1. Untitled Section

RFO > Key Dates

Event	Date / Time
RFO Release Date	<insert date>
Respondent Questions Due	<insert date>
RFO Responses Due	<insert date & time>
Proposed Contract Start Date	<insert date>

2. Untitled Section

RFO > procurement official

Hand Delivered Offer; Parcel Post (FedEx, UPS, etc.)	United States Postal Service (USPS)
California Department of Technology Statewide Technology Procurement Attn: Katy Podbielski (CI Staff), Procurement Official 10860 Gold Center Drive, Suite 200 - Security Desk Rancho Cordova, CA 95670	California Department of Technology Statewide Technology Procurement Attn: Katy Podbielski (CI Staff), Procurement Official Mail Stop Y12 P.O. Box 1810 Rancho Cordova, CA 95741

3. Untitled Section

RFO > Cost Assessment

Respondent's Name	A	B	C
Respondent's Name	Hourly Rate	Percentage (Lowest Respondent's Total Cost Divided by the Respondent Total Cost	Respondent Score (B X 50 = C)
Response A	$200	$150/$200 = .75 (75%)	.75 X 50 = 37.5
Response B	$150	$150/$150 = 1.0 (100%)	1.0 X 50 = 50

4. Untitled Section

Table-1 Question Submittal Form

Solicitation Respondent Question Form
Name of Respondent:
Contact Person:
Contact Email and Phone Number:
Q #	Section/Document(s)	Page #	Question
1
2
3
4

5. Untitled Section

Response Cover Page

COVER PAGE
Name of Responding Firm (Legal name as it will appear on the contract)

Mailing Address (Street address, P.O. Box, City, State, Zip Code)

Person authorized to act as the contact for this firm in matters regarding this response:
Printed Name (First, Last):	Title:

Telephone number:	Fax number:
( )	( )
Email address:

Person authorized to obligate this firm in matters regarding this response and/or the resulting contract:
Printed Name (First, Last):	Title:

Telephone number:	Fax number:
( )	( )
Email address:

(CORPORATIONS ONLY) Name/Title of person authorized by the Board of Directors to sign this response on behalf of the Board:
Printed Name (First, Last):	Title:

Signature of Respondent or Authorized Representative		Date:

6. Untitled Section

Qualifications Form - PQVP

QUALIFICATIONS
1	Respondent:
2	Staff Name:
3	PQVP Classification:
4	Staff’s Referenced Project Name:
5	Company Name (of staff’s reference):
6	Contact Name, Email Address and Telephone Number (of Staff’s Reference):
7	Staff Start Date (MM/DD/YYYY):
8	Staff End Date (MM/DD/YYYY):
9	Project Description:
10	Project Contract Amount:
11	For each mandatory experience listed below, check “Yes” if the total years of experience was met on this referenced project; check “No” if none of the experience was met on this referenced project; or check “Partial” if fewer than the total years of the experience was met on this referenced project. If partial or total experience was met (checked), enter the years and/or months of “Experience gained on this referenced project” and describe the Staff’s role and responsibilities performed on the project in the “Description of services provided” field.

Number

Classification

Qualifications

Total Experience Required

Experience gained on this cited Project

12

☐ Yes
☐ No
☐ Partial
Yr. ___ Mo.___

Description of Services Provided:

LPA: all other LPAs

QUALIFICATIONS
1	Respondent:
2	Staff Name:
3	Staff’s Referenced Project Name:
4	Company Name (of staff’s reference):
5	Contact Name, Email Address and Telephone Number (of Staff’s Reference):
6	Staff Start Date (MM/DD/YYYY):
7	Staff End Date (MM/DD/YYYY):
8	Project Description:
9	Project Contract Amount:
10	For each mandatory experience listed below, check “Yes” if the total years of experience was met on this referenced project; check “No” if none of the experience was met on this referenced project; or check “Partial” if fewer than the total years of the experience was met on this referenced project. If partial or total experience was met (checked), enter the years and/or months of “Experience gained on this referenced project” and describe the Staff’s role and responsibilities performed on the project in the “Description of services provided” field.

Number

Classification

Qualifications

Total Experience Required

Experience gained on this cited Project

11

☐ Yes
☐ No
☐ Partial
Yr. ___ Mo.___

Description of Services Provided:

7. Untitled Section

Staff Reference Form

REFERENCE
Name of Firm
Street address	City	State	Zip Code
Contact Person		Telephone number ( )
Dates of service		Value or cost of service
Brief description of service provided

8. Untitled Section

SOW > Contract Representatives

Contract Manager
Name:	[Enter NAME]
Phone:	[Enter PHONE NUMBER]
e-mail:	[Enter EMAIL]

The Contractor Manager during the term of this contract will be:

Contract Manager
Name:	[Enter NAME]
Phone:	[Enter PHONE NUMBER]
e-mail:	[Enter EMAIL]

9. Untitled Section

Work Order Authorization

Not-to-Exceed Cost
	Staff Name	Classification	Labor Hours	Rate Per Hour	Cost
1
2
				Not-to-Exceed Cost Total

10. Untitled Section

SOW IV&V > Tasks and Deliverables

ID No.	Tasks & Deliverables
IV&V Project Management (Task 1.0)
1.1	IV&V Management Plan Develop an IV&V Management Plan that describes the activities, personnel, standards, and methodology for conducting the IV&V services. The IV&V Management Plan must be provided within 30 days of Contract execution. Review the IV&V Management Plan quarterly and provide updates to remain in alignment with Project activities and processes.
1.2	IV&V Work Plan Develop a work plan compatible with MS Project that schedules and tracks the IV&V activities, including anticipated delivery dates for all IV&V deliverables. The IV&V work plan must be developed in accordance with the Project’s schedule management plan. The IV&V Work Plan must be provided within 30 days of Contract execution. Provide updates to the work plan monthly to report status and remain in alignment with the Project’s master schedule.
1.3	IV&V Monthly Activity Reports Provide reports that summarize the results of IV&V tasks performed for the reporting month. These reports may include updates to prior activity reports. Each monthly activity report shall contain: Activities Completed within the Reporting Period: a description of the IV&V tasks performed and the status of the associated deliverables. Work in Progress: activities and deliverables currently underway. Scheduled Status: compares completed tasks and deliverables against those scheduled to date, and includes explanations of schedule variances, and recommendations for mitigating the variances. Work to Be Completed: IV&V activities and deliverables expected to be completed within the next reporting period. Issues, Problems, and Resolutions: includes a summary of anomalies and the resolutions; identification of technical project risks; assessment of software quality processes; and IV&V recommendations.
1.4	Management and Technical Reviews Provide IV&V results at Project defined management and technical reviews. Evaluate review materials, attend events, and provide comments, risks and issues found in the course of the evaluation. It is anticipated these reviews will occur at a rate of two (2) per month.
Project Approval Lifecycle (PAL) IV&V (Task 2.0)
2.1	Business Processes and Systems Documentation Evaluate the current business processes documentation for correctness, consistency, completeness, accuracy and readability. (S2AA) Evaluate the to-be business processes for correctness, consistency, completeness, accuracy and readability. Verify the Project has plans in place to transition from the current business processes to the to-be business processes. (S3SD)
2.2	Requirements Evaluation Evaluate the mid-level solution requirements for correctness, consistency, completeness, accuracy, readability and the appropriate level of detail. Verify the requirements satisfy user needs and are consistent with the business processes and Project objectives. (S2AA) Evaluate the solution requirements for correctness, consistency, completeness, accuracy, readability. Verify the requirements satisfy the user and acquisition needs, are consistent with and traceable to the mid-level solution requirements. (S3SD) Evaluate the requirements baseline for correctness, consistency, completeness, accuracy, readability and testability. Verify the requirements are consistent with and traceable to the solution requirements. (S4PRA)
2.3	Solution Alternatives Evaluation (S2AA) Verify the recommended solution can satisfy user needs and the mid-level requirements associated with the solution, and supports Project objectives. Verify that viable alternatives were identified and documented within the PAL documentation.
2.4	Solicitation Document Review (S3SD) Review and make recommendations on the solicitation documents relative to their ability to adequately inform potential vendors about Project objectives, requirements, risks, etc. Verify the evaluation criteria are consistent with Project objectives, metrics based, and clearly articulated in the solicitation documents. This task may be iterative as the pre-solicitation process and addendums may significantly alter the content of the solicitation documents.
2.5	Vendor Contract Review (S4PRA) Review the vendor Contract to verify: Procedures are documented for managing requirements changes and for identifying the management hierarchy to address problems. Procedures are documented for interface and cooperation among parties. States that the Vendor will participate in the IV&V process and be cooperative for coordination and communication of information.
2.6	PAL IV&V Reports Provide a report for each Stage of the PAL process (S2AA, S3SD, S4PRA) to include the results of all tasks performed for that Stage, the status of identified anomalies, and any risks/issues to be addressed in the next Stage.
Support Process IV&V (Task 3.0)
3.1	Interface with Supporting Processes Coordinate the IV&V effort with the Project’s supporting processes such as risk management, issue management, change control, etc. Identify the data to be exchanged with these processes and document within the IV&V Management Plan.
3.2	Change Management Assessment Review and make recommendations on the change management plans and procedures. Verify alignment with Contract terms. Evaluate proposed changes for effects on the system and previously completed activities. Validate the change is consistent with requirements and does not adversely affect requirements directly or indirectly.
3.3	Configuration Management Assessment Review and make recommendations on the configuration management (CM) plans and procedures associated with the development process. Verify all critical development artifacts are maintained under appropriate controls, source and object libraries are maintained for each version, and mechanisms are in place to prevent unauthorized changes.
3.4	Quality Management Assessment Review and make recommendations on the Project’s Quality Assurance (QA) plans, procedures and organization. Monitor the performance of the QA organization to ensure procedures are followed and quality metrics reported accurately. Verify that the quality of all products produced by the Project is monitored by formal reviews and sign-offs.
3.5	Risk Analysis Identify any technical and management risks discovered in the course of any IV&V task and provide recommendations to eliminate, reduce, or mitigate the risk. Identified risks and updates to the risk analysis are to be included in the IV&V Monthly Activity Reports.
3.6	Support Process IV&V Task Reports Provide task reports for tasks 3.2 through 3.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Support Process IV&V tasks may be combined into a single document.
Requirements IV&V (Task 4.0)
4.1	Requirements Management Plan Assessment Review and make recommendations on the Project’s plans, processes, procedures and tools for managing requirements.
4.2	Requirements Evaluation Evaluate the requirements for correctness, consistency, completeness, accuracy, readability and testability. Evaluate the allocation of system requirements to hardware and software requirements.
4.3	Interface Analysis Verify the requirements for interfaces with other systems are correct, complete, accurate, and testable. Verify appropriate relationships are in place with all organizations supporting the interfaces.
4.4	Traceability Analysis Verify requirements can be traced through design, code and test artifacts to verify that the system performs as intended and contains no unnecessary elements. Evaluate identified relationships for correctness, consistency, completeness, and accuracy. This task is iterative and anticipated to be repeated as the artifacts from each development phase are incorporated.
4.5	Security Analysis Evaluate the requirements from a security perspective and assure that potential security risks with respect to confidentiality, integrity, availability, and accountability have been identified. Consider security risks introduced by the system itself as well as those associated with the environment. Verify the system security requirements will mitigate the identified security risks to an acceptable level.
4.6	Requirements IV&V Task Reports Provide task reports for tasks 4.1 through 4.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Requirements IV&V tasks may be combined into a single document.
Design IV&V (Task 5.0)
5.1	System Architecture Design Evaluation Evaluate the system architectural design for correctness, consistency, completeness, and testability.
5.2	Software Design Evaluation Evaluate the software design elements for correctness, consistency, completeness, accuracy, readability, and testability.
5.3	Interface Design Evaluation Evaluate the interface designs between system elements and with other systems for correctness, consistency, completeness, accuracy, and testability.
5.4	Database Design Evaluation Evaluate database designs to determine if they meet system requirements for maintainability, scalability, refreshability, concurrence, normalization, performance and data integrity, and make recommendations to improve data integrity and system performance. Review and make recommendations to plans and processes for administering the database, including backup, recovery and performance analysis.
5.5	Security Analysis Evaluate the system and software designs from a security perspective. Verify identified security requirements are adequately addressed in the system and software designs. Consider security risks introduced by the system itself as well as those associated with the environment. Verify the identified security threats and vulnerabilities are prevented, controlled or mitigated within the system’s design.
5.6	Design IV&V Task Reports Provide task reports for tasks 5.1 through 5.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Design IV&V tasks may be combined into a single document.
Build IV&V (Task 6.0)
6.1	Development Process and Product Standards Assessment Review and make recommendations on all defined process and product standards associated with the system development. Verify all process definitions and standards are complete, clear, consistent, compatible, up-to-date and readily accessible to project personnel.
6.2	Development Environment and Tools Assessment Evaluate the development environment to determine if its capabilities are adequate to meet system development requirements, is maintainable and upgradeable, and demonstrates a degree of integration compatible with good development.
6.3	System Element Implementation Analysis Evaluate the system element artifacts to derive an evolving assessment of each system element’s performance and to recommend corrective actions to mitigate any projected performance shortfalls. Verify hardware components are compatible with the existing processing environment, maintainable, and easily upgradeable.
6.4	Source Code and Source Code Documentation Evaluation Evaluate the source code components and associated documentation for correctness, consistency, completeness, accuracy, readability, and testability.
6.5	Security Analysis Verify the implementation is completed in accordance with the system architecture and design in that it addresses the identified security risks and the implementation does not introduce new security risks. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
6.6	Build IV&V Task Reports Provide task reports for tasks 6.1 through 6.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Build IV&V tasks may be combined into a single document.
Test IV&V (Task 7.0)
7.1	Software Component (Unit) Testing Verify the software component test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the software component test plan is traceable to the software requirements and design, is consistent, and provides test coverage of all units. Validate the software component test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software component test results to verify the system satisfies the test acceptance criteria.
7.2	Software Integration Testing Verify the software integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the software integration test plan is traceable to the software requirements and design, is consistent, provides test coverage of software requirements, contains appropriate test standards and methods and provides conformance to expected results. Validate the software integration test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software integration test results to verify the system satisfies the test acceptance criteria.
7.3	Software Acceptance Testing Verify the software acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Verify the software acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance. Validate the software acceptance test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software acceptance test results to verify the system satisfies the test acceptance criteria.
7.4	System Integration Testing Verify the system integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the system integration test plan is traceable to the system requirements, is consistent, provides test coverage of system requirements, contains appropriate test standards and methods and provides conformance to expected results. Validate the system integration test designs, cases, and procedures are complete, traceable to requirements, provides complete coverage, and is consistent with the test plan. Use the system integration test results to verify the system satisfies the test acceptance criteria.
7.5	System Acceptance Testing Verify the system acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Verify the system acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance. Validate the system acceptance test designs, cases, and procedures are complete, traceable to the system requirements, and consistent with the test plan. Use the system acceptance test results to verify the system satisfies the test acceptance criteria.
7.6	Security Analysis Verify the implemented system does not increase the security risk. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
7.7	Test IV&V Task Reports Provide task reports for tasks 7.1 through 7.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. It may be necessary to iterate the Test IV&V tasks as first plans, then designs, cases, and finally procedures are developed. An additional iteration is expected once the tests have been conducted and results made available. Task reports for multiple Test IV&V tasks may be combined into a single document.
Deployment IV&V (Task 8.0)
8.1	Organizational Change Management (OCM) Assessment Review and make recommendations on the OCM plans and procedures. Verify the plan has the strategy, management backing, resources, skills and incentives necessary for effective change. Verify resistance to change is anticipated and prepared for at each step and has the appropriate leadership.
8.2	Transition Strategy Evaluation Verify the transition strategy has a defined approach to establishing the system in the operational environment that is consistent with requirements. Verify the transition strategy is comprehensive and includes the following: All the system parts and the system whole are included. Transition schedule and sequence. Identification of transition tools, equipment and instructions. Archiving system artifacts, such as documentation and code. Impact to interfacing systems in terms of transition timing and transition impacts. Continuity of capabilities when replacing or upgrading a legacy system. Site preparation for installation and legacy system retirement, storage, and/or incorporation. Provisions for documentation of the process results. A fallback or back-out plan in case of unsuccessful transition and other risk mitigation considerations.
8.3	Data Conversion Assessment Review and make recommendations on the data conversion plans, procedures and tools relative to making the conversion process more efficient and on maintaining the integrity of the data during conversion. Verify procedures are being followed to review the converted data for accuracy and completeness, and data clean-up activities are performed.
8.4	User Training Assessment Review and make recommendations on the training provided to system users. Verify the training provided is directly related to the business process and required job skills, and materials are user-friendly. Verify the training’s effectiveness is evaluated and monitored.
8.5	Installation Configuration Audit Validate all software products required to correctly install and operate the software are present in the installation package. Verify supplied values for all site-dependent parameters or conditions are correct.
8.6	Operational Readiness Assessment Evaluate operational readiness by analyzing installation and checkout data, test results and documented anomalies, risks, and issues. Verify the complete installation of required installation items. Verify the system components initialize, execute, and terminate as specified.
8.7	Security Analysis Verify that the installed system does not introduce new or increased vulnerabilities or security risks. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
8.8	Deployment IV&V Task Reports Provide task reports for tasks 8.1 through 8.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.
Post-Deployment IV&V (Task 9.0)
9.1	Operations and Maintenance Procedures Assessment Evaluate the operational procedures to verify conformance to the operational requirements and consistency with the user documentation.
9.2	Post-Deployment IV&V Task Reports Provide task report for task 9.1. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.
Project Closure (Task 10.0)
10.1	System Acceptance Report Prepare recommendations concerning system acceptance, including an assessment of the software quality and the conformance to the system requirements.
10.2	Final IV&V Report Develop a Final IV&V Report that summarizes the IV&V activities, tasks, results, anomalies and dispositions, and provides an evaluation of the overall system quality. The report will also include an assessment of the system robustness and potential weak points within the architecture, make recommendations where the system, hardware, software, interfaces, and documentation could be improved, and specify technical lessons learned for inclusion in the Post Implementation Evaluation Report (PIER).
Ad hoc Assessments (Task 11.0)
11.1	Ad hoc Assessments It is anticipated that the IV&V resource(s) will spend up to 40 hours per month to perform as-needed tasks (such as contract-related ad hoc issue reports, briefing, presentation, technical assessments, cost estimate validation) to evaluate project components and artifacts outside the scope of other tasks defined in this SOW. Ad hoc Assessment may be requested by the State or recommended by the vendor. All ad hoc assessments are subject to the Work Authorization process described in +Section Reference: WORK AUTHORIZATIONS.
11.2	Ad hoc Assessment Task Reports Provide task report for each ad hoc assessment. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task.

ID No.

Tasks & Deliverables

IV&V Project Management (Task 1.0)

1.1

IV&V Management Plan

Develop an IV&V Management Plan that describes the activities, personnel, standards, and methodology for conducting the IV&V services. The IV&V Management Plan must be provided within 30 days of Contract execution.

Review the IV&V Management Plan quarterly and provide updates to remain in alignment with Project activities and processes.

1.2

IV&V Work Plan

Develop a work plan compatible with MS Project that schedules and tracks the IV&V activities, including anticipated delivery dates for all IV&V deliverables. The IV&V work plan must be developed in accordance with the Project’s schedule management plan. The IV&V Work Plan must be provided within 30 days of Contract execution.

Provide updates to the work plan monthly to report status and remain in alignment with the Project’s master schedule.

1.3

IV&V Monthly Activity Reports

Provide reports that summarize the results of IV&V tasks performed for the reporting month. These reports may include updates to prior activity reports. Each monthly activity report shall contain:

Activities Completed within the Reporting Period: a description of the IV&V tasks performed and the status of the associated deliverables.

Work in Progress: activities and deliverables currently underway.

Scheduled Status: compares completed tasks and deliverables against those scheduled to date, and includes explanations of schedule variances, and recommendations for mitigating the variances.

Work to Be Completed: IV&V activities and deliverables expected to be completed within the next reporting period.

Issues, Problems, and Resolutions: includes a summary of anomalies and the resolutions; identification of technical project risks; assessment of software quality processes; and IV&V recommendations.

1.4

Management and Technical Reviews

Provide IV&V results at Project defined management and technical reviews. Evaluate review materials, attend events, and provide comments, risks and issues found in the course of the evaluation. It is anticipated these reviews will occur at a rate of two (2) per month.

Project Approval Lifecycle (PAL) IV&V (Task 2.0)

2.1

Business Processes and Systems Documentation

Evaluate the current business processes documentation for correctness, consistency, completeness, accuracy and readability. (S2AA)

Evaluate the to-be business processes for correctness, consistency, completeness, accuracy and readability. Verify the Project has plans in place to transition from the current business processes to the to-be business processes. (S3SD)

2.2

Requirements Evaluation

Evaluate the mid-level solution requirements for correctness, consistency, completeness, accuracy, readability and the appropriate level of detail. Verify the requirements satisfy user needs and are consistent with the business processes and Project objectives. (S2AA)

Evaluate the solution requirements for correctness, consistency, completeness, accuracy, readability. Verify the requirements satisfy the user and acquisition needs, are consistent with and traceable to the mid-level solution requirements. (S3SD)

Evaluate the requirements baseline for correctness, consistency, completeness, accuracy, readability and testability. Verify the requirements are consistent with and traceable to the solution requirements. (S4PRA)

2.3

Solution Alternatives Evaluation (S2AA)

Verify the recommended solution can satisfy user needs and the mid-level requirements associated with the solution, and supports Project objectives.

Verify that viable alternatives were identified and documented within the PAL documentation.

2.4

Solicitation Document Review (S3SD)

Review and make recommendations on the solicitation documents relative to their ability to adequately inform potential vendors about Project objectives, requirements, risks, etc.

Verify the evaluation criteria are consistent with Project objectives, metrics based, and clearly articulated in the solicitation documents.

This task may be iterative as the pre-solicitation process and addendums may significantly alter the content of the solicitation documents.

2.5

Vendor Contract Review (S4PRA)

Review the vendor Contract to verify:

Procedures are documented for managing requirements changes and for identifying the management hierarchy to address problems.

Procedures are documented for interface and cooperation among parties.

States that the Vendor will participate in the IV&V process and be cooperative for coordination and communication of information.

2.6

PAL IV&V Reports

Provide a report for each Stage of the PAL process (S2AA, S3SD, S4PRA) to include the results of all tasks performed for that Stage, the status of identified anomalies, and any risks/issues to be addressed in the next Stage.

Support Process IV&V (Task 3.0)

3.1

Interface with Supporting Processes

Coordinate the IV&V effort with the Project’s supporting processes such as risk management, issue management, change control, etc. Identify the data to be exchanged with these processes and document within the IV&V Management Plan.

3.2

Change Management Assessment

Review and make recommendations on the change management plans and procedures. Verify alignment with Contract terms.

Evaluate proposed changes for effects on the system and previously completed activities. Validate the change is consistent with requirements and does not adversely affect requirements directly or indirectly.

3.3

Configuration Management Assessment

Review and make recommendations on the configuration management (CM) plans and procedures associated with the development process. Verify all critical development artifacts are maintained under appropriate controls, source and object libraries are maintained for each version, and mechanisms are in place to prevent unauthorized changes.

3.4

Quality Management Assessment

Review and make recommendations on the Project’s Quality Assurance (QA) plans, procedures and organization. Monitor the performance of the QA organization to ensure procedures are followed and quality metrics reported accurately.

Verify that the quality of all products produced by the Project is monitored by formal reviews and sign-offs.

3.5

Risk Analysis

Identify any technical and management risks discovered in the course of any IV&V task and provide recommendations to eliminate, reduce, or mitigate the risk. Identified risks and updates to the risk analysis are to be included in the IV&V Monthly Activity Reports.

3.6

Support Process IV&V Task Reports

Provide task reports for tasks 3.2 through 3.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Support Process IV&V tasks may be combined into a single document.

Requirements IV&V (Task 4.0)

4.1

Requirements Management Plan Assessment

Review and make recommendations on the Project’s plans, processes, procedures and tools for managing requirements.

4.2

Requirements Evaluation

Evaluate the requirements for correctness, consistency, completeness, accuracy, readability and testability.

Evaluate the allocation of system requirements to hardware and software requirements.

4.3

Interface Analysis

Verify the requirements for interfaces with other systems are correct, complete, accurate, and testable.

Verify appropriate relationships are in place with all organizations supporting the interfaces.

4.4

Traceability Analysis

Verify requirements can be traced through design, code and test artifacts to verify that the system performs as intended and contains no unnecessary elements. Evaluate identified relationships for correctness, consistency, completeness, and accuracy.

This task is iterative and anticipated to be repeated as the artifacts from each development phase are incorporated.

4.5

Security Analysis

Evaluate the requirements from a security perspective and assure that potential security risks with respect to confidentiality, integrity, availability, and accountability have been identified. Consider security risks introduced by the system itself as well as those associated with the environment.

Verify the system security requirements will mitigate the identified security risks to an acceptable level.

4.6

Requirements IV&V Task Reports

Provide task reports for tasks 4.1 through 4.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Requirements IV&V tasks may be combined into a single document.

Design IV&V (Task 5.0)

5.1

System Architecture Design Evaluation

Evaluate the system architectural design for correctness, consistency, completeness, and testability.

5.2

Software Design Evaluation

Evaluate the software design elements for correctness, consistency, completeness, accuracy, readability, and testability.

5.3

Interface Design Evaluation

Evaluate the interface designs between system elements and with other systems for correctness, consistency, completeness, accuracy, and testability.

5.4

Database Design Evaluation

Evaluate database designs to determine if they meet system requirements for maintainability, scalability, refreshability, concurrence, normalization, performance and data integrity, and make recommendations to improve data integrity and system performance.

Review and make recommendations to plans and processes for administering the database, including backup, recovery and performance analysis.

5.5

Security Analysis

Evaluate the system and software designs from a security perspective. Verify identified security requirements are adequately addressed in the system and software designs. Consider security risks introduced by the system itself as well as those associated with the environment.

Verify the identified security threats and vulnerabilities are prevented, controlled or mitigated within the system’s design.

5.6

Design IV&V Task Reports

Provide task reports for tasks 5.1 through 5.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Design IV&V tasks may be combined into a single document.

Build IV&V (Task 6.0)

6.1

Development Process and Product Standards Assessment

Review and make recommendations on all defined process and product standards associated with the system development. Verify all process definitions and standards are complete, clear, consistent, compatible, up-to-date and readily accessible to project personnel.

6.2

Development Environment and Tools Assessment

Evaluate the development environment to determine if its capabilities are adequate to meet system development requirements, is maintainable and upgradeable, and demonstrates a degree of integration compatible with good development.

6.3

System Element Implementation Analysis

Evaluate the system element artifacts to derive an evolving assessment of each system element’s performance and to recommend corrective actions to mitigate any projected performance shortfalls.

Verify hardware components are compatible with the existing processing environment, maintainable, and easily upgradeable.

6.4

Source Code and Source Code Documentation Evaluation

Evaluate the source code components and associated documentation for correctness, consistency, completeness, accuracy, readability, and testability.

6.5

Security Analysis

Verify the implementation is completed in accordance with the system architecture and design in that it addresses the identified security risks and the implementation does not introduce new security risks.

Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.

6.6

Build IV&V Task Reports

Provide task reports for tasks 6.1 through 6.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Build IV&V tasks may be combined into a single document.

Test IV&V (Task 7.0)

7.1

Software Component (Unit) Testing

Verify the software component test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content.

Validate the software component test plan is traceable to the software requirements and design, is consistent, and provides test coverage of all units.

Validate the software component test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan.

Use the software component test results to verify the system satisfies the test acceptance criteria.

7.2

Software Integration Testing

Verify the software integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content.

Validate the software integration test plan is traceable to the software requirements and design, is consistent, provides test coverage of software requirements, contains appropriate test standards and methods and provides conformance to expected results.

Validate the software integration test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan.

Use the software integration test results to verify the system satisfies the test acceptance criteria.

7.3

Software Acceptance Testing

Verify the software acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content.

Verify the software acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance.

Validate the software acceptance test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan.

Use the software acceptance test results to verify the system satisfies the test acceptance criteria.

7.4

System Integration Testing

Verify the system integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content.

Validate the system integration test plan is traceable to the system requirements, is consistent, provides test coverage of system requirements, contains appropriate test standards and methods and provides conformance to expected results.

Validate the system integration test designs, cases, and procedures are complete, traceable to requirements, provides complete coverage, and is consistent with the test plan.

Use the system integration test results to verify the system satisfies the test acceptance criteria.

7.5

System Acceptance Testing

Verify the system acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content.

Verify the system acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance.

Validate the system acceptance test designs, cases, and procedures are complete, traceable to the system requirements, and consistent with the test plan.

Use the system acceptance test results to verify the system satisfies the test acceptance criteria.

7.6

Security Analysis

Verify the implemented system does not increase the security risk.

Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.

7.7

Test IV&V Task Reports

Provide task reports for tasks 7.1 through 7.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. It may be necessary to iterate the Test IV&V tasks as first plans, then designs, cases, and finally procedures are developed. An additional iteration is expected once the tests have been conducted and results made available. Task reports for multiple Test IV&V tasks may be combined into a single document.

Deployment IV&V (Task 8.0)

8.1

Organizational Change Management (OCM) Assessment

Review and make recommendations on the OCM plans and procedures. Verify the plan has the strategy, management backing, resources, skills and incentives necessary for effective change.

Verify resistance to change is anticipated and prepared for at each step and has the appropriate leadership.

8.2

Transition Strategy Evaluation

Verify the transition strategy has a defined approach to establishing the system in the operational environment that is consistent with requirements. Verify the transition strategy is comprehensive and includes the following:

All the system parts and the system whole are included.

Transition schedule and sequence.

Identification of transition tools, equipment and instructions.

Archiving system artifacts, such as documentation and code.

Impact to interfacing systems in terms of transition timing and transition impacts.

Continuity of capabilities when replacing or upgrading a legacy system.

Site preparation for installation and legacy system retirement, storage, and/or incorporation.

Provisions for documentation of the process results.

A fallback or back-out plan in case of unsuccessful transition and other risk mitigation considerations.

8.3

Data Conversion Assessment

Review and make recommendations on the data conversion plans, procedures and tools relative to making the conversion process more efficient and on maintaining the integrity of the data during conversion. Verify procedures are being followed to review the converted data for accuracy and completeness, and data clean-up activities are performed.

8.4

User Training Assessment

Review and make recommendations on the training provided to system users. Verify the training provided is directly related to the business process and required job skills, and materials are user-friendly. Verify the training’s effectiveness is evaluated and monitored.

8.5

Installation Configuration Audit

Validate all software products required to correctly install and operate the software are present in the installation package.

Verify supplied values for all site-dependent parameters or conditions are correct.

8.6

Operational Readiness Assessment

Evaluate operational readiness by analyzing installation and checkout data, test results and documented anomalies, risks, and issues.

Verify the complete installation of required installation items. Verify the system components initialize, execute, and terminate as specified.

8.7

Security Analysis

Verify that the installed system does not introduce new or increased vulnerabilities or security risks.

Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.

8.8

Deployment IV&V Task Reports

Provide task reports for tasks 8.1 through 8.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.

Post-Deployment IV&V (Task 9.0)

9.1

Operations and Maintenance Procedures Assessment

Evaluate the operational procedures to verify conformance to the operational requirements and consistency with the user documentation.

9.2

Post-Deployment IV&V Task Reports

Provide task report for task 9.1. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.

Project Closure (Task 10.0)

10.1

System Acceptance Report

Prepare recommendations concerning system acceptance, including an assessment of the software quality and the conformance to the system requirements.

10.2

Final IV&V Report

Develop a Final IV&V Report that summarizes the IV&V activities, tasks, results, anomalies and dispositions, and provides an evaluation of the overall system quality. The report will also include an assessment of the system robustness and potential weak points within the architecture, make recommendations where the system, hardware, software, interfaces, and documentation could be improved, and specify technical lessons learned for inclusion in the Post Implementation Evaluation Report (PIER).

Ad hoc Assessments (Task 11.0)

11.1

Ad hoc Assessments

It is anticipated that the IV&V resource(s) will spend up to 40 hours per month to perform as-needed tasks (such as contract-related ad hoc issue reports, briefing, presentation, technical assessments, cost estimate validation) to evaluate project components and artifacts outside the scope of other tasks defined in this SOW.

Ad hoc Assessment may be requested by the State or recommended by the vendor. All ad hoc assessments are subject to the Work Authorization process described in +Section Reference: WORK AUTHORIZATIONS.

11.2

Ad hoc Assessment Task Reports

Provide task report for each ad hoc assessment. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task.

11. Untitled Section

SOW IV&V > Contract Representatives

CONTRACT REPRESENTATIVES
State:	<Insert department contract representative>	Vendor:	TBD
Name:		Name:
Phone:		Phone:
e-mail:		e-mail:

Direct all Contract inquiries to:

CONTRACT REPRESENTATIVES FOR INQUIRIES
State:	<Insert department contract representative>	Vendor:	TBD
Unit:		Name:
Name:		Address:
Address:		Phone:
Phone:		e-mail:
e-mail:		e-mail:

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}
Part 1

Cover page

REQUEST FOR OFFER
RFO #: {{Missing Question Response - What is the solicitation number? }}
FOR
{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}
Table formatting review for RFO - 10.18.22 KP

FOR
{{Missing Question Response - What are the goods/services being procured?}}

Date: <Month, Day, Year>

You are invited to review and respond to this Request for Offer (RFO). To submit an offer for these services, you must comply with the instructions contained in this document as well as the requirements stated in EXHIBIT B: STATEMENT OF WORK. By submitting an offer, your firm agrees to the terms and conditions stated in this RFO, and your CMAS contract.

Read the attached document carefully. The RFO due date is: <insert the day/month/year and time as found in the attached document>. Responses to this RFO and any required copies must be submitted by mail, clearly labeled to the department contact noted below.

Department Contact:
Katy Podbielski (CI Staff)
California Department of Technology
10860 Gold Center Drive, Rancho Cordova, CA 95670
Phone: +1 559-718-9410 Email: katy@cityinnovate.com

TABLE OF CONTENTS

PART 1 – REQUEST FOR OFFER INFORMATION

RFO

PART 1 – REQUEST FOR OFFER INFORMATION

1. GENERAL INFORMATION

This Request for Offer (RFO) is being conducted under the policies and procedures developed by the California Department of Technology (CDT) as provided under Public Contract Code (PCC) §12100 et seq. This RFO contains the instructions governing the requirements for a time and materials based contract to be submitted by interested respondents. The format that response information is to be submitted and the material to be included therein follows. This RFO also addresses the requirements that respondents must meet to be eligible for consideration, as well as addressing respondent’s responsibilities before and after award.

Eligible firms that exist on the California Multiple Award Schedule (CMAS), are invited to review and respond to the attached {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} RFO entitled, RFO #{{Missing Question Response - What is the solicitation number? }} for {{Missing Question Response - What are the goods/services being procured?}}. In submitting a response to this RFO, compliance with all RFO instructions is imperative.

Any agreement entered into as a result of this RFO will include by reference all terms and conditions attached to or incorporated by reference into the agreement between the Respondent’s firm and {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}.

1.1. BACKGROUND AND PURPOSE OF THE RFO

1.2. SUMMARY OF SERVICES REQUESTED

The State intends to make a single contract award to the Respondent that the State believes can best meet its needs.

This RFO asks for services to develop a {{Missing Question Response - What is the product title?}} and to operate that {{Missing Question Response - What is the product title?}}. See EXHIBIT B: STATEMENT OF WORK, SECTION 7. PROJECT TASKS/DELIVERABLES for more information on the services to be procured through this RFO.

1.3. CONTRACT TERM

See EXHIBIT B: STATEMENT OF WORK, SECTION 2. TERM OF CONTRACT for the contract term for {{Missing Question Response - What is the product title?}}.

1.4. KEY DATES

Below is the time schedule for this informal selection process. All prospective Respondents are advised of the following time schedule.

Event	Date / Time
RFO release date	<insert date>
Respondent Questions Due	<insert date>
RFO Responses due	<insert date & time>
Proposed Contract start date	<insert date>

1.5. QUESTIONS

Respondents requiring clarification of the intent, terms and conditions, content of this RFO or on procedural matters regarding the competitive RFO process may request clarification by submitting questions in accordance with the Key Dates in an email clearly marked “Questions Regarding the RFO #{{Missing Question Response - What is the solicitation number? }}" to the Procurement Official identified in this RFO. All questions must be submitted using the same format as identified in ATTACHMENT 1: TEMPLATE FOR QUESTIONS SUBMITTAL. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the Submission of RFO Responses Due date. Question and answer sets will be provided to all bidders without identifying the submitters. At the sole discretion of the state, questions may be paraphrased by the state for clarity.

A bidder who desires clarification or further information on the content of the solicitation, but whose questions relate to the proprietary aspect of that bidder’s response and which, if disclosed to other bidders, would expose that bidder’s response, may submit such questions in the same manner as above, but also marked “CONFIDENTIAL,” and not later than the scheduled date specified in the Key Dates to ensure a response. The bidder must explain why any questions are sensitive in nature. If the state concurs that the disclosure of the question or answer would expose the proprietary nature of the response, the question will be answered and both the question and answer will be kept in confidence. If the state does not concur with the proprietary aspect of the question, the question will not be answered in this manner and the bidder will be so notified.

1.6. PROCUREMENT OFFICIAL

The Procurement Official is the State’s designated authorized representative regarding this procurement.

Respondents are directed to communicate, submit questions, deliver offers, and submit all other correspondence regarding this procurement to the Procurement Official at the address below.

Katy Podbielski (CI Staff), Procurement Official
Phone: +1 559-718-9410 Email: katy@cityinnovate.com

Hand Delivered Offer; Parcel Post (FedEx, UPS, etc.)	United States Postal Service (USPS)
California Department of Technology Statewide Technology Procurement Attn: Katy Podbielski (CI Staff), Procurement Official 10860 Gold Center Drive, Suite 200 - Security Desk Rancho Cordova, CA 95670	California Department of Technology Statewide Technology Procurement Attn: Katy Podbielski (CI Staff), Procurement Official Mail Stop Y12 P.O. Box 1810 Rancho Cordova, CA 95741

2. RFO RESPONSE REQUIREMENTS

This RFO and the respondent’s response to this document will be made part of the ordering department’s TECH 213 Contract and procurement contract file.

Responses must contain all requested information and data and conform to the format described in this section. It is the respondent’s responsibility to provide all necessary information for the state to assess the response, verify requested information and determine the offeror’s ability to perform the tasks and activities defined in EXHIBIT Template V: STATEMENT OF WORK, and EXHIBIT C: COST WORKSHEET, provided as required below.

2.1. RFO RESPONSE CONTENT

This section specifies the order and content of each response. Assemble the materials in each response set in the following order.

2.1.1. ADMINISTRATIVE REQUIREMENTS

This section contains the mandatory administrative requirements that must be met in order to be considered responsive to this solicitation.

2.1.1.1. RESPONSE COVER PAGE

A Response Cover Page (ATTACHMENT 2: RESPONSE COVER PAGE) must contain a signature of an authorized representative from your company. This signature indicates you agree to all of the terms and conditions contained within this RFO, and the associated CMAS contract.

2.1.1.2. TABLE OF CONTENTS

Include a Table of Contents that identifies each Response requirements as listed in section +Section Reference: RFO RESPONSE CONTENT.

2.1.1.3. CMAS GENERAL PROVISIONS – INFORMATION TECHNOLOGY (GSPD-401IT-CMAS) ACKNOWLEDGEMENT

CMAS contracts issued by DGS automatically incorporate, by reference, the CMAS General Provisions – Information Technology (GSPD-401IT-CMAS). EXHIBIT A: GSPD-401IT-CMAS will be incorporated into the resulting Agreement from this RFO.

By signing the Response Cover Page, the Respondent certifies that they have read EXHIBIT A: GSPD-401IT-CMAS, and agree to them.

2.1.1.4. CLOUD COMPUTING GENERAL PROVISIONS ACKNOWLEDGEMENT

If the Respondent includes commercial Software as a Service (SaaS), Infrastructure as a Service (IaaS), and/or Platform as a Service (PaaS) as part of their Technical Approach to this RFO, the Respondent shall comply with the State Model: Cloud Computing Services Special Provisions for SaaS, IaaS, and/or PaaS, which can be found at the following URLS:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model-Language/CloudComputing_SaaSGeneralProvisions062122.pdf?la=en&hash=7B3D8F241D1486B9CA44AAE0932AA21BBBE19D74

By signing the Response Cover Page, the Respondent certifies that they have read the current State Model: Cloud Computing Services Special Provisions for SaaS, IaaS, and/or PaaS and agree to them.

2.1.1.5. IRREVOCABLE OFFER ACKNOWLEDGEMENT

A Respondent’s final offer in response to this RFO shall constitute a firm offer, which shall remain irrevocable for not less than one hundred eighty (180) calendar days following the date responses are due specified in the Key Dates section. In the event of a delay in contract award, a Respondent may extend the expiration date of its firm offer an additional thirty (30) calendar days by written notice to the State.

This expiration date may be further extended by mutual agreement between the State and the Respondent, in order to accommodate processing time for required approvals and other procurement-related reviews. The State’s execution of a contract from this RFO will not be considered a rejection of any unsuccessful Bidder’s firm offer, which such other firm offers shall remain irrevocable for the period described above.

The State reserves the right, upon termination of any contract and without initiating a new RFO, to accept any other Bidder’s firm offer and form a contract with the other Bidder. The State may continue to terminate and contract with any other Bidders, as described above, until the expiration of all acceptable and firm offers obtained from the original RFO.

By signing the Response Cover Page and submitting a bid, the Bidder commits to adhering to this Irrevocable Offer Acknowledgement.

2.1.1.6. EXCLUSION FOR CONFLICT OF INTEREST

No consultant shall be paid out of State funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of the project approval lifecycle documents (stages 2, 3, or 4) or feasibility study, while in effect, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from State adoption of such recommendations or the course of action recommended in the project approval lifecycle documents (stages 2, 3, or 4) or feasibility study. Further, no consultant shall be paid out of State funds for developing recommendations on the disposal of State surplus IT products if that consultant would directly and/or materially benefit from State adoption of such recommendations.

A consultant shall not be eligible to serve as the Prime Contractor or subcontractor pursuant to this solicitation if the Contractor/subcontractor is currently working on the solicitation in an Independent Verification and Validation (IV & V) role.

By signing the Response Cover Page, the Respondent certifies that they agree to the above.

2.1.1.7. INSURANCE REQUIREMENTS

In accordance to EXHIBIT Template D: GSPD-401IT revised 09/05/2014, Provision 20, Insurance, the Contractor must furnish insurance certificate(s) evidencing required insurance coverage acceptable to the State, including endorsements showing the State as an “additional insured” if required under the Contract. Any required endorsements requested by the State must be separately provided; merely referring to such coverage on the certificates(s) is insufficient for this purpose. The Contractor is required to meet the Insurance Requirements as stated in EXHIBIT B: STATEMENT OF WORK, +Section Reference: INSURANCE REQUIREMENTS. The prime Contractor shall agree to furnish the State satisfactory evidence of insurance within ten (10) calendar days of Contract award.

By signing the Response Cover Page, the Respondent certifies that they agree to the above.

2.1.1.8. BIDDER DECLARATION

The Respondent must complete and submit ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105 with its response. When completing the declaration, the Respondent must identify all subcontractors proposed for participation in the Contract. The contractor awarded the Contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the Agency/state entity agrees to a substitution and it is incorporated, in writing. If the respondent is not using subcontractors, the respondent must still complete ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105, answering the applicable questions on the form, and submit it with its response. The form is available at:
https://www.documents.dgs.ca.gov/DGS/FMC/GS/PD/GSPD05-105.pdf

2.1.1.9. CMAS AGREEMENT

All Respondents must have a valid CMAS contract issued by the Department of General Services (DGS) prior to responding to any RFO. Respondents must submit ATTACHMENT 4: RESPONDENT CMAS/TDDC AGREEMENT with their response to this RFO.

2.1.1.10. PROOF OF SMALL BUSINESS AND/OR DISABLED VETERAN BUSINESS ENTERPRISE CERTIFICATION

If the Respondent is currently a certified small or micro business or Disabled Veteran Business Enterprise (DVBE), include a copy of the certification letter issued by DGS. If the letter cannot be supplied, please include a printout from the DGS’s Office of Small Business & Disable Veteran Business Enterprise Services (OSDS) website to prove the Respondent’s current active status. The State will verify that SB/DVBE certifications are valid at the time the Response is due. In accordance with California Government Code (GC) section 14837(d) and California Military and Veterans Code Section 999, all SB and DVBE Contractors, subcontractors and suppliers that bid on or participate in a State contract shall perform a Commercially Useful Function (CUF).

2.1.2. TECHNICAL REQUIREMENTS

Test List

Item one
Item two
Item three

2.1.2.1. CLIENT REFERENCES

The purpose of the client reference requirement is to provide the state the ability to assess the respondent’s experience in providing similar or relevant services to other organizations through a satisfaction rating provided by the Respondent’s previous project clients. The description of their projects must be detailed and comprehensive enough to permit the state to assess the similarity of those projects to the work anticipated for the Contract resulting from this RFO.

The state requires that the Respondent provide a completed Client Reference Form from {{Missing Question Response - How many references should the client provide?}} customers where the Respondent has provided timely and effective services or deliverables working on projects that represent work similar in nature to the services requested in this RFO and are within the last {{Missing Question Response - How many years should the client's references be valid?}} years of the Response Due Date.

ATTACHMENT 5: RESPONDENT CLIENT REFERENCE FORM must be completed in its entirety. The client’s reference contact should be someone who performed a management or supervisory role on the referenced project. All {{Missing Question Response - How many references should the client provide?}} client references may be contacted to verify and validate the information on the client reference form.

Reference Contact Person: The Client Reference contact person must be willing and able (i.e., familiar with what transpired, not bound by confidentiality, etc.) to answer questions which validate the information on the submitted form.

2.1.2.2. KEY STAFFING

The state will review the CMAS Labor Categories for classification qualifications to determine if each proposed staff(s) meets the experience and education requirements for their designated classification(s).

Per EXHIBIT B: STATEMENT OF WORK, SECTION 6. KEY STAFF QUALIFICATIONS AND SKILLS, the Respondent must complete and submit, as part of their Response, staff qualification forms cited in each applicable ATTACHMENT 6.1: Project Manager QUALIFICATION FORM. The Respondent must provide complete information to confirm that each of the proposed staff possess the experience and qualifications as specified for their project role described in each applicable ATTACHMENT 6.1: Project Manager QUALIFICATION FORM. The Respondent may cite as many projects as required per proposed staff to meet the requirements. Each cited project for each staff must be submitted separately on each applicable ATTACHMENT 6.1: Project Manager QUALIFICATION FORM. It is incumbent upon the Respondent to provide enough detail in the response for the state to assess the Respondent’s proposed staff’s ability to meet the requirements and perform the services as described in this RFO and EXHIBIT B: STATEMENT OF WORK.

The Respondent is fully responsible for all necessary staffing resources to successfully implement the {{Missing Question Response - What is the product title?}} within the agreed upon schedule and to perform to the standards set forth in the SOW.

For the purposes of this RFO, Full-time employment is defined as 32.5 or more hours per week, and part-time is defined as anything less than 32.5 hours per week.

2.1.2.3. KEY STAFF REFERENCES

The purpose of the staff reference requirement is to provide the state the ability to assess the staff’s experience in providing similar or relevant services to other organizations through a satisfaction rating provided by the staff’s previous clients. The description of their projects must be detailed and comprehensive enough to permit the state to assess the similarity of those projects to the work anticipated for the Contract resulting from this Attachment. The staff’s reference contact should be someone who performed a management or supervisory role on the referenced project. References must be external to a Respondent’s organization and corporate structure.

The Respondent must complete and submit as part of its Response, ATTACHMENT 7: STAFF REFERENCE FORM. The Respondent must submit a completed Staff Reference Form for each project cited in each applicable ATTACHMENT 6.1: Project Manager QUALIFICATION FORM.

Reference Contact Person: The Client Reference contact person must be willing and able (i.e., familiar with what transpired, not bound by confidentiality, etc.) to answer questions which validate the information on the submitted form.

2.1.2.4. UNDERSTANDING & APPROACH

Respondents must provide a narrative describing their understanding and approach to the performance of the work described in this RFO and EXHIBIT B: STATEMENT OF WORK. Respondents must address the following questions on ATTACHMENT 8: UNDERSTANDING & APPROACH and provide examples from the Respondent’s previous project experience. See ATTACHMENT 8: UNDERSTANDING & APPROACH for further requirements and instructions. Respondents must submit their Understanding & Approach as ATTACHMENT 8: UNDERSTANDING & APPROACH with their response to this RFO.

In preparing the response to the Understanding & Approach, do not simply restate or paraphrase information in this RFO and the SOW. Describe or demonstrate, in the Respondent’s own words, the information required in ATTACHMENT 8: UNDERSTANDING & APPROACH.

2.1.3. COST REQUIREMENTS

This is a time and materials based quote. All services rendered under the resulting agreement are on a time and materials basis and the Bidder is responsible for performing all tasks and responsibilities and providing all services identified in the resulting agreement at the rates provided on EXHIBIT C: COST WORKSHEET. The hourly rates for these services included in EXHIBIT C: COST WORKSHEET are those that the Respondent must provide for the term of the Contract as identified in the SOW, which includes all costs for the optional year(s). All Respondents must provide individual costs as indicated in the cost worksheet and submit with their response.

2.1.3.1. COMPLETION INSTRUCTIONS

The cost worksheet must be completed by the Respondent and submitted with its response to be considered responsive. The cost worksheet lists all cost elements required to provide the requested services. The Respondent must include the completed cost worksheets in EXHIBIT C: COST WORKSHEET.

The Respondent must complete all yellow highlighted cells in the Cost Worksheet with the requested information for their response to be considered responsive.

The estimated number of hours for each role may be different within the contract in connection with the contract's defined work. However, the overall {{Missing Question Response - What is the product title?}} Contract Assessment Total will be the maximum value used for the Awarded Base Contract and may not exceed the amount of $XXXXX for the base contract term. Additionally, the maximum amount payable under this contract for optional extension years shall not exceed $XXXXX per year.

The Respondent is required to enter all cost data in the format prescribed by the cost worksheet, even if there are no costs for the item indicated on the worksheet. In these instances the Respondent must indicate the cost as a zero ($0). In addition, if any character other than a numeral is used (e.g., a dash), the state will assume the cost of the item to be zero ($0). All other fields must not be modified. If the cost worksheet is modified or cells are left blank, the state may reject the response. The cost worksheets must be filled out completely or the response may be rejected.

The state has populated some of the cells with formulas, however it is the responsibility of the Respondent to ensure worksheets and calculations are correct and accurate. The state will not assume responsibility for any cost figures that do not calculate properly. Cells highlighted in yellow, indicate the cells in which the Respondents must enter its cost.

2.1.3.1.1. HOURLY LABOR RATES

The Bidder must complete EXHIBIT C: COST WORKSHEET with the hourly rate for each classification.

Refer to the Key Staffing section of the SOW for staffing requirements. The Bidder must provide an hourly rate for each of the proposed staff.

3. SUBMISSION INSTRUCTIONS

These instructions describe the submission format and the approach for the development and presentation of submission data. Format instructions and all requirements and questions in the RFO must be responded to, and all requested data must be supplied.

It is the Respondent’s responsibility to ensure its submission is submitted in a manner that enables the State Assessment Team to easily locate response descriptions and exhibits for each requirement. Page numbers must be located in the same page position throughout the offer. Figures, tables, charts, etc. must be assigned index numbers and must be referenced by the numbers in the offer text and in the submission Table of Contents. Figures, etc. must be placed as close to the text references as possible.

1) Responses must be received by the RFO Responses Due date and time. Late receipt of a response may cause the state to deem a respondent nonresponsive.

2) Responses must be submitted in printed format (hard copy), and also in electronic file format (soft copy) on a CD as follows:

3) All hard copies must be on standard 8.5” x 11” paper, except for charts, diagrams, and similar materials, which may be foldouts. If foldouts are used, the folded size must fit within the 8.5” x 11” format. Hard copy of large size drawings shall not be larger than Standard E-size format.

4) Double sided printing is preferred. The following must be shown on each page of the response:

RFO #{{Missing Question Response - What is the solicitation number? }}
Name of Respondent
Exhibit Number
Page number (Page # of ##)

5) Soft copies of the responses must be in Microsoft Word 2007 and Excel 2007 (or later) as appropriate, or compatible, except electronic files of drawings must be compatible with Microsoft Visio 2010.

6) The response must be provided in the following number of copies:

Three (3) hard copies (printed), one (1) copy marked Master, for a total of four (4) copies.
Two (2) soft copies CDs

7) All hard copy submittals should use clearly marked tabs, page numbers and table of contents for effective access to the Respondent’s material. Similarly, soft copies should be organized into appropriate files and folders designed for easy access. The MASTER COPY must contain original signatures and initials wherever a signature or initials are required. If discrepancies exist between two (2) or more copies of the response, the response may be rejected. However, if not rejected, the Master Copy will provide the basis for resolving such discrepancies.

8) As stated in the Selection Requirements and Information, Disposition of Responses, section below, the Respondent should be aware that marking the response “confidential” or “proprietary” may exclude it from consideration for award.

4. RESPONSE REVIEW AND SELECTION PROCESS

A multiple stage process will be used to review and/or rate responses. Offers that do not comply with the mandatory components stipulated in this RFO may be deemed non-compliant and the Respondent disqualified. The state may reject any response found to be non-compliant at any stage of the review. The state reserves the right to modify or cancel this procurement in its entirety or in part at any time.

The Respondent is required to thoroughly review the RFO to ensure that its response is fully compliant with the RFO requirements and thereby avoid the possibility of being ruled non-compliant. If the state finds that a Respondent’s Final Offer has a material deviation from a specified requirement, the Respondent will be deemed non-compliant and will be the basis for rejecting the Respondent’s offer.

4.1. STAGE 1 – ACCEPTANCE

Shortly after the submission deadline, the state staff will convene to review each response for initial responsiveness to the RFO requirements (e.g., timeliness, completeness).

4.2. STAGE 2 – RESPONSE REVIEW/RATING

Responses that appear to meet the initial RFO requirements and contain the required documentation will be submitted to a review team.

Reviewers will individually and/or as a team review and compare all responses to one another and assign a numeric score or ranking to each response based on its adequacy, thoroughness, and the degree to which the offered solution best meets the Program’s needs and represents the best value to the state.

Reviewers will use the following scoring system to assign points. Following this chart is a list of the considerations that reviewers may take into account when assigning points to a response.

RFO Section Title	Scoring
Administrative Assessment
Response Cover Page	Pass/Fail
Table of Contents	Pass/Fail
Bidder Declaration	Pass/Fail
Respondent’s CMAS Agreement	Pass/Fail
Respondent’s Proof of SB and/or DVBE, if applicable	Pass/Fail
Technical Assessment
Client References	Pass/Fail
Staff Qualifications	___/XX
Staff References	Pass/Fail
Understanding & Approach	___/XXX
Cost Assessment
Project Cost	___/XXX

4.2.1. ADMINISTRATIVE ASSESSMENT

+Section Reference: ADMINISTRATIVE REQUIREMENTS of this RFO will be scored as Pass or Fail. Responsiveness to the requirements listed in this RFO will be either given a “Pass” (e.g., complied with requirement, completed and returned document) or “Fail” (e.g., did not comply with requirement, did not complete or return document). If a supplier receives a Fail for any of these requirements, the response may be rejected.

4.2.2. TECHNICAL ASSESSMENT

The section +Section Reference: TECHNICAL REQUIREMENTS of this RFO will be scored as Pass or Fail and may achieve a maximum of XXX points. Please see ATTACHMENT 6: STAFF QUALIFICATIONS FORM - INSTRUCTIONS, Desirable Staff Qualifications, and ATTACHMENT 8: UNDERSTANDING & APPROACH for details on how points may be achieved.

4.2.2.1. CLIENT AND KEY STAFF REFERENCES ASSESSMENT

Client and Key Staff References may be contacted to verify staff’s experience qualification information submitted. Failure to provide verifiable references may cause the RFO Response to be rejected.

If references are contacted, the state will make two (2) attempts via phone and/or email to validate the Respondent’s experience in providing similar or relevant services using the information provided in the client reference form, as applicable. Failure to reach a contact person will result in the reference being scored as “FAIL”. Any reference that has a rating of “Unsatisfactory” for ANY question, or if the question is not answered, or if the customer answers “Not Applicable” the Respondent will FAIL this requirement and the response will be deemed non-compliant.

4.2.3. COST ASSESSMENT

The section +Section Reference: COST REQUIREMENTS of this RFO will be scored as Pass or Fail and can achieve up to XXX points. The Assessment Team will review, calculate, and score EXHIBIT C: COST WORKSHEET to verify that it is complete with all hourly rates and determine the average hourly rate. The Assessment Team will perform the following steps in order to complete the cost evaluation:

1. Add the hourly rates for Year 1 & 2 and then divide by the number of proposed staff;
2. Add the hourly rates for Optional Year #1 and then divide by the number of proposed staff;
3. Add the rates calculated above in step 1 and step 2 and divide by 2 (the number of hourly rates calculated in the steps above) to obtain an average hourly rate for purposes of scoring;
4. This average hourly rate is divided into the lowest average rate to calculate a percentage;
5. This percentage is multiplied by the maximum possible cost points to calculate the Bidder’s Cost Score.

The Respondent with the lowest average hourly rate based on the assessment performed above will receive a maximum of XXX points.

Respondent’s Name	A	B	C
Respondent’s Name	Hourly Rate	Percentage (Lowest Respondent’s Total Cost divided by the Respondent Total Cost)	Respondent Score (B X 50 = C)
Response A	$200	$150/$200 = .75 (75%)	.75 X 50 = 37.5
Response B	$150	$150/$150 = 1.0 (100%)	1.0 X 50 = 50

5. SELECTION REQUIREMENTS AND INFORMATION

5.1. NONRESPONSIVE OFFERS

In addition to any condition previously indicated in this RFO or another document, the following occurrences may cause the state to deem a response nonresponsive.

Failure of a Respondent to comply with the RFO response content or submission instructions.
Receipt of an RFO Response that is conditional, materially incomplete or defective.
The state’s discovery, at any stage of the selection or upon contract award, that the winning Respondent is unwilling or unable to comply with the contract terms, conditions, attachments, or exhibits cited in this RFO, or the resulting contract.

5.2. ERRORS IN RESPONSE

An error in the response may cause the rejection of that response; however, the state may at its sole option retain the response and make certain corrections. In determining if a correction will be made, the state will consider the conformance of the response to the format and content required by the RFO, and any unusual complexity of the format and content required by the RFO.

1. If the Respondent's intent is clearly established based on review of the complete response submittal, the state may at its sole option correct an error based on that established intent.

2. The state may, at its sole option, correct obvious clerical errors.

3. The state may, at its sole option, correct discrepancy and arithmetic errors on the basis that, if intent is not clearly established by the complete response submittal, the master copy shall have priority over additional copies, the response narrative shall have priority over the Contract, and the Contract shall have priority over the cost sheets.

Within each of these, the lowest level of detail will prevail. If necessary, the extensions and summary costs will be recomputed accordingly, even if the lowest level of detail is obviously misstated. The total price of unit-price items will be the product of the unit price and the quantity of the item. If the unit price is ambiguous, unintelligible, uncertain for any cause, or omitted, it shall be the amount obtained by dividing the total price by the quantity of the item.

4. The state may, at its sole option, correct errors of omission. In the following four situations, the state will take the indicated actions if the Respondent's intent is not clearly established by the complete response submittal:

4.1. If an item is described in the narrative but omitted from the Contract and cost data provided in the response for assessment purposes, it will be interpreted to mean that the item will be provided by the Respondent at no cost.

4.2. If a minor item is not mentioned at all in the response and is essential to satisfactory performance, the response will be interpreted to mean that the item will be provided at no cost.

4.3. If a major item is not mentioned at all in the response, the offer will be interpreted to mean that the Respondent does not intend to supply that item.

4.4. If a major item is omitted, and the omission is not discovered until after Contract award, the Respondent shall be required to supply that item at no cost. The state shall have sole-discretion in determining whether an item is minor or major.

5. If a Respondent does not follow the instructions for computing costs not related to the Contract, if any, (e.g., State personnel costs), the state may reject the response, or at its sole option, re-compute such costs based on instructions contained in the RFO.

6. If the re-computations or interpretations, as applied in accordance with this section, result in significant changes in the amount of money to be paid to the Respondent (if awarded the Contract) or in a requirement of the Respondent to supply a major item at no cost, the Respondent will be given the opportunity to promptly establish the grounds legally justifying relief from its response.

7. It is absolutely essential that the Respondent carefully review the cost elements in response, since they will not have the option to correct errors after the time for submittal of the Final Offers.

8. The state may request clarification of items in the Respondent’s offer if the meaning is not clear to the State. Responses to requests for clarification must be confirmed in writing by the Respondent as instructed by the State’s Procurement Official at the time of the request.

9. At the State’s sole discretion, it may declare all Final Responses to be Draft Responses in the event that the state determines that Final Responses from all respondents contain material deviations. Respondents may not protest the State’s determination that all responses have material deviations. If all responses are declared noncompliant, the state may issue an addendum to the solicitation. Should this occur, the state may hold confidential discussions with participating respondents who remain interested in the solicitation. Each participating Respondent will be notified of the new Final Response due date. This submission must conform to the requirements of the original solicitation as amended by any subsequent addenda. The new Final Responses will be assessed as required in this section.

5.3. CONTRACTOR SELECTION

The state will email or verbally notify the chosen respondent of its selection.
Following the contract award losing respondents may submit a request to the funding Program to receive a copy of any or all Respondent offers and scoring/assessment tools/forms. Response copies will be redacted to remove information deemed by the state to be personal, sensitive or confidential.

5.4. DISPOSITION OF RESPONSES

All materials submitted in response to this RFO will become the property of the State and, as such, are subject to the California Public Records Act (PRA) (Government Code Section 6250, et seq.).

Upon award of the contract all documents submitted in response to this RFO and all documents used in the selection process (e.g., review checklists, scoring sheets, letters of intent, etc.) will be regarded as public records under the California Public Records Act (GC Section 6250 et seq.) and subject to review by the public. However, these documents shall be held in the strictest confidence until the award is made.

The Respondent should be aware that marking a document “confidential” or “proprietary” in a Final Response will not keep that document from being released as part of the public record.

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}
Part 1

ATTACHMENT 1: TEMPLATE FOR QUESTIONS SUBMITTAL

1. Template for Questions Submittal

The Respondent is required to use this form when submitting questions to the Procurement Official listed in +Section Reference: PROCUREMENT OFFICIAL. Instructions are as follows:

Name of Respondent – Provide the name of the responding firm
Contact Person – Provide the name of the person to contact if the State needs clarification about the question.
Contact Email and Phone Number – Provide the email and phone number (including area code) for the listed contact person.
Q # – Sequentially number each question, always starting at one (1) for each submission.
Section/Document(s) – Identify the section or document the request pertains to.
Page # – Identify the page number of the section/document name or title the question pertains to.
Question – Write the question in this column.
Expand or reduce the number of rows to accommodate the number of questions.

Table-1 Question Submittal Form

Solicitation Respondent Question Form
Name of Respondent:
Contact Person:
Contact Email and Phone Number:
Q #	Section/Document(s)	Page #	Question
1
2
3
4

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RFO #{{Missing Question Response - What is the solicitation number? }}
Part 1

ATTACHMENT 2: RESPONSE COVER PAGE

RESPONSE COVER PAGE

COVER PAGE
Name of Responding Firm (Legal name as it will appear on the contract)

Mailing Address (Street address, P.O. Box, City, State, Zip Code)

Person authorized to act as the contact for this firm in matters regarding this response:
Printed Name (First, Last):	Title:

Telephone number:	Fax number:
( )	( )
Email address:

Person authorized to obligate this firm in matters regarding this response and/or the resulting contract:
Printed Name (First, Last):	Title:

Telephone number:	Fax number:
( )	( )
Email address:

(CORPORATIONS ONLY) Name/Title of person authorized by the Board of Directors to sign this response on behalf of the Board:
Printed Name (First, Last):	Title:

Signature of Respondent or Authorized Representative		Date:

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RFO #{{Missing Question Response - What is the solicitation number? }}

ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105

Bidder Declaration GSPD 05-105

ATTACH ATTACHMENT 3: BIDDER DECLARATION GSPD 05-105.

The Bidder Declaration GSPD-05-105 and its instructions are available as a fill and print PDF at: https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

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RFO #{{Missing Question Response - What is the solicitation number? }}

ATTACHMENT 4: RESPONDENT CMAS/TDDC AGREEMENT

Respondent CMAS/TDDC Agreement

The Respondent must submit their CMAS/TDDC Agreement as ATTACHMENT 4: RESPONDENT CMAS/TDDC AGREEMENT of their response to the RFO.

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RFO #{{Missing Question Response - What is the solicitation number? }}
Part 1

ATTACHMENT 5: RESPONDENT CLIENT REFERENCE FORM

Respondent Client Reference Form

Respondent must provide {{Missing Question Response - How many references should the client provide?}} client reference forms of projects serviced in the past {{Missing Question Response - How many years should the client's references be valid?}} from the RFO response due date, who can confirm the quality & timeliness of the Respondent’s services. Cients listed must have obtained services that were similar or related to those sought in this RFO. List the most recent first.

REFERENCE
Name of Firm

Street address	City			State	Zip Code

Contact Person		Telephone number
		( )
Dates of service			Value or cost of service

Brief description of service provided

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RFO #{{Missing Question Response - What is the solicitation number? }}

ATTACHMENT 6: STAFF QUALIFICATIONS FORM - INSTRUCTIONS

Staff Qualifications Form - Instructions

The Respondent must complete ATTACHMENT 6.1: Project Manager QUALIFICATION FORM with the qualifying project information for each staff used to meet the minimum experience required for this project. A separate Exhibit must be completed for each project used to meet the minimum mandatory requirements for each staff.

ATTACHMENT 6.1: Project Manager QUALIFICATION FORM will be used by the state to assess Staff’s Qualifications. The respondent must specify the required experience in the pertinent row for each requirement in ATTACHMENT 6.1: Project Manager QUALIFICATION FORM. Use additional forms as needed to complete each response. The state may contact references listed on ATTACHMENT 7: STAFF REFERENCE FORM to verify the information provided by the Respondent. Any conflicting information may result in the response being deemed non-responsive.

All dates must be in MM/DD/YYYY format.

All experience must have occurred within the {{Missing Question Response - How many years should the client's references be valid?}} prior to the RFO due date.

Contact person for staff’s references must not be an employee of the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} Division. The reference contact name(s) must be a representative of the company for which the project was developed. References from another contractor or contracting company are not acceptable.

Box 1, Respondent: Provide the company name of the Respondent submitting the offer.

Box 2, Staff Name: Provide the name of the Respondent’s proposed staff for the {{Missing Question Response - What is the product title?}} project.

Box 3, Staff’s Referenced Project Name: Provide the project name for staff’s referenced project.

Box 4, Company Name of staff’s reference: Provide the company name of the staff’s reference.

Box 5, Contact Information of staff’s reference: Identify the contact information for whom the project was completed. Enter the name, title, e-mail address, and phone number for the reference contact for the project. By submitting an offer, the Respondent declares that the reference person identified is/was employed by the company identified in box 5. This reference must be the same person identified in the Respondent’s Staff Reference Forms (ATTACHMENT 7: STAFF REFERENCE FORM).

Provide the name of the individual from the company that received services from the staff. Employee references are not acceptable.

Boxes 6 and 7, Staff Start Date and End Date: Provide the start and end dates the staff worked on the cited project using MM/DD/YYYY format.

Box, 8, Project Description: Provide a brief description of the nature of the Respondent’s cited project. The description should include those elements that are similar to the State’s project as described in the RFO.

Box 9, Project Contract Amount: Provide the dollar amount in currency format of the project contract value.

Box 10, Instructions for documenting the years of experience gained from the project cited.

Note: It is the Respondent’s responsibility to ensure that each minimum experience requirement is met in full and addressed in the staff qualification forms in order for the state to determine compliance to the requirements. If the state cannot determine that the years of experience for each of the minimum experience requirements has been met, the Respondent’s offer may be deemed non-response.

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RFO #{{Missing Question Response - What is the solicitation number? }}

ATTACHMENT 6.1: Project Manager QUALIFICATION FORM

$role QUALIFICATION FORM

The Respondent may use multiple projects to meet the total experience required for each mandatory experience. A separate form must be completed for each project cited.

QUALIFICATIONS
1	Respondent:
2	Staff Name:
3	Staff’s Referenced Project Name:
4	Company Name (of staff’s reference):
5	Contact Name, Email Address and Telephone Number (of Staff’s Reference):
6	Staff Start Date (MM/DD/YYYY):
7	Staff End Date (MM/DD/YYYY):
8	Project Description:
9	Project Contract Amount:
10	For each mandatory experience listed below, check “Yes” if the total years of experience was met on this referenced project; check “No” if none of the experience was met on this referenced project; or check “Partial” if fewer than the total years of the experience was met on this referenced project. If partial or total experience was met (checked), enter the years and/or months of “Experience gained on this referenced project” and describe the Staff’s role and responsibilities performed on the project in the “Description of services provided” field.
#	Classification	Mandatory Experience	Total Experience Required	Experience gained on this cited Project
11				☐ Yes ☐ No ☐ Partial Yr. ___ Mo.___
11	Description of services provided:

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ATTACHMENT 7: STAFF REFERENCE FORM

STAFF REFERENCE FORM

Respondent Instructions: Complete One (1) Staff Reference form for each corresponding project listed in each applicable ATTACHMENT 6.1: Project Manager QUALIFICATION FORM.

REFERENCE
Name of Firm
Street address	City			State	Zip Code
Contact Person		Telephone number ( )
Dates of service			Value or cost of service
Brief description of service provided

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ATTACHMENT 8: UNDERSTANDING & APPROACH

UNDERSTANDING & APPROACH

The Respondent must submit their Understanding and Approach as ATTACHMENT 8: UNDERSTANDING & APPROACH of their response to the RFO.

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RFO #{{Missing Question Response - What is the solicitation number? }}

PART 2 - DRAFT RESULTING CONTRACT

RFO

PART 2 – DRAFT RESULTING CONTRACT

Resulting Contract

Resulting Contract

The following TECH 213 and Exhibits, of Part 2 of this RFO, form a draft of the contract resulting from this procurement.

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RFO #{{Missing Question Response - What is the solicitation number? }}

TECH 213, STANDARD AGREEMENT

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RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT A: GSPD-401IT-CMAS

Exhibit A GSPD-401IT-CMAS

CMAS contracts issued by DGS automatically incorporate, by reference, the CMAS General Provisions – Information Technology (GSPD-401IT-CMAS).

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/CMAS/IT-CMAS-Terms-and-Conditions.pdf?la=en&hash=55BA1C9A04C735BB6B56F5457CDCE60B40F757CD

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RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT B: STATEMENT OF WORK

1. OBJECTIVE

Contractor [TBD] (hereinafter referred to as the “Contractor”) agrees to provide the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} (hereinafter referred to as the “State”), <INSERT DESCRIPTION OF SERVICES>. Contractor shall ensure that all services are performed by the manufacturer, [Manufacturer Name].

2. TERM OF CONTRACT

Effective upon approval of the California Department of Technology (CDT), Office of Statewide Project Delivery, Statewide Technology Procurement, the term of this Agreement will be <x months>.

The State, at its sole discretion, may authorize up to six (6), additional three (3)-month extensions, exercisable in three (3)-month increments at the originally agreed-upon hourly rates specified in this Agreement.

The Contractor shall not be authorized to deliver goods or commence performance of services described in this Agreement prior to the Effective Date. Any delivery of goods or performance of services by the Contractor that is commenced prior to the Effective Date shall be at no cost to the State.

3. AMENDMENT

The contract may be amended, consistent with the terms and conditions of this contract and by mutual consent of both parties, subject to approval by the CDT Statewide Technology Procurement under Public Contract Code Section 12100. No amendment or variation of the terms of this contract shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding not incorporated in the contract is binding on any of the parties.

4. LOCATION AND AVAILABILITY

All Contractor work shall be performed at the address below. The State will allow the Contractor to propose remote staff, based in the continental United States. The State will provide a set of collaboration tools to facilitate remote development.

Normal hours of access are Monday through Friday, 7:00 a.m. to 5:00 p.m., excluding State holidays. The Contractor is required to perform work duties within the normal hours of work. The Contractor must make prior arrangements and receive approval from the State for access to the project office outside these normal working hours. State holidays are listed on the California Department of Human Resources (Cal HR) website at the link below, and are subject to change:

http://www.calhr.ca.gov/employees/Pages/state-holidays.aspx

5. CONTRACT REPRESENTATIVES

All notices required by, or relating to, this Contract shall be in writing and shall be sent to the parties of the Contract at the address set below unless changed from time to time, in which event each party shall so notify the other in writing, and all such notices shall be deemed duly given if deposited, postage prepaid, in the United States mail or e-mailed and directed to the addresses then prevailing.

The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} Contract Managers during the term of this contract will be:

Contract Manager
Name:	[Enter NAME]
Phone:	[Enter PHONE NUMBER]
e-mail:	[Enter EMAIL]

The Contractor Manager during the term of this contract will be:

Contract Manager
Name:	[Enter NAME]
Phone:	[Enter PHONE NUMBER]
e-mail:	[Enter EMAIL]

6. KEY STAFF QUALIFICATIONS AND SKILLS

1. Mandatory Qualifications

2. Desirable Qualifications

7. PROJECT TASKS/DELIVERABLES

8. ACCEPTANCE OF PROJECT TASKS/DELIVERABLES

It shall be in the State’s sole determination as to whether a project task/deliverable identified in this Contract or in a supplemental Work Authorization (WA), EXHIBIT B1: WORK ORDER AUTHORIZATION has been successfully completed and acceptable to the State. Acceptance criteria shall consist of the following:

The approval process is outlined in +Section Reference: PERFORMANCE.
A signed WA Acceptance Document (WAAD), is required for each project task/deliverable identified in a WA.
The Contractor shall meet all time-lines, as agreed to in the Contract or in WA.

9. CONTRACTOR REPORTING REQUIREMENTS

The Contractor must submit weekly written status reports in MS Word format to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} as directed. The reports shall be detailed regarding current status and future activities. Status reports are not considered deliverables under the terms of this Contract. These reports shall include, but not limited to:

A summary of the work completed during the reporting period, showing actual vs. planned.
Highlighted tasks that are behind schedule, adopted remediation plans, and overall impact on the project.
The status of the overall engagement and all phases/projects, including discussion of risks, problems encountered, solutions, and proposed solutions.
The tasks expected to be completed in the next reporting period.
An accounting of Contractor staff person(s) hours for the prior week and for the Contract to date i.e. time sheets.
Ad hoc reporting as required.
If requested, the Contractor shall participate in periodic briefings for Executive Management, as deemed appropriate by the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} .

10. CONTRACTOR RESPONSIBILITIES

The Contractor will provide its own equipment necessary to perform the required duties.
The Contractor shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.
The Contractor personnel shall perform their duties on any of the premises of the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} facilities located within the greater Sacramento area during regular State business hours and at all other times as required to successfully provide the services described in this SOW.
The Contractor will adhere to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} policies and procedures, guidelines and templates including access and security requirements.

11. STATE RESPONSIBILITIES

Designate a person to whom all Contractor communication may be addressed, and who has the authority to act on all aspects of the services. This person will review the SOW and associated documents with the Contractor to ensure understanding of the responsibilities of both parties.
This paragraph can be modified. Please make any changes needed.
Provide Contractor personnel with standard Department imaged desktop(s), phone equipment, and standard cubicle and/or office working facilities at any of the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} sites and/or other locations specified by the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} , as necessary, with limited network connectivity to access team working documents.
Provide access to department staff and management, offices and operation areas, as required, to complete the tasks and activities defined under this Contract.
Provide at least a minimum of ten (10) State business days for the timely review and approval of information and documentation provided by the Contractor to perform its obligations.
Provide information regarding the business structure of the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} , and schedule the availability of the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} personnel for interviews, as required by the Contractor to perform its responsibilities.

12. WORK ORDER AUTHORIZATIONS

The WOA establishes that the State and Contractor have a common understanding of the scope, schedule, format, content (depth and breadth), estimated hours per task by staff member and acceptance criteria of work products required prior to the Contractor beginning work. The State and Contractor will define and develop acceptance criteria and these tasks shall be assigned to the Contractor in each Planning Meeting, including specific, measurable success factors, to be set forth in the WOA. The tasks and any potential work products must be listed in the WOA form. The WOA details Contractor services required to meet project objectives.
All Contractor work shall be authorized in advance via the WOA process, see EXHIBIT B1: WORK ORDER AUTHORIZATION, for the WOA form. Once the WOA has been reviewed and accepted the Contractor and the {{Missing Question Response - Who is the State Project Manager?}}, or designee, will sign it. This will constitute acceptance of the WOA. The originally approved WOA will be retained by the {{Missing Question Response - Who is the State Project Manager?}} with copies sent to the Contractor.
It is understood and agreed by both parties that all of the terms and conditions of this contract shall remain in force with the inclusion of any such WOA.
If, in the performance of the work, the Contractor determines that the work approved through the WOA cannot be accomplished within the estimated work hours, the Contractor will immediately notify the {{Missing Question Response - Who is the State Project Manager?}} in writing of the Contractor's estimate of the additional hours to complete the work in full. Upon receipt of such notification, the State may:

1. Alter the scope of the WOA in order to define tasks that can be accomplished within the remaining estimated work hours by issuance of an approved WOA amendment (tasks would carry-over to the next WOA), or

2. Terminate the WOA.

The following is a list of required information for the WOA. This list is not all inclusive therefore any additional information deemed relevant to the work identified in the WOA should be included. Each WOA shall include the following:
a work description which shall include the purpose, objective, or goals to be undertaken by the Contractor;
an identification of tasks and any associated work products to be developed by the Contractor;
acceptance criteria for the work to be performed;
the name or identification of the Contractor personnel to be assigned;
the Contractor’s estimated work hours required to accomplish the purpose, objective or goals;
the Contractor’s billing rates per work hour which shall be in accordance with the rates identified in EXHIBIT B2: BUDGET DETAIL AND PAYMENT PROVISIONS, Budget Detail and Payment Provisions;
the Contractor’s total cost for the WOA;
the Withholds that payments shall be subject to, including withhold release provisions (See EXHIBIT B2: BUDGET DETAIL AND PAYMENT PROVISIONS, Budget Detail and Payment Provisions for Withhold terms).

13. KEY PERSONNEL CHANGES

The Contractor must obtain prior approval in writing from the {{Missing Question Response - Who is the State Project Manager?}} before attempting to change key staff. This includes substitutions made between submission of the Final Proposal and the actual start of the project, as well as staffing changes that may occur during the course of the Contract.

The State reserves the right at its sole discretion to require the Contractor to replace any assigned staff, key staff or additional staff, at any time for reasons that may include, but are not limited to, poor performance, lack of experience, or unprofessional behavior / harassment in the workplace (subject to compliance with applicable law and departmental policies). The State will notify the Contractor in writing when exercising that right. The Contractor, within 30 State business days of such notification, shall provide a replacement candidate that meets or exceeds the requirement as defined in SECTION 6. KEY STAFF QUALIFICATIONS AND SKILLS, of this SOW.

The Contractor must provide a replacement resource who possesses equal or better qualifications and ratings. The Contractor must submit, for consideration of any replacement staff, ATTACHMENT 6: STAFF QUALIFICATIONS FORM - INSTRUCTIONS, Key Staff Qualification Forms that indicates how the proposed staff meets or exceeds all of the minimum requirements and any of the desirable project characteristics that were evaluated as part of the award and the resulting Contract. Replacement staff shall be subject to fingerprinting and a background check. The Contractor’s request to replace staff must be approved in writing by the State prior to the replacement staff beginning work.

The State reserves the right to approve or deny any or all replacement project team members assigned by the Contractor to this project. If any of the proposed replacement staff are rejected and a qualified replacement is not provided to the State for approval within 20 State business days of the rejection, the Contractor will be in material breach of the Contract unless the State provides an extension in writing before the deadline is exceeded. The State shall not compensate the Contractor for any time or effort required to prepare a new staff member for performing tasks on the Project.

The State recognizes that changes to Subcontractor(s) may be necessary and in the best interests of the State; however, advance notice of the proposed change and the reasons for such change must be made to the State no less than 10 State business days prior to the existing Subcontractor’s termination. If this should occur, the Contractor should be aware that the State Project Manager or designee must approve any changes to the Subcontractor(s) prior to the termination of the existing Subcontractor(s) and retention of the new Subcontractor(s). This also includes any changes made between submittal of the Final Proposal and actual start of the Contract. All replacement Subcontractor(s) must meet all minimum requirements of the {{Missing Question Response - What is the solicitation number? }} and the resulting Contract.

14. PERFORMANCE

The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} will be the sole judge of the acceptability of all work performed and all work products produced by the Contractor as a result of this SOW. Should the work performed or the products produced by the Contractor fail to meet the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} conditions, requirements, specifications, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:

The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} will notify the Contractor in writing within five (5) State business days after completion of each phase of service of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. The costs related to rework of unacceptable work products shall not be billed to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}.
The Contractor will, within five (5) State business days after initial problem notification, respond to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} initial problem notification within the required time limits may result in immediate termination of the Contract.
In the event of such termination, the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} shall pay all amounts due the Contractor for all work accepted prior to termination.
The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} will, within five (5) State business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} rejects the explanation and/or plan, the Contractor will submit a revised corrective action plan within three (3) State business days of notification of rejection. Failure by the Contractor to respond to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate termination of the Contract. In the event of such termination, the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} shall pay all amounts due the Contractor for all work accepted prior to termination.
The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} will, within three (3) State business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by the Contractor. Rejection of the revised corrective action plan will result in immediate termination of the Contract. In the event of such termination, the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} shall pay all amounts due the Contractor for all work accepted prior to termination.

15. ESCALATION PROCESS

The parties acknowledge and agree that certain technical and/or project-related problems or issues may arise, and that such matters shall be brought to the State’s attention. Problems or issues shall normally be reported in regular status reports or in-person meetings. However, there may be instances where the severity of the problem justifies escalated reporting. To this extent, the {{Missing Question Response - Who is the State Project Manager?}} shall determine the level of severity, and notify the appropriate State staff, as set forth below. The State staff notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. The State personnel include, but are not limited to, the following:

First level, the CDSS Project Oversight & Strategic Technology Branch Chief
Second level, the CDSS Information Systems Division Deputy Director

16. UNANTICIPATED TASKS

This Agreement shall include Unanticipated Tasks, the cost of which shall be calculated on a time-and-materials basis and shall not exceed 10% of the total Agreement value, including the value of Unanticipated Tasks. Unanticipated Tasks shall include only services, including work products, not specifically set forth in this Agreement, but which are subsequently identified as in-scope and necessary for the successful delivery of the services described in this Agreement. Prior to commencement of any work being performed for Unanticipated Tasks, the Contractor shall have received an approved WOA for such work. The labor rates for Unanticipated Tasks shall not exceed the hourly rates as stated in EXHIBIT C: COST WORKSHEET, Cost Worksheet. WOAs for Unanticipated Tasks shall include the Contractor’s estimated number of hours per labor classification required to complete the work, multiplied by the hourly labor rates specified in EXHIBIT C: COST WORKSHEET, Cost Worksheet. The State will release payment for any WOA upon State Acceptance of the acceptance criteria specified in the approved WOA in accordance with EXHIBIT B2: BUDGET DETAIL AND PAYMENT PROVISIONS, Budget Detail and Payment Provisions.

17. OTHER CONTRACT CONSIDERATIONS

The Contractor will act as prime contractor under this Contract. In addition to identifying all personnel proposed to work under this Contract, the Contractor shall also identify its subcontractor affiliation, as applicable.
The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} reserves the right to approve all subcontractors prior to the performance of any work by the subcontractor.
Nothing contained in this Contract shall create any conceptual relationship between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations hereunder. The Contractor is fully responsible to the {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them.
If a subcontractor is a California Certified Small Business (SB) and/or Disabled Veteran Business Enterprise (DVBE), then those amounts paid to certified subcontractors shall be identified on the Contractor’s invoice(s).
The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.
Military and Veteran Code (MVC) 999.5(d), Government Code (GC) 14841, and California Code of Regulations (CCR) 1896.78(e) requires all Prime Contractor’s that had a DVBE firm preform any element of work for a contract to report DVBE information.

Prime Contractors are required to maintain records supporting the information that all payments to DVBE subcontractor(s) were made. The Prime DVBE Subcontracting form can be found at the following link: http://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report.xls and the instructions can be found at the following link: http://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report%20Instruction.doc. Completed forms are to be e-mailed to: primeDVBE@state.ca.gov.

18. SECURITY AND DATA PROTECTION REQUIREMENTS

The {{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}} must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8, Contractor must comply with <Exhibit E, Security and Data Protection>.

19. FEDERAL TAX ADMINISTRATION REQUIREMENTS

Subject to the Internal Revenue Service (IRS), federal tax information (FTI) requirements, if an unfavorable response is received by the IRS, this contract will be terminated immediately, per General Provisions – Information Technology (GSPD-401), clause 23, Termination for Default.

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT B1: WORK ORDER AUTHORIZATION

WORK ORDER AUTHORIZATION

WOA Number: Amendment:

Title of WOA: Dates:

Background:

Work Description:

Requirements:

References:

Tasks and Work Products:

Below is a list of Tasks and any associated Work Products that were assigned in the planning meeting and require development or revision by the Contractor due to this WOA.

Enter Tasks and/or Work Products as they were defined in the planning meeting:

Cost:

Not-to-Exceed Cost
	Staff Name	Classification	Labor Hours	Rate Per Hour	Cost
1
2
				Not-to-Exceed Cost Total

Contractor Tasks and Responsibilities:

Acceptance Criteria:

State Responsibilities:

Approvals:

These tasks will be performed in accordance with this WOA including any accompanying documentation, if applicable and the provisions of the Contract.

AUTHORIZED AND APPROVED:

________________________________
CONTRACTOR OFFICIAL PRINT & SIGN NAME/ DATE

________________________________
{{Missing Question Response - Who is the State Project Manager?}} PRINT & SIGN NAME / DATE

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT B2: BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

The maximum amount of the base contract payable under this contract will be $XXXXX. The maximum amount of each contract extension is $ XXXXX per year and shall not exceed $ XXXXX for the total contract amount.
For services satisfactorily rendered, and upon receipt and approval of the invoice(s), the state agrees to pay the Contractor for said services in accordance with the rates specified in EXHIBIT C: COST WORKSHEET.
Invoices shall be submitted in triplicate not more frequently than monthly in arrears to the address provided below and must include:
1. The Contractor name, address and phone number
2. The Contract Number «Agreement Number»
3. The Contractor’s invoice number
4. The invoice date
5. Dates of services performed and/or deliverables completed
6. Personnel name, classification, rate per hour and hours worked

Any invoices submitted without the above referenced information may be returned to the Contractor for further re-processing.

2. Travel and Per Diem Expenses

There will be no travel or per diem costs reimbursed under this contract.

3. State Budget Contingency Clause

It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this contract does not appropriate sufficient funds for the program, this contract shall be of no further force and effect. In this event, the state shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this contract and the Contractor shall not be obligated to perform any provisions of this contract.

If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the state shall have the option to either cancel this contract with no liability occurring to the State, or offer a contract amendment to the Contractor to reflect the reduced amount.

4. Final Billing

Invoices for services must be received by the state within 90 days following each state fiscal year, or 90 days following the end of the contract term, whichever comes first. The final invoice must include the statement “Final Billing.”

5. Payments

Payment for services under this Agreement shall be made in accordance with the State of California’s Prompt Payment Act (Government Code Section 927 et seq.).

5.1. Submission of Invoices

Payment shall not be due until receipt of an accurate invoice following the date of acceptance of the Monthly Status Report.

Upon the state acceptance of the monthly status report, Contractor shall submit an invoice, not more frequently than monthly in arrears, which shall include written timesheets for each Contractor staff indicating hours worked towards tasks and activities and multiplied by each resource’s labor classification hourly rate as set forth in EXHIBIT C: COST WORKSHEET. Unless the state has provided prior written approval, each resource is capped at 80 hours per two week period.

5.2. Payment Method

Payment to the Contractor will be made on a time and materials basis per the hourly labor rate by resource classification as set forth in the Agreement for all labor-related costs.

5.3. Payment Withhold

In accordance with Public Contract Code, Section 12112, the State will withhold, from each invoiced payment amount to the Contractor, an amount equal to ten percent (10%) of the payment. Such retained amount shall be held by the State and only released to the Contractor upon the Contract Manager’s determination that the Contractor has satisfactorily completed all of the required services under the contract pursuant to Section X, Close of Contract.

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT C: COST WORKSHEET

COST WORKSHEET

See Excel document titled {{Cost worksheet document name}}.

{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

RFO #{{Missing Question Response - What is the solicitation number? }}

EXHIBIT D: CONTRACTOR'S RESPONSE TO RFO #$solicitation_number IN ITS ENTIRETY

CONTRACTOR'S RESPONSE TO RFO #$solicitation_number IN ITS ENTIRETY

Upon contract award, the response of the selected Respondent will be included as EXHIBIT D: CONTRACTOR'S RESPONSE TO RFO #$solicitation_number IN ITS ENTIRETY of the contract.

State of California
{{Missing Question Response - Which Agency/State entity is purchasing the goods/services?}}

{{Missing Question Response - What is the abbreviation for this solicitation type?}} {{Missing Question Response - What is the solicitation number? }}
Part 2 – Bidder Response
{{Missing Question Response - What date will this solicitation be released?}}

EXHIBIT E: STATEMENT OF WORK (IV&V Version)

COVER PAGE

State of California
Department of Technology

Independent Verification and Validation

Statement of Work

STATEMENT OF WORK
INDEPENDENT VERIFICATION AND VALIDATION SERVICES

This Statement of Work (SOW) reflects the services to be provided by the proposed vendor hereinafter referred to as the “Vendor,” for the Table formatting review for RFO - 10.18.22 KP {{Missing Question Response - Write an acronym for this project.}}. Project and hereinafter referred to as the “Project.” This SOW is governed by and incorporates by reference the terms and conditions of this Request For Offer and the resulting approved Contract.

1. OVERVIEW

This Agreement is for the Vendor to provide the Project with Independent Verification and Validation (IV&V) Services for the <insert appropriate SDLC phases> phases of the Project.

“Independent” Verification and Validation (IV&V) is the set of verification and validation activities performed by an agency not under the control of the organization developing the software. IV&V services must be provided and managed by an organization technically and managerially independent of the software development project. This independence takes two mandatory forms:

Technical independence requires the IV&V service provider not be organizationally involved in the software development or implementation effort, or have participated in the Project’s initial planning and/or subsequent design.
Managerial independence requires the IV&V service provider to ensure the IV&V effort is vested in an organization departmentally and hierarchically separate from the software development and program management organizations.

Federally Funded Contracts

IV&V is not considered to be an integral process within the larger development project. Rather, it is considered to be an adjunct activity that does not fall within the managerial oversight or control of the day-to-day operation of the Project’s management structure.

To ensure the independence of the IV&V effort, all work products will be submitted concurrently to the <insert appropriate Federal office> when a copy is transmitted to the Contract Manager. This includes all Deliverable Expectation Documents (DEDs), status reports, and invoices.

2. PROJECT DESCRIPTION

3. TERM/PERIOD OF PERFORMANCE

The period of performance for the Contract shall be <insert months spelled out (x) months> from the <insert date if known>, or the date the Contract is executed, whichever is later (Effective Date). The State reserves the option to extend the term of the Contract at its sole discretion for one (1) additional twelve (12) month term at the original rates evaluated and considered. The Vendor shall not be authorized to deliver goods or commence performance of services described in this SOW prior

to the Effective Date. Any delivery of goods or performance of services by the Vendor that is commenced prior to the Effective Date shall be considered gratuitous on the part of the Vendor.

Consistent with the terms and conditions of the original solicitation for IV&V services, and upon mutual consent, the State and the Vendor may execute written amendments for changes to this Contract that were evaluated and considered.

4. AMENDMENT

The Agreement may be amended, consistent with the terms and conditions of the Agreement, and by mutual consent of both parties, subject to approval by the CDT Statewide Technology Procurement under Public Contract Code (PCC) Section 12100. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved by oversight agencies if required. No oral understanding not incorporated in the Agreement is binding on any of the parties.

5. WORK LOCATION

The Vendor shall perform all services under this Contract onsite at <insert project address>. The Vendor shall provide the services during regular State business hours, and at all other times as required to successfully provide the services described in this SOW. However, some tasks not requiring interaction with State personnel may be performed offsite if preapproved by the State. The Vendor may be required to travel to other site locations at no cost to the Project for meetings or to perform tasks.

6. VENDOR STAFF

For the duration of the Agreement term, the Vendor staff shall meet all Mandatory Qualifications (MQs) as described herein.

6.1. Mandatory Qualifications

The Project is seeking qualified Vendor resources demonstrating a minimum of five (5) years recent and relevant experience as follows:

Key personnel must have a minimum of five (5) years experience providing IV&V services to state entities including the following tasks:
1. Developing IV&V monthly activity reports;
2. Conducting risk and issue list reviews;
3. Performing traceability matrix analysis;
4. Performing system requirements evaluation;
5. Conducting system test assessment and verification;
6. Developing IV&V task reports.
Key personnel must have a minimum of two (2) years experience working in a technical capacity on IT projects similar in size and scope to the Table formatting review for RFO - 10.18.22 KP.
Working knowledge of the Institute of Electrical and Electronic Engineers (IEEE) Std. 1012 (System and Software Verification and Validation).
Possession of a bachelor’s degree or equivalent university degree.

The goal is for the Vendor to provide staff that has the appropriate mix of skills and experience to perform the reviews of the items identified in SECTION 8. TASKS AND DELIVERABLES, for the Contract term, including any optional extensions.

6.2. Staff Rates

The staff shall perform the tasks described in this SOW, at the rates indicated in the Agreement.

Given the size, scope, and complexity of this work, it is of utmost importance that the Vendor shall be responsible for monitoring the monthly hours billed to ensure the staff effectively meet the needs of the State.
Changes in cost estimates that do not alter the total cost of this SOW will be conveyed to the State in writing. The rationale for the change shall be included. The State shall approve any change to the cost estimates in writing. The identified staff will perform the tasks described and at the rates indicated in this Agreement. The Vendor shall identify its staffs by name and hourly rate.
The assigned staff will perform the tasks described in this SOW, at the rates indicated in EXHIBIT Template R: COST WORKSHEET. The Vendor shall identify each staff by name, labor category, and hourly rate.

6.3. Reassignment of Staff

The Vendor shall not add and/or substitute staff without the prior written consent of the State, which consent shall not be unreasonably withheld. The Vendor shall make every reasonable effort to provide suitable substitute staff. The additional and/or substitute staff shall meet all the requirements and shall be approved in writing by the State prior to substitute staff beginning work.
The Vendor will notify the State, in writing, within five (5) calendar days of any changes in the personnel assigned to the Project tasks/deliverables by completing EXHIBIT Template P: PERSONNEL CHANGE ORDER REQUEST FORM with attached resume and staff experience worksheet. If a Vendor employee is unable to perform due to illness, resignation, or other factors beyond the Vendor’s control, the Vendor will make every reasonable effort to provide suitable substitute personnel within <insert a specific number of days> days. The substitute personnel must be equal or better qualifications than the replaced personnel, meet all requirements and be approved in advance of any performance under the Contract by the State Contract Administrator via an approved Personnel Change Order Request form. The rates for the substituted personnel must be less than or equal to the rates of the personnel that they are replacing.
The State reserves the right to have the Vendor to replace personnel at any time, such right will not be exercised unreasonably. The State will notify the Vendor in writing when exercising that right, and will provide the Vendor with the reason for requiring the replacement. In this event, the Vendor must provide a proposed replacement in accordance with the process and deadline specified herein.
Additional and/or substitute staff shall not automatically receive the hourly rate of the staff or positions being replaced. The State and the Vendor shall negotiate the hourly rate of any additional and/or substitute staff to the Agreement. The hourly rate negotiated shall be dependent, in part, upon the experience and individual skills of the proposed additional and/or substitute staff. The negotiated hourly rate shall not exceed the hourly rate for that position as set forth in the Agreement.
If adding or substituting staff is acceptable by the State and permissible by this Agreement.
The Vendor shall submit the EXHIBIT Template P: PERSONNEL CHANGE ORDER REQUEST FORM. The form and requested documents shall be provided to the State Contract Administrator for review and approval. The State will provide written approval or denial of the request within ten (10) business days after receipt of these documents. However, addition of staff may require an amendment to this Agreement.
If the addition or substitution of staff may require a Contract amendment, unless the staff change does not increase the total cost of the Contract.

7. IV&V ACTIVITY DESCRIPTION

The Vendor will focus on Verification & Validation tasks included in Table 1, List of Tasks and Deliverables indicated in SECTION 8. TASKS AND DELIVERABLES. The State requires all tasks be completed and delivered simultaneously to the State Contract Administrator¹ and the Department of Technology’s Project Oversight Manager for each IV&V Deliverable in accordance with the template provided in EXHIBIT Template M: DELIVERABLE EXPECTATION DOCUMENT (DED) by the due date.

Each report will include an assessment of the Project deliverables as well as the processes used by the Project to produce the deliverables. When evaluating these Project deliverables, areas to evaluate may include:

Content – In the opinion of IV&V, is the documentation associated with the Project deliverables comprehensive? Do they contain the content they should contain based on IV&V’s experience and industry knowledge?
Standards and Best Practices – Does the plan incorporate industry standards and best practices where appropriate?
Quality – Evaluation of the quality of the deliverable – is it well organized, is it well written, formatted appropriately?
Quality – Identification of any deficiencies that put the Project at risk and recommendations on how to resolve the deficiency. Justification for each recommendation by evaluating the potential risk to the Project within the context of benefits to be gained vs. effort needed to implement the recommendation (costs, resources, etc.).
Quality - Deficiencies where good practices and processes are not being followed and there is risk to the Project if the deficiency is not resolved. IV&V should also assess whether the team makes measurable progress in resolving deficiencies from prior evaluations.
Identification and recommendation for process improvements, if needed. That is, the Project team may be adhering to defined processes documented in the plan, but, IV&V may identify improvements or changes that may work better after evaluating the processes in production. IV&V should justify the recommendation by evaluating the potential risk to the Project within the context of benefits to be gained vs. effort needed (costs, resources, etc.) of implementing the process improvement.
Other considerations proposed by IV&V - The reports should also contain detailed recommendations specifying what should be done to rectify deficiencies and improve deliverables and processes. Any methodologies or resources recommended should reflect industry standards and be appropriate for the unique circumstances and constraints of the Project. The recommendations should also specify a method of measuring the State’s progress against the recommendations. Follow-up and final reports should quantify information on the progress made against the recommendations from the previous review. These should also include any additional and/or modified recommendations. All report findings and recommendations should be historically traceable, with a clear and consistent method of identification/numbers, from the time they are first reported until closure.
It shall be the State’s sole determination as to whether an IV&V deliverable has been successfully completed and acceptable to the state. Deliverable acceptance will follow the process outlined in SECTION 9. ACCEPTANCE OF IV&V TASKS/DELIVERABLES.

8. TASKS AND DELIVERABLES

The following table identifies the tasks and deliverables required under the terms of this Contract to be completed and delivered to the State. State reserves the right to request additional analyses and assessments, as needed. The Vendor may suggest development of additional deliverables in specific areas. State must authorize the need for any additional deliverables PRIOR to their development.

Table 1: List of Tasks and Deliverables

ID No.	Tasks & Deliverables
IV&V Project Management (Task 1.0)
1.1	IV&V Management Plan Develop an IV&V Management Plan that describes the activities, personnel, standards, and methodology for conducting the IV&V services. The IV&V Management Plan must be provided within 30 days of Contract execution. Review the IV&V Management Plan quarterly and provide updates to remain in alignment with Project activities and processes.
1.2	IV&V Work Plan Develop a work plan compatible with MS Project that schedules and tracks the IV&V activities, including anticipated delivery dates for all IV&V deliverables. The IV&V work plan must be developed in accordance with the Project’s schedule management plan. The IV&V Work Plan must be provided within 30 days of Contract execution. Provide updates to the work plan monthly to report status and remain in alignment with the Project’s master schedule.
1.3	IV&V Monthly Activity Reports Provide reports that summarize the results of IV&V tasks performed for the reporting month. These reports may include updates to prior activity reports. Each monthly activity report shall contain: Activities Completed within the Reporting Period: a description of the IV&V tasks performed and the status of the associated deliverables. Work in Progress: activities and deliverables currently underway. Scheduled Status: compares completed tasks and deliverables against those scheduled to date, and includes explanations of schedule variances, and recommendations for mitigating the variances. Work to Be Completed: IV&V activities and deliverables expected to be completed within the next reporting period. Issues, Problems, and Resolutions: includes a summary of anomalies and the resolutions; identification of technical project risks; assessment of software quality processes; and IV&V recommendations.
1.4	Management and Technical Reviews Provide IV&V results at Project defined management and technical reviews. Evaluate review materials, attend events, and provide comments, risks and issues found in the course of the evaluation. It is anticipated these reviews will occur at a rate of two (2) per month.
Project Approval Lifecycle (PAL) IV&V (Task 2.0)
2.1	Business Processes and Systems Documentation Evaluate the current business processes documentation for correctness, consistency, completeness, accuracy and readability. (S2AA) Evaluate the to-be business processes for correctness, consistency, completeness, accuracy and readability. Verify the Project has plans in place to transition from the current business processes to the to-be business processes. (S3SD)
2.2	Requirements Evaluation Evaluate the mid-level solution requirements for correctness, consistency, completeness, accuracy, readability and the appropriate level of detail. Verify the requirements satisfy user needs and are consistent with the business processes and Project objectives. (S2AA) Evaluate the solution requirements for correctness, consistency, completeness, accuracy, readability. Verify the requirements satisfy the user and acquisition needs, are consistent with and traceable to the mid-level solution requirements. (S3SD) Evaluate the requirements baseline for correctness, consistency, completeness, accuracy, readability and testability. Verify the requirements are consistent with and traceable to the solution requirements. (S4PRA)
2.3	Solution Alternatives Evaluation (S2AA) Verify the recommended solution can satisfy user needs and the mid-level requirements associated with the solution, and supports Project objectives. Verify that viable alternatives were identified and documented within the PAL documentation.
2.4	Solicitation Document Review (S3SD) Review and make recommendations on the solicitation documents relative to their ability to adequately inform potential vendors about Project objectives, requirements, risks, etc. Verify the evaluation criteria are consistent with Project objectives, metrics based, and clearly articulated in the solicitation documents. This task may be iterative as the pre-solicitation process and addendums may significantly alter the content of the solicitation documents.
2.5	Vendor Contract Review (S4PRA) Review the vendor Contract to verify: Procedures are documented for managing requirements changes and for identifying the management hierarchy to address problems. Procedures are documented for interface and cooperation among parties. States that the Vendor will participate in the IV&V process and be cooperative for coordination and communication of information.
2.6	PAL IV&V Reports Provide a report for each Stage of the PAL process (S2AA, S3SD, S4PRA) to include the results of all tasks performed for that Stage, the status of identified anomalies, and any risks/issues to be addressed in the next Stage.
Support Process IV&V (Task 3.0)
3.1	Interface with Supporting Processes Coordinate the IV&V effort with the Project’s supporting processes such as risk management, issue management, change control, etc. Identify the data to be exchanged with these processes and document within the IV&V Management Plan.
3.2	Change Management Assessment Review and make recommendations on the change management plans and procedures. Verify alignment with Contract terms. Evaluate proposed changes for effects on the system and previously completed activities. Validate the change is consistent with requirements and does not adversely affect requirements directly or indirectly.
3.3	Configuration Management Assessment Review and make recommendations on the configuration management (CM) plans and procedures associated with the development process. Verify all critical development artifacts are maintained under appropriate controls, source and object libraries are maintained for each version, and mechanisms are in place to prevent unauthorized changes.
3.4	Quality Management Assessment Review and make recommendations on the Project’s Quality Assurance (QA) plans, procedures and organization. Monitor the performance of the QA organization to ensure procedures are followed and quality metrics reported accurately. Verify that the quality of all products produced by the Project is monitored by formal reviews and sign-offs.
3.5	Risk Analysis Identify any technical and management risks discovered in the course of any IV&V task and provide recommendations to eliminate, reduce, or mitigate the risk. Identified risks and updates to the risk analysis are to be included in the IV&V Monthly Activity Reports.
3.6	Support Process IV&V Task Reports Provide task reports for tasks 3.2 through 3.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Support Process IV&V tasks may be combined into a single document.
Requirements IV&V (Task 4.0)
4.1	Requirements Management Plan Assessment Review and make recommendations on the Project’s plans, processes, procedures and tools for managing requirements.
4.2	Requirements Evaluation Evaluate the requirements for correctness, consistency, completeness, accuracy, readability and testability. Evaluate the allocation of system requirements to hardware and software requirements.
4.3	Interface Analysis Verify the requirements for interfaces with other systems are correct, complete, accurate, and testable. Verify appropriate relationships are in place with all organizations supporting the interfaces.
4.4	Traceability Analysis Verify requirements can be traced through design, code and test artifacts to verify that the system performs as intended and contains no unnecessary elements. Evaluate identified relationships for correctness, consistency, completeness, and accuracy. This task is iterative and anticipated to be repeated as the artifacts from each development phase are incorporated.
4.5	Security Analysis Evaluate the requirements from a security perspective and assure that potential security risks with respect to confidentiality, integrity, availability, and accountability have been identified. Consider security risks introduced by the system itself as well as those associated with the environment. Verify the system security requirements will mitigate the identified security risks to an acceptable level.
4.6	Requirements IV&V Task Reports Provide task reports for tasks 4.1 through 4.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Requirements IV&V tasks may be combined into a single document.
Design IV&V (Task 5.0)
5.1	System Architecture Design Evaluation Evaluate the system architectural design for correctness, consistency, completeness, and testability.
5.2	Software Design Evaluation Evaluate the software design elements for correctness, consistency, completeness, accuracy, readability, and testability.
5.3	Interface Design Evaluation Evaluate the interface designs between system elements and with other systems for correctness, consistency, completeness, accuracy, and testability.
5.4	Database Design Evaluation Evaluate database designs to determine if they meet system requirements for maintainability, scalability, refreshability, concurrence, normalization, performance and data integrity, and make recommendations to improve data integrity and system performance. Review and make recommendations to plans and processes for administering the database, including backup, recovery and performance analysis.
5.5	Security Analysis Evaluate the system and software designs from a security perspective. Verify identified security requirements are adequately addressed in the system and software designs. Consider security risks introduced by the system itself as well as those associated with the environment. Verify the identified security threats and vulnerabilities are prevented, controlled or mitigated within the system’s design.
5.6	Design IV&V Task Reports Provide task reports for tasks 5.1 through 5.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Design IV&V tasks may be combined into a single document.
Build IV&V (Task 6.0)
6.1	Development Process and Product Standards Assessment Review and make recommendations on all defined process and product standards associated with the system development. Verify all process definitions and standards are complete, clear, consistent, compatible, up-to-date and readily accessible to project personnel.
6.2	Development Environment and Tools Assessment Evaluate the development environment to determine if its capabilities are adequate to meet system development requirements, is maintainable and upgradeable, and demonstrates a degree of integration compatible with good development.
6.3	System Element Implementation Analysis Evaluate the system element artifacts to derive an evolving assessment of each system element’s performance and to recommend corrective actions to mitigate any projected performance shortfalls. Verify hardware components are compatible with the existing processing environment, maintainable, and easily upgradeable.
6.4	Source Code and Source Code Documentation Evaluation Evaluate the source code components and associated documentation for correctness, consistency, completeness, accuracy, readability, and testability.
6.5	Security Analysis Verify the implementation is completed in accordance with the system architecture and design in that it addresses the identified security risks and the implementation does not introduce new security risks. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
6.6	Build IV&V Task Reports Provide task reports for tasks 6.1 through 6.5. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Build IV&V tasks may be combined into a single document.
Test IV&V (Task 7.0)
7.1	Software Component (Unit) Testing Verify the software component test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the software component test plan is traceable to the software requirements and design, is consistent, and provides test coverage of all units. Validate the software component test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software component test results to verify the system satisfies the test acceptance criteria.
7.2	Software Integration Testing Verify the software integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the software integration test plan is traceable to the software requirements and design, is consistent, provides test coverage of software requirements, contains appropriate test standards and methods and provides conformance to expected results. Validate the software integration test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software integration test results to verify the system satisfies the test acceptance criteria.
7.3	Software Acceptance Testing Verify the software acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Verify the software acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance. Validate the software acceptance test designs, cases, and procedures are complete, traceable to requirements, and consistent with the test plan. Use the software acceptance test results to verify the system satisfies the test acceptance criteria.
7.4	System Integration Testing Verify the system integration test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Validate the system integration test plan is traceable to the system requirements, is consistent, provides test coverage of system requirements, contains appropriate test standards and methods and provides conformance to expected results. Validate the system integration test designs, cases, and procedures are complete, traceable to requirements, provides complete coverage, and is consistent with the test plan. Use the system integration test results to verify the system satisfies the test acceptance criteria.
7.5	System Acceptance Testing Verify the system acceptance test plans, designs, cases, and procedures conform to the Project-defined test document purpose, format and content. Verify the system acceptance test plan addresses test coverage of acceptance requirements, expected results, and the feasibility of operation and maintenance. Validate the system acceptance test designs, cases, and procedures are complete, traceable to the system requirements, and consistent with the test plan. Use the system acceptance test results to verify the system satisfies the test acceptance criteria.
7.6	Security Analysis Verify the implemented system does not increase the security risk. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
7.7	Test IV&V Task Reports Provide task reports for tasks 7.1 through 7.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. It may be necessary to iterate the Test IV&V tasks as first plans, then designs, cases, and finally procedures are developed. An additional iteration is expected once the tests have been conducted and results made available. Task reports for multiple Test IV&V tasks may be combined into a single document.
Deployment IV&V (Task 8.0)
8.1	Organizational Change Management (OCM) Assessment Review and make recommendations on the OCM plans and procedures. Verify the plan has the strategy, management backing, resources, skills and incentives necessary for effective change. Verify resistance to change is anticipated and prepared for at each step and has the appropriate leadership.
8.2	Transition Strategy Evaluation Verify the transition strategy has a defined approach to establishing the system in the operational environment that is consistent with requirements. Verify the transition strategy is comprehensive and includes the following: All the system parts and the system whole are included. Transition schedule and sequence. Identification of transition tools, equipment and instructions. Archiving system artifacts, such as documentation and code. Impact to interfacing systems in terms of transition timing and transition impacts. Continuity of capabilities when replacing or upgrading a legacy system. Site preparation for installation and legacy system retirement, storage, and/or incorporation. Provisions for documentation of the process results. A fallback or back-out plan in case of unsuccessful transition and other risk mitigation considerations.
8.3	Data Conversion Assessment Review and make recommendations on the data conversion plans, procedures and tools relative to making the conversion process more efficient and on maintaining the integrity of the data during conversion. Verify procedures are being followed to review the converted data for accuracy and completeness, and data clean-up activities are performed.
8.4	User Training Assessment Review and make recommendations on the training provided to system users. Verify the training provided is directly related to the business process and required job skills, and materials are user-friendly. Verify the training’s effectiveness is evaluated and monitored.
8.5	Installation Configuration Audit Validate all software products required to correctly install and operate the software are present in the installation package. Verify supplied values for all site-dependent parameters or conditions are correct.
8.6	Operational Readiness Assessment Evaluate operational readiness by analyzing installation and checkout data, test results and documented anomalies, risks, and issues. Verify the complete installation of required installation items. Verify the system components initialize, execute, and terminate as specified.
8.7	Security Analysis Verify that the installed system does not introduce new or increased vulnerabilities or security risks. Verify the identified security threats and vulnerabilities are prevented, controlled, or mitigated.
8.8	Deployment IV&V Task Reports Provide task reports for tasks 8.1 through 8.6. Task reports shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.
Post-Deployment IV&V (Task 9.0)
9.1	Operations and Maintenance Procedures Assessment Evaluate the operational procedures to verify conformance to the operational requirements and consistency with the user documentation.
9.2	Post-Deployment IV&V Task Reports Provide task report for task 9.1. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task. Task reports for multiple Deployment IV&V tasks may be combined into a single document.
Project Closure (Task 10.0)
10.1	System Acceptance Report Prepare recommendations concerning system acceptance, including an assessment of the software quality and the conformance to the system requirements.
10.2	Final IV&V Report Develop a Final IV&V Report that summarizes the IV&V activities, tasks, results, anomalies and dispositions, and provides an evaluation of the overall system quality. The report will also include an assessment of the system robustness and potential weak points within the architecture, make recommendations where the system, hardware, software, interfaces, and documentation could be improved, and specify technical lessons learned for inclusion in the Post Implementation Evaluation Report (PIER).
Ad hoc Assessments (Task 11.0)
11.1	Ad hoc Assessments It is anticipated that the IV&V resource(s) will spend up to 40 hours per month to perform as-needed tasks (such as contract-related ad hoc issue reports, briefing, presentation, technical assessments, cost estimate validation) to evaluate project components and artifacts outside the scope of other tasks defined in this SOW. Ad hoc Assessment may be requested by the State or recommended by the vendor. All ad hoc assessments are subject to the Work Authorization process described in SECTION 12. WORK AUTHORIZATIONS.
11.2	Ad hoc Assessment Task Reports Provide task report for each ad hoc assessment. Task report shall include a brief description of the task, the methodology for performing the task, task results, anomalies detected, and any risks or issues identified while executing the task.

9. ACCEPTANCE OF IV&V TASKS/DELIVERABLES

It shall be in the State’s sole determination as to whether a project task/deliverable identified in this Contract or in a supplemental EXHIBIT Template O: WORK AUTHORIZATION FORM has been successfully completed and acceptable to the State. Acceptance criteria shall consist of the following:

The approval process outlined in SECTION 13. PERFORMANCE.
A signed EXHIBIT Template Q: DELIVERABLE ACCEPTANCE DOCUMENT is required for each project task/deliverable identified in a WA.
The Vendor shall meet all time-lines, as agreed to in the Contract or in WA.
For each Ad hoc Assessment (Task 11.0) as described in Table 1, List of Tasks and Deliverables under SECTION 8. TASKS AND DELIVERABLES, a Work Authorization will be prepared in accordance with the sample attached as EXHIBIT Template O: WORK AUTHORIZATION FORM

10. VENDOR RESPONSIBILITIES

The Vendor will provide its own equipment necessary to perform the required duties that is not specified SECTION 11. STATE RESPONSIBILITIES section b.
The Vendor shall designate a primary contact person to whom all Project communications may be addressed and who has the authority to act on all aspects of the services.
The Vendor will adhere to the State policies and procedures, guidelines and templates including access and security requirements.
Provide a Deliverable Expectation Document (DED) for each IV&V deliverable. A template for the Deliverable Expectation Document is provided in EXHIBIT Template M: DELIVERABLE EXPECTATION DOCUMENT (DED).
Supply all equipment, tools, supplies, offices, support services, and proof of insurance required.
All the Vendor-owned or managed laptops, Ultra books, net books, tablets, Smart phones and similar devices, if allowed by the State Contract Administrator, shall be encrypted using commercial third-party encryption software. The encryption software shall meet the level standards of National Institute of Standards and Technology (NIST), Federal Information Processing Standards (FIPS) Publication 140-2, Security Requirements for Cryptographic Modules. Additionally, anti-virus and anti-malware software shall be used and kept up to date along with software patches and supported versions. The <Department> Information Security Office shall have the right to audit the Vendor-owned devices connected to State networks.
If the Vendor use of removable media storage devices (i.e. Universal Serial Bus [USB] thumb drives, disk tapes, micro SD, SD cards, CD/DVD, etc.) is allowed by the State Contract Administrator, all electronic files stored on the removable media storage device used to store State information shall be encrypted using a commercial third-party encryption software. The encryption software shall meet the standards set forth in NIST FIPS 140-2. Information stored on approved removable storage devices shall not be copied to any unencrypted computer (i.e., desktop or laptop) not connected to State network. Any personally identifiable information, personal health information, or other confidential information shall be encrypted when stored on State network file shares or document repositories.
Work with the Project Leadership, and will coordinate and work closely with all Project staff as necessary, to provide timely and relevant IV&V services.
Retain independence and avoid undue influence by any internal or external entity while advising the Project staff.
Return all Project property, including but not limited to security badges, prior to the Contract term end date.
Provide draft results of work products and incorporate, as appropriate, clarifications that ensure accuracy of findings comments provided by the Contract Manager.
Conduct in-person walkthroughs to discuss preliminary and draft results including collaboration on deliverables as defined within the approved IV&V Plan.
Coordinate with the Contract Manager to identify and address IV&V findings and recommendations.

11. STATE RESPONSIBILITIES

Designate a person to whom all Vendor communication may be addressed, and who has the authority to act on all aspects of the services. This person will review the SOW and associated documents with the Vendor to ensure understanding of the responsibilities of both parties.
Provide Vendor personnel with standard Department imaged desktop(s), phone equipment, and standard cubicle and/or office working facilities at any sites and/or other locations, as necessary, with limited network connectivity to access team working documents.
Provide access to department staff and management, offices and operation areas, as required, to complete the tasks and activities defined under this Contract.
Provide at least a minimum of ten (10) State business days for the timely review and approval of information and documentation provided by the Vendor to perform its obligations.
Provide information regarding the business structure of the Project team, and schedule the availability of the Project personnel for interviews, as required by the Vendor to perform its responsibilities.

12. WORK AUTHORIZATIONS

Each WA shall consist of a detailed statement of the purpose, objective, or goals to be undertaken by the Vendor and all information requested to be provided per EXHIBIT Template O: WORK AUTHORIZATION FORM.
All WA’s must be in writing prior to beginning work and signed by the Vendor and the State Contract Administrator.
The State has the right to require the Vendor to stop or suspend work on any WA.
Personnel resources will not be expended (at a cost to the State) on task/deliverable accomplishment in excess of estimated work hours required unless the procedure below is followed:
1. If, in performance of the work, the Vendor determines that a WA to be performed under this Contract cannot be accomplished within the estimated work hours, the Vendor will immediately notify the State in writing of the Vendor’s estimate of the work hours which will be required to complete the WA in full. Upon receipt of such notification, the State may: Authorize the Vendor to expend the estimated additional work hours or service in excess of the original estimate necessary to accomplish the WA;
2. Terminate the WA; or
3. Alter the scope of the WA in order to define tasks that can be accomplished within the remaining estimated work hours.
4. The State will notify the Vendor in writing of its decision within seven (7) calendar days after receipt of the notification. If notice of the decision is given to proceed via an amended WA signed by the Vendor and State, the Vendor may expend the estimated additional work hours for agreed upon services. The State agrees to reimburse the Vendor for such additional work hours.

13. PERFORMANCE

The State will be the sole judge of the acceptability of all work performed and all work products produced by the Vendor as a result of this SOW. Should the work performed or the products produced by the Vendor fail to meet the State conditions, requirements, specifications, Deliverable Acceptance Criteria, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:

The State will notify the Vendor in writing within five (5) State business days after completion of each phase of service of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Vendor. The costs related to rework of unacceptable work products shall not be billed to the State.
The Vendor will, within five (5) State business days after initial problem notification, respond to the State by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Vendor to respond to the State’s initial problem notification within the required time limits may result in immediate termination of the Contract.
In the event of such termination, the State shall pay all amounts due the Vendor for all work accepted prior to termination.
The State will, within five (5) State business days after receipt of the Vendor’s detailed explanation and/or proposed corrective action plan, notify the Vendor in writing whether it accepts or rejects the explanation and/or plan. If the State rejects the explanation and/or plan, the Vendor will submit a revised corrective action plan within three (3) State business days of notification of rejection. Failure by the Vendor to respond to the State’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due the Vendor for all work accepted prior to termination.
The State will, within three (3) State business days of receipt of the revised corrective action plan, notify the Vendor in writing whether it accepts or rejects the revised corrective action plan proposed by the Vendor. Rejection of the revised corrective action plan may result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due the Vendor for all work accepted prior to termination.

14. PROBLEM ESCALATION

The parties acknowledge and agree that certain technical and project related problems or issues may arise, and that such matters shall be brought to the State’s attention. Problems or issues shall normally be reported in regular status reports. There may be instances, however, where the severity of the problems justifies escalated reporting. To this extent, the Vendor will determine the level of severity and notify the appropriate State personnel. The State personnel notified, and the time period taken to report the problem or issue, shall be at a level commensurate with the severity of the problem or issue. The State personnel include, but are not limited to, the following:

First level: <insert identified individual>

Second level: <insert identified individual>

Third level: <insert identified individual>

15. CANCELLATION

The State may exercise its option to terminate the Contract at any time with 30 calendar days’ prior written notice. In the event of such termination, the State shall pay all amounts due the Vendor for all tasks/deliverables accepted prior to termination.

16. OTHER CONTRACT CONSIDERATIONS

The Vendor will act as prime Vendor under this Contract. In addition to identifying all personnel proposed to work under this Contract, the Vendor shall also identify its subVendor affiliation, as applicable.
The State reserves the right to approve all subVendors prior to the performance of any work by the subVendor.
Nothing contained in this Contract shall create any conceptual relationship between the State and any subVendors, and no subcontract shall relieve the Vendor of its responsibilities and obligations hereunder. The Vendor is fully responsible to the State for the acts and omissions of its subVendors and of persons either directly or indirectly employed by any of them.
If a subVendor is a California Certified Small Business (SB) and/or Disabled Veteran Business Enterprise (DVBE), then those amounts paid to certified subVendors shall be identified on the Vendor’s invoice(s).
The Vendor’s obligation to pay its subVendors is an independent obligation from the State’s obligation to make payments to the Vendor. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subVendor.
Military and Veteran Code (MVC) 999.5(d), Government Code (GC) 14841, and California Code of Regulations (CCR) 1896.78(e) requires all Prime Vendor’s that had a DVBE firm preform any element of work for a Contract to report DVBE information.

Prime Vendors are required to maintain records supporting the information that all payments to DVBE subVendor(s) were made. The Prime DVBE Subcontracting form can be found at the following link: DVBE Subcontract and the instructions can be found at the following link: http://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report% 20Instruction.doc.

Completed forms are to be e-mailed to: primeDVBE@state.ca.gov.

17. FEDERAL TAX ADMINISTRATION REQUIREMENTS

Subject to the Internal Revenue Service (IRS), federal tax information (FTI) requirements, if an unfavorable response is received by the IRS, this Contract will be terminated immediately, per General Provisions – Information Technology (GSDP-401), Paragraph 23, Termination for Default.

18. SECURITY AND DATA PROTECTION REQUIREMENTS

The State must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8, Vendor must comply with EXHIBIT Template U: SECURITY AND DATA PROTECTION.

19. CONTRACT REPRESENTATIVES

All notices required by, or relating to, this Contract shall be in writing and shall be sent to the parties of the Contract at the address set below unless changed from time to time, in which event each party shall so notify the other in writing, and all such notices shall be deemed duly given if deposited, postage prepaid, in the United States mail or e-mailed and directed to the addresses then prevailing.

The Contract administrators during the term of this Contract will be:

State:	<Insert department contract representative>	Vendor:	TBD
Name:		Name:
Phone:		Phone:
e-mail:		e-mail:

Direct all Contract inquiries to:

State:	<Insert department contract representative>	Vendor:	TBD
Unit:		Name:
Name:		Address:
Address:
Phone:		Phone:
e-mail:		e-mail: