RFQ_25-96-020.pdf

;STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

ADMINISTRATION AND MANAGEMENT DIVISION

Business and Contract Services Branch, Contract Services Section 651 Bannon Street, Suite 400 Sacramento, CA 95811 www.hcd.ca.gov

REQUEST FOR QUOTE

Information Technology Informal Competitive

Notice to Prospective Bidder RFQ 25-96-020 ImageTrust and AppXtender Upgrade Services

December 26, 2025

You are invited to review and respond to this Information Technology Open Market Competitive Request for Quote (RFQ), for ImageTrust and AppXtender upgrade services. In submitting your quote, you must comply with the instructions found herein.

In submitting a quote, bidders agree that they have read, understood, and will comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a bidder’s submitted quote. By submitting a response, bidder agrees to the terms and conditions stated in this solicitation and that bidder’s quote covers all labor, materials, tools, and equipment necessary to provide services in accordance with the specifications and provisions received with the RFQ. Bidders are responsible for their own costs of responding to this RFQ.

All agreements entered into with the State of California will include by reference the State’s General Provisions- Information Technology General Provisions (GSPD-ITGP) – Cloud Computing Services (GSPD-ITGP Cloud) that may be viewed and downloaded at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List- Folder/Required-Language-for-Solicitations-and-Contracts#accordion-ba7152d3-d210-4581-ae7c-318e86b8c2df

This solicitation is published online at the California State Contracts Register (CSCR) Cal eProcure web site at: California State Government Marketplace. To ensure receipt of any addenda that may be issued, and answers to any questions posed, you must register online at https://caleprocure.ca.gov/pages/.

Please review the Bidder Instructions for additional information on how to provide a responsive quote. Bidder Instructions may be viewed and downloaded at:

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

In the opinion of the Department of Housing and Community Development (HCD), this RFQ is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please contact:

Abigail Moniz Contract Analyst

Abigail.Moniz@hcd.ca.gov; ServiceContracts@hcd.ca.gov

(279) 235-5841; (916) 776-7747 http://www.hcd.ca.gov/ https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts#accordion-ba7152d3-d210-4581-ae7c-318e86b8c2df https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts#accordion-ba7152d3-d210-4581-ae7c-318e86b8c2df https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts#accordion-ba7152d3-d210-4581-ae7c-318e86b8c2df https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/ https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf mailto:Abigail.Moniz@hcd.ca.gov mailto:ServiceContracts@hcd.ca.gov

Department of Housing and Community Development

RFQ 25-96-020

ImageTrust and AppXtender Upgrade Services

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum. HCD will share your questions and its response with all other firms contacted.

Please note that all email correspondence with HCD and all documents and materials submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code, § 6250, et seq.) and subject to review by the public.

HCD’s Mission is to promote safe, affordable homes and vibrant, inclusive, sustainable communities for all Californians. The Department of Housing and Community Development values diversity at all levels of the organization and is committed to fostering an environment in which employees and partners from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and our partners bring their unique ideas and perspectives that inspire innovative solutions to further our mission.

Department of Housing and Community Development Contracts Service Section 651 Bannon Street, Suite 400 Sacramento, CA 95811

ImageTrust and AppXtender Upgrade Services

Quote Cover Letter-

Please include this page with your quote submission.

Quotes must be submitted to HCD Contracts Analyst listed on page 1 of this RFQ by the due date listed in Section B, Quote Requirements and Information of this Solicitation

Supplier name and address:

Contact: Phone:

Title:

Signature

Date:

Federal Employer Identification Num

Note: The SB/DVBE participation requirement has been waived; however, the SB/DVBE Incentive Program will apply for this solicitation.

ARE YOU CLAIMING PREFERENCE AS A SMALL BUSINESS:

YES NO

IF YES, MANUFACTURER?

ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS

SUBCONTRACTOR PREFERENCE?

ARE YOU CLAIMING PREFERENCE AS A DISABLED VETERAN BUSINESS

ENTERPRISE:

IF YES, MANUFACTURER?

ARE YOU A NON- DISABLED VETERAN BUSINESS ENTERPRISE CLAIMING AT LEAST

25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE?

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 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 (IT) Services is to provide services to upgrade ImageTrust and AppXtender (AppEnhancer) systems.

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

Exhibit A, Scope of Work Exhibit A, Attachment 1, Resumes Exhibit B, Budget Detail and Payment Provisions Exhibit C, General Provisions - Information Technology – DGS PD Exhibit D, HCD Additional Terms and Conditions Exhibit E, Administrative Changes Exhibit F, Deliverable Expectations Document (DED) Exhibit G, Deliverable Acceptance Document (DAD) Attachments 1 through 13

ImageTrust and AppXtender Upgrade Services

Table of Contents

Quote Cover Letter-

Section A – Purpose and Description of Services

1. Purpose

2. Contract Term

Section B – Quote Requirements and Information:

1. Key Action Dates

2. Written Questions

3. Submission of Quote

4. Quote Evaluation and Award Process

5. Award and Protest

6. Disposition of Quotes

7. Tax Delinquency Disclaimer

8. Agreement Execution and Performance

9. Executive Order N-6-22 – Russia Sanctions

10. Generative Artificial Intelligence (GENAI)

Section C- Mandatory Qualifications for the Bidder:

Section D – Preference and Incentive Programs

1. Small Business Preference

2. Disabled Veteran Business Enterprise Program and Incentive

Section E – Required Attachments

Attachment 1: Required Attachment Checklist

Attachment 2: Quote Cover Letter

Attachment 3: Cost Quote

Attachments 4-7

Attachment 8: Confidentiality Statement

Attachment 9: Mandatory Qualifications Response

Attachment 10: Small Business Certification (if applicable)

Attachment 11: Resumes

ImageTrust and AppXtender Upgrade Services

Attachment 12: Bidder’s References

Attachment 13: Commercially Useful Function Certification

Section F: Contract Exhibits

Exhibit A: Scope of Work - Sample

Exhibit A, Attachment 1: Resumes

Exhibit B: Budget Detail and Payment Provisions - Sample

Exhibit C: General Provisions - Information Technology – DGS PD - Sample

Exhibit D: HCD Additional Terms and Conditions – Sample

Exhibit E: Administrative Changes - Sample

Exhibit F: Deliverable Expectations Document (DED) – Sample

Exhibit G: Deliverable Acceptance Document (DAD) – Sample

ImageTrust and AppXtender Upgrade Services

Section A – Purpose and Description of Services

1. Purpose

Contractor will upgrade HCD’s existing ImageTrust and AppXtender/AppEnhancer (AX) systems to the latest supported versions to improve document capture, indexing, and records management. The upgrade will also transition the system from an on-prem solution to Microsoft Azure cloud infrastructure.

2. Contract Term

The period of performance for this Agreement will be 2/24/2026, or upon HCD approval, whichever is later, through 8/23/2026. The Agreement may be amended to add time if necessary to complete the work. The duration of the extension will be determined at the time of amendment. The term of the Agreement shall not exceed three (3) years.

Section B – Quote Requirements and Information:

1. Key Action Dates

All Bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. If HCD finds it necessary to change any of these dates, it shall be accomplished via an addendum to this RFQ. Any dates that follow the final date for quote submission are only approximate and may be adjusted as conditions indicate without addendum to this RFQ.

Event: Date: Time:

RFQ Available to Prospective Bidders 12/26/2025

Written Question Submittal Deadline 1/5/2026 2:00 p.m.

Response to Written Questions 1/8/2026 Final Date for Quote Submission 1/14/2026 2:00 p.m.

Quote Evaluation by HCD 1/16/2026 Tentative Agreement Start Date 2/24/2026, or upon

HCD approval, whichever occurs later.

2. Written Questions

Bidder may request clarification of the intent, content, or procedural matters regarding the RFQ process or the Department’s advertising and public awareness campaigns by submitting written questions electronically via e-mail to the e-mail addresses listed on page 1 of this solicitation. To ensure a response, questions must be received by the scheduled date and time given in Section B.1, Key Action Dates. Inquiries received after the question submittal deadline will only be addressed at HCD’s discretion. Question and answer sets will be provided to all bidders without identifying the submitters. ALL QUESTIONS MUST

BE SUBMITTED IN WRITING.

Note: it is the responsibility of the bidder to check Cal eProcure for questions and/or changes within the RFQ as all questions, answers, and addendums will be posted.

HCD will not be held responsible for inaccurate quotes due to bidder’s oversight in reviewing any and all information via Cal eProcure.

3. Submission of Quote

a. Quotes must be submitted to the HCD Contracts Analyst listed on page 1 of this RFQ and to ServiceContracts@hcd.ca.gov by the due date listed above in Section B.1, Key Action dates. Any response received after this date and time will not be considered. A postmark shall not be accepted as meeting the deadline if received after the specified due date and time. It is the Offeror’s responsibility to ensure timely delivery of the response.

b. This RFQ and the Contractor’s Quote in response to this document may be made a part of the contract. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Scope of Work (SOW) of this RFQ.

c. Quotes shall provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this RFQ. The Quote must be complete and accurate.

d. Quotes must include all required documentation listed on the Attachment 1, Required

Attachment Checklist.

e. All documents contained in the Quote package that require a signature must be signed by an authorized individual. The signature must indicate the title or position that the individual holds in the firm. An unsigned Quote may be rejected.

f. If the Quote is made under a fictitious name or business title, the actual legal name of

Bidder must be provided.

g. A Quote may be rejected if it is conditional or incomplete, deemed non-responsive, or if it contains any alterations of form or other irregularities of any kind. HCD may reject any or all Quotes and may waive any immaterial deviation in a Quote. Omissions, inaccuracies or misstatements will be sufficient cause for rejection of a Quote. HCD’s waiver of immaterial defect shall in no way modify the RFQ document or excuse the Bidders from full compliance with all requirements if awarded the agreement.

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

i. HCD may modify this RFQ prior to the date fixed for submission of Quotes by the issuance of an addendum in the same manner as the original RFQ was released. HCD reserves the right to reject all Quotes.

j. Bidders are cautioned not to rely on the Department during the evaluation to discover and report to the Bidders any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the RFQ requirements.

k. More than one (1) Quote from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that any Bidder has submitted more than one (1) Quote for the work contemplated herein will cause the rejection of all Quotes submitted by that Bidder. If there is reason for believing that collusion exists among the Bidders, none of the participants of such collusion will be considered in this solicitation.

l. HCD does not accept alternate agreement language from a prospective contractor. A

Quote with such language shall be considered a counter Quote and will be rejected.

The State’s General Terms and Conditions (GTC) and General Provisions- Information Technology are not negotiable.

m. If the size of your response documents exceeds the email size limit, please compress your files into a single ZIP file before submission. This will help ensure all necessary documents are included and transmitted successfully. Before submitting, please verify that the ZIP file was created successfully and that all files are accessible within it.

Additionally, please ensure the ZIP file is clearly labeled with your company name and the RFQ number for ease of identification.

4. Quote Evaluation and Award Process

a. Each quote will be checked for the presence or absence of required information in conformance with the submission requirements of this RFQ.

b. Quotes that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Bidder, may be rejected.

c. Award, if made, will be to the responsive lowest cost bidder.

5. Award and Protest

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

b. 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 quote, the State may accept any item or group of items of any quote. The State reserves the right to modify or cancel in whole or in part its RFQ.

ImageTrust and AppXtender Upgrade Services

c. There are no protest rights for this solicitation.

6. Disposition of Quotes

All documents submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. Should a bidder desire to keep any or all components of their response to this RFQ confidential, the bidder would need to obtain a protective order from a court of competent jurisdiction.

7. Tax Delinquency Disclaimer

a. Pursuant to the Public Contract Code section 10295.4, 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 non-IT goods or services. Any agreement entered into in violation of section 10295.4 is void and unenforceable.

b. Prior to executing any state agreement or renewal for IT goods or services, the HCD shall verify that the proposed awardee(s) is not on a prohibited list by checking both the FTB and CDTFA websites. The established lists can be found at:

FTB: https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html

CDTFA: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

8. Agreement Execution and Performance

a. Performance shall start after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement.

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

c. Should, during the course of the resulting contract, it become necessary to modify the terms of the contract, these modifications may be made by mutual agreement by the contracting parties through a written amendment to the contract. A contract amendment will not be effective unless in writing and until fully executed by both parties. No oral understanding or agreement will be binding on either the Contractor or the HCD unless incorporated through the proper contract process. HCD reserves the right to amend the agreement to extend the term, according to the needs of the program.

9. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a quote, Contractor represents that it is not a target of Economic Sanctions.

https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

ImageTrust and AppXtender Upgrade Services

Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s quote any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

10. Generative Artificial Intelligence (GENAI)

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

Bidder/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 its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder/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.

Section C- Mandatory Qualifications for the Bidder:

Failure to meet the Mandatory Qualifications will result in disqualification from further consideration. All documents not elsewhere in the quote package should be with Mandatory Qualifications in your response package.

1. Bidder must submit all required documents as outlined in the Attachment 1: Required Attachment Checklist.

2. Bidder must submit resumes for key personnel performing services in accordance with Exhibit A, Scope of Work using the form in Attachment 11: Resumes.

3. Bidder must submit applicable references using the form in Attachment 12: Bidder’s

References:

a. Bidder must provide three (3) references from customers for whom the bidder has provided services of the same nature and type as those outlined in this solicitation. The references must be able to provide sufficient information (i.e., specific times and locations where the bidder was observed while providing services) in order to verify the bidder’s experience. Each reference must be someone who had direct experience with the provision of services by the bidder. Each reference must be able to address each of the following:

i. Bidder’s ability to provide services as compared to their agreed upon contract;

ii. Customer’s overall assessment of the bidder’s performance; and

iii. Each reference must also provide the name, address, title, company, and phone number of the qualifying employer/company, as well as the dates of performance for the work performed.

b. HCD reserves the right to use these references in determining whether a bidder is a responsible contractor.

c. HCD may attempt to contact each reference by phone twice within a 72-hour time period during the quote evaluation period. If HCD does not receive a response from a reference and contact is not made, the bidder may be considered non-responsive. It is the bidder’s responsibility to notify all listed references that HCD shall contact them in regard to this quote.

4. The Contractor’s key personnel performing the work must meet the following mandatory qualifications:

a. Minimum of five (5) years of hands-on experience upgrading and configuring ImageTrust Batch Capture and AppXtender/AppEnhancer systems.

b. Minimum of five (5) years experience with version 7.1.0.4 of ImageTrust and

AppEnhancer 24.4 Patch 01 or later.

c. Minimum of five (5) years migrating enterprise content/document management systems from on-premise to Microsoft Azure.

d. Minimum of five (5) years of experience with Azure Virtual Machines, Azure security, Azure Storage (Blob/file), and Azure SQL.

e. Minimum of five (5) years of experience integrating AppEnhancer with Oracle databases, including configuration and troubleshooting of connectivity and data exchange.

f. Minimum of five (5) years of experience configuring AppEnhancer components such as

Web Access, REST Services, Rendering Server, Documenting indexing and retrieval workflows.

Section D – Preference and Incentive Programs

HCD is awarding this agreement using the Open Market Competitive RFQ method and is therefore awarding to the responsive bidder with the lowest quote. The examples listed below represent an example of how Small Business Preference and Disabled Veteran Business Enterprise incentive is applied to the lowest cost bid. For our purposes, the SB preference and DVBE incentive will be applied to the quotes in which the preference and/or incentive is applicable and based upon the lowest cost.

1. Small Business Preference

a. Small businesses will be granted the five percent (5%) small business preference on a quote evaluation by an awarding department when a responsible non-small business has submitted the lowest-priced, responsive quote pursuant to a solicitation evaluation method described in Section 1896.8, of the California Code of Regulations.

b. If SB preference is claimed, it shall be 5% of the net bid price of the lowest responsive and responsible quote of a business that is not eligible for the SB preference (CCR Section 1896.8(a)). The SB preference is not applied when the lowest responsive, responsible bidder is eligible for the SB preference. The net bid price is the value of the quote excluding sales and use tax, finance charges, postage and handling charges. Shipping charges are also excluded from the net cost unless the shipping charge is included in the evaluation such as FOB Origin, Freight Collect or FOB Destination. The net bid price includes any evaluation corrections and applicable discounts.

2. Disabled Veteran Business Enterprise Program and Incentive

a. HCD hereby waives the mandatory Disabled Veteran Business Enterprise

(DVBE) participation requirement for this RFQ.

b. The allowable incentive percentage(s) are between 1% and 5% and is based on confirmed DVBE participation.

c. An incentive for bidders who include DVBE participation is available and encouraged for this RFQ. For evaluation purposes only, the State shall apply an incentive to quotes that include California certified DVBE participation and confirmed by the HCD. The incentive amount will vary in conjunction with the percentage of DVBE participation in accordance with the following formula:

DVBE Incentive Participation DVBE

Incentive

5% or Over 5%

4% to 4.99% Inclusive 4%

3% to 3.99% Inclusive 3%

2% to 2.99% Inclusive 2%

1% to 1.99% Inclusive 1%

d. Information submitted by the bidder to claim the DVBE incentive will be verified by HCD. Only the DVBEs who shall perform a commercially useful function relevant to the SOW included in this RFQ may be used to qualify the bidder for a DVBE incentive. All DVBE bidders and their proposed subcontractors must

ImageTrust and AppXtender Upgrade Services submit a copy of the Declarations Form (Std. 843). See Attachment 7 in the Required Attachment Checklist (Attachment 1).

e. Calculation of Multiple Preferences: In the event that bidders qualify for the SB preference and/or the DVBE incentive, the SB preference shall be calculated first. In circumstances where the HCD will award a single agreement as a result of this solicitation, in accordance with Government Code section 14838, subdivision (f), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB bidder is the apparent awardee unless another SB bidder is also a DVBE or has subcontracted with DVBE firms.

Note: In accordance with Government Code section 14838, subdivision (f), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the agreement shall be awarded to the disabled veteran-owned small business or microbusiness.

f. Adherence to the DVBE Requirements:

i. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the quote or offer may be cause for agreement termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in Military & Veterans Code section 999.9; Contractor must immediately notify the HCD’s SB/DVBE Advocate that the substitution of a DVBE subcontractor is requested.

ii. Failure of Contractor to adhere to the certification requirements of Military and Veterans Code section 999.5, subdivision (d) may be used as evidence of the bidder’s non-responsibility in future solicitations.

g. Commercially Useful Function (CUF) Disclaimer

i. Each certified SB/MB or DVBE must perform a commercially useful function. Bidders who are found to not be performing a CUF will have their quotes deemed non-responsive. A SB/MB or DVBE is deemed to perform a commercially useful function when the business does all of the following:

a) Is responsible for the execution of a distinct element of the work of the agreement.

b) Carries out its obligation by actually performing, managing, or supervising the work involved.

c) Performs work that is normal for its business services and functions.

d) Is responsible, with respect to products, inventories, materials, and supplies required for the agreement, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

ImageTrust and AppXtender Upgrade Services

e) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

f) Agreements resulting from this solicitation shall afterwards be monitored for compliance with CUF for the duration of the agreement.

Section E – Required Attachments

Attachment 1: Required Attachment Checklist

A complete quote or quote package must consist of the items identified below.

Complete this checklist to confirm the items submitted in the quote. Check off each item that is included with the response to HCD. For a Quote to be responsive, all required attachments must be returned. This checklist must also be returned with your Quote package.

Attachment Name/Description ☐ Attachment 1 Required Attachment Checklist

☐ Attachment 2 Quote Cover Letter

☐ Attachment 3 Cost Quote

☐ Attachment 4 Bidder Declaration (GSPD-05-106)

☐ Attachment 5 Payee Data Record (STD 204)

☐ Attachment 6 Payee Data Record Supplement (STD 205) (Optional)

☐ Attachment 7 DVBE Declaration Form (STD. 843) (if applicable)

☐ Attachment 8 Confidentiality Statement

☐ Attachment 9 Mandatory Qualifications Response (with original signature)

☐ Attachment 10 Small Business certification (if applicable)*

☐ Attachment 11 Resumes

☐ Attachment 12 Bidder’s References

☐ Attachment 13 Commercially Usefully Function Certification (if applicable)

*Bidder must provide a copy of their Small Business Certification if they are a registered Small Business on Cal eProcure and attach it to the quote submission as Attachment 10.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-106.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

ImageTrust and AppXtender Upgrade Services

Attachment 2: Quote Cover Letter (See Page 3 of this solicitation)

ImageTrust and AppXtender Upgrade Services

Attachment 3: Cost Quote

Bidder’s Name:

Task # Task(s) Deliverable(s) Cost 1 Project kickoff and planning Project Plan $ 2 Set up Environments Architecture diagram $ 3 ImageTrust Batch Capture upgrade Configured ImageTrust system $

4 AppEnhancer upgrade Upgraded AX system $ 5 Configure of AX components Configuration document $ 6 Migration of Image files to Azure Compare reports, file/folder counts

7 Integration with Oracle and testing

Test results and validation $

8 Training and documentation User guides, training sessions $ 9 Post-Implementation support Upgrade review $

Total Cost (Tasks 1-9) $

Note: This amount is inclusive of all labor, materials, travel, overhead, and any other costs associated with the completion of the project. No additional charges will be allowed.

I hereby certify that I am authorized to sign this Cost Sheet and warrant that the cost shown above is accurate and represents an unconditional offer to HCD.

Signature

Date Signed

Printed Name

Title

ImageTrust and AppXtender Upgrade Services

Attachments 4-7 These attachments can be accessed via the links included in Attachment 1, Required Attachment Checklist.

ImageTrust and AppXtender Upgrade Services

Attachment 8: Confidentiality Statement

As an authorized representative and/or corporate officer of the company named below, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFQ 25-96-020 or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them.

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

I authorize the State to inspect and verify the above.

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

(Signature of representative) (Date)

(Typed name of representative)

(Typed name of company)

Attachment 9: Mandatory Qualifications Response

Mandatory Qualification Bidder’s Response

Bidder certifies that its key personnel performing work under this agreement satisfy the following mandatory qualifications:

a. Minimum of five (5) years of hands-on experience upgrading and configuring ImageTrust Batch Capture and AppXtender/AppEnhancer systems.

b. Minimum of five (5) years experience with version 7.1.0.4 of

ImageTrust and AppEnhancer 24.4 Patch 01 or later.

c. Minimum of five (5) years migrating enterprise content/document management systems from on-premise to Microsoft Azure.

d. Minimum of five (5) years of experience with Azure Virtual

Machines, Azure security, Azure Storage (Blob/file), and Azure SQL.

e. Minimum of five (5) years of experience integrating AppEnhancer with Oracle databases, including configuration and troubleshooting of connectivity and data exchange.

f. Minimum of five (5) years of experience configuring AppEnhancer components such as Web Access, REST Services, Rendering Server, Documenting indexing and retrieval workflows.

Do you so certify?

Yes No

I, the undersigned, declare that the certifications required above are true and that I am authorized to make such certifications and bind the bidder contractually.

Signature of Declarer Print First and Last Name Date Signed

ImageTrust and AppXtender Upgrade Services

Attachment 10: Small Business Certification (if applicable)

ImageTrust and AppXtender Upgrade Services

Attachment 11: Resumes

Attachment 12: Bidder’s References

Bidder must provide a minimum of three (3) references from customers for whom the bidder has provided services of the same nature and type as those outlined in this solicitation.

The references must be able to provide sufficient information (i.e., specific times and locations where the bidder was observed while providing services) in order to verify the bidder’s experience.

Each reference must be someone who had direct experience with the provision of services by the bidder and be able to address each of the following:

a. The bidder’s ability to provide services as compared to his or her agreed upon contract

b. The customer’s overall assessment of the bidder’s performance

c. Each reference must also provide the name, address, title, company, and phone number of the qualifying employer/company

HCD reserves the right to use these references in determining whether a bidder is a responsible supplier.

Name of Company

Address

Contact Name

Telephone

Email Address

Dates of Performance

ImageTrust and AppXtender Upgrade Services

Attachment 13: Commercially Useful Function Certification

STATE OF CALIFORNIA

COMMERCIALLY USEFUL

FUNCTION CERTIFICATION

HCD ADM 142 (NEW 12/23)

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

ADMINISTRATION AND MANAGEMENT DIVISION

Business and Contract Service Branch

COMMERCIALLY USEFUL FUNCTION CERTIFICATION

Bidder Name:___________________________________________

On January 1, 2004, Chapter 623, Statutes of 2003, became effective and required all Small Businesses, Micro- Businesses, and Disabled Veteran Business Enterprises (DVBE) to perform a “commercially useful function” in any contract they perform for the State. If you answer "No" to any of the following questions, you are not CUF compliant.

A business that is performing a commercially useful function is one that does ALL of the following:

1) Is responsible for execution of a distinct element of the work of the contract

2) Carries out its obligation by actually performing, managing, or supervising the work involved

3) Performs work that is normal for its business, services and function

4) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

5) Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

If Bidder is a Small Business (SB) or DVBE they must provide certification for themselves as well as a certification for each subcontractor claiming preference points for the agreement. The Bidder must provide a written statement detailing the role, services and/or goods they (if they are a SB/DVBE) and/or their subcontractor(s) will provide to meet all of the above five Commercially Useful Function (C.U.F.) requirements as certification that they and/or their subcontractors are performing a commercially useful function.

Print Name of Vendor being certified with a C.U.F.

(Bidder’s Signature)

ImageTrust and AppXtender Upgrade Services

Section F: Contract Exhibits Exhibit A: Scope of Work - Sample

1. Services and Mission

Contractor Name, hereafter referred to as the (“Contractor”), agrees to provide to the Department of Housing and Community Development (hereafter referred to as “HCD” or “Department”) with ImageTrust and AppXtender (AppEnhancer) Upgrade Services (“Work”) as described herein.

HCD’s Mission is to promote safe, affordable homes and vibrant, inclusive, sustainable communities for all Californians. HCD values diversity at all levels of the organization and is committed to fostering an environment in which employees and partners from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and our partners bring their unique ideas and perspectives that inspire innovative solutions to further our mission.

2. Location and Hours

Work must be provided remotely, during the hours of 8:00 am to 5:00 pm, Pacific Standard Time (PST) Monday through Friday, excluding State observed holidays, as applicable. HCD does not anticipate the need to perform services during afterhours.

However, when the need arises during afterhours, after 5:00 PM or before 8:00 AM (PST), scheduling of a date and time will be mutually agreed upon by HCD and the Contractor. There will be no increase in hourly rates for extended hours or days.

3. Term and Commencement of Work

A. The period of performance for the Agreement will be 2/24/2026 or Upon HCD approval, whichever is later, through 8/23/2026.

B. The Contractor will not be authorized to deliver or commence the performance of services as described in this Scope of Work (SOW) until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement or after the Agreement end date will be considered voluntary on the part of the Contractor and non-compensable.

C. The Contractor’s anticipated level of effort and rendering of services for this Agreement may fluctuate over the Agreement term. The Contractor must apply resources commensurate with the activity level as needed by HCD to meet fluctuating demands.

4. The Agreement Representatives

Department of Housing and Community Development

Contractor Name

Section/Unit: *Contractor Representative:

ImageTrust and AppXtender Upgrade Services

*Contract Manager & Classification title: Contractor Title:

Address: Address:

Phone No.: Phone No.:

Email: Email:

*Both parties will have the right to change the Contract Manager/Representatives from time to time throughout the term of this Agreement. Such change will not require the consent of HCD or the Contractor. The changing party will notify the other party, in writing, of the name of the new Contract Manager/Representative within 30 days of his or her appointment to such position. Such written notice will not constitute, nor require, an amendment to this Agreement.

5. Specifications and Detailed Description of Work

A. Project Overview

HCD seeks to upgrade its existing ImageTrust and AppXtender/AppEnhancer (AX) systems to the latest supported versions to improve document capture, indexing, and records management. The upgrade will also transition the system from an on-prem solution to Microsoft Azure cloud infrastructure.

B. Scope Includes:

1) Upgrade and configuration of ImageTrust Batch Capture 7.1.0.4

2) Upgrade and configuration of AppEnhancer 24.4 Patch 01

3) Setup of DEV/TEST and PROD environments

4) Migration of image files and database

5) Integration with Oracle

6) Configuration of AX components (Web Access, REST services, Rendering

Server, etc.)

7) User training and documentation

8) Knowledge transfer to HCD IT staff

C. HCD Responsibilities

1) Assign a Project Manager

2) Provide access to servers, databases, and network shares

3) Provide domain service accounts with appropriate permissions

4) Assist with user acceptance testing and validation

5) Ensure hardware/software prerequisites are met

ImageTrust and AppXtender Upgrade Services

D. Contractor Responsibilities

1) Provide remote professional services for installation, configuration, and testing

2) Perform AX database upgrade and validation

3) Configure ImageTrust jobs and scanner settings

4) Provide documentation and training

5) Coordinate with HCD for UAT and go-live support

6) Provide progress reports detailing completed tasks, issues, and next steps

7) Coordinate virtual check-ins with HCD Contract manager

8) Submit all deliverables electronically via email

9) Progress reports: Contractor will provide weekly status reports of completed tasks.

10) Knowledge Transfer: Contractor will provide a training session to educate HCD staff regarding the upgrades.

E. Key Personnel

1) Mandatory Qualifications:

The Contractor’s key personnel performing the work must meet the following mandatory qualifications:

a) Minimum of five (5) years of hands-on experience upgrading and configuring ImageTrust Batch Capture and AppXtender/AppEnhancer systems.

b) Minimum of five (5) years experience with version 7.1.0.4 of ImageTrust and AppEnhancer 24.4 Patch 01 or later.

c) Minimum of five (5) years migrating enterprise content/document management systems from on-premise to Microsoft Azure.

d) Minimum of five (5) years of experience with Azure Virtual Machines, Azure security, Azure Storage (Blob/file), and Azure SQL.

e) Minimum of five (5) years of experience integrating AppEnhancer with Oracle databases, including configuration and troubleshooting of connectivity and data exchange.

f) Minimum of five (5) years of experience configuring AppEnhancer components such as Web Access, REST Services, Rendering Server, Documenting indexing and retrieval workflows.

2) Key Personnel Substitution

ImageTrust and AppXtender Upgrade Services

Except in the case of a leave of absence, sickness, death, termination or resignation of employment or association, or other circumstances outside the reasonable control of Contractor, the individuals designated to fill any of the Key Personnel roles will not be removed by Contractor from performing their assigned tasks during the period of performance for each such individual without the HCD Contract Manager’s written approval. Any proposed replacement staff designated to fill a Key Personnel role must have qualifications, experience, education, and skill comparable to or exceeding that of the Key Personnel being replaced and meeting or exceeding the minimum requirements for the role stated in this Agreement, as applicable.

3) Required Approval for All Staffing Changes:

Contractor must submit resume(s) and a written request for approval of all additional or replacement staff to the HCD Contract Manager, with their resumes, at least ten (10) business days before they are scheduled to begin work on the project in their proposed role, regardless of whether the staff will fill a Key Personnel role. Such staff will not start on the project in their proposed role without the HCD Contract Manager’s written approval.

4) Contractor Replacement and Subcontractor Affiliation

The Contractor will act as the Prime Contractor under this Agreement. In addition to identifying all Contractor staff proposed to work under this Agreement, the Contractor must also identify sub-contractor affiliation as applicable. If personnel, including subcontractors, must be replaced for any reason, Contractor will submit a resume and the Exhibit E, Administrative Changes for the proposed new staff with at least equal the qualifications as the original personnel and within ten (10) days. Contractor personnel replacement requires approval by HCD Contract Manager before replacement staff can begin work. Failure to provide qualified replacement personnel, as determined by HCD, within the specified period, will constitute a breach of this agreement and will entitle HCD, at its sole election, to pursue all its available legal remedies and or early terminate the Agreement.

5) Denial of Staffing Changes:

HCD reserves the right to approve or deny, in its sole discretion and for any reason, any staffing changes requested under this section.

F. Contractor Tasks and Deliverable Schedule

Task # Task(s) Deliverable(s) Due Date

1 Project kickoff and planning

Project Plan As mutually agreed upon per the DED

2 Set up Environments Architecture Diagram As mutually agreed upon per the DED

ImageTrust and AppXtender Upgrade Services

3 ImageTrust Batch Capture upgrade

Configured ImageTrust system

As mutually agreed upon per the DED

4 AppXtender upgrade Upgraded AX system As mutually agreed upon per the DED

5 Configure of AX components

Configuration document As mutually agreed upon per the DED

6 Migration of Image files to Azure

Compare reports, File/Folder counts

As mutually agreed upon per the DED

7 Integration with Oracle and testing

Test results and validation

As mutually agreed upon per the DED

8 Training and documentation

User guides, training sessions

Within 15 business days of approval and execution of the Agreement or as mutually agreed upon per the DED

9 Post-Implementation support

Upgrade review Within two (2) days post go-live or as mutually agreed upon per the DED

6. Deliverable Expectations Document (DED)

A. Work Performed under this Agreement as set forth above in this Exhibit A, SOW, Section 5, Specifications and Detailed Description of Work and according to section 5.F, Contractor Tasks and Deliverable Schedule, Contractor tasks and deliverables will be defined pursuant to the use of a Deliverable Expectations Document (DED).

The DED will be developed as directed by the HCD Contract Manager.

B. No work will commence until a DED is complete and approved. Both the Contractor and the HCD Contract Manager or designee must provide signature approval prior to work starting.

C. The following procedures will be followed in developing the DED. It is understood and agreed by both parties to this Agreement that all terms and conditions of this Agreement must remain in force with the inclusion of any such approved DEDs.

Such DEDs must in no way constitute an Agreement other than as provided pursuant to this Agreement nor in any way amend or supersede any of the other provisions of this Agreement.

1) The DED must include:

a) A detailed statement of the purpose, objective, or goals to be undertaken by the Contractor,

b) The approved task and deliverable cost consistent with the Exhibit B, Budget Detail and Payment Provision rates,

c) An identification of all significant materials/services to be delivered by the Contractor to the HCD,

d) A time schedule for the provisions of these services, ImageTrust and AppXtender Upgrade Services

e) Completion criteria for the work to be performed, and

D. The Contractor will be paid as shown in Exhibit B, Budget Detail and Payment Provisions.

E. Documentation of completion will be evidenced by a Deliverable Acceptance Document (DAD).