UK Quantum Mission Logistical Support

Request for Proposals (RFP)

RFP Title UK Quantum Mission Logistical Support Issuing Agency Governor’s Office of Business and Economic

Development (GO-Biz) Division/Program International Affairs and Trade Unit Agency Address 1325 J Street, Suite 1800 Sacramento, CA 95814 Point of Contact Business Service Unit (BSU) Contact Email GO-Biz.BSU@gobiz.ca.gov RFP Release Date August 26, 2026 Proposal Submission Deadline September 14, 2026, 8:00AM PT Estimated Contract Term October 5, 2026

Last Updated: 8/24/2026 mailto:GO-Biz.BSU@gobiz.ca.gov

Table of Contents RFP Overview

Key Dates

Questions and Answers

Proposal Submission

Background

Scope of Work

Transportation and Accommodation

Networking Events

On Site Support

Fiduciary Support

Reporting

Minimum Qualifications

Organizational Qualifications

Organizational Capacity

Professional Experience

Budget Provisions

Payment Terms

Proposal Content

Exhibit A - Cover Letter

Exhibit B - Key Personnel

Exhibit C - Resume

Exhibit D – Technical Proposal

A. Organizational Experience - 3 pages

B. Implementation Plan - 3 pages

C. Implementation Timeline - 2-3 pages

D. Sample Work - 3 pages

Exhibit E – Cost Proposal

Exhibit F – References

Evaluation and Selection Process

Additional Terms and Conditions

Vendor Forms

Payment Term Acknowledgement

GenAI Disclosure

Small Business and DVBE Incentive Program

Insurance Requirements

RFP Response Requirements

Reservation of Rights and RFP Amendments

Award and Protest

Proposal Disclosure and Confidentiality Procedures

Standard Contract Terms

Authority

RFP Overview The Governor’s Office of Business and Economic Development (GO-Biz), International Affairs and Trade Unit is seeking proposals from qualified organizations to provide services related to the logistical support of a quantum trade mission to the United Kingdom.

The purpose of this RFP is to identify a contractor with the expertise, capacity, and experience necessary to successfully deliver the services outlined in this solicitation.

Issuance of this RFP does not constitute a commitment by GO-Biz to award a contract.

Key Dates Milestone Date

RFP Release August 26, 2026

Deadline for Written Questions September 2, 2026, 8:00 AM PST

Questions and Answers Posted September 4, 2026

Proposal Submission Deadline September 14, 2026, 8:00 AM PST

Interviews (as appropriate) September 17– 18, 2026

Tentative Award Notice (posted to Cal eProcure)

September 21, 2026

Contract Start Date October 5 – December 12, 2026

Questions and Answers All questions regarding this RFP must be submitted in writing via email with the subject line “UK Quantum Mission Logistical Support: Questions - [Applicant Name]” to the Point of Contact listed on the cover page.

Questions must be received by the deadline identified in the Key Dates section.

Reponses to questions will be compiled and posted publicly via Cal eProcure.

Proposal Submission Proposals must be submitted electronically via email with the subject line “UK Quantum Mission Logistical Support: Proposal Submission - [Applicant Name]” to the Point of Contact listed on the cover page. No mailed/hard copy submittals will be accepted.

Proposals must be received by the deadline stated in the Key Dates section. Late submissions will not be accepted.

If files exceed email limits, proposers may provide a secure file-sharing link, provided that all documents are accessible by the deadline.

Respondents are solely responsible for ensuring the successful delivery of their proposal by the stated deadline.

It is recommended that applicants submit your proposal at least two business days in advance of the final deadline to receive confirmation of receipt and avoid potential delays due to technical difficulties.

Background California and the UK signed an MOU in February 2026 with one of the objectives being to foster responsible innovation in emerging technologies and scientific advancement. To support this objective, GO-Biz International Affairs and Trade Unit is planning a trade mission on quantum to the UK from December 7-11, 2026. The delegation may look similar to the outline below.

Scope of Work GO-Biz International Affairs and Trade Unit is seeking in-market logistical support this trade mission. GO-Biz will be working closely with in-market partners to identify potential site visits and programming opportunities in London, Cambridge, Oxford, Edinburgh, and Glasgow. Anticipated delegation size is 17.

The selected contractor will perform the services described below.

Transportation and Accommodation

• Secure hotel blocks in London and Edinburgh

• Secure appropriate, cost-effective transportation in London, Cambridge, Oxford, Edinburgh, and Glasgow. This may include trains, buses, hired cars.

o Key transportation needs:

Roundtrip from London to Cambridge Transportation to Oxford, including stop(s) site visit(s) Transportation to Edinburgh from Oxford (flight) Roundtrip from Edinburgh to Glasgow Intercity transportation

Networking Events

• In consultation with GO-Biz:

o Identify venues of briefings in London and Edinburgh o Identify a venue for an evening reception for up to 100 people in London on

Monday, December 7.

o Identify a venue for a business roundtable in Edinburgh o Facilitate catering for networking events o Supplement outreach and recruitment efforts for two networking events

(London and Edinburgh).

On Site Support

• Two staff will attend programming and ensure smooth logistics and coordination throughout the trade mission.

Fiduciary Support

• The contractor will serve as fiduciary for in-market third party expenses.

Reporting

• Provide bi-weekly emailed progress reports that include costs incurred and forecasted

• Participate in status meetings with agency staff as requested

Minimum Qualifications Proposers must meet the following requirements to be considered responsive.

Organizational Qualifications

• Must not be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in public procurement or contracting by any government department or agency.

Organizational Capacity

• Demonstrated ability to manage projects of comparable scale and complexity

• Adequate staffing and operational capacity

Professional Experience

• Demonstrated experience in planning and operationalizing multi-stop trade missions in the United Kingdom

• Successful completion of similar projects

Budget Provisions GO-Biz will pay a flat fee for contractor’s services (fixed) and for the third-party expenses (variable). Anticipated third-party expenses may include transportation, venue, and catering costs. All third-party expenses must be reviewed and approved by GO-Biz in writing.

Payment Terms Payment from GO-Biz will follow state of California processing requirements. Payments will be issued via a physical check in U.S. dollars. Electronic delivery is not available at this time.

Payment terms, including invoicing requirements and payment schedules, will be finalized during the contract negotiation state with the selected proposer.

Proposers located outside of the United States must include a statement in their proposal acknowledging that they understand and accept the payment terms, and that they are responsible for ensuring they have the ability to receive, process, and deposit such payments.

Failure to include this acknowledgement may result in the proposal being considered non-responsive.

Proposal Content Proposals must include the following sections.

Exhibit A - Cover Letter

• Legal organization name

• Business address

• Website

• Year established

• Number of employees

• Proposal Contacts – include name, title, email, and phone number o Primary Contact (Authorized Representative) o Secondary Contact

Exhibit B - Key Personnel

Provide a table identifying staff responsible for project execution, include subcontractors. Must include the name, title, and role in the project. For consulting contracts, hourly rates and estimated hours are required.

Identify the designated Project Manager that will lead and coordinate efforts.

Exhibit C - Resume Provide resumes for all key personnel listed. Each resume should include a summary of relevant experience, highlighting past projects similar in scope to the work outlined in this RFP.

Exhibit D – Technical Proposal Page limit: 12 pages

A. Organizational Experience - 3 pages Describe relevant experience delivering similar projects.

B. Implementation Plan - 3 pages Describe how the proposer will complete the scope of work.

C. Implementation Timeline - 2-3 pages Provide an overview of the timeline for the items identified in the Scope of Work.

D. Sample Work - 3 pages Provide examples of similar work for similar types of contracts that were successfully concluded.

Exhibit E – Cost Proposal Proposers must provide the total cost of the project, with a detailed breakdown showing how the costs were determined. GO-Biz may negotiate scope, pricing, or deliverables prior to final contract execution.

The contract, including third-party expenses, may not exceed $80,000.

The budget should be provided as either Excel sheet or Word document that includes the following cost categories:

• Personnel o Must include all key personnel, percentage of time on the project and the total cost.

Provide the hourly rates and estimated rates.

• Travel o Provide the purpose, destination, travelers (name or position), and duration of each trip. Include detail on airfare, lodging and mileage expenses if applicable.

• Anticipated/Forecasted Third Party Costs

• Materials, Supplies, & Equipment o Itemize in separate categories. Including justification of the project’s need for these items.

• Subcontractors (if applicable) o Provide the subcontractor organization name, point of contact email address, CA

Certification (MB, SB, DVBE or None) Include link to Certification # if applicable, overview of work performed on the contract, and the total cost for each.

• Other Direct Costs

Exhibit F – References Provide at least three references for comparable work.

Evaluation and Selection Process Proposals will be evaluated by individuals in a committee. The committee will evaluate each proposal and score each proposal individually using the Evaluation Criteria Score Sheet.

Proposals will be considered based on their merits in accordance with the Scope of Work.

Bidders must score enough technical points (non-budget/cost) to advance in the evaluation phase and be eligible for invitation to any applicable interview or presentation phase. Technical scores are subject to change after interviews.

Evaluation Score Sheet Maximum Possible Score

1. Relevant Experience Score 0–7: Firm demonstrates little or no relevant experience, with limited comparable projects, insufficient qualifications, and minimal evidence of successful outcomes.

Score 8–15: Firm demonstrates some relevant experience, though prior work shows moderate alignment with the scope and limited evidence of measurable results.

Score 16–23: Firm demonstrates strong relevant experience with qualified personnel and successful delivery of projects similar in scope and complexity.

Score 24–30: Firm demonstrates extensive, highly relevant experience with exceptionally qualified personnel and a consistent record of delivering successful outcomes on comparable projects.

2. Technical Approach Score 0–7: Proposal shows limited understanding of the project objectives and presents an unclear or incomplete technical approach.

Score 8–15: Proposal demonstrates a basic understanding of the project with a feasible but moderately detailed technical approach and work plan.

Score 16–23: Proposal demonstrates a strong understanding of the project with a clear, logical, and well-structured technical approach.

Score 24–30: Proposal demonstrates exceptional understanding with a comprehensive, strategic, and highly effective approach to executing the project.

3. Cost Proposal Score 0–7: Cost proposal is unclear, poorly justified, or misaligned with the scope of work.

Score 8–15: Cost proposal is generally reasonable but lacks full transparency, detail, or clear justification.

Score 16–23: Cost proposal is clear, well-structured, and appropriately aligned with the proposed scope of work.

Score 24–30: Cost proposal is highly detailed, transparent, and demonstrates strong value and cost-effectiveness.

When scoring a proposal, cost/value effectiveness and cost adequacy may be judged, evaluated and awarded points as part of the technical score, but this must be in addition to cost points. GO-Biz will use the suggested formula in SCM Vol 1, 5.25, B to calculate points for cost.

4. References Score 0–2: References are missing, weak, or indicate limited verification of relevant performance.

Score 3–5: References confirm satisfactory performance but demonstrate limited distinction or project relevance.

Score 6–8: References confirm strong performance and reliability on projects similar in scope and complexity.

Score 9–10: References consistently confirm exceptional performance, professionalism, and successful project delivery.

TOTAL 100

Additional Terms and Conditions

Vendor Forms

• STD 204 – Payee Data Record* o International or foreign vendors who possess a U.S. Taxpayer Identification Number (TIN) are also required to complete and submit the STD 204 form o *Instructions to Foreign Vendors Without a U.S. TIN If the Respondent is an international or foreign vendor without a U.S. TIN, they must submit the appropriate IRS Form W-8 instead of the STD 204. The correct type of form will depend on the nature of your business and entity type W8BEN form for individuals W8BEN-E form for entities

• STD 21 – Drug-Free Workplace Certification

• CCC – Contractor Certification Clauses

• Darfur Contracting Act Certification

• Bidder Declaration

Payment Term Acknowledgement Proposers located outside of the United States must include a statement in their proposal acknowledging that they understand and accept that payment will be issued only by physical check in U.S. dollars mailed through standard postal services, and that they are responsible for ensuring they have the ability to receive, process, and deposit such payments.

Payment Term Acknowledgement Statement (for proposers located outside of the United States):

“The proposer acknowledges and accepts that payments under any resulting agreement with the Governor’s Office of Business and Economic Development (GO-Biz) will be issued by physical check in U.S. dollars and delivered by mail in accordance with State of California payment procedures. The proposer confirms that it has the ability to receive and process such payments.”

GenAI Disclosure 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.

Applicant 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 an applicant 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.

Small Business and DVBE Incentive Program Small Business Incentive Program

Current law encourages state departments to first consider a California-certified small business (SB) and microbusiness (MB) for contracting opportunities. The State of California is committed to supporting SB and MB participation in state contracting and seeks to use certified SBs and MBs whenever possible.

In accordance with GC Section 14835, et seq., certified small businesses and microbusinesses are encouraged to apply and can claim a five percent (5%) preference when submitting a bid on a state contract. A non-small business may receive a preference of five percent (5%) if the business commits to subcontracting at least twenty-five percent (25%) of its net bid price with one or more small businesses or microbusinesses and the subcontractor preference does not remove the award from a certified small business.

B) The SB preference provides certified SBs and MBs a calculation preference in the amount of five percent (5%) of the highest scored, responsible, and responsive proposal submitted by a proposing firm who is not a certified small business.

B) The five percent (5%) preference is used only for computation purposes, to determine the winning bidder and does not alter the amounts of the resulting contract. A contract awarded on the basis of the five percent (5%) preference is awarded to the small business or non-small business for the actual amount of its bid.

A complete copy of the firm’s current Small Business certification with the Department of General Services (DGS) must also accompany the response.

Helpful resources pertaining to the small business program may be found here:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/OSDS/OSDS?search=small%20business

Disabled Veterans Business Enterprise (DVBE) Incentive Program

Prime contractors, with the exception of a certified Disabled Veterans Business Enterprise (DVBE), who subcontract work to DVBEs a minimum of five percent (5%) of its net bid price to meet the DVBE participation goal will receive a five percent (5%) preference during the evaluation. The preference is in addition to any small business preference that may apply.

In accordance with section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who meet or exceed the DVBE program requirement. For evaluation purposes only, the State shall apply an incentive to bids that propose California-certified DVBE participation as identified on the Bidder Declaration and confirmed by the State. A five percent (5%) preference will be given. A contract awarded on the basis of the five percent (5%) preference is awarded to the DVBE for the actual amount of its bid.

A complete copy of the firm’s current DVBE certification with the Department of General Services (DGS) must also accompany the response.

Helpful resources pertaining to the DVBE program may be found here:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/OSDS/OSDS?search=small%20business

Insurance Requirements Insurance requirements may apply when the total contract value exceeds $100,000. Contractors may be required to maintain Commercial General Liability, Workers Compensation, and Professional Liability (applicable to contracts over $1,000,000).

RFP Response Requirements This RFP and the Proposer’s response to this document will be made part of GO-Biz’s proposer’s file.

Plagiarism, including but not limited to taking someone else's work or ideas and passing them off as one's own, and failure to cite someone else’s work or ideas, is prohibited and is grounds for disqualification. Using Generative Artificial Intelligence (GenAI) tools to complete any portion of an application, without citation, may be considered plagiarism and may also be grounds for disqualification.

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business

Reservation of Rights and RFP Amendments GO-Biz reserves the following rights, which may be exercised at its sole discretion and without liability to any Applicant:

1. Right to Amend, Supplement, or Cancel the RFP GO-Biz reserves the right to amend, supplement, clarify, revise, delay, or cancel this Request for Proposals (RFP), in whole or in part, at any time prior to the proposal submission deadline or prior to execution of a final agreement. Amendments may include, but are not limited to, changes to the scope of work, key dates, funding availability, evaluation criteria, or submission requirements. Issuance of this RFP does not obligate GO-Biz to make an award or to enter into any agreement.

2. Notice of Amendments All official amendments, addenda, and clarifications to this RFP will be posted on the GO-Biz website at: Cal eProcure

It is the sole responsibility of each Applicant to monitor the website for updates, amendments, or additional information related to this RFP. GO-Biz is not responsible for failure of an Applicant to receive notice of an amendment. Failure to acknowledge or respond to an amendment may result in disqualification. The Notice of Intent to Award will post to Cal eProcure and remain posted for five (5) business days.

3. Right to Reject Proposals GO-Biz reserves the right to reject any or all proposals, to waive minor irregularities or technical defects in proposals received, and to request clarification of information submitted.

4. Right to Award in Whole or in Part GO-Biz reserves the right to:

a. Award funding in whole or in part;

b. Award less than the total amount requested;

c. Make multiple awards under this RFP;

d. Not award all available funds; or

e. Issue additional solicitations for similar services.

f. Selected Applicants may be required to negotiate scope or budget adjustments consistent with available funding.

5. Right to Negotiate and Request Additional Information

GO-Biz may request additional information, conduct interviews, seek clarifications, or enter into negotiations with one or more Applicants prior to final award. Failure to respond timely to such requests may result in disqualification.

https://caleprocure.ca.gov/pages/index.aspx

6. Proposal Preparation Costs All costs incurred in the preparation and submission of a proposal are the sole responsibility of the Applicant. GO-Biz shall not be liable for any costs incurred in connection with this RFP, including in the event of amendment or cancellation.

Award and Protest

a) A contract award may not be made until GO-Biz posts a notice of the proposed contract award in a place accessible by the general public, including any Internet site identified in the RFP for at least five working days prior to awarding the contract.

(PCC § 10345(b).)

A. Inspection of bids is required as follows:

1. All proposals and all evaluation and scoring sheets shall be available for public inspection at the conclusion of the committee scoring process. (PCC § 10344(c)(2).)

B. There are time limits in which to file a protest. A protest must be filed with GO-Biz GO-Biz.BSU@gobiz.ca.gov and DGS OLSProtests@dgs.ca.gov after notice of intent to award the contract, if notice was required, but before the actual award. (PCC § 10345.)

C. Once a protest is filed, the contract may not be awarded until the protest is withdrawn or DGS has rendered a decision. (PCC §§ 10345(a)(2), 10345(b)(1).)

D. After filing a protest, the protestant has five (5) calendar days to file a detailed written statement of the protest grounds if the original protest did not contain the complete grounds for the protest. (PCC §§ 10345(a)3), 10345(b)(2).)

E. Upon receipt of a protest, DGS/OLS:

1. Sends the protestant an acknowledgment letter which includes copies of the protest statutes and regulations and informs the protestant that it must submit a full and complete statement specifying grounds of protest within five calendar days of filing of the notice of protest.

2. Requests information on a designated form from GO-Biz regarding the agency contact person and other administrative details. GO-Biz will complete and return the form to DGS/OLS within 24 hours. In addition, if GO- Biz is aware of any reason that the protest should not go forward, this would be communicated to DGS/OLS at this time. (See SCM 1, section 6.03).

3. Reviews the protest to determine whether DGS has jurisdiction. If DGS does not have jurisdiction, DGS/OLS issues a written notice of dismissal.

mailto:GO-Biz.BSU@gobiz.ca.gov mailto:OLSProtests@dgs.ca.gov

4. Assigns a Hearing Officer to the protest if DGS has jurisdiction. The Hearing Officer determines whether the protest will be resolved by written submission or public oral hearing.

Proposal Disclosure and Confidentiality Procedures Proposers are advised that all proposals submitted pursuant to this RFP are subject to Public Contract Code section 10344, subdivision (c)(2), under which proposals, evaluations, and scoring materials become public records available for inspection at the conclusion of committee scoring. If a Proposer seeks to protect confidential, trade‑secret, or proprietary information in its proposal, the Proposer must clearly identify specific proposal portions as confidential at the time of submission. Note that blanket, whole‑document, or untethered (such as unclear or not page/provision specific) confidentiality designations will not be honored, and the submission will be treated as entirely public.

If a Proposer seeks to protect confidential information in its proposal, it shall flag or highlight such information in its proposal either in-text or via a separate page or attachment identifying the confidential information, submitted along with the proposal.

Any separate confidentiality explanation document or attachment shall not count toward the maximum proposal page limit.

For purposes of any claimed confidentiality, confidential information is limited to material or information that falls under an exemption to the California Public Records Act (Government Code section 7920.000 et seq.), and the Proposer should identify which exemption applies to the confidential information flagged or highlighted in its proposal.

GO‑Biz retains sole discretion to determine whether any portion of a proposal is exempt from disclosure, though it will take into consideration the specific confidential information identified by the Proposer when making that determination.

Standard Contract Terms All agreements entered into with the State of California will include reference to General Terms and Conditions that may be viewed and downloaded here: Standard Contract Language.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms

Authority Assembly Bill 2832 Chapter 577 exempts from any contracting requirement applicable only to state contracts, including but not limited to Section 10295 of the Public Contract Code.