RFQ_4117-5_Microwave.pdf

STATE OF CALIFORNIA RFQ 4117-5

GOVERNOR’S OFFICE OF EMERGENCY SERVICES MICROWAVE FREQUENCY COORDINATION, FREQUENCY PROTECTION

Date: March 8, 2016

REQUEST FOR QUOTE (RFQ) 4117-5

MICROWAVE FREQUENCY COORDINATION, FREQUENCY PROTECTION, PATH DESIGN,

AND MICROWAVE DATA BASE ACCESS SERVICES

You are invited to review and respond to this Request for Quote (RFQ) for California Governor’s Office of Emergency Services (Cal OES), Public Safety Communications (PSC), hereto known as “State”, entitled “RFQ 4117-5 “Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services.” In submitting your quote, you must comply with the instructions found herein. Please provide a response by March 28, 2016 @ 12:00PM, Pacific Time.

ALL QUOTES MUST BE SIGNED AND DATED PRIOR TO SUBMISSION.

Respondent must mail or deliver one (1) original, two (2) complete hardcopies, and one (1) electronic copy on CD-ROM of your bid to the address listed below. Neither e-mail submittals, nor fax transmittals will be accepted for this RFQ.

Quotes must be submitted under sealed cover. The sealed cover must be plainly marked with the RFQ number and title, your firm name and address, and must be marked

“CONFIDENTIAL QUOTE - DO NOT OPEN.”

Ginni King California Governor’s Office of Emergency Services

Procurement and Contract Services Branch

(916) 845-8304 ginni.king@caloes.ca.gov

Hand Delivered Bid or Parcel Post (FedEx, UPS, etc)

United States Postal Service (USPS)

California Governor’s Office of Emergency Services Attn: Ginni King 3650 Schriever Avenue (Security Desk) Mather, CA 95655

California Governor’s Office of Emergency Services Attn: Ginni King 3650 Schriever Avenue Mather, CA 95655

The award will be made to the responsive, responsible bidder having the lowest total cost.

State Terms and Conditions and Bidder’s Instructions applicable to this order are listed on the Department of General Services’ web sites listed below:

Department of General Services, IT General Provisions GSPD-401IT, revised 9/5/2014 http://www.documents.dgs.ca.gov/pd/modellang/GPIT060810.pdf

Department of General Services, Bidder's Instructions, revised 11/9/11 http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf mailto:ginni.king@caloes.ca.gov http://www.documents.dgs.ca.gov/pd/modellang/GPIT060810.pdf http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

TABLE OF CONTENTS

RFQ REQUIREMENTS

I. General Information

A. Purpose B. Background C. Bidder Minimum Qualifications D. Key Action Dates E. Availability F. Written Questions G. RFQ Response Guidelines H. Required Response Content

II. Evaluation Information A. Evaluation Process B. Administrative Requirements Evaluation Criteria C. Cost Requirements Evaluation Criteria

III. Award and Protest Information A. Award of Contract B. Protests

EXHIBITS

EXHIBIT A - Statement of Work EXHIBIT B – Budget Provisions EXHIBIT B-1 Cost Worksheet

ATTACHMENTS

Attachment 1 – Cover Letter Attachment 2 – References Attachment 3 – Confidentiality Statement Attachment 4 – Payee Data Record, STD. 204 Attachment 5 – Disabled Veteran Business Enterprise (DVBE) Program Attachment 6 – Declaration Forms

Please read the enclosed document carefully. Quotes must be received no later than the date and time specified Section I.D: Key Action Dates. Quotes must be submitted under sealed cover. The sealed cover must be plainly marked with the RFQ number and title, your firm name and address, and must be marked with “CONFIDENTIAL QUOTE - DO NOT OPEN.”

A. PURPOSE

The purpose of this RFQ is to solicit quotes for services of a Contractor to provide the State with Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services. The services required are described in the Statement of Work (SOW) found in Exhibit A.

B. BACKGROUND

The Contractor shall furnish State, Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services as defined below in accordance with all requirements and procedures covered under the Federal Communications Commission (FCC) Code of Federal Regulations (CFR) 47, Part 101,Section 103, Industry Association (EIA) guidelines, EIA Standard 10D or its latest revisions, and all National Spectrum Managers Association guidelines.

C. BIDDER MINIMUM QUALIFICATIONS

1. Each prospective bidder must demonstrate their ability to provide a variety of microwave spectrum engineering and frequency coordination services which comply with the Code of Federal Regulations (CFR) title 47, Part 101. To demonstrate this ability, each prospective bidder will be required to submit with the bid a sample (Data Sheet and Supplemental Showing) of actual work completed within the last two years for a client in any one of the 900 MHz, 2 GHz, 4 GHz, 6Ghz, 10 GHz, 11GHz, 18 GHz, and 23 GHz microwave frequency ranges.

2. The Data Sheet shall consist of information as outlined in Exhibit A, SOW, Section D.9, Tasks and Deliverables. The Supplemental Showing shall be pursuant to CFR Title 47, Part 101.103(d) and will consist of a document which lists contacted station licensees and addresses prior notification and response requirements.

3. Actual work completed must be based upon the most current FCC licensing data obtained directly from the FCC database and microwave spectrum engineering studies conducted by engineers trained in wireless technology and currently employed by the prospective bidder.

4. Each prospective bidder must have training and development program in place, which assures that their technical staff is trained in the most current licensing and coordination procedures as defined in CFR Title Part 101. To verify that a training and development program is in place, each bidder must submit with the bid a copy of their company’s training and development curriculum for review.

D. KEY ACTION DATES

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

Key Action Dates* Date

1. Release of RFQ 3/08/2016

2. Last day for Submission of Written Questions 3/21/2016

3. Submission of Quotes (by date and time) 3/28/2016 10:00 AM, PT

4. Public Cost Opening 3/28/2016 2:00 PM, PT

5. Evaluation 3/29/2016 – 3/31/2016

6. Notice of Intent to Award 4/01/2016

7. Agreement Award 4/18/2016

*All dates after the Submission of Quotes (date and time) are approximate and may be changed without addendum to this RFQ to allow the State additional time for evaluation and Agreement execution.

E. AVAILABILITY

The selected Vendor must be able to meet all requirements of this RFQ and be ready to begin offering their services and/or materials according to the Agreement award date specified in Section D, Key Action Dates, or the actual award date if later.

F. WRITTEN QUESTIONS

All questions regarding the content of this RFQ must be submitted in writing via Fi$cal website or by electronic mail, fax or mail to the contact person listed on page one (1) of this RFQ, and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

SECTION I. – GENERAL INFORMATION

When the State has completed its review of the questions, all of the questions and answers will be distributed in writing to all the Vendors via the Fi$cal website:

https://caleprocure.ca.gov/pages/public-search.aspx

Please note: no verbal information given will be binding upon the State, unless such information is issued in writing as an official addendum.

G. RFQ RESPONSE GUIDELINES

This RFQ and the Vendor’s quote in response to this document will be made a part of the Agreement. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Vendor’s responsibility to provide all required data and any other information deemed necessary for State evaluation team to determine and verify the Vendor’s ability to perform the tasks and activities defined in the Statement of Work.

Quotes are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFQ. Expensive bindings, colored displays, or promotional materials are not necessary or desired. Emphasis should be concentrated on conformance to the RFQ instructions, responsiveness to the RFQ requirements, and on completeness and clarity of content.

H. REQUIRED RESPONSE CONTENT

The following documents must be submitted in the RFQ response in the order shown:

1. Cover Letter (Attachment 1)

The Bidder shall complete and sign original signature (not electronic) the entire cover letter form.

2. Bidder Minimum Qualification

The Bidder must submit responses to Bidder Minimum Qualifications 1 through 4 in Section I.C.

3. Cost Sheet (Exhibit B-1)

The Bidder must provide completed Cost Worksheet, Exhibit B-1. Rates must be inclusive of all associated costs.

4. References (Attachment 2)

The Bidder must submit three (3) references to validate experience providing Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services for projects with similar scope, schedule and resources to this project.

The bidder shall complete one (1) Reference Form, Attachment 2 for each reference.

The descriptions of these services must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement.

https://caleprocure.ca.gov/pages/public-search.aspx

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

Negative responses may be cause for rejection.

5. Security And Confidentiality Statement For Vendors (Attachment 3)

Vendors or appropriate designees must complete the Security & Confidentiality form and include it with their quote.

6. Payee Data Record - Std.204 (Attachment 4)

The Vendor must submit a completed Payee Data Record; refer to Attachment 4 for more details.

7. Disabled Veteran Business Enterprise (DVBE) Participation (Attachment 5)

The DVBE Participation Requirement for this Agreement is 3% of the contract value.

Each Vendor must comply with the program requirements, and submit the required documentation, set forth in Attachment 5.

Bids responses that fail to submit the required form and fully document and meet the DVBE program requirement shall be considered non-responsive.

8. Declaration Forms (Attachment 6)

All Vendors must complete the Bidder Declaration form and include it with their quotation. When completing the declaration, the Vendors must identify all sub-contractors proposed for participation in the Agreement. The Vendor awarded the resulting Agreement will be contractually obligated to use the sub-contractors for the corresponding work identified, unless the State agrees to a substitution and it is incorporated by amendment to the Agreement. If no subcontractors are being utilized, please indicate none on the form.

Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the bid response. Refer to the following website link to obtain the appropriate form:

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf http://www.pd.dgs.ca.gov/smbus http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

SECTION II. – EVALUATION INFORMATION

A. Evaluation Process

Each RFQ response will be checked for the presence of required information in conformance to the submission requirements of this RFQ. The State will evaluate each RFQ response to determine its responsiveness to the requirements. The State reserves the right to make mathematical corrections to cost worksheets and/or ask clarifying questions.

The overall responsiveness of each bid is based on the complete response from the Vendor to the RFQ requirements. Award will be made to the responsive and responsible bidder providing the lowest cost. The following two (2) sub-sections and criteria will be reviewed by the State’s evaluation team:

B. Administrative Requirements Evaluation Criteria

Administrative Requirements

YES NO

1. Cover Letter (Attachment 1)

2. Bidder Minimum Qualifications from Section 1.C, 1-4

3. Completed Cost Worksheet (Exhibit B-1)

4. References (Attachment 2)

5. Signed Security & Confidentiality Statement (Attachment 3)

6. Payee Data Record – Std 204 (Attachment 4)

7. DVBE Participation (Attachment 5)

8. Bidder Declaration GSPD-05-105 (Attachment 6)

9. Std. 843 – DVBE Declaration (Attachment 6)

C. Cost Requirements Evaluation Criteria

The bidder must provide cost using Exhibit B-1Cost Worksheet to furnish the State, Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services as outlined in Exhibit A, Statement of Work. Term of contract shall be two (2) years, depending upon satisfactory performance, funding, and market conditions. Pricing shall be firm for the contract period.

1. Contract award will be evaluated on the basis of lowest responsive responsible

Grand Bid Total.

2. Only one Grand Bid Total is acceptable.

3. Unit Prices and Extensions are required for all service line items listed on the Exhibit B-1 Cost Worksheet, i.e. items 1 through 12. Only one Unit Price and Extension is acceptable for each line item. Failure to provide a Unit Price and Extension for each line item shall cause the bid to be considered non-responsive and rejected.

4. Alterations/modifications to Cost Worksheet will not be accepted and shall result in rejection of the bid.

5. Pricing shall be firm for the term of the contract.

6. The quantities of service items listed on the Exhibit B-1 Cost Worksheet are the State’s estimates of annual usage and are given as a basis for the comparison of bids. The State does not expressly, or by implication agree that the quantity of any service item listed on the Exhibit B.1 Cost Worksheet will correspond with actual usage, and the State cannot guarantee any specific amounts or be held responsible for any increase or reduction in usage.

SECTION III. – AWARD AND PROTEST INFORMATION

A. 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.

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

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

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

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 no 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.

EXHIBIT A

STATEMENT OF WORK

A. BACKGROUND

The Contractor shall furnish the California Governor’s Office of Emergency Services/Public Safety Communications Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services as defined below in accordance with all requirements and procedures covered under the Federal Communications Commission (FCC) Code of Federal Regulations (CFR) 47, Part 101- 103(d) or its latest revisions, and all National Spectrum Managers Association guidelines.

B. CONTRACT TERM

The term of contract shall be two (2) years from date of execution through 06/30/2018.

Pricing shall be firm for the contract period.

C. REQUIRED SERVICES

1. Frequency Coordination Services

The Contractor shall provide Frequency Interference Analysis services for the 900 MHz, 2GHz, 4GHz, 6GHz, 10GHz, 11GHz, 18GHz, and 23GHz bands which, in addition to the requirements stated above in Statement of Work, Paragraph A, Required Services, shall consist of the following:

a. Determination of Existing Frequency Plans – Contractor will identify co-located or nearby transmitters already licensed in the frequency bands above, to reduce the possibility of “bucking” a site or encountering reflective interference from a nearby system.

b. Frequency Selection – Contractor shall conduct an interface analysis to identify available frequencies considering existing and proposed systems found in the FCC and Contractor owned databases. When applicable, Contractor shall perform analysis of systems in adjacent bands to ensure the State’s system does not receive unwanted threshold degradation. In shared bands, Contractor will also perform an analysis of potential earth station interference.

c. Engineering Documentation – Upon completion of the frequency selection process, the system parameters, including the selected frequencies, shall be documented and provided to the State in a report format. Any outstanding interference conflicts or points of interest shall be detailed for the State’s review, as well as any options for resolution.

d. Prior Coordination Notices

a) Notification – Contractor shall circulate to all existing and proposed licensees in the State’s area and frequency band of operation the technical parameters of the State’s proposed system. By FCC rule, recipients are given 30 days to respond.

b) Case Resolution – Often the response to a prior coordination notice is not in full agreement. Contactor shall receive and respond to objections to the State’s proposed system and act as the State’s technical liaison until all cases are resolved.

c) FCC Documentation – Upon successful completion of the prior coordination process, Contractor shall prepare documentation required to satisfy FCC Rule Part 101.103(d), which requires this documentation to be submitted with a license application.

e. No Response Prior Coordination/Renewal – FCC rules state that a system must be applied for or licensed within six months of the issuance of the Prior Coordination Notice. If a system has not been applied for or licensed during this time frame, the “lifetime” of the coordination period can be extended an additional six months via a renewal notification of the system. The Contractor shall inform the State before the six-month time period lapses. If the State wishes to extend the PCN, they will inform the Contractor to issue a prior coordination notice to “renew” the path for an additional six (6) months. The State will not provide any additional information if no technical changes are made.

f. Verbal Coordination – The same as Prior Coordination & Response except the State shall call, fax, or E-mail to the Contractor. Contractor shall respond within a 14 days instead of the standard 30 days.

g. Change Analysis – The Contractor shall perform an interference analysis on a major change to an existing microwave path. The change analysis would also require that a Prior Coordination & Response be sent to the existing microwave users. The contractor shall be responsible for clearing cases that would be reported. The following would be considered a change analysis:

Coordinate Change of greater than 4 Seconds

Ground Elevation or Antenna Centerline – greater than 11- feet

Antenna – Same Antenna, different Manufacturer

EIRP including line loss, power and antenna gain - + or – 4dB

h. Minor Change Analysis – The contractor will perform an interference analysis on a minor change to an existing microwave path. The minor change will also require that a no response prior coordination be sent out to the existing microwave users. A minor change would consist of the following:

Coordinated Change of 1-3 Seconds

Ground Elevation or Antenna Centerline – Change (up or down) of less than 10 feet

Antenna – Change to an antenna with better angles

EIRP including line loss, power and antenna gain - + or – 2dB

2. Frequency Protection – Per Path/Yr.

The Contractor shall provide a comprehensive frequency protection service for microwave and satellite systems. The Contractor shall keep the State’s system interference-free by monitoring each new application accepted by the FCC and agrees to the following:

a. Verify the operating characteristics of the State’s system

b. Notify all licensees and coordination companies located within the coordination contours of the State’s communications facilities and act on behalf of the State as a frequency protection agent

c. Enter all applications or coordination involving communications facilities into the contractor’s database

d. Analyze each coordination or application and determine its impact on the State’s facilities for potential interference from direct sources within 30 days of receipt

e. Act as the State’s technical liaison with the applicant or the coordinating company to resolve potential interference cases

f. Respond directly to the applicant or coordinating company on behalf of the State.

The coordinator will copy the State on any replies sent detailing potential interference cases found

g. Monitor all Public Notices containing applications accepted by the Federal Communication Commission (FCC) to ensure that filings containing unresolved potential interference cases with State facilities are not granted by the FCC. If an application appears on Public Notice that may cause interference, the Contractor shall notify the State and applicants in writing, of the possible interference at least three (3) working days prior to the expiration of the FCC Public Notice..

h. If an interference case cannot be resolved and an acceptable settlement cannot be reached, the contractor will act as the State’s representative and file a Petition to Deny (a formal means for objecting to a proposed system). In addition, the contractor will prepare a complete technical file in support of this Petition to Deny, if necessary, and provide a copy of the file to the State.

i. Provide the State with a detailed monthly report outlining the results of the interference analysis performed on all coordination requests processed on behalf of the State in the previous month

j. To facilitate the transfer of licenses, the Contractor shall provide a letter verifying that facilities have received continuous protection

3. On-Line Database Access

Contractor must provide software to allow access of on-line database and engineering tools, which will allow the State to independently conduct microwave interference studies. Software must be compatible with Microsoft Windows 2000, Windows XP or Windows 7 operating systems. The database and associated programs shall be capable of being accessed through the Internet by a customer provided personal computer equipped with contractor provided software. Database access must be configured to allow the following:

a. Individual Users (ID’s)

b. Access Terrestrial Path of Database

c. Analyze Terrestrial Microwave Interference

d. Search for Existing Tower Information

e. Antenna Discrimination Data

D. TASKS AND DELIVERABLES

1. The Contractor must provide Frequency Engineering Services for all microwave bands covered under Part 101 of the FCC Rules and Regulations, CFR 47.

2. The Contractor must have provided services listed in SOW Section C, to private companies and public agencies for at least a consecutive five-year period and must provide references upon request.

3. The Contactor must have a training and development program in place, which assures that its technical staff is trained in the most current licensing and coordination procedures as defined in CFR Title 47 Part 101. To verify that a training and development program is in place, each bidder must submit a copy of their company’s training and development curriculum for review with the bid.

4. The Contractor must maintain its own database of existing FCC microwave frequency licenses, pending microwave station applications, and the Contractor’s planned microwave systems for analysis purposes. Said database shall be updated on a daily (FCC workday) basis from the FCC’s database.

5. The Contractor must maintain its own software for performing Interference Analysis, Path and Route Design, and Frequency Selection functions. Contractor software shall consider such factors which include, but are not limited to, climate, antenna height elevation, performance, receiver filter performance, terrain, modulation, path orientation, and receiver threshold in order to accurately predict specific interfering levels into the State’s system from the environment and into the environment from the State system.

6. The database and associated programs shall be capable of being accessed through the Internet by a customer provided personal computer equipped with contractor provided software. Software must be compatible with Microsoft Windows 2000, Windows XP or Windows 7 operating systems.

7. All frequency analysis must consider both intra-system and inter-system interference potentials.

8. The Contractor must have the ability to perform evaluations based on one-second NAD83 digitized terrain data. The Contractor must have the ability to download in a digital elevation model format all terrain related and path clearance data to the State.

9. The Contractor must provide the results of the frequency selection and engineering studies, including, but not limited to:

Station Name Path Status

Call Sign FCC Owner Code

Latitude Longitude

Ground Elevation Path Azimuth Path Distance

Antenna(s) Manufacturer Antenna(s) Model Number

Antenna Beamwidth Antenna Tilt

Antenna Structure Registration Number

Antenna(s) Gain

Antenna(s) Center Line Height Equipment RF Manufacturer

Equipment RF Model Number Equipment FCC Code (Radio and Antenna)

Loading Stability

Power (DBM) Receive Level (DBM)

EIRP (DBM)

Fixed Losses (DB)

Free Space Loss (DB) Transmit Frequency (MHZ)

Transmit Polarization

10. The Contractor shall provide a “hard” and “soft” copy of a separate Data Sheet along with the required signed document (Supplemental Showing) identifying all of the carriers considered within the coordination contour of the proposed system.

The information provided must be accurate to assist in completing the FCC Form 601.

11. The Contractor must have engineering expertise with capability to analyze and recommend alternative solutions to frequency interference.

12. Access to the system is desired 24-hours per day, seven days per week, with an allowance for limited periods of system downtime for maintenance. As a minimum, access shall be available between 0500 and 2100 hours inclusive Pacific Standard Time, Monday through Friday. Access to the system will be limited to three (3) Public Safety Communications Division employees each assigned a separate identification (I/D). The PSCD may request employee changes/reassignment of access/identification as may be required throughout the term of the contract.

13. Except for frequency coordination requests, reports shall be generated on a real time basis with output via electronic mail and/or the Internet. There shall be an option for displaying the report directly on the screen or downloading it to a disk file for later printing.

E. STATE’s RESPONSIBILITIES

1. The State shall designate a person (Contract Manager) to whom all Contractor communication may be addressed, and who has the authority to act on all aspects of the services. This person may review the Agreement and associated documents with the Contractor to ensure understanding of the responsibilities of both parties.

2. The State shall provide timely review and approval of information and documentation provided by the Contractor to perform its obligations.

3. The State agrees to work with Contractor/Subcontractor to plan for the utilization of Services based upon the service level the State purchased.

4. The State agrees to provide an internal escalation process to facilitate communication between the State management and Contractor/Subcontractor as appropriate. As referenced in Exhibit A SOW, Section I.

5. The State agrees to respond to surveys Contractor/Subcontractor may provide to the State from time-to-time regarding the Services.

F. PERFORMANCE

The State will be the sole judge of the acceptability of all work performed and any work products produced by the Contractor as a result of this Agreement. Should the work performed or products produced by the Contractor fail to meet minimum the State requirements, specifications, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:

1. The State will notify the Contractor in writing within five (5) State business days after completion of a deliverable of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor.

2. The Contractor will, within five (5) State business days after initial problem notification, respond to the State by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products.

Failure by the Contractor to respond to the State’s initial problem notification within the required time limits may result in immediate termination of the Agreement. In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

3. The State will, within five (5) State business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If the State rejects the explanation and/or plan, the Contractor will submit a revised corrective action plan within three (3) State business days of notification of rejection. Failure by the Contractor to respond to the State’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate termination of the Agreement. In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

4. The State will, within three (3) State business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by the Contractor. Rejection of the revised corrective action plan will result in immediate termination of the Agreement.

In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

G. NOTICES

All notices relating to the resulting Agreement shall be in writing and shall be sent to the parties of the Agreement at their address set below, unless changed, in which event each party shall so notify the other in writing. All such notices shall be deemed duly given if deposited, postage prepaid, in the United States mail and directed to the addresses then prevailing.

H. CONTACT PERSONS

The technical representative for during the term of this Agreement will be:

State Agency Contractor

California Governor’s Office of Emergency Services – Public Safety Communications Division

Name: Name:

Phone: Phone:

Email:

Contract inquiries should be addressed to:

I. PROBLEM ESCALATION

The parties acknowledge and agree that certain technical and project related problems or issues may arise, and that such matters shall be brought to the State’s attention. The State Contract Manager will determine the level of severity of the problems, and notify the appropriate State personnel. State personnel notified, and the time period taken to report the problem or issue, shall be at a level commensurate with the severity of the problem or issue. State personnel include, but are not limited to, the following:

1. First level: State Contract Administrator

2. Second level: State Microwave Unit

3. Third level: Engineering Division Deputy Director

State Agency Contractor

California Governor’s Office of Emergency Services

Procurement & Contract Services Branch

Attn: Attention:

Address:

Phone: Phone:

Fax: Fax:

J. CANCELLATION OF SERVICES

The State may exercise its option to terminate the Agreement at any time with 30 calendar days’ prior written notice. In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Payment for services performed under this Agreement shall be monthly. It shall be the

State’s sole determination as to whether a task has been successfully completed and is acceptable. Signed acceptance is required from the State’s Project/Contract Manager before processing an invoice for payment.

2. Contractor will submit an invoice for payment associated with the monthly payment amounts. Payment shall be based on the Exhibit B-1 Cost Worksheet and acceptance by the State’s Project/Contract Manager. Each Invoice must have the following information prominently displayed:

a. Contract Order Number

b. Total amount of the Invoice

c. Invoice Date

d. Description of Services Performed

3. Invoices shall be submitted in triplicate, and shall costs charged for each task. Invoices shall be submitted monthly, in arrears, identifying Contractor, Service, Price and Unit Cost;

however, invoices shall be due and payable, and payment shall be made, only after the State’s Project/Contract Manager acceptance and completion of each task under this Agreement.

4. The Contractor costs related to items such as travel and per diem are costs of the Contractor, shall be inclusive of the rate bid, and will not be paid separately as part of this

5. Submit invoices with reference to the Contract number to:

California Governor’s Office of Emergency Services Attention: Accounting Unit

3650 Schriever Avenue Mather, CA 95655

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

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

8. Payment will be made in accordance with, and within the time specified in, Government

Code Chapter 4.5, commencing with Section 927. Payment to small/micro businesses shall be made in accordance with and within the time specified in Chapter 4.5, Government Code 927 et seq.

EXHIBIT B-1

COST WORKSHEET

The Contractor shall provide all labor, materials, and equipment necessary to provide the Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access Services, in accordance with the specifications described in Exhibit A, 2. a) and b), Statement of Work, at the rates specified below.

ITEM

SERVICE DESCRIPTION

STATE’S

ESTIMATED

QUANTITY

*BID

UNIT

PRICE

EXTENSION

1 FREQUENCY INTERFERENCE ANALYSIS -

Federal Communications Commission, (FCC) Code of Federal Regulations (CFR) 47, Part 101, Section

103. 120

2 PRIOR COORDINATION NOTICES

3 NO RESPONSE PRIOR

COORDINATION/RENEWAL 100

VERBAL COORDINATION 10

CHANGE ANALYSIS 10

MINOR CHANGE ANALYSIS 30

FREQUENCY PROTECTION – PER PATH/YEAR 450

ON-LINE DATA BASE ACCESS - INDIVIDUAL

USERS (ID’S) 3

ON-LINE DATA BASE ACCESS – ACCESS

TERRESTRIAL PATH OF DATABASE 200

ON-LINE DATA BASE ACCESS – ANALYZE

TERRESTRIAL MICROWAVE INTERFERENCE 100

ON-LINE DATA BASE ACCESS – SEARCH FOR

EXISTING TOWER INFORMATION 60

12 ON-LINE DATA BASE ACCESS – ANTENNA

DISCRIMINATION DATA 15

GRAND YEARLY TOTAL:

ATTACHMENT 1

COVER LETTER

The submission of this quote does not obligate the California Governor’s Office of Emergency Services (Cal OES) to fund the proposed Agreement. If the quote is approved for funding, an Agreement will be executed between Cal OES and the Contractor. When funding is authorized, the Contractor will be expected to adhere to the terms of the executed Agreement.

The undersigned Contractor hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions contained in the RFQ.

The undersigned Contractor further states that it can meet and will adhere to all of the requirements, as outlined in the SOW.

1. Full Legal Name of the Contractor’s Organization: _____________________________

2. Mailing Address and contact information:

Street City State Zip

Telephone FAX Email

3. Federal Taxpayer Identification Number:

4. Principal who is authorized to bind the Contractor:

Typed Name Title

Original Signature Date

5. The Contractor’s contact person shall be:

Name Phone Number

The Contractor offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items at the prices quoted and delivered to the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. By signing, with inclusion of the date of signature, the above signed Contractor DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE) The above signed has 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; and (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

ATTACHMENT 2

REFERENCE 1

The bidder must provide at a minimum of three (3) references to validate experience providing Microwave Frequency Coordination, Frequency Protection, Path Design and Microwave Data Base Access services for projects with similar scope, schedule and resources to this project.

Complete this form for each corporate reference.

CONTRACTOR’S NAME

CLIENT COMPANY / ORGANIZATION DATES OF SERVICE

to

STREET ADDRESS

CITY STATE ZIP CODE

CONTACT PERSON NAME PHONE NUMBER

EMAIL ADDRESS

PROJECT NAME / DESCRIPTION

DESCRIPTION OF SERVICE PROVIDED

Describe the services provided for this client as it relates to the Exhibit A - SOW Requirements. The description of services must be detailed and comprehensive enough to permit State to assess the similarity of these services to the work anticipated in the award of the Agreement resulting from this solicitation.

REFERENCE 2

Describe the services provided for this client as it relates to the Exhibit A - SOW Requirements. The description of services must be detailed and comprehensive enough to permit State to assess the similarity of these services to the work anticipated in the award of the Agreement resulting

REFERENCE 3

Describe the services provided for this client as it relates to the Exhibit A - SOW Requirements. The description of services must be detailed and comprehensive enough to permit State to assess the similarity of these services to the work anticipated in the award of the Agreement resulting

ATTACHMENT 3

CONFIDENTIALITY STATEMENT

As an authorized representative and / or corporate officer of the company named below, I agree that all persons employed by this company will adhere to the following policy:

All information belonging to the California Governor’s Office of Emergency Services or its affiliated agencies is considered sensitive and / or confidential and cannot be disclosed to any person or entity that is not directly approved to participate in the work required to execute this Agreement.

I certify that I will keep all project information, including information concerning the planning, processes, development or procedures of the Project, confidential and secure. I will not copy, give or otherwise disclose such information to any other person unless California Governor’s Office of Emergency Services has on file a Confidentiality Statement signed by the other persons, and the disclosure is authorized and necessary for the Project. I understand that the information to be kept confidential includes, but is not limited to, specifications, administrative requirements, terms and conditions, concepts and discussions, as well as written and electronic materials. I further understand that if I leave this project before it ends, I must still keep all project information confidential. I agree to follow any instructions provided by the Project relating to the confidentiality of project information.

I fully understand that any unauthorized disclosure I make may be basis for civil or criminal penalties and / or disciplinary action (for state employees). I agree to advise the Contract Manager immediately in the event of an unauthorized disclosure, inappropriate access, misuse, theft or loss of data.

I fully understand that all materials provided by the State will be returned promptly after use; all copies or derivation of the materials will be physically and/or electronically sanitized at a minimum in accordance with the Federal Information Security Management Act (FISMA), National Institute or Standard Technology (NIST), 43 NIST Special Publication 800-36. I will include with the returned materials, a letter attesting to the complete return of materials and documenting the destruction of copies and derivations. Materials must be sent to the Contract Manager at the California Governor’s Office of Emergency Services before payment can be made for services rendered. In addition, all copies or derivations, including any working or archival backups of the information, will be physically and / or electronically destroyed within five (5) calendar days immediately following either the end of the contract period or the final payment, as determined by the California Governor’s Office of Emergency Services.

All personnel assigned to this project shall be provided a Confidentiality Statement and will be expected to sign and return it to the representative listed below before beginning work on this project.

REPRESENTATIVE NAME TITLE PHONE NUMBER

COMPANY NAME

SIGNATURE DATE

ATTACHMENT 4

PAYEE DATA RECORD, STD. 204

The Contractor is required to submit a Payee Data Record, STD 204. Refer to the following link for more details.

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

ATTACHMENT 5

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM REQUIREMENTS

PACKET

The Contractor’s response to this solicitation is 3% of the contract value. Each Vendor must comply with the program requirements, and submit the required documentation, set forth in the following link below:

http://www.documents.dgs.ca.gov/pd/poliproc/Master-DVBEReqPack-

GoodsITFinalVersion090909.pdf http://www.documents.dgs.ca.gov/pd/poliproc/Master-DVBEReqPack-GoodsITFinalVersion090909.pdf http://www.documents.dgs.ca.gov/pd/poliproc/Master-DVBEReqPack-GoodsITFinalVersion090909.pdf

ATTACHMENT 6

DECLARATION FORMS

All Contractors must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

http://www.documents.dgs.ca.gov/pd/poliproc/master-biddeclar08-09.pdf

Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration) The completed form should be included with the bid response. Refer to the following website link to obtain the appropriate form:

http://www.documents.dgs.ca.gov/pd/poliproc/master-biddeclar08-09.pdf