RFQ-ITS_EDIS90925.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

July 17, 2025

REQUEST FOR QUOTE for INFORMATION TECHNOLOGY (IT) SERVICES (RFQ-ITS) EDIS90925

CANON OCE VARIOSTREAM PRINTER MAINTENANCE SERVICE

Bidders are invited to review and respond to the State Controller's Office (SCO) Request for Quote for Information Technology (IT) Services (RFQ-ITS) Number EDIS90925. To submit a bid for these services, the Bidder must comply with the instructions contained in this document as well as the requirements stated in Standard Agreement, Exhibit A, Scope of Work. By submitting a bid, the bidding firm agrees to the terms and conditions stated in this RFQ-ITS.

Read the attached document carefully. The Bidder is solely responsible for ensuring that the complete bid is received by SCO in accordance with the Bid requirements, prior to the date and time specified in the solicitation. Bids received after the specified deadline will not be considered for review. SCO shall not be responsible for any delays in submittal, to include misdelivery. SCO reserves the right to cancel this RFQ-ITS without cause, at any time prior to award.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the Bid documents. SCO is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to check the website periodically will be at the Bidder’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services (DGS), California State Contracts Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/index.aspx, and the information in the herein RFQ-ITS, the information in the attached RFQ-ITS shall take precedence.

Note that all IT agreements entered into with the State of California will include by reference Information Technology General Provisions Non-Cloud Good & Services DGS PD 403-ITGP (Non-Cloud) (Rev.

02/20/2025) that may be viewed and downloaded at internet site IT-General-Provisions-NonCloud- DGS-PD-403ITGP-Revised-02202025 (3).pdf If you do not have internet access, a hard copy can be provided.

In the opinion of SCO, this RFQ-ITS is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please send an email to SCOBids@sco.ca.gov by the Written Questions Submittal Deadline in Section I, General Information, Item B. Key Action Dates.

Please note that no verbal information given will be binding upon SCO unless such information is issued in writing through an official addendum.

State Controller’s Office RFQ-ITS Number EDIS90925

TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. Description of Services B. Key Action Dates C. Written Questions and Answers D. Cost Opening E. RFQ-ITS Bid Guidelines F. RFQ-ITS Bid Content

1. Administrative Requirements

2. Bidder’s Minimum Qualifications

3. Licenses and Certifications

G. RFQ-ITS Bid Submission H. Participation, Preference and Incentive Programs I. Award J. Protest

SECTION II. EVALUATION INFORMATION

A. Evaluation Process B. Evaluation Criteria C. Tie Break Process

Attachment 1, Required Attachment Checklist Attachment 2, Bidder Certification Sheet Attachment 3, Contractor Point of Contact Attachment 4, Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205)* Attachment 5, Bidder Declaration (Written) (GSPD-05-105) Attachment 6, Secretary of State Certification of Status* Attachment 7, Disabled Vetran Business Enterprise (DVBE) Declarations (DGS PD 843)* Attachment 8, Bidding Preferences and Incentives Attachment 9, Acknowledgement of Agreement Exhibits and Policies Attachment 10, California Civil Rights Laws Certification (DGS OLS 04)* Attachment 11, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement

(ISO-004b) Attachment 12, Contractor/Consultant Organization Information Security Agreement (ISO-004c) Attachment 13, Generative Aritificial Intelligence (GenAI) Disclosure Attachment 14, Cost Worksheet

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit A, Attachment 1 – Prime Contractor’s Certification – Small Business Subcontractor Report Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 - Cost Worksheet Exhibit C – Information Technology General Provisions Non-Cloud Goods & Services (DGS PD 403-IT GP) Non-Cloud Exhibit D – Special Terms and Conditions *Submit only if applicable.

SECTION I. GENERAL INFORMATION

A. Description of Services

The State Controller’s Office (SCO) is seeking a contractor to provide preventive maintenance and on-call services for the following Oce VarioStream 7550 listed below.

Equipment/Description Serial Number/Model Oce VarioStream 7550 87053

Splicing Device 7603B470AA Oce VarioStream 7550 86993

Splicing Device 7603B297AA Oce VarioStream 7550 85883

Splicing Device 7603B297AA Oce VarioStream 7550 86916

Splicing Device 7603B470AA

See Standard Agreement, Exhibit A, Scope of Work (SOW) for a complete description of services.

Agreement Term

The term of this agreement will be for four months with the option to amend to extend the term for one additional year, add funds, delete equipment, and/or adjust the frequency of services as deemed necessary by SCO. The rates on Attachment 14, Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no work shall begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and the SCO Contract Manager (CM) are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum of the Agreement without an executed amendment.

B. Key Action Dates

It must be understood that time is always of the essence, both for the RFQ-ITS submittal and for agreement completion. Bidders are advised of the key action dates and times shown below and are expected to adhere to them.

EVENT DATE

Release of RFQ-ITS July 17, 2025

Written Questions Submittal Deadline July 24, 2025: 2:00 p.m. Pacific Time (PT)

SCO Response to Written Questions July 28, 2025

Final Date for Bid Submission* August 6, 2025: 2:00 p.m. PT

Evaluation of Bids August 7, 2025 – August 8, 2025

Cost Opening August 11, 2025, 2:00 p.m. PT via Microsoft Teams

Notice of Intent to Award August 11, 2025

Anticipated Agreement Award Date August 19, 2025

Anticipated Agreement Start Date September 1, 2025

* Dates after the Final Date for Bid Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

C. Written Questions and Answers

1. Bidders may submit questions for clarification of the content of this RFQ-ITS to SCOBids@sco.ca.gov.

2. Questions must be received by the date and time specified in Section I. General Information, Item B.

Key Action Dates. Questions and answers will be provided without identifying the submitter. At the sole discretion of SCO, SCO may paraphrase questions for clarity.

3. The subject line of the email should read, RFQ-ITS EDIS90925 Questions – Company Name.

4. The Bidder must reference the section and page number about which they are inquiring.

5. Questions not submitted in writing by the date for Written Questions Submittal Deadline specified in Section I. General Information, Item B. Key Action Dates, will be answered at SCO option.

6. Questions and Answers will be issued via an addendum to this RFQ-ITS and be posted to Cal eProcure by the date specified in Section I. General Information, Item B. Key Action Dates.

D. Cost Opening

1. The Cost Opening will occur via Microsoft Teams. All bidders will be sent an invite to attend, utilizing the contacts listed on Attachment 3, Contractor Point of Contact in the Bid.

2. To request an invitation to the Cost Opening for anyone not bidding or listed on Attachment 3, Contractor Point of Contact, please email request to SCOBids@sco.ca.gov by Final Date for Bid Submission identified in Section I. General Information, Item B. Key Action Dates.

3. Invitations to the Cost Opening will be sent as an email meeting notice with the Microsoft Teams link no later than the morning of the Cost Opening identified in Section I. General Information, Item B. Key Action Dates.

E. RFQ-ITS Bid Guidelines

1. Costs incurred for developing bids, in anticipation of award of the Agreement, are entirely the responsibility of the Bidder and shall not be charged to the State of California.

2. It is the Bidder’s responsibility to provide all necessary information for SCO to evaluate the Bid, verify requested information, and determine the Bidder’s ability to perform the services defined in Standard Agreement, Exhibit A, Scope of Work and Attachment 14, Cost Worksheet.

3. Bidders who are DGS certified California Small Businesses (SB), Micro Business (MB) and/or Disabled Veteran Business Enterprises (DVBE) must provide and include an SB/DVBE Certification with the Bid. SCO will verify that SB/DVBE certifications are valid at the time the Bid is due. In accordance with California Government Code (GC) Section 14837(d) and California Military and

Veterans Code Section 999, all SB and DVBE contractors, subcontractors, and suppliers that bid on or participate in a State agreement, regardless of being an oral or written solicitation, shall perform a Commercially Useful Function (CUF).

4. The Bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the Final Date for Bid Submission. Contractor modifications in any other manner, oral or written, will not be considered.

5. The Bidder may withdraw its bid by submitting a written withdrawal request to SCOBids@sco.ca.gov signed by the Bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the Final Date for Bid Submission. Bids may not be withdrawn without cause after the Final Date for Bid Submission.

6. SCO does not accept alternate agreement language from a prospective contractor. A bid with such language will be considered a counter offer and will not be considered. The State’s Terms and Conditions are not negotiable.

7. Bids should provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this RFQ-ITS. Omissions, inaccuracies, or misstatements will be cause for rejection of a bid.

8. SCO may modify the RFQ-ITS by issuing an addendum, prior to the Final Date for Bid Submission, which will be posted to Cal eProcure.

9. SCO reserves the right to reject all bids. SCO is not required to award an agreement.

10. This RFQ-ITS and the Contractor’s bid will be made a part of the Agreement file.

11. At SCO 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.

12. No oral understanding or agreement shall be binding on either party.

F. RFQ-ITS Bid Content

In order to be responsive to this RFQ-ITS, the following requirements must be met. Failure to respond to and submit these items with the required information may result in disqualification.

This requirement is Mandatory Pass/Fail.

1. Administrative Requirements

a. Completion of all required Attachments listed on Attachment 1, Required Attachment Checklist.

b. On Attachment 2, Bidder Certification Sheet, the Bidder must complete, sign, and return the Attachment.

Attachment 2 must be signed by an individual authorized to bind the business contractually and must identify the title or position that the individual holds in the business.

2. Bidder’s Minimum Qualifications

a. Bidder must provide proof of a minimum of three years’ experience within the last five years, performing the types of services or similar services to those identified in the RFQ-ITS.

b. Bidder shall be located, or have a field office, within 50 miles of the Sacramento metro area.

3. Licenses and Certifications

a. The Bidder must provide copies of the licenses, certifications [i.e. HP, Canon, Lexmark, Xerox, Printing and Document Imaging (PDI +), etc.], or documentation that includes the completion date of certification courses and demonstrates the Bidder’s staff is certified to work on the equipment described in Exhibit A, Scope of Work are required to verify the bidder’s minimum qualifications.

b. The Bidder must provide copy of a valid California city or county business license (if applicable);

or, if a corporation located within the State of California, incorporation documents; or, letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or county in which business is headquartered.

c. Bidders shall obtain, at their expense, all license(s) or permit(s) required by law for accomplishing any work required in connection with this agreement.

d. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required licenses, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

G. RFQ-ITS Bid Submission

1. Bidders must submit their bids in PDF attached to an email to SCOBids@sco.ca.gov by the date and time specified in Section I. General Information, Item B. Key Action Dates. All bids must be submitted in at least two separate emails. Subject line must include the RFQ-ITS number, title, and be marked Bid or Cost:

a. Bid

Email #1 must include the Bidder’s submission in PDF format with the subject line identifying the submission as BID – Company Name.

Bids must be formatted for 8 1/2” x 11” paper with all pages consecutively numbered, each required element clearly identified, and in the sequence presented in this RFQ-ITS. Include all necessary supporting documentation (i.e., licenses, certifications, etc.) necessary to validate the Bidder’s qualifications.

b. Attachment 14, Cost Worksheet

Email #2 must include the Bidder’s cost in PDF format with the subject line identifying the submission as COST—DO NOT OPEN – Company Name. The Cost email shall remain unopened and separate from the sealed bid email until the Public Cost Opening.

2. Email Requirements

a. Bidders must ensure that emails do not exceed a file size of 20 megabytes.

b. Bidders must ensure that emails do not contain scripts, executable files, password protections, or macros, which may make their emails undeliverable.

c. Do not imbed links within the PDF—all documents must be contained within the PDF. SCO cannot access links to external sources. Bids containing links to external sources will be rejected.

d. If email #1, identified as BID, should exceed acceptable file size, the Bidder shall split the email into multiple emails to ensure delivery.

e. Bid submissions that are sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

f. Successful email submissions will receive an automatic reply from SCOBids@sco.ca.gov.

Automatic replies only confirm receipt of emails and do not assess bidders’ responsiveness to the RFQ-ITS requirements in the email content or in any attachments therein.

g. LATE BID SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

3. Bids shall provide straightforward and concise descriptions of the Bidder’s ability to satisfy the requirements of this RFQ-ITS. The Bid must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient causes for rejection of the Bid.

4. If the Bid is made under a fictitious name or business title, the actual legal name of the Bidder must be provided.

5. All bids shall include the documents identified on Attachment 1, Required Attachment Checklist. All attachments must include the information stated, and as instructed on each of the attachments (if applicable). Bids not including the proper required attachments shall be deemed nonresponsive. A nonresponsive bid is one that does not meet the Bid requirements.

6. Bids must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and the Bid will be rejected.

7. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. SCO may reject any or all bids and may waive any immaterial deviation in a bid. SCO waiver of an immaterial deviation shall in no way modify the RFQ-ITS document or excuse the Bidder from full compliance with all requirements if awarded the Agreement.

8. All documents contained in the Bid requiring a signature must bear the original signature of a person authorized to bind the Bidder’s firm contractually. Electronic signatures will be accepted.

9. An error in the Bid may cause the rejection of the Bid; however, SCO may correct obvious calculation errors at its sole option. If corrected, the Bidder will be provided the correction for validation.

H. Participation, Preference and Incentive Programs

The Preference and Incentive Programs listed below may be combined but will not exceed a combined total of 15 percent of the Bid amount or $100,000 per bid, whichever is less. No bid price will be reduced by more than $100,000, and all preference and incentive cost adjustments are for bid evaluation purposes only and do not alter the actual cost offered by the Bidder.

A SB/MB and a DVBE must have current and valid certification through DGS, Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS). Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m. PT on the Final Date for Bid Submission and OSDS must be able to approve the application as submitted.

For certification and preference approval process information, contact OSDS by telephone at

(916) 375-4940 or access OSDS Internet website 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?search=Office%20of%20Small%20business%20and%20DVBE%20Services

1. Disabled Veteran Business Enterprise (DVBE) Program

a. The DVBE Participation Program requirements for this solicitation have been waived. However, SCO is committed to achieving legislatively established goals for the participation of DVBEs and seeks to use certified DVBE business whenever possible. Therefore, SCO requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this Agreement.

b. DVBE must have current and valid certification through DGS OSDS. Completed certification applications and required support documents must be submitted to OSDS no later than 5:00 p.m.

PT on the Final Date for Proposal Submission and OSDS must be able to approve the application as submitted.

2. Disabled Veteran Business Enterprise Incentive

a. Firms that are DVBEs or are voluntarily utilizing DVBE subcontractors can have an incentive applied based on their level of DVBE participation identified in the Bid, not to exceed five percent.

The DVBE Incentive is for bid computation purposes only and is only applied to responsive bids from responsible bidders proposing DVBE participation.

b. Information and instructions on the DVBE Incentive are found at: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FB

CA257A3ED083F3DBB85ECEEB37013CBCF0545C

c. The incentive shall be applied as follows:

Confirmed DVBE participation of: Incentive Applied

5.0% or more 5%

4.0% to 4.99% 4%

3.0% to 3.99% 3%

2.0% to 2.99% 2%

1.0% to 1.99% 1%

d. The incentive is subject to a minimum of one percent and a maximum of five percent of the available cost. Bids with DVBE participation of more than five percent will be calculated with a five percent incentive.

e. The DVBE Incentive is computed from the lowest responsive and responsible bid price.

f. The required list of California certified DVBE subcontractors must be provided on Attachment 5, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

g. The Bidder must submit Attachment 7, Disabled Veterans Business Enterprise (DVBE) Declarations (DGS PD 843), signed by the DVBE owner/manager.

h. If the awarded contractor has a certified DVBE perform an element of work for the Contract, within 60 days of expiration of the Contract, the awarded contractor shall complete and submit to SCO a Prime Contractor’s Certification - DVBE Subcontractor Report (STD 817).

3. Small Business Preference Program

a. Current law encourages state departments to first consider a SB/MB Enterprise for contracting opportunities. SCO is committed to supporting SB/MB participation in state contracting and seeks to use certified SBs/MBs whenever possible.

b. Section 14835, et seq., of the California GC requires that a five percent preference be given to bidders who certify as a SB/MB. The rules and regulations of this law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

c. The SB/MB Preference may not exceed $50,000 for any bid. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder.

4. Non-Small Business Preference Request

a. A five percent bid preference is available to a non-small business claiming 25 percent California certified SB subcontractor participation. If claiming the non-small business subcontractor preference, the Bid response must include a list of the SB(s) with which you commit to subcontract in an amount of at least 25 percent of the net bid price with one or more California certified SBs.

Each listed certified SB must perform a Commercially Useful Function in the performance of the Contract as defined in GC Section 14837(d)(4).

b. The required list of California certified SB subcontractors must be provided on Attachment 5, Bidder Declaration (Written) (GSPD-05-105) and must include the following: 1) subcontractor name, 2) address, 3) phone number, 4) a description of the work to be performed and/or products supplied, 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

c. In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the Bidder. A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS OSDS as a SB/MB enterprise.

d. A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS OSDS as a SB/MB enterprise.

I. Award

1. Award of agreement, 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 an addenda thereto, except for such immaterial defects as may be waived by the State.

2. The State reserves the right to determine the successful bidder either on the basis of individual qualifications or on the basis of all qualifications and low cost included in its RFQ-ITS, unless otherwise expressly provided in the State’s RFQ-ITS. The State reserves the right to modify or cancel in whole or in part its RFQ-ITS.

3. 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 agreement 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.

4. Notice of the proposed award shall be posted for five working days prior to awarding the Agreement in a public place at SCO, 300 Capitol Mall, 15th Floor, Sacramento, CA 95814, and on the Small Business and Disabled Veteran Business Enterprises Advocate and Liaison page on SCO Website under Notice of Intent to Award Agreement at: https://www.sco.ca.gov/sco_sb_dvbe_advocate.html.

J. Protest

1. 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.

2. 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.

3. 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

4. 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.

SECTION II. EVALUATION INFORMATION

A. Evaluation Process

Each bid will be checked for the presence of required information in conformance with the submission requirements of this RFQ-ITS. The SCO evaluation team will evaluate each bid to determine its responsiveness to the requirements. The Bid must meet all of the evaluation criteria identified in Section II. Evaluation Information, Item B. Evaluation Criteria. If a bid is missing required information, it may be deemed not responsive and subject to disqualification. Further review is subject to SCO discretion.

Award of an agreement resulting from this RFQ-ITS will be to the responsive, responsible bidder with the lowest cost after application of any preference requirements or incentives as applicable.

B. Evaluation Criteria

The overall responsiveness of each bid is based on the complete bid from the Bidder to the RFQ-ITS requirements. The following four subsections and criteria will be reviewed by the SCO evaluation team:

1. Administrative Requirements (Pass/Fail)

Bids will first be reviewed for responsiveness to the Administrative Requirements identified in Section I. General Information, Item F. RFQ-ITS Bid Content, to include all required attachments listed on Attachment 1, Required Attachment Checklist. If a bid is missing information required in the Administrative Requirements, it may be deemed nonresponsive and will therefore be ineligible for further consideration.

2. Technical Requirements (Pass/Fail)

Bidder Minimum Qualifications

3. Cost

Completion of Attachment 14, Cost Worksheet

4. Participation, Preference, and Incentive Programs, as applicable

C. Tie Break Process

In the event of a precise tie, if GC Section 14838(f) does not apply to the Bidders, a witnessed coin toss will be conducted by the Procurement Official. If a coin toss is needed, the Procurement Official will schedule and arrange for the coin toss and non-partisan witnesses, subsequently notifying the participating bidders of the outcome of the coin toss.

ATTACHMENT 1

REQUIRED ATTACHMENT CHECKLIST

Bidder’s Name: _____________________________________________________________

(Please print clearly or type)

A complete bid will consist of the required items identified below. Please initial in the “Submitted to SCO” next to each item that you are submitting to SCO. For your bid to be responsive, all required attachments must be returned. Further review is subject to SCO discretion. This checklist must be signed and returned with your bid package.

Requirement Description Submitted to SCO

Attachment 1 Required Attachment Checklist

Attachment 2 Bidder Certification Sheet

Attachment 3 Contractor Point of Contact

Attachment 4 Payee Data Record (STD 204) and Payee Data Record Supplement

(STD 205)*

Attachment 5 Bidder Declaration (Written) (GSPD-05-105)

Attachment 6 Secretary of State Certification of Status*

Attachment 7 Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)*

Attachment 8 Bidding Preferences and Incentives

Attachment 9 Acknowledgement of Agreement Exhibits and Policies

Attachment 10 California Civil Rights Laws Certification (DGS OLS 04)*

Attachment 11 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b)

Attachment 12 Contractor/Consultant Organization Information Security Agreement

(ISO-004c)

Attachment 13 Generative Artificial Intelligence (GenAI) Disclosure

Attachment 14 Cost Worksheet (Submit in a separate email)

Additional Requirement

Copies of licenses, certifications [i.e. HP, Canon, Lexmark, Xerox, Printing and Document Imaging (PDI +), etc.] or documentation that includes the completion date of certification courses and demonstrates the Bidder’s staff is certified to work on the equipment described in Exhibit A, Scope of Work are required to meet the minimum qualifications.

Additional Requirement

California Certified Small/Micro Business and/or DVBE Certification*

Additional Requirement

Copy of valid California city or county business license (if applicable); or, if a corporation located within the State of California, incorporation documents;

or, letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

* Submit only if applicable.

Authorized Signature and Title Date

ATTACHMENT 2

BIDDER CERTIFICATION SHEET

Complete and return this attachment with the Bid package. An individual who is authorized to bind the bidding firm contractually shall sign the RFQ-ITS Attachment 2, Bidder Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. The Bidder certifies the following:

1. Our all-inclusive cost is submitted as detailed in Attachment 14, Cost Worksheet and all required attachments are included with this certification sheet.

2. The Bidder is a firm that has been in business for a minimum of three years, within the last five years, performing the type of services as those outlined in this RFQ-ITS.

3. The Bidder is located, or has field office, within 50 miles of Sacramento metro area.

4. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification. An unsigned bidder certification sheet may be cause for rejection.

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No If yes, enter your certification number below:

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

Date application was submitted to OSDS, if an application is pending:

ATTACHMENT 3

CONTRACTOR POINT OF CONTACT

Complete and return this attachment with the Bid.

The contact person regarding this RFQ-ITS is:

Name & Title:

Address:

Phone Number:

Email:

If awarded an agreement, the Project Manager for services will be:

If awarded an agreement, direct all agreement inquiries to:

If awarded an agreement, the name and address of the field office within 50 miles of Sacramento metro area:

If awarded an agreement, the name of the company officer authorized to sign the Agreement is:

ATTACHMENT 4

PAYEE DATA RECORD (STD 204) AND PAYEE DATA RECORD SUPPLEMENT (STD 205)*

Payee Data Record (STD 204) is required and must be submitted.

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

*Only use Payee Data Record Supplement (STD 205) to provide a remittance address if different from the mailing address for information returns, or to make subsequent changes to the remittance address https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

ATTACHMENT 5

BIDDER DECLARATION (Written) (GSPD-05-105)

All bidders must complete and sign the Bidder Declaration (Written) (GSPD-05-105) and include it with the Bid. When completing the declaration, bidders must identify all subcontractors proposed for participation in the Agreement. Bidders awarded an agreement are contractually obligated to use the subcontractors for the corresponding work identified unless SCO agrees to a substitution and it is incorporated by amendment to the Agreement.

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

ATTACHMENT 6

SECRETARY OF STATE CERTIFICATION OF STATUS*

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP). Required document(s) may be obtained at the following website:

https://bizfileonline.sos.ca.gov

ATTACHMENT 7

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (DGS PD 843)*

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

*Submit only if applicable.

NOTE: The fill and print forms are available at the links provided. Please email SCOBids@sco.ca.gov if you are unable to access the provided links. Attachments 4 and 5 must be submitted with the Bid.

ATTACHMENT 8

BIDDING PREFERENCES AND INCENTIVES

THE BIDDER MUST COMPLETE ALL SECTIONS BELOW AND SUBMIT WITH ITS BID.

1. SMALL BUSINESS PREFERENCE:

Bidder must check the appropriate box from the choices below.

☐ I am a DGS certified Small Business and claim the Small Business Preference.

My DGS Small Business certification number is: _________________Expiration Date:__________

☐ I am not a DGS certified Small Business, but 25% or more of the revenue from the award will go to DGS certified Small Business subcontractors performing a Commercially Useful Function and therefore I am claiming the preference.

Bidder must complete and submit Attachment 5: Bidder Declaration (Written) (GSPD-05-105), indicating the percentage of the revenue that will be received by each DGS certified Small Business subcontractor.

☐ I am not claiming the DGS Small Business Preference.

2. DVBE INCENTIVE:

Bidder must check the appropriate box from the choices below.

☐ I am a DGS certified DVBE. A copy of my DGS PD 843 form is attached.

☐ I am not a DGS certified DVBE, but a percentage of the revenue will be going to DGS certified

DVBE Subcontractors performing a Commercially Useful Function, and therefore I am claiming the DVBE incentive.

Bidder must submit a complete Attachment 5: Bidder Declaration (Written) (GSPD-05-105),, indicating the percentage of the revenue that will be received by each DGS certified DVBE subcontractor. Bidder must also submit an Attachment 7, DGS PD 843 DVBE Declarations, for each DVBE subcontractor, signed by the DVBE owner/manager.

☐ I am not claiming the DVBE incentive.

Name of Bidder:

Signature and Date:

ATTACHMENT 9

ACKNOWLEDGEMENT OF AGREEMENT EXHIBITS AND POLICIES

Complete and return a signed copy of this attachment with the Bid.

Exhibit Name

Exhibit A – Scope of Work

Exhibit A, Attachment 1 – Prime Contractor’s Certification – Small Business Subcontractor Report

Exhibit B – Budget Detail and Payment Provisions

Exhibit B, Attachment 1 - Cost Worksheet.

Note: Attachment 14, Cost Worksheet to be inserted upon agreement award

Exhibit C, Information Technology General Provisions Non-Cloud Good & Services DGS PD 403-ITGP (Non-Cloud) (Rev. 02/20/2025)

IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025 (3).pdf

Exhibit D - Special Terms and Conditions

The Bidder acknowledges their ability to meet the following as required:

Bidder must provide insurance certificates within 10 business days of agreement award. See Exhibit D, Special Terms and Conditions, Section A. Insurance Requirements for complete requirements.

I certify that we have received, reviewed, and accepted all requirements in this RFQ-ITS, Standard Agreement and Exhibits, and can meet the insurance requirements.

Authorized Signature Date

Name of Contractor Firm

Name and Title (Please Print)

ATTACHMENT 10

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)*

Pursuant to Public Contract Code Section 2010, if a bidder or proposer executes or renews an agreement over $100,000 on or after January 1, 2017, the Bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For agreements over $100,000 executed or renewed after January

1, 2017, the Contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (§12960 of the GC); and

2. EMPLOYER DISCRIMINATORY POLICIES: For agreements over $100,000 executed or renewed after

January 1, 2017, if a contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the GC).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 12

State Controller's Office

ATTACHMENT 12

State Controller's Office

ATTACHMENT 13

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE

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."

Bidder / Offeror must check the appropriate box from the choices below.

☐ Generative Artificial Intelligence (GenAI) will be used while providing services during the term of this agreement and may materially impact (check all that apply):

☐ Functionality of the system

☐ Risk to the State

☐ Contract performance

☐ Generative Artificial Intelligence (GenAI) will not be used while providing services during the term of this agreement.

Name of Bidder / Offeror:

Signature and Date:

ATTACHMENT 14

COST WORKSHEET

The amounts of services listed below are only estimates. SCO does not expressly or by implication agree that any amount of work will be guaranteed and reserves the right to omit portions of the work as may be deemed necessary. However, the actual costs bid below by the Bidder shall be binding by the Contractor for the term of the Agreement. Any amendments to the Agreement will adhere to these amounts.

Services shall include preventative and unlimited on-call services. Rates shall include travel, labor, and freight.

Preventative Maintenance (M-F, 8-5 p.m. PT) and On-Call Services (24/7)

Equipment Description

Serial Number Model

Number of Months

Rate per Month Extended Cost

Oce VarioStream 7550 87053 4 $ $

Splicing Device 7603B470AA 4 $ $

Oce VarioStream 7550 86993 4 $ $

Splicing Device 7603B297AA 4 $ $

Oce VarioStream 7550 85883 4 $ $

Splicing Device 7603B297AA 4 $ $

Oce VarioStream 7550 86916 4 $ $

Splicing Device 7603b470AA 4 $ $

Preventative Maintenance Services Subtotal (a) $

Usage Charges

Equipment Serial Number

Estimated Feet per Month

Number of Months

Rate per Foot Extended Cost

Oce VarioStream 7550 87053 815,000 4 $ $

Oce VarioStream 7550 86993 640,000 4 $ $

Oce VarioStream 7550 85883 800,000 4 $ $

Oce VarioStream 7550 86916 800,000 4 $ $

Usage Charges Subtotal (b)

Total Agreement Cost (a + b)

Parts

Equipment Cost per Items

Fuser Roller $

Heat Lamp $

Developer Station $

24v/85v Power Supply $

Parts Subtotal (c)

Sales tax (8.75%)

Total Agreement Cost (a + b + c + tax)

Estimated Cost Optional One Year Extension

Preventative Maintenance (M-F, 8-5 p.m. PT) and On-Call Services (24/7)

Equipment Description

Serial Number Model

Number of Months

Rate per Month Extended Cost

Oce VarioStream 7550 87053 4 $ $

Splicing Device 7603B470AA 4 $ $

Oce VarioStream 7550 86993 4 $ $

Splicing Device 7603B297AA 4 $ $

Oce VarioStream 7550 85883 4 $ $

Splicing Device 7603B297AA 4 $ $

Oce VarioStream 7550 86916 4 $ $

Splicing Device 7603b470AA 4 $ $

Preventative Maintenance Services Subtotal (d) $

Usage Charges

Equipment Serial Number

Estimated Feet per Month

Number of Months

Rate per Foot Extended Cost

Oce VarioStream 7550 87053 815,000 4 $ $

Oce VarioStream 7550 86993 640,000 4 $ $

Oce VarioStream 7550 85883 800,000 4 $ $

Oce VarioStream 7550 86916 800,000 4 $ $

Usage Charges Subtotal (e)

Parts

Equipment Cost per Items

Fuser Roller $

Heat Lamp $

Developer Station $

24v/85v Power Supply $

Parts Subtotal (f)

Sales tax (8.75%)

Estimated Cost of Optional One-Year Extension (d + e + f + tax)

Exhibit A

SCOPE OF WORK

A. Description of Services

The Contractor shall provide the State Controller’s Office (SCO), Disbursements Bureau with preventative maintenance (PM) and on-call services as set forth herein for the equipment listed (“the Services”) located at 3301 C Street, Suite 759 Sacramento, CA 95816.

Equipment/Description Serial Number/Model

Oce VarioStream 7550 87053

Splicing Device 7603B470AA

Oce VarioStream 7550 86993

Splicing Device 7603B297AA

Oce VarioStream 7550 85883

Splicing Device 7603B297AA

Oce VarioStream 7550 86916

Splicing Device 7603B470AA

Agreement Term

The term of this Agreement shall be for four months with the option to amend to extend the term for one additional year, add funds, delete equipment, and/or adjust the frequency of services as deemed necessary by SCO. The rates in Exhibit B, Attachment 1, Cost Worksheet will not change as a result of any amendment to this Agreement. SCO may terminate this Agreement with a 30-day written notice to the Contractor.

The Contractor is cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to agreement approval, and the Agreement is not approved for any reason, all previous work performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and the SCO Contact Manager in Exhibit A, Section D. Contacts, Item 2, are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Contractor Responsibilities

1. On-Call Services

i. The Contractor shall provide on-call services, as needed, to keep the printers fully operational. A technician shall arrive onsite within two hours of service request, unless both parties agree upon a different timeframe.

ii. The Contractor shall provide on-call services 24 hours a day, seven days per week, excluding State holidays. A list of holidays which are observed by SCO may be found at the following link:

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

2. The contractor shall replace parts if deemed necessary by the Contractor or service technician. Parts used for repair may be new, used or manufactured in accordance with manufacturer's specifications, free from damage or defects. Damaged or defective parts that are removed become the property of the

Contractor upon inspection and written approval by SCO. The contractor shall include all labor and install replacement parts, except for damage due to the causes listed in Section B. Contractor Responsibilities, Item 6. The Contractor shall have the ability to procure the parts necessary to keep all machines operational. The Contractor shall use Canon parts, toner, developer, and inks.

i. In the event that parts must be ordered, and the machine is not operational, the Contractor shall have the parts shipped overnight at no additional cost to SCO to ensure the machine is fully operational in the most expeditious amount of time possible.

ii. In the event that a part is not able to be ordered as it is not available anymore, the Contractor may use one of the Oce VarioStream printers listed on Section A, Description of Services, to take parts from in order to keep other machines operational.

iii. The Contractor shall provide fully factory-trained service technicians. The Contractor shall provide technical expertise and resources to the Contractor’s service technicians to aid in the resolution of problems that may occur with the equipment. The Contractor warrants the Services shall be performed promptly, in accordance with the description of the Services in the Agreement and to SCO’s reasonable satisfaction.

iv. When responding to a remedial service call, if the equipment cannot be fixed within one business day, the Contractor shall notify the SCO Contract Manager that the equipment will not be operational and provide an estimate amount of down time. If the estimated amount of time changes, the Contractor will immediately relay that information to the SCO Contract Manager in Section D. Contacts, Item 2.

3. The Contractor’s staff shall sign SCO Contractor/Consultant Confidentiality Statement and Non- Disclosure Acknowledgement form (ISO-004b). Contractor enforces nondisclosure, inventions and like commitments with all Contractor personnel by way of across-the-board agreements as a condition of employment. By entering into this Agreement and signing the ISO-004b form, Contractor has agreed on behalf of and as the responsible party for Contractor’s directors, officers, employees, and representatives.

4. Services Not Covered

Services listed in this Section are not included as part of the Contractor’s remedial or preventative maintenance services.

i. Services for repair of the equipment (including the inkjet heads in Contractor’s continuous feed printers) or replacement of parts (including the inkjet heads in the Contractor's printers or the fuser rollers in the Contractor's continuous feed printers) caused or made necessary, in the Contractor’s reasonable discretion, in whole or in part, by:

a. SCO’s failure to continually provide a suitable ambient environment in accordance with the Contractor’s requirements.

b. Neglect, misuse, or use of the equipment for purposes other than for which it was designed, or failure to operate the equipment in accordance with the Contractor’s or manufacturer's operating instructions or within manufacturer’s specifications.

c. Accident, disaster, including effects of water, wind, lightning, or transportation, terrorism, vandalism, or burglary.

d. Alterations of the equipment, including any deviation from the equipment design, unless previously authorized in writing by the Contractor.

e. Attachment(s) to the equipment, including connection of devices not supplied by the Contractor, which cause the equipment to malfunction, unless previously authorized in writing by the Contractor.

f. SCO failure to perform or its failure to correctly perform the normal duties of SCO’s operators or SCO failure to provide the Contractor access to the equipment as deemed necessary by the Contractor for preventative or…