Yana Garcia, CalEPA Secretary Lauren Sanchez, Chair Gavin Newsom, Governor

Request For Quotation (RFQ) For Information Technology Services

QUOTES DUE DATE:

April 02, 2026 by 5:00 PM PT

Quotes must be delivered to California Air Resources Board (CARB) by 5:00PM PT on the Quotes Due Date.

Supplier name and address:

Contact:

Phone: Fax:

SOLICITATION NO. REV. # DATE

RFQ # 2526093 _______ March 18, 2026

For further information contact:

Nicolas Tinio (279) 842-9567 ITProcurements@arb.ca.gov and cc Nicolas.Tinio@arb.ca.gov

Name (Print):

Title:

Signature:

Date:____________________________

Federal Employer Identification Number:

Return bids via email to:

ITProcurements@arb.ca.gov and cc Nicolas.Tinio@arb.ca.gov

SUBJECT LINE:

a. RFQ # 2526093 – BIDDER’S FIRM’S NAME – MASTER

Responses received via any other method will be deemed non-responsive and rejected.

Bidder offers and agrees that if this response is accepted within 120 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, within the times specified, subject to the referenced General Provisions, and meeting all conditions set forth in this RFQ. 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 Audio/Visual Services for the California Air Resources Board (CARB).

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

Bidder Instructions (GSPD-451) https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf Information Technology General Provisions Cloud Computing Services (DGS PD 402-IT GP Cloud Revised and Effective 02/20/2025) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD- 402ITGP-Revised-02202025.pdf 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 laws.

mailto:ITProcurements@arb.ca.gov mailto:Nicolas.Tinio@arb.ca.gov https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

TABLE OF CONTENTS

RFQ REQUIREMENTS

I. GENERAL INFORMATION

A. PURPOSE

B. AVAILABILITY

C. WORK LOCATION AND PERIOD OF PERFORMANCE

D. KEY ACTION DATES

E. AMOUNT

F. GENAI DISCLOSURE NOTIFICATION CLAUSE

G. WRITTEN QUESTIONS

H. RFQ RESPONSE GUIDELINES AND OTHER GENERAL INFORMATION

I. RFQ RESPONSES

J. AWARD OF AGREEMENT

K. PROTESTS

L. RFQ RESPONSE CONTENT

II. EVALUATION INFORMATION

A. EVALUATION PROCESS

B. EVALUATION CRITERIA

C. SCORING TABLE

ATTACHMENTS

ATTACHMENT A – COVER LETTER

ATTACHMENT B – BIDDER’S PROPOSED LEAD TEAM MEMBERS’ RESUMES AND

BIDDER’S STATEMENT OF QUALIFICATIONS

ATTACHMENT C – COST WORKSHEET

ATTACHMENT D – SAMPLE MEETING OF PUBLIC BODY LIVE WEBCASTING AND

ARCHIVES

ATTACHMENT E - ZOOM WEBINAR REGISTRATION

ATTACHMENT F – CONTRACTOR CLIENT REFERENCES

ATTACHMENT G – CONFIDENTIALITY STATEMENT (FIRM)

ATTACHMENT H – BIDDER’S PAYEE DATA RECORD, STD. 204

ATTACHMENT I – BIDDER DECLARATION

ATTACHMENT J – DVBE DECLARATION FORM, STD. 843 (IF APPLICABLE)

ATTACHMENT K – CALIFORNIA CIVIL RIGHTS LAWS

ATTACHMENT L – CERTIFICATE OF INSURANCE

ATTACHMENT M – TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

(IF APPLICABLE)

EXHIBITS

EXHIBIT A – STATEMENT OF WORK (SOW)

EXHIBIT A1 - WORK AUTHORIZATION (WA) REQUEST FORM

EXHIBIT A2 – DELIVERABLE EXPECTATION DOCUMENT (DED)

EXHIBIT A3 – DELIVERABLE ACCEPTANCE DOCUMENT (DAD)

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT B1 - CONTRACTOR’S COST WORKSHEET

EXHIBIT C - DGS PD 402-ITGP (CLOUD)

California Air Resources Board RFQ No. 2526093

CALIFORNIA AUDIO / VISUAL SERVICES

You are invited to review and respond to this Request for Quote (RFQ) for IT Services entitled “California Audio / Visual Services.” To submit a quote for these services, you must comply with the instructions contained in this document as well as the requirements stated in EXHIBIT A, STATEMENT OF WORK (SOW). The services required are delineated in EXHIBIT A, SOW.

Failure to comply with any of the requirements may result in the rejection of your bid. By submitting a bid, your firm agrees to the terms and conditions stated in this RFQ.

Read the attached document carefully. The RFQ response due date is April 02, 2026, no later than 5:00 PM Pacific Time (PT). Neither late received nor faxed Bids are acceptable. All late bids will be rejected and returned to the Bidder. Offers must be received on or before the date and time specified herein to the following email addresses:

Procurement Official: Nicolas Tinio

ITprocurements@arb.ca.gov

& cc: Nicolas.Tinio@arb.ca.gov

Direct any questions regarding this RFQ to the contact named above via email, providing a reference to the RFQ number in the subject line. The State also known as California Air Resources Board (CARB) reserves the right to cancel this RFQ at any time.

I. GENERAL INFORMATION

A. PURPOSE

CARB requires audio/visual (AV) services that include live Internet webcasting hybrid meeting production, virtual meeting production, and archiving a high quality and professional level for monthly public Board meetings. CARB public hearings and meetings are a matter of public record and must be available to all who wish to observe and participate.

The need for off-site vendor services has increased as CARB is experiencing an influx of Board meetings being conducted at alternate locations throughout the state.

B. AVAILABILITY

The selected Bidder must be able to meet the requirements of this RFQ and be ready to begin the required services on the estimated agreement term start date specified in Section I.D., Key Action Dates.

C. WORK LOCATION AND PERIOD OF PERFORMANCE

The term of this agreement shall be for two (2) years with one (1) optional, one-year extension.

Any extensions or quantity increases shall be at the rates listed in ATTACHMENT C, COST WORKSHEET. It is at the discretion of CARB to exercise its option.

The Contractor shall not be authorized to deliver or commence performance of services as described in the attached EXHIBIT A, SOW until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

The work performed under this Agreement, shall primarily be at CARB’s Sacramento Headquarters located at 1001 I Street, Sacramento, California 95814 with a few occasions mailto:ITprocurements@arb.ca.gov mailto:Nicolas.Tinio@arb.ca.gov per year at CARB’s Southern California Headquarters located at 4001 Iowa Avenue, Riverside, California 92507. On rare occasions per year, work shall be performed at a location in California that has not been predetermined under this agreement. The Contract Administrator will coordinate with the Contractor on these rare occasions. Please refer to EXHIBIT A, SOW, for more information.

D. KEY ACTION DATES

It must be understood that time is always of the essence, both for the RFQ submittal and completion of services under the resulting Agreement. Bidders are advised of the key action dates and times shown below and are expected to adhere to them. All dates after the RFQ Response Submission Due Date and Time are approximate and may be adjusted as conditions require, without addendum to this RFQ.

EVENT DATE

Release of RFQ March 18, 2026 Last Date/Time to Submit Questions (via email) March 25, 2026 by 5:00 PM PT Release of Questions and Answers, Addendum #1 Posted (if needed)

March 27, 2026 by 5:00 PM PT

RFQ Response Submission Due Date and Time April 02, 2026 at 5:00 PM PT Review of Quotation Submissions Begins* April 03, 2026 Anticipated Intent to Award Date* (Agreement Award)

April 20, 2026

Estimated Agreement Term (Initial Engagement of Services/ Base Term)

May 7, 2026 – May 6, 2028

* These are estimated dates and may change.

E. AMOUNT

The total Agreement award shall not exceed $TBD at the base term of two (2) years.

Unanticipated tasks will be included in the total Agreement amount for a maximum of ten percent (10%). Any bid exceeding this amount will be deemed non-responsive and ineligible for the award. Agreement amount will be awarded based on the amount offered in the winning bid response, not on CARB’s budget.

As permitted by law, CARB reserves the right to amend the Agreement to increase/decrease hours, monies, and/or the term through a formal written amendment. If at the State’s sole-discretion, the optional one (1), one-year extension is granted, the State may amend the Agreement to increase the term for the additional year at the same rate as agreed upon in the Agreement. .

No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.

F. GENAI DISCLOSURE NOTIFICATION CLAUSE

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.

G. WRITTEN QUESTIONS

All questions regarding the content of this RFQ must be submitted in writing by email to the CARB contact named on the cover page of this RFQ and must be received by the Key Action Date for submitting questions identified in Section I.D. Questions not submitted in writing by the Key Action Date for submission of written questions may be answered at the State’s option.

When the State has completed its review of the questions received timely, the questions and answers will be answered in the form of an addendum and posted online at https://caleprocure.ca.gov.

H. RFQ RESPONSE GUIDELINES AND OTHER GENERAL INFORMATION

1. The specific tasks and/or deliverables associated with this RFQ are included in EXHIBIT

A, STATEMENT OF WORK (SOW). The SOW, RFQ, and the successful Bidder’s Response to this RFQ (Response) will be incorporated by reference and made a part of the resulting Agreement.

2. If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or any other errors in this RFQ, the Bidder should immediately provide written notice to the State of such error and request clarification or modification of the affected document. Bidders requiring clarification of the intent and content of this RFQ may request clarification by submitting questions via email to the Procurement Official listed on the cover page of this RFQ.

3. The State may modify any part of the RFQ by issuing one (1) or more addenda. Addenda will be numbered consecutively and sent to the established vendor list for this RFQ.

4. The State may request clarifications from Bidders at any phase of the assessment and selection process for the purpose of clarifying ambiguities in the information presented in the Response. The State is under no obligation to request clarification if information in the Bid is unclear.

5. All costs for developing Responses are entirely the responsibility of the Bidder and shall not be chargeable to the State.

6. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to https://caleprocure.ca.gov/ determine and verify the Bidder’s ability to perform the tasks and activities defined in

EXHIBIT A, SOW.

7. All Bids must be submitted to CARB by the dates and times shown in accordance with SECTION I.D., Key Action Dates. The email must contain an electronic copy of the entire RFQ response packet (excluding cost) and marked as “MASTER,” to be submitted via the email address on the cover page of this RFQ and an electronic copy of the Cost Worksheet submitted via the email address on the cover page of this RFQ. The submission must follow the naming convention for the Subject Line as described below:

SUBJECT LINE (for Bid Proposal): RFQ # 2526093 – BIDDER’S FIRM’S NAME – MASTER

8. Bids submitted or delivered via any other method will NOT be accepted. The Bidder is solely responsible for ensuring that the full bid is received by the State in accordance with the solicitation requirements, at the specified location, on or before the RFQ Response Submission Due Date and Time. The State shall not be responsible for any delays in delivery, including but not limited to transmission errors, or any other delays or mis-deliveries.

9. The response packet must include all the required attachments, and they must be completed as described in SECTION I.L., RFQ RESPONSE CONTENT.

I. RFQ RESPONSES

Issuance of this RFQ in no way constitutes a commitment by the State to award an Agreement.

The State reserves the right to reject all Bids received and cancel or modify this RFQ. RFQ responses that reference a Bidder’s own terms and conditions, provisions, assumptions, and/or conditional language will be considered non-responsive and rejected. Any response that is conditional or incomplete may be considered non-responsive. Assumptions made by the Bidder in responding to this RFQ do not obligate the State. Additionally, assumptions may make the Bid conditional and cause the Bid to be rejected. Consistent with applicable law, CARB reserves the right to provide or not provide any bidder whose bid has been rejected as non-responsive the opportunity to cure such non-responsive bid at CARB’s sole discretion

J. AWARD OF AGREEMENT

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

Written notification of the State’s intent to award will be made to all bidders.

K. PROTESTS

Any bidder’s issues regarding the solicitation requirements must be resolved (or attempts to resolve them must have been made) prior to a protest being submitted and according to the procedure below. These issues will first be resolved by the contact (Procurement Official) for the solicitation. If the issues result in a protest, the protest must be submitted to the Department of General Services’ (DGS) Procurement Division Deputy Director to hear and resolve the issues, and whose decision will be final.

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

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest;

citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be emailed to:

PDProtest@dgs.ca.gov or delivered to:

Department of General Services Deputy Director – Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Facsimile #: (916) 375-4611

The protester must also provide a copy of the protest to CARB. A copy of the protest must be emailed to:

ITprocurements@arb.ca.gov

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by 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.

L. RFQ RESPONSE CONTENT

The following documents must be submitted in the RFQ response. Please also refer to Section I.H., RFQ RESPONSE GUIDELINES AND OTHER GENERAL INFORMATION. All requirements must be met by the Bidder and the Bidder’s staff by the RFQ Response Submission Due Date and Time, please refer to Section I.D., Key Action Dates.

Administrative and Technical Criteria (All documents are considered Mandatory Submittals unless explicitly stated otherwise and the appropriate conditions are met.)

1. ATTACHMENT A – COVER LETTER: At a minimum, the Bidder’s cover letter must include the following items:

a. If using GenAI, Bidder must indicate in writing in accordance with Section I, General

Information, Letter F. GenAI Disclosure Notification Clause.

b. Include the names and classifications/job titles (if any) of the lead team member(s) (at least one [1] must be identified) to be assigned to perform services under an Agreement resulting from this RFQ;

mailto:PDProtest@dgs.ca.gov mailto:ITprocurements@arb.ca.gov

c. Include the names and classifications/job titles (if any) for supporting team member(s) (minimum of two [2] must be identified) to be assigned to perform services under an Agreement resulting from this RFQ;

d. Confirm start dates as presented in the “Key Dates” table;

e. If applicable, provide the Small Business (SB) certification number.

f. If applicable, provide certification number for Disabled Veteran Business Enterprise

(DVBE); and

g. Specify if the Bidder is claiming any incentives and/or preferences. See Section II, EVALUATION INFORMATION, for more information.

h. Provide a written statement confirming the ability to meet all the requirements outlined in the RFQ and Exhibit A, Statement of Work (i.e. equipment, licenses, insurance, data, personnel, set up, ADA compliance, etc.).

i. Bidder’s Statement of Qualification Summary (See Section II.B Evaluation Criteria.

Number 1 Evaluation Steps. Letter B. Attachment A- Cover Letter.)

2. ATTACHMENT B – BIDDER’S PROPOSED LEAD TEAM MEMBERS’ RESUMES AND

BIDDER’S STATEMENT OF QUALIFICATIONS SUMMARY: The Bidder must provide updated current resumes for each proposed lead team member and (at least one [1] lead team member must be provided). The resume(s) must include chronological employment history with detailed experience performed for each position held for the past five (5) years in a MM/YYYY format, starting with most current experience and ending with least current experience. In addition to the resume, the response must include an answer to outlined statement of qualification summary (SEE SECTION II.B., Letter C BIDDER’S PROPOSED

LEAD TEAM MEMBERS’ RESUMES AND STATEMENT OF QUALIFICATION

SUMMARY) for all lead team members proposed, citing information from the submitted resume to substantiate the answer. If the resume(s) do not include this MM/YYYY format, and questions are not answered, the Bidder’s response may be deemed non-responsive.

The resume(s) must provide experience in detail to demonstrate the lead team member’s skills, knowledge, and experience as prescribed under Section II, EVALUATION

INFORMATION.

Provide a one (1) paragraph statement of qualification summary for each of the supporting team members provided (minimum of two (2) supporting team members must be provided), explaining how long they have worked in the industry and highlighting relevant experience and the qualifications specific to this statement of work. (Paragraph must be single space, Arial font, 12pt). A full resume does not need to be provided for supporting team members.

3. ATTACHMENT C – COST WORKSHEET: Bidder must complete this worksheet and email it separately in accordance with Section I.I., RFQ Response Guidelines and Other General Information. As prescribed in the worksheet, the Bidder must include rates for each item indicated for the proposed Agreement and for future Agreement amendments, if applicable. The total costs will be used for evaluation purposes.

ATTACHMENT C, COST WORKSHEET, represents the base term of the Agreement with an amount which is not to exceed the awarded amount of $TBD. There is no obligation on CARB’s part to utilize the entire amount.

At CARB’s sole discretion, and if the successful Contractor has performed satisfactorily on services provided under an Agreement resulting from this RFQ, CARB may grant term extension(s) of the Agreement, as described in EXHIBIT A, SOW, SECTION D, AMENDMENTS. Should term extension(s) be granted for this Agreement, the

Contractor’s awarded rate(s) shall be extended to any Amendments. If a determination to amend the Agreement is necessary, approvals by CARB are required before the Agreement can be amended and executed.

4. ATTACHMENT D – SAMPLE MEETING OF PUBLIC BODY LIVE WEBCASTING AND

ARCHIVE: All bidders must complete and submit this form. The bidder must provide a link to an existing live webcast archive the bidder created or maintained and a minimum of two

(2) examples of video production, including the use of Zoom Webinar platform and webcasting work that is similar to the services requested in this RFQ with links to an existing webcast archive the bidder created or maintained.

5. ATTACHMENT E – ZOOM WEBINAR REGISTRATION: All bidders must also provide documentation of experience hosting a Zoom Webinar (i.e. a registration report)

6. ATTACHMENT F – CONTRACTOR CLIENT REFERENCES: All Bidders must complete and submit this form for your firm/company containing at least three (3) separate references (people) and each reference must be from a different company/entity.

Contractor Client References must be for similar services that are required for this engagement, and they must have been performed within the last five (5) years from the RFQ Response Submission Due Date as referenced in Section I.D., Key Action Dates.

7. ATTACHMENT G – CONFIDENTIALITY STATEMENT (FIRM): All Bidders must complete and submit this form.

8. ATTACHMENT H – PAYEE DATA RECORD, STD. 204: Bidders must submit a completed STD. 204, Payee Data Record, as this form is needed for payment purposes, if selected.

This form is available at:

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

9. ATTACHMENT I – BIDDER DECLARATION FORM: All Bidders must complete, sign, and submit this form, indicating if Contractor is certified California SB or DVBE, and/or if subcontracting any work, including to any SB or DVBE.

10. ATTACHMENT J – DVBE DECLARATION FORM, STD. 843 (IF APPLICABLE): Bidders that have been certified by California as a DVBE must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration/Certification). 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 response packet. This form is available at https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf. (If the Bidder is not a DVBE and is not subcontracting with a DVBE, this document is not required to be submitted in the response packet.)

11. ATTACHMENT K – CALIFORNIA CIVIL RIGHTS LAW CERTIFICATION: All Bidders must complete and submit this form.

12. ATTACHMENT L – CERTIFICATE OF INSURANCE

The Bidder is required to provide a copy of the insurance listed below with the Response.

At the time the Responses are due, only a copy of existing insurance is required. The State does not need to be named as additional insured prior to the Agreement award.

Should the Bidder be awarded an agreement, the State will require that the Certificate Holder on the Certificate Insurance include CARB as an additional insured and list CARB’s https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf address as: California Air Resources Board, Attention: OIS-IT Acquisitions, 1001 I Street, 8th Floor, Sacramento, CA 95814, and the Agreement Number (which will be assigned at time of Agreement award).

INSURANCE REQUIREMENTS:

a. The Contractor's certificate of insurance shall comply with the following requirements:

1. Commercial General Liability:

On an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage liability combined with a $2,000,000 annual policy aggregate or proof of adequate self-insurance if the Contractor is a self-insured government and/or a public entity. The policy shall include coverage for liabilities arising out of premises, operations, independent contractors, products, completed operations, personal and advertising injury, and liability assumed under an insured agreement. The commercial general liability insurance shall apply separately to each insured against whom the claim is made, or suit is brought subject to the Contractor's limit of liability.

In the case of the Contractor's utilization of subcontractors to complete the contracted statement of work, the contractors shall include all subcontractors as insured under the Contractor's insurance or supply evidence of insurance to the State equal to policies, coverage and limits required of the Contractor.

2. Professional Liability:

The Contractor shall maintain professional liability/errors and omissions insurance with limits no less than $1,000,000 for each claim covering damages caused by negligent errors, acts or omission. The policy retroactive date must be displayed on the certificate and must be before the date this Agreement is executed or before the commencement of work.

3. Automobile Liability: The Contractor shall maintain motor vehicle liability with limits of not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles.

4. Workers’ Compensation Insurance:

1.1 Provisions of section 3700 of the California Labor Code requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with such provisions before commencing performance of work under the Agreement.

1.2 The Contractor shall maintain statutory workers’ compensation and employer's liability coverage for all its employees who will be engaged in the performance of the Agreement. Employer's liability limits of $1,000,000 are required.

1.3 If your business is a Sole Proprietorship and does not employ any other individual(s), a signed statement on business letterhead stating, "I certify under penalty of perjury under the laws of the State of California that I do not employ any person in any manner as to become subject to the Workers' Compensation laws of California. I further certify that the CARB will be notified within thirty (30) days of any changes which results in the business becoming subject to the Workers' Compensation laws of the State of California." This letter must be on file for this Agreement.

13. ATTACHMENT M – TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (IF

APPLICABLE): The TACPA preference will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid: Target Area Contract Preference Act (TACPA) (https://www.dgs.ca.gov/-/media/9AA853B62DF648CCBCD3EF32D10293CC.ashx) .

https://www.dgs.ca.gov/-/media/9AA853B62DF648CCBCD3EF32D10293CC.ashx

II. EVALUATION INFORMATION

A. EVALUATION PROCESS

Each RFQ response will be checked for the presence of required information in conformance with the submission requirements. CARB will evaluate each RFQ response to determine its responsiveness to the requirements. Award, if made, will be to the responsive and responsible Bidder with the highest total point score following the “Value Effective” evaluation criteria and approach defined in this section.

B. EVALUATION CRITERIA

A “Value Effective” approach will be utilized in reviewing Bidders’ responses to this RFQ.

The State will review and evaluate responses utilizing the steps and approaches as described below. The evaluation process and approach will consist of reviewing the RFQ- Response Content, Bidder’s Proposed Lead Team Members’ Resumes and Bidder’s Statement of Qualifications Summary, Sample Meeting of Public Body Webcast and Archive, Cost Worksheet, Client References, and application of any incentives or preferences that may be applicable. The following provides a summary of the RFQ evaluation process to be utilized:

Please Note: Clarifying Information – At the State’s option prior to award, the State may request clarifications from Bidders at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the bid (Response). The State will provide written notice to the Bidder(s) of the documentation required and the timeline for submission. Failure to submit the required documentation by the date and time indicated may, at the State’s discretion, cause the State to deem the bid non-responsive and reject the bid.

All requirements must be met by the Bidder, and the Bidder’s staff, by the Quotes Due Date.

Any dates provided in the response that suggest “on-going,” “current,” etc. will be referenced and assessed as the date of the Quotes Due Date.

1. EVALUATION STEPS

A. RFQ RESPONSE CONTENT (PASS/FAIL)

Each response packet will be checked for the presence or absence of required information in conformance with the submission requirements of this RFQ. CARB will assign a Pass/Fail to each component under SECTION I.L., RFQ RESPONSE CONTENT, to ensure all items are received, complete and qualified to move forward.

Bidders must pass this step (administrative evaluation) to be considered responsive.

Bidders with responses not passing this step will be deemed non-responsive and ineligible for award.

B. ATTACHMENT A – COVER LETTER (PASS/FAIL)

Cover letter in its entirety shall be no more than three (3) pages and include all requirements outlined in Section I.L, Number 1, Attachment A, COVER LETTER.

Provide a written statement demonstrating the Bidder’s ability to meet all the requirements outlined in the RFQ and Exhibit A, Statement of Work (i.e. equipment, licenses, insurance, data, personnel, set up, ADA compliance, etc.).

Bidder’s Statement of Qualification summary (no more than 1 page, Arial font, 12pt, single space) answering the following questions citing relevant information from the resume:

1. Describe the Bidder’s experience with overseeing a team responsible for in-person, remote, and hybrid meetings that includes the use of multi cameras and live webcasting.

2. Describe experience working with simultaneous translation of multiple languages and technologies used during in-person, remote, and hybrid meetings.

3. Describe experience working with or knowledge of hosting in-person, remote, and hybrid meetings with public participation, as well as maintaining a publicly available website with archived webcast.

C. ATTACHMENT B – BIDDER’S PROPOSED LEAD TEAM MEMBERS’ RESUMES

AND BIDDER’S STATEMENT OF QUALIFICATIONS SUMMARY (PASS/FAIL)

This section is Pass/Fail; therefore, if a Bidder does not submit, at a minimum, one (1) qualified lead team member and two (2) supporting team members, and all required documentation outlined below, that Bidder will fail this step, be ineligible for award and will not move to the cost evaluation step.

Lead team member (minimum of one (1) to be provided):

The following must be provided for any/all proposed lead team member (at least one (1)):

Chronological Resume with relevant employment history for the past five years in a MM/YYYY format, starting with the most current experience, ending with the least current. The resume(s) must provide experience in detail to demonstrate the lead team member’s skills, knowledge, and experience.

Provide a one (1) paragraph statement of qualification summary for each lead team member presented, describing the lead team member’s experience with overseeing a team responsible for in-person, remote, and hybrid meetings that include the use of multi cameras and live webcasting, simultaneous translation of multiple languages, closed captioning, and public participation.

Supporting Team Members (minimum of two (2) to be provided):

Provide a one (1) paragraph statement of qualification summary for each of the supporting team members presented, explaining how long they have worked in the industry, highlighting relevant experience and the qualifications specific to this statement of work. (Paragraph must be single space, Arial font, 12pt)

Please note: The supporting team members should be identified in ATTACHMENT A, COVER LETTER.

D. ATTACHMENT C – COST WORKSHEET (0-25 POINTS)

Cost will be reviewed and scored for the Bidders that Pass all administrative requirements. Cost must be emailed, separately, as defined in Section I.H. RFQ Response Guidelines and Other General Information, number 7. The Cost Worksheet will be reviewed for mathematical accuracy.

The responsive Bidder proposing the lowest cost will receive the maximum number of points. A proportional number of points will be assigned to each of the remaining responsive Bidders as demonstrated in the following example. The Bidder’s cost score will be rounded up or down to the nearest whole number, with any score ending in less than .50 rounded down. The following Example highlights the cost scoring:

Example Table:

Vendors Proposed Cost Formula Result x

Factor Total Cost

Score A $ 380,000 $370,000 (B) ÷ $380,000 (A) .974 x 25 24.35 = 24 B $ 370,000 $370,000 (B)÷ $370,000 (B) 1 x 25 25 C $ 399,000 $370,000 (B)÷ $399,000 (C) .927 x 25 23.18 = 23

E. INCENTIVES AND PREFERENCES

1. CALIFORNIA CERTIFIED SMALL BUSINESS (SB) AND PREFERENCE(S)

INFORMATION (5 POINTS)

Small Business Preferences and Certification Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq.

and obtaining a California certification as a small business are eligible for the five percent (5%) small business preference.

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

Non-Small Business Subcontractor Preference A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California Certified small business subcontractor participation.

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

4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

2. CALIFORNIA CERTIFIED DVBE PARTICIPATION AND INCENTIVE (0-3

POINTS)

The minimum percentage for this DVBE incentive is 3% for this solicitation.

In accordance with the Military and Veterans Code §999.5(a) and Code of Regulations, title 2, section 1896.99.120, an incentive will be given to all Bidders who exceed the three percent (3%) minimum DVBE participation.

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration DGS PD-05-105, (Attachment G) and confirmed by the State.

The incentive points will vary in conjunction with the percentage of DVBE participation. The following points will apply for participation 3% or higher.

Confirmed DVBE Participation DVBE Incentive (Points)

5% or Over 3 4% to 4.99% inclusive 2

3% to 3.99% 1

If the Bidder is claiming a DVBE incentive, the Bidder must complete the following with its Final Proposal for each DVBE:

ATTACHMENT I: BIDDER DECLARATION GSPD 05-105

ATTACHMENT J: DVBE DECLARATIONS (IF APPLICABLE)

3. TARGET AREA CONTRACT PREFERENCE

This solicitation provides for the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid.

The TACPA workplace and workforce preferences will be evaluated for this solicitation. California-based companies seeking TACPA preferences will need to complete and submit preference request forms with the bid. The following webpage contains required preference request forms and an interactive map to determine if a business is located within a TACPA qualified zone:

http://tacpa.dgs.ca.gov/ Bidders wishing to take advantage of these preferences are required to submit the following applications/forms:

• TACPA (Std. 830)

• Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 525)

• Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 526).

By submitting TACPA forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code section 4535 and provided in section 1896.40 of Title 2 of the California Code of Regulations (CCR) in addition to requirements specified on the TACPA form STD 830.

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

F. ATTACHMENT D - SAMPLE MEETING OF PUBLIC BODY LIVE WEBCASTING

AND ARCHIVE (48 POINTS)

a. The vendor must provide a link to an existing webcasting archive the vendor created or maintained containing no less than twelve (12) meetings which occurred during the past three (3) years.

The vendor must provide sample meetings high-resolution video files.

1. The contractor will also provide a minimum of two (2) high-resolution video recordings of the live webcasting with closed captioning, indexed with random-access points linked to a meeting agenda noting agenda items, presentations, and web-based documents. This recording shall allow access to the beginning of each segment containing the start of every agenda item or topic, with additional indexing to allow random access to, at a minimum three of the following: the beginning of a presentation, public comment, discussion of the public body’s members, motions, or votes. The random-access points shall be accessible by a clickable icon displayed on the electronic version of the meeting agenda next to the item referenced. At least one of the two required recordings must include a meeting with audio in at least one non-English language for the full duration of the meeting.

http://tacpa.dgs.ca.gov/

Scoring Criteria – Points Available 48

Item/Description Points Available

Points Awarded

Vendor must provide a Webcast Archive Link that is continuously maintained, fully operational, and publicly accessible, containing at least 12 webcast recordings. The archive must offer a user-friendly interface that allows viewers to easily locate, access, and play recordings without technical barriers. This includes intuitive navigation, clear labeling of events, consistent formatting, reliable playback functionality, and minimal load times. The archive must remain stable, accessible on standard browsers and devices (including mobile), and free of broken links or outdated content.

Display banner (bottom or top third) for each agenda item or topic- noting item number (if applicable) and either title of the agenda item being heard or short description of the topic taking place at that time. Banner size and placement allows banner to be readable while minimally obscuring video content (e.g., speaker, presentation).

Speakers/presenters appear clearly, are centered in the image, are unobstructed (to the extent possible) at an appropriate level of zoom and exposure, and positioned adjacent to, rather than overlaying, any accompanying presentation materials (e.g., slide show).”.

Provides real-time closed captioning for webcasting that meets ADA requirements. 6

Webcasting video samples must clearly demonstrate professional‑grade production quality, including crisp and stable high‑resolution footage, smooth and well‑timed transitions, consistent and purposeful camera angles, and fully unobstructed views of all speakers and presentation materials.

In addition, samples must reflect high‑quality video editing, including:

• Clean, seamless cuts with no visual or audio artifacts

• Consistent color correction and white balance across all shots

• Proper audio leveling, mixing, and synchronization throughout the production

• Appropriate use of titles, lower thirds, graphics, and overlays that enhance rather than distract from content

• Well‑paced editing that maintains clarity and viewer engagement

• Absence of unnecessary jump cuts, lag, or mismatched footage

• Professional integration of slides, screen shares, or external media

All elements must reflect technical proficiency, editorial coherence, and production standards that meet or exceed the State’s expectations for both live and on‑demand broadcast content.

Archive/Post meeting recording should include an English audio webcast with closed captioning and Spanish audio webcast without closed captioning.

Archive will include the video recording indexed by each agenda item and each motion and vote (or if such meeting does not include agenda items, motions, or votes, then indexed at discrete, contextually appropriate times during the meeting); the raw, un-indexed video meeting content;

and audio-only meeting content.

Samples provided include hosting interpretation of at least one language other than English for duration of one meeting.

Methodology for Scoring

Points Interpretation General Basis for Scoring 0 Inadequate Vendor’s information such as content and/or explanation provided is inadequate or does not meet the CARB’s needs/requirements or expectations or was missing. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

If possible points are: 1 to 2 pts.

Barely Adequate Vendor’s information such as content and/or explanation offered is barely adequate or barely meets CARB’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are inconsequential and acceptable. Overall, vendor’s response did not address major aspects of the topic and requires multiple areas of clarification.

are: 3 to 4 pts.

Fully Adequate Vendor’s information such as content and/or explanation offered is fully adequate or fully meets CARB’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and acceptable. Overall, vendor’s response is complete, addresses major aspects of the topic, and requires minimal clarification.

are: 5 to 6 pts.

Excellent or Outstanding

Vendor’s information such as content and/or explanation offered is above average or exceeds the CARB’s needs/requirements or expectations.

Minimal weaknesses are acceptable. One or more enhancing feature, method, or approach that will enable performance to exceed our basic expectations.

G. ATTACHMENT F – CONTRACTOR CLIENT REFERENCE (15 POINTS)

The vendor must complete and submit this form for your firm/company containing at least three (3) separate references (people) and each reference must be from a different company/entity. Contractor Client References must be for similar services that are required for this engagement, and they must have been performed within the last five (5) years. Client References will be provided the following questions for their feedback:

1) Technical Quality (Video/Audio)

Question: How would you rate the overall technical quality—camera viewpoints/viewing angles, video resolution, audio clarity, and stream stability— across your events?

2) Audience Experience & Usability

Question: How would you rate the audience’s ability to find, join, and navigate the webcast (registration, player controls, mobile support)?

3) Archive Management & Discoverability

Question: How would you rate the vendor’s ability to maintain a clean, publicly accessible archive, quick playback, and an interface that allows users to easily navigate and locate recordings for at least 12 months?

4) Issue Handling & Risk Management

Question: How would you rate the vendor’s ability to quickly diagnose, communicate, and resolve technical difficulties?

5) Value & Overall Satisfaction

Question: Considering cost, quality, and reliability, how would you rate your satisfaction and likelihood to engage with the vendor again?

Rating choices:

o Poor – Zero (0) points o Fair – one (1) point o Good – two (2) points o Excellent - three (3) points

Responses from each client reference will be tallied and averaged to produce a final score.

Example:

Client Reference 1

Question 1 (Q1) – Excellent (3 points) Question 2 (Q2) – Good (2 points) Question 3 (Q3) – Fair (1 point) Question 4 (Q4) – Poor (0 points) Question 5 (Q5) – Excellent (3 points)

Calculations Reference Formula Score

1 Q1(3) + Q2(3) + Q3(3) + Q4(3) + Q5(3) 15 2 Q1(2) + Q2(2) + Q3(2) + Q4(2) + Q5(2) 10 3 Q1(1) + Q2(1) + Q3(1) + Q4(1) + Q5(1) 5

Total Score: 30 Average of Total Score:

(Total Score divided by three (3)) 10

H. ATTACHMENT E – ZOOM WEBINAR REGISTRATION REPORT (Pass/Fail)

This section is Pass/Fail; therefore, if a Bidder does not submit, documentation of 1) Experience hosting a Zoom webinar as outlined below, that Bidder will fail this step, be ineligible for award and will not move to the cost evaluation step.

All Bidders must provide documentation of the following:

1) Documentation of experience hosting a Zoom Webinar (i.e. registration report).

C. SCORING TABLE

The following is a list of forms and documents required to provide a Response.

Administrative Assessment (Pass/Fail)

ATTACHMENT A – Cover Letter ATTACHMENT B – Bidder’s Proposed Lead Team Members’ Resumes and Bidder’s Statement of Qualifications ATTACHMENT E – Zoom Webinar Registration Report ATTACHMENT G – Confidentiality Statement (Firm) ATTACHMENT H – Bidder’s Payee Data Record, STD 204 ATTACHMENT I – Bidder Declaration ATTACHMENT J – DVBE Declaration Form, Std 843 (If Applicable) ATTACHMENT K – California Civil Rights Laws ATTACHMENT L – Certificate of Insurance ATTACHMENT M – Target Area Contract Preference Act (TACPA) (If Applicable)

Value Effective Criteria Scoring ATTACHMENT C - Cost Worksheet ____/25 ATTACHMENT D - Sample Meeting of Public Body Live Webcasting and Archive ____/48

ATTACHMENT F - Contractor Client References ____/15 Small Business Incentive ____/5 DVBE Participation ____/3 Total Possible Points ____/96

Tie Breaker:

In the event of a tie among responsive offers received, the order of award shall be as follows:

1. Supplier that is a Small Business (SB).

(a) If the responses at this level are all SB move to number two.

(b) If the responses are both large…