REQUEST FOR

PROPOSALS

SUPERIOR COURT OF CALIFORNIA, COUNTY OF

ALAMEDA

REGARDING:

Managed Print Services

SC 1801.2026.2.ZX

PROPOSALS DUE:

April 30, 2026, NO LATER THAN 2:00 P.M. PACIFIC TIME

RFP Title: Managed Print Services RFP Number: SC 1801.2026.2.ZX

2 rev December 2025

KEY INFORMATION SUMMARY SHEET

Request for Proposal IT – Superior Court of California, County of Alameda – Managed

Print Services

RFP Number: SC 1801.2026.2.ZX

RFP Issue Date: April 1, 2026

RFP Issuing Office: Finance & Facilities

Procurement Contact:

e-mail:

Superior Court of California, County of Alameda

Finance and Facilities Division

Attention: Procurement – Eddie Sanchez

RFP SC 1801.2026.2. ZX

1225 Fallon Street, Room 210

Oakland, CA 94612 bidquestions@alameda.courts.ca.gov

Proposals are to be sent to: bidquestions@alameda.courts.ca.gov

Timeline for this RFP

Pre-Proposal Conference: April 8, 2026, at 10:00 AM PST

Deadline for Questions: April 13, 2026

Questions and Answers

Posted (estimate only):

April 20, 2026

Proposal Due (Closing)

Date and Time:

April 30, 2026, no later than 2:00 PM Pacific Time

Evaluation of Proposals

(estimate only):

May 1, 2026 - May 22, 2026

Public Opening of Cost

Portion of Proposals:

May 27, 2026, at 10:00 AM PST

Notice of Intent to Award

(estimate only):

June 1, 2026

Negotiations and Execution of Contract (estimate only):

June 2, 2026 - July 1, 2026

Contract Duration: August 1, 2026 - July 31, 2027, with an option to extend through

August 31,2031.

https://alameda-courts-ca-gov.zoomgov.com/j/1611032940?pwd=gaatYGA5ffFbbshcC4 utAnVAlasdA1.1 https://alameda-courts-ca-gov.zoomgov.com/j/1615624559?pwd=t4qNjGG5EOQeBbH

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3 rev December 2025

First Option Term: August 1, 2027 - July 31, 2028

Second Option Term: August 1, 2028 - July 31, 2029

Third Option Term: August 1, 2029 - July 31, 2030

Fourth Option Term: August 1, 2030 - July 31, 2031

RFP Attachments

Attachment 1:

Administrative Rules

Governing RFPs (IT Goods and Services)

These rules govern this solicitation.

Attachment 2: Terms and

Conditions

On this form, if exceptions are identified, Prospective Bidders must submit (i) a redlined version of Attachment 2 – Agreement

Terms and Conditions and Supplemental Terms and Conditions that clearly track proposed changes to this attachment, (ii) written documentation to substantiate each such proposed change and (iii) written explanation to indicate how each proposed change will benefit the Court. If selected, the person or entity submitting a proposal (the “Prospective Bidder”) must sign Acceptance of

Terms and Conditions form (Attachment 3): this Court Standard

Form agreement (the “Terms and Conditions”).

Attachment 3: Prospective

Bidder’s Acceptance of

Terms and Conditions

On this form, the Prospective Bidder must indicate acceptance of the Terms and Conditions or identify exceptions to the Terms and

Conditions. If selected, the person or entity submitting a proposal must sign the form.

If exceptions are identified, the Prospective Bidder must also submit (i) a red-lined version of the Standard Terms and

Conditions that implements all proposed changes, and (ii) a written explanation or rationale for each exception and/or proposed change.

Note: A material exception may render a proposal non-responsive.

Attachment 4: General

Certifications Form

The Prospective Bidder must complete the General Certifications

Form and submit the completed form with its proposal.

Attachment 5: Darfur

Contracting Act

Certification

The Prospective Bidder must complete the Darfur Contracting Act

Certification and submit the completed certification with its proposal.

Attachment 6: Payee Data

Record Form

This form contains information the Court requires in order to process payments and must be submitted with the proposal.

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Attachment 7: Unruh and

FEHA Certification

The Prospective Bidder must complete the Unruh Civil Rights Act and California Fair Employment and Housing Act Certification.

Attachment 8: Small

Business Declaration

The Prospective Bidder must complete this form only if it wishes to claim the small business preference associated with this solicitation.

Attachment 9: Bidder

Declaration

The Contractor must complete this form only if it wishes to claim the disabled veteran business enterprise (DVBE) incentive associated with this solicitation.

Attachment 10:

DVBE Declaration

Each DVBE that will provide goods and/or services in connection with the contract must complete this form. If Contractor is itself a

DVBE, it must also complete and sign the DVBE Declaration.

Attachment 11: Question and Answer Form

Prospective Bidder must use the attached form to submit any questions.

Attachment 12: Contact

Sheet

Prospective Bidder must complete the contact information and submit with proposal.

Attachment 13: Reference

Check Form

Prospective Bidder must complete the Reference Check Form information and submit with proposal.

Attachment 14: Technical

Proposal Template

Prospective Bidder must their proposal using the Technical

Proposal Template.

Attachment 15: Cost

Proposal Template

Prospective Bidder must propose the cost using the Cost Proposal

Template.

Attachment 16: Check List RFP Checklist is a reference checklist that lists the required documents and attachments to complete and submit with both the

Technical Proposal and Cost Proposal.

5 rev December 2025

TABLE OF CONTENTS

1.0 Background Information

2.0 Description of Goods and/or Services

3.0 Payment Information

4.0 Pre-Proposal Conference

5.0 Questions

6.0 Submission of Proposals

7.0 Proposal Contents

8.0 Offer Period

9.0 Evaluation of Proposals

10.0 Confidential or Proprietary Information

11.0 Disabled Veterans Business Enterprise Incentive

12.0 Small Business Preference

13.0 Protests

14.0 Generative Artificial Intelligence

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1.0 BACKGROUND INFORMATION

1.1 The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified Managed Print Services vendors to provide full support, supplies (except paper), and maintenance for the Court’s fleet of printers. The goal of this RFP is to work towards solutions that will minimize costs while maintaining or improving current services.

Currently, the Court has (135) networked printers and (652) non-networked printers with the agreement expiring in July 2026. All the devices are owned by the Court.

1.2 Court Locations. Contractor will provide services at the locations listed below:

Alameda - George E. McDonald Hall of Justice

2233 Shoreline Drive

Alameda, CA 94501

Berkeley Courthouse

2120 Martin Luther King, Jr. Way

Berkeley, CA 94704

Dublin - East County Hall of Justice

5151 Gleason Drive

Dublin, CA 94568

Fremont Hall of Justice

39439 Paseo Padre Parkway

Fremont, CA 94538

Hayward Hall of Justice

24405 Amador Street

Hayward, CA 94544

Oakland - Administration Building

1221 Oak St.

Oakland - Rene C. Davidson Courthouse

1225 Fallon Street

Oakland - Wiley W. Manuel Courthouse

661 Washington Street

7 rev December 2025

Oakland, CA 94607

San Leandro - Juvenile Justice Center

2500 Fairmont Dr. C3013

San Leandro, CA 94578

2.0 DECRIPTION OF GOODS AND/OR SERVICES

2.1 The Court seeks goods meeting the following specifications:

a) Contractor shall assist in conducting an inventory at all the Court locations by locating and identifying printers that will be managed under this Agreement.

b) Contractor shall maintain a fixed asset inventory of all networked and non-networked printers and bear all costs to maintain the equipment in good working order.

c) Contractor shall cover all maintenance, support, labor, parts, and supplies (except paper) for the Court’s fleet of devices.

d) Contractor shall supply and replace all toner cartridges as needed for networked and non-networked printers. The toners (monochrome and color) must be Original

Equipment Manufacturer. No substitutions will be accepted.

e) Travel and parking fees shall not be paid/reimbursed by the Court during the term of the contract.

f) Service calls shall be made between 8:00 AM – 5:00 PM, Monday through Friday, excluding Court holidays.

g) Contractor shall provide a high level of quality service and responsiveness for repairs and maintenance.

h) Contractor shall respond to service requests within four (4) hours after an issue is reported and replace defective parts within 24 hours.

i) Contractor shall test equipment after all repairs have been completed.

j) The Court’s Project Manager has the right to monitor, coordinate, and assess

Contractor’s performance.

k) Contractor shall track each service request and initiate an escalation process to resolve outstanding issues.

l) Contractor shall assume responsibility for the disposal and recycling of all service parts.

m) If a device is offline and not reporting, the Court’s Program Manager shall be notified so the issue can be resolved.

n) Contractor shall provide an average count of pages printed per month across all devices for all the Court locations. This data helps in forecasting future needs and assessing current usage patterns.

8 rev December 2025

o) Contractor shall provide quarterly reports and explore ways to save additional monies using printer swapping or replacements to optimize the use of printers for the right workload.

p) Contractor shall provide remote monitoring software that reports on real-time status, including malfunction notification, automatic toner ordering, and monthly reports distribution.

q) Regular maintenance shall be performed at the discretion of the Contractor, if it does not cause the equipment to stop working.

r) Contractor shall schedule and lead quarterly meetings to review the account with the Court Program Manager.

s) Contractor shall report the frequency and nature of maintenance calls for each device, which assists in understanding the reliability of the equipment and planning preventive maintenance schedules.

t) Contractor shall provide a monthly asset report with all networked and non-networked printers and provide printer counts, model numbers, and the location.

2.2 Support Services

Contractor shall provide support services and service levels for all work provided under the Agreement.

a) “Level 1 Support” means qualifying and logging all Technical Support Incidents, answering technical inquiries via telephone support and email regarding the Work and performing limited diagnostic services.

b) “Level 2 Support” means, with the use of technical support specialists:

i. Performing defect isolation, defect replication and interoperability testing

ii. Performing remote diagnostic services and on-site troubleshooting, as required;

iii. Identifying the source of defects;

iv. Developing a reproducible test case for any defect and documenting the details of such defect for escalation to Level 3 Support; and

v. Developing and implementing Workarounds where reasonably possible.

c) “Level 3 Support” means, with the use of backup engineering and technical support staff, isolating Defects and developing Defect corrections including, without limitation, Upgrades.

d) Reporting Date” means the date that the Court reports the Defect at issue.

e) “Resolution Period” means the period of time elapsed from Contractor’s receipt of a report of a Defect until the time such Defect is resolved, and normal production functionality has been achieved, excluding any time of the Court to perform acceptance testing of the applicable Defect correction.

9 rev December 2025

f) “Severity Level” means the actual impact of a Defect on a user’s operational environment as further described in the table below.

g) “Standard M&S Hours” means 8:00 AM to 5:00 PM Pacific Time on all

Business Days.

h) “Technical Support Incident” means a single, indivisible problem reported or technical inquiry made regarding the Deliverable, service, Licensed Software or any other part of the Work, including without limitation user questions or Defect reports. A Technical Support Incident is only closed when mutually agreed by the parties.

Severity

Level

Description Resolution

Hours

Response

Period

Resolution

Period

Severity

Level 1

A Severity Level 1 Defect exists if:

(i) a critical component of a service, Deliverable, Licensed Software or other item of Work has stopped, or is so severely impacted that the

Work or component cannot reasonably continue to operate, or the Court or user is prevented from performing a task critical to the normal operation of the Judicial

Branch Entities, and there is no

Workaround available for the foregoing; or (ii) data is corrupted or data integrity issues related to security or confidentiality leads to noncompliance with legal requirements or regulations.

24 hours per day, 7 days per week

30 minutes 2 hours

Severity

Level 2

A Severity Level 2 Defect exists if:

(i) a critical component of a service, Deliverable, Licensed Software, or other item of Work is unavailable or will not work but a Workaround is available; or (ii) a non-critical component of a service, Deliverable, Licensed Software or other item of

Work is unavailable or will not work and there is no Workaround.

Standard

M&S Hours

30 minutes One

Business

Day

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Severity

Level 3

A Severity Level 3 Defect exists if the noncritical component result is not as expected but a Workaround for the item of Work is available and there is no significant impact to the end user.

Standard

M&S Hours

2 hours 120 hours

Severity

Level 4

All Defects other than Severity

Level 1 Defects, Severity Level 2

Defects and Severity Level 3

Defects (e.g., minor or cosmetic

Defects). Workarounds are available.

Standard

M&S Hours

2 hours 30 days

3.0 PAYMENT INFORMATION

3.1 The Court will process invoices within forty-five (45) days of receipt and approval by the Court’s Project Manager. All invoices must reference the

Contractor’s purchase order numbers which will be provided by the Court.

3.2 Invoices must be submitted to the Court’s Accounts Payables department at accountspayables@alameda.courts.ca.gov, with a copy to the Project

Manager’s email.

3.3 Court will not pay or reimburse the Contractor, or their employees, for travel, or any other related expenses that are required as part of their Scope of Work.

3.4 Any requests made outside of the contract scope of work will be considered a separate purchase order and will be processed on a separate purchase order.

3.5 Contractor must provide written notice to the Court of the specific excess charge and obtain Court’s written consent prior to performing any additional service that would incur an excess charge.

3.6 Each monthly billing statement should contain the latest contact phone number to correct or update billing information.

3.7 Payment terms will be specified in the contract document that will be executed as a result of an award made under this RFP, however, Prospective Bidders are hereby advised that the Court payments are made by the State of California, and the State does not make any advance payment services. Payment will be made mailto:accountspayables@alameda.courts.ca.gov

11 rev December 2025 based upon completion of tasks as provided for in the agreement between Court and selected service provider.

4.0 PRE-PROPOSAL CONFERENCE

The Court will hold a pre-proposal conference on the date identified in the timeline above. The pre-proposal conference will be held over Zoom. (https://alameda-courts-ca-gov.zoomgov.com/j/1611032940?pwd=gaatYGA5ffFbbshcC4utAnVAlasdA1.1

Attendance at the pre-proposal conference is optional. Prospective Bidders are strongly encouraged to attend.

5.0 QUESTIONS

5.1 Interested parties may submit a request for clarifications, modifications, or questions to the Court using the Question-and-Answer Form, provided in

Attachment 11. Requests shall be submitted via email to bidquestions@alameda.courts.ca.gov no later than the date specified in the RFP timeline. Please indicate the RFP number and title in the subject line of the email.

Contact with the Court shall be made only through the email address.

5.2 The Court will not accept telephone calls related to the RFP. All communications must be made with the Question-and-Answer Form.

6.0 SUBMISSIONS OF PROPOSALS

6.1 The Court may conduct interviews with Prospective Bidders to clarify aspects set forth in their proposals or to assist in finalizing the ranking of top-ranked proposals. The interview process may require a demonstration. The interview may also require a demonstration of equivalence if a brand name is included in the specifications. The interviews may be conducted via Zoom or by phone. The

Court will notify eligible Prospective Bidders regarding interview arrangements.

6.2 Proposals should provide straightforward, concise information that satisfies the requirements of the “Proposal Contents” section below. Expensive bindings, color displays, and the like are not necessary or desired. Emphasis should be placed on conformity to the RFP’s instructions and requirements, and completeness and clarify of content.

mailto:bidquestions@alameda.courts.ca.gov

12 rev December 2025

6.3 The Prospective Bidder must submit its proposal in two separate emails, the

Technical Proposal and the Cost Proposal by the date and time listed on the coversheet of this RFP.

a. The proposals must be emailed to bidquestions@alameda.courts.ca.gov. The subject line of the email must include the RFP title and number.

b. The proposal must be signed by an authorized representative of the

Prospective Bidder.

6.4 Late proposals will not be accepted.

7.0 PROPOSAL CONTENTS

The Prospective Bidder should refer to the RFP Checklist (Attachment 16) for a list of required documents and attachments to be included with your submission of the proposal contents below.

7.1 Technical Proposal. The following information must be included in the technical proposal. A proposal lacking any of the following information may be deemed non-responsive.

a. Response to questions listed in Technical Proposal (Attachment 14).

b. Acceptance of the Terms and Conditions.

i. On Attachment 3, the Prospective Bidder must check the appropriate box and sign the form. If the Prospective Bidder marks the second back, it must provide the required additional materials. An “exception” includes any addition, deletion, or other modification.

ii. If exceptions are identified, the Prospective Bidder must also submit

(a) a red-lined version of the Terms and Conditions that implements all proposed changes, and (b) a written explanation or rationale for each exception and/or proposed change.

c. Certifications, Attachments, and other requirements.

i. The Prospective Bidder must complete the General Certifications

Form (Attachment 4) and submit the completed form with its proposal.

mailto:bidquestions@alameda.courts.ca.gov

13 rev December 2025

ii. The Prospective Bidder must complete the Darfur Contracting Act

Certification (Attachment 5) and submit with the completed certification with its proposal.

iii. The Prospective Bidder must complete the Payee Data Record

(Attachment 6) and submit with its proposal.

iv. The Prospective Bidder must complete the Unruh Civil Rights Acts and California Fair Employment and Housing Act Certification

(Attachment 7) and submit the completed certification with its proposal.

v. The Prospective Bidder must complete the Small Business Declaration

(Attachment 8) and submit the completed certification with its proposal, if it chooses to opt for this incentive.

vi. The Prospective Bidder must complete and submit with its proposal the Bidder Declaration form (Attachment 9) only if it wishes to claim the disabled veteran business enterprise (DVBE) incentive associated with this solicitation.

vii. The Prospective Bidder must complete and submit with its proposal the DVBE Declaration (Attachment 10) for each DVBE that will provide goods and/or services in connection with the contract. If

Prospective Bidder is itself a DVBE, it must also complete and sign the DVBE Declaration.

viii. The Prospective Bidder must submit a completed Contact Sheet

(Attachment 12) with its proposal.

ix. The Prospective Bidder must submit a completed Reference Check

Form (Attachment 13) with its proposal by providing names, addresses, and telephone numbers of a minimum of three (3) clients for whom they have conducted similar services. The Court may check references listed by the Prospective Bidder.

x. If Contractor is a California corporation, limited liability company

(“LLC”), limited partnership (“LP”), or limited liability partnership

(“LLP”), proof that Contractor is in good standing in California. If

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Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor conducts or will conduct (if awarded the contract) intrastate business in California, proof that Contractor is qualified to do business and in good standing in California. If Contractor is a foreign corporation, LLC, LP, or LLP, and Contractor does not (and will not if awarded the contract) conduct intrastate business in California, proof that

Contractor is in good standing in its home jurisdiction.

xi. Copies of the Prospective Bidder’s (and any subcontractors’) current business licenses, professional certifications, or other credentials.

xii. The Court reserves the right to request Prospective Bidders proof of financial stability. The Court may request this information at any time during the solicitation process.

7.2 Cost Proposal. The following information must be included in the cost proposal.

a. Completed Cost Proposal Template (Attachment 15).

b. Proposed prices will include all federal, state and local taxes.

c. Proposed prices shall include labor, materials and supplies (except paper).

NOTE: 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 Section 17030 of the Business and

Professions Code.

8.0 OFFER PERIOD

A Prospective Bidder's proposal is an irrevocable offer for ninety (90) days following the proposal due date. In the event a final contract has not been awarded within this period, the Court reserves the right to negotiate extensions to this period.

9.0 EVALUATION OF PROPOSALS

Technical proposals will be evaluated and scored by an evaluation committee. The technical scores will be posted to the Court’s website prior to the Public Opening of Cost

Proposals. The Court may not make an award to a bidder with a technical score less than

42 points (70% of the available technical proposal points).

The cost portion of proposals will be publicly opened at the date and time noted in the

RFP Timeline.

15 rev December 2025

9.1 Evaluation Committee. The Court will conduct a comprehensive and impartial evaluation of proposals received in response to this RFP. All proposals received from Contractors will be reviewed and evaluated by a committee of qualified personnel (“Evaluation Committee”). The name, units, or experience of the individual members will not be made available to any Contractor.

9.2 Evaluation of Cost Proposals. Cost proposals may be reviewed only if the technical proposal receives a score of at least 42 points and is deemed to be qualified. Where more than one-line item is specified in the solicitation, the Court reserves the right to determine the highest evaluated Contractor, either on the basis of individual items, combination of items as specified in the solicitations, or on the basis of all items included in the solicitation, unless otherwise expressly provided.

9.3 Requests for Additional Information. The Court reserves the right to seek clarification or additional information from any Contractor throughout the solicitation process. The Court may require a contractor’s representative to answer questions throughout the evaluation process regarding the Contractor’s proposal. Failure of a Contractor to demonstrate that the claims made in its proposal are in fact true may be sufficient cause for deeming a proposal non-responsive.

9.4 Evaluation Criteria. The Court will evaluate the proposals on a 100-point scale using the criteria set forth in the table below. Award, if made, will be to the highest-scored proposal.

If a contract will be awarded, the Court will post an intent to award notice at https://www.alameda.courts.ca.gov/general-information/contract-opportunities

CRITERION

MAXIMUM NUMBER OF

POINTS

Cost/Pricing 40

Experience and Qualifications 10

Response to Technical Proposal 40

Acceptance of the Terms and Conditions 10 https://www.alameda.courts.ca.gov/general-information/contract-opportunities

16 rev December 2025

CRITERION

MAXIMUM NUMBER OF

POINTS

DVBE Incentive 5

Although some factors may be weighted more than others, all are considered necessary, and a proposal must be technically acceptable in each area to be eligible for award. With regard to cost, the Court reserves the right, in its sole discretion, to reject any proposal whose price is outside the competitive range.

10.0 CONFIDENTIAL OR PROPRIETARY INFORMATION

PROPOSALS ARE SUBJUST TO DISCLOSURE TO THIRD PARTIES AND

MEMBERS OF THE PUBLIC PRUSUANT TO APPLICABLE LAWS,

INCLUDING PUBLIC DISCLOSURE PURSUANT TO RULE 10.500 OF THE

CALIFORNIA RULES OF COURT . Except as required by law, the Court will not disclose (i) social security numbers, or (ii) balance sheets or income statements submitted by a Prospective Bidder that is not a publicly traded corporation. All other information in proposals may be disclosed in response to applicable public records requests, or as otherwise required by law. Such disclosure may be made regardless of whether the proposal (or portions thereof) is marked “confidential,” “proprietary,” “copyright ©,” or otherwise, and regardless of any statement in the proposal (a) purporting to limit the

Court’s right to disclose information in the proposal, or (b) requiring the Court to inform or obtain the consent of the Prospective Bidder prior to the disclosure of the proposal (or portions thereof). Any proposal that is password protected, or contains portions that are password protected, may be rejected. Submission of any proposal pursuant to this RFP constitutes acknowledgment and consent by the Prospective Bidder to the potential public disclosure of its proposal content, as set forth in this section. Prospective Bidders are accordingly cautioned not to include confidential, proprietary, or privileged information in proposals.

11.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE

Qualification for the DVBE incentive is not mandatory. Failure to qualify for the DVBE incentive will not render a proposal non-responsive.

Eligibility for an application of the DVBE incentive is governed by the Court’s DVBE

Rules and Procedures. Prospective Bidder will receive a DVBE incentive if, in the

Court’s sole determination, Prospective Bidder has met all applicable requirements. If

Prospective Bidder receives the DVBE incentive, a number of points will be added to the score assigned to Prospective Bidder’s proposal. The number of points that will be added

17 rev December 2025 is specified in section 9.4 above.

To receive the DVBE incentive, at least 3% of the contract goods and/or services must be provided by a DVBE performing a commercially useful function. Or, for solicitations of non-IT goods and IT goods and services, Prospective Bidder may have an approved

Business Utilization Plan (“BUP”) on file with the California Department of General

Services (“DGS”).

If Prospective Bidder wishes to seek the DVBE incentive:

1. Prospective Bidder must complete and submit with its proposal the Bidder

Declaration (Attachment 9). Prospective Bidder must submit with the Bidder

Declaration all materials required in the Bidder Declaration.

2. Prospective Bidder must submit with its Proposal a DVBE Declaration

(Attachment 10) completed and signed by each DVBE that will provide goods and/or services in connection with the contract. If Prospective Bidder is itself a DVBE, it must complete and sign the DVBE Declaration. If Prospective

Bidder will use DVBE subcontractors, each DVBE subcontractor must complete and sign a DVBE Declaration. NOTE: The DVBE Declaration is not required if Prospective Bidder will qualify for the DVBE incentive using a

BUP on file with DGS.

Failure to complete and submit these forms as required will result in Prospective Bidder not receiving the DVBE incentive. In addition, the Court may request additional written clarifying information. Failure to provide this information as requested will result in

Prospective Bidder not receiving the DVBE incentive.

If this solicitation is for IT goods and services, the application of the DVBE incentive may be affected by application of the small business preference. For additional information, see the Court’s Small Business Preference Procedures for the Procurement of Information Technology Goods and Services.

If Prospective Bidder receives the DVBE incentive: (i) Prospective Bidder will be required to complete a post-contract DVBE certification if DVBE subcontractors are used; (ii) Prospective Bidder must use any DVBE subcontractor(s) identified in its proposal unless the Court approves in writing the substitution of another DVBE; and (iii) failure to meet the DVBE commitment set forth in its proposal will constitute a breach of contract.

18 rev December 2025

FRAUDULENT MISREPRESENTATION IN CONNECTION WITH THE DVBE

INCENTIVE IS A MISDEMEANOR AND IS PUNISHABLE BY

IMPRISONMENT OR FINE, AND VIOLATORS ARE LIABLE FOR CIVIL

PENALTTIES. SEE MVC 999.9.

12.0 SMALL BUSINESS PREFERENCE

Small business participation is not mandatory. Failure to qualify for the small business preference will not render a proposal non-responsive.

Eligibility for an application of the small business preference is governed by the Court’s

Small Business Preference Procedures for the Procurement of Information Technology

Goods and Services. The Prospective Bidder will receive a small business preference if, in the Court’s sole determination, the Prospective Bidder has met all applicable requirements. If the Prospective Bidder receives the small business preference, the score assigned to its proposal will be increased by an amount equal to 5% of the points assigned to the highest-scored proposal. If a DVBE incentive is also offered in connection with this solicitation, additional rules regarding interaction between the small business preference and DVBE incentive apply.

To receive the small business preference, the Prospective Bidder must be either (i) a

Department of General Services (“DGS”) certified small business or microbusiness performing a commercially useful function, or (ii) a DGS-certified small business nonprofit veteran service agency.

If the Prospective Bidder wishes to seek the small business preference, the Prospective

Bidder must complete and submit with its proposal the Small Business Declaration

(Attachment 8). The Prospective Bidder must submit with the Small Business Declaration all materials required in the Small Business Declaration.

Failure to complete and submit the Small Business Declaration as required will result in the Prospective Bidder not receiving the small business preference. In addition, the Court may request additional written clarifying information. Failure to provide this information as requested will result in the Prospective Bidder not receiving the small business preference.

If the Prospective Bidder receives the small business preference, (i) the Prospective

Bidder will be required to complete a post-contract report; and (ii) failure to meet the small business commitment set forth in its proposal will constitute a breach of contract.

19 rev December 2025

FRAUDULENT MISREPRESENTATION IN CONNECTION WITH THE SMALL

BUSINESS PREFERENCE IS UNLAWFUL AND IS PUNISHABLE BY CIVIL

PENALTIES. SEE GOVERNMENT CODE SECTION 14842.5.

13.0 PROTESTS

Any protests will be handled in accordance with Chapter 7 of the Judicial Branch

Contracting Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a

Prospective Bidder to comply with the protest procedures set forth in that chapter will render a protest inadequate and non-responsive and will result in a rejection of the protest. The deadline for the Court to receive a solicitation specifications protest is the proposal due date. Protests must be sent to the Court address listed below via certified mail including signature required upon delivery. Personal and hand delivery of Protests will not be accepted.

Finance and Facilities Division

Attention: Protest Hearing Officer

RFP SC 1801.2026.2.CF

The deadline for submitting an Award Protest is five (5) business days after the Court posts the Intent to Award. Protests must be sent to the Court address listed below via certified mail including signature required upon delivery. Personal and hand delivery of

Award Protests will not be accepted.

Finance and Facilities Division

Attention: Protest Hearing Officer

RFP SC 1801.2026.2.CF

14.0 GENERATIVE ARTIFICIAL INTELLIGENCE

Definitions:

“Artificial Intelligence” or “AI” means technology that enables computers and machines to reason, learn, and act in a way that would typically require human intelligence.

http://www.courts.ca.gov/documents/jbcl-manual.pdf

20 rev December 2025

“Generative Artificial Intelligence” or “GenAI” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, audio, code, and data visualizations, that emulates the structure and characteristics of the system’s training data.

14.1 In its proposal, Prospective Bidder must notify the Court if Prospective Bidder’s goods or services contain or utilize GenAI (or will contain or utilize GenAI), or if

GenAI is or will be included in any services, goods, or deliverables that materially impact:

a. Functionality of a Court system (i.e., the work using GenAI could have a significant, substantial effect on the system’s data integrity, availability, confidentiality, or security, and failure to perform such work in accordance with the contract could cause major disruptions to Court operations);

b. Risk to the Court (i.e., work using GenAI could have significant, substantial effect on the Court’s operations, finances, security, or reputation, and failure to perform such work in accordance with the contract would constitute a high likelihood of damage to the Court); or

c. Contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract.

14.2 Prospective Bidder’s failure to disclose GenAI to the Court may result in disqualification (at the Court’s sole discretion), and the Court reserves the right to seek any and all relief it may be entitled to as a result of such non-disclosure.

14.3 The Court reserves the right to incorporate GenAI-related provisions into the final contract and to reject bids/offers that present an unacceptable level of risk to the

Court, as determined by the Court in its sole discretion.