RFQ-ITS_EDIS91125.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

October 8, 2025

REQUEST FOR QUOTE for INFORMATION TECHNOLOGY (IT) SERVICES (RFQ-ITS) EDIS91125

CANON TITAN COPIER MAINTENANCE SERVICES

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 EDIS91125. 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 https://www.dgs.ca.gov/- /media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud- DGS-PD-403ITGP-Revised-02202025.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.

https://caleprocure.ca.gov/pages/index.aspx https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf mailto:SCOBids@sco.ca.gov

State Controller’s Office RFQ-ITS Number EDIS91125

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

H. RFQ-ITS Bid Submission I. Participation, Preference and Incentive Programs J. Award K. 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 and on-call services for the following high-volume monochrome printers.

Make Model Serial Number Location Canon varioPRINT 6270 TITAN 206010021 3301 C Street, Suite 759

Sacramento, CA 95816 Canon varioPRINT 6270 TITAN 206010016

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

Agreement Term

The term of this agreement shall be for three years with the option to amend funds, add/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 result of any amendment to this agreement. SCSO terminate this agreement with 30-day written notice to the Contractor.

The Contractor is cautioned that no work will begin until the contract has been fully executed. If work is performed prior to agreement approval, and the contract is no 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 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 October 8, 2025 Written Questions Submittal Deadline October 15, 2025: 2:00 p.m. Pacific Time (PT) SCO Response to Written Questions October 17, 2025 Final Date for Bid Submission* October 30, 2025: 2:00 p.m. PT Evaluation of Bids October 31, 2025 – November 3, 2025 Cost Opening November 4, 2025, 2:00 p.m. PT via Microsoft

Teams Notice of Intent to Award November 6, 2025 Anticipated Agreement Award Date November 14, 2025 Anticipated Agreement Start Date January 23, 2026

* 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 EDIS91125 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 mailto:SCOBids@sco.ca.gov

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 a project list showing 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 is 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.

4. Background Check

a. The resulting agreement requires that the Bidder’s dedicated key staff- who have access to SCO work areas and facilities or the work areas of SCO customers on behalf of SCO-pass Live Scan background checks. This requirement includes any subcontractors that have access to confidential and sensitive information/resources.

b. Upon notice of award, SCO will provide the Contractor all necessary forms and locations for each key staff to complete the background check process. SCO will be responsible for payment of background check fees.

c. Background checks must be completed and passed prior to contractor and/or subcontractor staff beginning work on the Agreement. If a key staff does not pass the Live Scan background check process, the Contractor must replace the key staff. Replacement key staff is subject to SCO approval.

d. At the discretion of SCO, SCO may cancel award of the Agreement to a contractor subject to failed background checks. Contractors and subcontractors will be held to the same background check standards as SCO employees.

e. The Contractor shall ensure that each of its employees, and any subcontractor staff, are made aware of, understand, and comply with the provisions of SCO Live Scan background checks. Any additional or replacement staff added to the Agreement will be subject to the same terms.

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/Apply-for-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise?search=Certify%20as%20a%20Small%20business.

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 Bid 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% https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=Certify%20as%20a%20Small%20businessd https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=Certify%20as%20a%20Small%20businessd https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=Certify%20as%20a%20Small%20businessd https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Certification/DVBE/DVBEProgramRequirements.pdf?la=en&hash=FBCA257A3ED083F3DBB85ECEEB37013CBCF0545C

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.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf

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.

e. The awarded contractor shall complete and submit a biannual Prime Contractor’s Certification –

Small Business Subcontractor Report on SB subcontractor utilization to the SCO Contract Manager. At a minimum, the report includes the amount paid to each SB Subcontractor for the reporting period.

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. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

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 this 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 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 on the California State Contracts Register, Cal eProcure Event page:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

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 https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

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, or documentation that includes the completion date of certification courses that demonstrates the Bidder’s staff is certified to work on the equipment described in Exhibit A SOW 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 is 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:

Address:

Phone Number: Email:

If awarded an agreement, direct all agreement inquiries to:

Phone Number: Email:

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.

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/gs/pd/gspd05-105.pdf https://bizfileonline.sos.ca.gov/search/business https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

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 percent 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) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.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) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

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

State of California-Controller's Office INFORMATION SECURITY OFFICE 300 Capitol Mall, Suite 603 Sacramento, CA 95814

CONTRACTOR / CONSUL TANT CONFIDENTIALITY

AND NON-DISCLOSURE ACKNOWLEDGEMENT Form Contact Info. Ph: (916) 445-1720 Email: infosec@sco.ca.gov ISO-004b (Rev. 02/15)

I Section 1 - Contractor Information Contractor I Consultant Organization Name Date of Request

Contractor I Consultant Name (First M.I. Last) Work Phone

Title Work Email Address

I Section 2 - Agreement

As a contractor or consultant of the California State Controller's Office (SCO) you may have access to financial, statistical, personal, or technical information classified as confidential or sensitive by the SCO. In addition you may be authorized access to data processing resources that are created, maintained, or used within the SCO and must be protected. This confidentiality and non-disclosure agreement between you and the SCO is to protect the information assets that may be disclosed to you by the SCO. This Agreement shall be construed under the laws of the State of California.

By signing below I acknowledge that:

1. I will access or use SCO information assets only when relevant and necessary in the ordinary course of performing my authorized official duties conducted on behalf of the organization referenced in this document. I further understand that unauthorized access, attempted access or illegal use of any computer systems, information asset, and/or information of the State of California may be a public offense punishable under Section 502 of the California Penal Code;

2. I will not disclose SCO information classified as confidential or sensitive unless authorized to do so by the SCO;

3. I will immediately notify the SCO Information Security Office; SCO Information Systems Division; and the appropriate SCO contract I agreement administrator of any violation of SCO administrative policy or information security standards; or violation of requirements, terms, or conditions of this agreement; and any actual or suspected information security incidents;.

4. I will not disclose, change, modify, delete, or circumvent any SCO required authentication and authorization process without the approval of authorized SCO personnel;

5. I will not change, modify, remove, or circumvent any SCO required security controls or protocols without written approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee;

6. I will ensure that all data processing resources (i.e., PCs, notebooks, laptops, servers, USB and flash drives, etc.) and other equipment (i.e., cellular phones, personal digital assistants (PDAs), audio or image recorders, etc.) I bring into SCO owned or leased facilities are approved by the SCO, and meet SCO information technology and information security acceptable use standards, and SCO Information Security Policy;

7. I shall only utilize and access SCO managed electronic mail and Internet access services while utilizing SCO provided data processing resources or networks. I will not connect to, or access, any non-SCO managed resource or service from within the SCO network or via any SCO data process resource without the approval of SCO Information Systems Division management and the SCO Chief Information Security Officer (CISO) or CISO designee; and,

8. I will comply with all applicable SCO administrative, technical, and information security policies and standards.

I have read and understand the responsibilities stated above and will comply with the SCO administrative and information security requirements and standards listed on this form. I acknowledge and agree to use SCO information assets in accordance with the terms outlined in this form. I understand that failure to comply with these responsibilities may result in immediate cancellation of authorization to use SCO information assets or disciplinary action in accordance with applicable laws and regulations or civil and criminal prosecution in accordance with applicable statutes.

By signing this form, I acknowledge that I have read, understand and agree to its contents and realize the penalties for non-compliance with its terms.

Section 3 - Approval Signature Legal Signature Date

Return completed acknowledgement to the SCO Information Security Office, 300 Capitol Mall, Suite 603, Sacramento, CA 95814

I

I

ATTACHMENT 12

State Controller's Office

ATTACHMENT 12

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…