SE11960_Invitation_for_Bids_dated_08-18-2026.pdf

P-696c (04-26) Page 1 of 1 Sourcing Event 0000011960 August 7 18, 2026

City and County of San Francisco

Formal Request for Proposals for:

OCA POL | Ballistic Helmets

Version 2 All changes from Version 1 are noted in red underline font.

Sourcing Event ID 0000011960

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 August 7, 2026 at 3:00 P.M. (PT)

Deadline for Written Questions August 14, 2026 at 3:00 P.M. (PT)

Bid Due Date August 21, 2026 at 3:00 P.M. (PT)

Notice of Intent to Award September 4, 2026 or upon completion of 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.

Purchase Order Administrator: Romeo Alberto Purchaser, Office of Contract Administration 1 Dr Carlton B Goodlett Pl San Francisco, CA 94102 Phone: (628) 652-1601 Email: romeo.alberto@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 Purchase Order Terms Attachment 2: Bidder Questionnaire Attachment 3: Bid Sheet Template Attachment 4: First Source Hiring Form

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Table of Contents

1 IFB SUMMARY

1.1 Introduction

1.2 Selection Overview

1.3 Cooperative Purchasing and Use by Other City Departments

1.4 Purchase Order Terms and Negotiations

2 SOLICITATION SCHEDULE

3 REQUIREMENTS FOR REQUESTED GOODS

3.1 Goods Requested

3.2 Regulatory and Compliance Requirements Specific to the Goods Solicited

3.3 Green Purchasing Requirements

3.4 Alternates and Samples

3.5 Freight on Board and Shipping Costs

3.6 Additional Purchases

4 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

4.1 CMD Compliance Officer

4.2 Application of LBE Bid Discounts

4.3 Reserved

4.4 Reserved

4.5 Reserved

5 BID EVALUATION CRITERIA

6 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED FROM THE

APPARENT LOWEST 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 5 DAYS AFTER ISSUANCE OF THE

NOTICE OF INTENT TO AWARD

9 FAILURE TO PROVIDE INSURANCE AND/OR BONDS

10 CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS

10.1 Nondiscrimination Requirements (“Equal Benefits”)

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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

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1 IFB Summary

1.1 Introduction

This Invitation for Bids (hereinafter “IFB” or “Solicitation”) is being issued by the Office of Contract Administration (“OCA”) on behalf of the San Francisco Police Department (“POL”). OCA is seeking qualified suppliers (“Bidders”) to provide offers (“Bid”) for one hundred (100) Galvion BATLESKIN Caiman Ballistic Helmets TL High-Cut, Part No. 4-2424-0003, or City approved equal, in accordance with the Specifications set forth in Appendix A to City’s Purchase Order Terms (Attachment 1).

1.2 Selection Overview

The City shall award a Purchase Order to the Bidder that meets the Minimum Qualifications of this Solicitation whose Bid is the Lowest Responsive Bid. 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 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 to be provided by Bidder under the same terms and conditions of any Purchase Order awarded pursuant to this Solicitation.

1.4 Purchase Order Terms and Negotiations

The successful Bidder will be required to accept the Purchase Order attached hereto as Attachment 1, City’s Purchase Order Terms. City’s Purchase Order terms are not subject to negotiation. Failure to timely execute City’s Purchase Order Terms, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required by City’s Purchase Order 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.

Bid Phase Tentative Date

Invitation for Bids Issued August 7, 2026 at 3:00 P.M. (PT)

Written Questions Due Date August 14, 2026 at 3:00 P.M. (PT)

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Bid Due Date August 21, 2026 at 3:00 P.M. (PT)

Notice of Intent to Award September 4, 2026 or upon completion of 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.

3 Requirements for Requested Goods

3.1 Goods Requested

This Solicitation is being issued by OCA. POL is seeking qualified Bidders to provide Bids for one hundred (100) Galvion BATLESKIN Caiman Ballistic Helmets TL High-Cut, Part No. 4-2424-0003, or City approved equal, in accordance with the Specifications set forth in Appendix A to City’s Purchase Order Terms (Attachment 1).

3.2 Regulatory and Compliance Requirements Specific to the Goods 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 in Attachment 1, City’s Purchase Order Terms.

3.3 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 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 Purchase Order Terms, for additional details related to the Green Purchasing Requirements applicable to any Purchase Order awarded pursuant to this Solicitation.

3.4 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 be considered.

Unless Bidder states to the contrary, goods offered will be assumed to be the specific goods named in this document. If not offering the specific article named, Bidder should enclose with their Bid full information, specifications and descriptive data on items offered. City may require any testing, inspection or documentation necessary to determine suitability of alternates offered. All such testing, inspection or documentation shall be at the Bidder's expense. Failure to provide same within 30 days of notification to do so shall be considered a withdrawal of Bid.

The City will also have discretion to accept or reject goods submitted as approved equals for its intended use. Bidder is responsible for identifying any deviations from the City’s stated specifications.

https://sfgov.org/oca/green-purchasing-requirements

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When offering goods similar to the named manufacturer, brand or make being requested in this Solicitation, Bidders must provide samples of each comparable equal being offered including specification sheets, and each size of helmet available, small through double extra-large, at no additional cost to the City. Samples may be inspected at the place designated by the City and may be retained by City for testing and evaluation for a minimum of fourteen (14) days. Each sample shall be plainly marked in a durable manner with the name of the Bidder and the item number. Submitted samples will be deemed to be exactly what Bidder proposes to furnish unless otherwise clearly indicated by the Bidder in writing with the submittal of the sample.

Sufficiency of sample will be determined by the City. All samples must be sent to:

San Francisco Police Department 1700 17th Street San Francisco, CA 94103 ATTN: Sgt. David Batchelder Phone: 415-832-8300 Email: David.Batchelder@sfgov.org

For return delivery, at Bidder’s expense, the Bidder shall arrange shipment utilizing a pre‑paid shipping label and the same container in which the sample was originally shipped or delivered.

3.5 Freight on Board and Shipping Costs

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

3.6 Additional Purchases

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 pursuant to this solicitation. Such additional items include more quantity of specified 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.

mailto:David.Batchelder@sfgov.org mailto:LBEcert@sfgov.org http://www.sfgov.org/cmd

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4.2 Application of LBE Bid Discounts

San Francisco Micro, Small, and SBA LBE bidders certified by the Contract Monitoring Division are eligible for a bid discount. LBE Bid Discounts are applied at each phase of the Solicitation evaluation and selection process, in accordance with the values shown below.

4.2.1 Commodities

Estimated Purchase Order Value Small/Micro LBEs Bid Discount

SBA LBEs Bid Discount

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

10% 0%

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

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

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

4.2.2 Reserved.

4.2.3 Reserved.

4.3 Reserved.

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 the Apparent Lowest 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

P-696c (04-26) Page 5 of 17 Sourcing Event 0000011960 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.

MQ # Description When Due to OCA

MQ

#1

Completed Attachment 2, Bidder Questionnaire Bid Due Date

MQ

#2

Completed Attachment 4, Bid Sheet Template Bid Due Date

MQ

#3

Copies of five (5) past invoices, purchase orders or contracts issued in the last three (3) years evidencing Bidder’s experience in the sale of goods and requested by this Solicitation.

When deemed the Apparent Lowest Bidder by OCA

MQ

#4

If Bidder is not the manufacturer, a written letter on manufacturer’s letterhead stating that Bidder is the manufacturer’s authorized dealer/service facility.

When deemed the Apparent Lowest Bidder by OCA

MQ

#5

If Bidder is not the manufacturer, manufacturer's written guarantee on manufacturer’s letterhead addressed to the City that the manufacturer's warranty and service will be passed on to the City prior to Award.

When deemed the Apparent Lowest Bidder by OCA

MQ

#6

Drawings and manufacturer's written specifications for the goods requested through this Solicitation, if not offering the specific article named. In addition, Bidders must provide samples of each comparable equal being offered at no additional cost to the City. See Section 3.4 Alternates and Samples.

When deemed the Apparent Lowest Bidder by OCA and upon request from the City.

7 Bid Price

7.1 Bid Format

The Bid Sheet associated with this Solicitation is attached hereto as Attachment 3. 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 thirty (30) days after receipt of Bids.

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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. In the event of a discrepancy between the unit price and the extended price, the unit price will prevail.

7.4 Bidding on Separate Items or in Aggregate(s)

Single Aggregate: This Solicitation will result in the evaluation and award of one Aggregate consisting of one or more lines on the Bid Sheet Template. The Bid price for the Aggregate shall equal the total cost of all line items within that Aggregate and shall be evaluated against other Bid, after being reduced by any applicable LBE discounts, Local Tax discounts and/or Prompt Payment discounts. Bid prices shall be exclusive of 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 (c) 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.

• 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.

• 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 Purchase Order.

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

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

o Purchases where the City is entering into a cooperative procurement with one or more other jurisdiction; or o 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 are applied to a Bids for commodities and services.

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

Services $1,000 ($100) N/A to Services $900

Total $3,000 ($300) ($25) $2,675

8 Supporting Documentation Required 5 Days After Issuance of the Notice of Intent to Award Bidders must provide each Required Supporting Documentation (“RSD”) identified below no later than five (5) 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 Proposer is compliant or likely to become compliant within 5 calendar days of the Proposal Due Date with San Francisco Labor and Employment Code Articles 131 and 132, if applicable.

RSD #2

Completed Bid Attachments:

☒ Attachment 4: First Source Hiring Form

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RSD #3 Insurance in accordance with Attachment 1, City’s Purchase Order Terms.

RSD #3

Non-Profit Entities: If Bidder 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 Bidder’s efforts to comply with the Chapter 12L provisions regarding public access to Bidder’s meetings and records, and

(2) a summary and disposition of all complaints concerning the Bidder’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 Bidder shall include a statement to that effect.

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

9 Failure to Provide Insurance and/or Bonds Unless otherwise stated, within five (5) business days of the receipt of a notice of award of a Purchase Order, the Bidder to whom the Purchase Order 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 five days after receiving notice to award a Purchase Order, 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 Purchase Order 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 Purchase Order 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 Purchase Orders awarded from it.

10.1 Nondiscrimination Requirements (“Equal Benefits”)

Proposers awarded any contract exceeding $230,000 (the City’s “Minimum Competitive Amount”), may not, during the term of the Contract discriminate in the provision 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

P-696c (04-26) Page 9 of 17 Sourcing Event 0000011960 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

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 Purchase Order Terms for additional details related to the application of this Policy to a Purchase Order 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 Purchase Order Terms, identifies the City’s applicable social policy provisions related to a Purchase Order awarded pursuant to this Solicitation. Bidders are encouraged to carefully review these terms and ensure they are able to comply with them.

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

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11 Terms and Conditions for Receipt of Bids

11.1 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.

11.1.1 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

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 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.

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 Purchase Order 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 Purchase Order 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 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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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 word processing software (e.g. Microsoft Word or Excel), 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 Purchase Order Administrator whose name and contact information appears on the cover page 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 PURCHASE ORDER TERMS.

https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

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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 Purchase Order 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 Purchase Order or other benefit until and unless that person or organization is awarded the Purchase Order 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 Purchase Order Administrator whose name appears in this Solicitation. Any attempt to communicate with any party other than the Purchase Order 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 CCSF’s Cybersecurity Risk Assessment requirement:

• SOC 2 Type 2

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• 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 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

P-696c (04-26) Page 14 of 17 Sourcing Event 0000011960 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 Purchase Order 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 Purchase Order 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 Purchase Order 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.

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

P-696c (04-26) Page 15 of 17 Sourcing Event 0000011960 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 Purchase Order 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 Purchase Order 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:

1. 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

2. Before submitting a Bid in response to this Solicitation, Bidders are required to notify their affiliates and subcontractors listed in the awarded Purchase Order 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 Purchase Order, 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 Purchase Order 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 Purchase Order until either: (1) negotiations are terminated and no Purchase Order is awarded; or (2) twelve months have elapsed since the award of the Purchase Order .

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.

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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11.16 Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a Purchase Order 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 Purchase Order 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 Purchase Order; and

c. Delivery time(s).

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 Purchase Order term (or any extension thereof) to aid City in determining an awarded Bidder’s capabilities and qualifications.

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

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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 Purchase Order award.