SE_11404_Request_for_Proposals.pdf

P-690 (04-26) Request for Proposals Page 1 of 1 Sourcing Event 0000011404 October 22, 2026

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

As-Needed IT Commodities and Professional Services (Technology Marketplace Micro-LBE Set-Aside Contracts)

Sourcing Event ID 0000011404│Dept Contract ID: 99421

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 October 22, 2026

Pre-Proposal Conference November 3, 2026 at 11:00AM Pacific Time

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting

Meeting ID: 261 889 638 853 304 Passcode: bi7Q2xm2

Download Teams | Join on the web

Or call in (audio only) tel:+14159064659,,948305553 United States, San Francisco

Phone Conference ID: 948 305 553#

Written Questions Due Date November 10, 2026 at 1:00PM Pacific Time

Proposal Due Date November 23, 2026 at 2:00PM Pacific Time

Notice of Intent to Award December 7, 2026, or upon completion of proposal evaluation

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: Jonathan Jew Principal Administrative Analyst, Office of Contract Administration 1 Dr. Carlton B. Goodlett Place City Hall, Room 430 https://sfcitypartner.sfgov.org/pages/index.aspx https://teams.microsoft.com/meet/261889638853304?p=Ez3IpxFBCOzQVlRVWB https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14159064659,,948305553

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San Francisco, CA 94102 Phone: (628) 652-1615 Email: jonathan.jew@sfgov.org

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: CMD LBE Forms Attachment 4: Minimum Qualification Response Template Attachment 5: Omitted (Price Proposal Template) Attachment 6: HCAO and MCO Declaration Forms Attachment 7: First Source Hiring Form Attachment 8: Omitted (Vendor Attestation of Digital Accessibility Compliance) Attachment 9: Omitted (WCAG Information Factsheet) Attachment 10: Omitted (Sweatfree Contracting Form P-12U-A) mailto:jonathan.jew@sfgov.org

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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 Indefinite Quantity, As-Needed Contract

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 Reserved (Goods and/or Services Requested)

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

3.3 Reserved (Alternates and Samples)

3.4 Freight on Board and Shipping Costs

3.5 Reserved (Additional Purchases)

4 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

4.1 CMD Compliance Officer

4.2 Reserved (Application of LBE Rating Bonuses)

4.3 LBE Subcontracting Participation Requirements

4.4 CMD LBE Forms

4.5 Reserved (LBE Payment and Utilization Tracking)

5 PROPOSAL EVALUATION CRITERIA

6 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED WITH

PROPOSAL (PASS/FAIL)

7 RESERVED (WRITTEN PROPOSAL)

8 RESERVED (PRICE PROPOSAL)

9 RESERVED (ORAL INTERVIEWS)

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 Reserved (Nondiscrimination Requirements (“Equal Benefits”)

12.2 Payment of Prevailing Wages

12.3 Health Care Accountability Ordinance (HCAO)

12.4 Minimum Compensation Ordinance (MCO)

12.5 First Source Hiring Program

12.6 Reserved (Sweatfree Procurement)

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 Office of Contract Administration (hereinafter, “OCA” or “City”). OCA, on behalf of all City Departments, is seeking qualified Micro-LBE suppliers (“Proposers”) to provide proposals (“Proposal”) for the provision of Information Technology (“IT”) commodities and services to City Departments on an as-needed basis through the City’s Technology Marketplace Micro-LBE Set- Aside process (“Technology Marketplace Micro-LBE Set-Aside Contracts”).

This contract opportunity is limited to entities certified as a “Micro-LBE” by the San Francisco Contract Monitoring Division (“CMD”) at the time proposals are due. Information regarding the City’s LBE certification process is available at the following website:

https://www.sf.gov/departments--contract-monitoring-division.

Background

The City buys upwards of $100 million of IT equipment, software and its support, and IT services on an annual basis. These purchases can roughly be categorized into the following areas:

1) IT Commodities. These purchases include IT equipment, hardware and software applications.

2) IT Professional Services. These purchases include services related to IT and specifically include, but are not limited to, implementation and configuration; design, development, and testing; system conversion and migration; system design, development, and implementation; cybersecurity monitoring, vulnerability assessments, and penetration testing; network configuration and implementation; business intelligence report development; website development; and various customizations.

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. Historically, the City’s Technology Marketplace has served as the primary avenue through which City departments purchase the IT Commodities and Professional Services described above. In the fiscal year ended June 30, 2025, the City issued over $90 million in purchase orders to the suppliers within its Technology Marketplace.

Through each of its iterations, the Technology Marketplace has consisted of a wide range of suppliers. These suppliers are selected through an RFP process similar to the one described herein. Suppliers selected through this process are then awarded multi-year contracts typically with a duration of 3-5 years, under which they can sell to the City IT Commodities and Professional Services, subject to processes established by OCA.

https://www.sf.gov/departments--contract-monitoring-division

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Technology Marketplace Micro-LBE Set-Aside Contracts

The Technology Marketplace Micro-LBE Set-Aside Contracts resulting from this Solicitation will be added to the City’s existing pool of “Micro-LBE Set-Aside Contracts.” Awarded Proposers will be eligible to compete on any transaction for which they meet its minimum qualifications. Please note that Micro-LBE suppliers with an existing Technology Marketplace Micro-LBE Set-Aside Contract are eligible to seek contract award through this new Solicitation. Contracts awarded from this Solicitation will correspond to one of the following three CMD LBE categories:

Aggregate 1. EQ108: Computer Hardware/Software/Peripheral Equipment;

Aggregate 2. GS027: Data Information Network Services; and Aggregate 3. GS109: Computer System Services.

To compete for the City’s Technology Marketplace Micro-LBE Set-Aside Contracts, Proposers must submit all required documentation and pass all of the evaluation criteria as stated in Attachment 4 (Minimum Qualification Response Template) for each LBE category that Proposer seeks a contract for.

Issuance of Purchase Orders to Technology Marketplace 3.0 after Contract Award

Once awarded a contract, each Technology Marketplace Micro-LBE Set-Aside Contractor will be eligible for award on a transaction-by-transaction basis for specific City purchases and projects throughout its contract term in accordance with the policies established by OCA and applicable laws and regulations of the City as they may be amended from time to time. The transactional limits and processes may change during the term of the contract. Transactions under the Technology Marketplace Micro-LBE Set-Aside Contracts will have a competitive solicitation threshold and transactional limit equal to the City’s Minimum Competitive Amount, which at time of publication of this RFP is $230,000, unless otherwise authorized by the Purchaser, and which may be revised during the term of the contract at the sole discretion of the City. Award of each transaction will be accomplished through the issuance of a purchase order by City to the Technology Marketplace Micro-LBE Set-Aside contractor selected for that specific transaction.

Each purchase order issued by OCA is subject to the terms and conditions of the contractor’s Technology Marketplace Micro-LBE Set-Aside contract. The sum of all purchase orders issued by City cannot exceed the total value of the Technology Marketplace Micro-LBE Set-Aside contract against which they are issued.

1.2 Selection Overview

The City shall award a contract to each Proposer that meets the Minimum Qualifications of this Solicitation. Responsive Proposals will be evaluated by OCA. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Proposal compliance with Local Business Enterprise (LBE) requirements.

1.3 Anticipated Contract Term

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A contract awarded pursuant to this Solicitation shall be non-exclusive with a term that shall start on a date as determined by City subsequent to issuance of the Notice of Intent to Award and have an end date of December 31, 2028.

1.4 Anticipated Contract Not to Exceed Amount

City will award contracts with an initial value equal to the Minimum Competitive Amounts (“MCA”) established by Chapter 21 of the San Francisco Administrative Code, which at time of publication is $230,000, for each contract award. City reserves the right to adjust the contract not to exceed amount should the MCA change at any time during the contract term.

1.5 Indefinite Quantity, As-Needed Contract

A contract awarded pursuant to this Solicitation will result in a term, indefinite quantities, as-needed contract. There is no guarantee of a minimum amount of goods or services for any of the Proposers selected for contract negotiations or for the awarded Proposer(s). Unless otherwise specified herein, deliveries and services will be required in quantities and at times as ordered during the period of the contract. Estimated quantities, if any, stated in this Solicitation are approximations only. City, in its sole discretion, may purchase any greater or lesser quantity.

City may also make purchases of items awarded pursuant to this Solicitation from other suppliers when City determines, in its sole discretion, that it is in the best interest of the City to do so.

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 in the form attached hereto as Attachment 1, City’s Contract Terms. City’s Contract Terms are not subject to negotiation.

Failure to timely execute City’s Contract Terms, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in City’s Contract Terms, shall be deemed an abandonment of the Proposal and City, in its sole discretion, may select another Proposer and proceed against the original selectee for damages. The City retains the right to modify contract requirements as necessary in accordance with applicable City laws and regulations.

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.

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Proposal Phase Tentative Date

Request for Proposals Issued October 22, 2026

Pre-Proposal Conference November 3, 2026 at 11:00AM Pacific Time

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting

Meeting ID: 261 889 638 853 304 Passcode: bi7Q2xm2

Download Teams | Join on the web

Or call in (audio only) tel:+14159064659,,948305553 United States, San Francisco

Phone Conference ID: 948 305 553#

Written Questions Due Date November 10, 2026 at 1:00PM Pacific Time

Proposal Due Date November 23, 2026 at 2:00PM Pacific Time

Notice of Intent to Award December 7, 2026, or upon completion of proposal evaluation

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.

Pre-Proposal Conference Details The Pre-Proposal Conference will begin at the time specified. Proposers’ representatives are urged to arrive on time. Topics already covered will not be repeated for the benefit of late arrivals. Failure to attend the Pre-Proposal Conference shall not excuse the awarded Proposer from any obligations of a contract awarded pursuant to this Solicitation. Any change or addition to the requirements contained in this Solicitation as a result of the Pre-Proposal Conference will be executed by a written Addendum to this Solicitation. It is the responsibility of the Proposer to check for any Addendum to this Solicitation or other published pertinent information.

3 Requirements for Requested Goods and Services

3.1 Reserved (Goods and/or Services Requested).

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 and in Attachment 1, City’s Contract Terms.

https://teams.microsoft.com/meet/261889638853304?p=Ez3IpxFBCOzQVlRVWB https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14159064659,,948305553

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3.2.1 Reserved (Web Content Accessibility Guidelines (WCAG) 2.1 Level AA).

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. In addition, Proposers are encouraged to refer to Attachment 1, City’s Contract Terms, for additional details related to the Green Purchasing Requirements applicable to any contract awarded pursuant to this Solicitation.

3.3 Reserved (Alternates and Samples).

3.4 Freight on Board and Shipping Costs

Goods shall be shipped Freight on Board, to any destination named in a Purchase Order issued by City against a contract awarded pursuant to this Solicitation. The cost of shipment must be incorporated into the offered unit costs.

3.5 Reserved (Additional Purchases).

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:

Ivan Oldenkamp Contract Monitoring Division City and County of San Francisco Tel: 415-857-4604 Email: ivan.oldenkamp@sfgov.org Website: www.sfgov.org/cmd.

4.2 Reserved (Application of LBE Rating Bonuses).

4.3 LBE Subcontracting Participation Requirements

There shall be no LBE Subcontracting Requirement for any Contract awarded pursuant to this Solicitation because this is a Micro LBE Set-Aside Contract.

4.4 CMD LBE Forms

Although LBE Subcontracting Participation Requirements do not apply to Contracts awarded pursuant to this Solicitation, Proposers responding to this Solicitation must submit response packages that include the CMD LBE Forms included in Attachment 3. The applicable forms are:

https://docs.google.com/spreadsheets/d/1JzChoAuD86PsfP6eN_KJ1f1O0ZtWATb4qmJ0rCw66Hc/edit?gid=0#gid=0?

mailto:ivan.oldenkamp@sfgov.org http://www.sfgov.org/cmd

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CMD Packet 5 – Requirements for Micro-LBE Set-Aside Architecture, Engineering, Professional Services Contracts & Requirements for Micro Set-Aside General Services Contracts consisting of:

(a) CMD Form 2A: LBE Participation Form

(b) CMD Form 3: Compliance Affidavit

Failure to complete, sign and submit each of the required CMD LBE Forms with Proposer’s Proposal may result in the response package being deemed non-responsive and rejected.

4.5 Reserved (LBE Payment and Utilization Tracking).

5 Proposal Evaluation Criteria

Evaluation Phase Maximum Points

Minimum Qualifications Documentation Pass/Fail

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

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

MQ 2 Attachment 3 Completed Attachment 3, CMD LBE Forms

MQ 3 Attachment 4 Completed Attachment 4, Minimum Qualification Response Template

MQ 4

(Applies to Aggregate

Passing score for Aggregate 1

(EQ108)

evaluation in Attachment 4

Completed Attachment 4, Minimum Qualification Response Template and evidence of valid CMD certification

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1 contract only)

MQ 5

(Applies to Aggregate 2 contract only)

Passing score for Aggregate

2 (GS027)

evaluation in Attachment 4

MQ 6

(Applies to Aggregate 3 contract only)

Passing score for Aggregate

3 (GS109)

evaluation in Attachment 4

7 Reserved (Written Proposal).

8 Reserved (Price Proposal).

9 Reserved (Oral Interviews).

10 Supporting Documentation Required Prior to Contract Execution Proposers must provide each Required Supporting Documentation (“RSD”) identified below prior to Award. Failure to do so may result in the Proposal being deemed Non-Responsive.

RSD #1

Completed Proposal Attachments:

☒ Attachment 6: HCAO and MCO Declaration Forms ☒ Attachment 7: First Source Hiring Form

RSD #2 Insurance in accordance with Article 5 of Attachment 1, City’s Contract Terms.

RSD #3

Evidence that Proposer has a valid business registration or has registered its business with the San Francisco Treasurer & Tax Collector within 30 calendar days of the Proposal Due Date.

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RSD #4

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 forth below are not intended to be a complete list of all Social Policy Requirements applicable to this Solicitation and any contracts awarded from it.

12.1 Reserved (Nondiscrimination Requirements (“Equal Benefits”).

12.2 Payment of Prevailing Wages

Where applicable, services to be performed by an awarded Contractor under this Solicitation will involve the performance of work covered by the California Labor Code Sections 1720 and 1782, (collectively, “Covered Services”), which is incorporated into this Agreement as if fully set forth herein and will apply to any Covered Services performed by Contractor and its

P-690 (04-26) Request for Proposal Page 9 of 10 Sourcing Event 0000011404 subcontractors. 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.

12.3 Health Care Accountability Ordinance (HCAO)

Where applicable, 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)

Where applicable, 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 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.

12.5 First Source Hiring Program

A Proposer selected pursuant to this Solicitation shall comply with all of the applicable provisions of the First Source Hiring Program, Chapter 83 of the San Francisco Administrative Code. 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.

12.6 Reserved (Sweatfree Procurement).

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 http://sfgov.org/olse/hcao http://sfgov.org/olse/mco

P-690 (04-26) Request for Proposal Page 10 of 11 Sourcing Event 0000011404 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.

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

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

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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 appears 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 appears 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 created using a 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 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 https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx https://sfcitypartner.sfgov.org/pages/index.aspx

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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 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.

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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.

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.

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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.

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.

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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 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

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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 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).

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

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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.