City and County of San Francisco Sourcing Event ID #0000012088

Request for Qualifications for Telematics Services

This Solicitation can be viewed on the City’s Supplier Portal.

SOLICITATION SCHEDULE

The anticipated Solicitation Schedule is set forth below. These dates are tentative and subject to change. It is the responsibility of the Proposer to check for any Addenda to this Solicitation or other published pertinent information.

Proposal Phase Tentative Date Request for Qualifications Issued Wednesday September 16, 2026 Pre-Proposal Conference Monday September 28, 2026 10am, PDT

Microsoft Teams Meeting (click here to register) Written Questions Due Date Friday October 2, 2026, 5pm PDT (submit questions here) Proposal Deadline (via email) Friday October 23, 2026 5pm PDT Short-Listing Notification for Demonstrations and Interviews

Week of November 16, 2026

Demonstrations and Interviews Week of December 7, 2026 Notice of Intent to Award Week of January 4, 2027 Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Contract Administrator Amanda Wentworth Contracts & Procurement Manager Office of the City Administrator Email: Amanda.Wentworth@sfgov.org

Pre-Proposal Conference Details The Pre-Proposal Conference will begin at the time specified. Proposers’ representatives are urged to arrive on time. Topics already covered will not be repeated for the benefit of late arrivals. Failure to attend the Pre-Proposal Conference shall not excuse the awarded Proposer from any obligations of a Resulting Contract awarded pursuant to this RFQ. Any change or addition to the requirements contained in this RFQ as a result of the Pre-Proposal Conference will be executed by a written Addendum to this RFQ. It is the responsibility of the Proposer to check for any Addendum to this RFQ or other published pertinent information on the City Partner Website.

Attachments Attachment 1: City’s Contract Terms Attachment 2: Scope of Work Attachment 3: Proposer Questionnaire and References Attachment 4: Written Proposal Template Attachment 5: Price Proposal Template https://sfcitypartner.sfgov.org/pages/index.aspx https://events.gcc.teams.microsoft.com/event/5f7c1501-886d-4717-a5ad-384b60af607a@22d5c2cf-ce3e-443d-9a7f-dfcc0231f73f?source=copyLinkLegacyShareEventDialog https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=z8LVIj7OPUSaf9_MAjH3P890i6ymRB1MnzdLNCCn08lUQUlTNEdGTE9DMjRSSU5JVVQ5NUtLVDlFQy4u mailto:Amanda.Wentworth@sfgov.org https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

P-697 (04-26): RFQ i Sourcing Event #0000012088 Table of Contents Septebmer 16, 2026

Table of Contents

1. Introduction

2. Selection Overview

3. Requested Services

4. Proposal Evaluation Criteria

5. Submission, Questions, Addenda and Contract Terms

6. City’s Social and Ecnonomic Policy Requirements

7. Terms and Conditions for Receipt of Proposals

P-697 (04-26): RFQ 1 Sourcing Event #0000012088 Telematics September 16, 2026

1. INTRODUCTION

1.1 Overview

This Request for Qualifications (“RFQ” or “Solicitation”) is being issued by the City and County of San Francisco’s Central Shops on behalf of San Francisco City Administrator’s Office (collectively “City” or “Department”). The City invites qualified suppliers (“Proposers”) to submit proposals (“Proposal”) for a comprehensive telematics solution. The City shall evaluate Proposals to create a Prequalified List of Proposers (“Prequalified List”). The City may use the Prequalified List, at its sole and absolute discretion, on an as-needed basis.

Proposers prequalified under this RFQ are not guaranteed a contract.

As an initial project, Central Shops intends to select a Proposer for a Pilot Program (“Pilot”) from the Prequalified List for the San Francisco Sheriff’s Department’s (“SFSD”) fleet of 170 mixed-fleet assets (light/medium/heavy duty; Internal Combustion Engine/Alternative Fuel/Electric Vehicle). The Pilot will result in a contract of up to fifteen (15) months and shall have a not to exceed (“NTE”) amount of Eighty Thousand Dollars ($80,000) for the Pilot Contract Term.

If the pilot is deemed successful by City, City may, at its sole discretion, exercise an expansion option to include additional City vehicles, divisions and departments without re-solicitation or re-competition by amending the existing pilot contract subject to Administrative Code 21.4(g) and the corresponding regulation. The City may decide not to move forward with the pilot contract and return to the Prequalified List for alternative telematics solutions, at its sole and absolute discretion. Such amendments and new contracts may include broader fleet categories, additional features, and integrations, subject to availability of funds, mutual agreement and applicable law.

The City shall order goods and/or services covered by the awarded contract(s) through the issuance of individual Purchase Orders and/or Task Orders which shall be released against the awarded contract(s) during the contract term.

1.2 Awarding Departments

Central Shops is the City’s primary fleet maintenance and management division, which serves more than 70 departments and manages approximately 6,000 assets citywide, including acquisition, registration, fueling, maintenance, and optimization initiatives. Central Shops provides these services across multiple facilities, enabling standardized governance, safety, and sustainability practices for all participating departments, including the San Francisco Sheriff’s Department.

The San Francisco Sheriff’s Department (“SFSD”) is a county law enforcement agency responsible for safeguarding the community through the management of county jails and in-custody services, patrol activities in designated jurisdictions, execution of civil processes, and support for emergency response and court operations. These responsibilities

P-697 (04-26): RFQ 2 Sourcing Event #0000012088 require continuous, coordinated use of a diverse vehicle fleet to meet public safety, transportation, and operational demands across the City. Vehicles are maintained and operated with emphases on safe operation, regulatory compliance, environmental stewardship, and incident prevention. This creates a strong foundation for the introduction and scaling of comprehensive telematics capabilities.

2. SELECTION OVERVIEW

The five (5) Proposers that meet the Minimum Qualifications and have the highest total points on their Proposals (including Price Proposal) will be invited to participate in Demonstrations and Oral Interviews. After the Demonstrations and Oral Interviews, the Proposers that have achieved 60% or more on their combined Proposals (including Price Proposal) and Demonstration and Oral Interview scores, shall be added to the Prequalified List and eligible for potential contract negotiations with the City, on an as-needed basis.

2.1 Contracts Awarded from the Prequalified List

A Prequalified List is valid for 2 years, but may be extended for up to 2 additional years if re-opened by City in accordance with Section 21.4 of the San Francisco Administrative Code. Responsive Proposals will be evaluated by a panel (“Evaluation Panel”) consisting of parties with expertise related to goods and/or services being procured through this RFQ. The Evaluation Panel may include staff from various City departments. Proposals will be evaluated based on the criteria outlined herein. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Proposal compliance with Local Business Enterprise (LBE) requirements and assign a rating bonus to Proposal scores. The CMD-adjusted scores (if applicable) will then be tabulated, and Proposers will be ranked starting with the Proposer receiving the highest score, then continuing with the Proposer receiving the second highest score, and so on.

2.1.1 Selection of Contractors from the Prequalified List

Pursuant to Section 21.4 of the San Francisco Administrative Code, City shall select contractors from the Prequalified List for Resulting Contracts pursuant to three options, as described below. Selections must be made prior to List expiration.

(A) City may select the highest available ranked contractor from the Prequalified List (if a ranking was done when the List was created).

(B) City may request quotes or proposals from contractors on the Prequalified List to evaluate which to select. Where applicable, the Department shall apply Chapter 14B LBE Rating Bonuses or Bid Discounts when evaluating quotes and proposals received from the Prequalified List. The request for quotes or proposals may also include an LBE Participation Requirement.

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(C) For Resulting Contracts that are less than the Minimum Competitive Amount in effect when the selections is being made, City may select a contractor from the Prequalified List without any further solicitation. In choosing this option, City shall notify the Prequalified List of its selection. The Notice shall specify the commodities and/or services awarded; their cost; and the selected contractor’s unique qualifications for having been selected without a further solicitation.

2.2 Anticipated Contract Term

Fleet intends to award an initial Pilot Contract pursuant to this RFQ that shall be non-exclusive with an original term of up to fifteen (15) months known as the “Pilot Contract Term.” The City at its sole and absolute discretion, in accordance with the criteria described herein, shall have the option to extend the terms of any contracts awarded pursuant to this RFQ for a total of up to ten (10) years, inclusive of amendments.

2.3 Anticipated Contract Not-to-Exceed Amount

The Pilot Contract awarded, pursuant to this Solicitation, shall have a not to exceed (“NTE”) amount of Eighty Thousand Dollars ($80,000) for the Pilot Contract Term. Should City exercise its options to extend the contract beyond the Pilot Contract Term or enter into any contract with Proposers from the Prequalified List, City may elect to set or increase the NTE based on the Proposer’s RFQ Attachment 5: Price Proposal Template or proportionally based on the term and the number of telematics devices desired.

3. REQUESTED SERVICES

3.1 Attachment 2: Scope of Work

Central Shops is seeking qualified Proposers to provide Proposals for a comprehensive telematics solution. As an initial pilot program, Central Shops is requesting telematics for SFSD’s 170 mixed-fleet assets. Details of the requested service are listed in Attachment 2: Scope of Work.

3.2 Indefinite Quantity, As-Needed Contract(s)

A contract awarded pursuant to this Solicitation will result in a term, indefinite quantities, as-needed contract. There is no guarantee of a minimum amount of goods or services for any of the Proposers selected for contract negotiations or for the awarded Proposer(s). Unless otherwise specified herein, deliveries and services will be required in quantities and at times as ordered during the period of the contract. Estimated quantities, if any, stated in this Solicitation are approximations only. City, in its sole discretion, may purchase any greater or lesser quantity. City may also make purchases of items awarded pursuant to this Solicitation from other suppliers when City determines, in its sole discretion, that it is in the best interest of the City to do so.

3.3 Additional Purchases

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In accordance with Chapter 21 of the San Francisco Administrative Code, the City in its sole discretion may purchase additional goods and/or services under the contract awarded to the selected Proposer pursuant to this solicitation. Such additional items include, but are not limited to, (1) items to replace the items that have been discontinued, modified, or upgraded,

(2) items that are substantially related in nature to the items specified in the Attachment 2:

Scope of Work, or (3) more quantity of the items specified in the Attachment 2: Scope of Work where contracted quantities are fixed.

4. PROPOSAL EVALUATION CRITERIA

The solicitation evaluation process will proceed through multiple phases. The top five

(5) Proposers after the Proposal evaluation phase (including Price Proposals) will advance to the Demonstration and Oral Interview evaluation phase. After the Demonstration and Oral Interview evaluation phase, Proposers whose total scores are at least 60% of the total points, shall be added to the Prequalified List.

Evaluation Phase Maximum Points

Minimum Qualifications Documentation Pass/Fail

Attachment 4: Written Proposal 500

Attachment 5: Price Proposal 30

Total Proposal Points 530

Demo & Oral Interview 100

TOTAL POINTS 630

4.1 Minimum Qualifications Documentation (Pass/Fail)

Proposers must provide documentation with their Proposals that clearly demonstrates each Minimum Qualification (MQ) listed below has been met. Minimum Qualification documentation should be clearly marked as “MQ1,” “MQ2,” etc. to indicate which MQ it supports. Each Proposal will be reviewed for initial determination on whether Proposer meets the MQs referenced in this section. This screening is a pass or fail determination and a Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers prior to rejecting a Proposal for failure to meet the Minimum Qualifications.

MQ # Description

MQ #1 Completed Attachment 3: Proposer Questionnaire and References

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MQ #2 Completed Attachment 4: City’s Written Proposal Template

MQ #3 Completed Attachment 5: City’s Price Proposal Template

MQ #4 Must be currently participating in BAR Continuous Testing Program (CTP)

Provide proof of participation via approval of enrollment application by BAR.

MQ #5 Must be Clean Truck Check (CTC)‑eligible out‑of‑the‑box

Provide proof of credential tester list.

4.2 Proposal (530 Points)

In addition to submitting documents supporting each Minimum Qualification as required by this Solicitation, Proposers shall also submit a complete Proposal consisting of the following:

• All required elements of Attachment 4: Written Proposal Template o Evaluation criteria and point allocations are detailed in Attachment 4.

• All required elements of Attachment 5: Price Proposal Template.

o Price Proposals will be screened for completeness and compliance with

City’s budget requirements.

4.3 Demonstrations and Oral Interviews (100 Points)

The Evaluation Panel will observe Proposer demonstrations and hold interviews with the top five (5) Proposers that have met the Minimum Qualifications and have the highest Proposal scores (including the Price Proposal). Prior to demonstrations and interviews, the City will send a letter to each invited Proposer regarding the format and general rules of the demonstrations/interviews.

The City reserves the right to limit participation in the panel interviews to Proposers’ key/lead team members and to exclude, for example, sub-consultants.

The demonstration and interview evaluation process may include (and be scored based on) a Proposer platform demonstration by the Proposer and interview questions from the Evaluation Panel. Those questions may include and be related to Proposer platform capabilities, and Proposer’s key/lead team members’ qualifications, their work approach, project task descriptions, team organization, and any questions which seek to clarify Proposal components. Proposers may also be scored on follow-up questions if clarification of Proposer’s responses is necessary. The same set of demonstration and interview questions will be used for all Proposers and shall be presented to Proposers at least two weeks prior to the date of interview to allow Proposers sufficient time to prepare their teams. The Evaluation Panel may ask follow-up questions if clarification of Proposer’s responses is

P-697 (04-26): RFQ 6 Sourcing Event #0000012088 necessary. The Evaluation Panel will proceed to evaluate each Proposer based on each Proposer’s demonstration/interview and responses.

5. SUBMISSION, QUESTIONS, ADDENDA AND CONTRACT TERMS

5.1 Proposal Submission Requirements

Proposers must email their Proposal to the Contract Administrator whose name and contact information appear on the cover page of this Solicitation prior to the Proposal submission deadline. Late submissions will not be considered. Each original Proposal received will be screened to ensure that all content required by this Solicitation is included. Partial or complete omission of any required content may disqualify Proposals from further consideration. Failure to adhere to the above requirements may result in the complete rejection of your Proposal.

5.2 Questions

Proposers shall submit any questions regarding this Solicitation via the submission form. Proposers who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted via the submission form no later than Written Questions Due Date. A written Addendum will be executed addressing each question and answer and be posted publicly. It is the responsibility of the Proposer to check for any Addenda and other updates that will be posted on the City’s Supplier Portal.

5.3 Addenda

The City may modify this Solicitation, prior to the Proposal Due Date, by issuing an

Addendum to the Solicitation, which will be posted on the San Francisco Supplier Portal. The Proposer shall be responsible for ensuring that its Proposal reflects any and all Addenda issued by the City prior to the Proposal Due Date regardless of when the Proposal is submitted. Therefore, the City recommends that the Proposer consult the website frequently, including shortly before the Proposal Due Date, to determine if the Proposer has downloaded all Solicitation Addenda. It is the responsibility of the Proposer to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE

ACCEPTANCE BY PROPOSERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND THE PROPOSED CONTRACT TERMS.

5.1 Contract Terms

The successful Proposer will be required to enter into a contract substantially in the form attached hereto as Attachment 1: City’s Contract Terms. If Proposer is unable to https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=z8LVIj7OPUSaf9_MAjH3P890i6ymRB1MnzdLNCCn08lUQUlTNEdGTE9DMjRSSU5JVVQ5NUtLVDlFQy4u https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=z8LVIj7OPUSaf9_MAjH3P890i6ymRB1MnzdLNCCn08lUQUlTNEdGTE9DMjRSSU5JVVQ5NUtLVDlFQy4u https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=z8LVIj7OPUSaf9_MAjH3P890i6ymRB1MnzdLNCCn08lUQUlTNEdGTE9DMjRSSU5JVVQ5NUtLVDlFQy4u https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

P-697 (04-26): RFQ 7 Sourcing Event #0000012088 accept City’s Contract Terms substantially in the form presented, Proposer shall submit a revised copy of City’s Contract Terms within 10 days of the Notice of Intent to Award.

The revised copy of City’s Contract Terms must clearly:

(1) Mark those sections to which it objects;

(2) Set forth Proposer’s alternative terms with respect to each such section; and

(3) Explain the basis for each proposed change.

If a satisfactory contract(s) cannot be negotiated in a reasonable time or if the Contractor does not meet the required performance metrics during the Pilot Contract Term, the City, in its sole discretion, may terminate negotiations or the contract. Upon termination of negotiations or the contract, City may begin negotiations with any Proposer on the Prequalified List and enter a contract without reissuing a solicitation.

6. CITY’S SOCIAL AND ECNONOMIC POLICY REQUIREMENTS

The San Francisco Municipal Code establishes Social and Economic Policy Requirements for firms seeking to do business with the City. These Policy Requirements can be found in Attachment 1: City’s Contract Terms, which Proposers are encouraged to carefully review to ensure they are able to comply.

6.1 Cooperative Agreement

Any other City department, public entity or non-profit made up of multiple public entities, may use the results of this RFQ to select Contractors from the Prequalified List under the same terms and conditions of this RFQ.

6.2 How to Register as City Supplier

The selected Proposer(s), who is not already a compliant City Supplier, must register as a City Supplier prior to entering a Contract.

6.3 Local Business Enterprise (LBE) Program

There shall be no LBE Subcontracting Requirement for any Contract awarded pursuant to this Solicitation because the anticipated Contract NTE amount for the Pilot Contract Term will be less than one half of the Minimum Competitive Amount.

6.3.1 Application of LBE Rating Bonuses

LBE Rating Bonuses shall be applicable at each phase of the RFQ evaluation and selection process, in accordance with the values shown below. LBE Rating Bonuses shall also be applicable when selecting a Contractor from the resulting Prequalified Pool.

6.3.1.1 Commodities

Estimated Contract Value Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier

P-697 (04-26): RFQ 8 Sourcing Event #0000012088

Greater than $20,000 but less than or equal to $400,000.

10% 0%

Greater than $400,000 but less than or equal to $10,000,000.

10% 5% So long as it does not adversely affect a Small or Micro-LBE Proposer’s participation.

6.3.1.2 General and Professional Services

Estimated Contract Value Small/Micro LBEs

Rating Bonus SBA LBEs Rating Bonus

Greater than $20,000 but less than or equal to $400,000.

10% 0%

Greater than $400,000 but less than or equal to $10,000,000.

10% 5% So long as it does not adversely affect a Small or Micro-LBE Proposer’s participation or, for Professional Services, an JV Proposer’s participation.

6.3.1.3 Professional Services by Joint Ventures

Estimated Contract Value Small/Micro LBE

Subcontracting Level Rating Bonus

Greater than $20,000 but less than or equal to $10,000,000.

Equals or exceeds 35%, but less than 40%

5%

Equals or exceeds 40%, but less than 100%

7.5%

100% 10%

If applying for an LBE rating discount as a Joint Venture (JV), the Micro and /or Small-LBE must be an active partner in the JV and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the Proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the JV. The portion of the Micro and/or Small-LBE JV’s work shall be set forth in detail separately from the work to be performed by the non-LBE JV. The Micro and/or Small-LBE JV’s portion of the contract must be assigned a commercially useful function.

P-697 (04-26): RFQ 9 Sourcing Event #0000012088

6.3.2 CMD Compliance Officer

The CMD Compliance Officer (CCO) for this Solicitation and any Contract awarded pursuant to this Solicitation is:

LBE Certification Unit Contract Monitoring Division City and County of San Francisco Email: LBEcert@sfgov.org Website: www.sfgov.org/cmd

6.4 Insurance Requirements

Unless otherwise stated, within ten business days of the receipt of a notice of award of a Contract, the Proposer to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City as required in Attachment 1: City’s Contract Terms. If the Proposer fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, City may, at its option, determine that the Proposer has abandoned its Proposal. The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents.

6.5 Green Purchasing Requirements

In preparation for any Proposal submitted in response to this Solicitation, Proposers are required to review the City Mandatory Green Purchasing Requirements to ensure all goods and services offered to City in response to this Solicitation comply with the City’s Green Purchasing Requirements. In addition, Proposers are encouraged to refer to Attachment 1:

City’s Contract Terms, for additional details related to the Green Purchasing Requirements applicable to any contract awarded pursuant to this Solicitation.

6.6 Cybersecurity Risk Assessment

The following Third-Party Audit Reports can be used to satisfy CCSF’s Cybersecurity Risk Assessment requirement:

• SOC 2 Type 2

• SO/IEC 27001

• CSA STAR Level 2

• FedRAMP

• StateRAMP

• HITRUSTCSF – products or services that primarily relate to the Healthcare industry

ONLY.

mailto:LBEcert@sfgov.org http://www.sfgov.org/cmd https://docs.google.com/spreadsheets/d/1JzChoAuD86PsfP6eN_KJ1f1O0ZtWATb4qmJ0rCw66Hc/edit?gid=0#gid=0?

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•PCI DSS Level 1 – products or services that primarily relate to the Payment Processing industry ONLY.

•NIST 800-53

• In addition to the Third-Party Audit Reports mentioned above, City and County of San Francisco’s CRA requirement can also be satisfied by providing a completed CAIQ Lite Questionnaire or completing the City’s CRA Questionnaire in the City’s LogicGate portal.

The above reports may be requested at such time City has selected or is considering a potential Proposer. The reports will be evaluated by the soliciting Department and the City’s Department of Technology to identify existing or potential cyber risks to City. Should such risks be identified, City shall afford a potential Proposer an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to: on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews.

7. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS

7.1 Public Disclosure

All documents under this solicitation process are subject to public disclosure per the

California Public Records Act (California Government Code Section §6250 et. seq) and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Contracts, Proposals, responses, and all other records of communications between the City and Proposers shall be open to inspection immediately after a contract has been awarded.

Nothing in this Administrative Code provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefit until and unless that person or organization is awarded the contract or benefit.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Proposer(s) of the Request and to provide the Proposer with a description of the material that the City deems responsive and the due date for disclosure (“Response Date”). If the Proposer asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Proposer that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Proposer seeks judicial relief on or before the Response Date. Should Proposer fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

7.2 Limitation on Communications During Solicitation

From the date this Solicitation is issued until the date the competitive process of this

Solicitation is completed (either by cancelation or final Award), Proposers and their

P-697 (04-26): RFQ 11 Sourcing Event #0000012088 subcontractors, vendors, representatives and/or other parties under Proposer’s control, shall communicate solely with the Contract Administrator whose name appears in this Solicitation. Any attempt to communicate with any party other than the Contract Administrator whose name appears in this Solicitation – including any City official, representative or employee – is strictly prohibited. Failure to comply with this communications protocol may, at the sole discretion of City, result in the disqualification of the Proposer or potential Proposer from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

7.3 Proposal Selection Shall not Imply Acceptance

The acceptance and/or selection of any Proposal(s) shall not imply acceptance by the

City of all terms of the Proposal(s), which may be subject to further approvals before the City may be legally bound thereby.

7.4 Solicitation Errors and Omissions

Proposers are responsible for reviewing all portions of this Solicitation. Proposers are to promptly notify the City, in writing and to the Solicitation contact person if the Proposer discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than the deadline for questions. Modifications and clarifications will be made by Addenda as provided below.

7.5 Objections to Solicitation Terms

Should a Proposer object on any ground to any provision or legal requirement set forth in this Solicitation, the Proposer must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

7.6 Protest Procedures

7.6.1 Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-

Responsiveness, a Proposer may submit a written Notice of Protest of Non- Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

7.6.2 Protest of Non-Responsible Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsibility, a Proposer may submit a written Notice of Protest of Non-Responsibility. The Notice of

P-697 (04-26): RFQ 12 Sourcing Event #0000012088

Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

7.6.1 Protest of Contract Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award, a

Proposer may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

7.6.1 Delivery of Protests

A Notice of Protest must be in writing and delivered by mail or email to the Contract

Administrator whose name and contact information appears on the cover page to this Solicitation and received by the due dates stated above. Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

7.7 Proposal Term

Submission of a Proposal signifies that the proposed products, services and prices are valid for 180 calendar days from the Proposal Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Proposer’s election, the Proposal may remain valid beyond the 180-day period in the circumstance of extended negotiations.

7.8 Revision to Proposal

A Proposer may revise a Proposal on the Proposer’s own initiative at any time before the deadline for submission of Proposals. The Proposer must submit the revised Proposal in the same manner as the original. A revised Proposal must be received on or before, but no later than the Proposal Due Date and time. In no case will a statement of intent to submit a revised Proposal, or commencement of a revision process, extend the Proposal Due Date for any Proposer. At any time during the Proposal evaluation process, the City may require a Proposer to provide oral or written clarification of its Proposal. The City reserves the right to make an award without further clarifications of Proposals received.

7.9 Proposal Errors and Omissions

Failure by the City to object to an error, omission, or deviation in the Proposal will in no way modify the Solicitation or excuse the Proposer from full compliance with the specifications of this Solicitation or any contract awarded pursuant to this Solicitation.

P-697 (04-26): RFQ 13 Sourcing Event #0000012088

7.10 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this Solicitation. Proposers acknowledge and agree that their submissions in response to this Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

7.11 Proposer’s Obligations under the Campaign Reform Ordinance If a contract awarded pursuant to this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Proposers are hereby advised:

A. Submission of a Proposal in response to this Solicitation may subject the Proposers to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Proposers, and their affiliates from making political contributions to certain City elective officers and candidates; and

B. Before submitting a Proposal in response to this Solicitation, Proposers are required to notify their affiliates and subcontractors listed in the awarded contract or Proposal of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Proposal. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Proposal for a contract until either: (1) negotiations are terminated and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

A violation of Section 1.126 may result in criminal, civil, or administrative penalties.

For further information, Proposers should contact the San Francisco Ethics Commission at (415) 252-3100.

7.12 Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

1. Waive or correct any defect or informality in any response, Proposal, or Proposal procedure;

2. Reject any or all Proposals;

3. Reissue the Solicitation;

4. Prior to submission deadline for Proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this Solicitation, or the requirements for contents or format of the Proposals;

https://sfethics.org/guidance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders tel:(415)%20252-3100

P-697 (04-26): RFQ 14 Sourcing Event #0000012088

5. Procure any materials, equipment or services specified in this Solicitation by any other means; or

6. Determine that the subject goods or services are no longer necessary.

7.13 No Waiver

No waiver by the City of any provision of this Solicitation shall be implied from the

City’s failure to recognize or take action on account of a Proposer’s failure to comply with this Solicitation.

7.14 Other

1. The City may make such investigation, as it deems necessary, prior to the award of this contract to determine the conditions under which the goods are to be delivered or the work is to be performed. Factors considered by the City shall include, but not be limited to:

a. Any condition set forth in this Solicitation;

b. Adequacy of Proposer’s plant facilities and/or equipment, location and personnel location to properly perform all services called for under the Purchase Order;

and

c. Delivery time(s).

2. City reserves the right to inspect an awarded Proposer’s place of business prior to award of and/or at any time during the contract term (or any extension thereof) to aid City in determining an awarded Proposer’s capabilities and qualifications.

3. Failure to timely execute a contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another Proposer and may proceed against the original selectee for damages.

4. City reserves the right to reject any Proposal on which the information submitted by Proposer fails to satisfy City and/or if Proposer is unable to supply the information and documentation required by this Solicitation within the period of time requested.

Any false statements made by a Proposer or any related communication/clarification may result in the disqualification of its Proposal from receiving further evaluation and a contract award.

7. Terms and Conditions for Receipt of Proposals