RFQ__24RS0526-_SECURITY_CAMERA_MAINTENANCE.pdf

REQUEST FOR QUOTE

SECURITY CAMERA SYSTEM MAINTENANCE AND SUPPORT

RFQ # 24RS0526

February 10, 2025 Bidders are invited to review and respond to this Request for Quote (RFQ) #24RS0526. In submitting a response to this RFQ, Bidders must comply with the instructions found herein. The specific services required are defined in the attached Exhibit A, Statement of Work (SOW). By submitting a Quote, your firm agrees to the terms and conditions stated in this RFQ.

Questions regarding this RFQ must be sent via email by the date/time stated in the Key Action Dates. An official response will be released to all Bidders who attended the Mandatory Bidder’s Walk-Through via a Question-and- Answer document. Submit questions via email, with the subject line “RFQ #24RS0526,” to Katie.Gray@CalVet.ca.gov.

Reasonable Accommodation:

To comply with the non-discrimination requirements of the Americans with Disability Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you may notify CalVet contact above. To ensure that we can meet your need, submit your request for reasonable modification at least five (5) business days before the scheduled event or the due date of procurement documents.

mailto:Katie.Gray@CalVet.ca.gov

TABLE OF CONTENTS

REQUEST FOR QUOTE Page

RFQ, 1. Purpose and Background RFQ, 2. Term of Agreement RFQ, 3. Key Action Dates RFQ, 4. Mandatory Bidder’s Walk-Through RFQ, 5. Eligible Bidders RFQ, 6. Prohibition on Tax Delinquent Bidding RFQ, 7. Questions RFQ, 8. Submission of Response and Content Requirements RFQ, 9. RFQ Response Content

A. Administrative Requirements B. Technical Requirements C. Cost Requirements

RFQ, 10. Quote Assessment Process RFQ, 11. Disposition of Quotes RFQ, 12. Irrevocable Quote Acknowledgement RFQ, 13. Selection Requirements and Information RFQ, 14. Protests

RFQ Submission Checklist Attachment A.1, Contractor’s Bid Certification Attachment A.2, Bidder’s Preferences and Certification Attachment A.3, Declarations Attachment A.4, Commercially Useful Function Attachment A.5, Workers’ Compensation Insurance Certificate Attachment A.6, Commercial General Liability Certification Attachment A.7, Payee Data Record (STD. 204) Attachment A.8, Secretary of State Certification Attachment A.9, GenAI Reporting and Factsheet Attachment A.10, Contractors Licenses and Certifications Attachment T.1, Summary of Applicable Engagements Attachment T.2, Response to Statement of Work Attachment T.3, Proposed Resource Qualification Form Attachment T.4, Proposed Resource Reference Form Attachment C.1, Cost Worksheet Sample Agreement

EXHIBIT A, STATEMENT OF WORK (SOW) Page

Exhibit A.1, Objective Exhibit A.2, Term/ Period of Performance Exhibit A.3, Agreement Description Exhibit A.4, Project Representatives Exhibit A.5, State Responsibilities Exhibit A.6, Contractor Responsibilities Exhibit A.7, Maintenance and Repair Services Exhibit A.8, Service Levels Exhibit A.9, Unanticipated Tasks Exhibit A.10, Work Authorization Document Exhibit A.11, Performance Exhibit A.12, Problem Escalation Exhibit A.13, Warranty Exhibit A.14, Knowledge Transfer and Documentation Exhibit A.15, Parts Replacement

Exhibit A.16, Worksite Expectations Exhibit A.17, Data Handling Exhibit A.18, California Civil Rights Laws Certification Exhibit A.19, Other Agreement Considerations

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

EXHIBIT B, BUDGET DETAILS AND PAYMENT PROVISIONS Page Exhibit B.1, Payment Provision Exhibit B.2, Travel Exhibit B.3, DVBE Subcontracting Report Exhibit B.4, Budget Contingency Clause Exhibit B.5, Prompt Payment Clause

ADDITIONAL EXHIBITS Page Exhibit C, Information Security Incident Management Exhibit D, Information Security and Confidentiality Exhibit E, Vendor Remote Access Policy Exhibit F, Patch Management Policy Exhibit G, Agreements with External Entities Exhibit H, Electronic Waste Policy Exhibit I, California Civil Rights Laws and Certification Exhibit J, IT General Provisions- Non-Cloud Goods & Services

REQUEST FOR QUOTE (RFQ)

1. PURPOSE AND BACKGROUND

The State of California, Department of Veterans Affairs, hereinafter referred to as the “State” or “CalVet,” requires the services of a Contractor to provide maintenance, and emergency and non-emergency repair services in support of the Security Camera System located at:

Location Address Veterans Home of California- Redding 3400 Knighton Road, Redding, CA 96002

2. TERM OF AGREEMENT

The period of performance for the Agreement shall be three (3) years, from the date the Agreement is executed. The Contractor shall not be authorized to deliver goods or commence performance of services described in this SOW prior to the Effective Date.

Any delivery of goods or performance of services by the Contractor that is commenced prior to the Effective Date shall be considered gratuitous on the part of the Contractor.

Consistent with the terms and conditions of this Agreement, and upon mutual consent, the State and the Contractor may execute written amendments for changes to this Agreement that were assessed and considered.

3. KEY ACTION DATES

All Bidders are advised of the following schedule and will be expected to adhere to the required dates and times. Selection of any Bidder pursuant to this RFQ is dependent upon management approval, and the availability of State funds. Dates are estimated and may be extended as necessary.

EVENT DATE/ TIME

RFQ Release Date February 10, 2025 Mandatory Bidder’s Walk-Through February 14, 2025 at 10:00AM PST

VHC Redding 3400 Knighton Road Redding, CA 96002

** Must RSVP attendance to Katie.Gray@CalVet.ca.gov no later than February 13, 2025 **

Written Question Submittal Deadline February 18, 2025, 12:00 PM PST State’s Response to Written Questions February 20, 2025 Submission of RFQ Responses February 25, 2025, 12:00 PM PST Review of Quotes Begins February 26, 2025 Intent to Award February 27, 2025 Last Day to Protest March 10, 2025 Anticipated Agreement Start Date March 15, 2025

4. MANDATORY BIDDER’S WALK-THROUGH

A mandatory bidder’s walk-through will include a tour of the Redding campus where the Security Camera System, and corresponding hardware, is located. The mandatory bidder’s walk-through will be held at the address noted in Key Action Dates.

Please bring a copy of the RFQ; CalVet will not supply or print the RFQ.

Bidder’s intending to use a Subcontractor for any portion of the work should bring the Subcontractor to the scheduled bidder’s conference. A separate bidder’s conference will not be held for Subcontractors.

In the event a Bidder is unable to attend the mandatory bidder’s walk-through, an authorized representative may attend on their behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a Bidder at a mandatory bidder’s walk-through. No bid/quote will be accepted unless the Bidder or authorized representative attended the mandatory bidder’s walk-through. Attendance will be taken and business cards collected from attendees. Additional requirements, specifications and parts may be added through an addendum after the mandatory bidder’s walk-through.

5. 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) except for Bidders whose legal status precludes incorporation (i.e., public agencies, sole proprietorships, and partnerships).

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

SECURITY CAMERA SYSTEM MAINT

Bidders that are not fully incorporated by the deadline for submitting Quotes will be disqualified. The Bidder must also not be listed on either the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code lists.

6. PROHIBITION ON TAX DELINQUENT BIDDING

Pursuant to the Public Contract Code, Section 10295.4, effective July 1, 2012, 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) are ineligible to enter into any Agreement with the state for IT goods or services. Any contract entered into in violation of Section 10295.4 is void and unenforceable.

7. QUESTIONS

Bidders requiring clarification of the intent, terms and conditions, content of this RFQ or on procedural matters regarding the competitive RFQ process may request clarification by submitting questions in accordance with the Key Action Dates in an email with the subject line: “RFQ #24RS0526" to Katie.Gray@CalVet.ca.gov. All questions must be submitted using the following format:

Item Section Reference Contractor Question Example: 1 Example: Section 4. Questions Example: What is meant by…?

If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be given prior to the Submission of RFQ Responses Due date. Question and answer sets will be provided to all qualifying Bidders without identifying the submitters. At the sole discretion of the State, questions may be paraphrased for clarity.

A Bidder who desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of that Bidder’s response and which, if disclosed to other Bidders, would expose that Bidder’s response, may submit such questions in the same manner as above, but also marked “CONFIDENTIAL,” and not later than the scheduled date specified in the Key Action Dates. The Bidder must explain why any questions identified as confidential are sensitive in nature. If the State concurs that the disclosure of the question or answer would expose the proprietary nature of the response, the question will be answered, and both the question and answer will be kept in confidence. If the State does not concur with the proprietary aspect of the question, the question will not be answered in this manner and the Bidder will be so notified.

8. SUBMISSION OF RESPONSE AND CONTENT REQUIREMENTS

A. Responses should provide straightforward and concise descriptions of how the Bidders propose to satisfy the requirements of this RFQ. The Bidder shall provide all necessary information for CalVet to assess the Quote, verify requested information, and determine the Bidder’s ability to perform the tasks and activities defined in the Statement of Work (SOW). The Response should be complete and accurate. Electronic signatures are accepted per DGS Management Memo 20-07. Omissions, inaccuracies, or misstatements may be sufficient cause for rejection of a Response. Electronically submit (1) copy to:

Katie.Gray@Calvet.ca.gov with the subject line “RFQ #24RS0526/Contractor Name.”

B. Responses 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 Response to be rejected.

C. A Response may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. CalVet may reject any or all Responses and may waive any immaterial deviation in a Response. CalVet’s waiver of immaterial deviations shall in no way modify the RFQ document or excuse the Contractor from full compliance with all requirements if awarded the Agreement.

D. Any documentation submitted that has been marked “confidential” or “proprietary” shall be noted in the assessment documentation. However, marking a document "confidential" or "proprietary" in a Quote will not prevent that document from being released, as a public record, unless a court of competent jurisdiction has ordered the State to not release the document.

All documents submitted in response to this RFQ will become the property of the State of California and are subject to the California Public Records Act, GC section 6250 et seq., the California Evidence Code and other applicable State and Federal law. The Bidder has the right to withdraw its Quote.

E. Costs incurred for developing Responses and in anticipation of award of the Agreement are entirely the responsibility of the Bidder and shall not be charged to CalVet.

F. A Bidder may modify a Response after its submission by withdrawing its original Response and resubmitting a new Response prior to the Final Date for Submission of Quotes deadline as set forth in the Key Action Dates. Response modifications quoted in any other manner, oral or written, will not be considered.

G. Issuance of this RFQ in no way constitutes a commitment by the State of California to award an Agreement. CalVet reserves the right to reject any or all Quotes received if CalVet determines that it is in CalVet’s best interest to do so. Assumptions

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

SECURITY CAMERA SYSTEM MAINT

mailto:Katie made by the Bidder in responding to this RFQ do not obligate CalVet in any way. Additionally, assumptions may make the Quote conditional and cause the Quote to be rejected. Quotes to this RFQ will be assessed based on determining the most “value effective” Quote and the selection, if made, will be to a single Contractor.

H. The specific tasks associated with this RFQ are included in the SOW section. The SOW and Bidder’s reply to this RFQ will be made a part of the Agreement.

I. If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or any other errors in this RFQ, the Bidder shall immediately provide written notice to CalVet of such error and request clarification or modification. Bidders that fail to report a known or suspected problem with the RFQ or fail to seek clarification and/or correction of the RFQ submit a quote at their own risk.

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

K. CalVet does not accept alternate Agreement language from a prospective Contractor. A Response with such language will be considered a counter Response and will be rejected. The State’s General Provisions are not negotiable.

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

9. RFQ RESPONSE CONTENT

This section specifies the content of each response. Assemble the materials in each response in the following order.

A. ADMINISTRATIVE REQUIREMENTS- MANDATORY

This subsection contains the mandatory administrative requirements that must be met to be considered responsive to this solicitation.

ADMINISTRATIVE REQUIREMENTS SCORING

A.1 Contractor’s Bid Certification

The Contractor is required to sign and date Attachment A.1, Contractor’s Bid Certification, confirming 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.

Pass/ Fail

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

Pass/ Fail

A.3 Declaration Forms All Bidders must complete the Bidder Declaration GSPD-05-105, Attachment A.3, Declarations, and include it with the quote response. When completing the declaration, Bidders must identify all Subcontractors proposed for participation in the Agreement. Bidders awarded an Agreement are contractually obligated to use the Subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment into the Agreement. 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.

Pass/ Fail

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 Agreement 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. Attachment A.4, Commercially Useful Function.

Pass/ Fail

A.5 Workers’ Compensation Insurance Pass/ Fail

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

SECURITY CAMERA SYSTEM MAINT

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 Agreement 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 Agreement must be included in the quote and must be provided to the State at any time the State may request. Bidders must complete Attachment A.5, 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. Attachment A.6, Commercial General Liability Certification.

Pass/ Fail

A.7 Payee Data Record (STD. 204) Bidders must complete the STD. 204 form, Attachment A.7, Payee Data Record which is accessible electronically, under “Office of State Publishing (OSP) Standard (STD) forms,” STD 204, Contractor Data Record at: http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

Pass/ Fail

A.8 Secretary of State Certification The Bidder must provide a copy of their Secretary of State Certificate, Attachment A.8, Secretary of State Certification. When Agreements are to be performed in the State by corporations or limited liability company/limited partnership; the contracting agencies will be verifying that the Bidder is currently qualified to do business in California to ensure that all obligations due to the State are fulfilled. Information regarding this requirement is available on the Secretary of State’s website at:

http://www.sos.ca.gov.

Pass/ Fail

A.9 Generative Artificial Intelligence (GenAI) Reporting and Factsheet All respondents must include a completed Attachment A.9 – Generative Artificial Intelligence (GenAI) Reporting and Factsheet with their Bid.

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology.

At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State. Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the contract. The State is entitled to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State, https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

Pass/ Fail

A.10 Contractor’s Licenses and Certifications Contractors and Subcontractors that will be performing work, within the scope of the resulting Agreement, are required to have the following licenses and certification:

- Must maintain a valid California C7 Low Voltage System Contractor License

- Must maintain a valid California C10 Electrical Contractor License

- Must maintain valid certification through manufacturer of the Security Camera System

Equipment and Software, including Ocularis, and Registered Communications Distribution Designer (RCDD)

The licenses and certification must be in the name of the company, or name of the “qualifying individual” of the Contractor and/or Subcontractor.

Pass/ Fail

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

SECURITY CAMERA SYSTEM MAINT

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.sos.ca.gov/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd1000.pdf&data=05%7C02%7CDiana.Gee%40calvet.ca.gov%7C9c5cc3fb9b374ac4006308dd3f3ce311%7C5b77b8ed547d427cbeb158a7d93b1f81%7C0%7C1%7C638736253116905639%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=KX9BqhALiN0f15vkuF86RAn8akOdcX%2Fxyyk7YAdiGt8%3D&reserved=0

All respondents must include a completed Attachment A.10, Contractor’s Licenses and Certifications Information, and attach a copy of the corresponding licenses and certifications, with their Bid.

B. TECHNICAL REQUIREMENTS- MANDATORY

This subsection contains the mandatory qualifications pertaining to the required services that must be met to be considered responsive and responsible to this solicitation. In addition to meeting these requirements, the Contractor must adhere to the

SOW.

TECHNICAL REQUIREMENTS SCORING

T.1 Summary of Applicable Engagements

Contractors must provide a summary of at least two (2) applicable engagements undertaken by the Contractor’s Firm, with similar tasks and with the same or similar resources being Quoted. Sample tasks are strongly preferred, but not required. References for these engagements must be provided for these engagements and included Attachment T.1, Summary of Applicable Engagements.

25 Points

T.2 Response to Statement of Work (SOW) To enable the effective review and comparison of Quotes received under this RFQ, Contractors are requested to submit Attachment T.2, Response to Statement of Work (SOW), and adhere to a standard structure in developing their detailed narratives in response to the RFQ.

The narratives must adhere to the same structure and outline of this RFQ and use the same numbering scheme and headings for Quote sections. Narratives should explain how tasks will be executed. Where additional information is felt to be appropriate or necessary, Contractors are requested to include this information in appendices to their Quotes, and to reference this information within the appropriate sections of their Quote.

50 Points

T.3 Proposed Resource Qualification Form The response must include Attachment T.3, Proposed Resource Qualification Form. The Contractor must complete the Proposed Resource Qualification Form for each of the proposed resource(s). The proposed resource must meet all the Minimum Qualifications listed in the Key Staff section. The Proposed Resource Qualification Form attachment must provide a complete description of how the proposed resource meets the MQs. The Contractor must complete the Proposed Resource Qualification Form for each proposed individual. Each proposed resource will be assessed on their qualifications pertaining to the qualifications requested. The Contractor must provide a complete description of how each proposed resource meets the qualifications. If the Contractor does not provide a sufficient description of how the resource meets each qualification, the Response shall be assessed accordingly and may be deemed non-responsible and be rejected. If the Contractor does not provide a reference for each qualifying experience, or if it is not from the person who served as a previous supervisor/manager/oversight, or if a reference cannot validate the experience, the corresponding experience may not be counted toward the experience to meet the qualification(s).

25 Points

T.4 Proposed Resource Reference Form The Assessment Team will review Attachment T.4, Proposed Resource Reference Form, and may contact references to validate that the proposed resource performed the services as listed. Contractors must provide a Proposed Resource Reference Form for each reference cited in Attachment T.3, Proposed Resource Qualification Form. The reference information and forms must be consistent with the corresponding Attachment T.3, Proposed Resource Qualification Form for each proposed resource.

Pass/Fail

C. COST REQUIREMENTS- MANDATORY

The Bidder is responsible for performing all tasks and responsibilities and providing all services identified in the resulting Agreement at the rates provided on Attachment C.1, Cost Worksheet, for the term of the Agreement as identified in the SOW, including all costs for the optional year(s).

COST REQUIREMENTS SCORING

C.1 Cost Worksheet

The Bidder shall set forth the rates in the space provided. Failure to indicate a dollar amount for any item will be understood by the State that the Bidder will provide the item at no cost. The basis of Award shall be used to determine the lowest responsible bid. The State makes no guarantee, expressed or implied, on the actual amount of services that shall be required for the Agreement and is subject to change based on needs of the Home. However, the rates offered by Bidder shall be binding for the term of the Agreement, Attachment C.1, Cost Worksheet.

100 Points

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

10. QUOTE ASSESSMENT PROCESS

The Contractor is responsible for performing all tasks and responsibilities and providing all services identified in the resulting Agreement at the rates provided on Attachment C.1, Cost Worksheet for the term of the Agreement as identified in the SOW, including all costs for the optional year(s). All Contractors must provide individual costs as indicated on the cost worksheet and submit with their response.

A “Value Effective” approach will be used in reviewing Contractor responses to this RFQ. An assessment committee will review and assess Quotes based on the degree to which they Quote the best value to CalVet. A multiple phase process will be used to review and/or rate responses. A multiple stage process will be used to review and/or rate responses. Quotes that do not comply with the mandatory components stipulated in this RFQ may be deemed non-compliant and the Contractor disqualified. The State may reject any response found to be non-compliant at any stage of the review. The State reserves the right to modify or cancel this procurement in its entirety or in part at any time. The Contractor is required to thoroughly review the RFQ to ensure that its response is fully compliant with the RFQ requirements and thereby avoid the possibility of being ruled non-compliant. If the State finds that a Contractor’s Final Quote has a material deviation from a specified requirement, the Contractor will be deemed non-compliant and will be the basis for rejecting the Contractor’s Quote. CalVet may reject any response found to be non-responsive at any stage of review. If deemed necessary, CalVet may collect additional documentation (i.e., missing forms, missing appendix items, missing data from RFQ forms) to enable initial responsiveness to the RFQ requirements. Responses that appear to meet the initial RFQ requirements and contain the required documentation will be submitted to a review team. By submitting a Quote, Contractors agree to the terms and conditions stated in the SOW and the proposed Agreement. Responses received after this deadline will be rejected.

A. Phase I – Acceptance

Shortly after the submission deadline, CalVet will review each response for initial responsiveness to the RFQ requirements (i.e., timeliness and completeness).

B. Phase II – Response Review/Rating Quotes that appear to meet the initial RFQ requirements and contain the required documentation will be submitted to the assessment team.

The assessment team will review and compare all responses to one another and assign a numeric score to each response based on its adequacy, thoroughness, and the degree to which the solution best meets the Program’s needs and represents the best value to the State.

The assessment team will use the following scoring system to assign points. The following chart is a list of the considerations that will be considered when assigning points to a response.

RFQ REQUIREMENT SCORING

Administrative Requirements

Required Forms, Documents, Certifications Pass/Fail Technical Requirements

Summary of Applicable Engagements 25 Points Response to the SOW 50 Points Proposed Resource Qualification Form 25 Points Proposed Resource Reference Form Pass/Fail

Cost Requirements Contractor’s Cost 100 Points

C. Administrative Assessment The Administrative Requirements of this RFQ will be scored as Pass or Fail. Responsiveness to the requirements listed in this RFQ will be either given a “Pass” (i.e., complied with requirement, completed, and returned document) or “Fail” (i.e., did not comply with requirement, did not complete or return document). If a supplier receives a Fail for any of these requirements, the response may be rejected.

D. Technical Assessment This RFQ will be scored as Pass or Fail and scored. The Contractor may achieve a maximum of one hundred (100) points.

Scoring will be based on its adequacy, thoroughness, and the degree to which the Contractor meets or exceeds the RFQ requirements and overall best value to the State.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

E. Cost Assessment Cost Requirements of this RFQ will be scored and can achieve a score of up to one hundred (100) points. The Assessment Team will review, calculate, and score Attachment C.1, Cost Worksheet, to verify that it is complete with total cost of Contractors’ Quotes. The Contractor with the lowest total cost based on the assessment performed below will receive a maximum of one hundred (100) points. The Assessment Team will perform the following formula for the cost assessment:

(Lowest Proposed total cost / Contractor’s Proposed total cost) * 100 points = Score Points in the examples below explain the calculations and have no other significance.

EXAMPLE: Cost Assessment Score

CONTRACTOR

COST

PERCENTAGE

(Lowest Proposed Total Cost divided by the Contractor’s Total Cost)

COST SCORE

Quote A $300,000 $270,000/$300,000 = .90 (90%) .90 x 100 = 90 Quote B $277,000 $270,000/$277,000 = .97 (97%) .97 x 100 = 97 Quote C $270,000 $270,000/$270,000 = 1.0 (100%) 1.0 x 100 = 100

EXAMPLE: Maximum Non-Cost and Cost Points Available

CONTRACTOR

QUOTE

RESPONSE TO

SOW

PREPOSED

RESOURCE

QUALIFICATIONS

SUMMARY OF

APPLICABLE

ENGAGEMENTS

COST

SCORE

TOTAL POINTS

Quote A 40 20 24 90 174 Quote B 35 24 24 97 180 Quote C 45 25 25 100 195

F. 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., Contractors 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 Quote 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 Quote requirements and that is not subcontracting a minimum of 25% to a small business. Non-small business Contractors claiming the five percent (5%) small business preference must commit to subcontract at least 25% of the net Quote 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 Contractors A and B are based on five percent (5%) of the Contractor Quote score of Contractor C, the highest scorer of a non-small business, which is (195 points) x (.05) = 9.8 points (rounded). Contractor C, which is neither a small business nor a non-small business subcontracting a minimum of twenty five percent (25%) to a small business, receives no small business preference points.

SMALL BUSINESS PREFERENCE POINTS CALCULATION

Contractor Contractor Total Quote Score

Small Business Preference Claim?

Non-Small Business Preference Claim?

Small Business Preference Points Awarded

A 174 pts Yes No 9.8 pts B 180 pts No Yes 9.8 pts C 195 pts No No 0.0 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

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

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

G. Disabled Veteran Business Enterprise (DVBE) Program The Mandatory DVBE Participation Requirement is being waived for this RFQ.

H. Target Area Contract Preference Act (TACPA) Preference Contractors may be eligible for additional preferences when their place of business is located within certain economic regions and when they hire persons living and working within those economic regions. Please access the following links to read information about these economic incentive programs.

Carefully review the TACPA forms and requirements. Contractors are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid.

The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid.

This may include, but is not limited to, information from Contractors, manufacturers, Subcontractors, and any other sources available at the time of the bid evaluation. Contractor refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State's request may result in denial of preference requested.

Agreements awarded with applied preferences will be monitored throughout the life of the Agreement for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce preference programs.

TACPA Preference Request (STD 830):

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf Contractor’s Summary of Contract Activities and labor Hours:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf Manufacturer’s Summary of Contract Activities and Labor Hours:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf Any questions regarding the TACPA preference should be directed to the Department of General Services.

I. Final Scoring and Selection Responses that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Contractor, may be rejected. The final selection will be made based on total scores earned from Phases I and II.

11. DISPOSITION OF QUOTES

All materials submitted in response to this RFQ will become the property of CalVet and, as such, are subject to the California Public Records Act (PRA) (Government Code Section 6250, et seq.).

Upon award of the Agreement all documents submitted in response to this RFQ and all documents used in the selection process (i.e., review checklists, scoring sheets, letters of intent) will be regarded as public records under the California Public Records Act (GC Section 6250 et seq.) and subject to review by the public. However, these documents shall be held in the strictest confidence until the award is made.

The Contractor should be aware that marking a document “confidential” or “proprietary” in a Final Response will not keep that document from being released as part of the PRA.

12. IRREVOCABLE QUOTE ACKNOWLEDGEMENT

A Contractor’s final Quote in response to this RFQ shall constitute a firm Quote, which shall remain irrevocable for not less than one hundred eighty (180) calendar days following the date responses are due specified in the Key Action Dates section. In the event of a delay in Agreement award, a Contractor may extend the expiration date of its firm Quote an additional thirty (30) calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Contractor, to accommodate processing time for required approvals and other procurement-related reviews. The State’s execution of an Agreement from this RFQ will not be considered a rejection of any unsuccessful Contractor's firm Quote, which such other firm Quotes shall remain irrevocable for the period described above.

The State reserves the right, upon termination of any Agreement and without initiating a new RFQ, to accept any other Contractor's firm Quote and form an Agreement with the other Contractor. The State may continue to terminate and Agreement

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

SECURITY CAMERA SYSTEM MAINT

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf with any other Contractors, as described above, until the expiration of all acceptable and firm Quotes obtained from the original

RFQ.

By signing the Response Cover Page and submitting a Quote, the Contractor commits to adhering to this Irrevocable Quote Acknowledgement.

13. SELECTION REQUIREMENTS AND INFORMATION

A. Nonresponsive Quotes

1. In addition to any condition previously indicated in this RFQ or another document, the following occurrences may cause the State to deem a response nonresponsive:

a. Failure of a Contractor to comply with the RFQ response content or submission instructions.

b. Receipt of an RFQ Response that is conditional, materially incomplete, or defective.

c. The State’s discovery, at any stage of the selection or upon Agreement award, that the winning Contractor is unwilling or unable to comply with the Agreement terms, conditions, attachments, or exhibits cited in this RFQ, or the resulting Agreement.

B. Errors in Response An error in the response may cause the rejection of that response; however, the State may at its sole option retain the response and make certain corrections. In determining if a correction will be made, the State will consider the conformance of the response to the format and content required by the RFQ, and any unusual complexity of the format and content required by the RFQ.

1. If the Contractor's intent is clearly established based on review of the complete response submittal, the State may at its sole option correct an error based on that established intent.

2. The State may, at its sole option, correct obvious clerical errors.

3. The State may, at its sole option, correct discrepancy and arithmetic errors on the basis that, if intent is not clearly established by the complete response submittal, the response narrative shall have priority over the Agreement, and the Agreement shall have priority over the cost sheets.

Within each of these, the lowest level of detail will prevail. If necessary, the extensions and summary costs will be recomputed accordingly, even if the lowest level of detail is obviously misstated. The total price of unit-price items will be the product of the unit price and the quantity of the item. If the unit price is ambiguous, unintelligible, uncertain for any cause, or omitted, it shall be the amount obtained by dividing the total price by the quantity of the item.

4. The State may, at its sole option, correct errors of omission. In the following situations, the State will take the indicated actions if the Contractor's intent is not clearly established by the complete response submittal:

a. If an item is described in the narrative but omitted from the Agreement and cost data provided in the response for assessment purposes, it will be interpreted to mean that the item will be provided by the Contractor at no cost.

b. If a minor item is not mentioned at all in the response and is essential to satisfactory performance, the response will be interpreted to mean that the item will be provided at no cost.

c. If a major item is not mentioned at all in the response, the Quote will be interpreted to mean that the Contractor does not intend to supply that item.

d. If a major item is omitted, and the omission is not discovered until after Agreement award, the Contractor shall be required to supply that item at no cost. The State shall have sole discretion in determining whether an item is minor or major.

5. If a Contractor does not follow the instructions for computing costs not related to the Agreement, if any, (i.e., State personnel costs), the State may reject the response, or at its sole option, re-compute such costs based on instructions contained in the RFQ.

6. If the re-computations or interpretations, as applied in accordance with this section, result in significant changes in the amount of money to be paid to the Contractor (if awarded the Agreement) or in a requirement of the Contractor to supply a major item at no cost, the Contractor will be given the opportunity to promptly establish the grounds legally justifying relief from its response.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

7. It is essential that the Contractor carefully review the cost elements in response, since they will not have the option to correct errors after the time for submittal of the Final Quotes.

8. The State may request clarification of items in the Contractor’s Quote at any phase of the assessment and selection process for the purpose of clarifying ambiguities in the information presented in the Quote. CalVet will provide written notice to the Contractor(s) of the documentation required and the timeline for submission. Failure to submit the required documentation by the date and time indicated may cause CalVet to deem the Quote as nonresponsive.

C. RFQ Cancellation or No Agreement Award The issuance of this RFQ does not constitute a commitment by CalVet to award an Agreement. CalVet reserves the right to reject all responses and to cancel this RFQ if it is in the best interests of CalVet to do so.

D. Verification of Contractor Information By submitting a response, Contractors agree to authorize CalVet to:

1. Verify any and all claims made by the Contractor including, but not limited to verification of prior experience and possession of certifications or other RFQ requirements, and

2. Check any client reference identified by a Contractor or other resources known by CalVet to confirm the Contractor’s business integrity and history of providing effective, efficient, and timely services.

E. Agreement Award

1. Award of the Agreement, if awarded, will be in accordance with the RFQ information on Evaluation to a responsible Contractor 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 Agreement award as specified in the RFQ; however, a Contractor may extend the offer beyond forty-five (45) days in the event of a delay of Agreement award.

2. The State reserves the right to determine the successful Contractor(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 Contractor 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 its RFQ.

3. Written notification of the State’s intent to award will be made to all Contractors. If a Contractor, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for Agreement award, the Contractor will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

4. Agreement award resulting from the RFQ process with be to the responsive, responsible Contractor with the lowest cost or highest score (as defined in the evaluation portion of this solicitation) after application of any preference requirements (SB, TACPA, recycle, etc.) incentive (DVBE) or discounts, if applicable.

5. CalVet will email or verbally notify the chosen firm of its selection.

14. PROTESTS

Any Contractor’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 Contractor 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 Contractor believes the State has incorrectly selected another Contractor for award, the Contractor 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 Contractor 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

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

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.

STATE OF CALIFORNIA

DEPARTMENT OF VETERANS AFFAIRS

RFQ# 24RS0526

RFQ SUBMISSION CHECKLIST

(FOR BIDDER’S USE ONLY)

EVALUATION CRITERIA PASS/FAIL SCORED

RESPONSE TO RFO REQUIREMENTS

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

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.

ADMINISTRATIVE REQUIREMENTS- MANDATORY

EVALUATION CRITERIA PASS/FAIL SCORED

Attachment A.1, Contractor’s Bid Certification Attachment A.2, Bidders’ Preference and Certification Attachment A.3, Declarations Attachment A.4, Commercially Useful Function Attachment A.5, Workers’ Compensation Insurance Certification Attachment A.6, Commercial General Liability Certification Attachment A.7, Payee Data Record (STD 204) Attachment A.8, Secretary of State Certification Attachment A.9, Generative Artificial Intelligence (GenAI) Reporting and Factsheet Attachment A.10, Contractors Licenses and Certifications Form

TECHNICAL REQUIREMENTS- MANDATORY

EVALUATION CRITERIA PASS/FAIL SCORED

Attachment T.1, Summary of Applicable Engagements Contractors must provide a brief summary of at least two applicable engagements undertaken by the Contractor’s organization, with similar tasks and with the same or similar resources being Quoted. Sample tasks are strongly preferred, but not required. References for these engagements must be provided for these engagements.

Attachment T.2, Response to Statement of Work Bidders are requested provide narratives detailing specific information noted in the Statement…