SWRCB_SBO_26-031-110.pdf

State Water Resources Control Board

SMALL BUSINESS OPTION

Notice to Prospective Small Businesses

August 27, 2026

You are invited to review and respond to this Small Business Option (SBO), entitled Engagement Support for Native American Culture Beneficial Uses Project. In submitting your quote, you must comply with the instructions found herein.

If an award is made as a result of this solicitation, it shall be to lowest responsive/responsible vendor certified by the Department of General Services, Procurement Division Office of Small Business and DVBE Certification (OSDC) as a “certified small business” or “micro business.” This solicitation is administered pursuant to Government Code section 14838.5.

The Small Business Preference or DVBE Program Requirements do not apply to this solicitation.

Inquiries regarding this Small Business Option should be referred to ContractBidsGeneral@waterboards.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to this solicitation.

Thank you for your interest in the Water Board’s service needs.

Sincerely, Julia Broughton Contract Analyst mailto:ContractBidsGeneral@waterboards.ca.gov

Table of Contents

A) Purpose and Description of Services B) Term C) Minimum Qualifications D) Quote Requirements and Information

1. Key Action Dates

2. Bidder Questions

3. Submission of Quote

4. Assessment and Selection

5. Disposition of Quotes

6. Standard Conditions of Service

7. Delinquent Tax Obligations (AB 1424 (Statutes of 2011) Public Contract Code 10295.4)

8. Insurance

9. Americans With Disability Act (ADA)

10. Health and Safety

11. Executive Order N-6-22 – Russian Sanctions

12. Generative Artificial Intelligence (GenAI) Requirements

E) Required Attachments

ATTACHMENT 1

ATTACHMENT 2A

ATTACHMENTS 2B

ATTACHMENTS 2C

ATTACHMENTS 2D

ATTACHMENT 3

ATTACHMENT 4

ATTACHMENT 5

ATTACHMENT 6

ATTACHMENT 7

ATTACHMENT 8

ATTACHMENT 9

ATTACHMENT 10

ATTACHMENT 11

F) Sample Agreement

SBO Number: 26-031-110

A) Purpose and Description of Services

The State Water Resources Control Board (Water Board), and the North Coast Regional Water Quality Control Board (North Coast Water Board), collectively referred to herein as the “Water Boards”, is seeking quote responses from Certified Small Businesses that are able to provide engagement support services as specified in the Scope of Work. The Scope of Work is outlined in Section F) Sample Agreement, Exhibit A.

The Water Boards intends to make a single Agreement award to the most responsive and responsible vendor offering the lowest quote. This SBO is open to all eligible California Certified Small Businesses that meet the qualification requirements.

The maximum amount of the resulting Agreement shall not exceed $100,000.00

B) Term

The anticipated term of this Agreement is approximately two and a half (2.5) years, beginning upon Department of General Services (DGS) approval, with a target start date in Fall of 2026.

The resulting Agreement will be of no force or effect until it is signed by all parties. The Contractor is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered if all approvals cannot be obtained.

C) Minimum Qualifications

Participating Vendors shall satisfy the following mandatory qualifications and experience requirements by the Quote Submission Deadline, indicated in Section D) 1, Key Action Dates.

Failure to satisfy the mandatory requirements shall result in the immediate rejection of Vendor’s response. The following must be submitted along with all other required documents:

1. Resumes for key staff showing a minimum three (3) years of experience working with California Native American Tribes in a coordination and technical support capacity.

2. Resumes for key staff showing a minimum three (3) years of experience working on projects protecting confidential tribal cultural information in a public process.

3. GIS Certification or transcript showing technical capacity to create GIS maps with tribal data upon request.

4. Resumes for key staff listing two (2) to three (3) projects demonstrating success working with tribal governments and communities. For each project, provide a brief project synopsis and description of key staff’s role on each project to prove this MQ is met. Additionally, Vendor must ensure that the references listed in Attachment 6 are associated with these projects.

5. Capacity to independently travel for this project throughout the North Coast Region. Vendor must sign Attachment 2C proving this MQ is met.

6. Financial capital to carry out Task 3 of the Scope of Work while awaiting period payments from the Water Board based on approved invoices. Vendor must sign Attachment 2C proving this MQ is met.

7. The Vendor’s office from which personnel working on this project will be departing must be located in California and must be located no more than one hundred (100) miles from the boundary of the North Coast Water Board Region. See Attachment 2D for a map of the North

Coast Regional boundary. Vendor must provide address of point of departure to prove this MQ is met.

D) Quote Requirements and Information

1. Key Action Dates

SBO available to prospective participants: August 27, 2026 Question Submission Deadline: September 9, 2026 at 3:00 PM PST Water Boards Emails Question/Answer Summary: September 11, 2026 Quote Response Submission Deadline (via email): September 23, 2026 at 3:00 PM PST Quote Response Opening Date: September 24, 2026

2. Bidder Questions

Immediately notify the Water Boards if clarification is needed regarding the services sought or questions arise about the SBO and/or its accompanying materials, instructions or requirements. Questions must be submitted in writing via email to the Water Boards as instructed below. At its discretion, the Water Boards reserves the right to contact an inquirer to seek clarification of any inquiry received.

Bidders that fail to report a known or suspected problem with this SBO and/or its accompanying materials or fail to seek clarification and/or correction of this SBO and/or its accompanying materials shall submit a bid at their own risk. In addition, if awarded the Agreement, the successful Bidder shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

a) What to Include in an Inquiry

i. Inquirer’s name, name of firm submitting the inquiry, mailing address, e-mail address, area code and telephone number, and fax number.

ii. A description of the subject or issue in question or discrepancy found.

iii. SBO section, page number or other information useful in identifying the specific problem or issue in question.

iv. Remedy sought, if any.

b) How to Submit Questions

Submit questions or inquiries using the following method:

E-Mail: ContractBidsGeneral@waterboards.ca.gov

Within the email subject line indicate:

Question for SBO 26-031-110, entitled Engagement Support for Native American Culture Beneficial Uses Project

c) Question Deadline mailto:das-contractbids@waterboards.ca.gov

Submit written questions and inquiries by the Question Submission Deadline, indicated in Section D) 1, Key Action Dates

3. Submission of Quote

a) Electronic PDF quote responses must be received by the Quote Submission Deadline indicated in Section D) 1, Key Action Dates. Submit quote response to the following e-mail address: ContractBidsGeneral@waterboards.ca.gov

Within the e-mail Subject line indicate: Small Business Option – 26-031-110, Engagement Support for Native American Culture Beneficial Uses Project

b) Quote documents requiring signatures must be signed by an individual authorized to bind the firm contractually.

c) Vendor understands and agrees that the Water Boards will consider only those portions of the quote received prior to the closing time specified; any pages received after that time will not be considered.

d) It is the Vendor’s responsibility to ensure that Vendor’s quote response is received by the Quote Submission Deadline indicated in Section D) 1, Key Action Dates.

e) Quote responses must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a quote response to be rejected. Quote responses that are conditional, materially incomplete, or contain material alternations or irregularities of any kind will be grounds for the Water Boards to deem a quote non-responsive. Any pricing information that contradicts the price/cost figures on the Cost Sheet may also be grounds for the Water Boards to deem a quote non-responsive.

f) Costs for developing quotes in anticipation of award of the Agreement are entirely the responsibility of the Vendor and shall not be charged to the Water Boards.

g) The Water Boards may modify the SBO prior to the date fixed for submission of quote responses by the issuance of an addendum to all parties who received an SBO package.

h) The Water Boards reserves the right to reject all quote responses and is not required to award an Agreement.

i) Vendors are cautioned to not rely on the Water Boards during the evaluation to discover and report to the Vendor any defects and errors in the submitted documents. Vendors, before submitting their documents, should carefully proof them for errors and adherence to the SBO requirements.

4. Assessment and Selection mailto:ContractBidsGeneral@waterboards.ca.gov

a) At the close of the Quote Response Submission Deadline, each quote response will be checked by Water Boards for the presence or absence of required information in conformance with the submission requirements of this SBO.

b) The Water Boards will put each quote response through a process of assessment, by one or more evaluators, to determine its responsiveness to the SBO’s requirements. This shall be a pass/fail evaluation process (see Assessment Process below).

Quotes to this SBO will be reviewed for responsiveness to all requirements of this SBO, including attachments. If a Quote is missing information required in any attachment, it may be deemed non-responsive. Counteroffers will not be accepted.

Quotes will be assessed to determine the best value of the solution to the Water Board.

Responses that meet all requirements for a complete response will be considered “responsive.” Responsive quotes will be assessed using a two-step method to determine best value.

Step 1 – Each response will be assessed based on the technical review factors/criteria as outlined under Step 1 of the table below. The technical review has a possible thirty (30) points. Prospective vendors must receive a minimum of twenty-two and a half (22.5) points to be considered in Step 2 of the assessment process. Responses that fail to meet the minimum technical points will be rejected. Please note, three (3) attempts will be made to contact each reference. If Water Boards is unable to reach a reference, the points scored for that reference will result in zero (0) points.

Step 2 – A minimum score of twenty-two and a half (22.5) points must be met on the Technical Assessment (Step 1) before a quote will be assessed for cost. The award shall be made to the vendor providing the best value to the Water Boards and, if made, shall be to a single vendor.

STEP 1 – TECHNICAL ASSESSMENT

Reference Scoring: Each Offeror’s reference score will be based on the following criteria (maximum 30 points)

QUESTIONS FOR EACH

REFERENCE

POINTS PROVIDED BY

REFERENCES

POINTS AWARDED

(AVERAGE OF 3

REFERENCE

SCORES)

1. Does the proposing vendor have experience performing work of a similar nature, size, and scope?

No= 0 points Somewhat= 2.5 points Yes= 5 points

1st Reference:

2nd Reference:

3rd Reference:

2. Of the projects the proposing vendor completed with you, were the projects successful?

No= 0 points Somewhat= 2.5 points Yes= 5 points

1st Reference:

2nd Reference:

3rd Reference:

3. Did the proposing vendor have the professional qualifications to perform technical support tasks described in the scope of services?

No= 0 points Somewhat= 2.5 points Yes= 5 points

1st Reference:

2nd Reference:

3rd Reference:

4. Was the proposing vendor capable of handling and resolving unanticipated complications?

No= 0 points Somewhat= 2.5 points Yes= 5 points

1st Reference:

2nd Reference:

3rd Reference:

5. Did the proposing vendor address all goals, objectives and required deliverables in the scope of services?

No= 0 points Somewhat= 2.5 points Yes= 5 points

1st Reference:

2nd Reference:

3rd Reference:

6. Did the proposing vendor meet deliverable deadlines and project schedule needs?

No= 0 points Somewhat= 2.5 points

1st Reference:

2nd Reference:

3rd Reference:

Yes= 5 points

c) Quote responses that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the Vendor, will be rejected. If, in the opinion of the Water Boards, such information was intended to mislead the Water Boards in its evaluation of the quote response, and the attribute, condition, or capability is a requirement of this SBO, it will be the basis for rejection of the quote response. False, inaccurate or misleading information, or falsely certifying compliance on any required Attachment of this SBO, will be grounds for the Water Boards to reject the quote response.

d) Quote responses containing web links will not be accepted in place of requested documents. All requested documents must be submitted.

e) The selected Vendor shall be notified via email.

5. Disposition of Quotes

Upon quote submission, all documents submitted in response to this SBO will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all quote responses, draft quotes, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a Vendor’s quote, shall be held in the strictest confidence until an award is made. The content of all working papers and discussions relating to a quote shall be held confidential indefinitely unless the public's interest is best served by disclosure because of its direct pertinence to a decision, agreement, or evaluation of a quote.

Any disclosure of this subject by the Vendor prior to the award is a basis for rejecting a quote and ruling the Vendor ineligible to further participate in the SBO process.

6. Standard Conditions of Service

a) All performance under the Agreement shall be completed on or before the termination date of the Agreement.

b) The State’s General Terms and Conditions (GTC 02/2025) are not negotiable. The Water Boards does not accept alternate contract language from a prospective contractor. A quote with such language will be considered a counter proposal and will be rejected. The GTC 02/2025 is included as Exhibit C in the agreement.

c) The winning Vendor must enter an Agreement that may contain the Vendor’s quote form or budget, a Scope of Work, additional attachments, standard contract provisions, and one or more of the contract forms and/or exhibits as identified.

d) A sample of the Agreement is included Section F, Sample Agreement. The sample Agreement contains a detailed description of specifications, requirements and services to be provided, that will apply to any Agreement awarded based on this SBO. Vendors are responsible for reviewing the terms and provisions of the Agreement.

e) A Vendor’s unwillingness or inability to agree to the terms and conditions shown and contained in any exhibit identified in this SBO may cause the Water Boards to deem a

Vendor non-responsible and ineligible for an award. The Water Boards reserves the right to use the latest version of any form or exhibit listed below in the resulting Agreement if a newer version is available.

f) If an inconsistency or conflict arises between the terms and conditions appearing in the final Agreement and the proposed terms and conditions appearing in this SBO, any inconsistency or conflict will be resolved by giving precedence to the Agreement.

g) No oral understanding or Agreement shall be binding on either party.

7. Delinquent Tax Obligations (AB 1424 (Statutes of 2011) Public Contract Code 10295.4)

During the quote response evaluation, if a Vendor appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code, Vendor’s quote response will be deemed nonresponsive and will not be considered.

8. Insurance

As a condition of the Contract award, the Vendor, when requested, must provide insurance certificate(s) in accordance to Exhibit D, Special Terms and Conditions, Provision 11, Insurance Requirements, evidencing coverage as outlined under Section B, Insurance Coverage Requirements, for the Vendor and any subcontractor(s).

9. Americans With Disability Act (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the State 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 modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you may contact the buyer listed elsewhere in this solicitation.

a) If the contracting agency issuing this solicitation is an agency other than the Department of General Services, Procurement Division, the telephone numbers for TTY/TDD (telephone device for the deaf) or California Relay Service Numbers will be provided elsewhere in this solicitation.

Note: To ensure that we can meet your need, it is best that we receive your request for reasonable modification at least 10 working days before the scheduled event or the due date for procurement documents.

10. Health and Safety

Contractors are required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, Contractors are also required to comply with the state agency’s specific health and safety requirements and policies. Contractors agree to include in any subcontract related to performance of this Agreement, a requirement that the subcontractor comply with all applicable health and safety laws and regulations, and upon notice, the state agency’s specific health and safety requirements and policies.

11. Executive Order N-6-22 – Russian Sanctions

The Contractor represents that the Contractor is not a target of economic sanctions imposed in response to Russia’s actions in Ukraine imposed by the United States government or the State of California. The Contractor is required to comply with the economic sanctions imposed in response to Russia’s actions in Ukraine, including with respect to, but not limited to, the federal executive orders identified in California Executive Order N-6-22, located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf and the sanctions identified on the United States Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). The Contractor is required to comply with all applicable reporting requirements regarding compliance with the economic sanctions, including, but not limited to, those reporting requirements set forth in California Executive Order N-6-22 for all Contractors with one or more agreements with the State of California with an aggregated value of Five Million Dollars ($5,000,000) or more. Notwithstanding any other provision in this Agreement, failure to comply with the economic sanctions and all applicable reporting requirements may result in termination of this Agreement.

For Contractors with an aggregated agreement value of Five Million Dollars ($5,000,000) or more with the State of California, reporting requirements include, but are not limited to, information related to steps taken in response to Russia’s actions in Ukraine, including but not limited to:

a) Desisting from making any new investments or engaging in financial transactions with Russian institutions or companies that are headquartered or have their principal place of business in Russia;

b) Not transferring technology to Russia or companies that are headquartered or have their principal place of business in Russia; and

c) Direct support to the government and people of Ukraine

12. Generative Artificial Intelligence (GenAI) Requirements

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system; (ii) risk to the State; or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

E) Required Attachments

ATTACHMENT 1

REQUIRED ATTACHMENT CHECK LIST

A complete quote or SBO package will consist of the items identified below.

Complete this check list to confirm the items in your quote. Place a check mark or “X” next to each item that you are submitting to the Water Boards. For your quote to be responsive, all required attachments must be returned. This checklist should be returned with your SBO package also.

Included

Required Attachments

Attachment Name/Description Verified by Water Boards

☐ 1 Required Attachment Check List ☐

☐ 2A Resumes showing proof of MQs 1, 2 and 4 ☐

☐ 2B GIS Certification or transcript showing proof of

MQ 3 ☐

☐ 2C Signed Attachment certifying Vendor can meet MQs 5 & 6 ☐

☐ 2D Vendor’s address of point of departure proving MQ 7 is met ☐

☐ 3 Quote/Vendor Certification Sheet ☐

☐ 4 Cost Sheet Instructions and Cost Sheet ☐

☐ 5 Bidder Declaration ☐

☐ 6 Vendor’s References ☐

☐ 7 Payee Data Record ☐ ☐ 8 Contractor Certification Clauses ☐

9 Darfur Contracting Act Certification (if applicable) If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, you do not need to complete this form.

☐ 10 California Civil Rights Certification ☐ ☐ 11 Small Business Certificate ☐

ATTACHMENT 2A

PROOF OF MINIMUM QUALIFICATIONS 1, 2 and 4

Vendor provides copies of Resumes for all key staff proving MQs 1, 2 and 4 (detailed below) are met

MQ1: Resumes for key staff showing a minimum three (3) years of experience working with California Native American Tribes in a coordination and technical support capacity.

MQ2: Resumes for key staff showing a minimum three (3) years of experience working on projects protecting confidential tribal cultural information in a public process.

MQ4: Resumes for key staff listing two (2)-three (3) projects demonstrating success working with tribal governments and communities. For each project, provide a brief project synopsis and description of key staff’s role on each project to prove this MQ is met.

ATTACHMENTS 2B

PROOF OF MINIMUM QUALIFICATION 3

Vendor provides GIS Certification or transcript proving MQ 3 (detailed below) is met

MQ3: GIS Certification or transcript showing technical capacity to create GIS maps with tribal data upon request.

ATTACHMENTS 2C

PROOF OF MINIMUM QUALIFICATIONS 5 & 6

Vendor signs the bottom of this attachment certifying MQs 5 and 6 (detailed below) are met

MQ5: Capacity to independently travel for this project throughout the North Coast Region. Vendor must sign below certifying their ability to meet this MQ.

MQ6: Financial capital to carry out Task 3 of the Scope of Work while awaiting period payments from the Water Board based on approved invoices.

Task 3 of the Scope of Work requires the Contractor to process and administer the stipend payments to Tribes. By signing below the Vendor certifies they are financially capable of covering these amounts before invoicing the Water Board for these payments.

Authorized Signatory (sign): ___________________________________

Name: ______________________________________________

Date Signed: ______________________

ATTACHMENTS 2D

PROOF OF MINIMUM QUALIFICATION 7

Vendor provides business address proving MQ 7 (detailed below) is met

MQ7: The Vendor’s office from which personnel working on this project will be departing must be located in California and must be located no more than one hundred (100) miles from the boundary of the North Coast Water Board Region. See map below of the North Coast Regional boundary. Vendor must provide address of point of departure to prove this MQ is met.

ATTACHMENT 3

QUOTE/VENDOR CERTIFICATION SHEET

Only an individual who is authorized to bind the firm contractually shall sign the Quote/Vendor Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. This Attachment must be signed and returned along with all the "required attachments" as an entire package. Vendor certifies that:

A. Vendor is financially stable and has sufficient financial resources necessary to perform all services associated with this contract.

B. An all-inclusive quote is submitted as detailed in Attachment 4, Cost Sheet.

C. All required attachments are included with this certification sheet.

D. The signature affixed hereon and dated certifies compliance with all the requirements of this

SBO. The signature below authorizes the verification of this certification.

An Unsigned Quote/Vendor Certification Sheet May Be Cause For Rejection

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No. (FEIN) 8. California Corporation No.

Indicate applicable license and/or certification information:

9. Contractor’s State Licensing 10. PUC License Number 11. Required

Board Number CAL-T-

12. Proposer’s Name (Print) 13. Title

14. Signature 15. Date

16. Are you certified with the Department of General Services, Office of Small Business and DVBE Certification (OSDC) as:

a. Small or Micro Business Enterprise

Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No If yes, enter your service code below:

NOTE: Your certification number will be verified for status and your SIC as related to this RFQ.

Date application was submitted to OSDC, if an application is pending:

Completion Instructions for Quote/Vendor Certification Sheet

Complete the numbered items on the Quote/Vendor Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your Federal Employee Tax Identification Number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

9 Complete if your firm holds a California contractor’s license. This information will used to verify possession of a contractor’s license for public works agreements.

10 Complete if your firm holds a PUC license. This information will be used to verify possession of a PUC license for public works agreements.

11 Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

12, 13, 14, 15 Must be completed. These items are self-explanatory.

If certified as a Small Business Enterprise or Micro Business place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDC.

ATTACHMENT 4

COST SHEET INSTRUCTIONS AND COST SHEET

The Cost Sheet, Attachment 4, will be used to determine the lowest quote. The rates quoted by the Vendor shall be binding for the term of the Agreement.

Billing cycle:

☐Weekly ☒Monthly ☐Quarterly ☐Semi-Annually ☐Annually

Note: All services performed are paid in arrears according to the billing cycle indicated.

To receive consideration, the Vendor must quote a price for every task/subtask on the Cost Sheet.

Incomplete Cost Sheets cannot be considered, as they cannot be evaluated against other submittals. The Cost Sheet will auto-calculate the Total Cost based on the Estimated Hours and Hourly Rates that the Vendor enters. Total Cost cannot exceed $100,000.00. Quotes exceeding this amount may be deemed non-responsive and ineligible for award.

The estimated number of total hours per task is provided for assessment purposes. Although the estimates listed are considered to be reasonably accurate, the Water Boards does not guarantee that the actual number of hours requested during the term of the Agreement will be equal to the estimates listed in this SBO.

PLEASE NOTE:

Travel expenses shall be reimbursed in accordance with rates established by CalHR.

Travel costs are capped at $4,000.00.

INSTRUCTIONS FOR COMPLETING ATTACHMENT 4, “COST SHEET”

The required Attachment 4, Cost Sheet, total price is calculated as follows:

1. For each Subtask, a maximum, estimated number of hours is provided. These hours are to be divided among personnel at the Vendor’s discretion.

2. Vendor must provide an hourly rate for personnel for each Task/Subtask. Hourly rates must be inclusive of all direct and indirect costs. Quoted Hourly Rates shall be binding throughout the term of the Agreement.

3. The spreadsheet will auto-calculate the total cost for each Subtask/Task (hourly rate x est. hours).

4. The following are fixed totals in the Cost Sheet that will auto-calculate into the Total Cost:

a. Conference Room Rental

b. Project Stipends Total

c. Total Travel Costs

5. The Total Cost is set to auto-calculate as follows:

a. Task 1 Total + Task 2 Total + Task 3 Total + Task 4 Total + Project Stipends Total + Total

Travel Costs=Total Cost

Please complete the Position Titles, Estimated Hours, and Hourly Rates in the accompanying Excel Spreadsheet, “Attachment 4, Cost Sheet.”

ATTACHMENT 5

BIDDER DECLARATION

Bidder must return Attachment 4, Bidder Declaration. Failure to provide the required information for Attachment 4 may result in the rejection of your quote. The form can be downloaded from the internet:https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 6

VENDOR’S REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your quote response will cause your quote response to be rejected and deemed nonresponsive.

List below three (3) references of similar types of services performed within the last three (3) years. If three (3) references cannot be provided, please explain why on an attached sheet of paper.

REFERENCE 1

Name of Firm:

Street Address: City: State: Zip Code:

Contact Person: E-mail Address:

Dates of Service:

Telephone Number:

Brief Description of Service Provided

REFERENCE 2

Street Address: City: State: Zip Code:

Contact Person: E-mail Address:

REFERENCE 3

Street Address: City: State: Zip Code:

Contact Person: E-mail Address:

ATTACHMENT 7

PAYEE DATA RECORD

Complete and return the Payee Data Record, Form STD 204. The form can be downloaded from the internet at: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

ATTACHMENT 8

CONTRACTOR CERTIFICATION CLAUSES

Page one (1) must be signed and submitted with your response. The Contractor Certification Clauses (CCC 307) can be downloaded from the Internet:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language?search=CCC https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=CCC https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=CCC

ATTACHMENT 9

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

ATTACHMENT 10

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 11

SMALL BUSINESS CERTIFICATE

Vendor provides copy of Small Business (SB) Certificate

F) Sample Agreement

2. The term of this Agreement is:

SA

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PL

E

EXHIBIT A

SCOPE OF WORK

1. SERVICES OVERVIEW

A. This Agreement is the result of a competitive solicitation that is incorporated by reference and made part of this Agreement.

B. TBD (hereinafter referred to as the Contractor) agrees to provide to the State Water Resources Control Board and the North Coast Regional Water Quality Control Board (North Coast Water Board), collectively referred to herein as the “Water Boards,” with services as described herein:

The Contractor shall coordinate Tribal engagement and technical support for the Native American Culture Beneficial Uses project; including but not limited to distributing stipend payments to Tribes with ancestral connections to the North Coast Region for their participation in the project, providing technical support as requested by Tribes, and provide meeting facilitation and coordination support for the project.

C. The services shall be performed in the California counties of the North Coast

Region: Del Norte, Glenn, Humboldt, Lake, Marin, Mendocino, Modoc, Siskiyou, Sonoma, and Trinity counties.

D. The services shall be provided during normal Water Boards’ working hours, generally Monday through Friday 8am through 5pm, excluding State holidays. The Contractor shall ensure that any staff assigned to this project does not incur overtime to complete the tasks outlined in this Agreement. The Contractor shall notify the Water Boards Contract Manager in advance of any work done outside of the normal Water Boards hours.

The Project Representatives during the term of this Agreement will be:

North Coast Regional Water Quality Control Board

Contractor: TBD

Name: “Contract Manager” Name:

Phone: Phone:

e-mail: e-mail:

Direct all inquiries to:

North Coast Regional Water Quality Control Board

Contractor: TBD

Section/Unit: Planning Unit Section/Unit:

Attention: Attention:

Address: 930 6th Street Eureka, CA 95501

Address:

Phone: Phone:

e-mail: e-mail:

The parties may change their Project Representative upon providing ten (10) business days written notice to the other party. Said changes shall not require an Amendment to this Agreement.

E. TERM/PERIOD OF PERFORMANCE

The period of performance for this Agreement shall be as identified on the Agreement (STD 213). “Start Date” identifies when services may begin and “Through End Date” identifies when services must be completed.

The State Water Resources Control Board reserves the right to amend to add time solely to complete performance, not to exceed one year, without scope change, or to increase funding once (total Contract amount not to exceed the $100,000) to cover documented usage variances without changing scope, and at the originally agreed upon rates

The Contractor shall not be authorized to deliver or commence the performance of services as described in this SOW until written approval has been obtained from all entities. Any delivery or performance of service that is commenced prior to the signing of this Agreement or after the term of this Agreement has passed shall be considered voluntary on the part of the Contractor and non-compensable.

2. WORK TO BE PERFORMED:

A. Background and Goals

There are more than fifty (50) California Native American Tribes with ancestral connections to the North Coast Region. The North Coast Water Board’s Native American Culture Beneficial Uses project will consider new designation requests supported by Tribes for the Native American Culture beneficial use. The project requires assisting Tribes with information requests to substantiate waterbody designations, meeting with Tribes to communicate project details, and technical support to achieve project goals. The goals of the project are to gather information on tribal uses of water for designation requests and water quality standards to protect them.

https://waterboards.ca.gov/northcoast/water_issues/programs/basin_plan/nacbu/ https://waterboards.ca.gov/northcoast/water_issues/programs/basin_plan/nacbu/

Some challenges are anticipated around navigating communication with numerous Tribal governments with varying levels of organizational structure, staff availability, land base, and prior knowledge of the North Coast Basin Plan.

Benchmarks for success include number and variety of outreach efforts to engage Tribes and describe support available, number of hours of technical support provided by the Contractor, number of successfully completed support requests, hours of workshop support and successful monthly coordination with the Water Boards Contract Manager.

B. Tasks and Deliverables

The Contractor shall be responsible for the performance of tasks, and for the preparation of products as specified in this Exhibit.

Task 1 – Project Management and Administration

1.1 The Contractor shall provide all technical and administrative services as needed for Agreement completion, including monitoring, supervising, and reviewing all work performed. In addition, the Contractor shall coordinate budgeting and scheduling to ensure that the Agreement is completed within budget, on schedule, and in accordance with approved procedures, applicable laws, and regulations throughout the Agreement term.

1.2 The Contractor shall attend monthly virtual meetings with the Water

Boards Contract Manager to coordinate scheduling of project tasks and responses to requests from Tribes. The Contractor shall document agenda items and decisions made during these meetings.

1.3 The Contractor shall ensure that the Agreement requirements are met through completion of Quarterly Progress Reports submitted to the Water Boards Contract Manager, and through regular communication with the Water Boards Contract Manager. The progress reports shall describe activities undertaken and accomplishments of each task, milestones achieved, and any problems encountered in the performance of the work under this Agreement. See Section 3- Progress Reports for details.

Task 1 Deliverables:

Deliverable 1.2: Monthly meeting notes documenting agenda items and decisions made.

Deliverable 1.3: Quarterly Progress Reports, draft of Final Report and

Final Report submitted on time to the Water Boards Contract Manager.

Task 2 – Technical Support for Tribes

2.1 Contractor shall develop a process for Tribes to request technical support.

This process shall be submitted to the Water Boards Contract Manager for review and approval within thirty (30) days of Contract execution.

2.2 Contractor shall attend monthly virtual meetings (as described in Task 1.2) with the Water Boards Contract Manager to jointly approve responses to requests from Tribes. The Contractor shall document items discussed and decisions made during these meetings.

2.3 The Contractor shall provide technical support as directed by the Water

Boards Contract Manager and requested by California Native American Tribes with ancestral connections to the North Coast Region to support tribal beneficial use designation requests and their protection; including but not limited to mapping support, development of community survey tools, assistance with interviews, and other methods of collecting or communicating relevant information. The Contractor shall be responsive to requests from Tribes and document the status of the technical support tasks in the Quarterly Progress Reports and the Final Report detailed in Section 3.

Success in this task shall be measured by the hours of technical support provided to Tribes, as requested by the Water Boards Contract Manager, and electronic copies of products, such as maps or survey templates, completed through support requests provided to the Contract Manager.

Task 2 Deliverables:

Deliverable 2.1: Documented process for handling tribal requests for technical support.

Deliverable 2.2: Notes from monthly meeting with the Water Boards

Contract Manager documenting technical support requests and Contractor progress working on technical support.

Deliverable 2.3a: Include in Quarterly Progress Reports a list of specific technical support tasks requested, in process, and completed.

Identify requesting Tribe, specific goal for the task, and anticipated completion date.

Deliverable 2.3b: In Final Report include a table listing all Tribes that requested technical assistance during the Agreement period, the type of assistance for each, and outcome.

Task 3 – Process Stipend Payments for Tribes

3.1 The Contractor shall develop a process for Tribes to request stipends and criteria for approving these Tribal stipend requests. This process shall be submitted to the Water Boards Contract Manager for review and approval within thirty (30) days of Contract execution. The Water Boards Contract Manager will review criteria and approve final draft.

3.2 The Contractor shall process stipend payments that meet the criteria developed in 3.1 in the following categories:

i. Compensate Tribes for their time gathering information to support tribal beneficial use designation requests (not to exceed $1,500 per Tribe-exceedances shall be justified and approved by the Water Boards Contract Manager, fifteen (15) tribes estimated),

ii. Compensate Tribes for their time collecting and/or analyzing data on potential water quality objectives linked to cultural beneficial uses (estimate $1,500 per Tribe, five (5) tribes estimated), and/or

iii. Compensate Tribes for travel costs to attend Water Boards meetings and workshops on tribal beneficial uses (twenty-three (23) estimated).

The Contractor shall submit the stipend requests to the Water Boards Contract Manager before issuing payments. The Water Board Contract Manager will provide either final approval to issue stipends or requests for clarifications within ten (10) days of receiving stipend requests.

The Contractor shall be responsive to the needs of Tribes, flexibly offering stipends from the appropriate category up to a total of $39,200 to compensate all the tribes for their time and travel costs.

Task 3 Deliverables:

Deliverable 3.1: Approved process for Tribes to request stipends and criteria for processing stipend payments.

Deliverable 3.2a: Included in Quarterly Progress Reports, a table of stipend payments and amounts issued. This table shall identify the requesting Tribes and include a justification for the stipend category.

Deliverable 3.2b: Included in Final Report, a table listing all Tribes that requested stipend payments during the Agreement term, amount of each stipend payment, purpose of stipend with its corresponding category, and confirmation of whether the stipend was provided.

Task 4 – Meeting Support with Tribes

4.1 The Contractor shall provide support to North Coast Water Board staff with facilitation and coordination of workshops or meetings as requested by the Water Boards Contract Manager. North Coast Water Board staff are planning for two (2)-three (3) in-person training meetings or workshops in different parts of the North Coast Region, which may require the rental of a meeting room from a participating Tribe and one night of travel for the Contractor and up to 2 additional Contractor staff for each event (for a maximum of three (3) Contractor staff). Contractor shall work with the Water Boards Contract Manager to coordinate meeting dates, times, locations, and agendas. Contractor shall facilitate meeting invitations and RSVPs, timekeeping during meetings, and notetaking. Water Board staff will provide meeting content.

i. The Water Board(s) will pay mileage, parking, and hotel expenses pursuant to the current CalHR travel reimbursement rates. The Contractor shall obtain prior written approval from the Water Boards Contract Manager before incurring mileage, parking, and hotel expenses. In addition, no travel expenses will be paid prior to the actual date and time of travel.

ii. In the event the Contractor travels over fifty (50) miles one way from the North Coast Water Board office in Santa Rosa, the Water Board(s) will pay mileage up to the current State rate.

iii. For parking and hotel costs, the Contractor shall complete a State Travel Expense Claim [TEC] form,…