RFQ__24-025_-_Auditorium_AV_Equipment_PM_and_Repair_Services.pdf

Contract Services | Management Services Division | 1500 11th Street, Suite 460 Sacramento, CA 95814 | Tel 916.653.5974 | www.sos.ca.gov

Request for Quote (RFQ) For Information Technology Services

Auditorium Audio Visual Equipment Preventative Maintenance and Repair Services

QUOTE DUE DATE: 3/28/2025 Quotes must be delivered to Secretary of State’s Office before 4:00 PM on the due date

Supplier name and address:

SOLICITATION NO. REV. # DATE

24-025 ______ 3/13/2025

REQUISITION OR CONTROL #

Contact:

Phone: Fax:

For further information contact:

Secretary of State Contract Services Unit contractservices@sos.ca.gov

Ship To: (see below or bid document)

ARE YOU CLAIMING PREFERENCE AS A SMALL

BUSINESS?

YES ________ NO ________

IF YES, MANUFACTURER?

YES ________ NO ________

ARE YOU A NON-SMALL BUSINESS CLAIMING AT

LEAST 25% SMALL BUSINESS SUBCONTRACTOR

PREFERENCE?

YES ________ NO ________

Name (Print):

Title:

Signature:

Date:___________

Federal Employer Identification Number:

Return bid to:

Secretary of State Attn: Contract Services Unit 1500 11th Street, Room 460 Sacramento, CA 95814

SECTION 14838 ET SEQ. OF THE CALIFORNIA

GOVERNMENT CODE REQUIRES THAT A 5%

PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY

AS A SMALL BUSINESS AS A NON-SMALL BUSINESS

CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED

SMALL BUSINESS PARTICIPATION FOR

REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF

REGULATIONS SECTION 1896 ET SEQ. THE

REQUIREMENTS FOR NONPROFIT VETERAN SERVICE

AGENCIES QUALIFYING AS A SMALL BUSINESS ARE

CONTAINED IN SECTION 999.50 ET SEQ. OF THE

MILITARY AND VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

The purpose of this Request for Quote for Information Technology (RFQ) Services is to provide preventative maintenance (PM) and as needed repair and/or trouble shooting services for the audio-visual equipment.

The following are incorporated as part of this Request for Quote for IT Services:

1. Requirements, including quote details and cost proposal and all attachments.

2. State’s Standard Agreement (STD 213); see Section I General Information, Sub-section G.17 of this RFQ.

3. Bidder Instructions DGS PD 451 Rev. 11/9/2011) can be located at: https://www.dgs.ca.gov/PD/Search-

Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets; the Department of General Services Procurement Division, INFORMATION TECHNOLOGY - GENERAL PROVISIONS - NON-CLOUD GOODS & SERVICES, DGS PD 403-ITGP (Non-Cloud) (Rev. 2/20/25) can be located at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts http://www.sos.ca.gov/ mailto:contractservices@sos.ca.gov https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts

RFQ #24-025

Table of Contents

I. General Information

A. Purpose………………………………………………………………………………….……..4 B. Availability……………………………………………………………………………….…….4 C. Anticipated Period of Performance…………………………………………..……….…5 D. Key Action Dates……………………………………………………………………….……5 E. Written Questions……………………………………………………………………….……5 F. RFQ Response Guidelines…………………………………………………………….…….6 G. RFQ Response Content……………………………………………………………….…….7

II. Evaluation Information

A. Evaluation Criteria……………………………………………………………………… B. Award of Contract……………………………………………………………….………...13 C. Disposition of Bids………………………………………………………………………..….14 D. Protests…………………………………………………………………………………..……14

III. Exhibit A - Scope of Work

1. Purpose……………………………………………………………………………………

2. Anticipated Period of Performance…………………………………………………….16

3. Location………………………………………………………………………………………16

4. Scope of Services…………………………………………………………………………..16

5. Security and Data Protection Requirements………………………………………….18

6. Security, Standards, and Policies………………………………………………………..20

7. Contract Representatives………………………………………………………………...20

IV. Exhibit A-1 – Equipment Listing

1. Equipment Listing…………………………………………………………………………...21

V. Exhibit B - Budgets Details and Payment Provisions

1. Invoicing and Payment………..………………………………………………………….22

2. Budget Contingency Clause………..…………………………………………………...22

3. Prompt Payment Clause……………………..……………………………………...……23

4. Cost Detail…………………………………………..……………………………………….23

VI. Exhibit C - Department of General Services Procurement Division, Information

Technology – General Provisions – Non-Cloud Goods & Services. DGS PD 403-IT (Non-Cloud)……………………………………………………………………………..………24

VII. Exhibit D - Additional Provisions

1. Solicitation and Contractor’s Response……………………………………….........…25

2. Amendments……………………………………………………………………………..…25

3. Termination…………………………………………………………………………………..25

4. Commission, Percentage, Brokerage, or Contingent Fees……………….……

5. Subcontractors………………………………………………………………….……..……25

6. Incompatible Activities……………………………………………………………...…….25

7. Insurance Requirements…………………………………………………………………..27

VIII. Attachments

1. Response Checklist…………………………………………………………………………31

2. Cover Letter………………………………………………………………………………….32

3. Cost Worksheet…………………………………………………………………………..…33

4. Customer Experience Reference Form………………………………………………...34

5. Payee Data Record (Std. 204)…………………………………………………………...35

6. California Disabled Veteran Business Enterprise (DVBE) Program

Requirement………………………………………………………………………………...36

7. Bidder Declaration Form………………………………………………………………….37

8. Frequently Asked Questions……………………………………………………….……..38

Auditorium Audio Visual Equipment Preventative Maintenance and Repair Services

Requirements

You are invited to review and respond to this Request for Quote for IT (RFQ) Services, entitled Secretary of State, RFQ #24-025 Auditorium Audio Visual Equipment Preventative Maintenance and Repair Services. In submitting your quote, you must comply with the instructions found herein. The services required are described in the Scope of Work (SOW). Please read the enclosed document carefully. Quotes must be received no later than the date and time specified on the face of this RFQ and in Section I.D. Key Action Dates.

I. General Information

A. Purpose

Contractor, agrees to provide the Secretary of State (SOS) all labor, tools, materials, equipment, and travel necessary to perform scheduled quarterly inspection and preventive maintenance services and unscheduled “as needed” repair services on audio visual (AV) equipment, as identified in Exhibit A-1 – Equipment Listing, and various electronic components in the Auditorium at the SOS Headquarters for the term of this Agreement. The Contractor shall diagnose, repair, and program as necessary to provide fully functioning AV systems.

The SOS Auditorium is a 256 theater-style seating space, which is ADA compliant. The space is utilized by a variety of entities outside of the SOS, which include the California Museum, the Governor’s Office, Legislative Members, as well as other public and private entities. The space is used for multimedia presentations, public meetings, lectures, film screenings, press conferences, award programs and more. The space often has back-to-back events which requires higher usage of the equipment. Having PM available will allow the equipment to be fully functional and in good operating condition, limiting interruptions to the events.

Exhibit A – Scope of Work identifies the overall process required for providing these services. Please carefully review this documentation for complete information and details.

B. Availability

The selected Contractor must be able to meet the requirements of this RFQ and be ready to begin work within ten (10) business days of the anticipated contract award date specified in Section I.D. Key Action Dates.

C. Anticipated Period of Performance

The term of this Agreement shall begin on the date as indicated on the Standard Agreement (STD 213) provided to the awarded Contractor, which is anticipated to be April, 2025 through April, 2028.

The contractor shall not be authorized to deliver or commence performance of services as described in this Scope of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

D. Key Action Dates

Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ.

Key Action Dates Date

1. Release of RFQ March 13, 2025

2. Submission of written questions March 19, 2025

3. Department’s response to written questions March 21, 2025

4. Submission of Quotes (by date and time) March 28, 2025, 4:00 p.m.

5. Anticipated Notice of Intent to Award April 4, 2025

6. Anticipated Contract Award April 9, 2025

All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

E. Written Questions

All questions regarding the content of this RFQ must be submitted in writing mail or sent electronically to ContractServices@sos.ca.gov and must be received by the Key Action Dates identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be posted on the California eProcurement Portal at:

https://caleprocure.ca.gov.

mailto:ContractServices@sos.ca.gov https://caleprocure.ca.gov/

F. RFQ Response Guidelines

1. Response Submission

This RFQ shall be incorporated by reference and made part of the resulting Agreement, as if attached. However, the Bidder’s quote in response to this RFQ shall be made a part of the resulting Agreement. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Bidder’s ability to perform the tasks and activities defined in the SOW.

In accordance with the Bidders Instructions, please submit quotes in writing via postal mail or hand-delivery to the SOS, at the address provided in the RFQ front page (“Return bid to;” section on Front Page 1), by date and time shown above in Section I.D. Key Action Dates. Additionally, for the attachments required to be submitted with the Bidder’s response that require signature(s), the use of Electronic Signatures (eSignature) is also being permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures. The package or electronic submission containing the quote must be plainly marked with the RFQ number and title and show your firm name and address.

Facsimile machine responses will be considered only if they are sent to (916) 653-8324 for solicitations originating from the SOS, Contract Services Unit of the Business Operations Bureau. Responses sent to any other SOS fax number will not be considered. All pages of the faxed response that are received prior to the Submission of Quotes (by date and time) specified in Section I.D. Key Action Dates will be considered “the complete response”.

Please be advised that there may be a heavy demand placed on the fax machine receiving responses and the State assumes no responsibility if a Bidder cannot transmit their response via fax, and/or if the entire response is not received prior to the Submission of Quotes (by date and time).

If the Bidder chooses to transmit their response via E-mail, responses must be sent to contractservices@sos.ca.gov and it is suggested that all attachment(s) be submitted in .PDF format. In order to be considered as part of the response, all attachment(s) must be able to be opened, clearly viewed, and printed. Additionally, the State assumes no responsibility if the entire response is not received prior to the Submission of Quotes (by date and time) specified in Section I.D. Key Action Dates, and/or that may be blocked by the SOS secured E-mail filter. Please Note: The SOS will not confirm receipt of quotes submitted via E-mail and/or if any attachment(s) can be opened.

mailto:contractservices@sos.ca.gov

2. Qualifications to Do Business in California

All corporations, limited liability companies (LLC) and limited partnerships (LP) are required to be registered with the California Secretary of State (SOS) in order to do business* in the state of California. Before contract award can be made, the Contractor must be currently registered and in “Active” status with the California SOS, as required by law, to do business in California; this applies to domestic entities (organized or commercially domiciled in the state of California) and foreign entities (organized or commercially domiciled outside of California).

During the response evaluation process, the State will verify if the Bidder is currently registered and in good standing (i.e., “Active” status) with the California SOS, as applicable, in order to ensure that all obligations due to the State are fulfilled. Therefore, a certificate of status is not required to be submitted with the bidder’s response.

* “Doing business” is defined in the California Revenue and Taxation Code § 23101 as “actively engaging in any transaction for the purpose of financial or pecuniary gain or profit”. Although there are some statutory exceptions to taxation, rarely will a contractor performing within the state not be subject to the applicable franchise tax.

3. 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. (PCC 12104.5(b).).

G. RFQ Response Content

For further information and details, please refer to the Bidder Instructions (DGS PD 451 Rev. 11/9/2011) at the following link:

https://www.dgs.ca.gov/PD/Search- Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52 f5e77df36&activeFilters=division-or-office-facets;

The following documents, as identified, are required, and must be submitted in the RFQ response or your response may be deemed non-responsive:

1. Response Checklist – Attachment 1

AS a tool to aid in the bidder’s response, Attachment 1 is a consolidated list of the items which must be completed and/or submitted as part of the bidder’s response to this solicitation. Submission of a completed response checklist is not required as part of the solicitation response.

https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets https://www.dgs.ca.gov/PD/Search-Results?search=Bidders%20Instructions&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets

2. RFQ Cover Sheet and Cover Letter – Attachment 2

The RFQ Cover Sheet (page 1) and the Cover Letter included in this RFQ as Attachment 1 must be completed and submitted with the bidder’s response.

3. Cost Worksheet- Attachment 3 (completed)

Bidder must complete the cost sheet that identifies total cost as described in the SOW using the format in Attachment 3 – Cost Sheet.

4. Customer Experience Reference Form – Attachment 4 – Contractor

References The bidder must submit with their response, three (3) client references for whom services have been performed, similar in scope and complexity to the services to be performed under this Agreement (as outlined in Exhibit A

– Scope of Work (SOW)). In accordance with this requirement, the bidder shall complete one (1) Customer Experience Reference Form, for each reference. Reference information shall include company/organization name, contact representative name and telephone number, project name/description and a description of the services performed. The description of services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the referenced projects/experience to the services to be performed under the Agreement.

The State may contact references during the week following submission of quotes to validate the information provided by the bidder and to determine the customer’s overall satisfaction with the services provided. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State may be validating references.

5. Payee Data Record (STD 204) – Attachment 5 The successful bidder will be required to submit a Payee Data Record form (STD 204), listing their Taxpayer Identification Number, prior to contract award.

6. California Disabled Veteran Business Enterprises (DVBE) Program

Requirement – Attachment 6 The bidder must complete the forms as identified in Attachment 6 and submit with the bidder’s response.

7. Bidder Declaration (form DGS PD 05-105 (written)) – Attachment 7

The bidder must complete the Bidder Declaration form as identified in Attachment 7 and submit with the bidder’s response.

8. Frequently Asked Questions – Attachment 8

Please refer to attachment 8 - Frequently Asked Questions.

9. DVBE Participation The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. The minimum DVBE participation percentage (goal) is 3% for this solicitation. Please review the DVBE program requirements and information at:

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx and forms at: https://www.dgs.ca.gov/PD/Forms

Bidders must complete and return all the appropriate pages in order for the quote to be considered responsive.

The Secretary of State’s Office has waived the application of the DVBE Incentive for this solicitation. Therefore, no additional incentive points will be applied during the evaluation process of this RFQ; however, bidders must still meet the minimum DVBE participation percentage (goal) of 3% for this solicitation and are required to submit the following as part of their response to this RFQ: Std 843 (DVBE Declaration), and DGS PD-05-105 (Bidder Declaration - Written) for the named DVBE(s) (See Attachments 6 and 7 of this RFQ).

All Bidders must meet the 3% goal for this solicitation; failure to submit all required forms and fully document and meet the DVBE program requirement shall be considered non-responsive.

10. Small Business Regulations

The Small Business regulations are 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. The regulations can be viewed at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE.

For those without Internet access, a copy of the regulations and/or further information can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

https://www.dgs.ca.gov/PD/Forms https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

11. Non-Small Business Subcontractor Preference A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

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

SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

13. Attachment With Quote Required If Claiming the Small Business Preference

All bidders must complete and include the Bidder Declaration form DGS PD 05-105. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-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).

Bidder Declaration form DGS PD 05-105 can be searched and located here:

14. Small Business Certification

Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses.

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due.

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

15. Generative Artificial Intelligence (GenAI)

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.

Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual

(SAM) § 4986.2.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by an Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

16. Declaration Forms - All bidders must complete the Bidder Declaration (DGS PD 05-105) and include it with the bid response.

When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract. The Bidder Declaration form can be located at the link below:

Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or the form can be searched and located at the link below. The completed form must be included with the bid response:

17. Clarifying Information

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

18. Contract Formation The Agreement resulting from this procurement will be prepared using the State’s Standard Agreement (STD 213) form, including all required exhibits;

Exhibits will include a copy of the awarded Contractor’s response to this RFQ, other provisions as applicable and references to the IT General Provisions (Non-Cloud) (DGS PD 403-ITGP (Non- Cloud), Rev. 2/20/25) and this RFQ document (as if attached).

The awarded Contractor will be provided the prepared contract document via DocuSign, as applicable upon award, and will be required to review and sign the contract for SOS execution. Once fully executed and approved accordingly, an executed copy of the contract will be provided to the Contractor. Please see the sample Standard Agreement (STD 213) form, IT General Provisions link, and mentioned exhibits below.

a. Standard Agreement (STD 213)

b. IT General Provisions (Non-Cloud) (DGS PD 403-ITGP (Non- Cloud), Rev. 2/20/25) https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/Required- Language-for-Solicitations-and- Contracts?search=standard%20contract%20language https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=standard%20contract%20language https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=standard%20contract%20language https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=standard%20contract%20language https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=standard%20contract%20language

II. Evaluation Criteria

Each RFQ response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ. The department will evaluate each RFQ response to determine its responsiveness to the requirements.

A. Evaluation Criteria

At the State’s option prior to award, Contractors responding to a RFQ may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for offer rejection.

The contract award will be made to the responsive and responsible bidder that offers the lowest cost. For the purposes of this solicitation, the lowest cost shall be evaluated based upon the Cost Formula. (See Attachment 3 – Cost Worksheet)

In the event of Tie Bids, a coin toss will be performed. In such event, the coin toss will be observed by witnesses and the affected bidders will be invited. In the event of a Tie Bids Between a Small Business and DVBE Small Business, should a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business occur, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

B. Award of Contract

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

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

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

C. Disposition of Bids

1. By submitting a bid, bidder agrees to the terms and conditions stated in this

RFQ, Exhibit A - SOW and the resulting Contract. Responses received after the Response Due Date may not be assessed. Quotes received in response to the SOW will be valid for one hundred eighty (180) days after the Response Due Date.

2. Submitting responses that include assumptions, added conditional statements or statements regarding changes to the SOW in this RFQ may result in the offer being found as non-responsive.

3. Submitting documents marked as “Confidential”, “Proprietary” or otherwise appearing to contain sensitive information that the State considers an information security breach, constitutes grounds to reject the offer as non-responsive. Bids rejected for this reason will have all pages containing sensitive information purged from the offer prior to Award of the contract pursuant to this RFQ.

4. Upon review of the bids received and subsequent Contract Award, all documents submitted in response to this RFQ shall become the property of the State of California and shall be regarded as public records under the California Public Records Act (Government Code Section 7920.000 et seq.), thereby subject to review by the public.

5. The State, at its discretion, reserves the right not to make an award or reject all offers, in the best interest of the State.

D. 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, Office of Legal Services 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 submitted to both the following:

a. Department of General Services, Office of Legal Services

Attn: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

b. Secretary of State

Attn: Contract Services 1500 11th Street, 4th Floor, Room 460 Sacramento, CA 95814 Email: contractservices@sos.ca.gov

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.

mailto:OLSProtests@dgs.ca.gov

III. Exhibit A - Scope of Work

1. Purpose

Contractor, agrees to provide the Secretary of State (SOS) all labor, tools, materials, equipment, and travel necessary to perform scheduled quarterly inspection and preventive maintenance services and unscheduled “as needed” repair services on audio visual (AV) equipment, as identified in Exhibit A-1 – Equipment Listing, and various electronic components in the Auditorium at the SOS Headquarters for the term of this Agreement. The Contractor shall diagnose, repair, and program as necessary to provide fully functioning AV systems.

The SOS Auditorium is a 256 theater-style seating space, which is ADA compliant.

The space is utilized by a variety of entities outside of the SOS, which include the California Museum, the Governor’s Office, Legislative Members, as well as other public and private entities. The space is used for multimedia presentations, public meetings, lectures, film screenings, press conferences, award programs and more.

The space often has back-to-back events which requires higher usage of the equipment. Having PM available will allow the equipment to be fully functional and in good operating condition, limiting interruptions to the events.

2. Anticipated Period of Performance

The term of this Agreement shall begin on the date as indicated on the Standard Agreement (STD 213) provided to the awarded Contractor, which is anticipated to be April, 2025 through April, 2028.

The contractor shall not be authorized to deliver or commence performance of services as described in this Scope of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

3. Location

Services to the equipment will be performed at the SOS’s Office, Auditorium, 1500 11th Street, Sacramento, CA 95814. No remote access will be allowed.

4. Scope of Services

A. Scheduled Quarterly Inspection and Preventive Maintenance Services

i. All scheduled quarterly inspections and preventive maintenance services shall be performed on Monday – Friday starting at 8:00AM and continue until work is complete. Scheduled quarterly inspections and preventive maintenance services shall begin the first month of this Agreement unless prior approval is obtained from the SOS Project Manager. All work dates and times shall be approved by the SOS Project Manager before work is performed.

B. Unscheduled Repair Services

i. Unscheduled repair service may require immediate response if required by the SOS Project Manager, or their designee. Response time shall not exceed 2-business days.

ii. All unscheduled repair services performed during normal SOS business days and hours (Monday through Friday between 8:00AM and 5:00PM), shall be approved by the SOS Project Manager, or their designee.

iii. All unscheduled repair services performed outside of SOS business hours

iv. (Monday – Friday, 5:00PM – 8:00PM), shall be approved by the SOS Project

Manager, or their designee.

v. All unscheduled repair services performed outside of SOS business days and hours (Saturday - Sunday and State Holidays, 8:00AM – 8:00PM), shall be approved by the SOS Project Manager, or their designee.

C. Contractor Task and Responsibilities

1. During preventative maintenance service visits, the Contractor shall perform inspections and testing to ensure all equipment and systems identified in this agreement are in good working order.

2. The Contractor will troubleshoot faulty or non-working equipment and systems in Exhibit A-1 – Equipment Listing and make any repairs necessary to bring the equipment back to operating condition. If at any time any of the equipment is deemed to be unrepairable, the contractor will provide a quote to remove and replace (broken) equipment and shall provide recommendations on purchasing of similar equipment.

3. The Contractor shall furnish all labor, management, supervision, tools, materials and test equipment at any time equipment requires replacement and incur all transportation cost associated with performing this job.

D. Secretary of State Responsibilities

1. The SOS will be responsible for providing point of contact personnel to facilitate the performance of Contractor tasks and responsibilities.

2. The SOS will coordinate and schedule visits accordingly and will meet the Contractor onsite to identify the issues.

3. The SOS will monitor and communicate issues and risk.

E. Contractor Minimum Qualifications and Experience:

The Contractor shall have a minimum of (5) years of experience performing the services on all equipment and/or items similar or greater than on the items listed in Exhibit A-1, in the SOS Auditorium.

F. Service Level Agreement

1. Priority Services at any time any of the components mentioned in Exhibit A-

1 – Equipment Listing encounter any issues or fail.

2. Unlimited service calls with guaranteed 2-business day or less on-site response per day and time frames identified in section 4.A. Scheduled Quarterly Inspection and Preventive Maintenance Services, above.

3. Guaranteed 2 business day or less telephone support response time per day and time frames identified in section 4.A. Scheduled Quarterly Inspection and Preventive Maintenance Services, above.

4. Quarterly preventative maintenance calls annually. These will be scheduled at least 30 calendar days in advance of date between Contractor and SOS Contract Manager.

5. Unlimited telephone and/or chat support for technical assistance per day and time frames identified in section 4.A. Scheduled Quarterly Inspection and Preventive Maintenance Services, above.

5. Security and Data Protection Requirements

The Contractor shall certify to the State compliance with applicable industry standards and guidelines, including but not limited to relevant security provisions of the California State Administrative Manual (SAM), California Statewide Information Management Manual (SIMM), The National Institute of Standards and Technology (NIST) 800-53 v4, 800-171 Revision 1 (2018) and Federal Information Processing Standard (FIPS) Publication 199 which protect and minimize risk to the State. At a minimum, certification and compliance shall cover the following:

A. Contractor assumes responsibility of the confidentiality, integrity and availability of the data under its control. The Contractor shall implement and maintain all appropriate administrative, physical, technical, and procedural safeguards at all times during the term of the Contract to secure such data from data breach or loss, protect the data and information assets from breaches, introduction of viruses, disabling of devices, malware and other forms of malicious or inadvertent acts that can disrupt the State’s access to its data or affects the integrity of that data.

B. Confidential, sensitive or personal information shall be encrypted in accordance with SAM 5350.1 and SIMM 5305-A.

C. The Contractor shall comply with statewide policies and laws regarding the use and protection of information assets and data. Unauthorized use of data by Vendor or third parties is prohibited.

D. Contractor shall submit to SOS a signed Security and Confidentiality

Statement for all personnel assigned during the term of the Contract.

E. Contractor shall apply security patches and upgrades and keep virus protection software up to date on all information asset on which data may be stored, processed, or transmitted.

F. Contractor shall notify the State data owner immediately if a security incident involving the information asset occurs.

G. Contractor shall allow the State data owner to participate in the investigation of a security incident involving its data or conduct its own independent investigation. The Contractor shall allow the State reasonable access to security logs, latency statistics, and other related security data that affects this Contract and the State’s data, at no cost to the State.

H. The Contractor shall be responsible for all costs incurred by the State due to security incident resulting from the Contractor’s failure to perform or negligent acts of its personnel, and resulting in an unauthorized disclosure, release, access, review, destruction, loss, theft or misuse of an information asset. If the Contractor experiences a loss or breach of data, the Contractor shall immediately report the loss or breach to the State. If the State data owner determines that notice to the individuals whose data has been lost or breached is appropriate, the Contractor will bear any, and all costs associated with the notice, or any mitigation selected by the data owner.

These costs include, but are not limited to, staff time, material costs, postage, media announcements, and other identifiable costs associated with the breach or loss of data. Costs are limited to the value of the contract agreement, in accordance with Section 12 of the State of California’s Department of General Services Procurement Division, INFORMATION TECHNOLOGY - GENERAL PROVISIONS - NON-CLOUD GOODS

& SERVICES, DGS PD 403-ITGP (Non-Cloud), which govern this contract.

I. The Contactor shall immediately notify and work cooperatively with the

State data owner to respond timely and correctly to public records act requests.

J. The Contractor will dispose of records of State data as instructed by the

State during the term of this Contract. No data shall be copied, modified, destroyed or deleted by the Contractor other than for normal operation or maintenance during the Contract period without prior written notice to and written approval by the State.

K. Remote access to and from data outside the territorial United States, including remote access to data by authorized support staff in identified support centers, is prohibited unless approved in advance by the State.

L. The physical location of Contractor’s data center where the Data is stored shall be within the territorial United States.

6. Security, Standards, and Policies

The Contractor and the Consultants providing services under this Contract shall adhere to the SOS minimum required IT standards, guidelines, and policies. In addition, the Contractor and Consultants are expected to abide by the same standards and policies as SOS staff, including but not limited to the following regulations, standards, guidelines, and policies:

A. All SOS Policies, including the Political Activity in the Workplace Policy; Internet

Intranet Access and Usage Policy; Anti-Discrimination Harassment Retaliation Policy, Internal Privacy Policy, Acceptable Use Policy, Remote Access Policy, and Electronic Communication Content and Usage Policy;

B. SOS Security Policies; and C. Additional policies as adopted by the SOS during the duration of the

Contract.

The SOS project representative, or designee will provide the Contractor copies of all the SOS policies, which shall be signed by the Contractor and all Consultants providing services under this Agreement and returned to the SOS project representative within five (5) State business days of Contract start date.

7. Contract Representatives The project representatives during the term of this agreement will be:

State Agency: Secretary of State Contractor: TBD Name: TBD Name: TBD Phone: TBD Phone: TBD Email Address: TBD Email Address: TBD

Direct all contract related inquiries to:

State Agency: Secretary of State Contractor: TBD Section/Unit: Contract Services Section/Unit: TBD Attention: TBD Attention: TBD Address: 1500 11th Street, 4th Fl.

Suite 460. Sacramento CA 95814

Address: TBD

Phone: TBD Phone: TBD Fax: (916) 653-8324 Fax: TBD Email:

contractservices@sos.ca.gov

Email: TBD

IV. Exhibit A-1 Equipment Listing

Description Manufacturer Model Quantity Bodypack receiver (Combo System) Shure SLXD1 8

Receiver (Combo System) Shure SLXD4 8 Lavalier Microphone (Combo System) Shure SM58 & WL 185 8

8-Bay Shure Battery Charger for SB903 Shure SBS80-903 1

Antenna System Shure 1 Desktop-Mounted 18” Cardioid Gooseneck Microphone with Preamp

Shure MX418D/C 1

Cisco Catalyst 3650 Series Switches - (OFE) Cisco Catalyst 3650 1

MERSIVE - SOLSTICE POD GEN3

UNLIMITED ENTERPRISE - wireless presentation solution

Mersive Technologies

Solstice Pod Gen 3 (Unlimited Enterprise)

Listen iDSP Prime Level III Stationary RF System (216 MHz) Listen Technologies LS-55-216 1

8-Channel 1000W/CH Q-SYS Network Amplifier, Lo-Z, 70V, 100V direct drive, FlexAmp, with Mic/line Input

QSC CX-Q 8K8 1

Q-SYS Core 110f Network/Analog I/O Processor 24 analog I/O + USB, POTSQ (v2)

QSC Core 110 F V2 1

Minimal Proprietary Compression Video Over IP Encoder with PoE, AES67 Support

AMX NMX-ENC-N1122A

(FGN1122A-SA) 7

NX-4200 NetLinx NX Integrated Controller w/ 1GB RAM, 1600 MPS Processor

AMX NX-4200 1

MT-702,7" Modero Tabletop Touch Panel AMX MT-702 2

Minimal Proprietary Compression Video Over IP Decoder with POE, AES67 Support for projector and Audio output

AMX NMX-DEC-N1222A 3

V. Exhibit B – Budget Detail and Payment Provisions

1. Invoicing and Payment:

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the Secretary of State (SOS) agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this Agreement.

B. Payment shall be made upon satisfactory performance of work and upon receipt of an invoice received and approved by the designated representative(s).

C. Invoices must be submitted on Contractor’s letterhead signed by authorized representative, and include an itemized account of the services for which the SOS is being billed:

• Agreement number

• Time period covered

• A brief description of the services performed

Make out and submit invoices to:

Secretary of State Attn: Accounts Payable P O Box 944260 Sacramento, CA 94244-2600 AccountsPayable@sos.ca.gov

2. Budget Contingency Clause:

A. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.

mailto:AccountsPayable@sos.ca.gov

3. Prompt Payment Clause:

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

4. Cost Detail:

Please refer to Attachment 3 – Cost Worksheet.

VI. Exhibit C - Department of General Services Procurement Division, Information Technology – General Provisions – Non-Cloud Goods & Services. DGS PD 403-IT (Non-Cloud) (Revised and Effective 2/20/2025)

Please Note: This page will not be included in the final agreement. The Department of General Services Procurement Division, Information Technology – General Provisions – Non-Cloud Goods & Services included in the agreement by reference to Internet site:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division- Resources-List-Folder/Required-Language-for-Solicitations-and- Contracts?search=Bidders%20Instructions.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=Bidders%20Instructions https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=Bidders%20Instructions https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts?search=Bidders%20Instructions

VII. Exhibit D – Additional Provisions

1. Solicitation and Contractor’s Response

The Contractor’s response to Request for Quote for Information…