State of California – Department of Fish and Wildlife – RFQ-DTD-FY2025-003

STATE OF CALIFORNIA

DEPARTMENT OF FISH AND WILDLIFE – DATA AND TECHNOLOGY DIVISION

Request for Quote For Information Technology Services

DUE DATE

03/03/2026 Responses must be received by the California Department of Fish and Wildlife before 2:00PM on the due date.

RFQ-DTD-FY2025-003

ADD.

DATE

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

02/05/2026

DELIVERY DATE

As Specified

PAGE

SUPPLIER CONTACT:

EMAIL:

SUPPLIER NUMBER:

FOR FURTHER INFORMATION, CONTACT:

Procurement Contact: Libby Davtyan Email: Elizabeth.Davtyan@Wildlife.ca.gov Phone: (916) 508-0467

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: Elizabeth.Davtyan@Wildlife.ca.gov RFQ-DTD-FY2025-003 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), on behalf of the Fish and Game Commission (Commission or FGC). The Commission needs a Contractor to provide videoconferencing services for its Commission meetings throughout the year.

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

Attachment 23: STD. 213 and includes the following Contract exhibits:

Exhibit B: Budget Detail and Payment Provisions Exhibit D: CDFW Additional Provisions Exhibit I: Travel Reimbursement Information Exhibit J: Anticipated Meeting Dates Table of Contents

FGC Videoconferencing Services

REQUIREMENTS

You are invited to review and respond to this Request for Quote for FGC Videoconferencing Services (RFQ-DTD-FY2025-003). 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-FY2025-003 and in section D. Key Action Dates.

I. GENERAL INFORMATION

A. BACKGROUND AND PURPOSE

The Fish and Game Commission (Commission) requires the services of a Contractor to provide audio/visual (AV) support, audio and video production, live webcasting (live streaming via the Internet), and technical support for both in-person and virtual meetings; hosting of online audio and video records; and preparation of online and flash drive archive copies with closed-captioning.

The Commission staff hold at least six (6) commission meetings per year. Meetings may be held in-person at various locations around the State, may include a Zoom Webinar component (hybrid meeting), or may be held fully on Zoom.

The period of performance for this contract is approximately two years with the option for two (2) one (1) year extensions at the contracted price. The current budget allocation to support the services outlined in this document is $212,000.00.

B. AVAILABILITY

The selected contractor must be able to meet the requirements of this RFQ-DTD-FY2025-003 and be ready to begin work by May 15, 2026. 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 May 15, 2026 through May 14, 2028 with the option for the State to extend the term for up to two years with two (2) one (1) year extensions at the rates specified in Attachment 3 Cost Sheet that includes optional costs for optional extensions to the contract. The period of performance must be changed by a written Amendment to the Agreement, if CDFW exercises its option to extend services.

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-FY2025-003.

at 3:00 pm PST

*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

Any Bidder who has issues regarding the Intent to Award shall submit a protest in written format via email to the Procurement Contact identified in the solicitation by the date and time specified in section D. Key Action Dates. Failure to submit a timely, written notice of intent to protest waives Bidder’s right to protest.

These issues will first try to be resolved by the Procurement Contact for the solicitation. If they result in a protest, the protest will be submitted to the California Department of General Services. The Procurement Contact will check the “protest flag” in the FI$Cal system. When the protest flag is checked, the system will put the solicitation on hold. The protest flag will also trigger a protest notification to the Procurement Contact and DGS/PD/DRU.

Bidder is to send the notice of intent to protest to:

Dispute Resolution Unit Department of General Services Procurement Division 707 Third St., 2nd Floor West Sacramento, CA 95605 Dispute Resolution Unit Department of General Services Procurement Division 707 Third St., 2nd Floor West Sacramento, CA 95605

Email: PDProtest@dgs.ca.gov

Copies of the protest are to be sent to the Procurement Contact listed on the first page of this RFQ.

Within 10 calendar days after filing a protest, the protesting Bidder shall file with the Department of General Services a full and complete statement specifying in detail the grounds of the protest and the facts in support thereof. Untimely submission of the complete protest filing waives the Bidder’s right to protest.

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 Elizabeth.Davtyan@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’s 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-FY2025-003

FGC Videoconferencing Services 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-FY2025-003

FGC Videoconferencing Services 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-FY2025-003” to the Procurement Contact identified on the first page of this RFQ. 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-FY2025-003” to the Procurement Contact identified on the first page of this RFQ. 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 Attachment 3, 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. The sales tax rate applied should be based on the rate of the area where the product is to be delivered.

L. RFQ-DTD-FY2025-003 RESPONSE GUIDELINES

This RFQ-DTD-FY2025-003 and the Bidder’s quote in response to this document will be made a part of Contract, P2591007. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Bidder’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: Bidder to label as Attachment 2 |_| Attachment 3, Cost Worksheet: Bidder must complete the cost worksheet that identifies total cost per transaction as described in the Scope of Work |_| Attachment 4, Minimum and Desired Experience and Qualifications Worksheet |_| Project Personnel - Bidder to list all personnel who will be working on the project and their titles: Bidder to label as Attachment 5 |_| Resume of Proposer and Sub-Contractor staff (if applicable): Bidder to label as Attachment 6 |_| Attachment 7, Customer Experience References:

The Bidder must submit a minimum of three (3) references to validate experience providing videoconferencing services for projects with similar scope, schedule and resources to this project.

|_| Statement of Qualifications – provide a summary of qualifications of Bidder’s firm and any Subcontractor’s relevant to the Scope of Work for this project: Bidder to label as Attachment 8 |_| Work Sample: Bidder to label as Attachment 9. Provide a link to a website/file sharing site with

|_| Archiving Description: Bidder to label as Attachment 10. Describe the Bidder’s server storage

|_| List of subcontractors (if applicable): Bidder to label as Attachment 11 |_| Seller Permit Information (if applicable): Bidder to label as Attachment 12 |_| Darfur Contracting Act Certification: Bidder to label as Attachment 13 |_| Bidder Declaration Form (GSPD-05-105): Bidder to label as Attachment 14 |_| Disabled Veteran Enterprise Declarations (STD. 843) (if applicable): Bidder to label as Attachment |_| Proof of Certified Small Business or Disabled Veterans Business Enterprise (SB/DVBE) (if applicable): Bidder to label as Attachment 16 |_| Secretary of State Certification (if applicable): Bidder to label as Attachment 17 |_| TACPA Preference Package (for contracts that exceed $100,000)*: Bidder to label as Attachment 18 |_| Attachment 19, California Civil Rights Laws Certification (for all acquisitions that exceed $100,000) |_| Attachment 20, Bidding Preferences and Incentives |_| Payee Data Record (STD. 204): Bidder to label as Attachment 21 |_| Attachment 22, Confidentiality Statement:

|_| Signed STD. 213: Bidder to label as Attachment 23 *If you qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100,000.

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.

(IT Non-Cloud General Provisions) The contract awarded as a result of this solicitation shall automatically incorporate by reference the General Services Procurement Division – Information Technology General Provisions (Non-Cloud Goods and Services) – GSPD-ITGP (Non-Cloud), Rev. 02/20/2025, which can be found at the following URL:

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

(IT Cloud General Provisions) The contract awarded as a result of this solicitation shall automatically incorporate by reference the General Services Procurement Division – Information Technology General Provisions (Cloud Computing Services) – GSPD-ITGP (Cloud), Rev. 02/20/2025, which can be found at the following URL:

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.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:

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).

The Darfur Contracting Act form can be located at:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

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.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM REQUIREMENTS AND DVBE INCENTIVE:

For the purposes of this solicitation, the Disabled Veteran Business Enterprises (DVBE) participation requirement has been waived.

This solicitation provides an incentive for DVBE participation.

In accordance with Military and Veterans Code §999.5(a), an incentive will be given to all Bidders who exceed the three percent (3%) DVBE mandatory participation. For Contract award evaluation purposes only, the State shall apply the incentive amount based on the amount of DVBE participation obtained above the three percent (3%) requirement. The incentive is only given to those Bidders who are responsive to the DVBE program requirement and propose DVBE participation in the resulting Contract that exceeds the mandatory three percent (3%) requirement. If the Bidder is claiming a DVBE incentive, the Bidder must complete the Bidder Declaration GSPD-05-105 form (Attachment 14), the DVBE Declaration (STD 843) (Attachment 15) for each DVBE, and Bidding Preferences and Incentives (Attachment 20) if applicable, and submit with their Final bid. If the Bidder is not using subcontractors, the Bidder is still required to complete Attachment 14 Bidder Declaration GSPD-05-105 form, answering the applicable questions on the form and submit with final bid.

SMALL BUSINESS PREFERENCE:

§14835 et seq. of the California Government Code requires that a five percent (5%) preference be given to Bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business, or qualifying non-small business, are contained in Title 2, California Code of Regulations, §1896 et seq. The definition of nonprofit veteran service agencies qualifying as a small business is contained in §999.50 et seq. of the Military and Veterans Code. Bidders must mark the appropriate box on the first page of this RFQ indicating whether or not they are claiming the Small Business Preference and complete the Bidder Declaration GSPD-05-105.

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the quote due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

More information regarding the Small Business Preference may be found at:

Apply For or Re-apply as Small Business, Disabled Veteran Business Enterprise

NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE:

A five percent (5%) proposal preference is available to Bidders who qualify as a non-small business claiming at least 25 percent (25%) California-certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the Bidder’s response must include a list of the small businesses with which the firm commits to subcontract in an amount of at least 25 percent (25%) of the net proposal price with one (1) or more California-certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code §14838(b)(1)(2).

Bidders claiming the five percent (5%) preference must commit to subcontract at least 25 percent (25%) of the net proposal price with one (1) or more California-certified small businesses.

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5 p.m. on the quote due date, and the OSDS must be able to approve the application as submitted. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

The preference to a non-small business firm that commits to small business or microbusiness subcontractor participation of 25 percent (25%) of its net proposal price shall be five percent (5%) of either the lowest responsive, responsible firm’s price. A non-small business, which qualifies for this preference, may not take an award away from a certified small business.

If claiming a small business preference or using small business subcontractors, the Bidder must complete and submit GSPD-05-105 Bidder Declaration. If Bidder is not using subcontractors, complete the Bidder Declaration answering the applicable questions and return with the final proposal.

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 Subchapter 8 - Office of Small Business Procurement and Contracts | State Regulations | US Law | LII / Legal Information Institute

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.

Online Business Services | California Secretary of State

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)

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:

Bidders 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 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 as outlined below.

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 four sub-sections and criteria will be reviewed by the State’s evaluation team.

Phase I

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

2. Minimum Qualifications Evaluation Criteria (Pass/Fail) Only bids that have passed the Administrative Requirements evaluation will be evaluated on the Minimum Qualifications (MQ’s) criteria. Bidders who do not meet all the MQ’s will receive a “Fail” and will not move on in the evaluation process.

Value Effective Criteria: Minimum Qualifications Review

a. AV Production

b. Live webcasting services

c. Technical support and troubleshooting

d. Audio and visual presentation support to staff, Commission members and the public

e. “Help Desk” service to viewers of the live webcast and/or archives

f. Web/video documentation of all meetings

g. Virtual meeting services using the Zoom Webinar platform

a. AV Production

b. Live webcasting services

c. Technical support and troubleshooting

d. Audio and visual presentation support to staff, Commission members and the public

e. “Help Desk” service to viewers of the live webcast and/or archives

f. Web/video documentation of all meetings

a. AV Production

b. Live webcasting services

c. Technical support and troubleshooting

d. Audio and visual presentation support to staff, Commission members and the public

e. “Help Desk” service to viewers of the live webcast

f. Virtual meeting services using the Zoom Webinar platform

3. Technical Requirements Evaluation Criteria (80 points) Only bids that have passed the MQ’s evaluation will be evaluated on the Technical Criteria. Bidders must receive a minimum of fifty-six (56) points on the Technical Criteria evaluation to move on to Step 4 – Cost.

4. Cost (53 Points) After the Technical Criteria has been evaluated, only those bids meeting all the Minimum Qualifications and receiving at least fifty-six (56) points on the Technical Criteria will move on to Step 4. The cost for this RFQ is weighted at 40% of the total points available. The Bidder 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

Value Effective Criteria

Administrative Criteria:

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

ii. Minimum Qualifications (Pass/Fail) The minimum qualifications criteria will be scored pass/fail.

iii. Technical (80 points) The technical evaluation criteria will be scored individually using the point scale as outlined in Step 3 of the technical criteria section. The evaluation team will abide by the following scoring methodology.

iv. Cost (53 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 (53 points), 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…