RFQ # DTS 25-124 - ESRI Software Maintenance Renewal

The California Department of Water Resources (DWR) has issued a Request for Quotation (RFQ # DTS 25-124) for an Enterprise Software Maintenance Renewal with Environmental Systems Research Institute (ESRI). The procurement covers a one-year software maintenance agreement from July 1, 2025, through June 30, 2026, encompassing ESRI software products including ArcGIS Enterprise, ArcGIS Online, and various extensions for DWR and 24 additional eligible California state agencies, boards, commissions, and conservancies. The contract includes 30 Esri International User Conference registrations, 8 authorized Tier-Two Standard Support callers, and a flexible "Esri Flex" deployment model allowing software license quantities to be adjusted throughout the agreement term. Key procurement dates include RFQ release on September 12, 2025, with vendor questions due by September 17, 2025 at 2:00 PM PT, vendor responses on September 19, 2025, and final RFQ responses due by September 29, 2025 at 2:00 PM PT. The evaluation will focus on suppliers meeting administrative requirements and providing the lowest net cost quotation.

The procurement includes specific set-aside provisions for small businesses and Disabled Veteran Business Enterprises (DVBE), with potential bid preferences of 5% for California-certified small businesses and varying incentives for DVBE participation. Vendors must submit multiple documents, including an RFQ Cover Sheet, Bidder Declaration, California Civil Rights Laws Attachment, and a Generative Artificial Intelligence (GenAI) Disclosure form. The contract covers 300,000 ArcGIS Online Service Credits and will be invoiced annually, with undisputed invoices to be approved within 45 days of receipt. A budget contingency clause allows for contract cancellation or amendment if sufficient funds are not appropriated. The total contract includes perpetual and annual subscription products across various user types, with the specific ESRI Customer Number for this procurement being 386231. Vendors must comply with state regulations related to civil rights, non-discrimination, and potential generative AI technology usage.