RFQ-ITS_ESAR70126Z.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

August 18, 2026

REQUEST FOR QUOTE for INFORMATION TECHNOLOGY (IT) SERVICES (RFQ-ITS) ESAR70126Z Workiva Software-as-a-Service (SaaS)

Notice to Prospective Bidders

Bidders are invited to review and respond to the State Controller's Office (SCO) Request for Quote for Information Technology Services (RFQ-ITS) Number ESAR70126Z, Workiva Software-as-a-Service (SaaS).

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 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, including 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 Cloud Computing Services DGS PD 402-ITGP Cloud (Rev.02/20/25), shall be incorporated by reference only and made part of the Agreement as if attached hereto. Information Technology General Provisions Cloud Computing Services DGS PD 402-ITGP Cloud (Revised 2/20/2025) can be viewed at: https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf. If you do not have internet access, a hard copy can be provided. For additional information on the bid process, refer to the DGS Bidder Instructions DGS PD 451 https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf.

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 admcpu@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-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf mailto:admcpu@sco.ca.gov

State Controller’s Office RFQ-ITS Number ESAR70126Z

TABLE OF CONTENTS

SECTION I. GENERAL INFORMATION

A. Description of Services B. Key Action Dates C. Written Questions and Answers D. RFQ-ITS Bid Guidelines E. RFQ-ITS Bid Content F. RFQ-ITS Bid Submission G. Participation, Preference and Incentive Programs H. Award I. Protest

SECTION II. EVALUATION INFORMATION

A. Evaluation Process B. Evaluation Criteria C. Scoring D. Tie Break Process E. Required Attachments

Attachment 1, Required Attachment Checklist Attachment 2, Bidder Certification Sheet and Completion Instructions for Bidder Certification Sheet ... 14 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, California Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843)* 17 Attachment 7, Secretary of State Certification Status* Attachment 8, Target Area Contract Preference Act Preference (TACPA) Request for Goods and

Services Solicitations (STD 830)* Attachment 9, Bidder’s Summary of Contract Activities and Labor Hours (DGS PD 526)* Attachment 10, Generative Artificial Intelligence (GenAI) Disclosure Attachment 11, Bidding Preferences and Incentives Attachment 12, Acknowledgement of Agreement Exhibits and Policies Attachment 13, California Civil Rights Laws Certification (DGS OLS 04) Attachment 14, Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement

(ISO-004b) Attachment 15, Contractor/Consultant Organization Information Security Agreement

(ISO-004c) Attachment 16, Cost Worksheet

Summary Agreement (STD 215)

Sample Agreement Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B – Attachment 1, Cost Worksheet Exhibit C – General Provisions – Information Technology – Cloud Computing – Software as a Service (SaaS)

*Submit only if applicable.

Section I. General Information

A. Description of Services

The Contractor shall provide the State Controller’s Office (SCO), State Accounting and Reporting Division (SARD) with a Software-as-a-Service (SaaS) license for use of the following Workiva applications which comprise the State Controller Package for Government.

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

Agreement Term

The term of this Agreement will be for three years with the options to amend to add additional funds as deemed necessary by SCO. The rates quoted on Attachment 15 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 SCO Contract Manager are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount 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 August 18, 2026 Written Questions Submittal Deadline August 24, 2026 2:00 PM Pacific Time (PT) SCO Response to Written Questions August 26, 2026 Final Date for Bid Submission* September 1, 2026 2:00 PM PT Evaluation of Bids** September 2-3, 2026 Notice of Intent to Award September 4, 2026 Anticipated Agreement Award Date September 14, 2026 Anticipated Agreement Start Date October 1, 2026

*Pacific Time (PT) **Dates after 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 admcpu@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 ESAR70126Z 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. 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 Exhibit A, Scope of Work and Exhibit B Attachment 1, Cost Worksheet.

3. Pursuant to California Public Contract Code (PCC) § 10302, it is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in §10730 of the Business and Professions Code.

4. 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) § 14837(d) and California Military and Veterans Code § 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).

5. 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.

6. The Bidder may withdraw its bid by submitting a written withdrawal request to admcpu@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.

7. 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.

8. 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.

9. 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.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=BPC&sectionNum=17030.&article=2.&highlight=true&keyword=loss%20leader https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=BPC&sectionNum=17030.&article=2.&highlight=true&keyword=loss%20leader mailto:SCOBids@sco.ca.gov

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

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

12. 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.

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

14. Bids that contain false or misleading statements that do not support an attribute or condition claimed by the Bidder will be rejected.

E. RFQ-ITS Bid Content

In order to be responsive to this RFQ-ITS, the following Mandatory Pass/Fail requirements must be met.

Failure to respond to and submit these items with the required information may result in disqualification.

1. Administrative Requirements

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

b. Attachment 2, Bidder Certification Sheet 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.

1) By signing Attachment 2, Bidder Certification Sheet, the Bidder certifies that the firm meets all of the qualifications listed.

2. Licenses and Certifications

a. The Bidder must provide copies of the licenses and certification required to meet 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 country 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.

F. RFQ-ITS Bid Submission

1. Bidders must submit their bids in Portable Document Format (PDF) attached to an email to admcpu@sco.ca.gov by the date and time specified in Section I. General Information, Item B. Key Action Dates. The Bidder’s submission subject line must identify the submission as RFQ-ITS

ESAR70126Z.

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 the email 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 admcpu@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.

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.

G. 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 Small Business (SB)/Microbusiness (MB) and a Disabled Veteran Business Enterprise (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. Pacific Time (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.

In compliance with GC § 14837 and Military & Veterans Code (M&VC) § 999, certified SB/MB and DVBE contractors must perform a commercially useful function (CUF). A Contractor, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation.

At SCO’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the bid.

1. Disabled Veteran Business Enterprise 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 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 RFQ-ITS Submission and OSDS must be able to approve the application as submitted.

c. Failure to submit a completed Attachment 5, Bidder Declaration (Written) (GSPD-05-105) and

Attachment 9, Disabled Veteran Business Enterprise Declarations (DGS PD 843), to show the Bidder’s compliance with the three percent DVBE participation goal, may result in rejection of the Bid. Final determination of a bidder’s DVBE participation shall be at the sole discretion of SCO.

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%20business 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 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 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 6, Disabled Veterans Business Enterprise (DVBE)

Declarations (DGS PD 843), signed by the DVBE owner/manager.

h. When the awarded contractor has a certified DVBE perform an element of work for the Agreement, within 60 days of expiration of the Agreement, 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. § 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, § 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 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 Agreement as defined in GC § 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.

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.

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

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.

5. Ties between Certified SB/MB and DVBE Businesses

a. Per GC 14838(g), in the event of a precise tie between the bid of a SB/MB and the bid of a DVBE that is also a SB/MB, the award shall go to the DVBE that is also a SB/MB.

6. Target Area Contract Preference Act (TACPA)

a. This RFQ-ITS provides for the optional Target Area Contract Preference Act (TACPA) preference.

Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the response.

b. A preference will be granted to California-based bidders in accordance with GC § 4530 et seq.

whenever an agreement for goods and/or services are in excess of $100,000 and the Bidder meets certain requirements as defined in the California Code (Title 2, § 1896.30) regarding labor needed to produce the goods or provide the services being procured.

c. Bidders must apply to be eligible for the TACPA preference, but application is not required to participate in this solicitation. Bidders are alerted that proposed Worksite and Workforce obligations for TACPA preferences must be met during the agreement period if preferences are granted, regardless of preference amount needed to win an agreement award. SCO will take appropriate corrective action to apply sanctions as necessary to enforce performance programs.

d. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the RFQ-ITS: https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract- Preference?search=TACPA

e. Bidders desiring to claim TACPA preferences must submit a fully executed copy of the Standard

Form 830, Bidder’s Summary form 526, and Manufacturer’s Summary form 525 (if supplying goods) with their response. These forms can be found at the following links:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/Std830.pdf (STD 830) http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf (Bidder’s Summary)

f. The State reserves the right to verify, validate, and clarify all information contained in the TACPA application (STD 830). This includes, but is not limited to, information from bidders, manufacturers, subcontractors, and any other sources available at time of response evaluation.

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

g. Bidders are advised that TACPA workforce preferences between five (5) and nine (9) percent are based on the Bidders agreeing to hire certain identified persons equal to a percentage of its workforce during the agreement performance period. The application form, STD 830, incorrectly lists workforce preference as percentage of total contract labor hours.

h. If responding by group, bidders may need to complete and submit separate forms for each group for which the preference is being requested.

i. The DGS-PD, Support Services Unit (SSU) will process all TACPA site evaluations utilizing an integrated map located at the following link: http://tacpa.dgs.ca.gov https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA http://www.documents.dgs.ca.gov/dgs/fmc/pdf/Std830.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf http://tacpa.dgs.ca.gov/

j. Any questions regarding the TACPA preference should be directed to TACPA@dgs.ca.gov.

H. Award

1. Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents 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(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

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 contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

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: Small Business and Disabled Veteran Business Enterprises Advocate and Liaison

I. 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 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 mailto:TACPA@dgs.ca.gov https://sco.ca.gov/sco_sb_dvbe_advocate.html https://sco.ca.gov/sco_sb_dvbe_advocate.html

4. All protests to the RFQ 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.

5. If any bidder, prior to the award of the Agreement, files a written protest with SCO and the DGS, Office of Legal Services (OLS), 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, on the grounds that the (protesting) Bidder is the lowest responsive responsible bidder, the Agreement shall not be awarded until either the protest has been withdrawn or DGS has decided the matter.

6. Within five days after filing the protest, the protesting bidder shall file with DGS/OLS and SCO, a detailed written statement specifying the grounds for the protest. The written protest must be sent to DGS/OLS, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605. A copy of the detailed written statement must be emailed to SCO at: admcpu@sco.ca.gov, Attention: SCO Contracts and Procurement Office.

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. 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 II. Evaluation Information, Item C. Scoring, 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. Cost

Completion of Attachment 15, Cost Worksheet.

Cost Worksheets will be reviewed to verify mathematical accuracy and determine if there are any deviations in the Bid. If a deviation is material, it may be cause for rejection. Immaterial deviations will be processed as if no deviation had occurred. Cost Worksheets shall be evaluated and scored based on the total cost.

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

C. Scoring

Each bid will be evaluated in accordance with this section. This agreement will be awarded to the responsive and responsible bid with the lowest cost.

D. Tie Break Process

In the event of a precise tie, if GC § 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.

E. Required Attachments

Refer to Attachment 1, Required Attachment Checklist for additional required attachments that are a part of this solicitation. Exclusion of any required attachments may result in bidder’s disqualification.

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 Completion Instructions For 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 California Disabled Veteran Business Enterprise (DVBE) Declarations

(DGS PD 843)*

Attachment 7 Secretary of State Certification Status

Attachment 8 Target Area Contract Preference Act (TACPA) Preference Request for Goods and Services Solicitations (STD 830)*

Attachment 9 Bidder’s Summary of Contract Activities and Labor Hours (DGS PD 526)* Attachment 10 Generative Artificial Intelligence (GenAI) Disclosure Attachment 11 Bidding Preferences and Incentives Attachment 12 Acknowledgement of Agreement Exhibits and Policies Attachment 13 California Civil Rights Laws Certification

Attachment 14 Contractor/Consultant Confidentiality and Non-Disclosure Acknowledgement (ISO-004b)

Attachment 15 Contractor/Consultant Organization Information Security Agreement (ISO-004c)

Attachment 16 Cost Worksheet 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 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 15, Cost Worksheet and all required attachments are included with this certification sheet.

2. 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:

COMPLETION INSTRUCTIONS FOR BIDDER CERTIFICATION SHEET

Complete the numbered items on the Bidder Certification Sheet by following the instructions below.

Item Numbers Instructions 1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is an LLC (Limited Liability Company) or partnership. An LLC is a type of business structure that protects its owners from personal risk while offering the flexibility of a small business and the tax advantages of a partnership.

A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

9 Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13 Must be completed. These items are self-explanatory.

If certified as a California SB, place a check in the "Yes" box, and enter your certification number on the line. If certified as a DVBE, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

Attachment 3

CONTRACTOR POINT OF CONTACT

Bidder’s Name: _____________________________________________________________(Please print clearly or type)

Complete and return this attachment with the Bid.

The contact person regarding this RFQ-ITS is:

Name & Title:

Address:

Phone Number: Fax Number:

Cell Phone Number:

(optional)

Email:

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

Address:

Phone Number: Fax Number:

Cell Phone

If awarded an agreement, direct all agreement inquiries to:

Address:

Phone Number: Fax Number:

Cell Phone

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

Address:

Email

Attachment 4

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

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 California Disabled Veteran Business Enterprise (DVBE) Declarations (DGS PD 843) * https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

Attachment 7 Secretary of State Certification Status* https://bizfileonline.sos.ca.gov/

Secretary of State Certification of Status is required if your company is a corporation, limited liability company (LLC), or limited partnership (LP).

Attachment 8 Target Area Contract Preference Act (TACPA) Preference

Request for Goods and Services (STD 830)* https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Attachment 9 Bidder’s Summary of Contract Activities and Labor Hours (DGS PD 526)* https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

NOTE: The fill and print forms are available at the links provided above. Please email admcpu@sco.ca.gov if you are unable to access the provided links. Attachments 4 – 6 must be submitted with the RFQ-ITS.

*Submit only if applicable.

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://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://bizfileonline.sos.ca.gov/ https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

Attachment 10 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.

Bidders 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 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 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:

Signature and Date:

Attachment 11

BIDDING PREFERENCES AND INCENTIVES

1. SMALL BUSINESS PREFERENCE:

☐ 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:

☐ 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.

3. TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

☐ I am claiming the TACPA bidding preference.

Bidder must submit Attachment 8 Target Area Contract Preference Act (TACPA) STD 830 and Attachment 9 Bidder’s Summary of Contract Activities and Labor Hours (DGS PD 526).

☐ I am not claiming the TACPA bidding preference.

Name of Bidder:

Signature and Date: ______________________________

ATTACHMENT 12

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 B – Budget Detail and Payment Provisions Exhibit B – Attachment 1, Cost Worksheet.

Note: Attachment 16, Cost Worksheet to be inserted upon agreement award

Exhibit C, Information Technology General Provisions Cloud Computing Services DGS PD 402-ITGP Cloud (Revised 2/20/2025) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

The Bidder acknowledges their ability to meet the following as required in Exhibit A, Scope of Work:

I certify that we have received, reviewed, and accepted all requirements in this RFQ-ITS, Agreement and Exhibits and can meet the insurance and background check 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-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

Attachment 13

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION (DGS OLS 04)

Pursuant to Public…