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City and County of San Francisco Formal Request for Proposals for:

An Income Verification System for the Mayor’s Office of Housing and Community Development (MOHCD)

Sourcing Event ID 0000011689│Dept Contract ID: MOCHD-IVS-2026

This Solicitation can be viewed on the City’s Supplier Portal at:

https://sfcitypartner.sfgov.org/pages/index.aspx

Proposal Phase Tentative Date

Request for Proposals Issued September 3, 2026

Due Date for Written Questions September 16, 2026, 12:00 Noon Pacific Time

Responses to Questions Posted September 18, 2026 by 5:00PM Pacific Time

Proposal Due Date and Due Date for Proposed Changes to City’s Contract Terms

October 7, 2026 by 12:00 Noon Pacific Time

Notice of Non-Responsiveness Determination

October 9, 2026

Period for Protesting Notice of Non-Responsiveness Determination

Within three (3) business days of the City’s issuance of the Notice of Non-Responsive Proposal Determination

Notice of Intent to Award October 30, 2026

Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Contract Administrator: Michael Solomon Senior IS Business Analyst, MOHCD 1 South Van Ness Ave., 5th Fl, San Francisco, CA 94103 Phone: (628) 652-5920 Email: michael.solomon@sf.gov mailto:michael.solomon@sf.gov

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MANDATORY MINIMUM

QUALIFICATION DOCUMENTATION

Proposers must submit the necessary documentation with their proposals to demonstrate they meet every Minimum Qualification (MQ) requirement set forth in Section 6 of this solicitation. A proposal that fails to provide the required documentation will not be eligible for further consideration.

ATTACHMENTS

Attachment 1: City’s Contract Terms Attachment 2: Proposer Questionnaire and References Attachment 3: Omitted (CMD LBE Forms) Attachment 4: Written Proposal Template Attachment 5: Price Proposal Template Attachment 6: HCAO and MCO Declaration Forms Attachment 7: Omitted (First Source Hiring Form) Attachment 8: Vendor Attestation of Digital Accessibility Compliance Attachment 9: WCAG Information Factsheet Attachment 10: Omitted (Sweatfree Contracting Form P-12U-A)

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Table of Contents

1 RFP SUMMARY

1.1 Introduction

1.2 Selection Overview

1.3 Anticipated Contract Term

1.4 Anticipated Contract Not to Exceed Amount

1.5 Reserved

1.6 Cooperative Purchasing and Use by Other City Departments

1.7 Contract Terms and Negotiations

2 SOLICITATION SCHEDULE

3 REQUIREMENTS FOR REQUESTED GOODS AND SERVICES

3.1 Goods and/or Services Requested

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

4 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

4.1 CMD Compliance Officer

4.2 Application of LBE Rating Bonuses

4.3 LBE Subcontracting Participation Requirements

5 PROPOSAL EVALUATION CRITERIA

6 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED WITH

PROPOSAL (PASS/FAIL)

7 WRITTEN PROPOSAL (100 POINTS)

8 PRICE PROPOSAL (PASS/FAIL)

8.1 Price Proposal Format and Allocation of Points

8.2 Price Proposal Evaluation Period

8.3 Price Discrepancies

8.4 Reserved

8.5 Price

9 RESERVED

10 SUPPORTING DOCUMENTATION REQUIRED PRIOR TO CONTRACT EXECUTION

11 FAILURE TO PROVIDE INSURANCE AND/OR BONDS

12 CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS

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12.1 Nondiscrimination Requirements (“Equal Benefits”)

12.2 Reserved

12.3 Health Care Accountability Ordinance (HCAO)

12.4 Minimum Compensation Ordinance (MCO)

12.5 Reserved

12.6 Reserved

12.7 Non-Profit Entities

12.8 Other Social Policy Provisions

13 TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS

13.1 How to Register to propose and be awarded a City Contract

13.2 Proposal Questions and Submissions

13.3 RFP Addenda

13.4 Public Disclosure

13.5 Limitation on Communications During Solicitation

13.6 Proposal Selection Shall not Imply Acceptance

13.7 Cybersecurity Risk Assessment

13.8 Solicitation Errors and Omissions

13.9 Objections to Solicitation Terms

13.10 Protest Procedures

13.11 Proposal Term

13.12 Revision to Proposal

13.13 Proposal Errors and Omissions

13.14 Financial Responsibility

13.15 Proposer’s Obligations under the Campaign Reform Ordinance

13.16 Reservations of Rights by the City

13.17 No Waiver

13.18 Other

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1 RFP Summary

1.1 Introduction

This Request for Proposals (hereinafter “RFP” or “Solicitation”) is being issued by the San Francisco Mayor’s Office of Housing and Community Development (hereinafter, “MOHCD” or “City”). MOHCD, on behalf of all City Departments, is seeking qualified suppliers (“Proposers”) to provide proposals (“Proposal”) for an off-the-shelf cloud-based secure, consent-based income verification solution that enables Applicants to authorize access to financial and income sources in order to generate a comprehensive, standardized income report and improve MOHCD's income verification processes.

The City has approximately 65 departments, ranging from small to very large. Some departments maintain facilities located outside of the geographic limits of the City. MOHCD or City Departments shall order goods and/or services covered by the awarded contract(s) through the issuance of individual Purchase Orders and/or Task Orders which shall be released against the awarded contract(s) during the contract term.

1.2 Selection Overview

The City shall award a contract to the Proposer that meets the Minimum Qualifications of this Solicitation whose Proposal receives the highest-ranking score. Responsive Proposals will be evaluated by a panel (“Evaluation Panel”) consisting of one or more parties with expertise related to goods and/or services being procured through this Solicitation. The Evaluation Panel may include staff from various City departments. Proposals will be evaluated based on the criteria outlined herein. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Proposal compliance with Local Business Enterprise (LBE) requirements and assign a rating bonus to Proposal scores. The CMD-adjusted scores (if applicable) will then be tabulated, and Proposers will be ranked starting with the Proposer receiving the highest score, then continuing with the Proposer receiving the second highest score, and so on.

1.3 Anticipated Contract Term

A contract awarded pursuant to this Solicitation shall be non-exclusive with an original term of five (5) years. The City at its sole, absolute discretion, shall have the option to extend the term for four (4) additional years for a total of nine (9) years.

1.4 Anticipated Contract Not to Exceed Amount

The not to exceed (“NTE”) amount for a contract awarded pursuant to this Solicitation cannot be anticipated at the time of this Solicitation but shall be based on the selected Proposal. This amount shall be based on Proposer’s anticipated cost for the deliverables identified herein.

Should City’s actual spend exceed Proposer’s anticipated cost for the deliverables identified herein, City may in its sole discretion increase the contract NTE accordingly.

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1.5 Reserved

1.6 Cooperative Purchasing and Use by Other City Departments

Any other City department, public entity or non-profit made up of multiple public entities, may use the results of this Solicitation to obtain some or all of the commodities or services to be provided by Proposer under the same terms and conditions of any contract awarded pursuant to this Solicitation.

1.7 Contract Terms and Negotiations

The successful Proposer will be required to enter into a contract substantially in the form attached hereto as Attachment 1, City’s Contract Terms. As part of a Proposal, a Proposer may include with its Proposal a copy of City’s Contract Terms with requested revisions. The copy of City’s Contract Terms with requested revisions must clearly:

(1) Mark those sections to which it requests changes;

(2) Set forth Proposer’s alternative terms with respect to each such section showing proposed changes (double underline added language; strikethrough deleted language); and

(3) Explain the basis for each proposed change.

The City may accept or reject any requested changes to the City’s Contract Terms in its sole discretion. If a satisfactory contract cannot be negotiated in a reasonable time, the City, in its sole discretion, may terminate negotiations.

2 Solicitation Schedule The anticipated schedule for this Solicitation is set forth below. These dates are tentative and subject to change. It is the responsibility of the Proposer to check for any Addenda to this Solicitation or other published pertinent information.

Proposal Phase Tentative Date

Request for Proposals Issued September 3, 2026

Due Date for Written Questions September 16, 2026, 12:00 Noon Pacific Time

Responses to Questions Posted September 18, 2026 by 5:00PM Pacific Time

Proposal Due Date and Due Date for Proposed Changes to City’s Contract Terms

October 7, 2026 by 12:00 Noon Pacific Time

Notice of Non-Responsiveness Determination

October 9, 2026

Period for Protesting Notice of Non- Responsiveness Determination

Within three (3) business days of the City’s issuance of the Notice of Non-Responsive Proposal Determination

Notice of Intent to Award October 30, 2026

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Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Contract Administrator: Michael Solomon Senior IS Business Analyst, MOHCD 1 South Van Ness Ave., 5th Fl, San Francisco, CA 94103 Phone: (628) 652-5920 Email: michael.solomon@sf.gov

3 Requirements for Requested Goods and Services

3.1 Goods and/or Services Requested

This Solicitation is being issued by MOHCD. MOHCD is seeking qualified Proposers to provide Proposals for an off-the-shelf cloud-based secure, consent-based income verification solution that enables Applicants to authorize access to financial and income sources in order to generate a comprehensive, standardized income report and improve MOHCD's income verification processes in accordance with Appendix A, SaaS Implementation and Training, to City’s Contract Terms (Attachment 1).

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

Prior to submitting a Proposal in response to this Solicitation, Proposers must ensure they have fully read and understood the “Regulatory and Compliance Requirements” set forth below.

3.2.1 Web Content Accessibility Guidelines (WCAG) 2.1 Level AA

The technology to be procured from an awarded Contractor under this Solicitation will be public facing (i.e., members of the public will use it to learn about, apply for, pay for, or otherwise access City services or information). A Proposer selected pursuant to this Solicitation shall adhere to the requirements of the Americans with Disabilities Act of 1990, as amended (42 U.S.C. Sec. 1201 et seq.), including the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as specified in the Department of Justice’s Title II Rule on the accessibility of web content and mobile applications. The awarded Proposer shall ensure that all information content and technology provided under the resulting contract fully conforms to the Department of Justice’s Title II rules and where applicable, the applicable Revised 508 Standard, prior to delivery and before the City’s final acceptance of the Services and/or Deliverables.

3.2.2 Green Purchasing Requirements

In preparation for any Proposal submitted in response to this Solicitation, Proposers are required to review the City Mandatory Green Purchasing Requirements to ensure all goods and services offered to City in response to this Solicitation comply with the City’s Green Purchasing Requirements.

mailto:michael.solomon@sf.gov https://docs.google.com/spreadsheets/d/1JzChoAuD86PsfP6eN_KJ1f1O0ZtWATb4qmJ0rCw66Hc/edit?gid=0#gid=0?

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4 Local Business Enterprise (LBE) Program Requirements

4.1 CMD Compliance Officer

The CMD Compliance Officer (CCO) for this Solicitation and any Contract awarded pursuant to this Solicitation is:

LBE Certification Unit Contract Monitoring Division City and County of San Francisco Tel: 415.554.0630 Email: LBEcert@sfgov.org Website: www.sfgov.org/cmd.

4.2 Application of LBE Rating Bonuses

San Francisco Micro, Small, and SBA LBE bidders as defined in San Francisco Administrative Code Chapter 14B certified by the Contract Monitoring Division are eligible for a rating bonus. LBE Rating Bonuses are applied to Proposers’ scores at each phase of the Solicitation evaluation and selection process, including the price proposal evaluation in accordance with the rating bonus values shown below.

4.2.1 Commodities

Estimated Contract Value, per Agreement

Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus

Greater than $20,000 but less than or equal to $400,000.

10% 0%

Greater than $400,000 but less than or equal to $10,000,000.

10% 5% So long as it does not adversely affect a Small or Micro-LBE Proposer’s participation.

Greater than $10,000,000. 0% 0%

4.2.2 General and Professional Services

Estimated Contract Value, per Agreement

Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus

Greater than $20,000 but less than or equal to $400,000.

10% 0%

Greater than $400,000 but less than or equal to $10,000,000.

10% 5% So long as it does not adversely affect a Small or Micro-LBE Proposer’s participation or, for mailto:LBEcert@sfgov.org http://www.sfgov.org/cmd

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Professional Services, an JV Proposer’s participation.

Greater than $10,000,000 but less than or equal to $20,000,000.

2% 2%

4.2.3 Reserved

4.2.4 Sample Rating Bonus Calculations

ABC Firm Price Proposal Attributes

• Is a Certified Micro

LBE

Possible Maximum Score

14B LBE Rating Bonus (2%)

Evaluated Total Score

Minimum Qualifications Pass N/A N/A

Written Proposal 100 2 102

Price Proposal Score 50 1 51

Total 150 3 153

4.3 LBE Subcontracting Participation Requirements

There shall be no LBE Subcontracting Requirement for any Contract awarded pursuant to this Solicitation because the LBE Subcontracting Requirements were waived by the Contract Monitoring Division.

5 Proposal Evaluation Criteria

Evaluation Phase Maximum Points

Minimum Qualifications Documentation Pass/Fail

Price Proposal Pass/Fail

Written Proposal 100 Points

TOTAL 100 Points

6 Minimum Qualifications and Documentation Required with Proposal (Pass/Fail)

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Proposers must provide documentation that clearly demonstrates each Minimum Qualification (MQ) listed below has been met. Minimum Qualification documentation should be clearly marked as “MQ1”, MQ2”, etc. … to indicate which MQ it supports. Each Proposal will be reviewed for initial determination on whether Proposer meets the MQs referenced in this section. This screening is a pass or fail determination and a Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers prior to rejecting a Proposal for failure to meet the Minimum Qualifications.

MQ # Description

MQ #1 Completed Attachment 2, Proposer Questionnaire and References.

MQ #2 Completed Attachment 4, MOHCD’s Written Proposal Template

MQ #3 Completed Attachment 5, Proposer’s Price Proposal

MQ #4 Web Content Accessibility Guidelines 2.1 Level AA (“WCAG”) compliance.

Submit Attachment 8, Vendor Attestation of WCAG Compliance and one of the following:

1. Accessibility Conformance Report; or

2. Third-Party Assessment; or

3. Automated Testing Report and one (1) Governance or Competency Indicator listed below; or

4. Three (3) of the four (4) Governance or Competency Indicators listed below.

Governance or Competency Indicators:

a. Accessibility Statement

b. Accessibility Policy

c. Staff Certification

d. User Testing Attestation

Refer to Attachment 9 (WCAG Information Factsheet) for more detailed information and definitions.

MQ #5 Evidence that Proposer and/or Developer has three years of experience within the last five years in the sale of goods and/or services requested by this Solicitation (see Attachment 4, MOHCD’s Written Proposal Template, Question 4: Past Implementations).

MQ #6 If Proposer is not the Developer, Developer's written guarantee on Developer’s letterhead addressed to the City that the Developer's warranty and service will be passed on to the City prior to Award.

7 Written Proposal (100 Points)

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In addition to submitting documents supporting each Minimum Qualification as required by this Solicitation, Proposers shall also submit a complete Proposal consisting of each item set forth in Attachment 4, Written Proposal Template.

8 Price Proposal (Pass/Fail)

8.1 Price Proposal Format and Allocation of Points

In addition to submitting documents supporting each Minimum Qualification as required by this Solicitation, Proposers shall also submit a Pricing Narrative in Attachment 5 Price Proposal in response to this Solicitation. The pricing narrative should, at a minimum, address the following points:

1. Unit pricing by service or product line, Developer, etc. including how the pricing will be determined and adjusted over the contract term (e.g. fixed price adjusted annually, X% off of list, X% mark up, etc).

2. Indicate if any further discounts are offered, i.e. volume, quantity, prompt payment etc.

3. Discuss why the Proposer believes pricing is fair and reasonable and how it relates to most favored customer pricing.

Proposer’s Pricing Narrative, including any proposed price list discounts or markups, must remain firm during the term of the contract unless stated otherwise. Submission of the Pricing Narrative will be evaluated on a Pass/Fail basis.

8.2 Price Proposal Evaluation Period

The City will attempt to evaluate Price Proposals within fourteen (14) days after receipt of Proposals. If City requires additional evaluation time, all Proposers will be notified in writing of the new expected award date.

8.3 Price Discrepancies

Where applicable, if there is a discrepancy between the Price Proposal and pricing entered by Proposer into the Supplier Portal, the Price Proposal pricing will prevail. In the event of a discrepancy between the unit price and the extended price, the unit price will prevail.

8.4 Reserved

8.5 Price

8.5.1 Application of Prompt Payment Discounts to Price Proposal

Prompt Payment discount (discount for prompt payment) will not be taken into consideration in determining the Lowest Responsive Proposal.

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8.5.2 Reserved

8.5.3 Discount Calculation

Evaluations are performed on a pre-tax basis except in rare instances, where tax may be a factor (i.e., One vendor bundles the commodities and services in such a way that the entire amount must be taxed, while another vendor clearly separates commodities and services). Below is an example of how bid discounts and/or rating bonuses are applied to a Price Proposal for commodities and services.

ABC Firm Price Proposal Attributes

• Is a

Certified Micro

LBE

• Has an SF Presence as defined by Admin Code 21.32

Offered Price Proposal (Pre-Tax)

Evaluated Price when determining Lowest

Responsive Proposed

Price

Commodities $2,000 $1,735

Services $1,000 $880

Total $3,000 $2,615

9 Reserved

10 Supporting Documentation Required Prior to Contract Execution Within ten business days of the receipt of a notice of award of a Contract, the Proposer to whom the contract is awarded must provide each Required Supporting Documentation (“RSD”) identified below. Failure to do so may result in the City determining that the Proposer has abandoned its Proposal and terminating negotiations with the awarded Proposer. A Contract shall not be executed until each RSD has been delivered to and approved by the City.

RSD #1

Evidence that Proposer is compliant or likely to become compliant within 30 calendar days of the Proposal Due Date with San Francisco Labor and Employment Code Article 131.

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RSD #2

Completed Proposal Attachments:

☐ Attachment 6: HCAO and MCO Declaration Forms (see descriptions in sections

12.3 Health Care Accountability Ordinance and 12.4 Minimum Compensation Ordinance)

RSD #3 Insurance in accordance with Article 5 of Attachment 1, City’s Contract Terms.

RSD #4

Fidelity Bond: The successful Proposer will be required to furnish and maintain throughout the term of this contract a blanket fidelity bond or a Blanket Crime Policy (Employee Dishonesty Coverage) covering all officers and employees in an amount of not less than $50,000 with any deductible not to exceed $5,000 and including City as additional obligee or loss payee as its interest may appear.

RSD #5

Non-Profit Entities: If Proposer is a non-profit organization and receives a cumulative total per year of at least $250,000 in City funds or City-administered funds:

(1) a statement describing Proposer’s efforts to comply with the Chapter 12L provisions regarding public access to Proposer’ s meetings and records, and

(2) a summary and disposition of all complaints concerning the Proposer’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. If no such complaints were filed, the Proposer shall include a statement to that effect.

Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in Proposer’s Chapter 12L submissions shall be grounds for rejection of the Proposal and/or termination of any subsequent agreement reached on the basis of the Proposal.

11 Failure to Provide Insurance and/or Bonds Unless otherwise stated, within ten business days of the receipt of a notice of award of a Contract, the Proposer to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City. If the Proposer fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, City may, at its option, determine that the Proposer has abandoned its Proposal. The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents.

12 City’s Social and Economic Policy Requirements The San Francisco Municipal Code establishes a number of requirements for people seeking to do business with the City (“Social and Economic Policy Requirements”). These Social and Economic Policy Requirements can be found in Attachment 1, City’s Contract Terms, which Proposers are encouraged to carefully review. The Social and Economic Policy Requirements set

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12.1 Nondiscrimination Requirements (“Equal Benefits”)

Proposers awarded any contract exceeding $230,000 (the City’s “Minimum Competitive Amount”), may not, during the term of the Contract discriminate in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of such employees, where the domestic partnership has been registered with a governmental entity pursuant to state or local law authorizing such registration. This Equal Benefits requirement applies in any of the contractor’s operations in San Francisco, on real property owned by San Francisco, or where work is being performed for the City elsewhere in the United States, subject to the conditions set forth in San Francisco Labor and Employment Code Articles 131 and 132. Contractors must submit a declaration confirming that the business complies with the Equal Benefits law. The declaration is available via SF City Partner Supplier Portal. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Ordinance to a contract awarded pursuant to this Solicitation. For more information, visit the Contract Monitoring Division (CMD) website.

12.2 Reserved

12.3 Health Care Accountability Ordinance (HCAO)

A Proposer selected pursuant to this Solicitation shall comply with Labor and Employment Code Article 121 For each Covered Employee, the awarded Contractor shall provide the appropriate health benefit set forth in Article 121.3. If the awarded Contractor chooses to offer the health plan option, such health plan shall meet the minimum standards set forth by the San Francisco Health Commission. Information about and the text of Article 121, as well as the Health Commission’s minimum standards, is available on the web at http://sfgov.org/olse/hcao. An awarded Contractor is subject to the enforcement and penalty provisions in Article 121. Any Subcontract entered into by the awarded Contractor shall require any Subcontractor with 20 or more employees to comply with the requirements of the HCAO and shall contain contractual obligations substantially the same as those set forth in this Section. Refer to Attachment 1, City’s Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

12.4 Minimum Compensation Ordinance (MCO)

A Proposer selected pursuant to this Solicitation shall comply with Labor and Employment Code Article 111. For each Covered Employee, the awarded Contractor shall pay no less than the minimum compensation required by San Francisco Labor and Employment Code Article 111, including a minimum hourly gross compensation, compensated time off, and uncompensated time off. An awarded Contractor is subject to the enforcement and penalty provisions in Article

111. Information about and the text of Article 111 is available on the web at http://sfgov.org/olse/mco. An awarded Contractor is required to comply with all of the applicable provisions of Article 111, irrespective of the listing of obligations in this Section. Refer https://www.sf.gov/equal-benefits-program http://sfgov.org/olse/hcao http://sfgov.org/olse/mco

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12.5 Reserved

12.6 Reserved

12.7 Non-Profit Entities

To receive a contract under this Solicitation, any nonprofit Proposer must be in good standing with the California Attorney General’s Registry of Charitable Trusts by the time of contract execution and must remain in good standing during the term of the agreement. Upon request, Proposer must provide documentation to the City demonstrating its good standing with applicable legal requirements. If Proposer will use any nonprofit subcontractors to perform the agreement, Proposer will be responsible for ensuring they are also in compliance with all requirements of the Attorney General’s Registry of Charitable Trusts at the time of Contract execution and for the duration of the agreement.

12.8 Other Social Policy Provisions

Attachment 1, City’s Contract Terms, identifies the City’s applicable social policy provisions related to a contract awarded pursuant to this Solicitation. Proposers are encouraged to carefully review these terms and ensure they are able to comply with them.

13 Terms and Conditions for Receipt of Proposals

13.1 How to Register to propose and be awarded a City Contract To submit a proposal for a City contract, all vendors must be registered as a City BIDDER or a SUPPLIER. To be awarded a contract, Proposers must convert their BIDDER ID to a SUPPLIER ID, which requires additional steps to demonstrate compliance with certain San Francisco supplier requirements.

13.1.1 Registering as a BIDDER to propose on a City contract

Proposers that are not currently a City SUPPLIER must obtain a BIDDER ID by completing the following form on the SF City Partner Portal:

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx

13.1.2 Converting a BIDDER ID to SUPPLIER ID to be awarded a City contract

To convert a BIDDER ID to a SUPPLIER ID, awarded Proposers are required to register with the City Tax Collector’s Office. Additionally, businesses awarded contracts exceeding $230,000 (the “Minimum Competitive Amount”) must comply with the City’s Equal Benefits requirements pursuant to Labor and Employment Code Article 131 and must submit the online Equal Benefits Declaration through the SF City Partner Portal.

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx https://sfcitypartner.sfgov.org/pages/BS3/login.aspx

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For detailed instructions on registering for City Business Tax, submitting an Equal Benefits Declaration, and for converting your BIDDER ID to a SUPPLIER ID visit Contracting with the City and County of San Francisco.

• City Business Tax Registration Inquiries: For questions regarding business tax registration procedures and requirements, visit Register a Business | Treasurer & Tax Collector, contact the Tax Collector’s Office at (415) 554-4400 or, if calling from within the City and County of San Francisco, 311.

• Equal Benefits Program Inquiries: For questions concerning the San Francisco Labor and Employment Code Articles 131 and 132, go to: www.sfgov.org/cmd.

13.2 Proposal Questions and Submissions

13.2.1 Proposer Questions and Requests for Clarification

Proposers shall address any questions regarding this Solicitation to the Contract Administrator whose name and contact information appear on the cover page of this Solicitation. Proposers who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted by email to the Contract Administrator whose name and contact information appear on the cover page of this Solicitation no later than Written Questions Due Date. A written Addendum will be executed addressing each question and answer and posted publicly.

It is the responsibility of the Proposer to check for any Addenda and other updates that will be posted on the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx.

13.2.2 Proposal Format

Proposals must be submitted using the attached submission forms and/or created using word processing software (e.g. Microsoft Word or Excel) and typed in a legible font (e.g.-Arial, Times New Roman, etc.). The document must have page margins of at least .5” on all sides.

Information must be provided at a level of detail that enables effective evaluation and comparison between Proposals. Failure to follow formatting, submission, or content requirements, as well as page limit restrictions (if any), may negatively impact the evaluation of your Proposal.

13.2.3 Time and Place for Submission of Proposals

Prior to the Proposal submission deadline, Proposers must upload their complete Proposals into the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/index.aspx. Late submissions will not be considered. Each original Proposal received will be screened to ensure that all content required by this Solicitation is included. Partial or complete omission of any required content may disqualify Proposals from further consideration. Late Proposal submissions will not be considered and failure to adhere to the above requirements may result in the complete rejection of your Proposal.

Proposers are encouraged to upload their Proposals to the SF Supplier Portal as early as possible to address any technical issues that may arise during the submission process. In the event a https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://sftreasurer.org/business/register-business https://sftreasurer.org/business/register-business http://www.sfgov.org/cmd https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

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Proposer is unable to upload its complete Proposal into the SF Supplier Portal, Proposer must email its Proposal to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation prior to the Proposal submission deadline and request confirmation of receipt. Proposer must include in its email: (a) documentation (e.g. screenshots) verifying its inability to upload its Proposal into the SF Supplier Portal and (b) a detailed justification explaining why it was not able to have the issue addressed prior to the submission deadline.

13.3 RFP Addenda

The City may modify this Solicitation, prior to the Proposal Due Date, by issuing an Addendum to the Solicitation, which will be posted on the San Francisco Supplier Portal. Every Addendum will create a new version of the Sourcing Event and Proposers must monitor the event for new versions. The Proposer shall be responsible for ensuring that its Proposal reflects any and all Addenda issued by the City prior to the Proposal Due Date regardless of when the Proposal is submitted. Therefore, the City recommends that the Proposer consult the website frequently, including shortly before the Proposal Due Date, to determine if the Proposer has downloaded all Solicitation Addenda. It is the responsibility of the Proposer to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE

ACCEPTANCE BY PROPOSERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND THE PROPOSED CONTRACT TERMS.

13.4 Public Disclosure

All documents under this solicitation process are subject to public disclosure per the California Public Records Act (California Government Code § 7920.000 et seq. and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Contracts, Proposals, responses, and all other records of communications between the City and Proposers shall be open to inspection immediately after a contract has been awarded. Nothing in this Administrative Code provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefit until and unless that person or organization is awarded the contract or benefit.

Information provided, which is covered by this paragraph, will be made available to the public upon request.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Proposer(s) of the Request and to provide the Proposer with an opportunity to object to disclosure of the material requested by the due date for disclosure (“Response Date”). If the Proposer asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Proposer that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Proposer seeks judicial relief on or before the Response Date. Should

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Proposer fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

13.5 Limitation on Communications During Solicitation

From the date this Solicitation is issued until the date the competitive process of this Solicitation is completed (either by cancelation or final Award), Proposers and their subcontractors, vendors, representatives and/or other parties under Proposer’s control, shall communicate solely with the Contract Administrator whose name appears in this Solicitation. Any attempt to communicate with any party other than the Contract Administrator whose name appears in this Solicitation – including any City official, representative or employee – is strictly prohibited.

Failure to comply with this communications protocol may, at the sole discretion of City, result in the disqualification of the Proposer or potential Proposer from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

13.6 Proposal Selection Shall not Imply Acceptance

The acceptance and/or selection of any Proposal(s) shall not imply acceptance by the City of all terms of the Proposal(s), which may be subject to further approvals before the City may be legally bound thereby.

13.7 Cybersecurity Risk Assessment

As part of City’s evaluation process, City may engage in Cybersecurity Risk Assessment (CRA).

CRA may be performed for each entity manufacturing the product, performing technical functions related to the product’s performance, and/or accessing City’s networks and systems.

Where a prime contractor or reseller plays an active role in each of these activities, CRA may also be required for the prime contractor or reseller.

The following Third-Party Audit Reports can be used to satisfy CCSF’s Cybersecurity Risk Assessment requirement:

• SOC 2 Type 2

• ISO/IEC 27001

• CSA STAR Level 2

• FedRAMP

• StateRAMP

• HITRUSTCSF – products or services that primarily relate to the Healthcare industry

ONLY.

• PCI DSS Level 1 – products or services that primarily relate to the Payment Processing industry ONLY.

• NIST 800-53

In addition to the Third-Party Audit Reports mentioned above, City and County of San Francisco’s CRA requirement can also be satisfied by providing a completed CAIQ Lite Questionnaire or completing the City’s CRA Questionnaire in the City’s LogicGate portal.

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The above reports may be requested at such time City has selected or is considering a potential Proposer. The reports will be evaluated by the soliciting Department and the City’s Department of Technology to identify existing or potential cyber risks to City. Should such risks be identified, City may afford a potential Proposer an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to: on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews.

13.8 Solicitation Errors and Omissions

Proposers are responsible for reviewing all portions of this Solicitation. Proposers are to promptly notify the City, in writing and to the Solicitation contact person if the Proposer discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than the deadline for questions. Modifications and clarifications will be made by Addenda as provided below.

13.9 Objections to Solicitation Terms

Should a Proposer object on any ground to any provision or legal requirement set forth in this Solicitation, the Proposer must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

13.10 Protest Procedures

13.10.1 Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Proposer may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

13.10.2 Protest of Non-Responsible Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsibility, a Proposer may submit a written Notice of Protest of Non-Responsibility. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

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13.10.3 Protest of Contract Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award, a Proposer may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

13.10.4 Delivery of Protests

A Notice of Protest must be written. Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest must be delivered by mail or email to the Contract Administrator whose name and contact information appears on the cover page to this Solicitation and received by the due dates stated above. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

13.11 Proposal Term

Submission of a Proposal signifies that the proposed products, services and prices are valid for 180 calendar days from the Proposal Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Proposer’s election, the Proposal may remain valid beyond the 180-day period in the circumstance of extended negotiations.

13.12 Revision to Proposal

A Proposer may revise a Proposal on the Proposer’s own initiative at any time before the deadline for submission of Proposals. The Proposer must submit the revised Proposal in the same manner as the original. A revised Proposal must be received on or before, but no later than the Proposal Due Date and time. In no case will a statement of intent to submit a revised Proposal, or commencement of a revision process, extend the Proposal Due Date for any Proposer. At any time during the Proposal evaluation process, the City may require a Proposer to provide oral or written clarification of its Proposal. The City reserves the right to make an award without further clarifications of Proposals received.

13.13 Proposal Errors and Omissions

Failure by the City to object to an error, omission, or deviation in the Proposal will in no way modify the Solicitation or excuse the Proposer from full compliance with the specifications of this Solicitation or any contract awarded pursuant to this Solicitation.

13.14 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this Solicitation. Proposers acknowledge and agree that their submissions in response to this

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Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

13.15 Proposer’s Obligations under the Campaign Reform Ordinance If a contract awarded pursuant to this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Proposers are hereby advised:

(A) Submission of a Proposal in response to this Solicitation may subject the Proposers to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Proposers, and their affiliates from making political contributions to certain City elective officers and candidates; and

(B) Before submitting a Proposal in response to this Solicitation, Proposers are required to notify their affiliates and subcontractors listed in the awarded contract or Proposal of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Proposal. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Proposal for a contract until either: (1) negotiations are terminated and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

A violation of Section 1.126 may result in criminal, civil, or administrative penalties. For further information, Proposers should contact the San Francisco Ethics Commission at (415) 252-3100 or go to https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders.

13.16 Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

(A) Waive or correct any defect or informality in any response, Proposal, or Proposal procedure;

(B) Reject any or all Proposals;

(C) Reissue the Solicitation;

(D) Prior to submission deadline for Proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any tel:(415)%20252-3100 https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders

P-690 (04-26) Request for Proposal Page 18 of 18 Sourcing Event 0000011689 materials, equipment or services to be provided under this Solicitation, or the requirements for contents or format of the Proposals;

(E) Procure any materials, equipment or services specified in this Solicitation by any other means; or

(F) Determine that the subject goods or services are no longer necessary.

13.17 No Waiver

No waiver by the City of any provision of this Solicitation shall be implied from the City’s failure to recognize or take action on account of a Proposer’s failure to comply with this Solicitation.

13.18 Other

1) The City may make such investigation, as it deems necessary, prior to the award of this contract to determine the conditions under which the goods are to be delivered or the work is to be performed. Factors considered by the City shall include, but not be limited to:

a. Any condition set forth in this Solicitation;

b. Adequacy of Proposer’s facilities and/or equipment, location and personnel to supply the goods to be delivered or properly perform all services required under the anticipated contract; and

c. Delivery time(s).

2) City reserves the right to inspect an awarded Proposer’s place of business prior to award of and/or at any time during the contract term (or any extension thereof) to aid City in determining an awarded Proposer’s capabilities and qualifications.

3) Failure to timely execute a contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another Proposer and may proceed against the original selectee for damages.

4) City reserves the right to reject any Proposal on which the information submitted by Proposer fails to satisfy City and/or if Proposer is unable to supply the information and documentation required by this Solicitation within the period of time requested.

5) Any false statements made by a Proposer or any related communication/clarification may result in the disqualification of its Proposal from receiving further evaluation and a contract award.