RFQ_FTB-2425-827.docx

State of California Franchise Tax Board

RFQ FTB-2425-827

ATTACHMENT 5 – CONFIDENTIALITY STATEMENT

STATE OF CALIFORNIA

Franchise Tax Board

REQUEST FOR QUOTATION (RFQ)

INFORMATION TECHNOLOGY GOODS AND SERVICES

RFQ RESPONSE DUE DATE:

See Key Action Dates

See Attachment 1 – Statement of Work and Attachment 2 - Cost Worksheet and Payment Provisions

Supplier Information: (Print or Type):

Supplier Name:

ARE YOU CLAIMING PREFERENCE

AS A 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 ________

Supplier Address:

Phone:

Fax:

Supplier Email:

Supplier’s Federal Employer Identification Number:

*Supplier’s California Corporation Number:

* If supplier does not possess a California Corporation Number, indicate “None or N/A”

Name (Print):

Title:

Authorized Original Signature:

_______________________ Date:_____________

For further information contact:

Mimi Mooc 916-845-7176 Mimi.mooc@ftb.ca.gov

Return final offer to:

Franchise Tax Board

EMAIL:

Mimi.mooc@ftb.ca.gov

OR

FACSIMILE (FAX):

916-843-6106

RFQ responses received via any method other than email or fax will be deemed non-responsive and rejected.

Ship To:

Franchise Tax Board California Warehouse 9646 Butterfield Way Sacramento, CA 95827

Key Action Dates:

1. Release of RFQ:

10/02/2024

2. Pre-Registration for Bidder’s Conference/Walk-Through 10/04/2024

3. Bidder’s Conference/ Walk-Through:

10/08/2024 FTB’s main campus office, located at 9646 Butterfield Way, Sacramento, CA 95827

9:00 AM – 10:30 AM PT

4. Last Day to Submit Questions for Clarification of the RFQ:

10/10/2024 by 5 PM PT (via email only)

5. Last Day to Protest Requirements:

10/14/2024 by 5 PM PT (via email only)

6. Final Supplier Quote Due Date: 10/17/2024 by 5 PM PT (via email only)

7. *Selection Evaluation Review:

10/18/2024 – 10/31/2024

8. *Public Cost Opening:

10/18/2024 – Location and time: TBD

9. *Notice of Intent to Award:

10/23/2024

10. *Contract Award:

10/31/2024

*These dates are subject to change without notice or addendum to this RFQ.

¹ The Notice of Intent to Award shall be published on the Cal eProcure in the same location as the solicitation was published:

Bid opportunities in the California State Contracts Register (CSCR).

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. DELCARATIONS 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 has complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

Your signature affixed hereon and dated certifies that you have met all California required tax filings and have no outstanding tax obligations. Your signature authorizes the verification of this certification. Your signature affixed hereon certifies that you have met all requirements, specifications, and certifications of this quotation/bid solicitation.

(Enter Number) Rev.

Solicitation No.:

Rev.:

FTB Form Revised August 2017 Page 18 of 20 Revised August 2024

1. Delivery: Final delivery, inspection and acceptance shall be at the location described in the “Ship To” address on page 1.

2. Evaluation: For the purposes of this solicitation, contract award will be made on the basis of individual items or the basis of all items included in this solicitation. The state may accept any item or group of items of any response. Contract award will be to the responsible bidder with the lowest net cost (excluding applicable sales tax) meeting all other quotation specifications. Refer to paragraph titled “Award of Contract” of this RFQ for additional information on award. The State following award of this RFQ will execute Standard Agreement- Std. Form 213 (including all applicable Attachments listed in the RFQ on Page 9, Attachments.)

3. Tie-Break Process: In the event of a precise tie, if GC Section 14838(f) does not apply to bidders, a witnessed drawing of lots will be conducted by the Procurement Official. If a drawing of lots is needed, the Procurement Official will schedule and arrange for a drawing and non-partisan witnesses; notifying the participating bidders of the outcome of the drawing.

4. Cash Discounts: Cash discounts will not be considered when evaluating bid responses for award purposes. However, cash discounts may be offered and taken by departments processing invoices within the timeframe specified.

5. Shipment: For the purposes of this solicitation, only bid responses quoting F.O.B Destination will be accepted.

6. Inquiries/questions: Written questions must be received no later than the date and time indicated on page 1 of this RFQ.

7. Bidder’s Instructions and General Provisions: The attached by reference Bidder Instructions and General Provisions have recently been revised. Please read carefully. See “Attachments” on Page 9 of this RFQ.

8. Quotation attachments: Bid responses that reference a supplier’s own terms and conditions or provisions may be considered non-responsive and may be rejected.

9. Important Note: Only bids quoted on the State’s own quotation forms will be considered. See paragraph titled “Emailed Responses” below.

10. Bidder’s Conference/Walk-Through: FTB will be holding a Bidder’s Conference and Walk-Through to allow Vendors to inspect and assess the main location’s office layout of where the services are to be provided. Vendors wishing to submit a bid for this RFQ are encouraged to attend the Bidder’s Conference and Walk-Through. The Bidder’s Conference and Walk-Through will be held at the time, date, and location specified above in Page 1, Key Action Dates Table.

FTB will accept oral questions during the Bidder’s Conference and Walk-Through. A question and answer set of those questions and applicable answers will be posted on the Cal eProcure website by the Key Action Date identified above. Oral answers shall not be binding. For questions regarding the contents of this RFQ and the associated procurement process, contact Mimi Mooc via email mimi.mooc@ftb.ca.gov by the date and time specified above in Page 1, Key Action Dates Table.

All Vendors planning to attend the Bidder’s Conference and Walk-Through should pre-register by emailing contact Mimi Mooc via email mimi.mooc@ftb.ca.gov by the date and time specified in Page 1, Key Action Dates Table. A photo identification will need to be presented the day of the Bidder’s Conference and Walk-Through for all attendees. Each attendee must complete and submit a signed Attachment 5 - Confidentiality Statement no later than October 7th, 2024 by 9 AM.

Responsible Bidder: FTB may require bidder(s) to submit evidence of their qualifications at such times and under conditions, as it may deem necessary. The question of whether a particular bidder is a responsible bidder may involve an evaluation of the bidder’s experience, type of facility, expertise or financial resources regarding the particular items requested by the pertinent solicitation. If a bidder has been determined to be non-responsible, the quotation shall be rejected.

Emailed Responses: The State reserves the right to consider emailed responses as properly “sealed” if received prior to the closing time specified, provided that an authorized original signature is shown on page 1 of this RFQ. Emailed RFQ responses will be considered only if they are sent to the email address listed on page 1 of this RFQ. RFQ responses sent to any other email address will not be considered. To be considered, all pages of an emailed RFQ response must be completely received prior to the RFQ response due date and time specified in this RFQ.

Generative Artificial Intelligence (GenAI) Reporting and Factsheet: The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder/Offeror/Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Reporting and Factsheet (STD. 1000) to be completed by the Bidder/Offeror/Contractor.

Failure to submit the GenAI Reporting and Factsheet (STD. 1000) may result in disqualification of the Bidder/Offeror/Contractor.

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

Upon receipt of a Bidder/Offeror/Contractor GenAI Reporting and Factsheet (STD. 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. Contractor shall immediately complete the GenAI Reporting and Factsheet (STD. 1000) to notify the State of any new or previously unreported GenAI technology.

At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD. 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD. 1000) as grounds for the immediate termination of the contract. The State is entitled to seek any and all relief it may be entitled to as a result of such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or or terminate any contract that presents an unacceptable level of risk to the State.

Payee Data Record: The successful supplier will be required to submit a Payee Data Record, STD. 204 listing their Taxpayer Identification Number. Acceptable verification results are required prior to contract award. Refer to the following website link for more details:

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

Payments to nonresidents may be subject to withholding. Please refer to reverse side of Payee Data Record or, for complete details, please see the applicable forms and instructions found on FTB’s Nonresident Withholding page.

Payee Data Record Supplemental: The STD. 205 must be used to provide the supplier’s remittance address information if different than the mailing address on the STD. 204. This form allows suppliers to provide up to five (5) additional remittance addresses and identify up to three (3) additional authorized representatives for the payee. Refer to the following website link for more details:

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

Verification of California Tax Status: Acceptable verification results are required prior to contract award.

Seller’s Permit: If applicable, please note that award will be conditional on providing the following document prior to award:

You must provide your company’s California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by California’s Department of Tax and Fee Administration (CDTFA), pursuant to all requirements as set forth in Sections 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract code. In order to expedite the process of verifying the validity of the permit, provide the CDTFA permit number in the space provided below (or attach a copy of the permit with your bid.)

Retailer’s Seller’s Permit Number: _______________________

Recycled Content Products: State agencies are required to report purchases in many product categories. In order to comply with those requirements, suppliers are required to complete and return a Recycled Content Certification form with their RFQ response. The supplier may certify that the product or material contains zero recycled content. Failure to complete and return the form may disqualify the RFQ response from consideration.

Click on the following link to access the form: Recycled-Content Certification (CalRecycle form 74)

Certification for Public Contract Code 2010: Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: Compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: If a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

Click on the following link to access the form: California Civil Rights Laws Certification

Productive Use Requirements: The objective of the Productive Use Requirements is to protect the State from being an experimentalist for new equipment and software that has no record of proven performance.

Customer In-Use: The purpose of the Customer In-use requirement is to allow time for the bidder to correct defects that could prevent new equipment and software from performing correctly in support of State programs.

The State requires that each equipment and software component proposed as part of an automated system must have been installed and in productive use, in substantially the conformation quotation, for a paying customer external to the bidder's organization, for at least the number of months shown in the table below prior to the required dates of installation and quotation submission.

Please Note: The following table is informational in support of the Productive Use and Customer In-Use requirements. Bidders are not required to complete or submit the below table as part of their quotation submission:

Critical software, regardless of cost, (that without which application programs cannot run; i.e., operating systems, DBMSs, compilers, or communication control programs) to operate on or control computers or microcomputers (also quotations of multiple computers), or peripheral equipment, for which the project cost is:

Category 2 - All Information Technology Equipment and Non-critical Software

Information technology equipment is defined in SAM Section 4819.2.

Substantial design changes in required system control modules or in components critical to the processing requirements of the State's workload are also subject to the In-use requirement. Increases or decreases in numbers of components or minor alteration in equipment or minor modifications or updates to software to provide improvements or features, to correct errors, or to accommodate hardware changes may be exempt from the In-use requirement by the Department of General Services, Procurement Division, if no substantial changes in logic, architecture or design are involved.

Declaration Forms: All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the quotation response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at http://www.dgs.ca.gov/pd/Programs/OSDS.aspx. The completed form should be included with the quotation response. At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for quotation rejection.

BIDDER DECLARATION FORM GSPD-05-105

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

DVBE DECLARATION FORM STD. 843

(If Applicable) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std843.pdf

California Disabled Veteran Business Enterprise (DVBE) Program Requirements: The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. Please review the attached DVBE program requirements package. Bidders must complete and return all the appropriate pages in order for the bid to be considered responsive.

For purposes of this solicitation, the DVBE program requirements have been waived; however, the DVBE Quotation Incentive will still be applied (see below).

Disabled Veteran Business Enterprise (DVBE) Quotation Incentive:

Please note, the following DVBE quotation incentives will be applied for the purposes of this solicitation.

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

Please note if you would still like to subcontract with a DVBE, FTB will apply the DVBE Quotation Incentive with the percentages stated below.

See Page 5 - Section titled “Declaration Forms” for the URL to the Bidder Declaration Form for listing any subcontracting opportunities.

Awards Based on Low Price: The net quotation price of responsive quotations will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net quotation price. If the #1 ranked responsive, responsible quotation is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses. The incentive adjustment for awards based on low price cannot exceed five percent (5%) or $100,000, whichever is less, of the #1 ranked net quotation price. When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed 15 percent (15%) or $100,000, whichever is less.

Disabled Veteran Business Enterprise (DVBE) Substitution:

Contractor understands and agrees that should award of this contract be based in part on their commitment to use the Disabled Veteran Business Enterprise (DVBE) subcontractor(s) identified in their bid or offer, per Military and Veterans Code 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC § 999.9; Public Contract Code (PCC) § 10115.10, or PCC § 4110 (applies to public works only).

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 are revised, effective 09/09/04. The new regulations can be viewed at (www.pd.dgs.ca.gov/smbus). Access the regulations by Clicking on “Small Business Regulations” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

Non-Small Business Subcontractor Preference: A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

Small Business Nonprofit Veteran Service Agencies (SB/NVSA): SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

Attachment with bid required if claiming the Small Business Preference: All bidders must complete and include the Bidder Declaration form GSPD-05-105. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give percent (25%) of the net bid price. All certified small businesses must perform a “commercially useful function” (CUF) in the performance of the contract as defined in Government Code Section 14837(d)(4).

Small Business Certification: Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one 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 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted.

Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due.

Questions regarding certification should be directed to the OSDS at (916) 375-4940.

Commercially Useful Function Documentation:

All certified Small Business, Microbusiness, and/or DVBE contractors, subcontractors or suppliers must meet the commercially useful function requirements under Government Code, Section 14837(d)(4) (for SB) and Military and Veterans Code, Section 999(b)(5)(B) (for DVBE).

Please answer the following questions as they apply to your company for the goods/services being acquired in this procurement.

No

No

No

No

No

A response of No in questions 1-4, or a response of Yes in question 5, may result in your quotation being eliminated from consideration. At the State’s option prior to award, bidders may be required to submit additional written clarifying information.

Small Business Participation Reporting Requirement:

If for this Agreement, Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Agreement report to the FTB Procurement contact the actual percentage of small business participation that was achieved. (Govt. Code § 14841.). The Prime Contractor's Certification - SB Subcontractor Report shall be sent via hard copy or sent electronically to the procurement contact. It is incumbent on the Contractor to submit the subcontracting form within the specified timeframe.

DVBE Participation Reporting Requirement:

If for this Agreement, the Contractor made a commitment to use a disabled veteran business enterprise (DVBE), then, pursuant to Mil. & Vets. Code §999.5(d), upon completion of this Agreement, and prior to the last payment being made by the awarding Department, the Department requires the Contractor to certify DVBE usage by completing and submitting the Prime Contractor’s Certification - DVBE Subcontractor Report (STD. 817) to the awarding Department. Failure to submit the certification will be cause for the awarding Department to withhold ten thousand dollars ($10,000) from the final payment, or the full final payment if less than ten thousand dollars ($10,000). It is incumbent on the Contractor to certify the following:

a) The total amount the prime Contractor received under the Agreement;

b) The name, address, Contract number and certification ID number of the DVBE(s) that participated in the performance of this Agreement;

c) The amount and percentage of work the prime Contractor committed to provide to one or more DVBE(s) under the requirements of the Agreement, and the total amount of payments each DVBE received from the prime Contractor;

d) That all payments under the Agreement have been made to the DVBE(s); and

e) The actual percentage of DVBE participation that was achieved.

Upon request, the prime Contractor shall provide proof of payment to the DVBE(s) for the work prior to the last contract payment being made to the prime Contractor by the awarding Department.

A prime contractor that fails to comply with the certification requirement shall, after notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the awarding Department shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars.

The Prime Contractor’s Certification - DVBE Subcontractor Report (STD. 817) shall be sent via hard copy or sent electronically to the procurement contact stated in the Agreement. It is incumbent on the Contractor to submit the completed subcontracting report form timely at the end of the Agreement.

Award of Contract: Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose quotation complies with all of the requirements of the RFQ documents and any addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a protest to the Intent to Award, according to instructions contained in the paragraph titled “Protests” of this RFQ.

Protests: Any bidder’s issues regarding solicitation requirements must be resolved (or attempts made to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

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

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

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Facsimile No.: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but no later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery.

Attachments:

The following documents are considered part of this solicitation and will be incorporated by reference into the resulting Agreement:

Bidder Instructions (GSPD-451) - Revised and Effective 11/09/2011 IT General Provisions (GSPD-401 IT) - Revised and Effective 06/21/2022 Attachment 1 – Statement of Work (SOW) Exhibit A – FTB Work Authorization Exhibit B – Monthly Maintenance Check Sign-Off Exhibit C – PM Checklist for Variostream Attachment 2 - Cost Worksheet and Payment Provisions Attachment 3 - FTB Special Provisions for Services Attachment 4 – Special Terms and Conditions

Bidder Checklist for Quotation/Bid Submission:

In order for the quotation/bid to be acceptable, the following documents should be completed and included with your submitted quotation/bid response. A description of the nature of each document is included. THOSE DOCUMENTS MARKED “MANDATORY” MUST BE RETURNED. Those documents described as “should be submitted with your bid”, if they are included it will expedite the procurement process.

Payee Data Record

Payee Data Record Supplemental

1. The prime bidder is certified as a Disabled Veteran Business Enterprise, and/or,

2. There are subcontractors that are Certified Disabled Veteran Business Enterprises.

These declarations should be included with the quotation; however, they may be obtained prior to contract award.

3. The prime bidder is certified as a Disabled Veteran Business Enterprise, and/or, There are subcontractors that are Certified Disabled Veteran Business Enterprises.

REQUEST FOR QUOTATION

CONTINUATION

(Enter Number) Rev.

The Franchise Tax Board (FTB), hereinafter referred to as “FTB” or the “State”, agrees to retain and hereby does retain (awarded contractor’s name), hereinafter referred to as “Contractor,” for the goods and services described herein. FTB and the Contractor are together referred to as “parties.” Under the direction of the Operations and Data Center Team (ODCT), the Contractor agrees to furnish the goods and perform the services and support described within their respondent quote and Request for Quote (RFQ) RFQ FTB-2425-827 and addenda. These documents are hereby incorporated by reference and are made an integral part of this Agreement.

A. INTRODUCTION

The Franchise Board currently operates two high-speed printing systems: the Canon Variostream 7400 and the Canon Variostream 7650. These systems are utilized within the Enterprise Printing Service to produce outbound taxpayer notices efficiently. The purpose of this Statement of Work (SOW) is to clearly outline the responsibilities of the Contractor in relation to the following tasks:

1. Replacement Folder & Autoload Table installation, and Stack Racks Supply The Contractor shall supply and perform the required services to integrate FTB with the items specified in Attachment 2 – Cost Worksheet and Payment Provisions to replace the end-of-life equipment for the Canon Variostream 7650 high-speed print system, hereinafter referred to as the “post-processing equipment” solution. This includes ensuring that all necessary components are delivered and properly integrated into the existing print line to facilitate seamless operations.

2. Deinstallation and Removal of Print line 7400 & 7650 The Contractor is responsible for the deinstallation and removal of FTB’s Print Line 7400 and 7650. This task involves safely disconnecting, dismantling, and removing these printing systems from their current locations and FTB.

3. Maintenance Services for 7650.

The Contractor will provide ongoing hardware maintenance services for the specified equipment in Attachment 2 – Cost Worksheet and Payment Provisions on the concrete floor of the Franchise Tax Board Print Operations. This includes routine inspections, troubleshooting, repairs, and any necessary updates to ensure optimal performance of the printing system. By defining these responsibilities, this SOW aims to establish a clear framework for collaboration between The Franchise Board and the Contractor, ensuring that all tasks are completed efficiently and effectively.

B. AGREEMENT TERM

The Contractor must be available to commence the services outlined in this SOW during the term specified on the executed Standard Agreement (Std. 213) or upon approval/completion of FTB’s background screening, whichever is later. The Contractor must complete the services outlined in the SOW within the term specified in the Std.213. In addition to any other provision of this Agreement, FTB may terminate this Agreement or cancel any portion of the service(s) for any reason with thirty (30) days’ prior written notice.

This Agreement includes a 90 day warranty period to begin upon completion of installation for the post-processing equipment specified in Attachment 2 – Cost Worksheet and Payment Provisions. Upon expiration of the 90 day warranty period, the maintenance term for all post-processing equipment specified in Attachment 2 – Cost Worksheet and Payment Provisions will begin through December 31, 2025. Hardware maintenance for all other equipment specified in Attachment 2 – Cost Worksheet and Payment Provisions will begin on January 1, 2025 through December 31, 2025

The Contractor shall not be authorized to deliver or commence performance of services as described in the Contract until written approval has been obtained from all entities. Any delivery or performance of service commenced prior to the contractor obtaining all written approvals shall be considered voluntary on the part of the Contractor and non-compensable by the FTB.

Consistent with the terms and conditions of the original solicitation, and upon mutual consent, the State may execute written amendments to this Agreement if needed. At the State’s discretion, this Agreement may be amended for time, money or both based on the rates herein. No verbal understanding or agreement not incorporated into the Agreement is binding on any of the parties.

C. CONTRACTOR'S RESPONSIBILITIES

The Contractor is responsible for completing the tasks and associated deliverables/documentation that include (but are not limited to) those listed below on a schedule mutually agreed upon by FTB and the Contractor. Upon FTB’s request, all deliverables/documentation should be emailed to the designated FTB Contract Manager in the format specified in SECTION F. DOCUMENTATION. Work shall be performed at the FTB’s Central Office facility located at 9646 Butterfield Way, Sacramento, CA 95827 during normal State business hours, which are Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time, excluding State holidays and weekends unless otherwise mutually agreed upon between FTB and the Contractor.

The Contractor’s responsibilities for the implementation of the replacement Folder, Autoload Table & Stack Racks effort:

1. The Contractor will deliver a Project Plan within seven (7) calendar days, along with a Schedule that details the general outline of the Contractor’s strategy for delivering the services to be performed. This includes an estimated timeline, each major task, necessary subtasks, completion dates, knowledge transfer, and training for FTB staff. The training and hardware documents must be provided within five (5) business days after the award, unless otherwise mutually agreed upon between FTB and the Contractor.

2. The Contractor will schedule a kickoff meeting to present the high-level Project Plan and Schedule within ten (10) business days after the award, unless otherwise mutually agreed upon between FTB and the Contractor. The Contractor will contact the designated FTB Contract Manager(s) and the designated FTB Project Manager to schedule the kickoff meeting and all other subsequent working sessions.

3. The Contractor, with the assistance of the designated FTB Project Manager, will maintain the Project Schedule, Issue Logs, Design Documents, delivery, installation and configuration Plans, and other project documentation and make them available through the project SharePoint site during the project.

4. The Contractor shall collaborate closely with the designated FTB Project Manager to establish a mutually agreeable schedule for the installation of post-processing equipment on the concert floor.

5. The Contractor will designate a Project Manager to serve as a single point-of-contact for FTB.

6. The Contractor will work with the designated FTB Contract Manager or designee to create and deliver via email and/or in person an Engagement Status Report at a minimum on a weekly basis, if the project goes beyond its normal timeframe which will contain:

a. Work completed.

b. Work in progress.

c. Impediments and risks.

d. Schedule and Scope status (including knowledge transfer and training).

e. The Contractor will provide any documentation and specifications necessary to set up including but not limited to initial installation, configuration and inserts, procedures to support the printing solution to the designated FTB Technical Contact.

7. The Contractor will provide all hardware equipment items listed in Attachment 2 – Cost Worksheet and Payment Provisions, as well as the labor, professional services, consultation and additional parts and materials necessary to:

a. Successfully deliver, install, and configure a fully functional post-processing equipment to replace the end-of-life equipment for the Canon Variostream 7650 print line.

b. Eliminate safety concerns, such as tripping hazards, that may be introduced by the configuration and layout of the new equipment.

c. The Contractor will furnish and install all materials, equipment, wiring, connectors, and other incidental items to all equipment, as necessary, for a complete post-processing equipment solution installation, whether directly specified in the Cost Worksheet or not.

8. The Contractor must meet all technical requirements specified in SECTION D.

9. The Contractor will provide a 90-day warranty to begin upon completion of installation and ensure that all equipment shall be in good working order, free from any defects in material and workmanship, and fit for the ordinary purposes they are intended to serve.

a. Repair of defective parts and/or Devices shall be at no cost to the state.

10. For each warranty item, the Contractor will provide:

a. A complete description of the warranty provisions.

b. Phone number(s) and email address(es) for the Point(s) of Contact that FTB should contact for any warranty questions and issues.

c. The Contractor will use factory trained technicians to accomplish all contracted work where a warranty requires certified technician installation.

11. All equipment purchased under this agreement that exhibits any defects, flaws, or deficiencies must be repaired by the Contractor within the timeframe specified in the Agreement.

12. The equipment specified in Attachment 2 – Cost Worksheet and Payment Provisions will remain in the Contractor’s care until the completion of the removal and installation process; the equipment will not be housed in FTB’s care prior to removal/installation. FTB will not be responsible for any damage to hardware or equipment incurred during the process of removal and installation.

13. The Contractor will be responsible for verifying, testing, and certifying in writing to the designated FTB Contract Manager within two (2) weeks of Agreement award, that the correct electrical requirements exist, have power compatibility, and equipment manufacturers specifications are met. If the correct electrical requirements do not exist, the Contractor will contact the designated FTB Contract Manager within two (2) weeks and work with FTB to ensure the correct electrical requirements exist. FTB will not be responsible for any damage to hardware or equipment if the Contractor does not verify the correct electrical requirements exist prior to connecting power.

14. The Contractor must provide and furnish all materials needed to secure, connect and energize all vendor provided equipment at no additional cost to FTB. Printer equipment provided by the Contractor must have a power cord no shorter than 6’ feet in length.

17. The Contractor will install and configure the post-processing equipment at the Los Angeles cement Floor (LARF) area, which is on the first floor of the Los Angeles Building of the FTB Central Office facility, and in a space and layout mutually agreed upon between FTB and the Contractor.

18. The Contractor will ensure the new equipment will not require changes to FTB's print process (including managing of print queues, jobs and related mailroom processes).

19. The Contractor will send written notification via email to the designated FTB Contract Manager and designated FTB Technical Contact when the equipment for the Print Solution is completely installed, configured, and is ready for the User Acceptance Testing (UAT) to begin.

Contractor’s responsibilities for the Deinstallation and Removal of Print line 7400 & 7650:

This Agreement will include the deinstallation and removal of the two (2) Franchise Tax Board print lines: Canon Variostream 7400 and the Canon Variostream 7650, including all pre- and post-processing equipment. Each print line will be removed on separate dates requiring two (2) separate trips, which will be mutually agreed upon between FTB and the Contractor. The Contractor will plan and coordinate the deinstallation and removal process with FTB to ensure that all equipment is safely removed and within the timeframe requested by FTB. Responsibilities related to this work include the following:

1. Upon notification from the designated FTB Contract Manager that FTB is ready for the deinstallation and removal of each print line, the Contractor will coordinate and schedule the deinstallation and removal plan for the two (2) print lines with the designated FTB Contract Manager. A site walk through may be required and will be mutually coordinated between FTB and the Contractor.

2. The Contractor will evaluate and address any potential hazards associated with the deinstallation and removal process (e.g., electrical risks, heavy lifting).

3. The Contractor will ensure that all equipment is powered down and disconnected from FTB electrical sources and other FTB connections that may exist.

4. The Contractor will transport all equipment, parts, and materials off FTB campus for recycling and/or disposal.

5. The Contractor will ensure the cleanup of the area where the print line was located, including leftover debris and any spillage resulting from the removal of equipment, parts, and materials.

6. The Contractor will ensure proper handling and disposal of any hazardous materials (e.g., inks, solvents) in compliance with local regulations.

7. Upon completion of the removal of each print line, the Contractor will email the designated FTB Contract Manager, notifying FTB that the professional services have been completed for the respective print line and is ready for the Contractor to perform a final inspection with designated FTB staff to ensure that all professional services related to the removal of the Canon print lines have been met. Upon completion of the final walkthrough with FTB approval, the designated FTB Contract Manager will provide written acknowledgement that the professional services have been approved.

D. MANDATORY REQUIREMENTS FOR REPLACEMENT POST PROCESSING EQUIPMENT

Bundles are stacked neatly for transportation.