RFQ-ITS_A251015072_CCURE_9000___ExacqVision_Services.pdf

Gavin Newsom Governor

Nancy Ward Director

REQUEST FOR QUOTE FOR INFORMATION TECHNOLOGY (RFQ-ITS)

Notice to Prospective Bidders

RFQ-ITS A251015072

C•CURE 9000 and ExacqVision Services

You are invited to review and respond to the California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES, RFQ-ITS A251015072, titled C•CURE 9000 and ExacqVision Services. In submitting your quote, you must comply with the instructions found herein.

It is the opinion of Cal OES that this RFQ-ITS is complete and without need of explanation.

However, if you have questions, or need any clarifying information, the contact person for this RFQ-ITS is:

Flora Karami California Governor’s Office of Emergency Services

Purchasing Division, Contracts Unit ITContracts@caloes.ca.gov

Please submit questions, to the email address listed above referencing the RFQ-ITS number in the subject line of the email. Note that no verbal information given will be binding upon the State unless such information is issued in writing as an addendum. Questions via phone calls or in person are not accepted.

mailto:ITContracts@caloes.ca.gov

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFQ-ITS A25101572

C•CURE 9000 & ExacqVision Services

TABLE OF CONTENTS

A. PURPOSE AND DESCRIPTION OF SERVICES

B. QUALIFICATIONS

C. QUOTE REQUIREMENT INFORMATION

D. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

E. PREFERENCE AND INCENTIVE PROGRAMS

F. REQUIRED DOCUMENTS

ATTACHMENT 1 - COVER LETTER

ATTACHMENT 2 - COST SHEET

ATTACHMENT 3 – CERTIFICATIONS & LICENSES

ATTACHMENT 4 - REFERENCES

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-106

ATTACHMENT 7 - DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 8 - CERTIFICATION OF CUF COMPLIANCE FOR SUBCONTRACTORS

ATTACHMENT 9 – CALIFORNIA SMALL BUSINESS/MICRO BUSINESS (SB/MB) CERTIFICATION/APPLICATION

ATTACHMENT 10 – SELLER’S PERMIT

ATTACHMENT 11 - CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 12 - SAMPLE AGREEMENT

A. PURPOSE AND DESCRIPTION OF SERVICES

Cal OES is seeking a qualified Contractor to provide maintenance and repair services for C•CURE 9000 access control system and ExacqVision video management system.

The Contractor is responsible for meeting all of the required licenses and certifications required to perform the scope of services set forth in this solicitation.

B. QUALIFICATIONS

Contractor’s mandatory and minimum qualifications and licensing requirements, if any, are referenced in Attachment 12, Sample Agreement, Exhibit A, Statement of Work.

C. QUOTE REQUIREMENT INFORMATION

1. KEY ACTION DATES

The following dates are set forth for informational and planning purposes only and are subject to change:

2. WRITTEN QUESTIONS

All questions regarding the content of this RFQ-ITS must be submitted in writing via email to ITContracts@caloes.ca.gov and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

ACTION DATE AND TIME

Release of RFQ-ITS June 27, 2025

Deadline to Submit Questions July 3, 2025, received by 12:00 PM (PT)

Cal OES Response to Submitted Questions July 8, 2025, at 5:00 PM (PT)

Final Date for Submission of Quote July 15, 2025, received by 9:00 AM (PT)

Proposed Award Date July 23, 2025

Term of the Agreement July 1, 2025, or upon approval, whichever is later – August 31, 2027

Question and answers will be provided to all Bidders without identifying the submitters and will be posted on the solicitation event page on Cal eProcure portal.

3. RFQ-ITS RESPONSE GUIDELINES

a) Quotes must be delivered by emailing ITContracts@caloes.ca.gov by the bid submission deadline. It is up to the Bidder to ensure that electronic documents are viewable by Cal OES (provide in standard MS Office and/or Adobe formats for example).

b) It is the respondent’s responsibility for ensuring that the quote is received by the submission deadline. Any quote received after the scheduled closing time for the receipt of quotes will not be considered.

c) This RFQ-ITS and the Bidder’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 Bidder’s responsibility to provide all required data, and any other information deemed necessary for the Cal OES’s evaluation team to determine and verify the Bidder’s ability to perform the tasks and activities defined in the Sample Agreement (Attachment 12).

d) Cal OES may modify the RFQ-ITS prior to the date fixed for submission of bids by the issuance of an addendum posted on the solicitation event page on Cal eProcure portal.

4. RFQ-ITS RESPONSE CONTENT

a) Cover Letter – Attachment 1

Bidder must complete and attach the cover sheet included in this RFQ-ITS as Attachment 1. The bid Cover Letter must include the signature of an authorized supplier representative of the Bidder.

b) Cost Sheet – Attachment 2

Bidder must complete the cost sheet that identifies total cost per transaction as described in Attachment 12, Sample Agreement, Exhibit B-1, Cost Sheet.

c) Certifications and Licenses – Attachment 3

The Contractor must provide copies of the certifications and licenses specified in Attachment 12, Sample Agreement, Exhibit A, section 4, Qualifications.

d) References – Attachment 4

i. Provide three (3) references. The references must be able to confirm the individual’s knowledge, skills, and experience. Experience must have occurred in the last ten (10) years and be similar to the services requested in this RFQ-ITS.

ii. The Bidder shall complete one (1) Reference Form, Attachment 4, for each reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement.

iii. References must be external to the Bidder’s organization and corporate structure. Company references must support the depth and breadth of experience required.

iv. References must include customer name and address, telephone number, and e-mail address of a contact person. Cal OES may contact referenced organizations to verify the information provided.

v. Negative responses from any references may be cause for rejection.

e) Payee Data Record – Attachment 5

The Bidder must submit a Payee Data Record, STD 204 & STD 205 (if applicable), listing their Taxpayer Identification Number.

f) Bidder Declaration – Attachment 6

The Bidder must complete the Bidder Declaration, GSPD-05-105, and submit with its bid.

g) CA Disabled Veteran Business Enterprise (DVBE) Requirement - Attachment 7 (if applicable)

The Bidder must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), if applicable.

h) Certification of Commercially Useful Function (CUF) compliance for subcontractors – Attachment 8 (if applicable)

The Bidder must submit a signed statement that the work performed by SB or DVBE subcontractors is CUF compliant. Refer to Sections E.1.c and E.2.a of this RFQ-ITS for details.

i) California Small Business/Micro Business (SB/MB) Certification/Application – Attachment 9 (if applicable)

A Bidder who is a California Certified SB/MB or has applied for SB/MB certification, shall submit a copy of SB/MB certification or application to claim a Small Business preference. Refer to Section E.1 of this RFQ-ITS for details.

j) Seller’s Permit – Attachment 10

The Bidder must submit a copy of its Seller’s Permit or provide the firm’s Seller’s Permit number.

k) California Civil Rights Laws Certification – Attachment 11

The Bidder must complete Attachment 11 and submit with its bid.

5. EVALUATION AND SELECTION

a) Evaluation Process

Each RFQ-ITS response will be checked for the presence of required information in conformance with the submission requirements of this RFQ-ITS.

Cal OES 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 requirement. The following sub-sections and criteria will be reviewed by Cal OES.

i. Administrative Requirements Evaluation Criteria (Pass/Fail)

Example:

Requirement Yes No N/A

a. Cover Sheet

b. Resumes

c. References

d. Signed Confidentiality Statements

e. Bidder Declaration

f. California Civil Rights Laws Certification

g. All other administrative requirements, i.e., DVBE, CUF, etc.

ii. Cost

Cal OES will further verify and evaluate the bid submission as described in the RFQ-ITS to determine lowest responsive responsible Bidder. Cost Sheet calculations will be verified.

6. AWARD OF CONTRACT

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

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

ITS.

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

7. PROTESTS

Any Bidder’s 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 responsive to the requirements of the RFQ-ITS and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the Bidder believes the State has incorrectly selected another Bidder for award, the Bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful Bidder” 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-ITS or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

8. DISPOSITION OF BIDS

a) Upon bid opening, all documents submitted in response to this RFQ-ITS will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code § 7920.000 et seq.) and subject to review by the public.

9. PERFORMANCE OF SERVICE

a) Upon award of the contract, the winning Bidder must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract. This COI will identify the required insurance as indicated in the attached Sample Agreement (Attachment 12), Exhibit D, Additional Provisions.

b) Upon award of the contract, the winning Bidder agrees to execute the contract on the State’s Standard Agreement (STD 213), including all Exhibits (Attachment 12, Sample Agreement). The Agreement must be signed by an individual authorized to bind the Bidder contractually.

10. AGREEMENT EXECUTION AND PERFORMANCE

a) Performance shall start not later than ten (10) days after approval of the Contract, or on the express date set by Cal OES and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, Cal OES, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement.

b) All performance under the Agreement shall be completed on or before the termination date of the Agreement.

11. TAX DELINQUENT STATUS VERIFICATION

a) Effective July 1, 2012, Public Contract Code section10295.4, requires state agencies to verify the tax delinquent status of Bidders responding to state solicitations.

b) At the time of bid evaluation, prior to contract award and execution, the State will verify all Bidders, and any identified subcontractors of Bidders are not listed as tax delinquent by the Franchise Tax Board and the California Department of Tax and Fee Administration. Any Bidders or subcontractors listed as tax delinquent shall result in a bid rejection and will not be considered for contract award. Bidders wanting further clarification can refer to the statute above or to the websites listed below for additional information:

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

D. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

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.

https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

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.

E. PREFERENCE AND INCENTIVE PROGRAMS

Preference and Incentive Programs are each identified below. When the Bidder satisfies the requirements and requests bid preferences and incentives, the Bidder must clearly identify in their bid submission which of the programs it qualifies for.

Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

California Government Code (GC) section 14835, et seq., requires a preference be given to Bidders who are California Certified Small Business (SB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

a) A 5% preference, (not to exceed $50,000) is available to a certified SB. A

Bidder claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

To be considered as a certified SB, the Bidder must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for RFQ-ITS Submission. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division- Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran- Business-Enterprise#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo

b) Non-Small Business Subcontractor Preference (if subcontracting is allowable in Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Bidder claiming this preference must list one or more SB subcontractor(s), whom the Bidder commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

c) Pursuant to GC section 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this RFQ-ITS shall qualify the Bidder or be used to qualify the Bidder for the SB Preference or Non-Small (NS) Business Subcontractor Preference. A certification signed under penalty perjury that the work performed by SB subcontractors serves a CUF is required from the Bidder.

Commercially Useful Function Definition

As defined in MVC §999(B), a person or an entity is deemed to perform a "commercially useful function" if a person or entity does all of the following:

• Is responsible for the execution of a distinct element of the work of the contract.

• Carries out the obligation by actually performing, managing, or supervising the work involved.

• Performs work that is normal for its business services and functions.

• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

• Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

A contractor, subcontractor, or supplier will not be considered to perform a “commercially useful function” if the contractor's, subcontractor's, or supplier's role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of SB or DVBE participation.

2. DVBE PROGRAM

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value. The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.61 et seq.

a) DVBE PARTICIPATION REQUIREMENT

For the purposes of this solicitation, the DVBE Participation Requirement has been waived, however the DVBE Incentive still applies.

Note: Pursuant to Military and Veterans Code section 999 (B), only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this RFQ-ITS shall qualify the Bidder or be used to qualify the Bidder for a DVBE participation and/or DVBE incentive. A certification signed under penalty perjury that the work performed by DVBE subcontractors serves a CUF is required from the Bidder per MVC §999.10(a)(3). Bidders must also verify each DVBE subcontractor’s certification status with OSDS to ensure DVBE participation eligibility prior to submitting bids.

b) DVBE SUBSTITUTION

Bidders must use the DVBE subcontractors or suppliers proposed in the bid.

Any substitutions must be requested in writing to the awarding department and approved by both the awarding department and OSDS in writing prior to the commencement of any work by the proposed DVBE. The substitution must be to perform the same work and shall maintain the minimum level of DVBE participation stated in original bid. (MVC §999.5.g)

c) DVBE SUBCONTRACTOR REPORTING

Bidders awarded a contract with a commitment to use DVBE subcontractors must certify, upon completion of contract that all payments have been made to the DVBE subcontractors by submitting the Prime Contractor’s DVBE Subcontracting Report (STD 817). Cal OES will withhold $10,000 from the final payment, or the full payment if the final payment is less than $10,000 from prime contractors, until the complete and accurate STD 817 is received.

Failure to submit this certification after given the opportunity to cure, will result in Cal OES permanently deducting $10,000 from the final payment or the full payment if less than $10,000. (MVC §999.7)

d) DVBE INCENTIVE

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

Confirmed DVBE Participation of:

Incentive Amount

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

A Bidder is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Bidder commits to use a certified DVBE(s) as subcontractor(s) (if subcontracting is allowable in Exhibit A, Statement of Work).

The net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the number 1 ranked responsive, responsible bid is a California certified small business, the only Bidders eligible for the incentive will be California certified small businesses.

1) Certified DVBE Bidder incentive considerations:

i. Commit to performing 1% or more of the contract bid value with the prime Bidders’ firm or in combination with another DVBE(s)

ii. Document DVBE participation on the Bidder Declaration GSPD-05-105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager.

2) Non-DVBE Bidder incentive considerations:

i. Commit to using certified DVBE(s) for 1% or more of the bid value.

ii. Document DVBE participation on the Bidder Declaration GSPD-05-105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager for each certified DVBE subcontractor.

3) Locating DVBE Subcontractors

i. State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov

To begin your search, click on “Small Business/Disabled Veteran Business Enterprise,” then click “Search for Certified SB/DVBE Firms.”

Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at: www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to:

OSDSHelp@dgs.ca.gov

3. APPLYING PREFERENCE AND INCENTIVES

a) Preferences and incentives are used for bid tabulation purposes to determine the lowest responsive responsible Bidder. Strict adherence to the laws and regulations to apply the preferences and incentives will be followed. If awarded the contract, the preference and/or incentive does not alter the amount of the resulting contract. Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance with statutory, regulatory and contractual requirements.

b) The SB preference of 5% will be applied when a responsible Bidder that is not a CA certified SB submits the lowest responsive responsible bid. For evaluation purposes, 5% of the lowest responsible bid is subtracted from the bids for Bidders that are certified SBs. A NS claiming 25% CA Certified SB/MB subcontractor participation will receive a 5% preference (calculated on the http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov lowest responsible bid) if the lowest responsive bid is neither a SB nor NS.

(Note: NS claiming SB subcontractor preference cannot remove an award from a certified SB.)

c) Pursuant to California Code of Regulations (CCR) 2 CCR§ 1896.8, there is a $50,000.00 cap of the amount of SB/NS preference and there is a combined cap of $100,000 for all preferences and incentives. Pursuant to 2 CCR§ 1896.99.120, there is a $100,000.00 cap of the amount of DVBE incentive.

F. REQUIRED DOCUMENTS

1. Cover Letter

2. Cost Sheet

3. Certifications and Licenses

4. References

5. Payee Data Record, STD 204 & STD 205

6. Bidder Declaration Sheet, GSPD-05-105

7. DVBE Declarations, DGS PD 843 (if applicable)

8. Certification of CUF compliance for subcontractors (if applicable)

9. CA SB/MB Certification/Application (if applicable)

10. Seller’s Permit

11. California Civil Rights Laws Certification

ATTACHMENT 1 - COVER LETTER

The submission of this quote does not obligate Cal OES to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the Bidder. When funding is authorized, the Bidder will be expected to adhere to the terms of the executed contract.

The undersigned Bidder hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the

RFQ-ITS.

1. Company Name 2. Telephone Number 3. Email:

4. Address

4. Federal Taxpayer Identification Number:

5. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as:

a. California Small Business b. Disabled Veteran Business Enterprise

Yes No Yes No If yes, enter certification number below: If yes, enter certification number below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

6. Date application was submitted to OSDC, if an application is pending:

7. Principal who is authorized to bind the Bidder:

(Typed Name)

Title:

9. Signature Date:

ATTACHMENT 2 - COST SHEET

Refer to Exhibit B-1 in Attachment 12, Sample Agreement.

ATTACHMENT 3 – CERTIFICATIONS & LICENSES

The Contractor must provide copies of the certifications and licenses specified in Attachment 12, Sample Agreement, Exhibit A, section 4, Qualifications.

ATTACHMENT 4 - REFERENCES

List three (3) clients served in the past ten (10) years for which the bidding firm provided similar services. List the most recent first. References should provide evidence that Contractor meets the minimum qualifications as stated in this RFQ-ITS and provides similar services as stated in Attachment 12, Sample Agreement, Exhibit A, Statement of Work.

REFERENCE #

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number

Email Address

Dates of Service Value or Cost of Service

Brief Description of Service Provided

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

A Bidder must complete the Payee Data Record and the Supplement form (as needed), located at the following internet sites:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-106

A Bidder must complete the Bidder Declaration, located at the following internet site:

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

When completing the declaration, if subcontracting is allowable in Attachment 12, Sample Agreement, Exhibit A, Statement of Work, 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.

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

ATTACHMENT 7 - DVBE DECLARATIONS, DGS PD 843

A Bidder must complete the Disabled Veteran Business Enterprise Declarations (DGS PD 843), located at the following internet site (if applicable):

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

ATTACHMENT 8 - CERTIFICATION OF CUF COMPLIANCE FOR SUBCONTRACTORS

A Bidder must submit a signed statement under penalty of perjury that the work performed by SB or DVBE subcontractors is CUF compliant. Refer to Sections E.1.c and E.2.a of this RFQ- ITS for details.

ATTACHMENT 9 - CALIFORNIA SMALL BUSINESS/MICRO BUSINESS (SB/MB)

CERTIFICATION/APPLICATION

A Bidder who is a California Certified SB/MB or has applied for SB/MB certification, must submit a copy of SB/MB certification or application.

ATTACHMENT 10 - SELLER’S PERMIT

A Bidder must submit a copy of its Seller’s Permit or provide its Seller’s Permit number.

ATTACHMENT 11 - CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

A Bidder must complete the California Civil Rights Laws Certification located at the following internet site:

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

ATTACHMENT 12 - SAMPLE AGREEMENT

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this RFQ-ITS. Please review it carefully and present any questions in writing to the contact identified for this RFQ-ITS.

2. The term of this Agreement is:

Sample

Sample

California Governor’s Office of Emergency Services Contractor Name TBD

Agreement No. A251015072

EXHIBIT A

STATEMENT OF WORK (SOW)

C•CURE 9000 AND EXACQVISION SERVICES

1. OBJECTIVE

The California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES” requires TBD, hereinafter referred to as “Contractor”, to provide maintenance and repair services for C•CURE 9000 access control system and ExacqVision video management system. This security system and monitoring equipment are currently in place at multiple Cal OES locations within the Sacramento area and maintains continuous mission critical security and safety protection for personnel, buildings, and assets. The repair services include, but are not limited to emergency/non-emergency troubleshooting and repair services, and parts replacement in order to keep this system operational twenty-four/seven (24/7) at the following locations:

3650 Schriever Avenue, Mather CA, 95655 3791 Bradview Drive, Sacramento CA, 95827

601 Sequoia Pacific Blvd, Sacramento CA, 95811 630 Sequoia Pacific Blvd, Sacramento CA, 95811

600 N. 5th Street, Sacramento CA, 95811 650 N. 5th Street, Sacramento CA, 95811

2. TERM/PERIOD OF PERFORMANCE

A. The period of performance for the Agreement shall be July 1, 2025, or upon approval, whichever is later, through August 31, 2027.

B. The Contractor shall not be authorized to deliver or commence the performance of services as described in this SOW until the Agreement has been fully executed. Any delivery or performance of service that is commenced prior to the execution of the Agreement shall be considered voluntary on the part of the Contractor and non-compensable.

C. Consistent with the terms and conditions of the original solicitation, and upon mutual consent, Cal OES and the Contractor may execute written amendments to alter the method, price, or schedule of the work, subject to the limitations set forth by California Public Contract Code, section 100 et seq, and the California State Contracting Manual.

3. BUDGETED AMOUNT

A. The initial award of this Agreement shall not exceed $TBD and there is no obligation on Cal OES’ part to utilize the entire amount. Any increases in the budgeted amount will be at the rates evaluated and considered herein.

4. QUALIFICATIONS

A. Mandatory Qualifications the Contractor must hold for the entirety of the Contract:

i. Contractor must hold a Low Voltage License (C-7), Lock and Security Equipment (C-28) License, and be licensed by the California Contractor's State Licensing Board. Licenses renewals must be provided to Cal OES Contract Manager during the contract term.

ii. Contractor must possess the Vendor issued certification to be authorized to work on C•Cure 9000 access control systems and ExacqVision video management systems. Certificate renewals must be provided to Cal OES Contract Manager during the contract term.

B. Minimum Qualifications the Contractor must have at the time of Contract execution:

i. The Contractor shall have a minimum of five (5) consecutive years of experience in the security system maintenance business.

5. PROJECT TASKS AND DELIVERABLES

The Contractor must perform project tasks and/or deliverables including, but not limited to, the following:

A. C•Cure 9000 Maintenance

i. Software

a. The Contractor shall provide the latest stable software version yearly, at a minimum, for system server located at 3650 Schriever Avenue, Mather CA, 95655.

b. The Contractor shall coordinate with Cal OES Contract Manager to ensure Cal OES Information Technology (IT) branch updates each user’s workstation and visitor management kiosk, if applicable, after server updates have been completed.

c. The Contractor shall ensure software patch updates are installed as required to keep software running at peak performance.

d. The Contractor shall renew software licensing as required in accordance with last Cal OES system renewal date and client needs.

ii. Firmware

a. The Contractor shall provide Firmware updates yearly, at a minimum, on all applicable equipment.

iii. Hardware

a. The Contractor shall clean, inspect, adjust, lubricate, test, repair, replace, install necessary parts, equipment, wires, and cables for all access control system components (i.e.: access control panel, battery backup, electric power sources, solar power sources, proximity card readers, electric strikes, mag locks, request to exit buttons, contact sensors, and Americans with Disabilities Act (ADA) activation door switches).

b. The Contractor shall clean the cameras located at each site (listed in Exhibit A, section 1) and shall inspect them for environmental wear and tear yearly to ensure optimal visibility according to Attachment 1, Camera Cleaning Schedule. Attachment 1 provides the cleaning schedule for each respective year during the Agreement term.

c. After a camera cleaning schedule has been performed, the Contractor shall submit findings report within three to five (3-5) business days for review by the Cal OES Contract Manager. The Findings report shall include the condition of each camera and all parts/equipment relating to its operation. In addition, repair options as required shall be outlined when a part needs replacement or repair. When an issue is addressed while on site performing the camera cleaning, the Contractor must provide notes describing the issue and remedy.

iv. Preventive Maintenance

a. At the Cal OES Contract Manager request, the Contractor shall schedule and provide preventive maintenance between 7:00 a.m. to 5:00 p.m., Monday through Friday, excluding State holidays. A list of state holidays can be found via the following link:

http://www.calhr.ca.gov/employees/Pages/state-holidays.aspx

B. C•Cure 9000 Non-Emergency and Emergency Repair

i. Non-Emergency Repair http://www.calhr.ca.gov/employees/Pages/state-holidays.aspx

a. The Contractor shall provide non-emergency repairs including, but not limited to card reader intermittent issues, electronic access control lock malfunction, camera intermittent connectivity issues, scheduled program malfunction, installing additional equipment for operational needs, software updates, etc.

b. The Contractor shall respond to Cal OES initial report of equipment/system malfunction within twenty-four (24) hours.

c. The Contractor shall provide onsite diagnostic and repair evaluation for equipment/system malfunction within three to five (3-5) business days.

d. The Contractor shall be responsible for scheduling an approved date and time to meet with a Cal OES representative to troubleshoot and evaluate equipment/system malfunction.

e. If repair/replacement equipment is not readily available, temporary equipment may be authorized at Cal OES’s discretion. The Contractor shall replace the damaged parts with new and Cal OES approved equipment. At minimum, replacement equipment and parts must provide a level of functionality equal to that of the replaced components.

ii. Emergency Repair

a. The Contractor shall provide emergency repairs including, but not limited to part/equipment/system failure that prevents Cal OES from providing twenty-four/seven (24/7) access control for vital areas such as exterior doors, secure area doors, any user system control functionality to process site access, card reader access failure preventing access control and tracking, electronic access lock failure preventing entrance/exit when there’s no other access to area and any loss of fail secure access control.

b. The Contractor shall respond to OES initial report of part/equipment/system failure within four (4) hours.

c. The Contractor shall provide onsite diagnostic and repair evaluation for part/equipment/system failure within eight (8) hours.

C. C•Cure 9000 Training

i. The Contractor shall provide onsite training courses for the following user levels and shall include appropriate reference materials.

a. Beginner system user

b. Intermediate system user

c. Advanced system user

d. Administrator

ii. Cal OES will coordinate training with the Contractor on an as needed basis. Cal OES will determine the level of training the Contractor shall provide. The Contractor shall provide 20 hours of training annually at 4 hours per session.

iii. The Contractor shall provide additional training requested by Cal OES for new security staff and/or after system updates as deemed necessary by Cal OES.

iv. The Contractor shall coordinate and provide one (1) yearly training with a Software House representative for system user training.

D. ExacqVision Maintenance

i. Software

a. The Contractor shall provide the latest stable software version yearly, at a minimum, for system servers located at 3650 Schriever Avenue, 601 Sequoia Pacific Avenue, and 3791 Bradview Drive.

b. The Contractor shall coordinate with Cal OES Contract Manager to ensure Cal OES IT branch updates each user’s workstation and visitor management kiosk (if applicable) after server updates have been completed.

c. The Contractor shall renew software licensing as required in accordance with last Cal OES system renewal date and Cal OES needs.

ii. Firmware

a. The Contractor shall verify the firmware on all applicable equipment and shall update the firmware as required.

iii. Hardware

a. The Contractor shall clean the cameras located at each site (listed in Exhibit A, section 1, Objective) and shall inspect them for environmental wear and tear yearly to ensure optimal visibility according to Attachment 1, Camera Cleaning Schedule. Attachment 1 provides the cleaning schedule for each respective year during the Agreement term.

b. After a camera cleaning schedule has been performed, the Contractor shall submit findings report within three to five (3-5) business days for review by the Cal OES Contract Manager. The Findings report shall include the condition of each camera and all parts/equipment relating to its operation. In addition, repair options as required shall be outlined when a part needs replacement or repair. When an issue is addressed while on site performing the camera cleaning, the Contractor must provide notes describing the issue and remedy.

c. The Contractor shall repair and or replace any access-controlled door hardware, including but not limited to electric strikes, mag locks, and door release switches that are used for ADA compliance as necessary.

iv. Preventive Maintenance

a. At the Cal OES Contract Manager request, the Contractor shall schedule and provide preventive maintenance between 7:00 a.m. to 5:00 p.m., Monday through Friday, excluding State holidays. A list of state holidays can be found via the following link:

E. ExacqVision Non-Emergency and Emergency Repair

i. Non-Emergency Repair

a. The Contractor shall provide non-emergency repairs including, but not limited to camera outage in a non-critical location.

b. The Contractor shall respond to Cal OES initial report of equipment/system malfunction within twenty-four (24) hours.

c. The Contractor shall provide onsite diagnostic and repair evaluation for parts/equipment/system malfunction within three to five (3 – 5) business days.

d. The Contractor will be responsible for scheduling an approved date and time to meet with an OES representative to troubleshoot and evaluate parts/equipment/system malfunction.

e. The Contractor shall notify Cal OES of turnaround time if parts need to be ordered and delivered to complete repair. The Contractor shall schedule a tentative onsite visit dependent upon order details.

ii. Emergency Repair

a. The Contractor shall provide emergency repairs including, but not limited to part/equipment/system failure that prevents Cal OES from providing twenty-four/seven (24/7) access control surveillance.

b. The Contractor shall respond to Cal OES initial report of part/equipment/system failure within four (4) hours.

c. The Contractor shall provide onsite diagnostic and repair evaluation for equipment/system failure within eight (8) hours.

d. The Contractor shall complete the required emergency repairs within twenty-four

(24) hours from the initial Cal OES request. Cal OES reserves the right to have an alternative vendor perform necessary emergency repairs at the Contractor's expense if emergency repairs are not complete within twenty-four (24) hours.

e. The Contractor shall be responsible for scheduling an approved date and time to meet with an Cal OES representative to troubleshoot and evaluate parts/equipment/system failure.

f. The Contractor shall notify Cal OES of turnaround time if parts need to be ordered and delivered to complete the repairs. The Contractor shall schedule a tentative onsite visit dependent upon part/equipment/system order details.

F. C•CURE 9000 & ExacqVision Services – Replacement Parts

a. The Contractor shall provide replacement parts used in the performance of preventative maintenance services and/or repairs. Equipment must be new and approved by Cal OES. At minimum, replacement equipment and parts must provide a level of functionality equal to that of the replaced components.

6. KNOWLEDGE TRANSFER

"Knowledge transfer" is defined as personal and/or technical knowledge or information which will enable, or enhance the ability of, Cal OES staff to maintain and operate contracted-for programs, equipment, and/or facilities.

The Contractor will accomplish a knowledge transfer by interviewing personnel currently performing the services covered under this Agreement, as well as reviewing information, records and documents related to the services covered under this Agreement. The information to be reviewed to complete a knowledge transfer includes, but is not limited to, (i) copies of procedures and operations manuals, (ii) relevant system, software and/or hardware information, (iii) a list of third-party contractors of goods and services currently involved with the project, and (iv) information about relevant projects in progress and/or completed. Contractor shall notify Cal OES of any lack of cooperation or assistance from any Cal OES staff or Contractors that impedes or hinders the completion of the knowledge transfer.

The knowledge transfer must be captured in a written format and submitted to the Cal OES contract manager before 60 calendar days from the end date of the Agreement.

The written knowledge transfer correspondence must be five (5) pages in length at a minimum, must cover all aspects of the Agreement and services rendered, and may require edits based on feedback received from the Cal OES. The written correspondence must include all details, specifications, support, justifications, and resources for Cal OES to become as knowledgeable about the scope of the project as the Contractor who published the correspondence. The written correspondence should include visuals, graphs, and other informatics to optimally teach Cal OES about the scope of the project.

The written correspondence must include, but is not limited to, all details related to what resources and data were reviewed, what was learned from such data, what recommendations were made, what personnel were involved with the project, future outlook and forecasting, and if applicable a cost/benefit analysis.

7. ACCEPTANCE OF SERVICES

Payment for services performed under this Agreement shall be in accordance with the Cost Sheet, Exhibit B-1. The approval process is outlined in the Performance Section of this SOW. Acceptance criteria shall consist of the following:

A. The Contractor is responsible for obtaining approval from Cal OES Contract Manager before beginning any services.

B. The Contractor shall meet all timelines and deliverable due dates as described herein.

C. It shall be Cal OES’ sole determination as to whether services have been successfully completed and are acceptable.

D. The Contractor costs related to rework of unacceptable work products shall be costs of the Contractor and shall not be billed to Cal OES.

8. CONTRACTOR RESPONSIBILITIES

A. This serves as a notice under Executive Order N-6-22 that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the Executive Order and the sanctions identified on the U.S.

Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

B. The Contractor shall provide all equipment and/or software necessary to perform the required duties outlined herein.

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions

C. The Contractor shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

D. If a Contractor employee is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall provide qualified and suitable substitute personnel.

9.