RFQ #2026022 - CommonLook License Subscription

The California Air Resources Board is requesting quotations for CommonLook license subscriptions supporting PDF and Office document accessibility compliance, with quotes due September 25, 2026 at 5:00 p.m. (PT). California Certified Small Business (SB) preferences of up to 5 percent and Disabled Veteran Business Enterprise (DVBE) incentives ranging from 1 to 5 percent based on participation levels apply. Optional Target Area Contract Preference Act (TACPA) preferences are also available.

The scope comprises 110 units of CommonLook PDF Acrobat plug-in annual subscriptions, 110 units of CommonLook PDF training modules, 240 units of CommonLook Office annual subscriptions, 240 units of CommonLook Office training modules, and one silent installation service. All items are specified for a 12-month annual subscription term from June 1, 2027 through May 31, 2028. Contractors must disclose any intended use of Generative Artificial Intelligence in completing deliverables.

CARB will award to the lowest responsive and responsible bidder on an all-or-nothing basis. The resulting contract will be issued as a Purchase Order with delivery required within 45 working days of order receipt; all freight costs are included on an FOB Destination basis. Invoices will be paid within 45 days of acceptance or invoice receipt, whichever is later, in accordance with the California Prompt Payment Act. All bids over $100,000 require California Civil Rights Laws certification.

Pricing must be submitted on the Cost Worksheet (Exhibit B-1) with unit prices for each line item. Written questions are due by September 25, 2026 at 5:00 p.m. (PT), with responses to be posted by September 23, 2026. The Intent to Award will be posted five working days after quote receipt, with award to be made within 45 days of the scheduled award date. Quote submissions must be submitted via email to ITProcurements@arb.ca.gov and Steve.Voong@arb.ca.gov. Mandatory submission documents include Cover Letter, RFQ Response Content Checklist, Specification Compliance Questionnaire, Payee Data Record (STD. 204), Bidder Declaration, Statement of Work, Budget Provisions, and Cost Worksheet, with additional certifications required based on small business or DVBE status.