RFQ-ITS_25-4-003-1_-_ETSD_IT_Surplus_Services.pdf

STATE OF CALIFORNIA Department of Conservation

Request For Quotation For Information Technology

Services

QUOTE DUE DATE:

QUOTE OPENING:

Responses must be emailed to ____________________ before 5:00 PM by the due date ___________________

Delivery Date

ARO

Supplier Name and Address: SOLICITATION NO. REV. # DATE REQUISITION OR CONTROL #

Contact:

Phone: Fax:

For further information contact:

Ship To:

ARE YOU CLAIMING PREFERENCE AS A

SMALL BUSINESS:

YES ________ NO ________

YES ________ NO ________

YES ________ NO ________

Name (Print):

Title:

Signature:

_______________________ Date:_____________

Federal Employer Identification Number:

Return quote to:

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

ARE YOU A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% SMALL

BUSINESS SUBCONTRACTOR

PREFERENCE?

I F YES, MANUFACTURER?

STATE OF CALIFORNIA

Department of Conservation

Enterprise Technology Services Division

Request For Quotation For Information Technology

Services

RFQ-ITS 25-4-003-1

ETSD – IT Surplus Services

Date: October 27, 2025

You are invited to review and respond to this Request for Quote for IT Services (RFQ-ITS) titled Department of Conservation – Enterprise Technology Services Division, Information Technology Surplus Services (ETSD – IT Surplus Services). To submit a bid for this IT service, you must comply with the instructions contained in this document as well as the requirements stated in the State’s Scope of Work (SOW), Exhibit A and Cost Worksheet, Exhibit B. In submitting this quote, you must comply with the instructions found herein.

Please read the enclosed document carefully. The RFQ-ITS due date is November 20, 2025 – 5PM

PST.

Responses to this RFQ-ITS must be submitted by electronic mail to the department contact noted below with RFQ-ITS 25-4-003-1 identified on the subject line of the email.

Department Contact:

George Uyeki

Enterprise Technology Services Division IT Procurement and Compliance Branch

715 P Street, MS 1805 Sacramento, CA 95814

Phone: (916) 208-7457

Email Address: IT.Purchasing@conservation.ca.gov

State of California

DESCRIPTION

The purpose of this Request for Quote for Information Technology (IT) Services is to provide Information Technology Surplus Services for the Department of Conservation.

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

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

Standard Agreement for IT Goods/Services (STD213), at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std213.pdf

Bidder Instructions (GSPD-451) – (Revised and Effective 11/09/2011) , at:

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

Information Technology General Provisions, Non-Cloud Goods & Services (Revised and Effective 02/20/2025) - GSPD-ITGP (Non-Cloud) at https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

Invoice Acceptance Dates: Invoices will not be accepted from June 7th through July 7th due to impacts related to the closing of the State’s Fiscal Year. Invoices that are received within these dates do not need to be resubmitted and will be processed as soon as possible.

Responsible Bidder: The Department of Conservation 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 bid shall be rejected.

Tie Bids: In the event of a precise tie, contract award will be decided per guidelines in State Contracting Manual Volume 2 (Section 1204 – Tie Between Suppliers). In the event of a precise tie between the bid of a certified SB and the bid of a certified DVBE that is also a SB, the award shall go to the DVBE that is also a SB. After application of the SB preference, in the event of a precise tie: the award shall first go to a certified SB, secondly to a non-SB using SB subcontracting, last to a bid not eligible for the SB preference. If this doesn’t apply, the tie shall be decided by a coin toss with at least one witness observing the event.

Additional Terms and Conditions: The State objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder. This applies to any language appearing in documents attached as part of the bidder’s response. In signing and submitting a bid, the bidder agrees that any additional terms and conditions whether submitted intentionally or inadvertently, shall have no force or effect. Bid with terms and conditions attached may be subject to rejection.

RFQ-ITS 25-4-003-1

Table of Contents I. General Information

A. Purpose B. Availability C. Period of Performance D. Key Action Dates E. Written Questions F. RFQ-ITS Response Guidelines G. RFQ-ITS Response Content

1. RFQ-ITS Form

2. Cost Worksheet

3. Customer Experience References

4. Confidentiality Statement

5. Payee Data Record, Std. 204/205

6. CA DVBE Participation Program Requirement

7. Bidder Declaration Form

8. Standard Agreement – For I.T. Goods/Services Only. Std. 213

9. DVBE Participation

10. Small Business Regulations

11. Non-Small Business Subcontractor Preference

12. Small Business Nonprofit Veteran Service Agencies (SB/NVSA)

13. Attachment with Quote Required if Claiming Small Business Preference

14. Small Business Certification

15. Declaration Forms

16. TACPA

17. Information Clarification

II. Evaluation Information A. Evaluation Process B. Evaluation Criteria

1. Administrative Requirements Evaluation Criteria

2. Technical Requirements Evaluation Criteria

3. Cost

C. Scoring

1. Administrative

2. Technical

3. Cost

4. Final Scoring Methodology

III. Exhibits Exhibit A – Scope of Work Exhibit B – Cost Worksheet

IV. Attachments Attachment A – Change Order Request Attachment B – Protection of Confidential and Sensitive Information Attachment C – Non-Disclosure Certificate Attachment D – Certificate of Insurance Attachment E – Customer Experience Reference Form Attachment F – Confidentiality Statement Attachment G – Payee Data Record, Std. 204/205 Attachment H – CA DVBE Program Requirements Attachment I – Bidder Declaration Form, GSPD-05-105 Attachment J – Standard Agreement – For I.T. Goods/Services Only, Std. 213

I. General Information

A. Purpose

The State of California, Department of Conservation (DOC) requires the services of a Contractor to provide Information Technology Surplus Services in support of the Service Desk Team within Enterprise Technology Services Division (ETSD).

DOC has multiple office and field locations located throughout the state of California. Each site contains various IT equipment to support end-users. When the IT equipment is no longer required to be in service, it requires to be properly dispositioned. The awarded Contractor would provide the services of a computer/electronic recycler. This Contractor would provide a regular pick-up service to support all the sites, process the equipment, and disposition the equipment per ETSD Service Desk instructions.

B. Availability

The selected contractor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within fifteen (15) business days of the contract award date specified in Section I.D.

Key Action Dates or an agreed on upon start date. 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. All replacement personnel are subject to approval by the State.

C. Period of Performance

The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213). The period of performance for this contract is three (3) years with the option for the State to extend the term for up to two (2) additional years at the rates specified in Exhibit B Cost Worksheet. The current budget allocation to support the services outlined in this document is $50,000.00. With an approved change order, this Agreement may be amended for time, money, quantity and/or additional products or services covered by this Agreement. The maximum amount of this agreement will not exceed $100,000 and will not extend beyond five (5) years.

The contractor shall not be authorized to deliver or commence performance of services as described in this Scope 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.

D. Key Action Dates

Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ-ITS.

Key Action Dates Date

1. Release of RFQ-ITS 10/27/2025

2. Submission of written questions 10/27/2025 – 11/06/2025

3. Departments response to written questions posted 11/11/2025

4. Submission of Quotes (by date and time) 11/20/2025 5PM PST

5. Evaluation of Bid Responses 11/21/2025 – 12/05/2025

6. Anticipated Contract Award 12/11/2025

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

E. Written Questions

All questions regarding the content of this RFQ-ITS 25-4-003-1 must be submitted via email to IT.Purchasing@conservation.ca.gov with Attention To: George Uyeki by the Key action due date listed above.

If any written questions are received, they will be posted along with the answer by the Key Action Date identified above.

F. RFQ-ITS Response Guidelines

This RFQ-ITS and the Contractor’s quote in response to this document will be made a part of the contract. Responses to this 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 Scope of Work Exhibit A.

Submission of Bids: Bids can only be submitted electronically to IT.Purchasing@conservation.ca.gov. The date and time of the bid will be the time stamp created upon receipt by the State's email system. Bids received after the due date and time that is specified in the request will be considered non-responsive. The bidder is solely responsible for ensuring that the full bid is received by the State in accordance with the solicitation requirements.

The State shall not be responsible for any delays caused by transmission errors, mis-delivery or any other kind of delay. If it is not possible to submit the bid electronically, the bid may be sent by mail to Department of Conservation, Enterprise Technology Services Division, IT Purchasing and Compliance Branch, 715 P Street, Suite 1805, Sacramento, CA, 95814.

G. RFQ-ITS Response Content:

The following documents must be included in the RFQ-ITS response.

1. RFQ-ITS Form – RFQ-ITS 25-4-003-1

Bidder must complete, date and sign the RFQ-ITS form.

2. Cost Worksheet – Exhibit B Bidder must complete the Cost Worksheet that identifies total cost per transaction as described in the Scope of Work using the format in Exhibit B – Cost Worksheet.

3. Customer Experience References – Attachment E

The bidder must submit a minimum of three (3) references and no more than five (5) references to validate experience in regard to providing surplus, dispositioning, pickup/delivery and recycling services for other State Agencies or organizations within the last 5 years.

The bidder shall complete one (1) Customer Experience Reference Form, Attachment E for each reference. The descriptions of these services must be detailed and comprehensive enough to permit the State to assess the similarity of services to the work anticipated in the award of the contract resulting from this procurement.

The State may attempt to contact the customer references. If no response is received from the customer references within three (3) State business days, the reference will be considered unverified and scored as fail and therefore, will be disqualified. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references.

4. Confidentiality Statement – Attachment F

The Confidentiality Statement must be signed and dated by the bidder, its employees and subcontractor employees working on this project, and submitted with the bidder’s proposal.

5. Payee Data Record, Std. 204/205 – Attachment G The successful bidder will be required to submit a completed Payee Data Record, Std.

204 and 205 (if applicable) listing their Taxpayer Identification Number.

6. CA DVBE Participation Program Requirement – Attachment H The bidder must complete Attachment H and submit with its bid, if applicable.

7. Bidder Declaration Form – Attachment I The bidder must complete Attachment I and submit with its bid.

8. Standard Agreement – For I.T. Goods/Services Only, Std. 213 – Attachment J The bidders shall provide name of person authorized to sign the STD 213 document.

Include name, title and business address.

9. DVBE PARTICIPATION – For the purpose of this solicitation, the DVBE participation requirement is waived.

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 quote to be considered responsive.

10. 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://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?g uid=IABE101D0D49111DEBC02831C6D6C108E&originationContext=documenttoc&tran sitionType=Default&contextData=(sc.Default).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.

11. 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.

12. 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.

13. ATTACHMENT WITH QUOTE REQUIRED IF CLAIMING 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” in the performance of the contract as defined in Government Code Section 14837(d)(4).

RFQ-ITS 25-4-003-1

14. 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.

15. DECLARATION FORMS – All bidders must complete the Bidder Declaration Form (Attachment 7) GSPD-05-105 (Rev 08/09) and include it with the bid 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. 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).

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) DGS PD 843 attached below (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The form can also be obtained online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at: DGS PD 843 - (9/2019) The completed form should be included with the bid response.

16. TACPA

The Target Area Contract Preference Act (TACPA) preferences will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid:

http://tacpa.dgs.ca.gov/Home/About?Length=4?

Bidders wishing to take advantage of this preference are required to submit the following applications/forms:

TACPA (Std. 830) Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 525) Manufacturer Summary of Contract Activities and Labor Hours (DGS/PD 526)

17. INFORMATION CLARIFICATION

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

RFQ-ITS 25-4-003-1

each RFQ-ITS response to determine its responsiveness to the requirements. Award, if made, will be to the responsive bidder receiving the highest score in accordance with the evaluation methodology as described below.

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. The following three (3) sub-sections and criteria will be reviewed by the State’s evaluation team.

1. Administrative Requirements Evaluation Criteria (Pass/Fail)

Requirement Yes No N/A

a. RFQ ITS Form – Bidder Information

b. Cost Worksheet – Exhibit B

c. Initialed and dated Protection of Confidential and Sensitive

Information – Attachment B

d. Signed and dated Non-Disclosure Certificate – Attachment C

e. Certificate of Insurance document meeting liability requirements defined in Attachment D

f. Customer Experience Reference Forms – Attachment E

g. Signed and dated Confidentiality Statement – Attachment F

h. Completed Payee Data Record, Std. 204/205 – Attachment G

i. DVBE DGS PD 843 – Attachment H – if applicable

j. Bidder Declaration Form, GSPD-05-105 – Attachment I

k. Authorized signature information for Standard Agreement STD

213 – Attachment J

l. List of Subcontractors (if applicable)

2. Technical Requirements Evaluation Criteria: (total of 50 points)

Description Available

Points

Members of the proposed contract team’s in-depth/relevant hands-on experience meeting the State’s requirements listed in the Scope of Work.

Members of the proposed contract team capabilities to fulfil the requirements listed in the Scope of Work.

Technical Score (out of a possible 50 points)

3. Cost: (total of 50 points)

Using a unit measure of one (1) (one item, one pallet or one hour) will be used for each line item listed in the cost worksheet. For evaluation purposes only, a total cost will be calculated using a unit measure of one (1). The bidder with the lowest cost worksheet total will be awarded the maximum 50 points. The scores for the remaining bidders will be calculated based on the ratio of the lowest cost worksheet to the Bidder’s cost worksheet total multiplied by the maximum number of cost points available, as shown in the calculation below.

C. Scoring:

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

2. Technical and Non-Cost Points (50 points)

RFQ-ITS 25-4-003-1

The technical evaluation criteria will be scored on a scale of 0 through 10, with 0 being “does not meet the requirement” and 10 being “exceeds the requirement”. DVBE incentive points cannot be used to achieve any applicable minimum point requirements and are to be included in the sum of non-cost points.

3. Cost (50 points)

Each bidders cost score will be calculated based on the ratio of the lowest worksheet cost to the bidders worksheet cost total, multiplied by the maximum number of cost points available (50), as shown in the calculation below:

Lowest Total Worksheet Cost X Total cost points available Bidder Total Worksheet 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 Cost Worksheet Total*

Calculation Cost Points Awarded

A $200.00 $100.00 X 50 $200.00

25.0

B $150.00 $100.00 X 50 $150.00

33.3

C $100.00 $100.00 X 50 $100.00

50.0

*As reflected in Exhibit B Cost Worksheet

4. Final Scoring Methodology

Bidder Technical Score Cost Score Total Points Awarded A 42 25.0 67.0 B 38 33.3 71.3 C 46 50.0 96.0

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

EXHIBIT A – SCOPE OF WORK

This Scope of Work (“SOW” or “Agreement”) reflects the services to be provided by the winning contractor, hereinafter referred to as the “Contractor,” for the Department of Conservation, hereinafter referred to as “DOC”, “Department” or “State”.

A. Scope and Description

This Scope of Work describes the Information Technology (IT) Surplus Services contract for the State of California Department of Conservation (DOC). The DOC is seeking a qualified vendor to provide IT Surplus Services to support the Service Desk Team within Enterprise Technology Services Division

(ETSD).

DOC has multiple office and field locations located throughout the state of California (see SECTION U Office Locations for detailed listing). Each site contains various IT equipment to support end-users.

When the IT equipment is no longer required to be in service, it requires to be properly dispositioned.

The awarded Contractor would provide the services of a computer/electronic recycler. This Contractor would provide a regular pick-up service to support all the sites, process the equipment, and disposition the equipment per ETSD Service Desk instructions. For applicable equipment, the processing would include complying with all standards defined in Section V. Data Sanitization and Destruction Standards.

B. Period of Performance

The expected duration of services will be three (3) years upon award of the contract, and may be extended longer upon receipt of an approved Change Order and execution of an amended STD213 agreement. This project is expected to begin within fifteen (15) business days of the award. The current budget allocation to the support the required services in this document is fifty-thousand dollars ($50,000) and may be increased upon execution of an approved Change Order.

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

C. Contractor Tasks and Responsibilities

During the contract, the Contractor will perform all services as outlined in the scope section of this Scope of Work. Key tasks and responsibilities include, but are not limited, to the following:

1. Provide a single point of contact for the coordination of IT Surplus Services.

2. Upon request from the Service Desk, pickup designated surplus equipment per the defined location within the Department of Conservation. Section T. IT Equipment Listing provides a list of equipment that may be picked up. Section U. Office Locations provides a listing of addresses for the pickup.

3. After pickup, provide secure storage of the equipment until it has been properly dispositioned.

4. Removal of asset tags, stickers and identifying marks.

5. Upon receipt of the equipment, execute appropriate data destruction techniques to meet Section

V. Data Sanitization and Destruction Standards. Upon completion of the data sanitization and destruction service, provide to the ETSD Service Desk a certificate of sanitization and certificate of destruction.

6. Communicate the status of all pickup requests.

7. On a monthly basis and as requested, provide listing of inventory and status of all IT equipment.

8. Process control for chain of custody from removal to sanitation to final disposition.

9. Verification of sanitization methods – verifier must test a sample or 100% of devices depending on risk and sign off.

D. Contractor’s Requirements

Prior to commencement of work, any contracted staff are required to read, initial and date, the Protection of Confidential and Sensitive Information document (Attachment B). Read, complete, sign and date the Non-Disclosure Certificate (Attachment C). Provide Certificate of Insurance with the minimum limits defined in Insurance Requirements (Attachment D).

The contractor will be highly flexible and adaptive, with an ability to organize, coordinate, and execute on details. The contractor must be able to quickly identify and apply solutions to problems identified by the Department staff. The list of tasks/responsibilities outlined in section C above are to be performed by qualified staff that has been trained to properly dispose of IT electronic equipment.

Experience – DOC would like to see a Contractor that has previously performed similar IT services for other State agencies or organizations.

DOC is looking for a contractor with the following:

1. Contractor must have a minimum of 3 years’ being in the business of performing IT computer/recycling services.

2. Contractor shall provide resumes of staff that has a minimum of 2 years’ experience working with

IT equipment.

3. Project manager that has strong facilitation skills and the ability to communicate the status of all work in progress.

4. Provide reference listing of customers performing similar IT Surplus Services.

E. State Responsibilities

The DOC will provide the Contractor with, but not limited to the following:

1. Information and the necessary responses to inquiries from Contractor.

2. Direction and oversight of all tasks related to this scope of work.

3. Availability for adhoc meetings.

4. A contract administrator and single point of contact (SPOC) for each pickup site.

5. Timely review of any communication and/or documents submitted.

6. Submit a Property Survey Report for IT equipment (STD-152) approved by Department of

General Services prior to scheduled pick up.

F. Acceptance Criteria

It shall be the State’s sole determination as to whether an IT Surplus Service deliverable has been successfully completed and is acceptable to the State.

1. Pickup and disposition of equipment shall be completed within the expected agreed upon timeframe.

2. Upon completion of the dispositioning of equipment, the Contractor shall communicate the status to the Contract Administrator.

3. The Contract Administrator will review the IT Surplus Service deliverable and approved in writing that it accepts the completion.

4. Upon receiving the approval, the Contractor can submit an invoice for processing.

5. If a deliverable is not accepted, the State shall provide the rationale in writing within ten (10) business days of receipt of the deliverable. If any services or documentation needs revision, the Contractor will provide the service or complete the required documentation within five (5) working days or within a timeframe agreed upon by the Contract Administrator.

G. Change Management

Change management enables effective handling of project changes, and ultimately helps keep the project budget, quality and timeline within the expectations of both organizations. The change management process is as follows:

1. All changes within the original terms of the contract will be executed by means of a “Change

Order Request” form (Attachment A). Upon approval by both parties, an amendment to the contract will be processed. No verbal authorizations shall be binding on either party.

2. All applicable rules and requirements will be applied to any changes in costs.

H. Agreement Changes/Amendments

The State reserves the right to amend this Agreement for time, money, quantity and/or additional products or services covered by this Agreement. The maximum amount of this agreement, including any amendments will not exceed a total of $100,000 and will not extend beyond five (5) years. Any and all Amendments for additional products or services will be at the discretion of the Department of Conservation.

I. Unanticipated Tasks

The State shall allow an amount equal to 20% of the total contract, to be added to the contract to allow for State required services/options/upgrades (licenses, components, equipment, parts, etc. that provide additional functionality), unanticipated tasks (well documented and unanticipated price increase of goods/services, freight/shipping/delivery or additional work that must be performed which was wholly unanticipated and is not specified in the specification, but which in the opinion of both parties is necessary), and unforeseen components or labor, etc. necessary to complete the requirements as indicated within the agreement. This is the maximum amount that will be available for State required and approved options/upgrades, components, additional work, etc. after award.

Any requests shall be processed via a Change Order Request (Attachment A). The Contractor will submit a Change Order Request Form to the Department of Conservation and after approval the Contractor can proceed with the approved changes, and will be paid from this reserved allowance.

The contractor is not entitled to any portion of the additional 20% unless the extra components, labor, tasks, etc. are documented and approved by the Department of Conservation. The executed Change Order Request will thereby be incorporated as a Schedule to this Agreement.

J. Termination/Cancellation

In addition to any other provision of this Agreement, the Department may terminate this Agreement or cancel a portion of the service(s) for any reason with thirty (30) days written notice. The Department may also terminate this Agreement for cause and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at any time and in the manner herein.

K. Travel

There will be no travel or per diem paid by the DOC under this contract.

L. State Point of Contact

Name and Title Phone Number E-mail Address

Vay Phung Contract Administrator

916-327-6260 Servicedeskmail@conservation.ca.gov

George Uyeki Buyer

916-208-7457 IT.Purchasing@conservation.ca.gov

M. Contractor Point of Contact

Name and Title Phone Number E-mail Address

TBD

N. Payment Provisions

For services satisfactorily rendered, and upon receipt and approval of the invoices, the Department agrees to compensate the Contractor for completed services in accordance with the rates specified on the Cost Worksheet (Exhibit B), which is attached hereto and made a part of the Agreement.

Services shall be completed as set forth in this Scope of Work, and all other terms and conditions of this Agreement. Services performed within the State Fiscal Year (July 1 – June 30) should be received no later than July 31st of the following Fiscal Year.

The Contractor shall submit invoices to IT.Invoices@conservation.ca.gov no more often than monthly, in arrears, to the attention of the DOC’s Contract Administrator.

Enterprise Technology Services Division IT Procurement and Compliance Unit Attn: Contract Administrator 715 P Street, MS 18-03 Sacramento, CA 95814 Phone: (916) 327-6260 Email: IT.Invoices@conservation.ca.gov

Invoices shall contain the following information:

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

2. Printed name of the Contractor.

3. Business address of the Contractor.

4. The complete address of the Department of Conservation and referencing the Division Being billed: Enterprise Technology Services Division.

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

6. The number of the agreement upon which the claim is based Agreement 25-4-003-1.

7. The specific service(s) being billed as described in the Cost Worksheet (Exhibit B).

8. The amount due for each line item or service being billed (Line item #, Unit Price, Extended price)

9. The total amount due.

10. Invoices sent electronically to IT.Invoices@conservation.ca.gov.

Invoices that are submitted with inaccurate information or do not provide all necessary information will not be accepted and will be returned to the Contractor for resolution.

O. Budget Contingency Clause

It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

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

P. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in Government Code Chapter 4.5, commencing with Section 927.

Q. Confidentiality of Data

All financial, statistical, personal, technical, and other data and information relating to the State's operations which are designated confidential by the State and made available to the Contractor in order to carry out this Contract shall be protected by the Contractor from unauthorized use and disclosure by the observance of the same or more effective procedural requirements as are applicable to the State. The identification of all such confidential data and information as well as the State's procedural requirements for protection of such data and information from unauthorized use and disclosure will be provided by the State in writing to the Contractor. If the methods and procedures employed by the Contractor for the protection of the Contractor’s data and information are deemed by the State to be appropriate, such methods and procedures may be used, with the written consent of the State, to carry out the intent of this paragraph. The Contractor shall not be required under the provisions of this paragraph to keep confidential any data or information which is or becomes publicly available, is already rightfully in the Contractor’s possession, is independently developed by the Contractor outside the scope of this Contract, or is rightfully obtained from third parties.”

R. 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.

S. GenAI Disclosure Notification Clause

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these technologies.

Bidder/Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual (SAM) 4986.2.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure. Upon notification by a

Bidder/Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

T. IT Equipment Listing

Below is a listing of known IT Equipment. Additional equipment not listed below may be requested for surplus services at any time.

o Laptops o Desktops o iPhones o Tablets o Servers o Switches o Server Racks o Peripherals

Docks Keyboard Mouse Webcams Power Adapters Cables CD/DVD drives USB drives o Printers Multi-Functional Printers Plotters (large format printers) Laser printers Label printers Postage meters o Scanners Large format scanners Desk scanners Bar code scanners o Large stand for conference rooms o Mounting hardware for TV o TVs o Monitors o VOIP Phones o Teleconference System o Projectors o Cameras/Camcorders o GPS Devices o Drones o Gas Detectors

U. Office Locations

Below is a listing of the current office locations. Any additions or changes to the listing below will be communicated by the Contract Administrator.

Pick surplus at these office locations for Department of Conservation (DOC), California Geologic Energy Management Division (CalGEM), California Geological Survey (CGS), and California Strong Motion Instrumentation Program (CSMIP).

Office Address Contact DOC Headquarters 715 P Street Suite 1805

CGS CSMIP 801 K Street Suite 1300

CGS CSMIP Warehouse 1059 Vine Street Suite 103 Sacramento, CA 95818

CalGEM Central District 11000 River Run Boulevard Bakersfield, CA 93311

CalGEM Northern District 195 S. Broadway Suite 101 Orcutt, CA 93455

CalGEM Northern District 4820 McGrath Street Suite 210 Ventura, CA 93003

CalGEM Southern District 3780 Kilroy Airport Suite 300 Long Beach, CA 90806

CGS Eureka 2120 Campton Road Eureka, CA 95503

CGS Santa Rosa 135 Ridgway Avenue Santa Rosa, CA 95401

CGS Redding 6105 Airport Road Redding, CA 96002

CGS Bay Area 1900 S. Norfolk Street, Suite 300 San Mateo, CA 94403

CGS Southern California 320 West 4th Street, Suite 850 Los Angeles, CA 90013

V. Data Sanitation and Destruction Standards.

All equipment surplused must comply with the following standards:

DoD 5220.22-M Data Sanitization Standard NIST SP 800-88 Rev.2 – Guidelines for Media Sanitization NIST SP 800-53 Rev.5 MP-6 – Media Sanitization SAM §5365.3 – Media Disposal (sanitization prior to reuse/disposal) SAM §3520.10 – Surplus Electronic Equipment & Recycling Procedures SAM §5310.6 – Data Retention & Destruction SIMM 5300 Series – Statewide Information Security Standards

EXHIBIT B – COST WORKSHEET

Refer to the Excel file on Cal eProcure labeled, “RFQ-ITS 25-4-003-1 - Exhibit B – Cost Worksheet” for submission of your cost data.

Please ensure that each yellow field in the cost worksheet has a price entered. If the price for a service has no cost, then indicate as a zero price in the cost worksheet.

Evaluation of cost worksheets will be based on the sum of the costs for the 15 requested services and the pricing for the recycling request listed in the evaluation section.

Please feel free to add any additional services that your company may offer. These additions will not add to the evaluation total.

Attachment A

RFQ-ITS 25-4-003-1

Attachment B ETSD - IT Surplus Services

Enterprise Technology Services Division

Protection of Confidential and Sensitive Information

1. For purposes of this Exhibit, “Contractor” means any contractor or researcher, including a Non-State Entity contractor or researcher, receiving funds from, doing business with, conducting research for, or performing services for the Department (“Department of Conservation”) pursuant to a contract, purchase order, research agreement, grant or loan agreement, joint powers agreement, public works contract, or other contractual vehicle (collectively “Contract”). The term “Contractor” also includes Contractor’s officers and employees and Affiliates. For purposes of this Exhibit, the term “Affiliate” means a person or entity forming a partnership, joint venture, subcontract, sales contract, or other legal relationship with Contractor to carry out the terms of the Contract.

2. This Exhibit shall apply to all Contractors the terms of whose Contracts with the Department require or permit access to Confidential or Sensitive Information in conducting business with the Department or performing duties under a Contract with the Department.

3. Contractor shall impose all the requirements of this Exhibit on all of its officers, employees and Affiliates with access to Confidential and/or Sensitive Information.

4. For purposes of this Exhibit, “Non-State Entity” shall mean a business, organization or individual that is not a State entity, but requires access to State information assets in conducting business with the State. This definition includes, but is not limited to, researchers, vendors, consultants, and their subcontractors, officers, employees, and entities associated with federal and local governments and other states.

5. For purposes of this Exhibit, “Confidential Information” means information, the disclosure of which is restricted or prohibited by any provision of State or federal law or which is treated as privileged or confidential under such laws. Such Confidential Information includes, but is not limited to, information that is exempt from disclosure under the California Public Records Act (Government Code sections 6250-6255), and “personal information” about individuals as defined in California Civil Code Section

1798.3 of the Information Practices Act (IPA) if the disclosure of the “personal information” is not otherwise allowed by the IPA. Such Confidential Information may also include financial, statistical, personal, technical, and other data and information relating to operation of the Department.

6. For purposes of this Exhibit, “Sensitive Information” means information that requires special precautions to protect it from unauthorized modification or deletion. Sensitive information may be either public records or Confidential Information. Examples include statistical reports, financial reports, logon procedures and copyrighted materials.

Contractor shall take all necessary measures to protect Confidential or Sensitive Information to which it or its Affiliates gain access from unauthorized access (accidental or intentional), use, modification, destruction, or disclosure. These measures may include, but are not limited to: password protection of electronic data, encrypted transmission of electronic data, and secure mailing and locked storage of paper and copies on electronic media (e.g. CD, DVD, tape, etc.). Such measures may also include establishment of secure workstations and maintenance of a secure workstation access logs.

Contractors shall also apply appropriate security patches and upgrades and keep virus software up-to-date on all systems on which Confidential or Sensitive Information may be used.

RFQ-ITS 23-4-001-2

7. Contractors shall ensure that all media, including electronic media containing Confidential or Sensitive Information to which they are given access, are protected at the level of the most confidential or sensitive piece of data on the media.

8. Contractor shall use or permit the use of Confidential and Sensitive Information exclusively in the performance of this Contract.

9. Contractor shall monitor and control use of Confidential or Sensitive Information by its employees, agents and affiliates. Contractor and Affiliate personnel allowed access to Confidential and Sensitive Information shall be limited to those persons with a demonstrable business need for such access.

Contractor shall maintain a current listing of all Contractor and Affiliate personnel with access to Confidential and Sensitive Information. All such personnel shall sign a copy of the Nondisclosure Certificate attached hereto as Exhibit B, prior to being allowed such access.

10. Contractor shall notify Department within 24 hours of a security breach involving Confidential or Sensitive Information or if Contractor becomes legally compelled to disclose any Confidential or Sensitive Information.

11. Contractor shall comply with all State policies and laws regarding use of information resources and data, including, but not limited to, California Government Code section 11019.9 and Civil Code sections 1798 et seq. regarding the collection, maintenance and disclosure of personal and confidential information about individuals.

12. If Contractor obtains access to personal information that includes, but is not limited to name, social security number, driver’s license number, address, date of birth, race/ethnicity and gender of individuals the Contractor shall substitute non-personal identifiers as soon as possible.

13. All data, reports, information, inventions, improvements and discoveries used, compiled, developed, processed, stored or created by Contractor or Contractor’s Affiliates using Confidential and/or Sensitive Information are the property of the Department. No such data, reports, information, inventions, improvements or discoveries shall be released, published or made available to any person (except to the Department) without prior written approval from the Department.

14. Contractor shall destroy in accordance with approved methods of confidential destruction or return to Department all Confidential and Sensitive Information at or before the termination date of the Contract.

15. Contractor shall cooperate with the Department’s Information Security Officer or his designee in carrying out the responsibilities set forth in this Exhibit.

16. Failure to adhere to these requirements may be grounds for termination of the Contract and for…