Shared_Customer_Portal_Enhancements_RFP-Addendum_4.pdf

CDT STP REQUEST FOR PROPOSAL

Request For Proposal (RFP)

RFP 3213

FOR

Shared Customer Portal Maintenance and Operations and Enhancements RFP

ADDENDUM 43

March 2720, 2024

Issued by:

STATE OF CALIFORNIA

Employment Development Department , 722 Capitol Mall, MIC 62-C, Sacramento, CA 95814

Part 1 of the solicitation contains the Bidder and bidding instructions, proposal form instructions, solution requirements and instructions, and all other instructional/compliance information that the Bidder must meet in order to be considered responsive and responsible to the solicitation.

Part 2 of the solicitation contains all forms a Bidder must complete and return with its Final Proposal, including the SOW, administrative forms, qualification forms, requirement responses, and all exhibits/ attachments discussed in Part 1.

Disclaimer: The original version and any subsequent solicitation addenda released by the Procurement Officer of this solicitation remain the official version. In the event of any inconsistency between the Bidder’s versions, articles, attachments, specifications or provisions (which constitute the Contract), the official State version of the solicitation in its entirety shall take precedence.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. BACKGROUND

1.3. TERM OF CONTRACT

1.4. CURRENT AND PROPOSED ENVIRONMENT

1.4.1. CURRENT ENVIRONMENT

1.4.2. PROPOSED ENVIRONMENT

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

2. BIDDING INSTRUCTIONS

2.1. BIDDER ADMONISHMENT

2.2. COMMUNICATIONS AND CONTACTS

2.2.1. PROCUREMENT OFFICER

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

2.2.3. INTENT TO BID

2.2.4. BIDDERS' CONFERENCE

2.3. KEY ACTION DATES

2.4. RULES GOVERNING COMPETITION

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

2.4.2. SOLICITATION DOCUMENTS

2.4.3. EXAMINATION OF THE WORK

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

2.4.5. CONFIDENTIALITY

2.4.6. ADDENDA

2.4.7. COST FOR DEVELOPING PROPOSAL

2.4.8. SIGNATURE OF PROPOSAL

2.4.9. IRREVOCABLE OFFER

2.4.10. FALSE OR MISLEADING STATEMENTS

2.4.11. BONDS

2.4.12. DISCOUNTS

2.5. BIDDING STEPS

2.5.1. FINAL PHASE

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF

PROPOSALS

2.5.3. DISPOSITION OF PROPOSALS

2.6. PROTESTS

3. ADMINISTRATIVE REQUIREMENTS

3.1. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

3.2. ELECTRONIC VENDOR APPLICATION OF QUALIFICATION (EVAQ)

3.2.1. INCORPORATION OF EVAQ REQUIREMENTS

3.3. ABILITY TO PERFORM

3.4. PRIMARY BIDDER

3.5. SUBCONTRACTORS

3.5.1. BIDDER DECLARATION FORM (M)

3.6. AMENDMENT

3.7. FINANCIAL RESPONSIBILITY INFORMATION

3.8. GENERAL PROVISIONS AND SPECIAL PROVISIONS

3.8.1. GENERAL PROVISIONS INFORMATION TECHNOLOGY CLOUD

COMPUTING SOFTWARE AS A SERVICE (SAAS)

3.8.1.1. CLOUD COMPUTING SPECIAL PROVISIONS FOR SOFTWARE

AS A SERVICE (SAAS)

3.9. INSURANCE COVERAGE

3.10. COVER LETTER (M)

3.11. STATEMENT OF WORK

3.12. CONFIDENTIALITY STATEMENT (M)

3.13. SOCIOECONOMIC PROGRAMS

3.13.1. BIDDER'S PREFERENCE AND INCENTIVE DECLARATION (M)

3.13.2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

3.13.2.1. DVBE PARTICIPATION REQUIREMENT (M)

3.13.2.2. DVBE INCENTIVE

3.13.3. SMALL BUSINESS PREFERENCE (O)

3.13.4. NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE (O) .. 30

3.13.5. COMMERCIALLY USEFUL FUNCTION (M)

3.13.6. TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (O)

3.14. INFORMATION SYSTEM SECURITY REQUIREMENTS

3.15. CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR

CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS AND

DISCLOSURE OF LOBBYING ACTIVITIES

3.16. INDEMNITY AGREEMENT

4. PROPOSAL REQUIREMENTS

4.1. QUALIFICATION REQUIREMENTS

4.1.1. BIDDER QUALIFICATIONS (M & DS)

4.1.2. BIDDER REFERENCES (M)

4.1.3. STAFF QUALIFICATIONS (M, MS, & DS)

4.1.4. STAFF REFERENCES (M)

4.2. SOLUTION REQUIREMENTS

4.2.1. FUNCTIONAL AND NON FUNCTIONAL REQUIREMENTS (M & D) .. 35

4.2.2. NARRATIVE RESPONSE REQUIREMENT (MS)

4.3. ORAL INTERVIEWS (MS), IF APPLICABLE

5. COST REQUIREMENTS

5.1. COST WORKBOOK (MS)

5.2. COST WORKBOOK INSTRUCTIONS

6. PROPOSAL/BID FORMAT AND SUBMISSION REQUIREMENTS

6.1. PREPARATION

6.2. COMPLETION OF PROPOSALS

6.3. DELIVERY OF SUBMITTALS

6.4. FORMATTING

6.5. FINAL PROPOSAL AND CONTENT

6.5.1. VOLUME 1: RESPONSE TO ADMINISTRATIVE REQUIREMENTS ... 39

6.5.2. VOLUME 2: RESPONSE TO PROPOSAL REQUIREMENTS

6.5.3. VOLUME 3: RESPONSE TO COST REQUIREMENTS

7. EVALUATION

7.1. EVALUATION TEAM

7.2. EVALUATION STEPS

7.2.1. EVALUATION OF REQUIRED INFORMATION AND REQUIREMENTS

7.2.2. VALIDATION AGAINST REQUIREMENTS

7.3. FINAL PROPOSAL EVALUATION

7.3.1. RECEIPT AND PRELIMINARY REVIEW

7.3.2. EVALUATION QUESTIONS

7.3.3. ERRORS IN THE FINAL PROPOSAL

7.3.4. REJECTION OF PROPOSALS

7.3.5. ADMINISTRATIVE REQUIREMENTS EVALUATION

7.3.6. PROPOSAL REQUIREMENTS EVALUATION

7.3.6.1. QUALIFICATION REQUIREMENTS EVALUATION

7.3.6.1.1. BIDDER QUALIFICATIONS EVALUATION

7.3.6.1.2. BIDDER REFERENCES EVALUATION

7.3.6.1.3. KEY STAFF QUALIFICATIONS EVALUATION

7.3.6.1.4. KEY STAFF REFERENCES EVALUATION

7.3.6.1.5. BIDDER AND STAFF REFERENCE CHECKS

7.3.6.2. SOLUTION REQUIREMENTS EVALUATION

7.3.6.2.1. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EVALUATION

7.3.6.2.2. NARRATIVE RESPONSE REQUIREMENTS EVALUATION . 54

7.3.7. CALCULATE BIDDER PROPOSAL NON-COST SCORE

7.3.8. INTERVIEWS

7.3.9. COST REQUIREMENTS EVALUATION

7.3.10. SOCIOECONOMIC PROGRAMS EVALUATION

7.3.10.1. SMALL BUSINESS PREFERENCE

7.3.10.2. DVBE INCENTIVE EVALUATION

7.3.10.3. TACPA PREFERENCE

7.3.11. BIDDER FINAL SCORE CALCULATION AND RANK

DETERMINATION

7.3.12. SUBMISSION OF AMENDED FINAL PROPOSAL(S)

7.4. NEGOTIATIONS

7.4.1. PROCEEDING TO NEGOTIATIONS

7.4.2. NEGOTIATIONS

7.4.3. NEGOTIATION INVITATION

7.4.4. BEST AND FINAL OFFER SUBMISSION (BAFO)

7.4.5. EVALUATION OF BAFO SUBMISSION

7.5. SELECTION OF AWARDEE

7.6. DEBRIEFING

Part 2

ATTACHMENTS

ATTACHMENT : PART 2 - SOLICITATION FORMS

ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL

ATTACHMENT 2: INTENT TO BID

ATTACHMENT 3: CONFIDENTIALITY STATEMENT

ATTACHMENT 4: RESPONSE TO ADMINISTRATIVE REQUIREMENTS

ATTACHMENT 5: COVER LETTER

ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105

ATTACHMENT 7: BIDDING PREFERENCES AND INCENTIVES

ATTACHMENT 8: DVBE DECLARATIONS

ATTACHMENT 9: COMMERCIALLY USEFUL FUNCTION (CUF)

CERTIFICATION

ATTACHMENT 10: BIDDER QUALIFICATIONS FORM - INSTRUCTIONS ... 83

ATTACHMENT 11: BIDDER QUALIFICATIONS FORM

ATTACHMENT 12: BIDDER REFERENCE FORM

ATTACHMENT 13: KEY STAFF QUALIFICATIONS FORM –

INSTRUCTIONS

ATTACHMENT 13.1: ENGAGEMENT MANAGER - QUALIFICATIONS

FORM

ATTACHMENT 13.2: ENGAGEMENT MANAGER - REFERENCE FORM ... 100

ATTACHMENT 13.3: PROJECT MANAGER - QUALIFICATIONS FORM

ATTACHMENT 13.4: PROJECT MANAGER - REFERENCE FORM

ATTACHMENT 13.5: BUSINESS SOLUTION ANALYST - QUALIFICATIONS

FORM

ATTACHMENT 13.6: BUSINESS SOLUTION ANALYST - REFERENCE

FORM

ATTACHMENT 13.7: TECHNICAL ARCHITECT - QUALIFICATIONS

FORM

ATTACHMENT 13.8: TECHNICAL ARCHITECT - REFERENCE FORM

ATTACHMENT 13.9: TECHNICAL LEAD - QUALIFICATIONS FORM

ATTACHMENT 13.10: TECHNICAL LEAD - REFERENCE FORM

ATTACHMENT 14: NARRATIVE RESPONSE

ATTACHMENT 15: STATEMENT OF WORK

ATTACHMENT 16: CERTIFICATION REGARDING LOBBYING

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND

COOPERATIVE AGREEMENTS

ATTACHMENT 17: DISCLOSURE OF LOBBYING ACTIVITIES

EXHIBITS

EXHIBIT A: STATEMENT OF WORK (PLACEHOLDER)

EXHIBIT B: FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS

EXHIBIT C: COST WORKBOOK

EXHIBIT D: DELIVERABLE ACCEPTANCE DOCUMENT

EXHIBIT E: DELIVERABLE EXPECTATION DOCUMENT

EXHIBIT F: SPECIAL TERMS AND CONDITIONS

EXHIBIT G: PROTECTION OF CONFIDENTIALITY

EXHIBIT H: SAFEGUARDING CONTRACT LANGUAGE ADMINISTRATIVE

REQUIREMENTS

EXHIBIT I: ADD, DELETE, OR SUBSTITUTE STAFF REQUEST FORM

EXHIBIT J: SECURITY AND DATA PROTECTION

EXHIBIT K: SAFEGUARDING CONTRACT LANGUAGE FOR TECHNOLOGY

SERVICES

EXHIBIT L: VENDOR/CONTRACTOR CONFIDENTIALITY AGREEMENT .. 235

EXHIBIT M: WORK AUTHORIZATION PROCESS/FORM

EXHIBIT N: WORK AUTHORIZATION ACCEPTANCE FORM

EXHIBIT O: INDEMNITY STATEMENT

RFP

PART 1 – BIDDER INSTRUCTIONS

State of California Employment Development Department

RFP 3213

Addendum 4

March 27, 2024

1. INTRODUCTION

On behalf of Employment Development Department, this solicitation is being conducted under the authority of California Department of Technology (CDT) pursuant to Public Contract Code (PCC) §6611 et seq.

This solicitation also addresses the requirements that Bidders must meet to be eligible for consideration, as well as addressing Bidders’ responsibilities before and after award.

The following terms are used interchangeably throughout this solicitation document: (1) "contract" and "agreement", (2) "response" and proposal".

1.1. PURPOSE

The purpose of this Request For Proposal (hereafter referred to as “solicitation”) is to obtain proposals from qualified Bidders to provide the Employment Development Department and the State of California (hereafter referred to as “State”) with Maintenance and Operations (M&O) and System Enhancements.

The Contract Award, if made, will be to the single Bidder in accordance with the methodology defined in

SECTION 7. EVALUATION.

1.2. BACKGROUND

The Employment Development Department (hereinafter referred to as “State” or "EDD") provides a variety of services to businesses, workers, and job seekers. The EDD administers benefit programs, including Unemployment Insurance (UI), Disability Insurance (DI), and Paid Family Leave (PFL) programs that provide financial stability to workers and their communities. The EDD also provides critical employment service programs to Californians, collects the State's labor market information and employment data, and serves as one of the nation's largest tax agencies through the collection of payroll taxes.

The EDD’s mission is to enhance California’s prosperity and economic growth by delivering valuable and innovative services to meet the changing needs of employers, personnel, and those seeking employment. The Information Technology Branch (ITB) supports this mission by engineering and maintaining IT services to support employers, employees, and job seekers in the State of California.

The EDD recently replaced the legacy online customer login portal, Benefit Programs Online (BPO) with a new portal rebranded as “myEDD.” BPO was a custom-built, legacy application hosted with Oracle Identity Management for authentication. The system was hosted on premises. With a focus on modernization and "Cloud First" approach, the decision was made to leverage existing Salesforce

State of California Employment Development Department

RFP 3213

Addendum 4 licensing to build the new myEDD Portal on the Salesforce Cloud platform, with Okta to authenticate users.

The EDD has identified the need for professional services to assist the EDD Shared Customer Portal (SCP) Enhancements project (referred to as "SCP Enhancements") with Maintenance & Operations for the existing Portal and Enhancements.

The SCP Enhancements simplifies and streamlines the myEDD Portal (referred to as "Portal") so that it will be more user-friendly and accessible, which will make it easier for customers to access content in different languages and dynamically sort questions to guide them to the appropriate EDD online services. As the registered portal users benefit from these changes, EDD's program integrity will also be enhanced. The SCP Enhancements will benefit both the EDD customers and operations.

The State has conducted the initial discovery and system reviews to determine the scope and feature requirements for the SCP Enhancements.

These enhancements require the Contractor to work with EDD leadership, EDD business stakeholders, EDD technical staff, and additional external systems integrators. The Contractor will provide consulting services on the Portal that include technical analysis and design, system integration, and system development that provide the following three (3) Epics:

1. Enhanced User Administration: Enhance user administration functions for the EDD staff to more effectively provide customer support.

2. Claim Intake Navigator: Implement an intuitive claims intake navigator which will prompt customers with dynamic sorting questions to guide them to specific EDD services.

3. Enhanced Data Analytics and Reporting Capabilities: Enable EDD staff to provide enhanced customer service Portal reporting by implementing Portal usage analytics, data aggregation and reporting, and expanding analytics capabilities to include the current Portal platform analytic system.

1.3. TERM OF CONTRACT

See Section 2. Term of the Contract of ATTACHMENT 15: STATEMENT OF WORK for the contract term for Shared Customer Portal Enhancements.

1.4. CURRENT AND PROPOSED ENVIRONMENT

1.4.1. CURRENT ENVIRONMENT

The Portal utilizes the Salesforce platform to manage customers’ online accounts, including functions such as user registration, login, password reset, and multi-factor authentication. The Portal is

State of California Employment Development Department

RFP 3213

Addendum 4 available to customers in English and Spanish and integrates with a number of different EDD legacy systems and web services. "Legacy System" refers to the .NET and Java solutions built by the EDD that integrate with the Portal. The Portal also integrates with Akamai web security service, Red Hat API Management service, and Okta Identity Management service.

1.4.2. PROPOSED ENVIRONMENT

This section is intended to present an overview of the existing system and as such, will not specify any detailed technical requirements. The requirements supporting this overview are included in +SECTION 4. PROPOSAL REQUIREMENTS. A more detailed description of the existing environment and overall project requirements are included in ATTACHMENT 15: STATEMENT OF

WORK.

1.5. AMERICANS WITH DISABILITIES ACT (ADA)

To comply with the nondiscrimination requirements of ADA, it is the policy of the State of California to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing a reasonable accommodation to participate in the procurement process or for persons having questions regarding reasonable accommodations of the procurement process, you may contact the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER. You may also contact the State of California at the numbers listed below.

Important: To ensure that we can meet your need, it is best that we receive your request for reasonable accommodations at least 10 working days before the scheduled event, e.g., meeting, conference, workshop, etc., or deadline due-date for procurement documents.

TTY/VCO/HCO to Voice

English

Spanish

1-800-735-2929

1-800-855-3000

Voice to TTY/VCO/HCO

English

Spanish

1-800-735-2922

1-800-855-3000

From or to Speech-to- Speech

English & Spanish 1-800-854-7784

2. BIDDING INSTRUCTIONS

State of California Employment Development Department

RFP 3213

Addendum 4

2.1. BIDDER ADMONISHMENT

This procurement will follow a phased approach designed to increase the likelihood of a successful Final Proposal and Bidder eligibility for an invitation to negotiation.

The Bidder should refer to SECTION 2.5. BIDDING STEPS to understand the phases applicable to this solicitation and SECTION 7.3. FINAL PROPOSAL EVALUATIONto understand the evaluation process of each phase. It is the Bidder’s responsibility to:

1. Carefully read the entire solicitation.

2. Submit questions in a timely manner.

3. Submit all required responses by the required dates and times.

4. Abide by all procedures and requirements of the solicitation.

5. Do not include conditional statements, assumptions, or exception language with Proposals.

6. Carefully review the solicitation requirements prior to submission of a Proposal to ensure nothing has been overlooked.

2.2. COMMUNICATIONS AND CONTACTS

The State uses an online procurement system known as Cal eProcure to communicate with prospective Bidders and suppliers. Information and ongoing communications for this solicitation will be posted by the State on the Cal eProcure website, www.caleprocure.ca.gov.

Oral communications by Agency/state entity officers and employees concerning this solicitation shall not be binding on the State and shall in no way excuse the Bidder of any obligations set forth in this solicitation.

2.2.1. PROCUREMENT OFFICER

The Procurement Officer is the State’s designated authorized representative regarding this procurement and is the sole point of contact.

Bidders are directed to communicate all correspondence regarding this procurement to the Procurement Officer at the contact information below.

PROCUREMENT OFFICER

Department Name:

California Department of Technology, Statewide Technology Procurement (STP)

Procurement Officer: Theresa Jones

State of California Employment Development Department

RFP 3213

Addendum 4

March 27, 2024 http://www.caleprocure.com/

PROCUREMENT OFFICER

Email: theresa.jones@state.ca.gov

Phone: 916-618-3317

Secondary Procurement Officer:

Katie DeAngelis

Email: katie.deangelis@state.ca.gov

Phone: 916-281-4062

2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT

Bidders requiring clarification of the intent, terms and conditions, content of this solicitation, or on procedural matters regarding the competitive bid process may request clarification by submitting questions using ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL in an email (using the solicitation identification information from the solicitation title page) to the Procurement Officer listed in SECTION 2.2.1. PROCUREMENT OFFICER.

To ensure a response, questions must be received in writing by the scheduled date(s) specified in SECTION 2.3. KEY ACTION DATES. Question and answer sets will be posted to Cal eProcure and will not identify the submitters. At the sole discretion of the State, questions may be paraphrased by the State for clarity.

If the Bidder believes that one or more of the solicitation requirements is onerous, unfair, or imposes unnecessary constraints on the Bidder proposing a less costly or an alternate solution, the Bidder may request a change to the solicitation by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change using ATTACHMENT 1: TEMPLATE FOR QUESTION SUBMITTAL . Such request must be submitted to the Procurement Officer by the date specified in SECTION 2.3. KEY ACTION DATES.

Only questions and request for changes submitted in writing and answered in writing by the Procurement Officer shall be binding and official.

Written questions and request for changes must be submitted by email to the Procurement Officer identified in SECTION 2.2.1. PROCUREMENT OFFICER, using ATTACHMENT 1: TEMPLATE FOR

QUESTION SUBMITTAL.

State of California Employment Development Department

RFP 3213

Addendum 4

If a Bidder who desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of its proposal and disclosure exposes its proposal to other Bidders, the question may be submitted using the same criteria above with the notation, “CONFIDENTIAL.” The Bidder must explain why the question is sensitive in nature. If the State concurs that the disclosure of the question or answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be confidentially maintained. If the State does not concur with the proprietary aspect of the question, the question and answer will not be confidentially maintained and the Bidder will be so notified.

2.2.3. INTENT TO BID

Bidders that want to participate in the solicitation must submit a completed ATTACHMENT 2:

INTENT TO BID by the date specified in SECTION 2.3. KEY ACTION DATES.

A Bidder must notify the Procurement Officer whenever its intent to bid changes or whenever there is a change in the Bidder’s designated contact information.

2.2.4. BIDDERS' CONFERENCE

A Bidder’s Conference will be held virtually, during which Bidders will be afforded the opportunity to meet with State personnel and discuss the content of the solicitation and the procurement process.

Bidders are encouraged to attend the Bidder’s Conference. The time and date of such conference are specified in SECTION 2.3. KEY ACTION DATES. Bidders interested in attending must email the Procurement Officer listed in SECTION 2.2.1. PROCUREMENT OFFICER with the names and email addresses of those who will be attending. Those individuals will be sent a the virtual meeting information.

Written questions, as noted in SECTION 2.2.2. QUESTIONS REGARDING THE SOLICITATION DOCUMENT received prior to the cutoff date for submission, may be answered at the conference without divulging the source of the query.

If questions are asked at or before the conference, Bidders will be asked to submit the question(s) in writing to the Procurement Officer. Answers to these questions will be published in a question and answer set. Oral responses shall not be binding on the State. A transcript of the Bidder’s Conference will not be created.

2.3. KEY ACTION DATES

The Key Action Dates table below provides the key action dates and times by which actions must be taken or completed. If the State finds it necessary to change these dates or times, it will be accomplished via an addendum to this solicitation with the exception of dates listed after the Bidder’s

State of California Employment Development Department

RFP 3213

Addendum 4 submission of Final Proposal. Dates listed after the Bidder’s submission of Final Proposal are estimated and may be adjusted without addendum to this solicitation. All times listed are for Pacific Time. Unless otherwise specified, all times are 5:00 PM Pacific Time.

KEY ACTION DATES

ITEM ACTION DATE AND TIME

1. Release of Solicitation January 11, 2024

2.

Last day to submit questions using ATTACHMENT 1:

TEMPLATE FOR QUESTION SUBMITTAL for clarification of Solicitation for Bidder's Conference

January 26, 2024

3. Bidder's Conference February 9, 2024 @ 9:00 AM

4. Last day to submit questions using ATTACHMENT 1:

TEMPLATE FOR QUESTION SUBMITTAL

March 7, 2024

5. Last day to submit SECTION 2.2.3. INTENT TO BID March 25, 2024

6. Last day to request proposal upload instructions March 25, 2024

7. Last day to submit Final Proposal April 129, 2024, by 12 PM

8. Evaluation of Final Proposals TBD

9. Conduct Interviews TBD

10. Confidential Negotiations with Bidder(s) TBD

11. Best and Final Offer (BAFO) Submission TBD

12. Notification of Award and Contract Execution September 410, 2024

2.4. RULES GOVERNING COMPETITION

This solicitation, the evaluation of responses, and the award of any resultant Contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of IT goods and services by public bodies in the State of California.

State of California Employment Development Department

RFP 3213

Addendum 4

2.4.1. IDENTIFICATION AND CLASSIFICATION OF SOLICITATION

REQUIREMENTS

The State has established certain requirements with respect to proposals to be submitted by prospective Contractors. The use of “shall,” “must,” or “will” (except to indicate simple futurity) in the solicitation indicates a requirement or condition which is mandatory. The words “should” or “may” in the solicitation indicate desirable attributes or conditions, but are non-mandatory in nature.

A deviation of any non-negotiable requirement identified in SECTION 7.4.2. NEGOTIATIONS, will disqualify a Bidder from further participating in Negotiations and Contract Award.

A deviation of any other requirement must be resolved to the State's satisfaction during evaluation or negotiations, as requested by the State, and corrected in the Bidder's Best and Final Offer (BAFO).

2.4.2. SOLICITATION DOCUMENTS

This solicitation document includes, in addition to an explanation of the State’s requirements which must be met, instructions which prescribe the format and content of proposals to be submitted and the model of the Contract to be executed between the State and the successful Bidder.

If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document, the Bidder shall immediately notify the Procurement Officer identified in SECTION 2.2.1.

PROCUREMENT OFFICER, of such error in writing and request clarification or modification of the document.

If the solicitation document contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the Contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

Modifications will be made by addenda issued pursuant to SECTION 2.4.6. ADDENDA.

2.4.3. EXAMINATION OF THE WORK

The Bidder should carefully examine the entire solicitation document and any addenda thereto, and all related materials and data referenced in the solicitation document or otherwise available to the Bidder, and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work.

2.4.4. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of

State of California Employment Development Department

RFP 3213

Addendum 4 information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (stages 2, 3, or 4), while in effect, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the project approval lifecycle documents (stages 2, 3, or 4). Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products if that consultant would directly and/or materially benefit from State adoption of such recommendations.

A consultant shall not be eligible to serve as the Prime Contractor or subcontractor pursuant to this solicitation if the Contractor/subcontractor is currently working on the solicitation in an Independent Verification and Validation (IV & V) role.

2.4.5. CONFIDENTIALITY

Bidder material becomes public only after the Notification of Award is released. If material marked “confidential,” “proprietary,” or “trade secret” is requested pursuant to the Public Records Act, the State will make an independent assessment whether it is exempt from disclosure. If the State disagrees with the Bidder, the State will notify the Bidder and give them a reasonable opportunity to justify their position or obtain a court order protecting the material from disclosure.

The Bidder should be aware that marking a document “confidential” or “proprietary” in a Final Proposal may exclude it from consideration for award and will not keep that document from being released after notice of award as part of the public record, unless a court has ordered the State not to release the document.

The content of all working papers and discussions relating to the Bidder’s proposal shall be held in confidence indefinitely, unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or the evaluation of the proposal.

Any disclosure of confidential information by the Bidder is a basis for rejecting the Bidder’s proposal and ruling the Bidder ineligible to further participate. Any disclosure of confidential information by a State employee is a basis for disciplinary action, including dismissal from State employment, as provided by Government Code §19570 et seq. Total confidentiality is paramount; it cannot be over emphasized.

2.4.6. ADDENDA

The State may modify the solicitation at any time prior to submission of Final Proposal by issuing an addendum. Addenda will be numbered consecutively and released to all Bidders via Cal eProcure.

If a Bidder determines that an addendum unnecessarily restricts its ability to bid, the Bidder is

State of California Employment Development Department

RFP 3213

Addendum 4 allowed five (5) business days to submit written questions regarding the addendum according to the instructions contained in SECTION 2.2.2. QUESTIONS REGARDING THE SOLICITATION

DOCUMENT .

2.4.7. COST FOR DEVELOPING PROPOSAL

Costs for developing proposals are the responsibility entirely of the Bidder and shall not be chargeable to the State.

2.4.8. SIGNATURE OF PROPOSAL

A cover letter shall be considered an integral part of the Final Proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned Final Proposal may be rejected.

The draft proposal, if applicable, must also contain the cover letter, including the title of the person who will sign, but need not contain the signature.

2.4.9. IRREVOCABLE OFFER

Bidder's response to this solicitation shall constitute a firm offer, which shall remain irrevocable for not less than 120 calendar days following the Contract Award date specified in SECTION 2.3. KEY ACTION DATES. In the event of a delay in Contract Award, a Bidder may extend the expiration date of its firm offer an additional 30 calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Bidder, in order to accommodate processing time for required approvals and other solicitation related reviews.

2.4.10. FALSE OR MISLEADING STATEMENTS

Proposals that contain false or misleading statements, or provide references that do not support an attribute or condition claimed by the Bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this solicitation document, it will be the basis for rejection of the Bidder’s proposal.

2.4.11. BONDS

The State reserves the right to require a performance bond or other security document as specified in the solicitation from the Bidder in an amount not to exceed the amount of the Contract. In the event

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2.4.12. DISCOUNTS

In connection with any discount offered, except when a provision is made for a testing period preceding acceptance by the State, time will be computed from the date of delivery of the supplies or equipment as specified, or from date correct invoices are received in the office specified by the State if the latter date is later than the date of delivery. When a provision is made for a testing period preceding acceptance by the State, the date of delivery shall mean the date the supplies or equipment are accepted by the State during the specified testing period. Payment is deemed made, for the purpose of earning the discount, on the date of mailing the State warrant or check.

Cash discounts offered by Bidders for the prompt payment of invoices will not be considered in evaluating proposals for award purposes; however, all offered discounts will be taken if the payment is made within the discount period, even though not considered in the evaluation of proposals.

2.5. BIDDING STEPS

The following instructions provide the steps to submit a response to this solicitation by interested Bidders. Details surrounding Proposals are described further in +SECTION 4. PROPOSAL

REQUIREMENTS.

The Bidder is expected to follow the format requirements and utilize all forms included in this solicitation necessary for its response. This solicitation also addresses the Bidder responsibilities and requirements it must meet to be eligible for consideration. If the Bidder fails to follow the provided instructions, the Bidder may be disqualified from the solicitation process.

Refer to SECTION 2.3. KEY ACTION DATES to determine which phases and mandatory steps are included in this solicitation. SECTION 2.3. KEY ACTION DATES lists milestones, mandatory steps, and due dates for deliverables in this solicitation. Prior to submitting a response, Bidders must register and submit an Intent to Bid as detailed in SECTION 2.2.3. INTENT TO BID and a Confidentiality Statement as detailed in SECTION 2.4.5. CONFIDENTIALITY. Bidders must also submit a pre-qualified Electronic Vendor Application of Qualifications (eVAQ) as detailed in SECTION 3.2. ELECTRONIC

VENDOR APPLICATION OF QUALIFICATION (EVAQ).

2.5.1. FINAL PHASE

The final phase consists of a Final Proposal (Mandatory) and, if requested by the State, a Best and Final Offer (BAFO).

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The purpose of the final phase is to obtain proposals that are responsive in every respect. The Final Proposal is a mandatory step for all Bidders.

The Final Proposal must be complete, and include all cost information, required signatures, contract changes issued by the State via an addendum and corrections made to those defects noted by the State in its review of the draft proposal, if any. Bidders that submitted Final Proposals meeting the criteria identified in SECTION 7.4.2. NEGOTIATIONS, will be eligible to receive an invitation to negotiate with the State.

The State, at its sole discretion, may request a BAFO from those Bidders that participated in the Negotiation Process as identified in SECTION 7.4. NEGOTIATIONS.

2.5.2. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS

A Bidder may withdraw its Final Proposal at any time prior to the Final Proposal submission date and time specified in SECTION 2.3. KEY ACTION DATES, by submitting a written notification of withdrawal signed by an authorized representative of the Bidder in accordance with SECTION 2.4.8.

SIGNATURE OF PROPOSAL. The Bidder may thereafter submit a new or modified proposal prior to the respective proposal submission date and time specified in SECTION 2.3. KEY ACTION DATES.

Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, Final Proposals cannot be changed or withdrawn after the deadline date and time designated for receipt, except as provided in the solicitation.

2.5.3. DISPOSITION OF PROPOSALS

All materials submitted in response to this solicitation will become the property of the State of California. The Final Proposal shall be retained for official files and will become a public record after the Notification of Award. However, documents the State considers as confidential information (such as confidential financial information submitted to show Bidder responsibility) will be confidentially destroyed.

2.6. PROTESTS

This solicitation is being conducted under PCC §6611 et seq; protests are not applicable to this solicitation.

3. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory and optional administrative requirements that must be met in order to be considered responsive to this solicitation. Additional administrative requirements for this solicitation are being processed through the electronic Vendor Application of Qualifications (eVAQ). Please refer to

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SECTION 3.2. ELECTRONIC VENDOR APPLICATION OF QUALIFICATION (EVAQ) for more information.

Unless designated otherwise, all of the requirements in this section are mandatory. The documents that must be submitted with the Bidder’s Final Proposal are noted as (M) in this section.

The administrative requirements listed in this section are denoted as follows:

1. (M) – All sections labeled as “M” are mandatory and must be responded to in order to be considered responsive and responsible to these requirements. The responses will be evaluated in accordance with SECTION 7. EVALUATION.

2. (O) – All sections labeled as “O” are optional and not required to be offered by the Bidder in order to be compliant to the solicitation requirements. A Bidder may choose whether to meet administrative requirements labeled as (O) such as those relating to preference points. However, if a Bidder offers any of these (O) requirements, the Bidder must meet the minimum requirements as stated in the section. The State will review responses to optional requirements and apply points, if applicable, in accordance with SECTION 7. EVALUATION.

3.1. ADMINISTRATIVE REQUIREMENTS DOCUMENT (M)

The Bidder must complete and submit ATTACHMENT 4: RESPONSE TO ADMINISTRATIVE REQUIREMENTS with their Final Proposal. The Bidder must indicate its willingness and ability to satisfy these requirements by marking “Yes” on the “Bidder Agrees Yes/No” column. Answering “No” to any of the mandatory administrative requirements or failure to submit the required documents with its Final Proposal may deem the Bidder non-responsive and may be the basis for rejection of the Bidder's proposal.

If a Bidder fails to submit documents to meet the optional requirements, the Bidder will be deemed to have not met the optional requirement and no points will be awarded.

3.2. ELECTRONIC VENDOR APPLICATION OF QUALIFICATION (EVAQ)

The State’s eVAQ is an external process to this solicitation. The intent of the pre-qualification is to process as much of the administrative requirements required to do business in the State of California in advance to streamline the solicitation process. Bidders will be required to have an STP-approved application on file prior to the Key Action Date for the Last day to submit Final Proposal (refer to

SECTION 2.3. KEY ACTION DATES).

The application can be accessed at STP VENDOR MAIN - Vendor Portal (eVAQ public facing site). If the Bidder's firm is new to the eVAQ process, account registration is necessary and is free of charge.

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It is the responsibility of the Bidder to ensure their STP-approved eVAQ includes all appropriate requirements and provisions for this solicitation.

All questions related to the eVAQ should be addressed to the Procurement Officer.

3.2.1. INCORPORATION OF EVAQ REQUIREMENTS

Bidders are advised that the Contract awarded as a result of this solicitation shall automatically incorporate by reference all Requirements as well as Terms and Conditions of the eVAQ. The Bidder’s eVAQ, in its entirety, shall be incorporated into any Contract awarded as a result of this solicitation, and shall remain in effect after eVAQ expiration, and throughout the life of the Contract awarded as a result of this solicitation, including all optional years.

Verification of an STP-approved eVAQ certification shall be submitted to the Procurement Officer stated in SECTION 2.2.1. PROCUREMENT OFFICER and included on ATTACHMENT 5: COVER

LETTER.

3.3. ABILITY TO PERFORM

Prior to award of the Contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under the Contract. This includes, but is not limited to, personnel in the numbers and with the skills required; equipment of appropriate type and in sufficient quantity;

financial resources sufficient to complete performance under the Contract; and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder’s ability to perform under the Contract if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder’s responsibility. If such information is required, the Bidder will be so notified and will be permitted five (5) state business days to submit the information requested in writing. Examples of the type of financial responsibility information requested may include annual reports and current audited balance sheets for the Bidder’s firm.

3.4. PRIMARY BIDDER

An award, if made, will be to a primary Bidder. The awarded primary Bidder will be responsible for successful performance of all subcontractors and support services offered in response to this solicitation. All State policies, guidelines, and requirements that apply to the primary Bidder also apply to subcontractors, as applicable to the products and services they provide and to their role as a subcontractor. Furthermore, the State will consider the primary Bidder to be the sole point of contact regarding contractual matters for the term of the resulting Contract. The Bidder shall not assign financial documents to a third-party without prior written approval by the State, and an amendment to the resulting Contract.

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3.5. SUBCONTRACTORS

It is the Bidder’s responsibility to ensure any subcontractor that the Bidder chooses to use in fulfilling the requirements of this solicitation, and which is expected to receive more than ten percent (10%) of the value of the Contract, also meets all administrative and bid requirements of the solicitation, as applicable to the services provided by the subcontractor.

Nothing contained in the resulting Contract shall create any relationship between the State and any subcontractors, and no subcontract shall relieve the Bidder of its responsibilities and obligations. The Bidder is fully responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by them.

The Contractor shall not change subcontractor(s) and/or DVBE subcontractor(s) if such changes conflict with the work to be performed under this Contract. For DVBE subcontractor changes, the Contractor shall utilize another DVBE subcontractor. The State recognizes that changes to subcontractor(s) may be necessary and in the best interests of the State, however, advance notification of a contemplated change and the reasons for such change must be made to the State no less than seven (7) business days prior to the existing subcontractor’s termination. If this should occur, the Contractor should be aware that the State Contract administrator or designee must approve any changes to the subcontractor(s) prior to the termination of the existing subcontractor(s). This also includes any changes made between submittal of the Final Proposal and actual start of the Contract.

The State will not compensate the Contractor for any of the Contractor’s time or effort to educate or otherwise make the new subcontractor(s) ready to begin work on the contract.

The Bidder’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to pay or to enforce the payment of any money to any subcontractor. Contractor is solely responsible for any payments to or claims made by subcontractors.

3.5.1. BIDDER DECLARATION FORM (M)

The Bidder must complete and submit ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105 , with its Final Proposal. When completing the declaration, the Bidder must identify all subcontractors proposed for participation in the Contract. The Bidder awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/state entity agrees to a substitution and it is incorporated, in writing. If the Bidder is not using subcontractors, the Bidder must still complete ATTACHMENT 6: BIDDER DECLARATION GSPD 05-105 answering the applicable questions on the form, and submit it with its Final Proposal. The form is available at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

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3.6. AMENDMENT

Any Contract executed as a result of this solicitation may be amended consistent with the terms and conditions of the Contract and by mutual consent of both parties, subject to approval by the STP.

3.7. FINANCIAL RESPONSIBILITY INFORMATION

In order to minimize the potential risk of default due to financial issues, the State reserves the right to request additional documentation throughout the life of the awarded Contract.

The State must be assured that the Bidder continues to have the financial resources to sustain its operations during system development and implementation phases including the time required for the State to pay the Contractor after system acceptance.

3.8. GENERAL PROVISIONS AND SPECIAL PROVISIONS

The General Provisions and Special Provisions in this section are applicable to this solicitation and will be incorporated in the Contract awarded as a result of this solicitation. The Bidder is advised that deviations from the State's Terms and Conditions may be the basis for rejection of the Bidder’s proposal.

3.8.1. GENERAL PROVISIONS INFORMATION TECHNOLOGY CLOUD

COMPUTING SOFTWARE AS A SERVICE (SAAS)

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the “General Provisions Information Technology Cloud Computing Software as a Service (DGS PD-401 IT CLOUD COMPUTING SaaS), Revised and Effective 6/21/2022, which can be found at the following URL:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/ Required-Language-for-Solicitations-and-Contracts

3.8.1.1. CLOUD COMPUTING SPECIAL PROVISIONS FOR SOFTWARE AS A

SERVICE (SAAS)

The Contract awarded as a result of this solicitation shall automatically incorporate by reference the Cloud Computing Special Provisions for Software as a Service (SaaS), revised and effective 03/15/2018, which can be found at the following URL: https://www.dgs.ca.gov/PD/Resources/ Page-Content/Procurement-Division-Resources-List-Folder/Required-Language-for-Solicitations-and-Contracts

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3.9. INSURANCE COVERAGE

In accordance to GSPD-401IT revised 06/21/2022, Provision 20, Insurance, the Contractor must furnish insurance certificate(s) evidencing required insurance coverage acceptable to the State, including endorsements showing the State as an “additional insured” if required under the Contract. Any required endorsements requested by the State must be separately provided; merely referring to such coverage on the certificate(s) is insufficient for this purpose. The Contractor is required to meet the Insurance Requirements as stated in ATTACHMENT 15: STATEMENT OF WORK , SECTION 31. Insurance Requirements.

The prime Contractor shall agree to furnish the State satisfactory evidence of insurance within ten (10) calendar days of Contract award.

3.10. COVER LETTER (M)

The Bidder must complete and submit ATTACHMENT 5: COVER LETTER with its Final Proposal.

A cover letter shall be considered an integral part of the Final Proposal and any proposal form requiring signature, must be signed by an individual who is authorized to bind the bidding firm contractually. The signature block must indicate the title or position that the individual holds in the firm. An unsigned Final Proposal may be rejected.

The Bidder shall not add additional language within the Cover Letter. The signature indicated you agree to all the terms and conditions contained within the solicitation. Conditional statements and exception language within the Cover Letter or not accepting the terms and conditions of this solicitation as written by the State, may deem the Bidder non-responsive and may be the basis for rejection of the Bidder’s proposal.

3.11. STATEMENT OF WORK

ATTACHMENT 15: STATEMENT OF WORK identifies and describes the tasks and responsibilities of the Contractor and the responsibilities of the State during the term of the Contract. The Bidder must agree to ATTACHMENT 15: STATEMENT OF WORK in its entirety. No modifications to the State's SOW are acceptable and doing so may deem the Bidder non-responsive and may be the basis for the rejection of the Bidder's proposal.

For purposes of this RFP, the Statement of Work is ATTACHMENT 15: STATEMENT OF WORK. For purposes of the resulting Contract, the Statement of Work will be Exhibit A.

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3.12. CONFIDENTIALITY STATEMENT (M)

The Bidder must agree to the State’s confidentiality requirements by submitting a signed ATTACHMENT 3: CONFIDENTIALITY STATEMENT, for the Bidder’s company, with Final Proposal.

The Bidder engaging in services pertaining to this solicitation, requiring contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The Bidder will also be required, upon Contract award, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

3.13. SOCIOECONOMIC PROGRAMS

Completed Small Business and Disabled Veteran Business Enterprise certification applications and required support documents must be submitted to the Department of General Services Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m.