RFQ-DTD-FY2024-002.docx

State of California – Department of Fish and Wildlife – RFQ-DTD-FY2024-002

STATE OF CALIFORNIA

DEPARTMENT OF FISH AND WILDLIFE – DATA AND TECHNOLOGY DIVISION

Request for Quote For Information Technology Services

DUE DATE

11/14/2024 Responses must be received by the California Department of Fish and Wildlife before 2:00PM on the due date.

RFQ-DTD-FY2024-002

ADD.

DATE

5897TANT: Read attached General Provisions carefully before bidding. AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTINED IN S

10/31/2024

DELIVERY DATE

As Specified

PAGE

SUPPLIER CONTACT:

EMAIL:

SUPPLIER NUMBER:

FOR FURTHER INFORMATION, CONTACT:

Procurement Contact: Edward Drennan Email: Edward.Drennan@Wildlife.ca.gov Phone: (916) 508-0197

ARE YOU CLAIMING PREFERENCE

AS A CALIFORNIA CERTIFIED SMALL BUSINESS?

YES NO

IF YES, MANUFACTURER?

YES NO

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

YES NO

NAME (PRINT)

TITLE

Return Quote To:

Email: ITProcurement@Wildlife.ca.gov RFQ-DTD-FY2024-002 in the subject line

OR

California Department of Fish and Wildlife ATTN: IT Procurement 1700 9th Street, Third Floor Sacramento, CA 95811

SECTION 14835 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS OR BIDDERS WHO QUALIFY AS A NON-SMALL BUSINESS CLAIMING AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION. FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS, SECTION 1896, ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

SIGNATURE DATE

TELEPHONE NUMBER FAX NUMBER

FEDERAL EMPLOYER IDENTIFICATION NUMBER

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

SCOPE

This solicitation is being conducted by the State of California, Department of Fish and Wildlife (CDFW), Data and Technology Division (DTD). The purpose of this Request for Quote for Information Technology (IT) Services is to provide DNN Website Conversion services.

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

1. Sample STD. 213 is separately attached.

Table of Contents

REQUIREMENTS

You are invited to review and respond to this Request for Quote for IT Services RFQ-DTD-FY2024-002. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Scope of Work (SOW). Please read the enclosed document carefully.

Quotes must be received no later than the date and time specified on the face of the RFQ-DTD-FY2024-002 and in Section D. Key Action Dates.

I. GENERAL INFORMATION

A. BACKGROUND AND PURPOSE

The California Department of Fish and Wildlife (CDFW) Data and Technology Division (DTD) seeks to contract with a vendor who has DNN experience converting websites from DNN Evoq Basic to the DNN Platform (open source) version. CDFW has five websites presented in four licensed instances of DNN Evoq Basic with over 32 thousand instances of the Evoq “HTML Pro” module on over 2,900 pages. CDFW wishes to have these websites converted to the DNN Platform version and replace all instances of the Evoq “HTML Pro” module with the Mandeeps “Live HTML” module. The vendor will be required to assess the current DNN websites, develop a conversion plan, and execute the conversion.

The period of performance for this contract is approximately six (6) months. The current budget allocation to support the services outlined in this document is $90,000.00.

B. AVAILABILITY

The selected contractor must be able to meet the requirements of this RFQ-DTD-FY2024-002 and be ready to begin work by December 02, 2024. 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 employees who meet the minimum qualifications as stated within this RFQ. All replacement personnel are subject to approval by the State.

C. PERIOD OF PERFORMANCE

The term of this Agreement begins once the contract is fully executed, anticipated December 02, 2024, through May 31, 2025.

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

D. 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-DTD-FY2024-002.

*These Key Action Dates are subject to change, depending on the length of time taken for the evaluation process. Only active participants will be notified of such date changes.

E. PROTESTS

No protest is allowed per GC section 14838.5 (a).

F. RESPONSIVE BIDDER

A supplier provides a bid response that is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract. A deviation is material if the Bidder’s response is not in substantial accord with the solicitation requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity, or quality of items bid[footnoteRef:1], amount paid to the supplier, or on the cost to the State. Material deviations cannot be waived. [1: The word "bid" as used throughout is intended to mean “quote” "proposed," "propose" or "proposal" as appropriate.]

G. RESPONSIBLE BIDDER

A supplier who is responsible and submits a responsive quote is one who clearly indicates compliance without material deviation from the solicitation’s terms and conditions and who possesses the experience, facilities, reputation, and financial resources existing at the time of contract award.

H. BID SUBMISSION INSTRUCTIONS

This document is intended to assist bidders with standard instructions to whom and where to submit a bid. The Department of Fish and Wildlife, Data and Technology Division makes no guarantee that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any submission requirements. If there is a question regarding how to submit a bid, please contact the Procurement Contact listed on the first page of the solicitation document.

1. Proposals should provide straightforward and concise descriptions of the bidder’s ability to satisfy the requirements of this RFQ. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

2. BID SUBMISSION

Responses must be submitted by the due date and time identified on the first page of this RFQ and in Section D, Key Action Dates. Proposals received after this date and time will not be considered. If there is a question regarding how to submit a bid, please contact the Procurement Contact listed on the first page of the solicitation document.

3. SUBMISSION INSTRUCTIONS

a. Approved Submission Methods

· Emailed Quotes: Quotes submitted via email must be submitted to ITProcurement@Wildlife.ca.gov by the date and time specified on page one of this RFQ. The email must be clearly marked with the RFQ number and title, and your firm name to the Procurement Contact identified on the first page of this RFQ.

Cost Proposal The cost proposal must be sent as a separate attachment labeled “Cost”.

Administrative and Technical Proposal The Administrative and Technical proposals must be submitted as one attachment or ZIP file and labeled “Administrative and Technical”.

· U.S. Postal Service Deliveries: Quotes submitted via U.S. Postal Service must be submitted under sealed cover and sent to the California Department of Fish and Wildlife, Data and Technology Division, by the date and time specified on page one of this RFQ.

Cost Proposal The cost proposal must be sealed in its own envelope and clearly labeled as “Cost”.

Administrative and Technical Proposal The Administrative and Technical proposals must be submitted together in a sealed envelope and clearly labeled as “Administrative and Technical”

The proposal envelopes must be plainly marked with the RFQ number and title, your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

California Department of Fish and Wildlife Attention: IT Procurement

RFQ-DTD-FY2024-002

DNN Website Conversion Sealed Cost Proposal – DO NOT OPEN

Mail proposals to the following address:

California Department of Fish and Wildlife Data and Technology Division – IT Procurement P.O. Box 944209 Sacramento, CA 94244-2090

· Courier, Delivery Service (UPS, FedEx, etc.) and Hand Deliveries: Quotes submitted via Courier, Delivery Services, or Hand Delivered must be submitted under sealed cover and set to the California Department of Fish and Wildlife, Data and Technology Division, by the date and time specified on page one of this RFQ.

Cost Proposal The cost proposal must be sealed in its own envelope and clearly labeled as “Cost”.

Administrative and Technical Proposal The Administrative and Technical proposals must be submitted together in a sealed envelope and clearly labeled as “Administrative and Technical”

The proposal envelopes must be plainly marked with the RFQ number and title, your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

California Department of Fish and Wildlife Attention: IT Procurement

RFQ-DTD-FY2024-002

DNN Website Conversion Sealed Cost Proposal – DO NOT OPEN

Mail or deliver proposals to the following address:

California Department of Fish and Wildlife Data and Technology Division – IT Procurement 1700 9th Street Third Floor Sacramento, CA 95811

b. Excluded Submission Methods

· Facsimile (Fax) will not be accepted.

4. Proposals not marked as indicated may be rejected and returned to the proposer.

5. Proposer Warning for Deliveries: CDFW’s internal processing of U.S. mail may add up to 48 hours to the delivery time. If you choose hand delivery, allow sufficient time to locate parking and for visitor security procedures. You will need to provide the security personnel with the name and telephone number of the person to whom the package is to be delivered. Security personnel will not accept delivery. Security will only notify the appropriate staff to accept the delivery.

6. All proposals shall include the documents identified as required in Section M, Response Content. Proposals not including the required documents shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

I. QUESTIONS REGARDING THE RFQ

Bidders requiring clarification of the intent or content of this RFQ or on procedural matters regarding the competitive RFQ process may request clarification by submitting questions in accordance with the Key Action Dates, in an email clearly marked “Questions Relating to RFQ-DTD-FY2024-002” to ITProcurement@Wildlife.ca.gov. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the quote due date.

J. REQUEST TO CHANGE REQUIREMENTS OF THE RFQ

Bidders may request changes to the requirements of the RFQ if the Bidder believes that one or more of the RFQ requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder in proposing less costly or alternate solutions. The Bidder shall submit recommended change(s) and facts substantiating the recommended change by the date(s) identified in Section D, Key Action Dates, in an email clearly marked “Request to Change Requirements of the RFQ-DTD-FY2024-002” to ITProcurement@Wildlife.ca.gov. If the State accepts the recommended changes, an addendum will be issued to reflect the change to the RFQ requirements. No request for changes will be accepted other than in writing per the instructions above.

K. PRICES

Prices noted on Exhibit B, Cost Worksheet shall be all inclusive. Only the prices/charges submitted in the quote response shall be accepted and included in the awarded contract.

Sales tax if applicable will be included as a separate line of the quote; sales tax will not be used in calculation of lowest bid. If awarded this quote, sales tax should be added as a separate line item in the cost worksheet. The sales tax rate applied should be based on the rate of the area where the product is to be delivered.

L. RFQ-DTD-FY2024-002 RESPONSE GUIDELINES

This RFQ-DTD-FY2024-002 and the Contractor’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 Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Scope of Work.

M. RESPONSE CONTENT

The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award:

|_| Attachment 1, Cover Sheet: Bidder must complete and attach the cover sheet included in this

RFQ

|_| Signed RFQ solicitation document |_| Exhibit B, Cost Worksheet: Bidder must complete the cost worksheet that identifies total cost per transaction as described in the Scope of Work |_| Statement of Qualifications |_| Statement of Approach |_| Seller Permit Information (if applicable) |_| Darfur Contracting Act Certification |_| Bidder Declaration Form (GSPD-05-105) |_| Disabled Veteran Enterprise Declarations (STD. 843) (if applicable) |_| Proof of Certified Small Business or Disabled Veterans Business Enterprise (SB/DVBE |_| Secretary of State Certification (if applicable) |_| Payee Data Record (STD. 204) |_| Attachment 13, Confidentiality Statement:

|_| Generative AI Worksheet (STD. 1000) |_| Signed STD. 213 Failure to return any of these items with your quote response may result in your quote being considered non-responsive.

Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the RFQ. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating Bidders in compiling their final quote response. Bidders are encouraged to carefully read the entire RFQ. The need to verify all documentation and responses prior to the submission of final quotes cannot be over emphasized.

BIDDER INSTRUCTIONS:

The Bidder Instructions applicable to this solicitation are located here:

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

GENERAL PROVISIONS:

Bidders are advised that deviations from the State approved Terms and Conditions may be grounds for rejection of their quote.

The contract awarded as a result of this solicitation shall automatically incorporate by reference the GSPD – 401IT, Rev. 9/5/2014 General Provisions – Information Technology, which can be found at the following URL:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/IT/ITGeneralProvisions062122.pdf

PROHIBITION ON TAX DELINQUENTS BIDDING:

Public Contract Code section 10295.4 provides that a state agency shall not enter into any contract for goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. This section applies to contracts executed on or after July 1, 2012. The Franchise Tax Board (FTB) and the California Department of Tax and Fee Administration (CDTFA) will post and periodically update lists of the 500 largest tax delinquencies on their websites as required by law. Starting on July 1, 2012 prior to executing contracts state agencies must check the FTB and CDTFA lists to ensure the proposed awardee/vendor is not on either list. If the proposed awardee is on either list, the bid may be considered non-responsive.

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

CALIFORNIA SELLER’S PERMIT:

This RFQ is subject to all requirements set forth in §6452, §6487, §7101 and §18510 of the Revenue and Taxation Code, and §10295 of the Public Contract Code, requiring Bidders (if providing tangible goods) to provide a copy of their retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates issued by the State of California Department of Tax and Fee Administration. For more information on seller’s permit or certification of registration, refer to the following link:

https://www.cdtfa.ca.gov/services/permits-licenses.htm

DARFUR CONTRACTING ACT CERTIFICATION

Effective January 1, 2009, all Invitations for Bid (IFB) or Requests for Proposals (RFP) for goods or services must address the requirements of the Darfur Contracting Act of 2008 (Act). (Public Contract Code sections 10475, et seq.; Stats. 2008, Ch. 272). The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code section 10475.

A scrutinized company is a company doing business in Sudan as defined in Public Contract Code section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for a contract with a State agency for goods or services. (Public Contract Code section 10477(a)).

Therefore, Public Contract Code section 10478 (a) requires a company that currently has (or within the previous three years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company when it submits a bid or proposal to a State agency. (See #1 on the Attachment).

A scrutinized company may still, however, submit a bid or proposal for a contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code section 10477(b).

DECLARATION FORMS

1. BIDDER DECLARATION (GSPD-05-105)

All Bidders must complete the Bidder Declaration form and include it with the bid response. When completing the declaration, Bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded an Agreement 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 Agreement. The Bidder Declaration (GSPD-05-105) form can be located at:

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

2. DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS (STD 843)

Bidders who have been certified by the State of California as a DVBE (or who are bidding rental equipment and have obtained the participation of Subcontractors certified by the State of California as a DVBE) must also submit a completed Disabled Veteran Business Enterprise Declaration form. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed form should be included with the bid response. The Disabled Veteran Business Enterprise Declarations (STD 843) can be located at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf At the State’s option prior to award, Bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for quote rejection.

SMALL BUSINESS REGULATIONS:

The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals can be viewed at http://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

COMMERCIALLY USEFUL FUNCTION:

A contractor, subcontractor, or supplier will not be considered to perform a commercially useful function if the contractor’s, subcontractor(s), or supplier’s role is limited to that of an extra participant in the transaction, the awarded contract, or project through which funds are passed to obtain the appearance of small business or micro business participation.

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 commercially useful function (CUF) in the resulting contract. CUF is defined pursuant to Military and Veterans Code §999(b)(5)(B) and Government Code §14837(d)(4)(A) for the DVBE and small business programs, respectively.

Bidders claiming one (1) or more of the socio-economic programs must complete and submit as part of the quote GSPD-05-105 Bidder Declaration, available at: https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

If Bidder is not using subcontractors, complete the Bidder Declaration answering the applicable questions and return with the quote. Bidder(s) may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information as specified may be grounds for quote rejection.

SECRETARY OF STATE CERTIFICATION:

If required by law, the prime contractor must submit a certificate of status from the California Secretary of State, showing that the prime contractor is certified with the California Secretary of State to do business in the State of California. If the Bidder does not currently have this certification, the firm must be certified before a contract award can be made and must provide information in their quote to support the status of its application to be certified to do business in the State of California.

Domestic and foreign corporations, Limited Liability Companies (LLCs), Limited Liability Partnerships (LLPs) and Limited Partnerships (LPs) must be registered with the California Secretary of State to be awarded the contract. The California Secretary of State Certificate of Status must be included with the quote.

https://www.sos.ca.gov/business-programs/business-entities

TARGET AREA CONTRACT PREFERENCE ACT (TACPA):

TACPA will be granted to California-based firms in accordance with Government Code §4530 whenever contracts for goods or services are in excess of $100,000 and the Bidder meets certain requirements as defined in the California Administrative Code (Title 2, §1896.30 et seq.) regarding labor needed to produce the goods or provide the services being procured. The TACPA is optional on the part of the Bidder (not mandatory), is for proposal evaluation purposes only, and does not alter the amount of the awarded Contract.

Bidders wishing to take advantage of this preference will need to review the website below and submit the appropriate response forms in quote response.

The required applications/forms are as follows:

· TACPA (STD. 830)

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

· Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 526) https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference

PAYEE DATA RECORD:

The Payee Data Record (STD. 204) indicates the Bidder is subject to state income tax withholdings pursuant to California Revenue and Taxation Code §18662.

Bidders must complete a Payee Data Record and submit it with their quote. The Bidder must provide the company’s Federal Employer Identification Number (Business IRS Number) with their final proposal submission on this form. The form can be located at the following website: http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

CHANGE ORDERS:

Any Contract resulting from this quote may be amended, modified, or terminated at any time by mutual agreement of the parties in writing. Changes amending, modifying or terminating the Contract, including any modifications of the compensation payable, may be issued only by the State Procurement Contact. All such change orders shall be in writing and issued only upon written concurrence of the supplier. Termination, as that term is used in this section, does not include termination for default of the supplier.

CONTRACT FORMATION:

Bidder’s must return a signed copy of the STD. 213 contract.

· In Section 1, please insert Contractor/Business Name.

· In Section 4, please complete the Contractor section.

II. EVALUATION INFORMATION

A. EVALUATION PROCESS

Responses to this RFQ will first be reviewed for responsiveness to all requirements of Exhibit A and Exhibit B and all required attachments. If a response is missing information required in any attachment it may be deemed not responsive.

Responsive offers will be scored on a value effective methodology criterion. Further review is subject to DTD’s discretion.

B. EVALUATION CRITERIA

The overall responsiveness of each RFQ response is based on the complete response from the bidder to the RFQ requirements, including the Scope of Work for the project. The following three sub-sections and criteria will be reviewed by the State’s evaluation team.

Phase 1

1. Administrative Requirements Evaluation Criteria (Pass/Fail) Responses are reviewed to ensure the submitted offer contains all administrative sections required and listed in. The Contractor will receive a Pass/Fail for this part of the evaluation. A Fail shall prevent the Contractor from moving on in the evaluation process.

2. Technical Requirements Evaluation Criteria Evaluation of Minimum Qualifications (MQ’s). Contractors who do not meet MQ’s will receive Fail and will not move on in the evaluation process.

Offers are scored against Technical and Administrative RFQ requirements, using value effective criteria, resulting in a Preliminary Technical and Administrative score.

Value Effective Criteria

Administrative Criteria:

Technical Review (60 Points Max) The Technical Review will be evaluated using Response to Exhibit A. Statement of Work (SOW).

60 points max

Cost (40 Points Max) Lowest cost proposal will receive full cost points and each proposal with higher cost will receive a percentage of total points 0-40

3. Cost The cost for this RFQ is weighted at 40% of the total points available. The contractor will be evaluated on the total extended cost for both the contracted term and including any optional extension years.

C. SCORING

Phase II This phase consists of opening and evaluating the cost proposals.

The email attachments or sealed envelopes containing the proposal price and cost information for the proposals that meet the format requirements and standards shall then be opened.

1. Scoring

i. Administrative (Pass/Fail) The administrative evaluation criteria will be scored pass/fail.

ii. Technical (60 points) The technical evaluation criteria will be scored on a scale of 0 through 60, with 0 being “does not meet the requirement” and 60 being “exceeds the requirement”.

iii. Cost (40 points) 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 (40), as shown in the calculation below:

Lowest Total Cost Bid X Total cost points available Bidder Total Cost

Example: To help illustrate this process, refer to the 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.

Cost Points Awarded

$150,000.00

$140,072.00

$133,000.00

1. Final Scoring Methodology

In this case, the highest scored proposal from Bidder B would be the intended awardee.

EXHIBIT A – SCOPE OF WORK

1. Introduction of Services The Contractor agrees to provide DNN Website Conversion services to the California Department of Fish and Wildlife (CDFW) in accordance with the specifications, terms, and conditions contained herein.

2. Location of Services The services will be performed at the contractor’s business location. The location will be determined once a contractor is selected.

3. Service Schedule The services will be provided between standard business hours, except on holidays. The Contractor will be required to obtain agreement, in writing, from the CDFW Contract Manager for any changes to the service schedule.

4. Project Officials

3rd Floor Sacramento, CA 95811

City, State, Zip

3rd Floor Sacramento, CA 95811 Address:

Email:

Either party may make changes to the Project Officials by giving written notice to the other party. Said changes will not require an amendment to this Agreement.

5. Scope of Work

I. Background and Objectives CDFW is responsible for providing five public websites:

These websites are the primary gateway for the citizens of California to access information and services provided by CDFW and the associated organizations it supports.

All five sites are published via four instances of DNN Evoq Basic, version 9.13.3 (WCB and FGC share an instance). All instances utilize the latest version of core DNN extensions along with several of the Mandeeps DNN modules (Ultimate Enterprise version) All five sites are hosted on two Microsoft Window 2019 IIS web servers and their databases and log databases are located on one shared SQL server. All Servers are virtualized running in our VMware environment.

The primary objectives of this contract will be to convert all five websites from the DNN Evoq version to the DNN Platform (open source) version and replace all instances of the Evoq “HTML Pro” module within all pages with the Mandeeps “Live HTML” module.

II. Requirements

· Convert the five websites from the DNN Evoq Basic software to the latest version of DNN Platform (open source) version by March 31, 2025.

· Replace all instances of the Evoq “HTML Pro” module within all pages with the Mandeeps “Live HTML” module (CDFW’s “Ultimate Collection – Enterprise” license) by March 31, 2025.

· Provide project planning, scheduling, testing and execution while coordinating with CDFW staff throughout the term of the contract.

· Provide knowledge transfer to key CDFW staff on how to manage and support the new DNN Platform version

· Troubleshoot and resolve any conversion or performance issues as related to the scope of this project.

III. Work to be Performed The Contractor will provide the following services:

Description: After the initial project kick-off meeting, the vendor will create the project management plan (approach, roles, responsibilities, milestones/schedule, risks, communication).

Deliverables: Project Management Plan/Schedule

Description: Prepare status meetings and/or reports to facilitate meeting project plan objectives.

Deliverables: Status meetings and reports as needed to meet plan objectives/dates.

Description: Websites are successfully operational and available. Content editors and system administrators can readily implement changes as needed.

Deliverable: Web content successfully provided to the public.

Description: Websites are successfully operational and available. Content editors and system administrators can readily implement changes as needed.

Deliverable: Web content successfully provided to the public.

Description: Websites are successfully operational and available. Content editors and system administrators can readily implement changes as needed.

Deliverable: Web content successfully provided to the public.

Description: Websites are successfully operational and available. Content editors and system administrators can readily implement changes as needed.

Deliverable: Web content successfully provided to the public.

Description: Websites are successfully operational and available. Content editors and system administrators can readily implement changes as needed.

Deliverable: Web content successfully provided to the public.

Description: Provide knowledge transfer to the CDFW Web Team on how to manage and support the new DNN Platform version once all websites are converted.

Deliverable: Team training, Q&A, project documentation.

Description: Provide a closeout meeting with project team and key stakeholders/personnel.

Deliverable: Lessons learned and closeout report.

6. Acceptance Criteria It shall be in the State’s sole determination as to whether the work identified in this Contract has been successfully completed and acceptable to the State.

7. Travel It is not anticipated that the Vendor will be required to travel. However, if project travel outside of the Sacramento area is required, the following provisions apply:

I. Vendor travel expenses will not exceed the current State of California Reimbursement Rates. https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx II. All travel by Vendor must be approved by CDFW prior to commencing.

III. All travel expenses are incurred within the total funding authorized.

8. Vendor Qualifications For consideration, the Vendor is required to meet all of the following minimum qualifications.

Minimum Qualifications (MQs):

Can demonstrate 5+ years of extensive experience with DNN software deployment and administration.

Can demonstrate 5+ years of extensive experience with DNN website development.

Can demonstrate prior successful conversion of sites from DNN Evoq to DNN Platform software.

Additional Desired Experience and Qualifications (DQs):

Can demonstrate extensive experience with Mandeeps DNN Extensions configuration.

Can demonstrate extensive experience working with customers in the government sector.

9. Response to Statement of Work

· A high-level overview of services to be provided, titled “Statement of Approach” detailing how the vendor will approach completing the services requested within Exhibit A (not to exceed 3 pages).

· A high-level overview of the vendor's qualifications and experience titled “Statement of Qualifications” demonstrating how they meet the Proposed Minimum Qualifications (MQs) and Desired Experience and Qualifications (DQs).

10. State Responsibilities CDFW will provide the following:

· CDFW shall be responsible for oversight of development and control support activities, ensuring compliance with the California Department of Technology (CDT) standards, stakeholder management, budgetary approvals, contract management, and procurement, as applicable.

· CDFW shall review all Vendor work submitted to the CDFW for completeness, accuracy, and adherence to standards.

· CDFW shall ensure project team personnel are available for assistance as required by the Vendor.

11. State Holiday Schedule 2024-25 Holiday Schedule

12. Insurance Requirements The Contractor will be required to maintain the following insurance coverage throughout the duration of this agreement and must supply proof of coverage upon request by CDFW.

I. Commercial General Liability (limits not less than $1,000,000 per occurrence with a $2,000,000 annual policy aggregate)

II. Automobile Liability (limits not less than $1,000,000 combined single limit per accident)

III. Professional Liability (limits not less than $1,000,000 per occurrence and $3,000,000 policy aggregate)

IV. Workers Compensation and Employers Liability (limits of $1,000,000 are required. The waiver of subrogation endorsement must also be provided).

The above policies must each be endorsed to include “the State of California, its officers, agents and employees as additional insured but only with respect to work performed under the Contract”.

13. Contract Term The term of this agreement begins once the contract is fully executed (December 02, 2024, for the duration of 6 months, through May 31, 2025).

14. Contract Cancellation This agreement may be cancelled or terminated by CDFW without cause upon thirty (30) calendar days with advance written notice to the Vendor. Such notification shall state the effective date of termination or cancellation and include any final performance, payment, or invoicing requirements.

Exhibit B – Cost Worksheet The vendor must provide a competitive cost breakdown in the format illustrated below. DTD is expecting Vendor to submit their lowest rates possible.

This is a deliverable based contract. Payable deliverables are listed below, all tasks and work that goes into the production of each deliverable is included in the cost of the deliverable.

Exhibit C – Budget Detail and Payment Provisions

1. Invoicing and Payment I. For services satisfactorily rendered, and upon receipt and approval of the invoice(s), the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein.

II. Vendor invoices shall not be submitted more frequently than monthly to CDFW, which properly details all charges, expenses, direct and indirect costs. Invoices must be submitted to:

III. The invoice must contain the following information:

i. The word “Invoice” in a prominent location at the top of the page(s)

ii. Printed name of the Contractor

iii. Business address of the Contractor including P.O. Box, City, State, and Zip Code

iv. Name of the CDFW Region/Division being billed (see section 1.II. above)

v. The date of the invoice and the time period covered

vi. The agreement number upon which the claim is based

vii. An itemized account of the services for which the CDFW is being billed. Include all of the following:

a. The time period covered by the invoice, i.e., the term “from” and “to”

b. A description of the services performed

c. The method of computing the amount due based on a line item budget/cost reimbursement method. Payments will be made by the State to the Contractor, in arrears, upon receipt of an itemized invoice showing the time period covered and the work items accomplished. The invoice must be itemized using the categories and following the format of the attached budget.

d. The total amount due. This should be in a prominent location in the lower right-hand portion of the last page and clearly distinguished from other figures or computations appearing on the invoice; the total amount due must include all costs incurred by the Contractor under the terms of this agreement; and

e. The original or verified electronic signature of the Contractor (not required of established firms or entities using preprinted letterhead invoices) Any invoices submitted without the above referenced information may be returned to Vendor for revision(s)

2. Budget Contingency Clause I. It is mutually agreed that if the California State Budget Act for the current fiscal year and/or any subsequent fiscal years covered under this Agreement does not appropriate sufficient funds for the project, 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 Vendor, or to furnish any other considerations under this Agreement and Vendor shall not be obligated to perform any provisions of the Agreement.

II. If funding for purposes of this project is reduced or deleted for any fiscal year by the California State Budget Act, the State shall have the option to either cancel the Agreement with no liability occurring to the State or offer an Agreement amendment to Vendor to reflect the reduced amount.

3. Advance Payments, Assembly Bill 590 I. Advanced payments (not exceeding 25% of contract amount) may be authorized by the State to community based private nonprofit agencies that satisfy the minimum requirements outlined in Government Code 11019.3 (c)(2)(A)(i-viii).

II. The private nonprofit agency must demonstrate status in good standing under Section 501(c)(3) of the Internal Revenue Code, provide supporting documentation, and receive approval from the CDFW Contract Manager.

III. Advanced payment funds must be deposited into a federally insured account in the Contractor’s name that provides the ability to track interest earned and withdrawals. Any accumulated interest will be deemed to be contract money and subject to federal and state laws and regulations.

IV. The Contractor must provide progress reports on the expenditure of advanced funds (no less than quarterly) that include a summary of the work to be completed, proof of expenditure, and other associated information determined by the CDFW Contract Manager.

V. Funding provided as advance payment but not expended within the contract period must be returned to CDFW.

4. Prompt Payment Clause 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.

5. Timely Submission of Final Invoice A final undisputed invoice must be submitted for payment no more than thirty (30) calendar days following the expiration or termination date of this Agreement, unless a later or alternate deadline is agreed to in writing by the Contract Manager. Said invoice should be clearly marked “Final Invoice,” thus indicating that all payment obligations of CDFW under this Agreement have ceased and that no further payments are due or outstanding.

6. Line Item Budget The Contractor will provide CDFW DNN Website Conversion services in accordance with the specifications, terms, and conditions contained herein, at the rates specified in Exhibit B – Cost Worksheet. Rates include all Contractor costs including but not limited to labor, shipping, transportation, taxes, travel, parking and all other expenses necessary under the performance of this contract.

Exhibit D – Work Authorization Sample (Do Not Fill Out) Department of Fish and Wildlife WORK AUTHORIZATION

Project Title

Project/Contract Manager

WA Name:

Author

Objective(s):

Explain objective of task, group of tasks, deliverable or milestone, what is the expected outcome of this Work Authorization Scope of the WA:

Define scope of this Work Authorization Vendor’s Responsibilities:

What work is the vendor specifically responsible for Task(s):

List in detail specific measurable objectives Schedule Dates:

Start Date Estimated Completion Date

Estimated Labor Hours:

Estimated Total Hours and Cost

Completion/Acceptance Criteria:

Complete the tasks as stated in the Task Summary above. All tasks will be subject to review and acceptance by the CDFW Project or Contract Manager. Invoicing will be monthly based upon actual hours (Name of Vendor) will provide weekly (or bi-weekly as mutually agreed by Vendor and CDFW) time sheets to the CDFW Project or Contract Manager. These tasks will be performed in accordance with this Work Authorization and the provisions of contract: Contract # These tasks will be performed in accordance with this Work Authorizations.

(Name of Vendor) Contract Manager CDFW Contract Manager

ATTACHMENT 1 – COVER SHEET

The submission of this quote does not obligate the Department of Fish and Wildlife to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the bidder. When funding is authorized, the bidder will be expected to adhere to the terms of the executed contract.

The undersigned bidder hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions…