P-695 (04-26) Page 1 of 1 Sourcing Event 0000011856 October 22, 2026

City and County of San Francisco Formal Invitation for Bids for:

Enterprise Infrastructure, Data Center, and Networking Equipment, Software, and related Support

Sourcing Event ID 0000011856 │Dept Contract ID: TC 91116

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

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

Bid Phase Tentative Date

Invitation for Bids Issued October 22, 2026

Pre-Bid Conference November 5, 2026 at 10:00AM Pacific Time

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

Meeting ID: 237 512 964 499 089 1 Passcode: S4e2a7UE

Or call in (audio only) +1 415-906-4659,,601875363# Phone conference ID: 601 875 363#

Deadline for Written Questions and Proposed Changes to City’s Contract Terms

November 12, 2026 at 1:00PM Pacific Time

Bid Due Date November 25, 2026 at 2:00PM Pacific Time

Bid Opening November 25, 2026 at 2:30PM Pacific Time

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

Meeting ID: 224 078 655 540 402 9 Passcode: FM7ic27L https://teams.microsoft.com/meet/2375129644990891?p=dcCTKQY409SlauON45 https://teams.microsoft.com/meet/2375129644990891?p=dcCTKQY409SlauON45 tel:+14159064659,,601875363 https://teams.microsoft.com/meet/2240786555404029?p=eHWXjbJoX0nciIQLwk

P-695 (04-26) Page 2 of 3 Sourcing Event 0000011856

Or call in (audio only) +1 415-906-4659,,94400464# Phone conference ID: 944 004 64#

Notice of Intent to Award December 14, 2026, or upon completion of bid 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.

Manufacturer Point of Contact Erich Sillett Client Specialist, SLED

(310) 874-2924 erich.sillett@hpe.com

Contract Administrator: Jonathan Jew Office of Contract Administration 1 Dr. Carlton B. Goodlett Place City Hall, Room 430 San Francisco, CA 94102 Phone: (628) 652-1615 Email: jonathan.jew@sfgov.org

MANDATORY MINIMUM

QUALIFICATION DOCUMENTATION

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

ATTACHMENTS

Attachment 1: City’s Contract Terms Attachment 2: Bidder Questionnaire and References Attachment 3: Omitted (CMD LBE Forms) Attachment 4: Bid Sheet Template Attachment 5: Omitted (HCAO and MCO Declaration Forms) Attachment 6: First Source Hiring Form Attachment 7: Omitted (Vendor Attestation of Digital Accessibility Compliance) Attachment 8: Omitted (WCAG Information Factsheet) Attachment 9: Omitted (Sweatfree Contracting Form P-12U-A) tel:+14159064659,,94400464 mailto:erich.sillett@hpe.com mailto:jonathan.jew@sfgov.org

P-695 (04-26) Page 3 of 4 Sourcing Event 0000011856

Table of Contents

1 IFB 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 Goods and/or Services Requested

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

3.3 Alternates and Samples

3.4 Freight on Board and Shipping Costs

3.5 Additional Purchases

4 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

4.1 CMD Compliance Officer

4.2 Application of LBE Bid Discounts

4.3 LBE Subcontracting Participation Requirements

4.4 Reserved

4.5 Reserved

5 BID EVALUATION CRITERIA

6 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED FROM

APPARENT LOW BIDDER (PASS/FAIL)

7 BID PRICE

7.1 Bid Format

7.2 Bid Evaluation Period

7.3 Price Discrepancies

7.4 Bidding on Separate Items or in Aggregate(s)

7.5 Application of Bid Discounts for Evaluating Lowest Price

8 SUPPORTING DOCUMENTATION REQUIRED 30 DAYS AFTER ISSUANCE OF THE

NOTICE OF INTENT TO AWARD

9 FAILURE TO PROVIDE INSURANCE AND/OR BONDS

P-695 (04-26) Page 4 of 4 Sourcing Event 0000011856

10 CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS

10.1 Nondiscrimination Requirements (“Equal Benefits”)

10.2 Reserved

10.3 Reserved

10.4 Reserved

10.5 First Source Hiring Program

10.6 Reserved

10.7 Non-Profit Entities

10.8 Other Social Policy Provisions

11 TERMS AND CONDITIONS FOR RECEIPT OF BIDS

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

11.2 Bid Questions and Submissions

11.3 Bid Addenda

11.4 Public Disclosure

11.5 Limitation on Communications During Solicitation

11.6 Bid Selection Shall Not Imply Acceptance

11.7 Cybersecurity Risk Assessment

11.8 Solicitation Errors and Omissions

11.9 Objections to Solicitation Terms

11.10 Protest Procedures

11.11 Bid Term

11.12 Revision to Bid

11.13 Bid Errors and Omissions

11.14 Financial Responsibility

11.15 Bidder’s Obligations under the Campaign Reform Ordinance

11.16 Reservations of Rights by the City

11.17 No Waiver

11.18 Other

P-695 (04-26) Page 1 of 2 Sourcing Event 0000011856

1 IFB Summary

1.1 Introduction

This Invitation for Bids (hereinafter “IFB” or “Solicitation”) is being issued by the Office of Contract Administration (hereinafter, “OCA” or “City”). OCA, on behalf of all City Departments, is seeking qualified suppliers (“Bidders”) to provide offers (“Bid”) for Enterprise Infrastructure, Data Center, and Networking Equipment, Software, and related Support manufactured by Hewlett Packard Enterprise (“HPE”).

This IFB consists of two (2) Aggregates:

1. Aggregate 1: HPE networking equipment and peripherals, software licenses, and standard software/hardware support and maintenance.

2. Aggregate 2: Aruba and Juniper networking equipment and peripherals, software licenses, and standard software/hardware support and maintenance.

Each Aggregate will be evaluated and awarded separately. Bidders are not required to submit Bids for each Aggregate and may select the Aggregate for which they wish to submit a Bid.

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. 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

For each Aggregate, the City shall award a contract to the Bidder that meets the Minimum Qualifications of this Solicitation and whose Bid is the Lowest Responsive Bid for that Aggregate.

Responsive Bids will be evaluated based on the criteria outlined herein. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Bid compliance with Local Business Enterprise (LBE) requirements and assign a Bid Discount to eligible Bids.

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 two (2) additional years for a total of seven (7) years.

1.4 Anticipated Contract Not to Exceed Amount

The initial Not to Exceed Amount for each Contract will be based on the City’s estimated annual past spend for each product line, as outlined below.

Aggregate 1: A contract awarded pursuant to this Solicitation for Aggregate 1 shall have a not to exceed (“NTE”) amount of $4,870,000 for the initial term. This amount is based on City’s estimated spend over the advertised initial contract term. Should City’s actual spend exceed its estimated spend for the initial term, City may in its sole discretion increase the contract NTE for

P-695 (04-26) Page 2 of 3 Sourcing Event 0000011856 the initial term. Should City exercise its options to extend the contract beyond the initial term, City may also elect to increase the NTE proportionally.

Aggregate 2: A contract awarded pursuant to this Solicitation for Aggregate 2 shall have a not to exceed (“NTE”) amount of $55,900,000 for the initial term. This amount is based on City’s estimated spend over the advertised initial contract term. Should City’s actual spend exceed its estimated spend for the initial term, City may in its sole discretion increase the contract NTE for the initial term. Should City exercise its options to extend the contract beyond the initial term, City may also elect to increase the NTE proportionally.

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 Bidders selected for contract negotiations or for the awarded Bidder(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 Bidder under the same terms and conditions of any contract awarded pursuant to this Solicitation.

1.7 Contract Terms and Negotiations

The successful Bidder will be required to enter into the contract attached hereto as Attachment 1, City’s Contract Terms. City’s Contract Terms are not subject to negotiation. However, Bidders may identify those contract terms to which they object as part of the questions they submit by the Questions Due Date. City shall evaluate all objections and determine what, if any changes, will be incorporated into City’s Contract Terms prior to the Bid Due Date. Any such changes will be made known to all Bidders through an Addendum to this Solicitation. 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 by City’s Contract Terms, shall be deemed an abandonment of the Bid and City, in its sole discretion, may select another Bidder and proceed against the original selectee for damages.

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 Bidder to check for any Addenda to this Solicitation or other published pertinent information.

P-695 (04-26) Page 3 of 4 Sourcing Event 0000011856

Bid Phase Tentative Date

Invitation for Bids Issued October 22, 2026

Pre-Bid Conference November 5, 2026 at 10:00AM Pacific Time

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

Meeting ID: 237 512 964 499 089 1 Passcode: S4e2a7UE

Or call in (audio only) +1 415-906-4659,,601875363#

Phone conference ID: 601 875 363#

Deadline for Written Questions and Proposed Changes to City’s Contract Terms

November 12, 2026 at 1:00PM Pacific Time

Bid Due Date

November 25, 2026 at 2:00PM Pacific Time

Bid Opening November 25, 2026 at 2:30PM Pacific Time

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

Meeting ID: 224 078 655 540 402 9 Passcode: FM7ic27L

Or call in (audio only) +1 415-906-4659,,94400464#

Phone conference ID: 944 004 64#

Notice of Intent to Award December 14, 2026, or upon completion of bid 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-Bid Conference Details

The Pre-Bid Conference will begin at the time specified. Bidders’ representatives are urged to arrive on time. Topics already covered will not be repeated for the benefit of late arrivals.

https://teams.microsoft.com/meet/2375129644990891?p=dcCTKQY409SlauON45 https://teams.microsoft.com/meet/2375129644990891?p=dcCTKQY409SlauON45 https://teams.microsoft.com/meet/2375129644990891?p=dcCTKQY409SlauON45 tel:+14159064659,,601875363 https://teams.microsoft.com/meet/2240786555404029?p=eHWXjbJoX0nciIQLwk https://teams.microsoft.com/meet/2240786555404029?p=eHWXjbJoX0nciIQLwk tel:+14159064659,,94400464

P-695 (04-26) Page 4 of 5 Sourcing Event 0000011856

Failure to attend the Pre-Bid Conference shall not excuse the awarded Bidder 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-Bid Conference will be executed by a written Addendum to this Solicitation. It is the responsibility of the Bidder to check for any Addendum to this Solicitation or other published pertinent information.

3 Requirements for Requested Goods and Services

3.1 Goods and/or Services Requested

This Solicitation is being issued by OCA. OCA is seeking qualified Bidders to provide Bids for IT Enterprise Infrastructure, Data Center and Networking Equipment, Software, and Support manufactured by HPE, in accordance with Attachment 4 – Bid Sheet.

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

Prior to submitting a Bid in response to this Solicitation, Bidders must ensure they have fully read and understood the “Regulatory and Compliance Requirements” set forth below and in Attachment 1, City’s Contract Terms.

3.2.1 Reserved.

3.2.2 Green Purchasing Requirements

In preparation for any Bid submitted in response to this Solicitation, Bidders 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, Bidders 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 Alternates and Samples

When the name of a manufacturer, brand or make, with or without model number, is used in describing any item in this document, Bids for similar goods will not be considered.

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 Additional Purchases

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

P-695 (04-26) Page 5 of 6 Sourcing Event 0000011856

In accordance with Chapter 21 of the San Francisco Administrative Code and the Purchaser’s regulations, the City in its sole discretion may purchase additional goods under the contract awarded to the selected Bidder pursuant to this solicitation. Such additional items include, but are not limited to, (1) items to replace the specified items on the Bid Sheet (“Bid Sheet Items”) that have been discontinued, modified, or upgraded, (2) items that are reasonably related to the Bid Sheet items, or (3) more quantity of Bid Sheet Items where contracted quantities are fixed.

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 Bid Discounts

Bidders certified as a Small or Micro-LBE by the Contract Monitoring Division (“CMD”) by the Bid submission deadline, in at least one of the following LBE categories will be eligible to receive a LBE Bid Discount/Rating Bonus:

• Computer hardware/software/peripheral equipment (EQ108)

• Office Equipment (EQ112)

• Telecommunications Products (EQ074)

LBE Bid Discounts are applied at each phase of the Solicitation evaluation and selection process.

Based on the estimated contract NTE amount, LBE Bid Discounts will only be applicable to Aggregate 1, in accordance with the 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% mailto:LBEcert@sfgov.org http://www.sfgov.org/cmd

P-695 (04-26) Page 6 of 7 Sourcing Event 0000011856

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 Bidder’s participation.

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

4.2.2 Reserved.

4.2.3 Reserved.

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 contract primarily for Commodities.

4.4 Reserved.

4.5 Reserved.

5 Bid Evaluation Criteria

Evaluation Phase Evaluation Criteria

Minimum Qualifications Documentation Pass/Fail

Bid Sheet Lowest Price

6 Minimum Qualifications and Documentation Required from Apparent Low Bidder (PASS/FAIL)

Bidders must meet each Minimum Qualification (MQ) listed below. As outlined in the table below, certain documents must be provided with your Bid, while others are due if Bidder is deemed the Apparent Lowest Bidder by OCA. Such documentation should be clearly marked as “MQ1”, MQ2”, etc.… to indicate which MQ it supports. A Bid that fails to provide the following documentation at the time requested will not be eligible for further consideration. This screening is a pass or fail determination and a Bid 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 Bidders prior to rejecting a Bid for failure to meet the Minimum Qualifications.

P-695 (04-26) Page 7 of 8 Sourcing Event 0000011856

MQ # Description When Due to OCA

MQ #1 Bidder’s proposed changes to Attachment 1, City’s Contract Terms, by the Question Due Date.

Question Due Date

MQ #2 Completed Attachment 2, Bidder Questionnaire and References.

Bid Due Date

MQ #3 Completed Attachment 4, Bid Sheet Template, for each Aggregate for which a Bid is being submitted.

Bid Due Date

MQ #4 Authorized Reseller: If submitting a Bid for Aggregate 1, evidence that Bidder is part of the HPE Partner Ready Vantage program and is certified in the Platinum Hybrid Cloud tier for the Computer, Storage, and Hybrid Cloud product line.

Bid Due Date

MQ #5 Authorized Reseller: If submitting a Bid for Aggregate 2, evidence that Bidder is part of the HPE Partner Ready Vantage program and is certified in the Platinum Networking tier for the Networking Center product line.

Bid Due Date

MQ #6 Past Sales: Evidence that Bidder has sold an average of $500,000 in products in each of the last three (3) years for some of the product categories identified in each Aggregate for which a Bid is being submitted. Evidence can include but is not limited to certified copies of annual sales reports, purchase orders, customer invoices, or other comparable reports for calendar years 2023, 2024 and 2025.

When deemed the Apparent Lowest Bidder by OCA

7 Bid Price

7.1 Bid Format

The Bid Sheet associated with this Solicitation is attached hereto as Attachment 4. Include a completed Bid Sheet with your Bid, following all instructions set forth therein.

7.2 Bid Evaluation Period

The City will attempt to evaluate Bids within sixty (60) days after receipt of Bids. If City requires additional evaluation time, all Bidders will be notified in writing of the new expected award date.

7.3 Price Discrepancies

Where applicable, if there is a discrepancy between the Bid Sheet and pricing entered by Bidder into the Supplier Portal, the Bid Sheet pricing will prevail.

P-695 (04-26) Page 8 of 9 Sourcing Event 0000011856

7.4 Bidding on Separate Items or in Aggregate(s)

Multiple Aggregates: This Solicitation will result in separate evaluations and awards of two (2) Aggregates, each consisting of one or more lines on the Bid Sheet Template. Each Aggregate will be evaluated separately and awarded to the lowest Bidder for that Aggregate. The Bid price for each Aggregate shall equal the total cost of all line items within that Aggregate and shall be evaluated against other Bids for that Aggregate, after being reduced by any applicable LBE discounts, Local Tax discounts and/or Prompt Payment discounts. Bid prices shall be exclusive of any applicable sales tax.

Bidder must provide the City with pricing that is equal to or better than the best pricing offered to any other customer.

7.5 Application of Bid Discounts for Evaluating Lowest Price

7.5.1 Application of LBE Bid Discount to Bid Price

Where price is a factor in City’s evaluation process, Bidder’s price shall be reduced by an amount equal to the applicable LBE Bid Discounts. The discount shall be applied solely for the purpose of determining the lowest responsive Bids and shall be in addition to any other discounts, preferences, or adjustments required by City law.

7.5.2 Application of Prompt Payment Discounts to Bid Price

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

7.5.3 Application of Anticipated Local Tax Revenue Discount to Bid Price

Subject to subsection (d) below and solely for the purpose of determining the lowest responsive Bidder, Bids for taxable Commodities with a value greater than $1,000 shall be reduced by 1.25% when such Bid was submitted by a Bidder with a local presence in San Francisco as defined in subsection (a) below. The price adjustment shall be in addition to any other discounts, preferences, or adjustments required by City law.

a) San Francisco Presence Defined. For the purposes of determining eligibility for the price adjustment set forth in this Section 21.32 only, Local San Francisco presence shall mean a business that is physically located at and registered with the Office of the Treasurer & Tax Collector's Business Registration records as being located at an address located within the geographic limits of the City.

b) Combination of Goods and Services: Where a Bid is for a combination of goods and services, the 1.25% discount shall be applied only to the Commodities portion of the Bid Price.

c) Indefinite Quantity of Goods: Where a Bid is for goods with an indefinite quantity, the 1.25% discount shall be applied only to a fixed portion of the Commodities which City, in its sole discretion, estimates the City will purchase over the term of the contract.

d) Exceptions. The following Commodities purchases shall not be subject to the 1.25% price adjustment:

P-695 (04-26) Page 9 of 10 Sourcing Event 0000011856

a. Purchases paid for with City Retirement or Health Services System trust funds;

b. Purchases where the City is entering into a cooperative procurement with one or more other jurisdiction; or

c. Purchases where the price adjustment would conflict with conditions contained in federal or state grants or violate preemptive federal or state law or the City Charter.

7.5.4 Sample Price 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 Bid for commodities.

ABC Firm Bid Attributes

• Is a Certified Micro LBE

• Has an SF Presence as defined by Admin Code 21.32 Offered

Bid Price (Pre-Tax)

14B LBE

Bid

Discount (10%)

21.32 Local Tax

Revenue Discount (1.25%)

Evaluated Price when determining Lowest

Responsive Bid

Commodities $2,000 ($200) ($25) $1,775

Total $2,000 ($200) ($25) $1,775

8 Supporting Documentation Required 30 Days after Issuance of the Notice of Intent to Award

Bidders must provide each Required Supporting Documentation (“RSD”) identified below no later than 30 calendar days after issuance of the Notice of Intent to Award. Failure to do so may result in the Bid being deemed Non-Responsive.

RSD #1

Evidence that Bidder is compliant or likely to become compliant within 30 calendar days of the Bid Due Date with San Francisco Labor and Employment Code Articles 131 and 132.

RSD #2

Completed Bid Attachments:

☒ Attachment 6: First Source Hiring Form

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

P-695 (04-26) Page 10 of 11 Sourcing Event 0000011856

9 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 Bidder to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City. If the Bidder 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 Bidder has abandoned its Bid. The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents.

10 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 Bidders 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.

10.1 Nondiscrimination Requirements (“Equal Benefits”)

Bidders 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.

10.2 Reserved.

10.3 Reserved.

10.4 Reserved.

10.5 First Source Hiring Program

https://www.sf.gov/equal-benefits-program

P-695 (04-26) Page 11 of 12 Sourcing Event 0000011856

A Bidder selected pursuant to this Solicitation shall comply with all 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.

10.6 Reserved.

10.7 Non-Profit Entities

To receive a contract under this Solicitation, any nonprofit Bidder 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, Bidder must provide documentation to the City demonstrating its good standing with applicable legal requirements. If Bidder will use any nonprofit subcontractors to perform the agreement, Bidder 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.

10.8 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. Bidders are encouraged to carefully review these terms and ensure they are able to comply with them.

11 Terms and Conditions for Receipt of Bids

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

11.1.1 Registering as a BIDDER to bid on a City contract

Bidders 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

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

To convert a BIDDER ID to a SUPPLIER ID, awarded Bidders 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

P-695 (04-26) Page 12 of 13 Sourcing Event 0000011856

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.

11.2 Bid Questions and Submissions

11.2.1 Bidder Questions and Requests for Clarification

Bidders shall address any questions regarding this Solicitation to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation. Bidders 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 Bidder 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.

11.2.2 Bid Format

Bids must be submitted using the attached submission forms or created using a word processing software (e.g., Microsoft Word or Excel) and typed in a legible font. 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 Bids. Failure to follow formatting, submission, or content requirements, as well as page limit restrictions (if any), may negatively impact the evaluation of your Bid.

11.2.3 Time and Place for Submission of Bids

Prior to the Bid submission deadline, Bidders must upload their complete Bids into the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/index.aspx. Late submissions will not be considered. Each original Bid 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 Bids from further consideration. Late Bid submissions will not be considered and failure to adhere to the above requirements may result in the complete rejection of your Bid.

Bidders are encouraged to upload their Bids 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 Bidder is unable to upload its complete Bid into the SF Supplier Portal, Bidder must email its Bid to the Contract Administrator whose name and contact information appears on the cover page 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

P-695 (04-26) Page 13 of 14 Sourcing Event 0000011856 of this Solicitation prior to the Bid submission deadline and request confirmation of receipt.

Bidder must include in its email: (a) documentation (e.g., screenshots) verifying its inability to upload its Bid 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.

11.3 Bid Addenda

The City may modify this Solicitation, prior to the Bid 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 Bidders must monitor the event for new versions. The Bidder shall be responsible for ensuring that its Bid reflects any and all Addenda issued by the City prior to the Bid Due Date regardless of when the Bid is submitted.

Therefore, the City recommends that the Bidder consult the website frequently, including shortly before the Bid Due Date, to determine if the Bidder has downloaded all Solicitation Addenda. It is the responsibility of the Bidder 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 BIDDERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND CITY’s CONTRACT TERMS.

11.4 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, Bids, responses, and all other records of communications between the City and Bidders 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.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Bidder(s) of the Request and to provide the Bidder with an opportunity to object to disclosure of the material requested by the due date for disclosure (“Response Date”). If the Bidder asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Bidder 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 Bidder seeks judicial relief on or before the Response Date. Should Bidder fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

11.5 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), Bidders and their subcontractors, vendors, representatives and/or other parties under Bidder’s control, shall communicate solely with the

P-695 (04-26) Page 14 of 15 Sourcing Event 0000011856

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 Bidder or potential Bidder from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

11.6 Bid Selection Shall Not Imply Acceptance

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

11.7 Cybersecurity Risk Assessment

The following Third-Party Audit Reports can be used to satisfy City’s Cybersecurity Risk Assessment (CRA) 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 Bidder. 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 Bidder 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.

11.8 Solicitation Errors and Omissions

Bidders are responsible for reviewing all portions of this Solicitation. Bidders are to promptly notify the City, in writing and to the Solicitation contact person if the Bidder discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should

P-695 (04-26) Page 15 of 16 Sourcing Event 0000011856 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.

11.9 Objections to Solicitation Terms

Should a Bidder object on any ground to any provision or legal requirement set forth in this Solicitation, the Bidder 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 Bidder to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

11.10 Protest Procedures

11.10.1 Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Bidder 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 Bidder, 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.

11.10.2 Protest of Non-Responsible Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsibility, a Bidder 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 Bidder, 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.

11.10.3 Protest of Contract Award

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

11.10.4 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

P-695 (04-26) Page 16 of 17 Sourcing Event 0000011856

Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

11.11 Bid Term

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

11.12 Revision to Bid

A Bidder may revise a Bid on the Bidder’s own initiative at any time before the deadline for submission of Bids. The Bidder must submit the revised Bid in the same manner as the original.

A revised Bid must be received on or before, but no later than the Bid Due Date and time. In no case will a statement of intent to submit a revised Bid, or commencement of a revision process, extend the Bid Due Date for any Bidder. At any time during the Bid evaluation process, the City may require a Bidder to provide oral or written clarification of its Bid. The City reserves the right to make an award without further clarifications of Bids received.

11.13 Bid Errors and Omissions

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

11.14 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Bidder in responding to this Solicitation. Bidders 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.

11.15 Bidder’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, Bidders are hereby advised:

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

(B) Before submitting a Bid in response to this Solicitation, Bidders are required to notify their affiliates and subcontractors listed in the awarded contract or Bid 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

P-695 (04-26) Page 17 of 18 Sourcing Event 0000011856 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 Bid. 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 Bid 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, Bidders 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.

11.16 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, Bid, or Bid procedure;

(B) Reject any or all Bids;

(C) Reissue the Solicitation;

(D) Prior to submission deadline for Bids, 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 Bids;

(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.

11.17 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 Bidder’s failure to comply with this Solicitation.

11.18 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 Bidder’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

P-695 (04-26) Page 18 of 18 Sourcing Event 0000011856

2) City reserves the right to inspect an awarded Bidder’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 Bidder’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 Bidder and may proceed against the original selectee for damages.

4) City reserves the right to reject any Bid on which the information submitted by Bidder fails to satisfy City and/or if Bidder 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 Bidder or any related communication/clarification may result in the disqualification of its Bid from receiving further evaluation and a contract award.