RFQ__23RS0538-SECURITY_CAMERA_MAINTENANCE.pdf

May 17, 2024

REQUEST FOR QUOTE

SECURITY CAMERA MAINTENANCE AND SUPPORT

RFQ # 23RS0538

The Department of Veterans Affairs (CalVet) invites you to review and respond to this Request for Quote (RFQ) for Maintenance and Support Services for the Security Camera System, located at the Veterans Homes of California (VHC)-Redding. In submitting your RFQ, you must comply with the instructions found herein. Failure to comply with any of the requirements may result in the rejection of your offer. The services required are delineated in SOW Exhibit A, Statement of Work. Please read the enclosed document carefully.

To submit a quote for this solicitation you must comply with the instructions contained in this document as well as the requirements stated in SOW Exhibit A, Statement of Work. By submitting a quote, your firm agrees to the terms and conditions stated in this RFQ.

Responses to this RFQ are due on June 3, 2024, 3:00 PM PST- late responses will not be accepted.

It is the responsibility of the Bidder to ensure CalVet receives delivery of all documents in full by the stated submission dates throughout the RFQ. Quote submissions may not be hand delivered. U.S. Mail and other courier service deliveries will not be accepted. Receipt of a Quote outside of these submission instructions will be rejected.

Quotes shall be delivered to the following:

Procurement Official:

Katie Gray Katie.Gray@CalVet.ca.gov

Bidders are required to submit one (1) electronic copy of the complete bid submittal via email. Responses to this RFQ must be clearly labeled and submitted to the Procurement Official identified above.

mailto:Katie.Gray@CalVet.ca.gov

TABLE OF CONTENTS

REQUEST FOR QUOTE Page

RFQ Section I- General Information A. Purpose of RFQ B. Availability

RFQ Section II- Period of Performance RFQ Section III- Key Action Dates RFQ Section IV- Submission of Questions RFQ Section V- Information Technology Provisions

A. Bidder’s Instructions B. Information Technology General Provisions

RFQ Section VI – Eligible Bidders RFQ Section VII- Loss Leader RFQ Section VII- RFQ Response Guidelines

A. Prohibition Tax Delinquents B. California Unfair Practices Act C. Fair Employment and Housing Commission Regulations D. Americans with Disabilities Act Notice E. Executive Order N-6-22- Russia Sanctions F. Executive Order N-12-23- GenAI Inventory, Procurement and Risk Assessment

RFQ Section IX- Submission of Quote RFQ Section X- Protests RFQ Section XI- Health and Livescan Clearances

A. Health Clearance B. Livescan Clearance

RFQ Section XII- Administrative/ Business/ Technical Requirements RFQ Section XIII- Evaluation Information

A. Evaluation Process B. Cost Evaluation C. Small Business Preference D. DVBE Incentive

RFQ Attachment 1- STD 1000 RFQ Attachment 2- RFQ Submission Checklist RFQ Form 1- Bidder’s Preferences and Certification RFQ Form 2- Declarations RFQ Form 3- Commercially Useful Function (CUF) Certification Form RFQ Form 4- Workers’ Compensation Certification RFQ Form 5- Commercial General Liability Certification RFQ Form 6- Payee Data Record RFQ Form 7- Seller’s Permit RFQ Form 8- Secretary of State Status RFQ Form 9- Contractor’s Bid Certification RFQ Form 10- Bidder Qualifications

RFQ APPENDIX A- REQUIREMENTS

RFQ APPENDIX B- SAMPLE CONTRACT

SOW Exhibit A- Statement of Work

SOW Exhibit A, Section I- Purpose Exhibit A, Section II- Agreement Description Exhibit A, Section III- Roles and Responsibilities Exhibit A, Section IV- Points of Contact Exhibit A, Section V- State Responsibilities Exhibit A, Section VI- Contractor Responsibilities

REQUEST FOR QUOTE Page Exhibit A, Section VII- Maintenance and Repair Services Exhibit A, Section VIII- Service Levels Exhibit A, Section IX- Knowledge Transfer and Documentation Exhibit A, Section X- Parts Replacement Exhibit A, Section XI- Worksite Expectations Exhibit A, Section XII- Problem Escalation Exhibit A Section XIII- Unanticipated Tasks Exhibit A, Section XIV- Data Handling

SOW Attachment 1- Equipment List SOW Attachment 2- Work Authorization Document

SOW Exhibit B- Payment Provisions and Budget Details Exhibit B, Section I- Payment Provisions Exhibit B, Section II- Travel Exhibit B, Section III- Budget Contingency Clause Exhibit B, Section IV- Prompt Payment Clause

SOW Exhibit B-1- Cost Sheet SOW Exhibit C- Information Security Incident Management SOW Exhibit D- Information Security and Confidentiality SOW Exhibit E- Vendor Remote Access Policy SOW Exhibit F- Patch Management SOW Exhibit G- Agreement with External Entities SOW Exhibit H- Electronic Waste Policy

RFQ APPENDIX C- COST WORKSHEET

REQUEST FOR QUOTE (RFQ)

I. GENERAL INFORMATION

A. Purpose of RFQ The purpose of this RFQ is to seek the services of a Bidder to provide maintenance and support services for the Security Camera System, located at:

Location Address Veterans Home of California- Redding 3400 Knighton Road

Redding, CA 96002 B. Availability

All candidates submitted by the Contractor must be available during the term of Agreement. The selected Contractor and proposed staff must be able to meet the requirements of the RFQ and be ready to begin work on the anticipated contract start date of June 25, 2024, unless notified otherwise by CalVet.

II. PERIOD OF PERFORMANCE

The anticipated term of this Agreement begins on the date indicated on the Standard Agreement (STD. 213), for a term of three (3) years at the rates specified on the Contractor’s submitted RFQ Appendix C, Cost Worksheet

III. KEY ACTION DATES

Listed below are the Key Action Dates and times by which the actions shall be completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ.

All dates after the submission of quotes are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution

Key Action Dates Date Release of RFQ May 17, 2024 Submission of Questions May 22, 2024, by 3:00PM PST Response to Questions May 23, 2024 Submission of Quote June 3, 2024, by 3:00 pm PST Intent to Award June 4, 2024 Last Day to Protest June 11, 2024 Anticipated Agreement Start Date June 25, 2024

It must be understood that time is of the essence for both the offer submittal and contract execution processes. If the State finds it necessary to change any requirement, it will be accomplished via an addendum to this RFQ.

IV. SUBMISSION OF QUESTIONS

All questions regarding the content of this RFQ shall be submitted in writing by mail or electronically to Katie.Gray@CalVet.ca.gov and shall be received by the date and time as stated in the Section III. Key Action Dates.

Submit questions according to the following format:

Item Section Reference Bidder Question Example:

Section I.A, Purpose of RFQ What is the…?

Questions not submitted by the Key Action Date 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 distributed in writing by electronic mail to all Bidders who attended the mandatory bidder’s conference and walkthrough.

V. INFORMATION TECHNOLOGY PROVISIONS

The following information is incorporated into this RFQ. Please read the documents carefully. Bidder must agree to the terms and conditions listed below by signing RFQ Form 1, Contractor’s Bid Certification. Please read the documents carefully.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

A. Bidder Instructions (Effective 11/09/11) https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf (copy and paste)

B. Information Technology General Provisions (Effective 06/21/2022) ITGeneralProvisions062122.pdf (click on link)

VI. ELIGIBLE BIDDERS

Public or private corporations, agencies, organizations, associations, or individuals may submit a Quote in response to this RFQ. The Bidder must be legally constituted and qualified to do business within the State of California (registered with the Secretary of State). With the exception of bidders whose legal status precludes incorporation (i.e., public agencies, sole proprietorships, and partnerships), Bidders that are not fully incorporated by the deadline for submitting Quotes will be disqualified. The bidder must also not be listed on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code.

VII. LOSS LEADER

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

VIII. RFQ RESPONSE GUIDELINES

A. Prohibition on Tax Delinquents

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the California Department of Tax and Fee Administration (CDTFA) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists.

1. Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

2. This section shall apply to any contract executed on or after July 1, 2012.

B. California Unfair Practices Act

Bidder warrants that its proposal complies with the California Unfair Practices Act (Business and Professions Code §17000 et seq.)

C. Fair Employment and Housing Commission Regulations The California Government Code §12990 requires all State Contractors to have implemented a Nondiscrimination Program before entering into any Contract with the State. The Department of Fair Employment and Housing (DFEH) randomly selects and reviews State Contractors to ensure their compliance with the law. DFEH periodically disseminates a list of Contractors who have not complied. Any Contractor so identified is ineligible to enter into any State Contract.

D. Americans with Disabilities Act Notice To meet and carry out compliance with the non-discrimination requirements of Title II of the Americans with Disabilities Act (ADA), it is the policy of the California Department of Technology to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in the Procurement process, or for persons having questions regarding reasonable accommodation for the Procurement process, please contact the Procurement Official identified on page 1.

IMPORTANT: To ensure your accommodation is met, it is best your request is received at least ten (10) working days before the scheduled event (i.e., meeting, conference, workshop, etc.) or deadline due date for procurement documents.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

E. Executive Order N-6-22- Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order P-05-22 EO N-6-22 Russia Sanctions (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or Quote, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/Quote any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

F. Executive Order N-12-23- General Artificial Intelligence (GenAI) Inventory, Procurement and Risk Assessment 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 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.

Failure to disclose GenAI to the State and submission of the GenAI Disclosure & Factsheet will result in disqualification of the Bidder 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 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.

RFQ, Attachment 1, STD 1000 Generative Artificial Intelligence (GenAI) Disclosure & Factsheet

IX. SUBMISSION OF QUOTE

Award of contract, if made, shall be in accordance with the RFQ information and evaluation to a responsible Bidder with a Quote that complies with all the requirements of the RFQ and any addenda. Award, if made, shall 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 Quote beyond forty-five (45) days in the event of a delay of contract award.

Quotes should provide straightforward and concise descriptions of the firm's ability to satisfy the requirements of this RFQ.

The Quote must be complete and accurate. Omissions, inaccuracies or misstatements may be sufficient cause for rejection of a Quote.

A. All Quotes shall include the Attachments and supporting documentation identified in RFQ Attachment 2, Submission

Checklist. Quotes that do not include the proper "required attachments" shall be deemed non-responsive. A non-responsive Quote is one that does not meet the basic Quote requirements.

B. All documents requiring a signature must bear an original signature or electronic signature of a person authorized to bind the Bidding firm.

C. Quotes must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a Quote to be rejected.

D. A Quote may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all Quotes and may waive an immaterial deviation in a Quote. The State's waiver of immaterial deviation shall in no way modify the RFQ document or excuse the Bidder from full compliance with all requirements if awarded the agreement.

E. Costs for developing Quotes and in anticipation of award of the agreement is entirely the responsibility of the Bidder and shall not be charged to the State of California.

F. An individual who is authorized to bind the Bidder contractually shall sign the Bidder Preferences and Certification form.

The signature should indicate the title or position that the individual holds in the firm. An unsigned Quote may be rejected.

If the Quote is made under a fictitious name or business title, the actual legal name of Bidder must be provided.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

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

G. A Bidder may modify a Quote after its submission by withdrawing its original Quote and resubmitting a new Quote prior to the Quote submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

H. A Bidder may withdraw its Quote by submitting a written withdrawal request to the State, signed by the Bidder or an authorized agent. A Bidder may thereafter submit a new Quote prior to the Quote submission deadline. Quotes may not be withdrawn without cause subsequent to Quote submission deadline.

I. The awarding agency may modify the RFQ prior to the date fixed for submission of Quotes by the issuance of an addendum to all parties who received a Quote package.

J. The awarding agency reserves the right to reject all Quotes. The agency is not required to award an agreement.

K. Before submitting a response to this solicitation, Bidders should review, correct all errors and confirm compliance with the RFQ requirements.

L. Where applicable, Bidder should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

M. General Provisions: The State does not accept alternate contract language from a prospective Bidder. A Quote with such language will be considered a counter Quote and will be rejected. The State’s General Provisions (GSPD) are not negotiable.

N. No oral understanding or agreement shall be binding on either party.

X. 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 a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful vendor” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Street and Mailing Address:

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.

XI. HEALTH AND LIVE SCAN CLEARANCES

A. Health Clearance

1. Contractor, its employees, and providers shall, prior to providing services, complete the following health clearances required by Home policy of all state employees, contract employees and volunteers in order to meet state facility licensure requirements.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

a. Initial and annual tuberculosis (TB) screening

b. Annual influenza vaccination (flu shot) during annual flu season as determined by the California Department of

Public Health, or a written declination, plus wear an isolation face mask

c. Contractor has the option to utilize the Home’s on-site clinic for the tests in subsections a) and b) at no cost or

Contractor may utilize its own provider at Contractor’s own expense.

2. TB Initial and Annual Screening: Initial TB screening may include, but not be limited to, 2-step TST/PPD testing and/or X-ray, and TB questionnaire. Annual TB screening may include, but not be limited to, 1-step TST/PPD testing and/or X-ray, and TB questionnaire. The TB clearance process must be completed prior to initiation of services or technician assignment, and within the required timeframe stipulated by the Home for the annual requirement.

3. Contractor shall request from the Contract Manager or designee permission to utilize the Contractor’s own health care provider for health clearances as described in this Agreement. When utilizing Contractor’s own health care provider, Contractor shall submit medical documentation to the Home’s Ambulatory Care Clinic indicating the individual is cleared to perform his or her duties and is free of communicable disease. The medical documentation must be submitted prior to initiation of services or employee assignment, and annually thereafter as required by the Home.

4. Contractor agrees that failure to comply with the Home’s infection control policies shall result in immediate provider suspension, contract suspension, or termination of this Agreement. Provider and contract suspension shall remain in effect until the Contractor provides the appropriate medical clearance to the Home’s Infection Control Specialist, Contract Manager, or designee.

B. Live Scan Clearance

1. Home policy requires Contractors, Contract’s employees or providers obtain Live Scan Clearance prior to start date of assignment in order to meet State facility licensure requirements. Failure of a Contractor, Contractor’s employees or providers to pass the Live Scan Clearance precludes the individual from providing services at the facility. If, after initial clearance, the Home is notified that the individual is no longer cleared, the individual shall not be allowed to provide services until the Home receives proof of an exemption.

2. Contractor shall be responsible for all costs associated with Live Scan Clearance Contractor, its employees, providers or technicians selected to perform services at the Home.

3. The Home’s Human Resources Office will coordinate fingerprinting in conjunction with the Contractor and the Home’s Live Scan provider. Live scan is the only acceptable form of fingerprinting for the Home.

a. If the Contractor uses its own Live Scan provider, the Contractor shall direct its provider to provide results to the Home using the Home’s facility number.

4. In the event the Contractor or its employees or providers fail to appear for the Live Scan fingerprinting set up by the Home within the prescribed period or on the appointment date, the individual may not be considered for assignment at the Home. The Contractor agrees to be responsible for coordinating the next appointment.

XII. ADMINISTRATIVE/ BUSINESS/ TECHNICAL REQUIREMENTS

RFQ Appendix A, Requirements, details for the Bidder those requirements specific to this RFQ. The Bidder must agree to the requirements outlined in RFQ Appendix A, Requirements.

XIII. EVALUATION INFORMATION

A. Evaluation Process

Quotes will be screened to determine if the Bidder has complied with appropriate submittal instructions and required components. Quotes that meet the Requirements’ “pass/fail” criteria will be eligible to have their cost worksheet evaluated. Quotes that do not pass all the mandatory requirements will be deemed non-responsive and will be rejected.

The State has established certain requirements with respect to quotes to be submitted by prospective Bidders. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in this RFQ indicates a requirement or condition that is mandatory. Should a Bidder respond to a mandatory requirement using language that fails to explicitly commit the

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

Bidder after contract award by using terms such as “may” or “could,” the State may interpret the response as a material deviation. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the deficient response is not in substantial accord with the RFQ requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity, or quality of items quoted, the amount paid to the Bidder or on the cost to the State. Material deviations cannot be waived.

B. Cost Evaluation If a Bidder’s quote has been determined to be non-responsive during the evaluation of requirements, cost will not be evaluated. Quote must be based on CalVet’s SOW Exhibit A, Statement of Work. Bidder must complete the cost worksheet that identifies total cost per transaction as described in the Statement of Work. RFQ Appendix C, Cost Worksheet shall not be completed in pencil and there shall be no erasures or corrections of any kind Each Bidder’s RFQ Appendix C, Cost Worksheet will be evaluated on the total extended cost for both the contracted term and any optional extension year/s. The contractor’s cost worksheet will be checked for mathematical accuracy.

Each Bidder’s cost shall be evaluated for responsive bids from responsible Bidders that passed the mandatory Administrative, Business, and Technical Requirements.

The final selection will be made on the basis of lowest cost and meeting all requirements of this RFQ.

C. Small Business Preference The State will verify Small Business/Non-Small Business preference claim and apply the five percent (5%) preference accordingly.

In accordance with Government Code §14835 et seq., bidders who qualify as a small business will be given a five percent (5%) preference for evaluation purposes only. The five percent (5%) preference is calculated on the total number of points awarded to the highest scoring non-small business that is responsible and responsive to the RFQ requirements. The rules and regulations of this law, including the definition of a small business for the delivery of goods and services, are contained in the California Code of Regulations, Title 2, § 1896 et seq.

This five percent (5%) small business preference is also available to a non-small business claiming 25% California certified small business subcontractor participation. The five percent (5%) preference is calculated on the total number of points awarded to the highest scoring non-small business that is responsible and responsive to the RFQ requirements and that is not subcontracting a minimum of 25% to a small business. Non-small business bidders claiming the five percent (5%) small business preference must commit to subcontract at least 25% of the net RFQ price with one (1) or more California certified small businesses.

Points in this example explain the calculations and have no other significance.

The preference points for bidders A and B are based on five percent (5%) of the Bidder RFQ score of Bidder C, the highest scorer of a non-small business, which is (1750.00 points) x (.05) = 87.5 points (rounded). Bidder C, which is neither a small business nor a non-small business subcontracting a minimum of 25 percent (25%) to a small business, receives no small business preference points.

Small Business Preference Points Calculation

Bidder Bidder Total Score

Small Business Preference Claim?

Non-Small Business Preference Claim?

Small Business Preference Points Awarded

A 1,500.00 pts Yes No 87.50 pts B 1,700.00 pts No Yes 87.50 pts C 1,750.00 pts No No 0.00 pts

Completed certification applications and required support documents must be submitted to the Department of General Services Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the Final Quote 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.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

D. DVBE Incentive In accordance with §999.5(a) of the Military and Veterans Code, for evaluation purposes only, the State shall provide an incentive to bidders who provide California-certified DVBE participation.

The State will verify DVBE and apply the incentive accordingly. The DVBE Incentive points are a percentage of the total possible points. The maximum incentive for this procurement is five percent (5%) of the total points available, and is based on the amount of DVBE participation confirmed. The below table is an illustration of this calculation:

DVBE Participation Incentive Formula Confirmed DVBE Participation DVBE Incentive Percentage DVBE Incentive Points*

≥ 5% {5%} {100.00 (2,000 x .05)} 4% - 4.99% {4%} {80.00 (2,000 x .04)}

3.1% - 3.99% {3%} {60.00 (2,000 x .03)} <3% {0%} {0.00}

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

Generative Artificial Intelligence (GenAI) Disclosure & Factsheet

Bidder/Offer Information

Solicitation Number Bidder ID/Vendor ID (optional)

Business Name Business Telephone Number

Business Address

GenAI Disclosure & Factsheet

City State Zip Code

Will you be using or offering GenAI technology, model, or service (collectively, “system”)? Yes No (If No, skip to Signature section of this form.)

If yes, provide details regarding the GenAI system”). See GenAI Disclosure & Factsheet Definitions at the end of this form for more information.

Failure to disclose GenAI to the State and submit the detailed description may result in disqualification and may void any resulting contract.

1. GenAI Model Name, Version (including number of parameters)

2. Model Owner

3. Overview

4. Purpose

5. Intended Domain

6. Model Training Data

7. Model Information

RFQ ATTACHMENT 1

STD 1000- GENAI DISCLOSURE & FACT SHEET

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

8. Input and Outputs

9. Performance Metrics

10. Optimal Conditions

11. Poor Conditions

12. Bias

13. Test Data

Explain below how you are ensuring the GenAI system is not adversely affecting “decisions that materially impact access to, or approval for, housing or accommodations, education, employment, credit, health care, and criminal justice.” (AB 302, Department of Technology: High-Risk automated decision systems: inventory).

Signature

By signing this document, I certify that I have identified and disclosed, if any, all GenAI components in the proposed solution or service.

Signature Date

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

GenAI Disclosure & Factsheet Definitions Please use the following definitions to complete the GenAI Disclosure and Factsheet:

1. Model Name, Version & Number of Parameters:

Definition: The unique identifier or name assigned to the specific GenAI model or service.

Purpose: Allows users to refer to and distinguish between different GenAI models.

2. Model Owner Definition: The name of the organization or entity responsible for creating or deploying the GenAI model or service.

Importance: Helps identify the source and accountability for the GenAI system.

3. Overview:

Definition: A concise summary of the GenAI model’s purpose, functionality, and key characteristics.

Role: Provides a high-level understanding for users and stakeholders.

4. Purpose:

Definition: The intended use or goal of the GenAI model (e.g., image recognition, natural language processing, text summarization).

Significance: Helps users assess whether the GenAI model aligns with their needs.

5. Intended Domain:

Definition: The context, subject matter or domain for which the GenAI model is designed to operate effectively.

Importance: Helps users determine if the GenAI model is suitable for their specific use case.

6. Training Data:

Definition: Information used to train the GenAI model (e.g., labeled images, text corpora).

Role: Influences the GenAI model’s behavior and performance.

7. Model Information:

Definition: Details about the architecture, parameters, and configuration of the GenAI model.

Relevance: Provides insights into how the GenAI model functions.

8. Inputs and Outputs:

Definition:

o Inputs: The data or features provided to the model for prediction (e.g., images, text).

o Outputs: The GenAI model’s predictions or results (e.g., class labels, probabilities).

Understanding: Crucial for integrating the GenAI model into applications.

9. Performance Metrics:

Definition: Quantitative measures (e.g., accuracy, F1-score) used to evaluate the GenAI model’s performance.

Assessment: Determines how well the GenAI model meets its intended purpose.

Continuous Monitoring Plan: Establishes a plan for continuous monitoring and evaluation of the GenAI model’s performance.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

10. Optimal Conditions:

Definition: The ideal environment or context for the GenAI model to perform optimally.

Contextual Guidance: Helps users achieve the best results.

11. Poor Conditions:

Definition: Scenarios or conditions where the GenAI model’s performance may degrade.

Risk Awareness: Alerts users to potential limitations.

12. Bias:

Definition: Any systematic error or unfairness in the GenAI model’s predictions due to biased training data or design.

Mitigation: Addressing bias is crucial for ethical and unbiased GenAI.

13. Test Data:

Definition: Independent data used to evaluate the GenAI model’s performance after training.

Validation: Ensures the GenAI model generalizes well to unseen examples.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ ATTACHMENT 2

RFQ SUBMISSION CHECKLIST

BIDDER’S NAME:

EVALUATION CRITERIA YES NO PASS/FAIL

RESPONSE TO RFO REQUIREMENTS

One (1) emailed copy of the complete bid package.

Tab 1 – Table of Contents

• All major parts of the response to this RFQ, including all RFQ Forms are identified by page number

• The Table of Contents shall also identify and clearly reference all tables, figures, charts, graphs, etc.

Tab 2 – Requirements Response

• Contractor’s Bid Certification Sheet is signed and the person who signs the

Requirements Response is authorized to bind the Bidder’s firm contractually and commits to fulfilling all mandatory requirements of the RFQ.

• Executive Order N-12-23- General Artificial Intelligence (GenAI) Inventory, Procurement and Risk Assessment, shall be completed and signed.

RFQ, Attachment 1, STD 1000 Generative Artificial Intelligence (GenAI) Disclosure & Factsheet

• Completed copies of:

o RFQ Form 1, Bidder Preferences and Certifications o RFQ Form 2, Declarations o RFQ Form 3, Commercially Useful Function (CUF) Certification Form o RFQ Form 4, Workers’ Compensation Certification o RFQ Form 5, Commercial General Liability Certification o RFQ Form 6, Payee Data Record (STD. 204) o RFQ Form 7, Seller’s Permit o RFQ Form 8, Secretary of State Status o RFQ Form 9, Contractor’s Bid Certification o RFQ Form 10, Bidder Qualifications

COST

One (1) emailed copy of the complete bid package- including the Worksheet Cost Sheet Cost Worksheet The Cost Worksheet will not be evaluated until Mandatory requirements have been evaluated as described in RFQ.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 1

BIDDER’S PREFERENCES AND CERTIFICATION

I am requesting the following quoting preferences in response to RFQ# 23RS0538 and have attached the appropriate supporting documentation, as required by the RFQ.

Small Business Preference I am not claiming any Small Business Preference.

I am a California Certified Small Business applying for a preference on this quote. A copy of my Small Business approval letter from DGS is attached.

I have/will have a Small Business Certification request application submitted to DGS no later than 2:00 PM on the Final offer due date.

I am a Non-Small Business, claiming to provide a twenty-five percent commercially useful function business opportunity to California Certified Small Business Subcontractors. We have provided the list of small business contractors that will be used for this contract on the Bidder Declaration Form. I am attaching a copy of the Small Business approval letter from DGS for each subcontractor to this form.

I am a Small Business Nonprofit Veteran Service Agency, claiming a 5% small business preference as specified in the Military and Veterans Code section 999.50.

I am not a California Certified DVBE.

I am a California Certified DVBE. A copy of my DVBE approval letter from DGS is attached.

I have/will have a DVBE Certification request application submitted to DGS no later than 2:00 PM on the Final Quote due date.

Sincerely, Bidder Signature Date

Print Name and Title:

Company Name:

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 2

DECLARATIONS

Bidder Declaration

All Bidders shall complete the Bidder Declaration form and include it with the quote response. When completing the declaration, Bidders shall identify all subcontractors proposed for participation in the Agreement.

Refer to the following website link to obtain the appropriate form:

master-biddeclarverbal08-09 (1).pdf

(click on link)

DVBE Declarations

Bidders who have been certified by California as a DVBE (or who are proposing rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) shall also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declarations). All disabled veteran owners and disabled veteran managers of the DVBE(s) shall sign the form(s). Refer to the following website link to obtain the appropriate form:

STD 843

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

(copy and paste)

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

RFQ FORM 3

COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION FORM

Each Small Business, Micro Business and/or DVBE (Prime or Subcontractor) who will be performing an element of the work of the resulting contract must complete and submit this form with the solicitation response.

1. CONTRACTOR NAME (Completing Form) “Doing Business As” (DBA) Name: OSDS REF # (Currently certified firms only): Expiration Date

2. COMMERCIALLY USEFUL FUNCTIONS (CUF)

All certified Small Business, Micro Business, and/or DVBE prime contractors, subcontractors or suppliers must meet the commercially useful function requirements under Government Code, Section 14837(d)(4) (for SB) and Military and Veterans Code, Section 999(b)(5)(B) (for DVBE).

Please answer the following questions, as they apply to your company for the goods and services being acquired in this solicitation:

Mark all that apply: DVBE ☐ Small Business ☐ Micro Business ☐

1 If awarded a contract, will your business be responsible for the execution of a distinct element of the resulting work? Yes ☐ No ☐

2 If awarded a contract, will your business carry out the obligation of the contract by actually performing, managing, or supervising the work involved? Yes ☐ No ☐

3 If awarded a contract, will you perform work that is normal for your business, service and functions? Yes ☐ No ☐

4 If awarded a contract, will your business subcontract a portion of the work greater than would be expected by normal industry practices? Yes ☐ No ☐

If awarded a contract, will your businesses role be limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of SB and /or DVBE participation?

Yes ☐ No ☐

A response of “No” in questions 1-3 or a response of “Yes” in question 4 may result in your quote being deemed non-responsive and disqualified.

3. WRITTEN STATEMENT

Provide a written statement below detailing the role, services and goods your company will provide to meet the commercially useful function requirement. At the State’s option prior to award, you may be required to submit additional clarifying information Click here to enter text.

AUTHORIZING SIGNATURE (REQUIRED)

The signatory of this document must be the certified business owner (or authorized representative in the case of a corporation) and as such, hereby certifies under penalty of perjury under the laws of the State of California that all information provided herein is truthful and accurate.

Authorized Representative Signature: Title:

Printed Name Date:

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 4

WORKERS’ COMPENSATION CERTIFICATION

The undersigned in submitting this document hereby certifies the following:

I am aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with such provisions before commencing the performance of the work of this contract.

Signature Date

Name and Title (Print or Type) Street Address

Firm Name City, State ZIP

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 5

COMMERCIAL GENERAL LIABILITY CERTIFICATION

(Attach a valid Commercial General Liability Certificate of Insurance to this Form)

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 6

PAYEE DATA RECORD

The successful Bidder as a result of this RFQ will be required to sign the Payee Data Record, STD. 204, before agreement award. Refer to the following website link for more details:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf (copy and paste)

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

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

RFQ FORM 7

SELLER’S PERMIT

(Attach a valid California Seller’s Permit to this Form)

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 8

SECRETARY OF STATE STATUS

Business Name (as registered with SOS) _

Business Type:

Secretary of State Number: _

Status with the Secretary of State: _

Refer to the following website link to verify status and obtain the required documentation Online Business Services | California Secretary of State (clink on link).

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

SECURITY CAMERA MAINTENANCE AND SUPPORT

https://bizfileonline.sos.ca.gov/ https://bizfileonline.sos.ca.gov/

RFQ FORM 9

CONTRACTOR’S BID CERTIFICATION

The submission of this bid does not obligate the California Department of Veterans Affairs to fund the proposed Agreement. If the bid is approved for funding, an Agreement will be executed between the State of California and the Bidder. When funding is authorized, the Bidder will be expected to adhere to the terms of the executed Agreement.

Sign and date below in the signature block for your firm’s Agreement to meet the requirements of this RFQ. The certification must include signature of person who is authorized to bind the firm contractually.

Name of Bidding Firm (Legal name as it will appear on the Agreement)

Mailing address City State Zip

Telephone number Fax number Email address (If applicable) Name of Contact Person Telephone number (If different from above)

Bidder's signature: Date signed:

Printed/typed name: Title:

Bidding Preferences Claimed (Check only the preferences claimed) Certified small business or micro business preference Certification #___________

Non-small business subcontractor preference (committing use of 25% or more of small business subcontract(s))

Certification # ___________ DVBE Incentive (committing to use DVBE subcontract(s)) Certification #__________

FOR ANY CERTIFICATIONS CLAIMED A COPY OF THE OSDS CERTIFICATION LETTER MUST ACCOMPANY BID.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ FORM 10

BIDDER QUALIFICATIONS

BIDDER’S NAME:

1. Bidder must have a minimum of five (5) years providing similar services comparable in size and complexity as this Agreement.

2. Bidder must maintain all licenses necessary to perform the work of this Agreement.

3. Bidder must be certified, if required by the manufacturer, on software and hardware installed.

4. Bidder must have two (2) qualified technicians, whom are manufacturer certified for the currently installed equipment identified on SOW Attachment 1, Equipment List.

All proposed subcontractors that the Bidder chooses in fulfilling the requirements of this RFQ and is expected to receive more than ten percent (10%) of the value of the Contract must meet the same requirements.

5. Bidder must provide at least three (3) client(s) using Bidder’s services.

Client Name: Email Address Phone Number: Product/Version

6. List up to three projects of similar size and complexity as this Agreement.

Client Name: Email Address Phone Number: Description of Project

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

RFQ APPENDIX A

REQUIREMENTS

ADMINISTRATIVE REQUIREMENTS (M)

A.1

Statement of Work (SOW) SOW Exhibit A, Statement of Work, identifies how the State contract will be structured. No negotiations or alterations (unless specified otherwise) in the contract are permitted. Bidder must be able to perform the work identified in the SOW.

A.2 Bidder’s Preferences All Bidder must complete RFQ Form 1, Bidder’s Preferences and Certification and attach the supporting documentation, as required by the RFQ.

A.3

Declaration Forms All Bidders must complete the Bidder Declaration GSPD-05-105, RFQ Form 2, Declarations, and include it with the quote 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 into the contract. If not using subcontractors, submit the form and indicate “NONE” in the appropriate section.

Bidders who have been certified by California as a DVBE (or who are proposing 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). The completed form must be included with the quote response. RFQ Form 2, Declarations.

A.4

Commercially Useful Function Military and Veterans Code Section 999 et seq. requires all Small Business, Micro Businesses and Disabled Veteran Business Enterprises to perform a “commercially useful function” in any contract they perform for the State.

The Commercially Useful Function Certification Form must be completed for each Small Business, Micro Business or DVBE supplier participating in the bid, prime and/or subcontractor. The certification must provide a statement detailing the role, services and/or goods the supplier(s) will provide to meet the commercially useful function requirement. The criteria and definition for performing a commercially useful function are contained in the DVBE Program Requirements page entitled Resources & Information. RFQ Form 3, Commercially Useful Function.

A.5

Workers’ Compensation Insurance The Bidder must maintain in force (as required by State law) a valid Workers’ Compensation Insurance Policy for all employees engaged in the performance of the contract and agree to furnish the State satisfactory evidence thereof at the time of the bid submittal and at any time the State may so request.

Satisfactory evidence of a certificate of insurance showing a minimum amount of not less than $1,000,000 employer’s liability, for all employees proposed in the performance of this contract must be included in the quote and must be provided to the State at any time the State may request. Bidders must complete RFQ Form 4, Workers’ Compensation Insurance Certification.

A.6

Commercial General Liability Insurance The Bidder and proposed subcontractors must maintain in force (as required by State law) a valid Commercial General Liability Insurance Policy. Satisfactory evidence of a certificate of insurance showing a minimum amount of not less than $1,000,000 must be included in the Quote and must be provided to the State at any time the State may request. RFQ Form 5, Commercial General Liability Certification.

A.7 Payee Data Record and Seller’s Permit The successful Bidder as a result of this RFQ will be required to sign the Payee Data Record, STD. 204 and provide copy of CA Seller’s Permit, before contract award. RFQ Form 6, Payee Data Record and Form 7, Seller’s Permit.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 23RS0538

A.8 California Seller’s Permit The successful Bidder as a result of this RFQ will be required to submit a copy of RFQ Form 7, California Seller’s Permit.

A.9

Secretary of State Certification All Corporations, Limited Liability Corporations, and Limited Partnerships must be registered and in ‘Active’ status with the California Secretary of State (SOS) to be awarded a contract. RFQ Form 8, Secretary of State Certification.

Bidder’s quote must contain a copy of the Bidder’s certification with the SOS to do business in California. If certification has not been received, a copy of Bidder’s application and statement of status must be included.

The Bidder must be certified with the SOS, if required by law to do business in California. If the Bidder does not currently have this certification, the successful Bidder must be certified before contract award can be made.

The SOS may be contacted as follows:

California Secretary of State Division of Corporate Filing and Services 1500 Eleventh Street, Third Floor Sacramento, CA 95814-5701 The required document(s) may also be obtained through the Certification Unit at 916-657-5251 or at the SOS website http://kepler.ss.ca.gov.

A.8

Subcontractor(s) Exceeding ten (10%) percent of the Contract All proposed subcontractors must be identified on the completed GSPD-05-105, RFQ Form 2, Declarations Any subcontractor that the Bidder chooses to use in fulfilling the requirements of this RFQ, and which is expected to receive more than ten percent (10%) of the value of the contract, must also meet all requirements of…