Request for Quote (RFQ) 
Small Business Option 
RFQ#: C2332165  
For:  
RFQ-SB UAT LINDSAY

As a State of California certified Small Business (SB), you are invited to review and respond to this contracting opportunity for services offered by the Department of Parks and Recreation, District Office Name. Government Code Section 14838.5 allows state agencies to contract with California certified SBs for goods, services, and information technology for up to $249,999.99 as long as the agency obtains price quotation from two or more certified SBs, including microbusiness(es) (MBs).

To submit a quote for these services, you must comply with the instructions contained in this document as well as the requirements stated in the State’s Exhibit A: SCOPE OF WORK (SOW). By submitting a Quote, your firm agrees to the terms and conditions stated in this RFQ. 

Any questions regarding this contracting opportunity must be submitted in writing to the Department Contact person below prior to May 20, 2023 at 5:00 PM PST. Read the attached document carefully. Responses to this RFQ and any required copies must be submitted via email to Lindsay.wong@parks.ca.gov by May 20, 2023 at 5:00 PM PST. 

Department Contact: 

 California Department of Parks and Recreation 

NON-IT Division

Lindsay Wong, Contract analyst

916-445-1234

Lindsay.wong@parks.ca.gov 

1. The services shall usually be performed on-site at the DPR headquarters office located in downtown Sacramento, at 1516 9th Street, Room 3rd floor-352, Sacramento, CA  95814. At the State’s direction, the Contractor may need to report to other locations throughout the State for meetings, presentations, etc. 
2. Agreement services will be performed during State business hours, 8:00am to 5:00pm, Monday through Friday. Excluded are State of California holidays, as per the Department of Human Resources. However, under the direction of the DPR Contract Manager, services may be provided outside business hours.

It shall be DPR’s sole determination as to whether a deliverable has been successfully completed and acceptable to DPR.  There must be a signed acceptance document for each deliverable before invoices can be processed for payment. The Contractor shall submit Deliverables based on the following guidelines:

1. Document Format: Unless otherwise stated in this Agreement, all deliverables will be provided in electronic form using Adobe Acrobat PDF format (or version compatible) as appropriate to the deliverable. This applies to word processing documents, spreadsheets, diagrams, presentations, and administrative databases.
   All completed deliverables as specified in this Agreement require approval by the DPR Program Manager.  If a deliverable is not accepted by DPR, DPR shall inform the Contractor via email and/or via telephone, with the disapproval rationale in writing, within fifteen (15) business days of receipt of both the deliverable(s) and invoice.
    
2. Monthly Reporting: Each month, the Contractor must submit an electronic MSR documenting the Exhibit A: SCOPE OF WORK (SOW) tasks and activities worked on during the previous month, including activities completed and in progress. DPR will provide a template for the MSR document. 
   
   The MSR will contain financial data that clearly show the budgeted costs, by task and by month, and the actual costs incurred to date.  Monthly reports will be reviewed and approved for accuracy and completeness.
    
3. Ad-Hoc Reports:  Contractor shall provide additional ad-hoc reports upon request by DPR and at no extra charge to DPR.
    
4. Submission of Deliverables and Copies: One electronic softcopy of each deliverable will be submitted with a Deliverable Transmittal Sheet. Each deliverable must be accompanied with its own Deliverable Transmittal Sheet. The softcopy of the deliverables, and associated Deliverable Transmittal Sheet, shall be submitted to DPR’s Contract Manager via e-mail. At the DPR Contract Manager’s discretion, Deliverable Expectation Documents (DED) and/or Work Authorization forms may be required.
    
5. Monthly Invoices: Invoices shall be submitted to DPR’s Contract Manager within the first fifteen (15) calendar days following performance of the monthly service or upon task completion. If the tasks shown in SECTION 4. DELIVERABLES AND DUE DATES Table 1 are completed prior to the due date, the Contractor may invoice for work completed.
   
   Each invoice will include services starting the first of each month and ending the last day of the month, or the end of the Agreement term date. The invoice may not be dated until after the last day of services have been performed. For example, if submitting an invoice for services performed through the month of January 2020, the invoice will include services starting January 1, 2020 through January 31, 2020 with the invoice date dated after January 31, 2020. Any services that start during a month must be prorated according to the Agreement.
   
   Each invoice shall contain a breakdown summary that includes each Consultant’s name, the number of hours expended for each task, the hourly rate, the total amount due for the billing period, and the contract number. The Contractor shall identify on an hourly basis what specific task(s) was performed in support of the labor hours billed. A signed certification by an authorized Contractor owner/representative attesting to the “truth and accuracy” of the data must be referenced on the monthly invoice.
   
   Each invoice shall be accompanied by the Contractor’s Consultant timesheet whereby the Contractor signs his/her Consultant’s timesheet. The timesheet format must be agreed upon between the Contractor and DPR at the beginning of each Agreement.

5. Final Billing: Final billing for services must be received by DPR within ninety (90) days following the end of the Agreement.

The Exhibit B: COST WORKSHEET represents the base term of the Agreement. There is no obligation on DPR’s part to utilize the entire amount. 

DPR reserves the right to amend the Agreement for up-to two (2) one (1) year option(s) extension(s) of the term. Provided that the Contractor has performed satisfactorily during the base term, DPR reserves the right to amend the Agreement amount to include the additional term(s) and/or service(s) at the same hourly rate(s) awarded. DPR also reserves the right to increase/decrease hours, monies, services and/or the term for the services. 

In no event shall the total amount of this Agreement resulting from this RFQ exceed the limits provided for by the Agreement nor DPR’s Purchasing Authority Delegation for the term of this Agreement, and there is no obligation on DPR’s part to utilize the entire amount. If a determination to amend the Agreement is necessary, approvals by DPR are required before the Agreement may be amended.

1. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.
2. DPR reserves the option to renew this Agreement through a formal written amendment, signed by the parties, for additional time and/or funding.

1. DPR shall define specific requirements, timeframes, and priorities for Contractor tasks, as needed.
2. DPR will assign a Project Manager to oversee the Contractor’s performance, completion of requested services, approval of the deliverables, and other reports to DPR management on the status of the Agreement.
3. DPR shall provide physical access, work area, and training/testing environments as needed.
4. DPR shall provide appropriate access to DPR applications, systems, documentation and related information as needed.
5. DPR shall provide any necessary standard templates and documents needed to complete contract deliverables. 

Any travel cost associated with the demonstration(s) shall be borne by the Proposer and are in no way billable to DPR. 

In accordance with the State Contracting Manual (SCM) Volume 1, Chapter 3, § 10367 and 10369 (f) the Contractor providing non-IT consultant services of $5,000.00 or more shall be advised in writing that the performance will be evaluated. The evaluation shall be prepared on a Contract/Contractor Evaluation Sheet (STD 4), within sixty (60) days after completion of the Agreement and maintained in the Agreement file. Any negative evaluations will be sent to the Department of General Services, Office of Legal Services (DGS/OLS) and a copy sent to the Contractor within fifteen (15) days. The Contractor shall have thirty (30) days to prepare a statement defending his or her performance under the Agreement and to send to DPR and DGS/OLS. Any Contractor receiving a negative evaluation shall be excluded from participating in future solicitations from DPR for a period of 18 months.

1. Contractor and DPR staff shall meet weekly or as needed. 
2. Contractor shall submit monthly electronic progress reports of tasks completed.

The Contractor shall assign its entire rights, title, interest, including all copyrights and other proprietary rights associated with all deliverables and work products to DPR.

Contractor(s) shall ensure compliance with economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law (collectively, economic sanctions) including by refraining from new investments in, and financial transactions with, Russian institutions or companies that are headquartered or have their principal place of business in Russia (Russian entities), and not transferring technology to Russia or Russian entities. Contractor(s) are further notified that they will be subject to additional reporting requirements pursuant to Executive Order (N-6-22) issued by Governor Gavin Newsom on March 4, 2022.

All entities that provide electronic or information technology or related services that will be posted online by or for DPR must be in compliance with Government Code Sections 7405 and 11135 and the Web Content Accessibility Guidelines (WCAG) 2.0 or subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success. All entities will respond to and resolve any complaints/deficiencies regarding accessibility brought to their attention.

1. DPR retains sole, full, exclusive and complete ownership and control of all data, materials, results, conclusions, reports, models, and any concept, idea, or product arising directly or indirectly from the Agreement.
2. Any works developed during and/or pursuant to this Agreement by Contractor, including all related copyrights and other proprietary rights therein, as may now exist and/or which hereafter come into existence, shall belong to State upon creation, and shall continue in State’s exclusive ownership upon termination of this Agreement. Contractor further intends and agrees to assign to State all right, title and interest in and to such materials as well as all related copyrights and other proprietary rights therein.

It is expressly understood and agreed that information the Contractor receives from the State or from a third party in performing its obligations under this Agreement may be deemed confidential by the State. Therefore, Contractor must:

1. Observe complete confidentiality with respect to such information, including without limitation, agreeing not to disclose or otherwise permit access to such information by any person or entity in any manner whatsoever unless such disclosure is required by law or legal process.

2. Take reasonable efforts to ensure that Contractor’s employees, agents, representatives, and independent Contractors are informed of the confidential nature of such information and ensure by agreement or otherwise that they are prohibited from copying or revealing, for any purpose whatsoever, the contents of such information or any part thereof, or from taking any action otherwise prohibited under this section.

3. Not use such information or any part thereof in the performance of services to others or for the benefit of others in any form whatsoever whether gratuitously or for valuable consideration, except as permitted under this Agreement.

4. Notify State promptly and in writing of the circumstances surrounding any possession, use or knowledge of such information or any part thereof, by any person other than those authorized by this paragraph.

5. Adhere to all required DPR confidentiality and disclosure policies. All staff resources submitted by the Contractor are required to provide all requested background information.

6. Treat all information, deliverables, and work products as confidential. All information, deliverables, and work products cannot be disclosed in any form to any third party without DPR’s written consent except when required by law or legal process. Contractor is authorized to maintain a copy of all information necessary to comply with its contractual obligations and applicable professional standards.

7. Not use, without DPR written approval, any DPR materials for any purpose other than performing the contracted services.

8. Not remove any DPR equipment and/or data on any activities outside DPR’s secured environment without advance written approval from the responsible DPR Project Manager.

9. At the conclusion of the engagement or upon termination of this Agreement, the Contractor shall surrender all transportable recorded media.

10. Upon confirmation of loss or theft, report any lost or stolen hardware and/or transportable-recorded media to DPR.

11. Provide DPR all pass phrases/passwords used for private keys to encrypt data used, produced or acquired in the course of performing duties under this Agreement.

12. The Contractor must sign non-disclosure and confidentiality agreements as provided by DPR, see Exhibit C: CONFIDENTIALITY AGREEMENT.

13. The Contractor agrees to notify the DPR immediately of any security incident involving the information system, data or servers containing the information system or data. The Contractor agrees that the DPR has the right to participate in the investigation of a security incident involving its data or conduct its own independent investigation, and that the Contractor shall cooperate fully in such investigations.

14. The Contractor agrees that the it shall be responsible for all costs incurred by the DPR due to security incident resulting from the data custodian’s failure to perform or negligent acts of its personnel, and resulting in an unauthorized disclosure, release, access, review, or destruction; or loss, theft or misuse of an information asset. If the Contractor experiences a loss or breach of data, the Contractor shall immediately report the loss or breach to the DPR. If the DPR determines that notice to the individuals whose data has been lost or breached is appropriate, the Contractor will bear any and all costs associated with the notice or any mitigation selected by the DPR. These costs include, but are not limited to, staff time, material costs, postage, media announcements, and other identifiable costs associated with the breach or loss of data.

15. The Contractor agrees that it shall immediately notify and work cooperatively with the DPR to respond timely and correctly to public records act requests.

1. The Contractor must ensure that no conflicts of interest exist between the services required under this Agreement and services provided by the Contractor to other clients or the Contractor’s other business operations.
2. The Contractor must not have any financial interests in the outcome of any services it provides as a service provider under this Agreement except for fees for service under this Agreement.
3. The Contractor must have formal policies and procedures in place to identify and mitigate conflicts of interest and ensure that the Contractor’s organization, management and employees avoid financial interests and activities that potentially create conflicts of interest
4. The Contractor must ensure that its employees and subcontractors meet and comply with the requirements described above.
   
   Notwithstanding the foregoing, DPR reserves the right to determine, at its sole discretion, whether information received from any source indicates the existence of an actual or potential conflict of interest.  If the State determines that a conflict of interest exists, or that there is an unavoidable appearance of a conflict of interest, that cannot be resolved to the satisfaction of DPR, such determination shall be grounds for termination of the Agreement immediately.

The Contract Manager during the term of this agreement are as follows:

Direct all inquiries to the Contract Manager. 

The parties may change their Contract Representative(s) upon providing ten (10) days written notice to the other party’s Contract Representative(s). The notifying party shall provide complete contact information for the replacement Contract Representative(s) to include the information provided above.

Direct all billing inquiries to the Contract Analyst. 

The RFQ response must include the following to be considered responsive: 

• Exhibit J: COVER SHEET 
• Exhibit K: CHECKLIST 
• Exhibit B: COST WORKSHEET 
• Exhibit D: PAYEE DATA RECORD, STD. 204
• Exhibit H: PAYEE DATA RECORD SUPPLEMENT GOODS VS. SERVICES - DPR088
• Exhibit F: DVBE DECLARATION FORM STD. 843 
• Exhibit L: SMALL BUSINESS SUB-CONTRACTOR PARTICIPATION (DPR 85) 
• Exhibit I: CALIFORNIA CIVIL RIGHTS LAWS - OLS 04 (if over $100,000.00) 
• Exhibit M: CONTRACTOR CERTIFICATION CLAUSES
• Exhibit N: DARFUR CONTRACTING ACT CERTIFICATION (DPR 74)
• Exhibit O: CUF BIDDER CERTIFICATION (DPR 87)