RFQ_25VS0535_Access_Control_System_Upgrade.pdf

DATE: December 29, 2025

REQUEST FOR QUOTE (RFQ)

Access Control System Upgrade and Support Services

RFQ # 25VS0535

The Department of Veterans Affairs (CalVet) invites you to review and respond to this Request for Quote (RFQ) for the Access Control System Upgrade and Support Services to cover the Access Control System of the Veterans Home of California – Ventura. In submitting your RFQ, you must comply with the instructions found herein. Failure to comply with any of the requirements may result in the rejection of your offer. The services required are delineated in the Exhibit A: Statement of Work. Please read the enclosed document carefully.

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

Responses to this RFQ are due on January 21, 2026, 4:00 PM PST.

It is the responsibility of the Bidder to ensure CalVet receives delivery of all documents in full by the stated submission dates throughout the RFQ. Late Quote submissions will not be accepted.

Quote submissions may not be hand delivered or mailed. U.S. Mail and other courier service deliveries will not be accepted.

Responses to this RFQ must be submitted by electronic mail to:

ITProcurementServices@calvet.ca.gov Attention: Long Tang, Procurement Official

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

https://sb.cityinnovate.com/account/solicitations/documents/284784 https://sb.cityinnovate.com/account/solicitations/documents/284784 mailto:ITProcurementServices@calvet.ca.gov

Contents I. General Information

Purpose of RFQ A. Period of Performance B. Key Action Dates C. Mandatory Bidder’s Conference and Walk-through D. Submission of Questions E. Information Technology Provisions F. Eligible Bidders G. Loss Leader H. RFQ Response Guidelines I. Submission of Quote J. Protests K. Award of Contract L. State’s Right to Reject M. RFQ Response Guidelines N. Americans with Disabilities Act (ADA) O. Confidentiality II. Evaluation Information

A. Administrative B. RFQ Submission Checklist C. DVBE Participation Requirement D. Scoring Evaluation E. Preference and Incentive Programs

APPENDIX A, ADMINISTRATIVE REQUIREMENTS

Contractor’s Bid Submittal Information FORM 1, Bidder Declarations FORM 2, Commercially Useful Function Certification FORM 3, Workers’ Compensation Certification FORM 4, Commercial General Liability Certification FORM 5, Payee Data Record FORM 6, Secretary of State Status FORM 7, Seller’s Permit FORM 8, Contractor’s Bid Certification FORM 9, Contractor Certification Clauses FORM 10, List of Proposed Subcontractors FORM 11, California Civil Rights Laws Certification FORM 12, Contractor’s License Information FORM 13, Cost Quote FORM 14, Client Reference Form

III. Sample Contract Package

EXHIBIT A – STATEMENT OF WORK

ATTACHMENT 1, WORK AUTHORIZATION DOCUMENT

ATTACHMENT 2, FLOOR PLANS

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT B-1 – COST SHEET

EXHIBIT C, INFORMATION TECHNOLOGY - GENERAL PROVISIONS

EXHIBIT D, INFORMATION SECURITY AND CONFIDENTIALITY ACKNOWLEDGMENT... 102

EXHIBIT E, VENDOR REMOTE ACCESS POLICY

EXHIBIT F, PATCH MANAGEMENT POLICY

EXHIBIT G, INFORMATION SECURITY INCIDENT MANAGEMENT

EXHIBIT H, ELECTRONIC WASTE

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

EXHIBIT I, AGREEMENTS WITH EXTERNAL ENTITIES

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

Request for Quote (RFQ) I. General Information

Purpose of RFQ The State of California, Department of Veterans Affairs (CalVet), hereinafter referred to as the “State” or “CalVet,” requires the services of a Contractor to provide upgrades and support services for the access control system.

Service Location The Contractor shall provide all products, equipment, tools and labor required to achieve these tasks at the following location:

Department of Veterans Affairs Veterans Home of California (VHC) – Ventura 10900 Telephone Road Ventura, CA 93004

The State will not reimburse the Contractor for any travel related costs.

Availability

All candidates submitted by the Contractor must be available during the term of Agreement.

The selected contractor and proposed staff must be able to meet the requirements of the RFQ and be ready to begin work on the anticipated contract start date indicated in the Key Action Dates, unless notified otherwise by CalVet.

A. Period of Performance The anticipated term of this Agreement begins on the date indicated in the key action dates, for a term of three (3) years at the rates stated in Exhibit B-1, Cost Sheet. If the Contractor starts performance before final approval of the contract, it shall be considered voluntary on the part of the Contractor and free of charge.

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

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

Key Action Dates Date Release of RFQ December 29, 2025 Mandatory Walk-through January 6, 2026, 10:00AM PST

10900 Telephone Road Ventura, CA 93004

Submission of Questions January 9, 2026, 4:00PM PST Response to Questions January 15, 2026 Submission of Quote January 21, 2026, 4:00PM PST Intent to Award January 28, 2026 Last Day to Protest February 4, 2026 Anticipated Agreement Start Date March 01, 2026 or until final approvals

Access Control System Upgrade and Support Services

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

C. Mandatory Bidder’s Conference and Walk-through A mandatory bidder’s conference will include a walk-through of the areas of the Ventura Veterans Home. This shall allow proposed bidder’s the opportunity to view the current setup of equipment and system to prepare questions for submittal by the due date.

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

In the event a bidder is unable to attend the mandatory bidder’s conference, an authorized representative may attend on their behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a bidder at a mandatory bidder’s conference.

No offer will be accepted unless the bidder or authorized representative was in attendance at the mandatory bidder’s conference and walk-through. Attendance will be taken and business cards collected from attendees. The CalVet Security will require the attendee to sign in to enter the building. Separately, the CalVet team handling the mandatory walk through will have a separate sign-in sheet. Attendees must complete both.

D. Submission of Questions All questions regarding the content of this RFQ shall be submitted in writing electronically to ITProcurementServices@calvet.ca.gov and shall be received by the date and time as stated in Section B. Key Action Dates. Submit questions according to the following format:

Item Section Reference Bidder Question Example:

Section 1 A, Purpose of RFQ

What is the …?

Questions not submitted by the Key Action Date shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be distributed in writing by electronic mail to all bidders who attended the mandatory bidder’s conference and walkthrough.

E. Information Technology Provisions The following information is incorporated into this RFQ. Please read the documents carefully. Bidder must agree to the terms and conditions listed below by signing the Contractor’s Bid Certification Sheet which can be found in Section II – Contractor’s Bid Submittal Checklist section of this RFQ. Please read the documents carefully.

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

Information Technology General Provisions (Effective 02/20/2025) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

F. Eligible Bidders

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

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

Public or private corporations, agencies, organizations, associations, or individuals may submit a Quote in response to this RFQ. The Bidder must be legally constituted and qualified to do business within the State of California (registered with the Secretary of State).

With the exception of bidders whose legal status precludes incorporation (i.e., public agencies, sole proprietorships, and partnerships), proposers that are not fully incorporated by the deadline for submitting Quotes will be disqualified. The bidder must also not be listed on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code.

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

H. RFQ Response Guidelines

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

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

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

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

2. California Unfair Practices Act

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

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

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

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

Contractor’s bid/Quote any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

I. Submission of Quote Award of contract, if made, shall be in accordance with the RFQ information and evaluation to a responsible Bidder with a Quote that complies with all the requirements of the RFQ and any addenda. Award, if made, shall be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a Bidder may extend the Quote beyond forty-five (45) days in the event of a delay of contract award.

Quotes should provide straightforward and concise descriptions of the firm's ability to satisfy the requirements of this RFQ. The Quote must be complete and accurate. Omissions, inaccuracies or misstatements may be sufficient cause for rejection of a Quote.

1) All Quotes shall include the Attachments and supporting documentation identified in

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

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

3) Quotes must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and will cause a Quote to be rejected.

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

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

6) An individual who is authorized to bind the Bidder contractually shall sign the Bidder Preferences and Certification form. The signature should indicate the title or position that the individual holds in the firm. An unsigned Quote may be rejected. If the Quote is made under a fictitious name or business title, the actual legal name of Bidder must be provided.

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

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

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

10) The awarding agency reserves the right to reject all Quotes. The agency is not required to award an Agreement.

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

12) Where applicable, Bidder should carefully examine work sites and specifications.

Bidders shall investigate conditions, character, and quality of surface or subsurface

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services materials or obstacles that might be encountered. No additions or increases to the Agreement amount will be made due to a lack of careful examination of work sites and specifications.

13) General Provisions: The State does not accept alternate contract language from a prospective Bidder. A Quote with such language will be considered a counter Quote and will be rejected. The State’s General Provisions (GSPD) are not negotiable. The GSPD may be viewed at https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General- Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

14) Payee Data Record. Bidder must complete and submit to the awarding agency the Payee Data Record (STD204) to determine if the Bidder is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. No payment shall be made unless a completed STD204 has been returned to the awarding agency. This form can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

15) Contractor Certification Clauses. Bidder must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at https://www.dgs.ca.gov/- /media/Divisions/OLS/Resources/CCC- 042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE.

16) California Civil Rights Laws Certification. Pursuant to Public Contract Code section 2010, the Bidder shall complete Form 11, California Civil Rights Laws Certification, certifying compliance with the following:

(a) California Civil Rights Laws: For contracts over $100,000 executed or renewed after January 1, 2017, the Bidder certifies compliance with the Unruh Civil Rights Act (section 51 of the Civil Code) and the Fair Employment and Housing Act (section 12960 of the Government Code); and Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

(b) Employer Discrimination Policies: For contracts over $100,000 executed or renewed after January 1, 2017, if a Bidder has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

No oral understanding or Agreement shall be binding on either party.

J. Protests Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE below. Protests regarding selection of the “successful vendor” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

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

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

Street and Mailing Address:

Deputy Director

Procurement Division 707 Third Street, Second Floor South

West Sacramento, CA 95605 Facsimile No.: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery.

K. Award of Contract Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an 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.

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

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

L. State’s Right to Reject A Quote may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject all Quotes and may waive any immaterial deviation in a Quote/quotation. The State’s waiver immaterial defect shall in no way modify the RFQ document or excuse the bidding firm from full compliance with all requirements if awarded the Agreement. CalVet reserves the right to reject all Quotes at its sole discretion. If all Quotes are too high, CalVet is not required to award an Agreement (PCC 10344(d), 10377(d)).

M. RFQ Response Guidelines Responses to this RFQ shall contain all data/information requested. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services the State’s evaluation team to determine and verify the Bidder’s ability to meet the requirements of this RFQ.

At the State’s option prior to award, Bidders may be required to submit additional written clarifying information, including rationale for their proposed solution. Failure to submit the required written information as specified may be grounds for Quote rejection.

N. Americans with Disabilities Act (ADA) To comply with the nondiscrimination requirements of ADA, it is the policy of the State of California to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing a reasonable accommodation to participate in the procurement process or for persons having questions regarding reasonable accommodations of the procurement process, you may contact the Procurement Official identified on the cover page. You may also contact the State of California at the numbers listed below.

Important: To ensure that we can meet your need, it is best that we receive your request for reasonable accommodations at least ten (10) working days before the scheduled event, e.g., meeting, conference, workshop, or deadline due-date for procurement documents.

The California Relay Service Telephone Numbers are:

TTY/VCO/HCO to Voice English

Spanish 1-800-735-2929 1-800-855-3000

Voice to TTY/VCO/HCO English Spanish

1-800-735-2922 1-800-855-3000

From or to Speech-to-Speech English & Spanish 1-800-854-7784

O. Confidentiality Bidder material becomes public only after the notice of Intent to Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the bidder, the State will notify the bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The bidder should be aware that marking a document “confidential” or “proprietary” in a Final Quote may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document. The content of all working papers and discussions relating to the bidder’s Quote shall be held in confidence indefinitely, unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, Agreement or the evaluation of the Quote.

Any disclosure of confidential information by the bidder is a basis for rejecting the bidder’s Quote and ruling the bidder ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

II. Evaluation Information A. Administrative The Administrative requirements will be evaluated on a Pass/Fail basis. Quotes will first be screened to determine if the Bidder has complied with appropriate submittal instructions and required components. Quotes that meet the “pass/fail” criteria will be eligible to have their cost quote evaluated. QUOTES THAT DO NOT PASS ALL THE MANDATORY

REQUIREMENTS WILL BE DEEMED NON-RESPONSIVE AND WILL BE REJECTED.

The State has established certain requirements with respect to Quotes to be submitted by prospective Bidders. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in this RFQ indicates a requirement or condition that is mandatory. Should a Bidder respond to a mandatory requirement using language that fails to explicitly commit the Bidder after contract award by using terms such as “may” or “could,” the State may interpret the response as a material deviation. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the deficient response is not in substantial accord with the RFQ requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity, or quality of items Quote, the amount paid to the Bidder or on the cost to the State. Material deviations cannot be waived.

The State has determined that it is best to define its own needs, desired operating objectives, and desired operating environment. The State will not tailor these needs to fit some solution a Bidder may have available; rather, the Bidder shall meet the State’s needs as defined in this solicitation.

The Bidder qualifications and solution requirements listed in this section are denoted as follows:

1) (M) Sections labeled as “Mandatory” or “M” are not negotiable. To be considered responsive and responsible to these requirements, all requirements identified as (M) must be responded to. A “fail” will result in a Quote being deemed non-responsive and, therefore, will be disqualified. Failure to respond to any (M) requirements where indicated shall result in a “fail” and disqualification of the Quote.

B. RFQ Submission Checklist The RFQ Submission Checklist will be used to evaluate the Bidder’s Quote. Bidders may also use the checklist to verify that appropriate documentation and requirements are met.

Bidders are not required to submit the checklist.

C. DVBE Participation Requirement The Contractor must fully comply with DVBE Participation Program requirements in the Final Quote. Failure to submit a complete response with the Bidder’s Final Quote may deem the Bidder non-responsive and may be the basis for rejection of the Bidder’s Quote. The Bidder’s response must include a minimum DVBE participation goal of three percent (3%) of the Bidder’s net quoted price with one (1) or more DVBE.

D. Scoring Evaluation A “Value Effective” approach will be used in reviewing Contractor responses to this RFQ. An assessment committee will review and assess Quotes based on the degree to which they Quote the best value to the Department of Veteran Affairs.

Cost and Client Reference Form will be the primary evaluation criterions for the RFQ.

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

All quoted costs for all line items must be all inclusive, thereby including the cost of any and all services required in this solicitation.

The intent is to structure the pricing format in order to facilitate a straightforward comparison among all Bidders and foster competition to obtain the best market pricing. Consequently, the Department of Veteran Affairs requires that each Bidder’s cost be in the format outlined in this section. Therefore, the Bidder is advised that failure to comply with the instructions listed in this section, such as submission of an incomplete Quote, use of alternative pricing structures or different formats than the one requested, may be the basis for rejection of the Bidder’s Quote.

Important Note: It is imperative that no cost information is included in the body of the Quote.

Cost information must only be submitted in the Form 13, Cost Quote.

If a Bidder’s Quote has been determined to be non-responsive during the evaluation of requirements, cost and client reference performance will not be evaluated. Quote must be based on CalVet’s Statement of Work; Exhibit A, Statement of Work. Each Bidder's cost shall be evaluated for responsive bids from responsible Bidders that passed the mandatory administrative and business requirements.

Cost Quote and Client Reference Form evaluations will allow the Contractor to achieve a maximum of one hundred (100) points.

RFQ Requirement Scoring

Administrative Requirements

Required Forms, Documents, Certifications

Pass/Fail

Client Reference Form 50 Points

Cost Requirements

Contractor’s Cost 50 Points

The RFQ will be scored as Pass or Fail and scored.

The Contractor may achieve a maximum of fifty (50) points on the Client Reference Form evaluation. Scoring will be based on the responses by client reference to which the Contractor meets or exceeds the RFQ requirements and overall best value to the State.

The Contractor with the lowest total cost based on the assessment performed below will receive a maximum of fifty (50) points. The Assessment Team will perform the following formula for the cost assessment:

(Lowest Proposed total cost / Contractor’s Proposed total cost) * 50 points = Score

Points in the examples below explain the calculations and have no other significance.

EXAMPLE: Cost Assessment Score

Contractor Cost Percentage (Lowest Proposed Total Cost divided by the

Contractor’s Total Cost)

Cost Score

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

Quote A $300,000 $270,000/$300,000 = .90 (90%) .90 x 50 = 45

Quote B $277,000 $270,000/$277,000 = .97 (97%) .97 x 50 = 48.5

Quote C $270,000 $270,000/$270,000 = 1.0 (100%) 1.0 x 50 = 50

EXAMPLE: Maximum Non-Cost and Cost Points Available

Contractor Quote

Client Reference Score

Cost Score Total Points

Quote A 50 45 95

Quote B 45 48.5 93.5

Quote C 48 50 98

E. Preference and Incentive Programs Preference and Incentive Programs are each identified below. When the Bidder satisfies the requirements and requests bid preferences and incentives, the Bidder must clearly identify in their bid submission for which of the programs it qualifies. Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. Small Business Preference California Government Code (GC) section 14835, et seq., requires a preference be given to Bidders who are California Certified Small Business (SB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

a. A preference is available to a certified SB. A Bidder claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB. Questions regarding certification should be directed to the OSDS at (916) 375-4940. To be considered as a certified SB, the Bidder must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for Final Bid Submission date. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at: Apply For or Re-apply as Small Business, Disabled Veteran Business Enterprise (ca.gov).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFQ may qualify the Bidder for a SB preference. A business that is performing a commercially useful function is one that does ALL of the following:

i. Is responsible for execution of a distinct element of the work of the contract

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

iii. Performs work that is normal for its business, services and function

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

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

v. 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

b. Non-Small Business Subcontractor Preference:

A preference is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Bidder claiming this preference must list one or more SB subcontractor(s), whom the Bidder commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFQ may be used to qualify the Bidder for the Non-Small Business Subcontractor Preference. A business that is performing a commercially useful function is one that does ALL of the following:

i. Is responsible for execution of a distinct element of the work of the contract

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

iii. Performs work that is normal for its business, services and function

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

v. 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

The preference points for Contractors A and B are based on five percent (5%) of the Contractor Quote score of Contractor C, the highest scorer of a non-small business, which is (98 points) x (.05) = 4.9 points. Contractor C, which is neither a small business nor a non-small business subcontracting a minimum of twenty five percent (25%) to a small business, receives no small business preference points.

Small Business Preference Points Calculation

Contractor Total Points

Small Business Preference Claim?

Non-Small Business Preference Claim?

Small Business Preference Points Awarded

A 95 pts Yes No 4.9 pts B 93.5 pts No Yes 4.9 pts C 98 pts No No 0.0 pts

2. Disabled Veteran Business Enterprise Participation and Incentive:

There is a 3% DVBE participation minimum requirement for this contract.

Access Control System Upgrade and Support Services

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

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

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

≥ 5% 5% {100.00 (100 x .05)} 4% - 4.99% 4% {80.00 (100 x .04)}

3.1% - 3.99% 3% {60.00 (100 x .0)} <3% 0% {0.00}

a. To obtain DVBE participation incentive, commit to using certified DVBE(s) for at least 3.1% of the bid value.

i. At the State’s option prior to contract award, a Bidder is to submit proof of its commitment by submitting a written confirmation from each DVBE identified as a subcontractor on the Bidder Declaration GSPD- 05-105. The Procurement Official named in the solicitation may contact each listed DVBE, by mail, email, fax or telephone, for verification of the Bidder’s submitted DVBE information. When requested, the document(s) must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for bid rejection.

NOTE: Pursuant to Military and Veterans Code section 995.5, only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFQ may qualify the Bidder or be used to qualify the Bidder for a DVBE participation. A business that is performing a commercially useful function is one that does ALL of the following:

i. Is responsible for execution of a distinct element of the work of the contract

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

iii. Performs work that is normal for its business, services and function

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

v. 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

b. Locating DVBE Subcontractors:

Department of Veterans Affairs

Access Control System Upgrade and Support Services

State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov

To begin your search, click on “Small Business and Disabled Veteran Business Enterprise Services,” then click “SB/DVBE Search.” Search by “Keywords” or “United Nations Standard Products and Services Codes (UNSPSC) that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date.

You may access the CSCR at: www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to: OSDSHelp@dgs.ca.gov

Access Control System Upgrade and Support Services

RFQ# 25VS0535

http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov

APPENDIX A, ADMINISTRATIVE REQUIREMENTS

ADMINISTRATIVE REQUIREMENTS Score Type

A.1

Statement of Work (SOW) Exhibit A, Statement of Work, identifies how the State contract will be structured. No negotiations or alterations (unless specified otherwise) in the contract are permitted. Bidder must be able to perform the work identified in the SOW. Complete Form 8, Contractor’s Bid Certification to certify that the bidder is able to meet the requirements of this RFQ.

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A.2

Declaration Forms All Bidders must complete the Bidder Declaration GSPD-05-105, Form 1, Bidder Declarations, and include it with the Quote. When completing the declaration, Bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. If not using subcontractors, submit the form and indicate “NONE” in the appropriate section.

Bidders who have been certified by California as a DVBE (or who are proposing rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed Form 1, Bidder Declarations must be included with the Quote response.

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A.3

Commercially Useful Function Military and Veterans Code Section 999 et seq. requires all small business, micro businesses and disabled veteran enterprises to perform a “commercially useful function” in any contract they perform for the state.

The Bidder must provide a written statement detailing the role, services and/or goods the subcontractor(s) will provide to meet the Commercially Useful Function requirement, using the Commercially Useful Function Certification. The criteria and definition for performing a commercially useful function are contained in the DVBE Program Requirements page entitled Resources & Information. Form 2, Commercially Useful Function (CUF).

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A.4 Workers’ Compensation Insurance The Bidder must maintain in force (as required by State law) a valid Workers’ Compensation Insurance Policy for all employees engaged in the performance of the Contract and agree to furnish the State

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State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services satisfactory evidence thereof at the time of the bid submittal and at any time the State may so request.

Satisfactory evidence of a certificate of insurance showing a minimum amount of not less than $1,000,000 employer’s liability, for all employees proposed in the performance of this Contract must be included in the Quote and must be provided to the State at any time the State may request. Bidders must complete Form 3, Workers’ Compensation Certification.

A.5

Commercial General Liability Insurance The Bidder and proposed subcontractors must maintain in force (as required by State law) a valid Commercial General Liability Insurance Policy. Satisfactory evidence of a certificate of insurance showing a minimum amount of not less than $1,000,000.00 must be included in the Quote and must be provided to the State at any time the State may request. Form 4, Commercial General Liability Certification.

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A.6

Payee Data Record and Seller’s Permit The Bidder is required to sign the Payee Data Record, STD. 204 form.

For Quotes that include CA sales tax, the Contractor must provide a copy of their CA Seller’s Permit. Please see Form 5, Payee Data Record and Form 7, Seller’s Permit.

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A.7

Secretary of State Certification All Corporations, Limited Liability Corporations, and Limited Partnerships must be registered and in ‘Active’ status with the California Secretary of State (SOS) to be awarded a contract. Form 6, Secretary of State Certification.

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

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

The SOS may be contacted as follows:

California Secretary of State Division of Corporate Filing and Services 1500 Eleventh Street, Third Floor Sacramento, CA 95814-5701 The required document(s) may also be obtained through the Certification Unit at 916-657-5448 or at the SOS website http://www.sos.ca.gov/.

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State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

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

A.8

Subcontractor(s) Exceeding ten (10%) percent of the Contract All proposed subcontractors must be identified on the completed GSPD- 05-105, Form 1, Bidders Declarations.

Any subcontractor that the Bidder chooses to use in fulfilling the requirements of this RFQ, and which is expected to receive more than ten percent (10%) of the value of the Contract, must also meet all requirements of the RFQ, as applicable. The Bidder’s Quote must include the following RFQ Forms for each subcontractor expected to receive more than ten (10%) percent of the value of the Contract:

Form 2, Commercially Useful Function Form 4, Commercial General Liability Certification

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A.9

Bidder’s Additional Documents All additional documents, such as addendums or End User Agreements, required by the bidder shall be included in the bid response for review by CalVet. If these documents are not included in the bid they will not be considered by CalVet.

CalVet will not sign or incorporate proposed addendums and End User Agreements that contradict or supersede California State Contract Laws and the State of California Information Technology General Terms and Conditions. The State of California General Terms and Conditions can be found at: https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT- General-Provisions-NonCloud-DGS-PD-403ITGP-Revised- 02202025.pdf.

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A.10

List of Proposed Subcontractors The Bidder must submit with Final Quote a list of proposed subcontractors or indicate that none are to be used on Form 10, List of Proposed Subcontractors (Public Works). The State reserves the right to approve or object to the use of proposed subcontractors on the list.

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A.11

Contractor’s License Contractors and subcontractors performing cable and/or wiring installation work or structural modifications for the State are required to have the appropriate State Contractor’s license. Contractor must have a valid C7 or C10 license for the term of this Agreement. The company submitting the Quote, as well as any subcontractors performing the work, must have the appropriate license(s). The license must be in the name of the company or the name of the “qualifying individual” of the company. Complete and submit Form 12, Contractor’s License Information, with Final Quote submittal.

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A.12 Contractor Certification Clauses M

State of California Department of Veterans Affairs

Access Control System Upgrade and Support Services

RFQ# 25VS0535

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

General Terms and Conditions incorporate by reference certain mandated contractor certification clauses (“CCC’s”), such as the Drug- Free Workplace Act of 1990 (GC § 8350, et seq.) and the Expatriate Corporation, Domestic Partnerships and Sweatfree Code of Conduct Certifications. These certifications are included in the Contractor Certification Clauses (CCC), and found on the DGS/OLS website.

Complete and submit Form 9, Contractor Certification Clauses, with Final Quote submittal.

A.13

California Civil Rights Laws Certification Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with California Civil Rights Laws and Employer Discriminatory Policies. Complete and submit Form11, California Civil Rights Laws Certification, with Final Quote submittal.

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Access Control System Upgrade and Support Services

Contractor’s Bid Submittal Information RFQ Submission Checklist The following checklist shall be used by the Evaluation Committee (EC) to verify applicable documentation received for the Bidder’s RFQ. Bidders may also use the checklist to verify that appropriate documentation and requirements are submitted.