RFQ_A261016830_Microwave_Equipment_Repair_Services.pdf

3650 SCHRIEVER AVENUE, MATHER, CA 95655

(916) 845-8506 TELEPHONE

www.CalOES.ca.gov

GAVIN NEWSOM

GOVERNOR

CAROLINE THOMAS JACOBS

DIRECTOR

REQUEST FOR QUOTE (RFQ)

Microwave Equipment Repair Services

RFQ A261016830

Released On:

August 5, 2026

You are invited to review and respond to RFQ A261016830, titled Microwave Equipment Repair Services, issued by the California Governor’s Office of Emergency Services, hereinafter referred to as the “State” or “Department” or “Cal OES”. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in Exhibit A, Statement of Work. Please read the enclosed document carefully.

"Contractor" refers to the firm that shall provide the services. The term "Contract" or “Agreement” will be used interchangeably throughout the documents.

Quotes must be received no later than the date and time specified on the face of this RFQ and in Section D.1, Key Action Dates.

It is the opinion of Cal OES that this RFQ is complete and without need of explanation.

However, if you have questions, or need any clarifying information, the contact person for this RFQ is:

Flora Karami California Governor’s Office of Emergency Services

Information Technology Administration ITContracts@caloes.ca.gov

Please submit questions to the email address listed above referencing the RFQ number in the subject line of the email. Note that no verbal information given will be binding upon the State unless such information is issued in writing as an addendum. Questions via phone calls or in person are not accepted.

http://www.caloes.ca.gov/ mailto:ITContracts@caloes.ca.gov

California Governor’s Office of Emergency Services RFQ No. A261016830

TABLE OF CONTENTS

1. PURPOSE AND DESCRIPTION OF SERVICES

2. AVAILABILITY

3. KEY ACTION DATES

4. WRITTEN QUESTIONS

5. RFQ RESPONSE GUIDELINES

6. RFQ RESPONSE CONTENT

7. DISPOSITION OF BIDS

8. METHOD OF AWARD

9. PERFORMANCE OF SERVICE

10. BUSINESS ENTITY

11. TAX DELINQUENCY

12. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

13. EVALUATION AND SELECTION

14. AWARD OF CONTRACT

15. PROTESTS

16. PREFERENCE AND INCENTIVE PROGRAMS

17. REQUIRED DOCUMENTS

ATTACHMENT 1: COVER LETTER

ATTACHMENT 2: NARRATIVE RESPONSE

ATTACHMENT 3: COST SHEET

ATTACHMENT 4: MANDATORY REQUIREMENTS

ATTACHMENT 5: BIDDER RESPONSE ITEMS

ATTACHMENT 6: REFERENCES

ATTACHMENT 7: PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 8: BIDDER DECLARATION SHEET (GSPD-05-106)

ATTACHMENT 9: CALIFORNIA SMALL BUSINESS/MICRO BUSINESS (SB/MB) CERTIFICATION/APPLICATION

ATTACHMENT 10: DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION

ATTACHMENT 12: TARGET AREA CONTRACT PREFERENCE ACT (STD 830 and DGS/PD 526)

ATTACHMENT 13: SELLER’S PERMIT

ATTACHMENT 14: CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 15: SAMPLE AGREEMENT

1. PURPOSE AND DESCRIPTION OF SERVICES

The California Governor’s Office of Emergency Services (Cal OES) requires the services of a Contractor to provide repair services and technical support for Public Safety Communications (PSC) microwave and radio equipment and parts related to the equipment in accordance with Government Code (GC)15277.

The period of performance for this Contract is approximately two (2) years. The current budget allocation to support the services outlined in this document is $180,000.00.

2. AVAILABILITY

The selected contractor must be able to meet the requirements of this RFQ and be ready to begin work within ten (10) business days of the contract award date specified in Section D.1, Key Action Dates. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ. All replacement personnel are subject to approval by the State.

3. KEY ACTION DATES

Listed below are the key action dates and times by which the 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.

ACTION DATE AND TIME

Release of RFQ August 5, 2026

Deadline to Submit Questions August 11, 2026, at 9:00 A.M. (PT)

Cal OES Response to Submitted Questions August 14, 2026

Final Date for Submission of Quotes August 21, 2026, at 9:00 A.M. (PT)

Interviews* August 25-27, 2026

Proposed Notice of Intent to Award Date September 4, 2026

*Interviews may be required and will be conducted at the sole discretion of Cal OES. A one (1) day advance notice will be given when interviews take place if Cal OES chooses to implement them. Bidders may be asked to attend interviews, or Cal OES may choose to interview via phone or video conference. Bidders who are unavailable for, or do not participate in the interview (if requested by Cal OES) will be rejected.

All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

4. WRITTEN QUESTIONS

All questions regarding the content of this RFQ must be submitted in writing via email to ITContracts@caloes.ca.gov 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 Cal OES’s option.

Question and answers will be provided to all Bidders without identifying the submitters and will be posted on the solicitation event page on Cal eProcure portal.

5. RFQ RESPONSE GUIDELINES

A. Quotes must be delivered by emailing ITContracts@caloes.ca.gov by the bid submission deadline. It is up to the Bidder to ensure that electronic documents are viewable by Cal OES (provided in standard Microsoft Office and/or Adobe formats for example).

B. It is the Bidder’s responsibility for ensuring that the quote is received by the submission deadline. Any quote received after the scheduled closing time for the receipt of quotes will not be considered.

C. This RFQ and the Bidder’s quote in response to this document will be made a part of the contract. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data, and any other information deemed necessary for the Cal OES’s evaluation team to determine and verify the Bidder’s ability to perform the tasks and activities defined in the Sample Agreement (Attachment 15).

D. Cal OES may modify the RFQ prior to the date fixed for submission of bids by the issuance of an addendum posted on the solicitation event page on Cal eProcure portal.

6. RFQ RESPONSE CONTENT

The following shall be submitted in the RFQ response, in the order specified below.

All items are identified as mandatory pass/fail (M)(P/F), mandatory scored (M)(S), and non-mandatory (NM). Items with an (M) requirement are non-negotiable. All items specified as (M)(P/F) will be reviewed for completeness as pass or fail. Any response that fails may be deemed non-responsive.

A. Cover Letter (M) (P/F) – Attachment 1

Bidder must complete and attach the cover sheet included in this RFQ as Attachment 1. The bid Cover Letter must include the signature of an authorized supplier representative of the Bidder.

B. Narrative Response (M) (S) – Attachment 2

Bidders must provide a narrative describing their understanding of the work and their approach to performing the services described in Attachment 15, Sample Agreement, Exhibit A, Statement of Work. Respondents must submit their understanding and approach as Attachment 2, Narrative Response with their response to this RFQ. The narrative response must be submitted in accordance with the instructions in Attachment 2, Narrative Response.

C. Cost Sheet (M) (S) – Attachment 3

Bidder must complete the cost sheet that identifies total cost per transaction as described in the Sample Agreement (Attachment 15), Exhibit B-1, Cost Sheet.

Attachment 3 – Cost Worksheet must be submitted as a separate attachment when submitting bid.

D. Mandatory Requirements (M) (P/F) – Attachment 4

The Bidder must complete Attachment 4, Mandatory Requirements, with the qualifying education and experience information for each staff used to meet the minimum experience required for this project.

Bidder and Bidder’s solution must meet all the Mandatory Requirements (MR) as listed in Attachment 4, Mandatory Requirements.

Attach, as part of Attachment 4, support documentation as needed/required.

Include the reference section information as indicated. The State will use these references to verify and validate the information provided.

E. Bidder Response Items (M) (P/F) – Attachment 5

Attachment 5, Bidder Response Items includes some items that require a response. Bidders shall input responses on the attachment only, and only for the items requested. If necessary, Bidders may add pages to the attachment to further explain their response.

Bidders shall not input responses within the RFQ document, nor should responses be included for items the State did not list on Attachment 5, Bidder Response Items.

F. References (M) (P/F) – Attachment 6

1) The Bidder must submit a minimum of three (3) references to validate experience providing microwave equipment repair services of similar scope, schedule, and resource requirements as those required under this contract.

The references must be able to confirm the individual/firm’s knowledge, skills, and experience. Experience must have occurred in the last five (5) years and be similar to the services requested in this RFQ.

2) The Bidder shall complete one (1) Reference Form, Attachment 6, for each reference. The descriptions of these projects 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.

3) References must be external to the Bidder’s organization and corporate structure. Company references must support the depth and breadth of experience required.

4) For the purposes of this RFQ, Cal OES may be used as a reference.

5) References must include customer name and address, telephone number, and e-mail address of a contact person. Cal OES may contact referenced organizations to verify the information provided.

6) Negative responses from any references may be cause for rejection.

G. Payee Data Record (M) (P/F) – Attachment 7

The Bidder must submit a Payee Data Record, STD 204 & STD 205 (if applicable), listing their Taxpayer Identification Number.

H. Bidder Declaration (M) (P/F) – Attachment 8

The Bidder must complete the Bidder Declaration, GSPD-05-105, and submit with bid response.

I. California Small Business/Micro Business (SB/MB) Certification/Application (NM)

– Attachment 9 (if applicable)

Refer to Section 16.A, Small Business Enterprise Preference Program, of this RFQ for details.

J. CA Disabled Veteran Business Enterprise (DVBE) Requirement (M) – Attachment 10 (if applicable)

The Bidder must complete Attachment 10, DVBE Declarations DGS PD 843, and submit with bid response. Refer to section 16.B, DVBE Program, of this RFQ for more details.

K. Commercially Useful Function (CUF) Certification (M) – Attachment 11 (if applicable)

The Bidder must complete Attachment 11, Commercially Useful Function (CUF), Certification for each Small Business and/or DVBE (prime and/or subcontractor(s)). All Bidders and subcontractors identified in the proposal response to fulfill the requirements for one (1) or more of the socio-economic programs (DVBE and small business) must perform a CUF in the resulting Contract. Refer to section 16.D, Commercially Useful Function (CUF), of this RFQ for more details.

Bidder(s) may be required to submit additional written clarifying information regarding CUF on Attachment 11, Commercially Useful Function (CUF) Certification. Failure to submit the requested written information as specified may be the basis for rejection of the Bidder’s bid.

L. Target Area Contract Preference Act (TACPA) – Attachment 12 (if applicable)

Refer to Section 16.C, Target Area Contract Preference Act (TACPA), of this RFQ for details.

M. Seller’s Permit – Attachment 13

The Bidder must submit a copy of its Seller’s Permit or provide the firm’s Seller’s Permit number.

N. California Civil Rights Laws Certification – Attachment 14

The Bidder must complete Attachment 14 and submit with bid response.

At the State’s option prior to award, Bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

7. DISPOSITION OF BIDS

Upon bid opening, all documents submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code § 7920.000 et seq.) and subject to review by the public. Bidders should be aware that marking the response “confidential” or “proprietary” may exclude it from consideration for award.

8. METHOD OF AWARD

Award, if made, shall be based on the “Value Effective” methodology to the responsive and responsible Bidder with the highest score, including all applicable preference and incentive calculations.

In the event of a tie, a coin toss will be a permissible tiebreaker. Such event will be conducted by the Contract Analyst and observed by a state employee as witness.

9. PERFORMANCE OF SERVICE

A. Upon award of the contract, the winning Bidder must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract. This COI will identify the required insurance as indicated in the attached Sample Standard Agreement (Attachment 15), Exhibit D, Additional Provisions.

B. Upon award of the contract, the winning Bidder agrees to execute the contract on the State’s Standard Agreement (STD/TECH 213), including all Exhibits set forth in Attachment 15, Sample Agreement. The Agreement must be signed by an individual authorized to bind the Bidder contractually.

10. BUSINESS ENTITY

Bidder’s firm must be in good standing and currently hold any/all required licenses and permits to perform/conduct business in the State of California. If a corporation or limited liability company, Bidder’s Secretary of State (SOS) certification should be approved and in “Active” status at the time of final proposal due date. If a

Bidder’s SOS certification is not in “Active” status on the final proposal submission date, the Bidder will have five (5) days after notification from the State to provide an “Active” SOS certification. If a sole proprietorship, be registered with the city, county, or other local government entity in which the principal place of business is located.

11. TAX DELINQUENCY

Pursuant to the Public Contract Code § 10295.4, prior to executing any State agreement or renewal for IT goods or services, the contracting department must verify that the Bidder is not on either of the prohibited lists below. If Bidder is on either list, they will be ineligible for agreement award.

FTB Top 500 Delinquent Taxpayers

CDTFA Top 500 Sales & Use Tax Delinquencies in California

12. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

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

Bidder/Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance.

For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder/Offeror of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

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

13. EVALUATION AND SELECTION

A. Evaluation Process

Each RFQ response will be checked for the presence of required information in conformance with the submission requirements of this RFQ. Cal OES will evaluate each RFQ response to determine its responsiveness to the requirements.

B. Evaluation Criteria

The overall responsiveness of each RFQ response is based on the complete response from the Bidder to the RFQ requirement. The following three (3) sub-sections and criteria will be reviewed by the Cal OES’s evaluation team.

1) Administrative Requirements (Pass/Fail)

Administrative requirements will be scored as pass (e.g., complied with requirement, completed, and returned document) or fail (e.g., did not comply with requirement, did not complete or return document).

Example:

Item No.

Requirement Yes No N/A

a. Cover Sheet

b. Mandatory Requirements

c. References

d. Bidder Declaration

e. California Civil Rights Laws Certification

f. All other administrative requirements, i.e., DVBE, certifications, licenses, etc.

2) Technical Requirements (55 points)

Responses that meet the initial RFQ requirements and contain the required documentation will be submitted to an evaluation team.

The Evaluation Team will individually and/or as a team review and evaluate all responses and assign a numeric score or ranking to each response based on its adequacy, thoroughness, and the degree to which the proposed solution best meets the Cal OES’s needs and represents the best value to the state.

The Evaluation Team will use a scoring methodology of points as shown in Attachment 2, Narrative Response.

Table 1: Technical Evaluation

RATING/SCORING CRITERIA MAXIMUM POSSIBLE

TECHNICAL POINTS

A. Narrative Response (50 points)

1. Describe your in-house capabilities to perform the required repair services including specialization, company structure, laboratory infrastructure, soak testing protocols, and warranty on all repairs, naturally limited to the work performed within each module.

2. Describe your company’s knowledge and engineering expertise in design flaw mitigation, part revision viability, specific technical workarounds, and life cycle recommendations.

3. Describe your inventory, logistics, and repair turnaround capabilities, including on-site spare inventory, standard repair turnaround times, and emergency/advance replacement services.

4. Describe your Technical Support capabilities and protocols. 5

B. Interviews (5 points) Possible Interviews 5 Total Maximum Technical Points Available 55

Scoring of the Technical Requirement will be based on the Cal OES’s evaluation of the Bidder’s ability to demonstrate how they meet the technical requirements. Scoring will be based upon the breadth and depth of experience for each requirement and how clearly, yet succinctly, the Bidder’s proposed solution and approach narrative demonstrates said experience.

a) Evaluation of the Narrative Response

This section outlines how Cal OES will assess the narrative responses and award points that preserve the integrity of the procurement process. Bids will be evaluated according to the procedures contained in this section.

There is a total of fifty (50) points assigned to Narrative Responses as described in Section above. All point calculations will be rounded to two

(2) decimal places (the nearest hundredth). The distribution and allocation of maximum points possible for each element is provided in Attachment 2, Narrative Response.

Table 2: Scoring Methodology for Narrative Response

% of Possible Points per prompt

Criteria

Outstanding 100%

Surpasses all requirements with a comprehensive and outstanding response. Proposed methods are well detailed and directly applicable. The response exceeds the requirements in providing multiple enhancing features, creative approaches, or exceptional solutions.

Excellent 90% Meets all requirements with a comprehensive and excellent response. Proposed methods are detailed and applicable. The response provides enhancing features, creative approaches, or exceptional solutions.

Good 80% Meets all requirements with a well-developed and good response. Proposed methods are applicable but lack detail. The response provides minimal enhancing features, creative approaches, or exceptional solutions.

Adequate 70%

Meets all requirements with an adequate response.

Proposed methods lack detail and contain omission(s), flaw(s), or defect(s). The response does not provide enhancing features, creative approaches, or exceptional solutions.

Minimally Adequate

60%

Minimally meets requirements. Proposed methods lack detail and contain significant omission(s), flaw(s), or defect(s).

Inadequate 50%

Inadequately meets requirements. Proposed methods contain significant omission(s), flaw(s), or defect(s).

Not Responsive Not scored

Response does not include or fails to address the requirements being scored. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

3) Cost Evaluation (55 points)

The cost for this RFQ is weighted at 50% of the total points available. If the interviews are not conducted, the cost is weighted at 52.38% of the total evaluation points available. The Bidder will be evaluated on the total cost for the contracted term.

Each Bidder’s cost score will be calculated based on the ratio of the lowest cost proposal to the Bidder’s cost, multiplied by the maximum number of cost points available (50), as shown in the calculation below:

Lowest Total Cost Bid x Total Cost Points Available = Bidder’s Cost Score Bidder’s Total Cost

Cost Score Example:

To help illustrate this process, refer to table below, for an example of the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance.

Table 3 - Cost Score Sample:

Bidder Total Cost Calculation Cost Score

A $50,000 $40,000(Bidder C) x 55 (Max Pts.)

$50,000 44

B $45,000 $40,000(Bidder C) x 55 (Max Pts.)

$45,000 48.88

C $40,000 $40,000(Bidder C) x 55 (Max Pts.)

$40,000 55

Table 4: Final Scoring Sample:

Bidder Technical Score Cost Score Total Points Awarded

A 42 44 86

B 36 48.88 84.88

C 46 55 101

Table 5 - Combined Total Summary

COMBINED TOTALS MAXIMUM SCORE

Maximum Possible Technical Points 55

Total Possible Cost Points 55 Total Possible Combined Points 110

AS APPLICABLE MAXIMUM SOCIOECONOMIC PREFERENCE/INCENTIVE POINTS

SOCIOECONOMIC PROGRAM

PREFERENCE/INCENTIVE

MAXIMUM POINTS

AVAILABLE

SB Preference 5% 5.5

TACPA 5% 5.5

DVBE Incentive 1%-5%

5% or over 5% 5.5 4%-4.99% inclusive 4% 3.64 3%-3.99% inclusive 3% 2.73 2%-2.99% inclusive 2% 1.82 1%-1.99% inclusive 1% 0.91

14. 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 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 forty-five (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 its 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.

15. 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 below. Protests regarding selection of the “successful Bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the Bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be emailed or mailed or delivered to:

Street and Mailing Address:

Deputy Director

Procurement Division 707 Third Street, Second Floor South

West Sacramento, CA 95605 Email: PDProtest@dgs.ca.gov

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

A copy of the protest should also be emailed to ITContracts@Caloes.ca.gov.

16. 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 which of the programs it qualifies for.

Denial of those preference or incentive requests is not a basis for rejection of the bid.

If any of these “acts” apply complete the appropriate form and attach it to your response.

mailto:PDProtest@dgs.ca.gov mailto:ITContracts@Caloes.ca.gov

A. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

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.

1) A 5% preference (not to exceed $50,000) 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 RFQ Submission. Questions regarding the certification approval process should be directed to the OSDS.

To claim the Small Business Preference please see Attachment 8, Bidder Declaration (GSPD-05-105).

2) Non-Small Business Subcontractor Preference (if subcontracting is allowable in Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) 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.

To claim the Small Business Preference please see Attachment 8, Bidder Declaration (GSPD-05-105).

3) Pursuant to GC section 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this RFQ shall qualify the Bidder or be used to qualify the Bidder for the SB Preference or Non-Small (NS) Business Subcontractor Preference. A certification signed under penalty perjury that the work performed by SB subcontractors serves a CUF is required from the bidder.

B. DVBE PROGRAM

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value.

The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.61 et seq.

1) DVBE PARTICIPATION REQUIREMENT

For the purposes of this solicitation, the DVBE Participation Requirement has been waived, however the DVBE Incentive still applies.

Note: Pursuant to Military and Veterans Code section 999 (B), only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this RFQ shall qualify the Bidder or be used to qualify the Bidder for a DVBE participation and/or DVBE incentive. A certification signed under penalty perjury that the work performed by DVBE subcontractors serves a CUF is required from the bidder per MVC §999.10(a)(3). Bidders must also verify each DVBE subcontractor’s certification status with OSDS to ensure DVBE participation eligibility prior to submitting bids.

2) DVBE INCENTIVE

Pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to a Bidder who provides DVBE participation. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration DGS PD-05-105, and confirmed by the State. The incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation. The following percentages will apply for awards based on low price.

Confirmed DVBE Participation of:

Incentive Amount

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

A Bidder is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Bidder commits to use a certified DVBE(s) as subcontractor(s) (if subcontracting is allowable in Exhibit A, Statement of Work).

The net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the number 1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses.

1) Certified DVBE Bidder incentive considerations:

i. Commit to performing 1% or more of the contract bid value with the prime bidders’ firm or in combination with another DVBE(s)

ii. Document DVBE participation on the Bidder Declaration GSPD-05- 105, Attachment 8.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 10) signed by the DVBE owner/manager.

C. TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

In accordance with California Code, Section 4530, bidders may be eligible for a preference whenever contracts for goods or services are in excess of $100,000 and the bidders meet certain requirements as defined in the California Administrative Code (Title 2, Section 1896 et seq.) regarding labor needed to provide the services being procured. Bidders may receive extra consideration depending on what parts of the preference they claim. Full details can be found on the STD 830 form itself. Bidders desiring to claim this preference must submit a full executed copy of the STD 830 form and DGS/PD 526.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

Bidders’ questions regarding this preference are to be directed to:

Department of General Services Dispute Resolution Unit

707 3rd Street, 2nd Floor West Sacramento, CA 95605 tacpa@dgs.ca.gov

D. COMMERCIALLY USEFUL FUNCTION (CUF)

Suppliers, whether the Bidder or a subcontractor, who have a California certification for one (1) or more of the socio-economic programs (i.e., small business or DVBE), must perform a Commercially Useful Function (CUF) in the resulting contract. CUF is defined in the Military and Veterans Code § 999(b)(5)(B) for DVBEs and in the Government Code § 14837(d)(4)(A) for small business as consisting of all the following:

• Responsibility for the execution of a distinct element of the work

• Actually performing, managing, or supervising the work

• Performing work that is normal for its business services and functions

• Not further subcontracting work that is greater than that expected by normal industry standards

• Responsible, with respect to any products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing (if applicable), and making payment

Bidders claiming participation in one or more of the socioeconomic programs will have their submissions evaluated by the state in compliance with CUF regulations. At the State’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the bid.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf mailto:tacpa@dgs.ca.gov

E. APPLYING PREFERENCE AND INCENTIVES

1) Preferences and incentives are used for bid tabulation purposes to determine the lowest responsive responsible Bidder. Strict adherence to the laws and regulations to apply the preferences and incentives will be followed. If awarded the contract, the preference and/or incentive does not alter the amount of the resulting contract. Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance with statutory, regulatory and contractual requirements.

2) The SB preference of 5% will be applied when a responsible Bidder that is not a CA certified SB submits the lowest responsive responsible bid. For evaluation purposes, 5% of the lowest responsible bid is subtracted from the bids for bidders that are certified SBs. A NS claiming 25% CA Certified SB/MB subcontractor participation will receive a 5% preference (calculated on the lowest responsible bid) if the lowest responsive bid is neither a SB nor NS.

(Note: NS claiming SB subcontractor preference cannot remove an award from a certified SB.)

3) The TACPA preference will be applied after the SB preference and the DVBE incentive.

4) Pursuant to California Code of Regulations (CCR) 2 CCR§ 1896.8, there is a $50,000.00 cap of the amount of SB/NS preference and there is a combined cap of $100,000 for all preferences and incentives. Pursuant to 2 CCR§ 1896.99.120, there is a $100,000.00 cap of the amount of DVBE incentive. If you qualify for more than one bidding preference (TACPA, Small Business, DVBE), the maximum preference allowed by law is 15% or $100,000, whichever is less.

17. REQUIRED DOCUMENTS

1. Cover Letter

2. Narrative Response

3. Cost Sheet

4. Mandatory Requirements

5. Bidder’s Response

6. References

7. Payee Data Record, STD 204 & STD 205

8. Bidder Declaration Sheet, GSPD-05-105

9. CA SB/MB Certification/Application (if applicable)

10. DVBE Declarations, DGS PD 843 (if applicable)

11. Certification of CUF compliance for subcontractors (if applicable)

12. TACPA, STD 830 and DGS/PD 526 (if applicable)

13. Seller’s Permit

14. California Civil Rights Laws Certification

15. Sample Agreement

ATTACHMENT 1: COVER LETTER

By signing below, with inclusion of the date of signature, the Bidder declares that the undersigned complies with the requirements of the solicitation and that the information set forth within is true and correct. This document must be signed and returned along with the entire IFB/RFQ response. An electronic signature is acceptable. An unsigned cover letter will be cause for offer rejection.

A. The signatory to this letter is authorized to bind the respondent company contractually.

1) We have carefully read and will comply with all solicitation requirements.

2) We commit to all terms and conditions as required by the solicitation.

IFB Number:

Respondent Company Name:

SB/DVBE Certification Number:

(if applicable)

Address:

City, State & Zip Code:

Telephone Number:

Email:

Authorized Representative, Name:

Authorized Representative, Title:

Signature Date

ATTACHMENT 2: NARRATIVE RESPONSE

The Bidders must submit their understanding and approach as Attachment 2: Narrative Response of their response to the RFQ.

It is incumbent upon the Bidder to provide sufficient detail in its bid for the State to evaluate its ability to meet the requirements and perform the services described in this RFQ.

Narrative responses shall not exceed a total of eight (8) pages. Responses should be prepared using Arial, Aptos, or Calibri, 12-point font, and single-spaced. Any pages exceeding the eight (8)-page limit will not be considered during the evaluation.

Bidders should respond only to the narrative requirement and not include marketing information as a part of the narrative response. Only the items outlined in this RFQ shall be used for evaluation purposes. Any additional information submitted in the bid will not be considered for evaluation.

Attachment 2: Narrative Response will be scored based on the evaluation criteria identified in the table below and section 13.B.2, Technical Requirements.

The Narrative Response shall include:

Item No. NARRATIVE RESPONSE

MAXIMUM

POSSIBLE

POINTS

Describe your in-house capabilities to perform the required repair services including specialization, company structure, laboratory infrastructure and soak testing protocol.

Describe your company’s knowledge and engineering expertise in design flaw mitigation, part revision viability, specific technical workarounds, and life cycle recommendations.

Describe your inventory, logistics, and repair turnaround capabilities, including on-site spare inventory, standard repair turnaround times, and emergency/advance replacement services.

4 Describe your Technical Support capabilities and protocols. 5

Total Maximum Points Available 50

ATTACHMENT 3: COST SHEET

Refer to Exhibit B-1, Cost Sheet, in Attachment 15, Sample Agreement.

ATTACHMENT 4: MANDATORY REQUIREMENTS

Bidder and Bidder’s solution must meet all the below Mandatory Requirements (MR) to be considered responsive. Attachment 4 is a mandatory submittal item and will be scored Pass/Fail.

Copy and/or expand the tables as needed.

Each response shall include enough detail to allow the State to verify and validate Bidder’s compliance with the Mandatory Requirements. Attach support documentation as applicable. Where support documentation is attached, Bidder must clearly cross reference to the supporting documentation. Include the client/agency reference information as indicated. The State will use all information and references to verify and validate the information provided.

MR1 – Required Experience

The Contractor shall have a minimum of five (5) years of experience in repairing items listed in, Sample Agreement, Exhibit A, section 5.A.i.

Project Name/Description: From

(MM/DD/YY)

To

(MM/DD/YY)

Total Yr./Mo.

Client/Agency:

Project Scope:

Client/Agency contact information who can verify the experience as stated.

Name/Title

Telephone

Email

MR2 – Required License

The Contractor shall hold a current Federal Communications Commission (FCC) General Radiotelephone Operator License (GROL).

Attach the copy of the certification for the proposed staff.

ATTACHMENT 5: BIDDER RESPONSE ITEMS

Instructions: Bidder must complete each line item outlined below:

BIDDER NAME:

1. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REQUIREMENTS

Does Bidder intend to:

Provide GenAI as a deliverable to the State; or

☐ YES ☐ NO

Utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts:

☐ YES ☐ NO

2. PREFERENCES & INCENTIVES

DVBE Requirement: By checking “yes”, Bidder claims to meet the mandatory DVBE requirements as a OSDS Certified DVBE firm. ☐ YES ☐ NO

OR

By checking “yes”, Bidder claims to meet the mandatory DVBE requirements by subcontracting the minimum % to OSDS Certified DVBE subcontractors. ☐ YES ☐ NO

OR

☒ N/A (if the DVBE Requirement has been exempted for this solicitation)

DVBE Incentive: By checking “yes”, Bidder claims to achieve 1% - 5% DVBE Incentive by being an OSDC Certified DVBE Firm or subcontracting to OSDS Certified DVBE subcontractor(s).

☐ YES ☐ NO

Small Business Preference: By checking “yes”, Bidder claims to be an OSDS Certified SB/MB and requests the Small Business Preference.

☐ YES ☐ NO

Non-Small Business Preference: By checking “yes”, Bidder claims to subcontract a minimum of 25% of its bid to Certified SB/MB’s and requests the Small Business Preference.

☐ YES ☐ NO

Target Area Contract Preference Act (TACPA) Preference: By checking “yes”, Bidder claims a % (between 1%-4%) TACPA Preference and has included the fully executed Standard Form 830, Bidder’s Summary form, and Manufacturer’s Summary form (if supplying goods) with bid.

☐ YES ☐ NO

*All bidder and/or subcontractors fulfilling any socioeconomic program must perform a Commercially Useful Function (CUF).

3. Conducting Business Outside of United States

Bidder conducted business outside of the United States within the last three (3) years?

☐ YES ☐ NO

(If “Yes” Bidder must submit the Darfur Contracting Act Form)

4. Registration with Secretary of State

Bidders Secretary of State Business Entity Number:

ATTACHMENT 6: REFERENCES

List three (3) clients served in the past five (5) years for which the Bidding firm provided similar services. List the most recent first. References should provide evidence that Contractor meets the minimum qualifications as stated in this RFQ and provides similar services as stated in Attachment 15, Sample Agreement, Exhibit A, Statement of Work.

REFERENCE #

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number

Email Address

Dates of Service Value or Cost of Service

Brief Description of Service Provided

ATTACHMENT 7: PAYEE DATA RECORD, STD 204 & STD 205

A Bidder must complete the Payee Data Record and the Supplement form (as needed), located at the following internet sites:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 8: BIDDER DECLARATION SHEET (GSPD-05-106)

A Bidder must complete the Bidder Declaration, located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

When completing the declaration, if subcontracting is allowable in Exhibit A, Statement of Work, 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.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 9: CALIFORNIA SMALL BUSINESS/MICRO BUSINESS (SB/MB)

CERTIFICATION/APPLICATION

If you are a certified Small Business or Micro Business or have applied for SB/MB certification, submit a copy of your certification/application.

ATTACHMENT 10: DVBE DECLARATIONS, DGS PD 843

A Bidder must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), located at the following internet site (if applicable):

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

ATTACHMENT 11: COMMERCIALLY USEFUL FUNCTION (CUF) CERTIFICATION

The Bidder must complete and submit this form.

Bidder name

Subcontractor Name (submit one form for each SB/DVBE (prime and/or subcontractor(s))

Mark all that apply: ☐ DVBE ☐ Small Business ☐ Micro Business ☐ N/A

All certified small business (SB), micro business (MB), and/or DVBE Contractors, subcontractors or suppliers must meet the commercially useful function requirements under Government Code Section 14837 (for SB), Military and Veterans Code Section 999 (for DVBE), and Title II California Code of Regulations, Section 1896.4 and 1896.62.

Answer questions 1-5 below, as they apply to your company for the goods and/or services being acquired in this solicitation. A California certified SB, MB, or DVBE business must be deemed to perform a Commercially Useful Function (CUF) by meeting ALL of the following CUF requirements for Contract award consideration.

CUF REQUIREMENTS

1 Is responsible for the execution of a distinct element of the resulting Contract. Yes ☐ No ☐

2 Carries out its obligation by actually performing, managing, or supervising the work involved. Yes ☐ No ☐

3 Performs work that is normal for its business services and functions. Yes ☐ No ☐

4 Is responsible, with respect to products, inventories, materials, and supplies required for the Contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment. If this is a SERVICE with NO goods involved, check N/A and go to #5.

Yes ☐ No ☐ or N/A ☐

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

Yes ☐ No ☐

If the answer to any of the five (5) questions is “NO” (except for #4 when marked with “N/A”), may result in your bid being deemed non-responsive.

The Bidder must provide a written statement below detailing the role, services and goods the subcontractor(s) will provide to meet the commercially useful function requirement. If the Bidder is not claiming a SB or DVBE, indicate “Not claiming a preference” in the box below.

Written Statement or Statement of No Claim

At the State’s option prior to award, the Bidder may be required to submit additional written clarifying information.

By signing this form, the undersigned Bidder certifies that the Certified Small Business or DVBE satisfies the Commercially Useful Function requirement, and will provide the role, services, and/or goods stated above.

The Bidder's Authorized Representative or Corporate Officer

Printed Name of Authorized Representative:

Title/Role:

Signature:

Date:

ATTACHMENT 12: TARGET AREA CONTRACT PREFERENCE ACT (STD 830 and DGS/PD 526)

A Bidder must complete the Target Area Contract Preference Act, STD 830 and DGS/PD 526, as applicable, located at the following internet site:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

ATTACHMENT 13: SELLER’S PERMIT

A Bidder must submit a copy of its Seller’s Permit or provide its Seller’s Permit number.

ATTACHMENT 14: CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

A Bidder must complete the California Civil Rights Laws Certification located at the following internet site:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS- ATTACHMENT.ashx https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.ashx https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.ashx

ATTACHMENT 15: SAMPLE AGREEMENT

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this RFQ. Please review it carefully and present any questions in writing to the contact identified for this RFQ.

2. The term of this Agreement is:

Sample

Sample

California Governor’s Office of Emergency Services Contractor (TBD)

Agreement No. A261016830

EXHIBIT A

STATEMENT OF WORK (SOW)

MICROWAVE EQUIPMENT REPAIR SERVICES

1. OBJECTIVE

The California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES” requires TBD, hereinafter referred to as “Contractor”, to provide repair services and technical support for Public Safety Communications (PSC) microwave and radio equipment and parts related to the equipment in accordance with Government Code

(GC)15277.

2. TERM/PERIOD OF PERFORMANCE

A. The “Effective Date” of the Contract is the date of execution of the Contract or the date of approval, whichever is later. This Contract is for a term of twenty-four (24) months commencing on the Effective Date of the Contract. The term of the Contract may be extended by one (1) twelve (12) month option period with an increased amount, no more than $90,000.00 for the additional year, at the original rates evaluated and considered. The Contractor shall not be authorized to deliver or commence the performance of services as described in this SOW until the Agreement has been approved.