RFQ_23-194258_.docx

Rev. 4.15.24

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – OFFICE OF BUSINESS AND ACQUISTION SERVICES

Request for Quotation

DUE DATE

June 27, 2024

SOLICITATION #

23-194258

DATE

6/10/2024

DELIVERY DATE

As Specified

PAGE

REQUISITION. NO.

AGENCY BILLING CODE

AGENCY PURCHASE EST NO.

F.O.B. DESTINATION UNLESS

BID STATES OTHERWISE

ARE YOU CLAIMING PREFERENCE

AS A CALIFORNIA CERTIFIED 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

SUPPLIER CONTACT:

PHONE:

SUPPLIER NUMBER:

____ % CASH DISCOUNT FOR

PAYMENT WITHIN ____ DAYS

SEE REQUIRED PAYMENT DATE OF THE GENERAL PROVISIONS PARAGRAPH 30.

SHIP TO:

NAME (PRINT)

TITLE

FOR FURTHER INFORMATION, CONTACT:

Nicole Cruz PROCUREMENT OFFICIAL: Nicole Cruz

PHONE: 279-946-8263

EMAIL: Nicole.Cruz@dgs.ca.gov

SECTION 14835 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR BIDDERS WHO QUALIFY 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.

SIGNATURE DATE

Return to:

Nicole Cruz Nicole.Cruz@dgs.ca.gov 279-946-8263

EMAIL ADDRESS

TELEPHONE NUMBER FAX NUMBER

FEDERAL EMPLOYER IDENTIFICATION NUMBER

Bidder offers and agrees if this response is accepted within 45 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 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 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 51 of the General Provisions is true and correct. (3) If a claim is made for the small business preference, the information set forth within is true and correct.

Solicitation 23-194258 is being conducted by the Department of General Services. Office of Business and Acquisition Services on behalf of the Department of General Services (DGS) Office of State Publishing for the purchase of Canon imagePRESS C7011VP Maintenance Services.

KEY ACTION DATES

SOLICITATION

Solicitation is also referred to as an EVENT in Cal eProcure.

PROCUREMENT OFFICIAL

The Procurement Official is the state’s designated authorized representative regarding this procurement.

Bidders are directed to communicate with the Acquisition Analyst listed below to submit questions, deliver proposals, and submit all other formal correspondence regarding this procurement.

METHOD OF AWARD

This solicitation shall be awarded on an "All or None" basis, by individual group, or by individual line item, whichever is deemed by the State to be in its best interest. The award will be made to the lowest responsive and responsible bidder meeting all administrative and technical requirements, terms, and conditions of this solicitation. For a group to be considered for award, all items in the group must be bid.

In the event of a tie, a coin toss will be a permissible tiebreaker. Such event will be conducted by the procurement official and observed by a state employee as witness.

RESPONSIVE BIDDER

A supplier provides a bid response that is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract.

RESPONSIBLE BIDDER

A supplier who is responsible and submits a responsive bid is one who clearly indicates compliance without material deviation from the solicitation’s terms and conditions and who possesses the experience, facilities, reputation, financial resources and other factors existing at the time of contract award.

ADDITIONAL TERMS AND CONDITIONS

The state objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder. This applies to any language appearing in documents attached as part of the bidder’s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bids with terms and conditions attached may be subject to rejection.

FINANCING

The State reserves the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Supplier will invoice the State and the State will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the supplier on behalf of the State.

QUESTIONS REGARDING THE RFQ

Bidders requiring clarification of the intent or content of this RFQ or on procedural matters regarding the competitive RFQ process may request clarification by submitting questions by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), to Acquisition Analyst identified in this RFQ. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the bid due date.

Note: Answers to all questions will be posted via an Event/Solicitation Addendum

Acquisition Analyst: Nicole Cruz Email: Nicole.Cruz@dgs.ca.gov

REQUEST TO CHANGE REQUIREMENTS OF THE RFQ

Bidders may request to change requirements of the RFQ if the Bidder believes that one or more of the RFQ requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions. The Bidder shall submit recommended change(s) and facts substantiating the recommended change by the date(s) identified in the key action dates or two days prior to the bid due date (if no key action dates), in an email clearly marked “Request to Change Requirements of RFQ 23-194258” to the Acquisition Analyst and identified in this RFQ.

ATTACHMENTS

The following documents are attached, or attached by reference, and part of this solicitation:

1. Exhibit A – Scope of Work (6) pages;

Exhibit A, Attachment 1 – DGS Infrastructure Standards and Guidelines – Public (5) pages;

Exhibit A, Attachment 2 – IRS 1075 Guidelines (6) pages;

Exhibit A, Attachment 3 – Confidentiality Non-Disclosure Agreement (3) pages;

Exhibit A, Attachment 4 – Acceptable Use Policy (4) pages;

2. Exhibit B – Budget Detail and Payment Provisions (2) pages;

Exhibit B – Attachment 1 - Cost Worksheet of (3) pages;

3. Exhibit C – General Provisions – Information Technology (1) page;

4. Exhibit D – Special Terms and Conditions (4) pages;

Exhibit D, Attachment 1 – Subcontractors (1) page;

dated 12/15/11** (if applicable)

** These documents are incorporated by reference and located at the link provided.

PRICES

Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract.

For the purpose of this bid, only bids quoted 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 bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract. International shipments will be Delivered Duty Paid (DDP). 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 Contract.

The sales tax rate applied should be based on the rate of the area where the product is to be delivered, unless the deliverable is a vehicle, in which case the sales tax rate applied should be based on the rate where the vehicle will be registered with the California Dept. of Motor Vehicles (DMV).

All freight charges over $50 require a supporting prepaid freight bill prior to freight payment.

CALIFORNIA SELLER’S PERMIT

Bidders must provide their California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by the California Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in Sections 6487, 7101 and Sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the CDTFA permit number in the space provided below (or attach a copy of the permit with your bid.)

For instructions on how to obtain a California Sellers Permit number or register to do business in the State of California, visit the California Department of Tax and Fee Administration website at www.cdtfa.ca.gov.

Retailer’s Seller’s Permit Number: __________________________________

POSTCONSUMER-CONTENT CERTIFICATION

State agencies are required to report purchases in many product categories. In order to comply with those requirements, bidders are required to complete and return the attached Postconsumer-Content Certification form (CalRecycle 74) with their bid response.

BIDDER DECLARATION FORM

All bidders must complete the Bidder Declaration Form GSPD-05-105 and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract; this includes equipment manufacturers, equipment distributors and resellers. A subcontractor is any person, firm, corporation, or organization contracting to perform any part of the prime’s 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.

If claiming the non-small business subcontractor preference, the form must list all the California small businesses with which you commit to subcontract in an amount of at least twenty-five 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).

PROHIBITION ON TAX DELINQUENTS BIDDING (AB 1424)

Public Contract Code section 10295.4 provides that a state agency shall not enter into any contract for 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. This section applies to contracts executed on or after July 1, 2012. The Franchise Tax Board (FTB) and the California Department of Tax and Fee Administration (CDTFA) will post and periodically update lists of the 500 largest tax delinquencies on their websites as required by law. Starting on July 1, 2012 prior to executing contracts state agencies must check the FTB and CDTFA lists to ensure the proposed awardee/vendor is not on either list. If the proposed awardee is on either list, the bid may be considered non-responsive.

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

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

The State has developed a GenAI Disclosure & Factsheet to be completed by the Bidder/Offeror. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

CALIFORNIA CERTIFIED SMALL BUSINESS AND PREFERENCE(S) INFORMATION

SMALL BUSINESS PREFERENCES AND CERTIFICATION

Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Small Business Nonprofit Veteran Services Agencies (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 five percent (5%) small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

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 bid due date and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

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 9/09/04. The new regulations can be viewed at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx. Access the regulations by clicking on the “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 (OSDS) at (916) 375-4940.

SMALL BUSINESS PARTICIPATION REPORTING REQUIREMENTS

Per Government Code 14841, if a contract/purchase order is awarded from this solicitation with a commitment from the prime bidder to achieve small business participation, the contractor must within sixty (60) days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) report to the awarding department the actual percentage of small business participation achieved.

NON-SMALL BUSINESS SUBCONTRACTOR 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. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one of more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). The required list of California certified small business subcontracts must be attached to the bid response and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE INFORMATION

DVBE PARTICIPATION REQUIREMENTS

The State has established a 3% goal for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. To be considered responsive, bidders must complete and return the Bidder Declaration GSPD-05-105 (03/15), the DVBE Declarations, STD. 843 (5/2006), and signed, written confirmation (described below). Failure to complete and submit all required forms with the bid, that fully document and meet the DVBE Program Requirement, may cause the bid to be rejected. This solicitation provides an incentive for DVBE participation, and the “California DVBE Program Requirements” packet includes information about the DVBE incentive.

Supplier agrees to provide verification, in a form agreed to by the state, that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract/purchase order, or with any subsequent amendment.

DVBE COMPLIANCE AND VERIFICATION

Written Confirmation:

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, a written confirmation from each DVBE subcontractor identified on the Bidder Declaration must be provided. The written confirmation must include the solicitation number and be signed by the Bidder and DVBE subcontractor(s). The written confirmation shall include but is not limited to the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE.

Failure to submit signed confirmations shall render the bid non-responsive. If further verification is necessary, the state will obtain additional information to verify compliance with the above requirements.

Disabled Veteran Business Enterprise Declarations (Std. 843):

Per the Military and Veterans Code Section 999.2, this form must be completed and signed by all disabled veteran owner(s) and disabled veteran manager(s) when a DVBE contractor or subcontractor will provide materials, suppliers, services or equipment. The completed form should be included with the bid response. Should the form not be included with the IFB, 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 http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

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

DVBE PARTICIPATION REPORTING REQUIREMENTS

If for this agreement the winning bidder makes a commitment to achieve DVBE participation, upon completion of the awarded contract, the Contractor must certify to the awarding department all of the following:

· The total amount the Contractor received under the contract.

· The name and address of the DVBE that participated in the performance of the contract and the contract number.

· The amount and percentage of work the Contractor committed to provide to one or more DVBE under the requirements of the contract and the amount each DVBE received from the Contractor.

· That all payments under the contract have been made to the DVBE(s). Upon request by the awarding department, the Contractor shall provide proof of payment for the work.

STD 817 shall be used for Contractor’s certification and provided to the State’s Contract Administrator. STD 817 is located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

DVBE SUBCONTRACTOR SUBSTITUTION

(Keep if using DVBE Requirement and/or Incentive Language) The supplier 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 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 scope 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.

SPECIFICATION COMPLIANCE

The bidder must indicate below if the product or products offered on this bid complies in all respects with the Attachment 1, SOW.

YES_________ NO*_________

If the bidder has indicated that the product offered does not comply in all respects with the attached specifications, they are to list below, in detail, any and all deviations.

*If the product does not comply you may request modifications, revisions, or possible alternatives to be reviewed PRIOR to the bid submission date by submitting your request to the Procurement Official. Any deviations listed below may cause your bid to be deemed non-compliant.

LIST DEVIATIONS/SUBSTITUTIONS:

RESPONSE CHECKLIST (Modify as applicable)

The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award:

|_| Signed State of California – DGS Office of Business and Acquisition Services - solicitation document (with all fill-in spaces completed) |_| Cost Worksheet of three (3) pages |_| Bidder Declaration Form (GSPD-05-105 REV 03/15) of two (2) pages |_| Disabled Veteran Enterprise Declarations (Std. 843) of one (1) page, dated 05/2006 (if applicable) |_| DVBE signed, written certification (if applicable) |_| Postconsumer-Content Certification Form (CalRecycle 74) of two (2) pages, dated 1/10 |_| Payee Data Record (Std. 204) |_| California Civil Rights Laws Certification (if applicable) |_| Seller Permit Information |_| GenAI Disclosure & Factsheet (STD 1000)

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

The following items must be returned with the bid response only if your intention is to claim the applicable bidder preference, if you are not claiming the preference you are not obligated to fill out and/or return any of the following forms.

|_| Manufacturer’s Summary, form (DGS/PD 525) for goods only.

|_| Bidder’s Summary, form (DGS/PD 526) for goods and services.

Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the RFQ. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating bidders in compiling their final bid response. Bidders are encouraged to carefully read the entire RFQ. The need to verify all documentation and responses prior to the submission of final bids cannot be over emphasized.

BID SUBMISSION

E-mail bids are required for this solicitation and shall be sent to Nicole.Cruz@dgs.ca.gov. The state 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 other submission requirements. If there is a question regarding how to submit a bid, contact the Procurement Official listed on the first page of the solicitation document for assistance.

Note: Bidders must be registered in CaleProcure as a Vendor in order to receive an awarded PO without the risk of additional processing time. To award a PO to a bidder that is not registered in CaleProcure as a Vendor requires the upload of a Payee Data Record (STD. 204). For more information, go to: https://caleprocure.ca.gov/pages/index.aspx

AWARD NOTIFICATION

If you would like to receive notification of the bid results and intended awardee, please include a “Notice of Intent to Award” request along with your submitted bid.

EXHIBIT A

SCOPE OF WORK

The Department of General Services (DGS), Office of State Publishing (OSP), has been mandated to provide printing services to all California State Departments as requested pursuant to Government Code 14850. OSP is procuring services for maintenance and repair for the existing Canon imagePress C7011VP, color sheetfed digital press.

1. PROJECT SUMMARY

A. [Insert Contractor’s Name] (Contractor) shall provide services necessary to maintain OSP's Canon imagePress C7011VP in an operational condition to guarantee sensitive time-dated materials are produced and mailed in a timely matter. Services include:

1. As-Need Equipment Maintenance

2. Repairs

3. Consumables (toner, developer, and staples) and Operator replacement parts

4. Software Maintenance

B. The services will be performed at the following location:

OSP Digital Print Facility 1050 Richards Blvd.

Sacramento, CA 95811

C. The rates specified in Exhibit B, Attachment 1, Cost Sheet, shall stay in effect for the entire Agreement term.

D. The anticipated term of this agreement is two (2) years.

2. PROJECT REPRESENTATIVES

A. The Contract Representative during the term of this agreement will be:

Address:

Address:

City, State, Zip:

City, State, Zip:

Phone:

Phone:

Email:

Email:

B. The State reserves the right to identify an OSP Designated Representative in the absence of the OSP Contract Administrator.

C. Any changes in the Contractor’s Contract Administrator must be immediately reported in writing to the OSP Contract Administrator or OSP Designated Representative.

3. QUALIFICATION REQUIREMENTS

A. Services on equipment shall be performed by Canon-trained and Certified Service Technicians. Contractor shall provide copies of Certifications upon request.

B. Technicians providing services must be regularly employed by the Contractor.

4. PERFORMANCE DETAILS

A. Contractor shall be responsible for supplying miscellaneous materials (i.e., grease, lubrications, gloves, etc.) incidental to service, including safety materials needed or required to perform service, at no additional charge to the State.

B. All miscellaneous goods or materials incidental to the service (such as freight, taxes, packing material, etc.) must be included in the quote.

C. Any damage to existing facilities or structures resulting from this work shall be reported immediately to the OSP Contract Administrator or OSP Designated Representative and be repaired to the satisfaction of the OSP Contract Administrator or OSP Designated Representative at the Contractor’s expense and only with prior approval of the OSP Contract Administrator or OSP Designated Representative.

5. SERVICE DETAILS

A. Work Days, Hours and State Holidays

1. The Contractor will provide maintenance and repair services for equipment and software listed in Exhibit B, Attachment 1, Cost Sheet, on an as-needed basis. Services on a chargeable basis will be available up to seven (7) days per week, twenty-four (24) hours per day, as follows:

a. On-site support will be available at the hourly rate during normal business hours, five (5) days a week, Monday 8:00 A.M. – Friday 5:00 P.M. with an option to request additional coverage up to twenty-four (24) hours per day seven (7) days per week, charged at an after-hours rate as set forth in Exhibit B, Attachment 1, Cost Sheet.

b. On-site support will be available on Saturday, Sunday, State observed Holidays at the hourly rate set forth in Exhibit B, Attachment 1, Cost Sheet.

2. Contractor shall not be regularly scheduled for services on observed State holidays. Current observed State holidays are New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving and Christmas Day.

B. Scheduling of Work

1. After the Agreement has been approved, Contractor shall confer with the OSP Contract Administrator or OSP Designated Representative in a start-up meeting.

2. The Contractor will provide services on an as-needed basis. Services on a chargeable basis will be available up to seven (7) days per week, twenty-four (24) hours per day.

3. Remote support will be available via phone and email at no additional charge during all covered periods.

C. Building Security

1. The State shall have and exercise full and complete control over granting, denying, withholding or terminating building clearances for Contractor’s personnel.

2. Contractor’s staff shall check in with building security at building’s main entrance, where they are to provide a valid State of California issued identification and will be issued a temporary pass that will be returned at the end of each day. Temporary pass shall be worn while performing services in the building and on building’s grounds.

3. All Contractor’s personnel shall notify the OSP Contract Administrator or OSP Designated Representative upon arrival each day and sign-in and out on the OSP Maintenance Log Book daily.

4. Contractor’s staff shall be in a uniform (with a name-tag) that easily identifies them as Contractor’s staff.

5. Contractor shall be responsible for all costs incurred as a result of false fire alarms or other system alarms activated by Contractor’s negligence or that of its employees, material suppliers, and/or subcontractors.

D. Parking

The building in this Agreement provides parking free of charge; off-loading of equipment and materials may be performed at the building's loading dock if permission is obtained in advance from OSP Contract Administrator or OSP Designated Representative and sufficient space is available.

E. Utilities

Water, electricity, elevator and restroom facilities are available free of charge while performing services associated with this Agreement. However, these facilities shall be kept clean at all times and are not to be used for anything other than their intended purpose.

F. Interference

Contractor shall make provisions to accomplish the work of this Agreement, without undue interference with the operations of the State, its tenants and visitors, or surrounding businesses and buildings.

G. Clean-Up

Contractor shall keep all work areas clean and free of debris. During progress of work and at the end of each workday, Contractor shall clean-up materials, remove from building location and discard appropriately and in accordance with any local or county ordinances. Any cleaning of equipment on State property requires the approval of the OSP Contract Administrator or OSP Designated Representative.

6. WORK DETAILS

A. The Contractor's services include, but are not necessarily limited to, those services necessary to maintain the equipment in an efficient operational condition to guarantee that sensitive time-dated materials are produced and mailed timely: providing as-needed equipment maintenance, repairing malfunctioning equipment, resolving OSP questions, troubleshooting solutions to problems, and installing software and hardware updates. Primary Services include but are not limited to:

1. As-Needed Equipment Maintenance

2. Repairs

3. Consumables (toner, developer, and staples) and Operator replacement parts

4. Software Maintenance

B. The Contractor shall perform, coordinate, and complete the requirements of the agreement in cooperation with any other Contractors or State entities to the full and complete satisfaction and acceptance of the State.

C. The Contractor shall perform the requirements of the agreement in a manner that will not impede or obstruct the deadlines set forth.

D. The Contractor shall provide services on an as-needed chargeable basis.

E. All performance under the agreement shall be completed on or before the termination date of the agreement.

F. The Contractor will provide all necessary personnel and equipment to complete the work outlined in this SOW.

G. Contractor is responsible for supplying miscellaneous materials (i.e. grease, lubrications, gloves, etc.) incidental to service, including safety materials needed or required to perform service.

H. The Contractor will provide all materials needed to package and ship waste toner containers and empty toner cartridges to OSP at no additional expense.

I. The Contractor is agreeing to perform the described work and agrees to adhere to all privacy guidelines and will not in any way distribute material to third-party agencies or individuals under any circumstances.

J. The Contractor shall always verify operational functionality and provide a written report of all repair information to the OSP management prior to leaving the site.

7. REPAIR SERVICES

A. Contractor shall provide repair services required to keep the equipment fully operational in accordance with manufacturer’s standards.

B. Contractor shall respond to requests for repair service within one (1) hour of notification by the OSP Contract Administrator or OSP Designated Representative.

C. The Contractor must provide a guaranteed service response time, not to exceed four (4) hours from the time a service call is made until the service provider is on-site. This response time is calculated from OSP's initial request for service till the service person(s) arrives at the designated OSP work area. Phone calls made by the contractor to OSP personnel within the 4-hour window are not considered fulfillment of this requirement.

D. The Contractor's response must include the estimated time of arrival for their designated service person(s).

E. Contractor shall make every attempt to complete repairs within twenty-four (24) hours. When a part(s) must be ordered that will delay completion of repairs the same working day, Contractor shall inform the OSP Contract Administrator or OSP Designated Representative immediately.

F. Upon completion of the repair process, the Contractor shall always verify operational functionality and provide a written report of all repair information to the OSP management prior to leaving the site.

8. PARTS REPLACEMENT

A. This Agreement shall include replacement of any parts found to be worn, inoperable, or that otherwise affects the equipment’s operability in any way.

B. Parts replaced by the Contractor under this Agreement shall be new, factory manufactured, or equivalent to manufacturer’s standards. If new is unavailable, manufacturer-certified components may be used upon prior written approval by OSP.

C. Contractor agrees to maintain an adequate supply and/or be able to obtain within 48 hours, or as specified by the OSP Contract Administrator or OSP Designated Representative, any necessary replacement parts in order to perform repairs and maintenance in a timely manner. When replacement parts are not available within 48 hours, Contractor shall inform the OSP Contract Administrator or OSP Designated Representative immediately.

D. Replaced parts become the property of the State.

9. CONSUMABLES

A. The Contractor will provide consumable supplies to OSP at the rates specified in Exhibit B, Attachment 1, Cost Sheet, based on 500,000 impressions on printer per month. Additional consumables may be purchased at the stated rate covered under the Consumables Parts Allowance. Supplies include:

1. Developer

1) Black Starter Developer, 0440B001AA

2) Cyan Starter Developer, 0441B001AA

3) Magenta Starter Developer, 0442B001AA

4) Yellow Starter Developer, 0443B001AA

2. Toner

5) IPQ 2 Black, 0436B003AA

6) IPQ 2 Cyan, 0437B003AA

7) IPQ 2 Magenta, 0438B003AA

8) IPQ 2 Yellow, 0439B003AA

3. Staples

9) N1 1007B001AA

10) P1 1008B001AA

B. The Contractor will be responsible for all express or overnight delivery charges for replacement parts, if applicable.

C. The Contractor and OSP will establish a schedule for shipment and delivery of consumable supplies for the life of this Agreement.

D. The Contractor must provide a continuous supply (metered supply) of all consumables (toner, developer, and staples). Consumable supplies will be for one (1) Canon imagePress c7011VP as stated on Exhibit B, Attachment 1, Cost Sheet.

E. The Contractor to ship consumable supplies Free On Board (F.O.B.) Destination, freight prepaid.

10. CONTRACTOR REQUIRED HARDWARE AND SOFTWARE MAINTENANCE

A. During the life of the agreement, software manufacturer-required upgrades, updates, patches, and system configuration changes shall be at no additional cost to OSP. DGS Enterprise Technology Solutions (ETS) and the OSP Contract Administrator must be notified in writing (emails are allowed as the communication medium) of proposed upgrades, updates, patches, or system configuration changes in accordance with the following ETS Change Management Policy guidelines:

B. No changes, upgrades, or patches will be implemented prior to being reviewed and approved by ETS to determine the impact on DGS and State networks and applications.

C. The Contractor must apply all critical and important patches within fifteen (15) to thirty (30) days of their public release.

D. The Contractor will perform all installation services for the upgrade, patch, or system configuration changes.

E. All upgrades, updates, patches, or system configuration changes must be made with ETS Staff present unless waived in writing by ETS.

F. All upgrades, updates, patches, or system configuration changes will be subject to State change of management processes and user acceptance testing (UAT) by a State subject-matter expert (SME) designated by the State.

G. All software and hardware covered by this Agreement must remain current and fully supported for the life of this Agreement.

H. Software must execute on an operating system that will have maintenance and security patch support for the entire length of this Agreement.

I. The Contractor will provide documentation to ETS of the manufacturer and version of the installed anti-virus software and all other system changes such as patches or system upgrades and updates. ETS may, at its sole option, waive the requirement on a case-by-case basis.

J. For all software and hardware proposed, the Contractor must agree to provide to OSP/ETS all copies of the documentation that accompanied the product at purchase.

K. The Contractor must provide a technology upgrade and replacement assurance plan for the term of this Agreement at the rates specified in Exhibit B, Attachment 1, Cost Sheet. This plan is intended to ensure that Contractor-provided equipment and software do not place OSP at an operational disadvantage due to unreliable equipment, hardware, software, or obsolescence.

L. OSP/ETS recognizes that the Contractor may include third-party software within the proposed Black and White Printing Systems. All such software must be purchased by the Contractor and licensed to the OSP for continual use with the Contractor system. No such license may be accepted without the approval of OSP/ETS.

M. Hardware and software must comply with DGS IT Infrastructure Standards and Guidelines located in Exhibit A, Attachment 1.

1. The Contractor's staff will be primarily responsible for ensuring that the proposed equipment, software, and hardware meet the Department of General Services Information Technology Standards.

2. Exceptions are granted on a case-by-case basis by the DGS Chief Information Officer.

N. In the event hardware is replaced and contains sensitive data, the Contractor shall work with the DGS Information Security Office to properly dispose of expired equipment following DGS ISO guidelines.

11. SECURITY AND CONFIDENTIALITY OF INFORMATION

A. OSP Digital, located at 1050 Richards Blvd, Sacramento, CA 95811, is a secure facility that processes and prints data that may include sensitive or confidential information such as Internal Revenue Service (IRS) 1075 Federal Tax Information (FTI) or Personal Health Information (PHI). The Contractor agrees to comply with and assumes responsibility for their employees' compliance with the IRS 1075 Guidelines, Exhibit A, Attachment 2.

B. The Contractor-provided equipment, hardware, and software will be subject to IRS Safeguard audits based on IRS publication 1075 requirements and internal audits performed by DGS-ETS staff. During an installation process, the Contractor will assist ETS staff to ensure that the Contractor provided equipment, hardware, and software are configured to comply with IRS 1075 requirements and DGS IT Standards. In the event that an audit results in DGS and/or IRS findings, the Contractor will be required to supply a corrective action plan within ten (10) state business days specifying how the findings will be resolved. Remediation must be completed by the DGS and/or IRS required due date(s).

C. Each of the employees of the Contractor, and any subcontractors and their employees must sign formal compliance agreements, Confidentiality Non-Disclosure Agreement, Exhibit A, Attachment 3 regarding confidentiality and non-disclosure. Computer security, and acceptable use policy, see Acceptable Use Policy, Exhibit A, Attachment 4 and the Information Security Policy Acknowledgement, Exhibit A, Attachment 5, prior to commencing work identified in this SOW.

D. The Contractor or Subcontractor and each of their employees employed to engage in services for OSP related to this contract, which require them to come into contact with confidential agency information, will be required to exercise security precautions for such data, including the signing of formal compliance agreements regarding confidentiality and non-disclosure, computer security and acceptable use policy prior to commencing work identified in this contract.

E. The Contractor or Subcontractor and employees who may be exposed to sensitive information will be required to attend OSP's annual security training; the training may be completed remotely.

F. The Contractor shall follow the California Department of Technology remote access standards as set forth in https://cdt.ca.gov/wp-content/uploads/2018/01/SIMM-5360A.pdf and the California Department of Technology Remote Access Agreement for software maintenance access.

G. The Contractor will keep in confidence, and safeguard all confidential information obtained during the term of this contract. The Contractor agrees to protect the privacy, confidentiality, and security of all documents containing personal and/or confidential information. The Contractor agrees to discuss confidential information only in the workplace and only for job-related purposes and will not discuss such information outside of the workplace or within hearing of other people who do not have a need to know the information. The Contractor's responsibility of confidentiality extends to the personnel employed by the Contractor and continues after the contract has ended.

H. Additional security requirements for the Contractor's staff may also include fingerprint background check(s).

EXHIBIT A, ATTACHMENT 1

DGS IT INFRASTRUCTURE STANDARDS AND GUIDELINES – PUBLIC

DGS IT Infrastructure Standards and Guidelines – Public

Purpose This document establishes the standards and guidelines for the California Department of General Services (DGS) information technology environment to ensure the confidentiality, integrity, and availability of technology resources. All technology procurements, projects, and efforts must comport with the below DGS Information System Standards and Product Designations.

Scope This document applies to all Information Technology hardware, software, facilities, applications, and networks that are a part of DGS’ computing resources. The specific technology categories addressed in this standard include:

1. Information Protection

2. Information Management

3. Information Distribution

4. Applications

5. Network Facility and Environment

6. Computing Resources

7. Voice Communications

DGS Information System Standards The following DGS information system standards are requirements for all custom and commercial-off-the-shelf (COTS) system implementations. Vendor-based solutions must adhere to these standards and any vendor proposal must certify that the proposed solution will meet these standards. Exceptions to the some of the standards may by granted on a case-by-case basis for implementations that are: 1) fully vendor hosted and/or supported as evident through the vendor contract language, or 2) in the process of being upgraded to meet the standards.

General Standards

1. Solution includes Single Sign On integration with DGS Active Directory.

2. Solution executes on an Operating System that will have security patch support for at least 3 years from the date of the RFO was issued.

3. Solution must be compatible with all critical Operating System security patches within 90 days of the release of the security patch.

4. Solution must communicate over TCP/IP v4 on standard and/or clearly defined network ports. Dynamic and/or ephemeral port ranges are unacceptable.

5. The Solution’s web-based user interface must be compatible with the latest version of Google Chrome and Microsoft Edge browser in either native or compatibility mode.

6. Any network servers required by the Solution that will be hosted on the DGS’s network must be:

a. Completely compatible with VMWare vSphere 7.0 and NSX-T 3.0. There can be no physical licensing or security hardware required for the Solution’s operation. For example, the Solution cannot require a USB dongle for license compliance.

b. MS Windows Server 2019 compatible. Ad hoc approval is need for version deviation.

c. RedHat Enterprise 7.6 and above if needed.

d. MS SQL Server 2019 compatible. Ad hoc approval is need for version deviation.

e. Cloud based or located physically at a DGS Solution Center and allow for software updates.

7. In cases where a solution requires a direct machine interface and must be co-located with the machine, (such as machine state, yield/scrap, machine speed/temperature metrics) the computing equipment must be located in a self-contained server cabinet providing: a closed loop system for cooling, powering, protecting and housing computing equipment and allow for UPS/battery, fire suppression, and remote access.

Network Standards

The proposed solution must be able to be deployed on a converged network and meet or exceed the following network requirements:

1. ISO 35.110, Networking.

2. IEEE 802.3, Communication Standards.

3. ANSI/TIA-568-C.0, Generic Telecommunications Cabling for Customer Premises, Ed. C, Amd. 2, 08-2012.

4. ANSI/TIA-568-C.1, Commercial Building Telecommunications Cabling Standard, Ed. C, Amd. 2, 05-2012.

5. ANSI/TIA-568-C.2, Balanced Twisted-Pair Telecommunication Cabling and Components Standard, Ed. C, Err. 04-2014.

6. ANSI/TIA-568-C.4, Broadband Coaxial Cabling and Components Standard, Ed. C, 07-2011.

7. TIA-569-B (2004; Amd 1 2009) Commercial Building Standard for Telecommunications Pathways and Spaces.

8. ANSI/TIA/EIA-606-A-2002, Administration Standard for Commercial Telecommunications Infrastructure.

Security Standards

DGS uses the American National Standards Institute (ANSI) and the FIPS standards in their information management planning and operations.

1. The minimum security requirements of the system shall use National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53A, Rev 4, at the moderate level or the most recently published revision.

2.