Bidder must prepare a Statement of Work that responds to the State’s SOW. The Statement of Work will be used to evaluate responsiveness to the State’s technical requirements. The Statement of Work must map back to the requirements listed in the State’s SOW and include any additional information that the Bidder deems necessary to explain how the Bidder intends to meet the State’s requirements.

G. Resources and Resumes (Technical) For each proposed resource, provide his/her resume with descriptions and timeframes (start and end dates) of the projects worked which show when that resource performed the relevant, qualifying work. The bidder must detail how that resource’s experience meets the State’s SOW Requirements. When identifying resources in your response, you must provide their legal names to ensure an accurate background investigation.

H. Proposed Resources – Exhibit 6 Bidder must complete Exhibit 6 Proposed Resource Form identifying all proposed resource(s) and their current employment on other contracts with DOJ, other Government Entities (e.g. State, Federal, City, etc.) or Private Sector. If the proposed resource(s) is not currently employed on other contracts complete the form stating N/A under the proposed resource’s name. The form must be returned with their RFQ response.

I. Commercially Useful Function Compliance Form – Exhibit 7 Bidders must provide a written, signed statement below detailing the role, services and/or goods the Bidder and/or Subcontractor(s) will provide to meet the Commercially Useful Function requirement. A separate form must be provided for each small businesses, micro businesses, and DVBE. If neither a small business nor a DVBE will be participating in the offer, then this form is not required

J. Customer Experience Reference Form – Exhibit 8 (Technical) The bidder must submit the following company and resource(s) references. References may be contacted to validate that the company and resource has experience in providing services for projects with similar scope, schedule and resources to this project within the last seven (7) years.

· Company – At least two (2) company references that can validate the company’s work experience on projects of similar scope and size within the past five (5) years as stated in the RFQ.

· Resource(s) – For each proposed resource, the bidder must submit at least three (3) references that can validate each of the Required Qualifications have been performed on a project of similar scope and size as stated in the SOW.

The bidder shall complete a Customer Experience Reference Form, Exhibit 8 for each proposed reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement.

The State may contact customer references to validate the accuracy of the information provided by the bidder and to determine the customer’s overall satisfaction with the goods and/or services provided. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up to date.

If DOJ is unable, after three phone and/or email attempts, to contact the bidder’s reference the administrative requirement will be considered non-responsive. Additionally, negative feedback provided by a reference may cause a bidder’s response to be rejected.

K. Project Schedule (Technical) Bidder’s shall complete and submit a draft project schedule based on the Project Management Body of Knowledge, and Project Management Institute Standards, that addresses the following at a minimum:

· Tasks and Deliverables

· Resources

· Timeline

L. Literature Any supporting product literature containing costs or rates such as catalogs, maintenance service rates must have all cost figures replaced with “XXXX”. BIDDERS SHOULD BE AWARE THAT MARKING A DOCUMENT "CONFIDENTIAL" OR "PROPRIETARY" IN A FINAL QUOTE WILL NOT KEEP THAT DOCUMENT FROM BEING RELEASED AFTER NOTICE OF INTENT TO AWARD AS PART OF THE PUBLIC RECORD, UNLESS A COURT HAS ORDERED THE STATE NOT TO RELEASE THE DOCUMENT.

M. Cost Sheet Bidder must complete the cost sheet that identifies total cost per transaction as described and using the State’s cost sheet format. Cost sheets must be completed with clear and legible figures preferably typed. ALL COST INFORMATION (COST SHEET) SUBMITTED WITH THE FINAL QUOTE MUST BE SEALED IN A SEPARATE ENVELOPE.

Applicable purchase, delivery, tax, installation, license, training and any other expenses associated with the implementation of the Statement of Work must be included in Bidder's firm fixed cost. There shall be no assumptions, conditions, or constraints included in the proposed cost.

Any proposed component or service that is not specifically priced or identified in the Bidder’s cost sheet, or that is identified after contract award as necessary to meet the requirements of the RFQ, will be assumed by the State to be included at no cost to the State. By submitting a cost, the Bidder affirms their agreement to this provision.

IV. EVALUATION INFORMATION

This section presents the evaluation process and scoring guidelines the evaluation team will follow in reviewing responses submitted in response to this RFQ.

A. Evaluation Process

1. Quote Opening and Validation Check

All quotes received by the time and date specified in the Key Action Dates, will be opened at that time, except for cost information which will be kept sealed until all non-cost aspects of the quotes have been evaluated. The quotes will then be checked for the presence of the required information in conformance with this RFQ. Absence of required information may deem the quote non-responsive and may cause rejection.

2. Disclosure of Quote Contents/Confidentiality The contents of all quotes, correspondence, agenda, memoranda, working papers, or any other medium, which discloses any aspect of a bidder’s quote, shall be held in the strictest confidence until Notice of Intent to Award. BIDDERS SHOULD BE AWARE THAT MARKING A DOCUMENT "CONFIDENTIAL" OR "PROPRIETARY" IN A FINAL QUOTE WILL NOT KEEP THAT DOCUMENT FROM BEING RELEASED AFTER NOTICE OF INTENT TO AWARD AS PART OF THE PUBLIC RECORD, UNLESS A COURT HAS ORDERED THE STATE NOT TO RELEASE THE DOCUMENT.

3. Validation Against Requirements All bidder quotes will be reviewed for compliance with the administrative, RFQ response content and technical requirements stated within the RFQ. If a quote fails to meet an RFQ requirement, the evaluation team, through group consensus, will be responsible for determining whether a deviation exists in the bidder’s response and whether it is material or immaterial by using the Deviation Worksheet, Exhibit 9. A material deviation will cause rejection of the quote. An immaterial deviation will be examined to determine if the deviation will be accepted. If accepted, the quote will be processed as if no deviation had occurred. The department contact may contact the bidder for clarification of the response as specified in this RFQ.

4. Cost Envelope Opening The cost envelope will not be opened until the evaluation team has completed the requirements evaluation for each bidder. Bidders who are compliant in the administrative, RFQ response content and technical requirements will have their sealed cost envelope opened.

5. Cost Evaluation The evaluation team will reconvene to complete cost evaluation after the cost opening. The cost sheet will be verified for mathematical accuracy. Errors will be resolved in accordance with the Bidder Instructions. After verification of costs, points will be assigned.

If the cost sheet does not contain all required elements the bidder’s response may be disqualified from further consideration.

6. Selection Responsive and responsible quotes will be evaluated on the factors in this RFQ that have been assigned a point value. Award of this Contract, if any, will be to the Responsive and Responsible bidder with the highest total bid score that meets all requirements of the RFQ including cost. The State reserves the right at any time to reject any or all quotes.

B. Evaluation Scoring Guidelines Each bidders RFQ response will be evaluated and assigned points in accordance with this section.

1. Administrative Requirements The State will examine the bidder’s response to the RFQ administrative requirements identified in Section II.

The bidder’s response will be given a “fail” score if the required information is not included, is incomplete or does not meet the administrative requirements. A material deviation on an administrative requirement will result in a “fail” score. Only those bids that “Pass” the administrative requirements will be evaluated further.

Administrative requirements will be scored as Pass/Fail. The following administrative requirements will be evaluated.

2. Technical Requirements The State will examine the technical requirements of the responses that receive a passing score on the administrative requirements.

Technical requirements will be assigned points as applicable. The bidder’s response will be given a “fail” score if the required information is not included, is incomplete or does not meet the technical requirements. A score of zero points for any of the technical requirements will result in a “fail” score. A material deviation on a technical requirement will result in a “fail” score.

Only those bids that “Pass” all technical requirements and who have been assigned points above zero for each requirement will have their cost envelope opened.

The total points available for technical requirements is 500 points. The following technical requirements will be evaluated.

Statement of Work (200 points) The response to the SOW technical requirement will be scored using the following scoring guideline:

100 points

The response addresses all requirements; however, the level of detail and definition of the solution is not clearly defined.

Resources and Resumes (150 points) – The response to the Resources and Resumes technical requirement will be scored using the following scoring guideline:

Customer Experience References (100 points) The response to the Customer Experience References technical requirement will be scored using the following scoring guideline:

Project Schedule (50 points) – The response to the Project Schedule requirement will be scored using the following scoring guideline:

3. Cost Each bidders cost score will be calculated based on the ratio of the lowest bid cost evaluated to the bidders bid cost, multiplied by the maximum number of cost points available. The bidder with the lowest cost evaluated amount will receive the maximum of 500 cost points available. All other bidders will be awarded a cost score calculated using the equation below:

Lowest Bid Cost Evaluated x 500 (max points) = Bidder’s Total Cost Score Bidder’s Bid Cost

The total points available for cost evaluation are 500 points.

V. Scoring

A. Administrative Score The administrative requirements will be scored pass/fail.

B. Bidder’s Total Technical Score After all technical requirements have been evaluated and assigned points, the technical points will be added together to determine each bidder’s total technical score.

The following table provides an example of how the bidder’s total technical score is determined.

Requirements

C. Preference Programs Scoring This section discusses how preference programs will be factored into the scoring. See Section II for more details regarding the various preference programs.

1. Small Business (SB) Preference The small business preference will be determined as follows:

Step 1: Identify the lowest bid amount of non-small business bidders.

Step 2: Multiply the bid amount from step 1 by 5%. This is the small business preference amount. The small business preference amount cannot exceed $50,000.

Step 3: For evaluation purposes only, subtract the small business preference amount from the bid amounts for CA-certified small businesses.

2. Non- Small Business (Non-SB) Preference A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California certified small business subcontractor participation.

The non-small business preference will be determined as follows:

Step 1: Identify the lowest bid amount of non-small business bidders.

Step 2: Multiply the bid amount from step 1 by 5%. This is the non-small business preference amount. The non-small business preference amount cannot exceed $50,000.

Step 3: For evaluation purposes only, subtract the non-small business preference amount from the bid amounts for applicable non-small businesses.

3. TACPA Preference A five percent (5%) bid preference is available to a TACPA bidder and will be determined as follows:

Step 1: Identify the lowest bid amount.

Step 2: Multiply the bid amount from step 1 by 5%. This is the TACPA preference amount. This amount cannot exceed $50,000.

Step 3: For evaluation purposes only, subtract the preference amount from the bid amounts for TACPA bidders.

The following table provides an example of how the bidder’s net score with preferences is determined.

D. Bidder’s Total Cost Score The following table provides an example of how the bidder’s total cost score is determined before application of any preference or incentive points.

E. DVBE Incentive Points DVBE incentive points will be awarded based on the following table.

F. Total Bid Score The total bid score will be calculated by adding the total technical and cost score and any DVBE incentive points.

The following table provides an example of how the bidder’s total bid score is determined. In this case the highest scored RFQ response from Bidder B would be the intended awardee.

(5% participation) 877.64

(4.5% participation) 803.59

VI. Award of Contract

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose RFQ response complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its RFQ response, the State may accept any item or group of items of any RFQ response. The State reserves the right to modify or cancel in whole or in part its RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted an RFQ response, can show that its RFQ response, instead of the RFQ response selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a protest to the Notice of Intent to Award, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

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 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 an RFQ response which it believes to be totally responsive to the requirements of the RFQ and to be the RFQ response 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:

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 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.

EXHIBIT 1

Payee Data Record, STD. 204

All Bidders must complete the Payee Data Record, STD. 204 and include it with their RFQ response. Refer to the following website link for more details:

http://www.dgs.ca.gov/dgs/ProgramsServices/Forms/FMC/search/resultsNumber.aspx?number=204

EXHIBIT 2

Bidder Declaration Form GSPD 05-105

All Bidders must complete the Bidder Declaration GSPD-05-105 and include it with their RFQ response.

http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

EXHIBIT 3

Confidentiality Statement California Department of Justice

As an authorized representative and/or corporate officer of the company named below, who has the authority to bind the company, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for responding to RFQ # 15-122 or in conjunction with any Contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them.

I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply may subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above.

I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party, excluding the subcontractor(s) participating on the project team, concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one.

(Signature of Representative)

(Date)

(Typed Name of Representative)

(Typed Name of Company)

EXHIBIT 4

DEPARTMENT OF JUSTICE

SECURITY AND DISCLOSURE CERTIFICATION

To be completed by DOJ after contract award.

DOJ Contract Number

Company or Organization (Print or Type) Contractor's Name (Print or Type)

Contractor's Signature Date

The California Department of Justice (herein after referred to as the Department or DOJ) collects, stores, and disseminates confidential and sensitive information from the law enforcement community and the public to administer the various programs for which it has responsibility. This information is maintained according to provisions of various laws and regulations including the Information Practices Act, the Public Records Act, various California Codes, the State Administrative Manual (SAM), and Departmental Administrative Manuals and policies. The Department is committed to protect its information and systems from unauthorized access, use or disclosure. The following policies have been adopted to address contractors' responsibilities for handling, protecting or disseminating information maintained in the Department's data bases and files:

1. A Contractor is defined as any person, Vendor, organization (public or private), permanent or designated employee of any such entity who works directly or indirectly for such person, Vendor, or organization, to perform work on any Departmental network, system, or application whether in a conceptual, pilot or operational form.

2. Based upon the degree of access required, and the sensitivity of the information, the Department may require a background investigation of any contractor, sub-contractors, or individuals assigned to the project. As a condition of employment, the initial or continued contractual relationship may be contingent upon the successful completion of a background investigation.

3. A Contractor may access Department systems or information only when authorized by Department management in order to fulfill contractual requirements. Contractors may not access or use information from Departmental networks, system, or applications, or from any other database accessible through the Department's systems, for any unauthorized purpose.

4. Contractors may disclose information from Departmental files or databases only when authorized in writing by Departmental management authorized to release such information and only to individuals who have been authorized to receive it. Contractors shall not divulge or make use of confidential or proprietary information, data, or records of the Department for any unauthorized purpose. Such use maybe subject to civil or criminal action.

5. Contractors may not deliberately enter false or incomplete data or delete existing data on any of the Departmental databases or files. Contractors may not deliberately take any unauthorized action that would adversely affect the performance or security of any Departmental system, or cause the interruption of information technology services, or the destruction or alteration of any Departmental network, system, or application.

6. As a precaution against misuse, destruction, or unauthorized disclosure of information, Contractors will not remove any work related materials from the work site without prior written authorization from the Project Manager. Work in progress is to be stored and maintained in areas designated for such storage and maintenance.

7. Contractors must take precautions to protect Department information, networks, systems, applications, or other resources from unauthorized access, use or disclosure. Precautions include, but are not limited to, the following:

A. Ensuring that his/her terminal/workstation is inaccessible when unattended.

B. No unauthorized disclosure of any Departmental system access capability or technology.

C. Storage of internal program documentation in a secure place.

D. Prompt reporting of any and all suspicious circumstances or unauthorized individuals observed in the work area, to the Department Network and System Security Administrator.

E. If you are using a non-DOJ assigned PC/Laptop, before connecting it to the DOJ Network, Hawkins Data Center (HDC) Desktop Support staff must first evaluate it. DOJ standard software such as CA Asset Management and virus detection software may be installed. See your HDC Project Manager to assist you in getting this done.

F. Immediately notify HDC's Network Information Security Unit (NISU) of any security incident involving data or any incident regarding breeches of data. If the breech involves criminal offender record information or CLETS, the Communications Administration Program shall also be notified.

G. Contractors shall obtain written approval from the Project Manager and the NISU before downloading information to a PC/Laptop.

8. Upon conclusion of the authorized work interval, all designated equipment, software, information, materials, or proprietary/intellectual property shall be returned to the Department or destroyed within two working days with proof of destruction furnished to the Departmental manager with oversight responsibility for the project.

By signing above, I acknowledge that I have read and understand, and received a copy of the security policies stated above as well as the requirements set forth in DOJ Administrative Manual Chapter 15 Sections 15100 through 15784. I understand that failure to comply with these policies may constitute grounds for disciplinary action up to and including contract termination and/or administrative, civil, or criminal action in accordance with applicable statutes.