SFMTA-2025-48-LOC_Invitation_for_Bids_Final.pdf

Sourcing Event ID 0000011978 Dept Contract ID: SFMTA-2025-48-LOC

Formal Invitation for Bids for:

Agreement for Computers and Equipment Leasing

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 Thursday, August 13, 2026 Pre-Bid Conference Thursday, August 20, 2026 at 1:00 PM PT Deadline for Written Questions and Proposed Changes to SFMTA’s Contract Terms

Thursday, September 10, 2026 at 1:00 PM PT

Bid Due Date Thursday, September 17, 2026 at 1:00 PM PT Bid Opening Thursday, September 17, 2026 at 2:00 PM PT Contract Administrator: Gracia Liunita

Administrative Analyst San Francisco Municipal Transportation Agency Phone: (415) 646-2214 Email: Gracia.Liunita@sfmta.com

Attachments Attachment A: SFMTA Sample Agreement Attachment B: Bidder Questionnaire Attachment C: Equipment Technical Specification Attachment D: Bid Sheet Attachment E: Attestation of Compliance on Communications Prior to Award Attachment F: Certification of Debarment, Suspension, and Other Responsibility Matters Attachment G: Certification Regarding Lobbying https://sfcitypartner.sfgov.org/pages/index.aspx mailto:Gracia.Liunita@sfmta.com

MQ # Description When Due to SFMTA

MQ #1 The SFMTA seeks to procure business-class laptops and desktop PCs designed for enterprise and public-sector use, providing high reliability, security, manageability, and lifecycle support beyond consumer-grade devices.

All proposed laptops and PCs shall:

o Be designated by the manufacturer as business class or commercial models o Be actively sold and supported for enterprise customers Exclude consumer only or retail grade product lines o Have a published roadmap showing that models will be available to order for at least 12 months after initial release o Be available with a minimum 3 year product lifecycle o Have manufacturer firmware, driver, and BIOS updates available throughout the lifecycle

Bid Due Date

MQ #2 Manageability and Enterprise Integration

Devices shall support:

o Remote BIOS/firmware configuration o Asset tagging and serial number visibility o Integration with enterprise device management tools (e.g., Microsoft Intune, MECM) OS installation, re-imaging, and recovery Patch and update assistance Standard productivity applications (e.g. Microsoft 365) Driver and firmware updates o Driver and firmware catalog access o All current Microsoft operating systems

Bid Due Date

MQ #3 Security Requirements

All devices shall include:

o Trusted Platform Module (TPM) 2.0 o UEFI with Secure Boot support o BIOS/firmware password capabilities o Support for full disk encryption (BitLocker or equivalent)

Bid Due Date

MANDATORY

MINIMUM

QUALIFICATION

DOCUMENTATION

Bidders must meet each Minimum Qualification (MQ) listed below. Bidders must provide documentation that clearly demonstrates each MQ listed below has been met. Minimum Qualification documentation should be clearly marked as “MQ1”, MQ2,” and so on, 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.

MQ #4 The selected vendor shall provide comprehensive, professional-grade support services for the organization’s fleet of laptops and desktop PCs. The objective is to ensure high device availability, rapid incident resolution, secure operation, and consistent end-user experience across all supported

The vendor shall support the following services:

• 24x7x365 access to technical support specialists

• Priority call routing to advanced, in-region technicians

• Hardware troubleshooting and diagnostics

• Next business day on-site service following remote diagnosis

• Coordination of parts and labor by manufacture-authorized technicians

• Asset and Configuration Management o Inventory tracking of supported devices o Configuration documentation o Reporting on device health, trends, and recurring issues

• Hardware and Warranty Support o Coordination with OEMs for warranty repairs and replacements o Asset tracking and serial number management

• Reporting and Governance o Monthly and quarterly service reports o Ticket volume and resolution metrics o Regular service review meetings

• Accidental Damage Coverage

Bid Due Date

MQ #5 If successful bidder is not the manufacturer, the bidder shall furnish a manufacturer’s written guarantee that the manufacturer’s warranty and service will be passed on to the City.

Bid Due Date

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Table of Contents

1. IFB Summary 1

1.1 Introduction 1

1.2 Selection Overview 1

1.3 Anticipated Contract Term 1

1.4 Anticipated Contract Not to Exceed Amount 1

1.5 Indefinite Quantity, As-Needed Contract 1

1.6 Contract Terms and Negotiations 2

2. Solicitation Schedule 2

2.1 Pre-Bid Conference 2

2.2 Bid Opening 3

3. Requirements for Requested Goods and Services 4

3.1 Goods and/or Services Requested 4

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited 4

3.3 Alternatives and Samples 4

3.4 Freight on Board and Shipping Costs 4

3.5 Additional Purchases 5

4. Local Business EnterprIse (LBE) Program Requirements) 5

4.1 Reserved. (CMD Compliance Officer) 5

4.2 Application of LBE Bid Discounts 5

4.3 LBE Subcontracting Participation Requirements 5

4.4 Reserved. (CMD LBE Forms) 5

4.5 Reserved. (LBE Payment and Utilization Tracking) 5

5. Bid Evaluation Criteria 5

6. Minimum Qualifications AND Documentation Required FROM APPARENT LOWEST BIDDER (Pass/Fail) 6

7. Bid Price 8

7.1 Bid Format 8

7.2 Bid Evaluation Period 8

7.3 Price Discrepancies 8

7.4 Reserved. (Bidding on Separate Items or in Aggregate(s)) 8

7.5 Application of Bid Discounts for Evaluating Lowest Price 8

8. Supporting Documentation Required 30 Days After Issuance of the Notice of Intent to Award 9

9. Failure to Provide Insurance and/or Bonds 9

10. City’s Social and Economic Policy Requirements 9

10.1 Nondiscrimination Requirements (Equal Benefits) 9

10.2 Reserved. (Payment of Prevailing Wages) 10

10.3 Reserved. (Health Care Accountability Ordinance (HCAO)) 10

10.4 Reserved. (Minimum Compensation Ordinance (MCO)) 10

10.5 First Source Hiring Program 10

10.6 Reserved. (Sweatfree Procurement) 10

10.7 Non-Profit Entities 10

10.8 Other Social Policy Provisions 10

11. Terms and Conditions for Receipt of Bids 10

11.1 How to Register to propose and be awarded a City Contract 10

11.2 Bid Questions and Submissions 11

11.3 Bid Addenda 12

11.4 Public Disclosure 12

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11.5 Limitation on Communications During Solicitation and Prior to Award 12

11.6 Bid Selection Shall Not Imply Acceptance 13

11.7 Cybersecurity Risk Assessment 13

11.8 Solicitation Errors and Omissions 14

11.9 Objections to Solicitation Terms 14

11.10 Protest Procedures 14

11.11 Bid Term 15

11.12 Revision to Bid 15

11.13 Bid Errors and Omissions 16

11.14 Financial Responsibility 16

11.15 Bidder’s Obligations under the Campaign Reform Ordinance 16

11.16 Reservations of Rights by the City 17

11.17 No Waiver 17

11.18 Other 17

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1. IFB SUMMARY

1.1 Introduction

This Invitation for Bids (hereinafter “IFB” or “Solicitation”) is being issued by San

Franisco Municipal Transportation Agency (hereinafter, “SFMTA” or “City”). The SFMTA is seeking qualified suppliers (“Bidders”) to provide offers (“Bid”) for the supply of new desktops, workstations, laptops and monitors with a three-year on site repair warranty. The equipment shall be supplied under a lease agreement that offers a 3-year lease period with a lease-to-own option with a fixed-price buyback.

For the purpose of bidding, the equipment listed in the specifications section of this IFB will be acquired utilizing the lease agreement based on Appendix D of the Sample Agreement. All systems shall be provided with an SFMTA-provisioned base image and shall be deployed by the Vendor to the end-user locations.

The SFMTA shall order goods and/or services covered by the awarded contract(s) through the issuance of individual Purchase Orders and/or Task Orders which shall be released against the awarded contract(s) during the contract term.

1.2 Selection Overview

The SFMTA shall award a contract 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 Compliance Officer (CCO) 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 three years. The SFMTA at its sole, absolute discretion, shall have the option to extend the term for an additional six years for a total of nine years.

1.4 Anticipated Contract Not to Exceed Amount

A contract awarded pursuant to this Solicitation shall have a not to exceed (“NTE”) amount of $9,000,000 for the total nine-year maximum term, including options. This amount is based on SFMTA’s estimated spending over the advertised maximum contract term. Should SFMTA’s actual spend exceed its estimated spend, SFMTA may in its sole discretion increase the contract NTE accordingly.

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. SFMTA, in its sole discretion, may purchase any greater or lesser quantity.

SFMTA may also make purchases of items awarded pursuant to this Solicitation from other

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1.6 Contract Terms and Negotiations

The successful Bidder will be required to enter into a contract substantially in the form attached hereto as Attachment A, SFMTA Sample Agreement for Leasing Personal Computers and Equipment. Please note that Equipment Lease Terms are included in Appendix D to the Sample Agreement. If Bidder is unable to accept the SFMTA’s contract terms substantially in the form presented, Bidder shall include a revised copy of the SFMTA’s contract terms with its Bid. The revised copy of the SFMTA’s contract terms must clearly:

(1) Mark those sections to which it objects;

(2) Set forth Proposer’s alternative terms with respect to each such section; and

(3) Explain the basis for each proposed change.

The SFMTA will consider the success and substance of contract negotiations as part of the overall Bid evaluation process. If a satisfactory contract cannot be negotiated in a reasonable time, the SFMTA, in its sole discretion, may terminate negotiations and consider this as a factor impacting the overall Bid evaluation assessment. Upon termination of negotiations, the SFMTA may begin negotiation with the Bidder that meets the Minimum Qualifications of this IFB whose Bid receives the next lowest price.

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 Thursday, August 13, 2026 Pre-Bid Conference Thursday, August 20, 2026 at 1:00 PM PT Written Questions and Proposed Changes to SFMTA’s Contract Terms Due Date

Thursday, September 10, 2026 at 1:00 PM PT

Bid Due Date Thursday, September 17, 2026 at 1:00 PM PT

Submissions received after the above date and time will be deemed non-responsive. Please be aware that SFMTA will go by its email network’s date/time stamp.

Please email your bids to Gracia.Liunita@sfmta.com with the subject line:

“SFMTA-2025-48-LOC”.

Bid Opening Thursday, September 17, 2026 at 2:00 PM PT

2.1 Pre-Bid Conference

The SFMTA encourages Bidders to attend a virtual Pre-Bid Conference via Microsoft

Teams on Thursday, August 20, 2026 at 1:00 PM PT. The SFMTA will address Bidders’ questions and will provide any new or additional information concerning the IFB or selection process at the Pre-Bid Conference.

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To attend the meeting, you can either click the "Click here to join the meeting" link below and/or call the phone number and enter the Conference ID.

Microsoft Teams meeting Click here to join the meeting Meeting ID: 257 095 721 830 668 Passcode: ih9vs6Ak

Dial in by phone +1 415-523-2709,,370621838# United States, San Francisco Find a local number Phone conference ID: 370 621 838# For the Pre-Bid Conference, Bidders are encouraged to submit questions in writing by email no later than Thursday, August 20, 2026 at 1:00 PM PT and directed to:

Gracia.Liunita@sfmta.com.

Bidders are further encouraged to provide the following information to Gracia.Liunita@sfmta.com to register for the Pre-Bid Conference and have their information listed on the virtual sign-up list.

1. Attendee Name

2. Organization Name

3. Organization’s Business Address

4. Email/Phone Contact Information

5. Indicate if your firm is a Local Business Enterprise (LBE)

6. Indicate if your firm is interested in presenting a proposal as a Prime Contractor, Subcontractor or both.

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. 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.

2.2 Bid Opening

The SFMTA will conduct a Bid Opening following the Bid Due Deadline. The Bid

Opening meeting will take place on Thursday, September 17, 2026 at 2:00 PM PT.

To attend the Bid Opening meeting, you can either click the "Click here to join the meeting" link below and/or call the phone number and enter the Conference ID.

Microsoft Teams meeting Click here to join the meeting Meeting ID: 261 340 988 943 57 Passcode: so6Ap3xW https://teams.microsoft.com/meet/257095721830668?p=SN8ap2hgJbvJCsZoTT tel:+14155232709,,370621838 https://dialin.teams.cloud.microsoft/b95ca0ad-d0a4-4d37-84dd-9c5628c59434?id=370621838 mailto:Gracia.Liunita@sfmta.com https://teams.microsoft.com/meet/26134098894357?p=l7blAEq3W8e5WjcM2r

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Dial in by phone +1 415-523-2709,,491887098# United States, San Francisco Find a local number Phone conference ID: 491 887 098#

3. REQUIREMENTS FOR REQUESTED GOODS AND SERVICES

3.1 Goods and/or Services Requested

This Solicitation is being issued by the SFMTA. The SFMTA is seeking qualified Bidders to provide leases for new desktops, workstations, laptops and monitors with a three-year on-site repair warranty. The equipment shall be supplied under lease agreement that offers a 3-year lease period with a lease-to-own option with a fixed-price buyback. The following end-of-lease options must be provided by the vendor:

1. The SFMTA can purchase products with expired leases for a specified fixed end-of-use buyout price.

2. The SFMTA can return products with expired leases to the vendor. The vendor must accept like for like exchanges, so that if the SFMTA returns a similar model with the same specifications, the vendor shall accept the return and provide a credit to

SFMTA.

3.1.1 Shipping Costs

The cost of shipping replacement units or replacement parts to SFMTA and the return of defective units or parts to the vendor must be borne by the vendor during the warranty period.

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” in Attachment C to the SFMTA’s Sample Agreement.

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

3.2.2 Reserved. (Green Purchasing Requirements)

3.3 Alternatives 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 if the goods are provided from an approved equal.

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 SFMTA against a contract awarded pursuant to this Solicitation. The cost of shipment must be incorporated into the offered unit price.

tel:+14155232709,,491887098 https://dialin.teams.cloud.microsoft/b95ca0ad-d0a4-4d37-84dd-9c5628c59434?id=491887098

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3.5 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 and/or services 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 Reserved. (CMD Compliance Officer)

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 rating bonus. 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 Contract Value Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus

Greater than $10,000 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. (General and Professional Services)

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. (CMD LBE Forms)

4.5 Reserved. (LBE Payment and Utilization Tracking)

5. BID EVALUATION CRITERIA

Evaluation Phase Evaluation Criteria Minimum Qualifications Documentation Pass/Fail Bid Sheet Lowest Price

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6. MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED FROM

APPARENT LOWEST BIDDER (PASS/FAIL)

Bidders must meet each Minimum Qualification (MQ) listed below. Bidders must provide documentation that clearly demonstrates each MQ listed below has been met. Minimum Qualification documentation should be clearly marked as “MQ1”, MQ2,” and so on, to indicate which MQ it supports. s. 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 SFMTA 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 SFMTA

MQ #1 The SFMTA seeks to procure business-class laptops and desktop PCs designed for enterprise and public-sector use, providing high reliability, security, manageability, and lifecycle support beyond consumer-grade devices.

All proposed laptops and PCs shall:

o Be designated by the manufacturer as business class or commercial models o Be actively sold and supported for enterprise customers Exclude consumer only or retail grade product lines o Have a published roadmap showing that models will be available to order for at least 12 months after initial release o Be available with a minimum 3 year product lifecycle o Have manufacturer firmware, driver, and BIOS updates available throughout the lifecycle

Bid Due Date

MQ #2 Manageability and Enterprise Integration

Devices shall support:

o Remote BIOS/firmware configuration o Asset tagging and serial number visibility o Integration with enterprise device management tools (e.g., Microsoft Intune, MECM) OS installation, re-imaging, and recovery Patch and update assistance Standard productivity applications (e.g.

Microsoft 365) Driver and firmware updates o Driver and firmware catalog access o All current Microsoft operating systems

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MQ #3 Security Requirements

All devices shall include:

o Trusted Platform Module (TPM) 2.0 o UEFI with Secure Boot support o BIOS/firmware password capabilities o Support for full disk encryption (BitLocker or equivalent)

Bid Due Date

MQ #4 The selected vendor shall provide comprehensive, professional-grade support services for the organization’s fleet of laptops and desktop PCs. The objective is to ensure high device availability, rapid incident resolution, secure operation, and consistent end-user experience across all supported

The vendor shall support the following services:

• 24x7x365 access to technical support specialists

• Priority call routing to advanced, in-region technicians

• Hardware troubleshooting and diagnostics

• Next business day on-site service following remote diagnosis

• Coordination of parts and labor by manufacture-authorized technicians

• Asset and Configuration Management o Inventory tracking of supported devices o Configuration documentation o Reporting on device health, trends, and recurring issues

• Hardware and Warranty Support o Coordination with OEMs for warranty repairs and replacements o Asset tracking and serial number management

• Reporting and Governance o Monthly and quarterly service reports o Ticket volume and resolution metrics o Regular service review meetings

• Accidental Damage Coverage

Bid Due Date

MQ #5 If successful bidder is not the manufacturer, the bidder shall furnish a manufacturer’s written guarantee that the manufacturer’s warranty and service will be passed on to the City.

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7. BID PRICE

7.1 Bid Format

The Bid Sheet associated with this Solicitation is attached hereto as Attachment D. Include a completed Bid Sheet with your Bid, following all instructions set forth therein. As noted in Attachment D, the Bid Sheet must include an attachment containing datasheets for all proposed hardware, a roadmap of the lifecycle for proposed PC models, and a copy of the warranty for all hardware.

7.2 Bid Evaluation Period

The SFMTA will attempt to evaluate Bids within ninety (90) days after receipt of Bids. If

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

7.4 Reserved. (Bidding on Separate Items or in Aggregate(s))

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 SFMTA’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 Reserved. (Application of Prompt Payment Discounts to Bid Price)

7.5.3 Reserved. (Application of Anticipated Local Tax Revenue Discount to Bid Price)

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 Bids for commodities and services.

ABC Firm Bid Attributes

• Is a Certified Micro LBE

• Is offering 4%/30 Net31 Prompt

Payment Discount Offered Bid

Price (Pre-Tax)

14B LBE Bid Discount

(10%)

Evaluated Price when determining Lowest

Responsive Bid

Commodities $2,000 ($200) $1,800

Services $1,000 ($100) $900

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Total $3,000 ($300) $2,700

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 Proposal Due Date with San Francisco Labor and Employment Code Articles 131 and 132.

RSD #2 Insurance in accordance with Article 5 of Attachment A, SFMTA Sample Agreement.

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 SFMTA. If the Bidder fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, SFMTA may, at its option, determine that the Bidder has abandoned its Bid. The foregoing in no way limits the damages which are recoverable by SFMTA 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 SFMTA (“Social and Economic Policy Requirements”). These Social and Economic Policy Requirements can be found in Attachment A, SFMTA Sample Agreement, 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 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 A, SFMTA Sample Agreement 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.

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

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10.2 Reserved. (Payment of Prevailing Wages)

10.3 Reserved. (Health Care Accountability Ordinance (HCAO))

10.4 Reserved. (Minimum Compensation Ordinance (MCO))

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, SFMTA Sample Agreement, for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

10.6 Reserved. (Sweatfree Procurement)

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 SFMTA 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 A, SFMTA Sample Agreement, 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 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.

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

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

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

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

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

Bids must be received by Thursday, September 17, 2026 at 1:00 PM PT. Bidders must submit their Bids in an electronic format by email to Gracia.Liunita@sfmta.com.

Prior to the Bid submission deadline, Bidders must email their complete Bids to the

Contract Administrator whose name and contact information appears on the cover page of this solicitation. 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.

Bidder must email its Bid to the Contract Administrator 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.

Bidders are encouraged to submit their Bids at least 24 hours prior to the Bid Due Date.

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

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11.3 Bid Addenda

The SFMTA 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 SFMTA prior to the Bid Due Date regardless of when the Bid is submitted. Therefore, the SFMTA 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

SFMTA’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 Section § 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 SFMTA 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 SFMTA receives a Public Records Request (“Request”) pertaining to this solicitation, SFMTA 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 that the SFMTA deems responsive and 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 SFMTA in writing to withhold such material from production (“Withholding Directive”), then the SFMTA 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 SFMTA shall proceed with the disclosure of responsive documents.

11.5 Limitation on Communications During Solicitation and Prior to Award 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 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 SFMTA official, representative or employee – is strictly prohibited. Failure to comply with this communications protocol may, at the sole discretion of SFMTA, result in the disqualification of the Bidder or potential Bidder from the competitive process. This protocol does not apply to communications with the SFMTA regarding business not related to this Solicitation.

It is the policy of the SFMTA that only the SFMTA staff identified in the IFB as contacts for this competitive solicitation are authorized to respond to comments or inquiries from Bidders

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GLI August 13, 2026 or potential Bidders seeking to influence the contractor selection process or the award of the Purchase Order. This prohibition extends from the date the IFB is issued until the date when the contractor selection is finally approved by the SFMTA Board of Directors and, if required, by the San Francisco Board of Supervisors.

All firms and subcontractor(s) responding to this IFB are notified that they may not contact any SFMTA staff member, other than the person(s) identified in the IFB as the authorized contact, for the purpose of influencing the contractor selection process or the award of the contract from the date the IFB is issued to the date when the Purchase Order award is approved by the SFMTA Board of Directors and, if required, by the San Francisco Board of Supervisors. This prohibition does not apply to communications with SFMTA staff members regarding normal City business not regarding or related to this IFB.

Any written communications sent to one or more members of the SFMTA Board of Directors concerning a pending solicitation shall be distributed by the SFMTA to all members of the SFMTA Board of Directors and the designated staff contact person(s) identified in the IFB.

Except as expressly authorized in the IFB, where any person representing a Bidder or potential Bidder contacts any SFMTA staff for the purpose of influencing the content of the competitive solicitation or the award of the Purchase Order between the date when the IFB is issued and the date when the final selection is approved by the SFMTA Board of Directors, and, if required, by the San Francisco Board of Supervisors, the Bidder or potential Bidder shall be disqualified from the selection process. However, a person who represents a Bidder or potential Bidder may contact City elected officials and may contact the Director of Transportation of the SFMTA if s/he is unable to reach the designated staff contact person(s) identified in the IFB or wishes to raise concerns about the competitive solicitation.

Additionally, the firms and subcontractor(s) responding to this IFB are prohibited from providing any gifts, meals, transportation, materials or supplies or any items of value or donations to or on behalf of any SFMTA staff member from the date the IFB is issued to the date when the Purchase Order award is approved by the SFMTA Board of Directors and if required, by the San Francisco Board of Supervisors.

All lobbyists or any agents representing the interests of a Bidder (including prime contractors and subcontractor(s)) are also subject to these prohibitions.

A Bidder must submit with its Bid an executed Attestation of Compliance (see Attachment F) certifying compliance with these requirements. The Attestation of Compliance must be signed by all firms and subcontractor(s) named in the Bid. A Bid that does not include the executed Attestation of Compliance as required by this section will be deemed non-responsive and will not be evaluated. Any Bidder who violates the prohibitions of this section, directly or through an agent, lobbyist or subcontractor, will be disqualified from the selection process.

11.6 Bid Selection Shall Not Imply Acceptance

The acceptance and/or selection of any Bid(s) shall not imply acceptance by the SFMTA of all terms of the Bid(s), which may be subject to further approvals before the SFMTA 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 SFMTA has selected or is considering a potential Bidder. The reports will be evaluated by the soliciting Department and the SFMTA’s Department of Technology to identify existing or potential cyber risks to SFMTA. Should such risks be identified, SFMTA may afford a potential Bidder an opportunity to cure such risk within a period of time deemed reasonable to SFMTA. Such remediation and continuing compliance shall be subject to SFMTA’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 SFMTA, 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 SFMTA 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 SFMTA 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) working days of the SFMTA’s issuance of a Notice of Non-

Responsiveness, a Bidder may submit a written Notice of Protest. The Notice of Protest must include a written statement specifying in detail every one of the grounds asserted for the protest.

The protest must be signed by an individual authorized to represent the Bidder, and must cite the law, rule, local ordinance, procedure, or IFB provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the SFMTA to determine the validity of the protest. Nothing in this procedure precludes the SFMTA from continuing to intend to award a contract pending the resolution of any Protest.

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11.10.2 Protest of Non-Responsible Determination

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

Nothing in this procedure precludes the SFMTA from continuing to intend to award a contract pending the resolution of any Protest.

11.10.3 Protest of Contract Award

Within three (3) working days of the SFMTA’s issuance of a Notice of Intent to Award, a

Bidder may submit a written Notice of Protest. The Notice of Protest must include a written statement specifying in detail 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 IFB provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the SFMTA to determine the validity of the protest. Nothing in this procedure precludes the SFMTA from continuing to intend to award a Contract pending the resolution of any Protest.

11.10.4 Delivery of Protests

Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest must be written. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. A Notice of Protest must be delivered by mail or email to the Contract Manager identified below with a copy sent to the SFMTA contact person identified in the SFMTA Proposal Documents:

Ashish Patel Manager Contracts and Procurement San Francisco Municipal Transportation Agency One South Van Ness Avenue, 6th Floor San Francisco, CA 94103 Ashish.Patel@sfmta.com

A Notice of Protest shall be transmitted by a means that will objectively establish the date the SFMTA 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

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11.13 Bid Errors and Omissions

Failure by the SFMTA 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 SFMTA 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 SFMTA and may be used by the SFMTA 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 SFMTA official, Bidders are hereby advised:

1. Submission of a Bid in response to this Solicitation may subject the…