RFQ DTS 25-238 - ESRI Software Renewal

The California Department of Water Resources (DWR) is issuing a Request for Quotation (RFQ) for one year of Environmental Systems Research Institute (ESRI) Enterprise Software Maintenance Renewal, designated as RFQ DTS 25-238. This procurement seeks quotations from qualified vendors to provide software maintenance services for ESRI customer number 386231, with the agreement extending eligibility to 23 additional California state agencies, boards, commissions, and conservancies. The scope of services includes maintenance renewal support, automatic software updates, and standard warranty coverage for a comprehensive suite of ESRI products including ArcGIS Enterprise, Desktop applications, Server products, and various specialized extensions; unlimited deployment for Flex products with capped quantities specified for desktop and rolled-in products; 30 conference registrations; and authorization for up to eight Tier-Two support callers. Key deliverables include automatic software updates delivered as they become available, maintenance of technical support throughout the one-year contract term (July 1, 2026 through June 30, 2027), and vesting of deployed software licenses to perpetual status upon contract completion and full payment, excluding subscription-based licenses. The RFQ was released on May 12, 2026, with written questions due by May 18, 2026 at 2:00 PM PT, a response deadline of May 20, 2026, and proposal submissions due by May 27, 2026 at 2:00 PM PT via email in PDF format on official business letterhead. Award will be made to the lowest net cost quotation after applicable preferences are applied, with the Purchase Order expected to be issued within 45 days of the scheduled contract award date.

The procurement includes set-aside preferences available to qualified small businesses and disadvantaged veteran business enterprises (DVBEs), with a five percent small business preference and DVBE incentives ranging from three to five percent depending on participation level. All responding vendors must comply with administrative requirements including completion of the DWR RFQ Cover Sheet, Bidder Declaration (GSPD-05-105), California Civil Rights Laws Attachment, and Generative AI Disclosure forms, with additional documentation required for vendors claiming small business, DVBE, or TACPA preferences. New vendors must submit payee data records and drug-free workplace certifications to be eligible for contract award. The procurement incorporates state provisions from the Department of General Services Procurement Division and is contingent upon the Budget Act appropriations clause, which permits the State to cancel the agreement if sufficient funding is not appropriated. While no specific budget range is disclosed in the RFQ materials, the contract is designated as SaaS (Software as a Assistance Services) over $100,000, indicating the anticipated annual renewal value exceeds this threshold. Vendors must be capable of providing software maintenance services for the specified ESRI products and integrating with DWR's existing technical infrastructure, which includes establishing a Tier 1 support center and supporting up to ten designated individuals for direct Tier 2 technical support contact.