RFQ-ITS_1157_Fuel_Monitoring_System_SOW_Final.pdf

State of California Department of Forestry and Fire Protection (CAL FIRE) RFQ-ITS 1157 Fuel Monitoring System March 2024

STATE OF CALIFORNIA

Department of ___Forestry and Fire Protection (CAL FIRE)________

Request For Quotation For Information Technology

Services

QUOTE DUE DATE: 04/12/24

QUOTE OPENING: TBD

Quotes must be delivered to Chuck Jackson- Kirkpatrick CAL FIRE IT Procurement before 2:00PM on the due date

Supplier name and address:

SOLICITATION NO. REV. # DATE

. RFQ-ITS 1157 . Final 3/28/24

REQUISITION OR CONTROL #

RFQ-ITS 1157

Contact:

Phone: Fax:

For further information contact:

Chuck Jackson-Kirkpatrick, IT Procurement (279) 220-5639 Charles.jackson-kirkpatrick@fire.ca.gov

Ship To: (see below or bid document)

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 ________

Name (Print):

Title:

Signature:

_______________________ Date:_______

Federal Employer Identification Number:

Return bid to: Chuck Jackson-Kirkpatrick, IT Procurement, Charles.jackson-kirkpatrick@fire.ca.gov

Department of Forestry and Fire Protection

(CAL FIRE)

Physical Address:

2249 Jamacha Rd.

El Cajon, CA 92019

Mailing Address:

P.O. Box 944246, Sacramento, CA 94244-2460

SECTION 14838 ET SEQ. OF THE CALIFORNIA

GOVERNMENT CODE REQUIRES THAT A 5%

PREFERENCE BE GIVEN TO BIDDERS WHO

QUALIFY AS A SMALL BUSINESS AS A NON-

SMALL BUSINESS CLAIMINIG 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.

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.

DESCRIPTION

This Request for Quotation is for services related to the acquisition and installation of a fuel monitoring system to regulate fuel usage. The fuel monitoring system must meet all the requirements listed in EXHIBIT A – Statement of Work and be installed at 2249 Jamacha Rd, El Cajon, CA 92019.

Requirements, including quote details and cost proposal and all attachments.

Bidder Instructions (GSPD-451) https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf- - Updated November 9, 2011 https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

REQUEST FOR QUOTE FOR SERVICES

Request For Quotation

Terms and Conditions Requirements

I. General Information A. Purpose B. Availability C. Key Action Dates D. Written Questions E. RFQ-ITS Response Guidelines F. RFQ-ITS Response Content G. Administrative Information

II. Evaluation Information A. Evaluation Process B. Evaluation Criteria C. Scoring D. Award of Contract E. Protest

III. EXHIBITS

EXHIBIT A - Statement of Work (SOW)

1.0 DESCRIPTION OF SERVICES TO BE PROVIDED

2.0 PERIOD OF PERFORMANCE

3.0 BACKGROUND

4.0 DELIVERABLES TO BE ACCOMPLISHED/FUNCTIONS TO BE PERFORMED

5.0 CONTRACTOR’S RESPONSIBILITY

6.0 CAL FIRE’S RESPONSIBILITY

7.0 CONTRACTOR AND STORAGE OF ELECTRONIC DATA

8.0 CONTRACT TYPE

9.0 SOLUTION MODIFICATION

10.0 UNANTICIPATED TASKS

11.0 SECURITY

12.0 GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) REQUIREMENTS

13.0 WARRANTY

14.0 COST OR PRICING DATA

15.0 CHANGE CONTROL/WORK AUTHORIZATION PROCESS

16.0 QUALITY CONTROL/QUALITY ASSURANCE

17.0 TERMINATION

18.0 CONTRACT ADMINISTRATORS

EXHIBIT B - Budget Detail and Payment Provisions EXHIBIT C - Terms and Conditions EXHIBIT D - Special Terms and conditions Attachment 1 - Cover Sheet Attachment 2 - Cost Worksheet Attachment 3 - Work Authorization Template Attachment 4 - Payee Data Record Form STD. 204 Attachment 5 - Confidentiality Statement Attachment 6 - Bidder Declaration Attachment 7 - Commercially Useful Function (CUF) Evaluation Form Attachment 8 - Disabled Veteran Business Enterprise Declaration Attachment 9 - UNRUH/FHEA, California Civil Rights Laws Certification

List of Required Attachments Cover Letter – Attachment 1 Cost Worksheet – Attachment 2 Work Authorization Template – Attachment 3 Payee Data Record – Attachment 4 Confidentiality Statement – Attachment 5 Bidder Declaration – Attachment 6 Commercially Useful Function (CUF) Evaluation Form – Attachment 7 (If Applicable) Disabled Veteran Business Enterprise Declaration - Attachment 8 (If Applicable) UNRUH/FHEA, California Civil Rights Laws Certification – Attachment 9 (If Applicable)

Terms and Conditions

See EXHIBIT C - Terms and Conditions and EXHIBIT D – Special Terms and Conditions.

Requirements

You are invited to review and respond to this Request for Quote, hereby referred to as Response, for IT Services, entitled RFQ-ITS 1157. In submitting your Response, you must comply with the instructions found herein. The services required are delineated in the Statement of Work. Please read the enclosed document carefully.

Responses must be received no later than the date and time specified on the face of this RFQ-ITS 1157, and in Section I.D. Key Action Dates.

I. General Information

A. Purpose

CAL FIRE requests a contractor to provide IT services for the acquisition and installation of a fuel monitoring system at 2249 Jamacha Rd, El Cajon, CA 92019.

B. Availability

The selected Contractor must be able to meet the requirements of this RFQ-ITS 1157 (hereby referred to as RFQ-ITS) and be ready to begin work within ten (10) business days of the contract award date specified in Section I.D. Key Action Dates. If personnel offered by the selected Contractor leave the Contractor’s firm, or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ-ITS.

The State reserves the right to cancel the contract if replacement contractor does not meet the minimum qualifications.

C. Key Action Dates

Listed below are the Key Action Dates and Times showing the due dates in which 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-ITS.

**IMPORTANT SUPPLIER NOTE**

At the State’s sole discretion, it may declare the Final Response to be a Draft if the State determines that Final Response from all submissions contain material deviations. Contractors may not protest the State’s determination if a Response has material deviations.

If all Response are declared non-compliant, the State may issue an addendum to the solicitation document. Should this occur, Confidential Discussions may be held with Contractors who submitted a non-compliant Response. Contractors will be notified of the due date for the submission of a new

Final Response to the State. This submission must conform to the requirements of the original solicitation document, as amended by any subsequent addenda. The new Final Response will be evaluated as required by Section IX on Evaluation.

Key Action Dates Date Time

1. Release of RFQ-ITS 03/28/2024

2. Submission of written questions 04/04/2024 5:00 pm PST

3. Departments response to written questions 04/09/2024 5:00 pm PST

4. Submission of Responses (by date and time) 04/12/2024 2:00 pm PST

5. Contract Award TBD

*RFQ Response Submission will be done via E-mail and must be received no later than the Due Date &Time listed in the Key Action Dates above.

**The E-mail time stamp will be used as the official receipt of the RFQ response and must be before the date and time listed in the Key Action Dates above.

***If the e-mail time stamp shows received after the RFQ Response Submission Due Date & Time the RFQ will be in material deviation and not accepted.

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

D. Written Questions

All questions regarding the content of this RFQ-ITS must be submitted by e-mail only. Send all questions to Charles.jackson-kirkpatrick@fire.ca.gov and must be received by the Key Action Dates identified above. Questions submitted other than by e-mail will not be accepted.

When the State has completed its review of the questions, all the Questions and Answers (Q & A) will be posted to CAL eProcure https://caleprocure.ca.gov/pages/index.aspx for bidder’s review. If posted on the California State Contract Registry (CSCR) the Q & A will be posted in the CSCR. If the RFQ is under $100,000.00 and not posted on the CSCR, then an e-mail will be sent to all contractors contacted by the purchaser.

If a contractor requests to participate in the RFQ, but it is after the question and answer period, they may do so, but must rely solely on the question and answer document already released.

E. RFQ-ITS Response Guidelines

RFQ-ITS and the Contractor’s Response to this document will be made part of the contract.

Responses to RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Contractor’s Statement of Work.

Contractor bids submitted with material deviations from the mandatory requirements listed in the Statement of Work will be discarded and removed from the evaluation process.

Exhibit A and all other Exhibits can only be changed by the California Department of Forestry and Fire Protection (CAL FIRE).

Contractor must adhere to the following when submitting a response to the RFQ:

1. Contractor must submit a response to all applicable, but not limited to equipment, software, deliverables, tasks, phases, and technical data as requested within Exhibit A, and/or Attachments to the Statement of Work (SOW).

mailto:Charles.jackson-kirkpatrick@fire.ca.gov https://caleprocure.ca.gov/pages/index.aspx

All IT Services contractors, both the company and all staff working on the contract must reside within the United States (US) and or Canada. All storage of electronic data must be stored within cloud data centers located within the continental US, this includes primary and secondary storage sites. These site locations must be in the RFQ response.

2. This must include detailed response to all Headings, Subheading, Bullet points, Project

Management, and Labor.

a. All labor cost must be broken down by job classification, hourly rate, hours, and total cost on the Cost Worksheet – Attachment 2. All cost lines must be completed, this includes but not limited to Shipping, Maintenance, or Optional years, etc.

b. Equipment must be broken down in detail by line item on a Bill of Materials for the primary equipment and all options whether included in cost, or cost per option (if applicable) to this RFQ-ITS. This includes but not limited to Shipping, Maintenance, or Optional years, etc.

3. The response must have page numbers located at the bottom of each page.

4. The Contractor will submit their RFQ-ITS response by the date and time listed in Key Action

Dates above by e-mail only. Hand-delivered responses will be considered a material deviation and will be rejected. If the e-mail is not received by the date and time stated in the Key Action Dates, the RFQ-ITS will not be accepted. The time stamp of the received e-mail is the official date and time received by CAL FIRE procurement analyst. Please make sure you allow for time zone differences for e-mailed responses. The Contractor must submit the following:

a. Send response to the RFQ-ITS by the due date listed in Key Action Dates by e-mail to:

Charles.jackson-kirkpatrick@fire.ca.gov.

b. The Cost Worksheet must be submitted as a separate PDF document from the response. If any cost is incorporated in the Contractor’s technical response, this will be considered a material deviation, and the response will be rejected. This sheet must be sent with the RFQ- ITS response via e-mail.

F. RFQ-ITS Response Content

The following must be submitted in the RFQ response, in the order specified below and CAL FIRE will review each document for completeness as pass or fail. RFQ responses that fail to follow this format may be deemed non-responsive and rejected.

a. Attachment 1, Cover Letter

Contractor shall complete and have signed by the individual authorized to bind the company contractually acknowledging that they agree to all the terms and conditions set forth in this RFQ.

See Attachment 1 – Cover Letter.

b. Attachment 2, Cost Worksheet Contractor must complete the Cost Worksheet that identifies total cost per transaction as described in the Statement of Work using the format in Attachment 2 – Cost Worksheet. This Cost Worksheet includes an entry for Optional Contract Extension Cost. These costs would be in effect should the State exercise its option to extend the term for up to one year or add additional sites as they come available to CAL FIRE locations throughout the State.

Contractor must show total hours, hourly rate, and extended cost for each line of the Cost Worksheet. Equipment must be broken down in detail by line item on a Bill of Materials for the primary equipment.

mailto:Charles.jackson-kirkpatrick@fire.ca.gov

c. Attachment 3, Work Authorization Template This is an example template to be developed between Contractor and CAL FIRE to setup all unanticipated tasks or for scheduling tasks to be performed. See Attachment 3 – Work Authorization Template.

d. Attachment 4, Payee Data Record (STD 204) and optional (STD 205) A STD 204 must be completed and signed by an appropriate and authorized individual.

See Attachment 4 – Payee Data Record or obtain through link listed below.

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

A STD 205 is required if Contractor’s remittance address is different than the mailing address on the STD 204, complete and submit the Payee Data Record Supplement Form, STD 205 if applicable. STD 205 Payee Data Record Supplement

d. Attachment 5, Confidentiality Statement

The contractor must complete and sign Attachment 5 - Confidentiality Statement.

e. Attachment 6, Bidder Declaration (GSPD-05-106) When completing the declaration, all subcontractors proposed for participation in the contract must be identified. See Attachment 6 – Bidder Declaration or use link below.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-106.pdf

e. Attachment 7, Commercial Useful Function (CUF) Evaluation Form

Required for Contractors who are Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) Certified SB and/or DVBE. All SB/DVBE Contractors and Subcontractors identified in the response must perform a CUF in the resulting contract. CUF is defined pursuant to MVC section 999(b)(5)(B) and Government Code section 14837(d)(4)(A) for the DVBE and SB programs, respectively. See Attachment 7 - Commercially Useful Function (CUF) Evaluation Form or use link below.

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/OBAS201.pdf

f. Attachment 8, Disabled Veteran Business Enterprise Declaration (STD 843) Required for Contractors or Subcontractors who are an OSDS Certified DVBE. All disabled veteran owners and disabled veteran managers of the DVBEs must sign.

See Attachment 8 - Disabled Veteran Business Enterprise Declaration (STD 843) or use link below.

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

g. Attachment 9, UNRUH/FHEA, California Civil Rights Laws Certification

Pursuant to PCC § 2010, a person that submits a bid or proposal or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted, or the contract is renewed. See Attachment 9 – UNRUH/FHEA, California Civil Rights Laws Certification or use link below.

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

G. Administrative Information

a. The RFQ and the Contractor’s Response Will be incorporated by reference into the resulting contract.

b. Tiebreaker In the event of a tie between lowest cost or highest scoring Contractors, a coin toss shall be conducted in the presence of witnesses. Contractors will be invited to witness the coin toss, in addition state staff witnesses will also be present.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd205.pdf&data=04%7C01%7Ckristine.vankeuren%40STATE.CA.GOV%7Ce30a331f9dd1456a14c108d8f9f3376e%7C52b26be47f5d4e1cbaed8cf75b7570d5%7C0%7C0%7C637534170461433575%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=AvffAGpU14ub1p8KTkMqXPWxSM6j0VzjwKzXomkTOD0%3D&reserved=0 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-106.pdf https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14837.&lawCode=GOV https://www.documents.dgs.ca.gov/dgs/fmc/dgs/OBAS201.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=2010.&lawCode=PCC https://www.dgs.ca.gov/-/media/Divisions/OLS/Forms/CALIFORNIA-CIVIL-RIGHTS-LAWS-ATTACHMENT.pdf

Note: In the event of a precise tie between suppliers claiming the incentive, the bid of an SB and the bid of a DVBE that is also a SB, the award shall go to the DVBE that is also an SB.

c. Public Records Act (PRA) Requests Upon award, all documents submitted in response to this RFQ will become the property of the State of California and will be regarded as public records under the California PRA (GC § 6250 et.

seq.) and subject to review by the public.

d. Prime Contractor’s DVBE Subcontracting Reporting Requirements Military and Veteran Code (MVC) 999.5(d), 999.7 and GC 14841, and California Code of Regulations (CCR) 1896.78(e) requires all Prime Contractor’s that had a Disabled Veteran Business Enterprise (DVBE) firm perform any element of work for a contract to report DVBE information.

e. Plastic Trash Bag Certification Violations Public Resources Code §42290 et seq. prohibits the State from contracting with any supplier, manufacturer, or wholesaler, and any of its divisions, subsidiaries, or successors that have been determined to be noncompliant to the recycled content plastic trash bag certification requirements.

This includes award of a state contract or subcontract or renewal, extension, or modification of an existing contract or subcontract. Prior to award the State shall ascertain if the intended awardee or proposed subcontractor is a business identified on the current CalRecycle noncompliant list(s). In the event of any doubt of the status or identity of the business in violation, the State will notify the Board of the proposed award and afford the Board the opportunity to advise the State. No award will be made when either the bidder or a subcontractor has been identified either by published list or by advice from the Board, to be in violation of certification requirements.

f. GC 12990 and Non-Discrimination (not required for services; only purchases):

Any employer who wishes to contract with the State for goods is subject to the provisions of GC 12990 relating to discrimination in employment. Contractors that do not meet the provisions of GC 12990 are not eligible to contract with the State for IT goods. Ineligible contractors are found in the California Regulatory Notice Register. To access the California Regulatory Notice Register, see link below: https://oal.ca.gov/publications/notice_register/

g. Executive Order N-6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

h. Federal Tax Administration Requirements CAL FIRE must notify the United States Internal Revenue Service (IRS) prior to executing, or amending, any agreement to disclose, or provide access to, federal tax information (FTI) to a Contractor or Sub-Contractor, at least forty-five (45) calendar days prior to the disclosure of FTI, to ensure appropriate contractual language is included and that Contractors are held to safeguarding requirements. This procedure conforms to IRS Publication 1075.

Subject to the IRS, FTI requirements, if an unfavorable response is received by the IRS, this contract will be terminated immediately, per the General Provisions – Information Technology (GSPD-401IT), clause 23, Termination for Default. In conformation with IRS Publication 1075, https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf https://www.treasurer.ca.gov/ctcac/compliance/manual/appendix1/code.pdf https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14841.&lawCode=GOV https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/SB/Final-SB_DVBE-Regulation-Text.pdf?la=en&hash=905752DB4D5BD9E6D473B2889F5E03A31E17D97C https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42290&lawCode=PRC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=12990&lawCode=GOV https://oal.ca.gov/publications/notice_register/ https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf https://www.dgs.ca.gov/en/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts

Contractor must comply with Exhibit D - Special Terms and Conditions to Safeguard Federal Tax Information.

i. Security and Data Protection Requirements The CAL FIRE must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8c, Contractors must comply with EXHIBIT A, Section

11.0 Security.

j. TACPA – (Required for contracts that will exceed $100,000.)

If you qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100,000.

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

TARGET AREA CONTRACT PREFERENCES ACT (TACPA)

The TACPA program was established to stimulate economic growth and employment opportunities in designated Areas throughout the state of California. (GC4530)

The Department of General Services (DGS), Procurement Division (PD), Dispute Resolution Unit (DRU) oversees the TACPA program and evaluates all TACPA applications.

This solicitation contains (TACPA) preference request forms. Please carefully review the forms and requirements. Bidders are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid.

The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from bidders, manufacturers, subcontractors, and any other sources available at the time of the bid evaluation.

Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State's request may result in denial of preference requested.

Contracts awarded with applied preferences will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce preference programs.

Any questions regarding the TACPA preference should be directed to the Department of General Services, Procurement Division at (916) 375-4609.

TACPA Preference Request (STD 830):

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

Bidder’s Summary of Contract Activities and Labor Hours:

http://www.documents.dgs.ca.gov/pd/edip/bidsum526.pdf

Manufacturer’s Summary of Contract Activities and Labor Hours:

http://www.documents.dgs.ca.gov/pd/dispute/mfgsum525.pdf

k. DVBE PARTICIPATION

The State has established a 3% goal for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. If claiming DVBE status the bidder must document their https://www.dgs.ca.gov/Resources/SAM/TOC/5300/5305-8 http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf http://www.documents.dgs.ca.gov/pd/edip/bidsum526.pdf http://www.documents.dgs.ca.gov/pd/dispute/mfgsum525.pdf commitment to full DVBE participation or a percentage of the work. This applies to all contracts regardless of the solicitation format used.

l. 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 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/SB-DVBE-Program-Violations-and-Sanctions?search=small%20business ). 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 SUBCONTACTOR 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.

m. 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.

n. DVBE INCENTIVE PERCENTAGES

CAL FIRE encourages participation of certified DVBEs in solicitations by providing an adjustment of price for awards based on low price or points for awards based on high score. There will be a 3% DVBE participation requirement for this contract. The 3% will be applied the lowest cost unless the awarded contractor is another DVBE. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

o. ATTACHMENT WITH RESPONSE REQUIRED IF CLAIMING THE SMALL BUSINESS

PREFERENCE

All bidders must complete and include the Bidder Declaration form GSPD-05-106. 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” in the performance of the contract as defined in Government Code Section 14837(d)(4).

p. 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.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/SB-DVBE-Program-Violations-and-Sanctions?search=small%20business https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/SB-DVBE-Program-Violations-and-Sanctions?search=small%20business

q. Additional Information

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

II. Evaluation Information

A. Evaluation Process

Each RFQ-ITS response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the requirements.

B. Evaluation Criteria

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

a. Administrative Requirements Evaluation Criteria (Pass/Fail)

Example:

Requirement Pass Fail N/A

a. Cover Letter

b. Response to the Statement of Work

c. Signed Confidentiality Statement

d. Bidder Declaration

e. Payee Data Record

f. All other administrative requirements, i.e., DVBE, TACPA, etc.

2. Technical Requirements Evaluation Criteria

Technical requirements will be 60 points as detailed by the requirements.

3. Cost

Cost will be evaluated at 40 points of the total available points. The contractor will be evaluated on the total extended cost for both the contracted term and including any optional extension years. All cost line must be completed. To Be Determined (TBD) on maintenance and shipping cost is not allowed, contractor must provide total cost on the Cost Worksheet. Any TBD listed on the Cost Worksheet or bid may be considered a Material Deviation.

C. Scoring

1. Administrative (Pass/Fail)

The administrative evaluation criteria will be scored pass/fail.

2. Technical (60 points)

The technical evaluation criteria will be scored on a scale of 0 through 60 based on the proposed solution outlined in the Response to the Statement of Work (SOW).

4. Cost (40 points)

Each bidder cost score will be calculated based on the ratio of the lowest cost proposal to the bidders cost, multiplied by the maximum number of cost points available (40), as shown in the calculation below:

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

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

Cost Evaluation and Scoring Methodology Example

Bidder Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 40 $400,000

B $350,000 $300,000 X 40 $350,000

C $300,000 $300,000 X 40 $300,000

5. Final Scoring Methodology

Bidder Technical Score Cost Score Total Points Awarded

A 52 30 82

B 48 34 82

C 56 40 96

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

D. Award of Contract

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents. CAL FIRE will post Intent to Award letter on the lobby window at 710 Riverpoint Court, Suite 150, West Sacramento, CA 95605, as well as a copy of the letter will be sent to all Contractors who submitted a response via e-mail or were invited by CAL FIRE to participate in the solicitation. If the RFQ was posted on the State Contracts Registry (CALeProcure), a copy will be uploaded. The Intent to Award letter will be posted 5 days prior to the award in the CAL FIRE IT Headquarters lobby at the address listed above.

E. Protest

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

If a bidder has submitted a bid which it believes to be totally responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedure in the solicitation section on Evaluation 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 Contractor” 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 utilized unless delivered in person, in which case the protester should obtain a receipt of delivery.

III. EXHIBITS

EXHIBIT A - Statement of Work (SOW)

1.0 DESCRIPTION OF SERVICES TO BE PROVIDED

This Statement of Work (SOW) is entered into between the California Department of Forestry and Fire Protection, hereafter referred to as CAL FIRE, and (vendor name) hereafter referred to as Contractor.

This contract is for Contractor to provide and install a fuel monitoring system as outlined within this statement of work at 2249 Jamacha Rd, El Cajon, CA 92019.

2.0 PERIOD OF PERFORMANCE

The term of this Agreement will begin when the contract has been signed by both Contractor and CAL FIRE through one (1) year, and a fully executed copy is sent to Contractor. The contract can be amended for time, tasks, and funding at current contract rates specified in Attachment 2 - Cost Worksheet upon mutual agreement of both parties. The Contractor will be required to contact the CAL FIRE contract administrator prior to the contract completion date. If project has software licensing, or Software-as-a-Service (SaaS), upon completion/implementation of the project, CAL FIRE will move forward on an annual software subscription renewal basis.

The Contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (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.

3.0 BACKGROUND

CAL FIRE requires a wireless fuel monitoring system to regulate fuel usage.

4.0 DELIVERABLES TO BE ACCOMPLISHED/FUNCTIONS TO BE PERFORMED

• Fuel Management / Access Control System:

OPW PV200 Pro Package w/ DX Fleet Hosted Software

• One (1) PV-PRO Fuel Island Terminal, Part #: PV-PRO

• One (1) Alpha Keypad Option, Part #: 20-4444-YES

• One (1) 40" Tall Pedestal Assembly, Part #: 20-4359-40

• One (1) Pump Control Pedestal Mounting Bracket, Part #: 20-4428

• One (1) Pump Control Module - 2 Hose Master, Part #: 20-4404-09

• One (1) Pump Control Module - 2 Hose Slave, Part #: 20-4405

• Three (3) 10:1 Pulser Assembly, Part #: ICS MR1

• One (1) Fuel Site Controller, Part #: 20-8057

• One (1) DX Fleet Initial Site Set-Up

• One (1) DX Fleet Annual Software Subscription

• One (1) DFS Edge Hardware

• One (1) FSC3000 DX Fleet Software Flag

• Inventory Monitoring System:

LX Plus Monitoring System Console

• One (1) LX Plus ATG Console w/ Static Leak Detection

• One (1) External Report Printer with Wall Mounting Bracket

• One (1) V-Smart Module w/ Petronet Interface

• One (1) V-Smart Module Barrier - 12 Volt

• Two (2) Probe Riser Cap and Collar Kit

• Two (2) Inventory Probe for 4' 5" Tank

• Two (2) Product Float Kit - Diesel

• One (1) Probe Mounting Cap and Adapter - EVR

• One (1) Inventory Probe for 4' 5" Tank

• One (1) Product Float Kit – Gasoline

• Wireless Communications:

OPW - Wireless Ethernet Kit

• One (1) Wireless Ethernet Communications Kit

• One (1) Mini Switch for Dual Ethernet Ports

• Installation Services:

PV200 Electrical Installation, Start-Up & Training

• Mount New Fuel Management System Pedestal on CAL FIRE Supplied Pad

• Install Junction Boxes and Pulsers on Three Mechanical Registers

• Interconnect Pedestal to Three Existing Fuel Pumps and Meters

• Extend Lines Through Existing Conduit to New Pedestal

• Make All Necessary Power and Communications Connections

• Start-Up and Test System Operation and Communications

• Assist CAL FIRE's IT Department in Connecting Edge to Network

• Train System Users on Programming, Operation, and Reporting

LX Plus Electrical Installation, Start-Up & Training

• Mount Three Probe Riser Adapters with Caps and Install Three Probes

• Mount the V-Smart Module in the Shed Adjacent to the Tanks

• Interconnect the V-Smart Module to the Three Probes

• Pull Monitor Wiring and Make All Necessary Connections

• Mount the Monitor Console in Shed Next to the Site Controller

• Connect V-Smart Module to the Monitoring Console

• Install the Wireless Ethernet Bridge Antennas on the Building & Shed

• Connect the Building Side to the Customer Supplied Network Drop

• Connect the Shed Side to the Edge and Monitor through the Miniswitch

• Make All Necessary Power and Communications Connections

• Start-Up and Test System Operation and Communications

• Train System Users on Programming and Operation

5.0 CONTRACTOR’S RESPONSIBILITY

Contractor must furnish and install all items in Section 4.0 DELIVERABLES TO BE

ACCOMPLISHED/FUNCTIONS TO BE PERFORMED with in the one (1) year contract term.

6.0 CAL FIRE’S RESPONSIBILITY

CAL FIRE will ensure all items are delivered, installed and function properly.

7.0 CONTRACTOR AND STORAGE OF ELECTRONIC DATA

All IT Services contractors, both the company and all staff working on the contract must reside within the United States (US) and or Canada. All storage of electronic data must be stored within cloud data centers located within the continental US, this includes primary and secondary storage sites. These site locations must be in the RFQ response.

8.0 CONTRACT TYPE

1. Unless otherwise specified, the Statement of Work shall define and authorize work on a Fixed Price, per deliverables.

2. To the extent that additional work not foreseen at the time this Contract is executed must be accomplished, Work Authorizations change order and or unanticipated task, as described in the Statement of Work, will be the means for defining and authorizing such work on a Labor Hour basis.

9.0 SOLUTION MODIFICATION

The State may request Solution modifications, limited to services and the delivery thereof, at any time. Because such changes could significantly affect critical aspects of the work being performed, all changes requested must follow the formal change control process as set forth below to gain approval.

Change Control Process:

1. The following change control process will be used except as superseded by mutual written agreement or other binding procedures:

2. A Change Request (CR) prepared in a form and format acceptable to both the State and the Contractor will be the vehicle for proposing a change using Attachment 3 – Work Authorization Template.

3. A CR must describe the requested change; the rationale for the change, and any anticipated effect the change will have on the Contract and/or the work performed under the Contract.

4. The Change Control Board (CCB) will be comprised of the CAL FIRE Project Manager, the Contractor, and various other members of the State project management team. Contractor will serve in a non-voting capacity on the CCB.

5. Upon receipt of a CR, the CCB will engage in a deliberative process to determine whether the change(s) sought by the CR should be pursued by the Project, seeking such input as is necessary to reach an informed decision.

6. If the CCB determines that a CR merits further action, the State will prepare a draft Work Authorization which describes the Project's requirements related to the change desired. The CAL FIRE Project Manager will sign the draft Work Authorization and transmit it to the Contractor for finalization.

7. The Contractor shall fully develop and finalize a Work Authorization by preparing Attachment 3 - Work Authorization Template within ten (10) State business days of receipt or other period as mutually agreed. The Contractor shall not charge the State for preparing a Work Authorization;

The Contractor's Project Manager will sign the final Work Authorization and submit it to the CAL FIRE Project Manager.

8. The CAL FIRE Project Manager will review the Work Authorization for quality and accuracy and take such measures as are necessary to ensure its cost- effectiveness, including negotiations with the Contractor as needed. After such review and consistent with Project administrative processes, the CAL FIRE Project Manager will accept and sign, or reject the Work Authorization and transmit it to the Contractor.

9. Upon receipt of the accepted/rejected Work Authorization, the Contractor's Project Manager will sign it to acknowledge receipt thereof and return it to the Project Manager. Upon its return to the CAL FIRE Project Manager, the Contractor may begin performing any work approved by the Work Authorization.

10.0 UNANTICIPATED TASKS

If additional work must be performed which was unanticipated and not specified in the SOW but which in the opinion of both parties is necessary to the successful accomplishment of the general scope of work outlined, the procedures shown below will be employed. This may include unforeseen circumstances caused by emergency activity during the fire season.

For each item of unanticipated work not specified in the SOW, a Work Authorization will be prepared in accordance with the template provided as Attachment 3 – Work Authorization Template.

1. It is understood and agreed by both parties that all of the terms and conditions of this Agreement shall remain in force with the inclusion of any such Work Authorization. Such Work Authorization shall in no way constitute an Agreement other than as provided pursuant to this Agreement nor in any way amend or supersede any of the other provisions of this Agreement.

2. All Work Authorizations must be in writing prior to beginning work and signed by the Contractor and CAL FIRE Project Manager.

3. All Work Authorizations will be costed on a firm fixed price basis based upon the Hourly Labor

Rates stated in Attachment 2 - Cost Worksheet. Work Authorizations for unanticipated tasks shall include the Contractor's estimated number of hours per labor classification required to complete the work, multiplied by the hourly labor rates. CAL FIRE will release payment for any approved Work Authorization in accordance with Section 18, Budget Detail and Payment

Provisions.

4. CAL FIRE has the right to require the Contractor to stop or suspend work on any Work

Authorization pursuant to the "Stop Work" provision of the GSPD-401IT Section 45 - Stop Work.

11.0 SECURITY

To preserve the integrity of the security and confidentiality measures integrated into the CAL FIRE information technology systems, the Contractor (e.g., Contractor, Vendor) must be required to certify they will adhere to the following controls prior to work starting regardless of the solution is delivered On- Premises or in the Cloud. Contractor must provide all security related certifications to the CAL FIRE ISO prior to work start date. If the Contractor has engaged services from a Sub-Contractor or a Subsidiary as part of a contract, the Contractor must ensure that these parties adhere to these requirements:

Security:

1. The Contractor must comply with applicable Federal, State, and local governmental laws and regulations (Provided Upon Request) and the CAL FIRE must verify the Contractor’s assurance of their ability to adhere to said laws and regulations.

2. The Contractor must implement an Information Security Program for the prevention and detection of fraud and malware, the protection of data, and to authorize security awareness training; the Contractor must meet or exceed the CAL FIRE Information Security Program (Provided if Contractor’s Information Security Program does not meet CAL FIRE’s standards); The Contractor must submit to the CAL FIRE Information Security Officer a copy of their Information Security Program.

3. All Contractors having access to CAL FIRE Information Technology resources and assets must take CAL FIRE’s Cyber Security Training.

4. The Contractor must implement a Risk Assessment Program for assessing risks and to identify the specific threats and vulnerabilities; the Contractor must meet or exceed the CAL FIRE Risk Assessment Program (Provided if Contractor’s Risk Assessment Program does not meet CAL

FIRE’s standards); The Contractor must submit to the CAL FIRE Information Security Officer a copy of their Risk Assessment Program.

5. The Contractor must implement an Incident Response Program defining the response procedures and the points of contact between the Contractor and the CAL FIRE including escalation thresholds; the Contractor must meet or exceed the CAL FIRE Incident Response Program (Provided if Contractor’s Incident Response Program does not meet CAL FIRE’s standards); The Contractor must submit to the CAL FIRE Information Security Officer a copy of their Incident Response Program.

6. The Contractor must maintain their Information Security Program, Incident Response Program, and

Risk Assessment Program at all times, including monitoring and testing the programs to ensure their effectiveness; the Contractor must provide to the CAL FIRE Information Security Officer the results of these test.

7. The Contractor must disclose to the CAL FIRE any breach of the security of any information or information resource in accordance with the criteria and procedures set forth by the CAL FIRE. The Contractor must notify the CAL FIRE’s Information Security Officer within the agreed upon time- -frame of any confirmed or suspected security incident or breach, followed by a report of the incidents that it has identified, and the measures taken to resolve and mitigate the incident.

8. The Contractors must sign formal undertakings (e.g., Nondisclosure Agreement) regarding the intellectual property rights of work performed during their terms of contract.

9. Under no circumstance must the Contractor perform any activities that can harm the CAL FIRE or lessen its security program; and,

10. The CAL FIRE reserves the right to audit the Contractor’s information security controls, logs, and associated plans and processes to verify compliance with the contract.

Confidentiality:

1. CAL FIRE owns all data collected by CAL FIRE, third party users of the database and or by the contractor. Contractor may not share, transfer, give access to any of the information of the database to any private, public, or state entity without express permission by CAL FIRE program, management and or CAL FIRE legal.

2. The Contractor must implement an Information Privacy Program to safeguard the confidentiality and integrity of the CAL FIRE information; the Contractor must meet or exceed the CAL FIRE Information Privacy Program (Provided Upon Request); The Contractor must submit to the CAL FIRE Information Security Officer a copy of their Information Privacy Program.

3. The Contractor must work with designated staff within the CAL FIRE to classify information used by or created by the Contractor’s development environment or any…