Solicitation Document Conversion Services. Bid designation: Public. State of California

Transcription

1 5 Solicitation Bid designation: Public State of California 4/24/2015 5:14 PM p. 1 6

2 5 Bid Number Bid Title Expected Expenditure $999, (This price is expected - not guaranteed) Bid Start Date Apr 24, :13:06 PM PDT Bid End Date May 8, :00:00 PM PDT Question & Answer End Date Apr 30, :00:00 PM PDT Bid Contact Stacey Cunningham scunning@water.ca.gov Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Description Please review and respond to the attached RFQ for document conversion services by 2:00 PM May 8, /24/2015 5:14 PM p. 2 6

3 STATE OF CALIFORNIA -- CALIFORNIA NATURAL RESOURCES AGENCY DEPARTMENT OF WATER RESOURCES 1416 NINTH STREET, P.O. BOX SACRAMENTO, CA (916) State of California EDMUND G. BROWN JR., Governor DWR REQUEST FOR QUOTE # for Release Date: April 24, 2015 The Department of Water Resources (DWR) invites contractors to review and respond to this Request for Quote (RFQ), titled DWR RFQ # To submit a quote for the services, you must comply with the instructions and requirements for the services contained in this document. The Mandatory and Desired Technical Requirements are delineated in Section II of this solicitation. The services required are also delineated in the Statement of Work (SOW), Exhibit A. Please note: DWR elects to waive the DVBE program requirements in this solicitation, but opts to include the DVBE incentive. Read the attached document carefully. The RFQ due date is: May 8, 2015 at 2:00 pm. You may mail or hand-deliver (submittals by or fax will not be accepted) your response to DWR s Procurement Official, Stacey Cunningham, as shown below: DWR Procurement Official Stacey Cunningham Stacey.Cunningham@water.ca.gov Submit Response By Mail to: OR Submit Direct Delivery of Response: Department of Water Resources Department of Water Resources Business Services Office, Room 353 Business Services Office, Room 353 Attention: Stacey Cunningham Attention: Stacey Cunningham P.O. Box Ninth Street Sacramento, CA Sacramento, CA DO NOT OPEN Bidder Response to RFQ <Bidder Name> DO NOT OPEN Bidder Response to RFQ <Bidder Name> NOTE: Substantive questions regarding the RFQ and contracting requirements must be submitted in writing to the Procurement Official above. Questions shall be submitted by , fax, mail or hand-delivery by the date specified in Section I, Item E, Key Action Dates to assure response by the date set for the DWR Response to Questions. 1 4/24/2015 5:14 PM p. 3

4 State of California DWR RFQ Department of Water Resources TABLE OF CONTENTS I General Information... 3 A) Purpose... 3 B) Background... 3 C) Availability... 3 D) Period of Performance... 3 E) Key Action Dates... 3 F) Submission of Questions... 4 G) Information Technology Provisions... 4 H) Award of Contract... 4 I) State s Right to Reject... 5 J) Protests... 5 K) Economic Incentive Program... 5 L) State Preference Program... 6 M) Commercially Useful Function... 8 N) Tax Delinquent Status Verification... 9 O) Standard Conditions of Service... 9 P) RFQ Response Guidelines... 9 Q) Administrative Requirements... 9 II Evaluation and Selection Criteria Information A) Evaluation Process B) Evaluation Selection Criteria C) Administrative Requirements Evaluation Criteria D) Technical Evaluation Criteria E) Cost Evaluation F) Small Business/DVBE Incentive Preference Calculation G) Final Scoring Methodology III Sample Contract Package Sample Standard Agreement (STD. 213) Exhibit A, Statement of Work Exhibit B, Budget Detail and Payment Provisions Attachment 1 Contractor s Cost Worksheet Exhibit C Information Technology General Provisions Exhibit D Information Technology Personal Services Special Provisions Exhibit E DWR Additional Provisions Attachment 1 Protection of Confidential and Sensitive Information Attachment 2 Non-Disclosure Certification Attachment 3 Travel and Per Diem Expenses Attachment 4 DVBE Activity Report Form Attachment 5 Small Business and DVBE Subcontractor Payment Certification IV Contractor s Bid Submittal Form Checklist Summary Contractor s Bid Submittal Checklist Contractor s Bid Cover Sheet Brief Overview of Attachments Non-Small Business Preference Request Form California DVBE Program Incentive Instructions (DWR 9666) Customer/Client Reference Form /24/2015 5:14 PM p. 4

5 State of California DWR RFQ Department of Water Resources I. General Information You are invited to review and respond to this Request for Quotation for entitled DWR RFQ In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Statement of Work. Please read the enclosed document carefully. A. Purpose The Department of Water Resources is converting paper documents to an electronic document depository and needs the services of a Contractor to assist with this effort. B. Background DWR has a variety of paper artifacts which require digital conversion. The artifact formats include files in standard paper sizes, large drawings, photographs, aperture cards, microfilm and microfiche. Some of these artifacts are permanent records and must be kept in perpetuity. DWR has numerous boxes and cabinets of miscellaneous permanent records stored at multiple locations throughout the State and DWR Headquarters. C. Availability All candidates submitted by the contractor must be available during the term of agreement. The selected contractor and proposed staff must be able to meet the requirements of this DWR RFQ and be ready to begin work on the anticipated contract start date of May 26, 2015 unless notified otherwise by DWR. D. Period of Performance The anticipated term of the resulting agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD 213), May 26, 2015 through May 24, 2017 with the option for the State to extend the term up to three (3) years at one (1) year intervals at the rates specified on the Contractor s submitted Cost worksheet (Exhibit B, Attachment 1) that identifies the costs for optional extensions to the resulting contract. The period of performance must be changed by a written Amendment to the Agreement, if the department exercises its option to extend services. DWR reserves the right to increase the contract value by up to ten percent (10%) above the Contractor s Subtotal Offer and set this amount aside for Unanticipated Tasks as they relate to the original Statement of Work (Exhibit A). Additional tasks will be at the same rates as originally offered in bid submittal. The contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement. E. Key Action Dates Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this DWR RFQ Key Action Dates 1. Release of DWR RFQ April 24, 2015 Date* 2. Submission of written questions April 30, 2015 by 2:00pm 3. Answers to written questions posted to May 4, /24/2015 5:14 PM p. 5

6 State of California DWR RFQ Department of Water Resources eprocurement BidSync 4. Submission of Quotes May 8, 2015 by 2:00pm 5. Intent to Award posted to eprocurement BidSync May 18, Anticipated Contract Start Date May 6, 2015 *All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution. F. Submission of Questions All questions regarding the content of DWR RFQ must be submitted electronically to the eprocurement BidSync system and received by the Key Action Date identified above. Questions not submitted by the Key Action Date for submission of written questions shall be answered at the State s option. When the State has completed its review of the questions, all of the questions and answers will be posted to the State s eprocurement BidSync system. G. Information Technology Provisions The following information is incorporated into this RFQ. Please read the documents carefully. Bidder must agree to the terms and conditions listed below by signing the Contractor s Bid Cover Sheet (Attachment 1) which can be found in Section IV Contractor s Bid Submittal Checklist section of this RFQ. Please read the documents carefully. 1. Bidder Instructions (Effective 11/09/11) 2. Information Technology General Provisions (Effective 09/05/14) 3. State Model Information Technology Personal Services Special Provisions (Effective 02/08/07) H. Award of Contract Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days (or less) after the schedule date for Contract Award as specified in the RFQ; however, a bidder may extend the offer by 45 days in the event of a delay of contract award. The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part this RFQ. Written notification of the State s intent to award will be made to all bidders via the eprocurement system located at If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the 4 4/24/2015 5:14 PM p. 6

7 State of California DWR RFQ Department of Water Resources bidder will be allowed five (5) working days to submit a protest to the Intent to Award, according to the instructions contained in the paragraph titled Protests of this RFQ. I. State s Right to Reject A proposal/quotation may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject all proposals and may waive any immaterial deviation in a proposal/quotation. The State s waiver of immaterial defect shall in no way modify the RFQ document or excuse the proposing firm from full compliance with all requirements if awarded the agreement. DWR reserves the right to reject all proposals for reasonable cause. If all proposals are too high, the agency is not required to award an agreement (PCC 10344(d), 10377(d)). Proposals received after the due date and time will be returned unopened to the proposing firm. J. Protests Any bidder s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will be first resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has submitted a bid which it believes to be totally responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedure in the solicitation section on Evaluation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the successful vendor will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protestor must provide facts and evidence to support the claim. Protests must be mailed or delivered to: Street and Mailing Address: Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA Facsimile No.: (916) All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery. K. Economic Incentive Program Bidders may be eligible for additional preferences when their place of business is located within certain economic regions and when they hire persons living and working within those economic 5 4/24/2015 5:14 PM p. 7

8 State of California DWR RFQ Department of Water Resources regions. Please access the following links to read information about these economic incentive programs. TACPA CONTRACT PREFERENCE This solicitation contains Target Area Contract Preference Act (TACPA) preference request forms. Please carefully review the forms and requirements. Bidders are not required to apply for these preferences. Denial of the TACPA preference request is not a basis for rejection of the bid. The State as part of its evaluation process reserves the right to verify, validate, and clarify all information contained in the bid. This may include, but is not limited to, information from bidders, manufacturers, subcontractors and any other sources available at the time of the bid evaluation. Bidder refusal to agree to and/or comply with these terms, or failure to provide additional supporting information at the State's request may result in denial of preference requested. Contracts awarded with applied preferences will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements. The State will take appropriate corrective action and apply sanctions as necessary to enforce preference programs. TACPA Preference Request (STD 830): Bidder s Summary of Contract Activities and Labor Hours: Manufacturer s Summary of Contract Activities and Labor Hours: Any questions regarding the TACPA preference should be directed to the Department of General Services, Procurement Division at (916) L. State Preference Programs 1. The Small Business Procurement and Contract Act (Government Code Section et. seq.) requires that a fair share of the state s purchases and contracts for goods, information technology services and construction be placed with a certified small business or microbusiness. The Act mandates that state agencies: a. Establish participation goals; b. Provide a five (5) percent small business calculation preference, and c. Provide the opportunity for proposing firms to receive a five (5) percent non-small business calculation preference when achieving twenty-five (25) percent small business participation through subcontracted efforts. Small Business Regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 09/09/04. The new regulations can be viewed at ( Access the regulations by Clicking on Small Business Regulations in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) /24/2015 5:14 PM p. 8

9 State of California DWR RFQ Department of Water Resources 2. Small Business Preference The Small Business preference provides certified small businesses and micro-businesses a calculation preference in the amount of five (5) percent of the highest scored responsible and responsive proposal submitted by a proposing firm who is not a certified small business. The small business preference is used as a calculation for determining the highest score and does not affect the actual price proposed. The awarding department applies a five (5) percent Small Business preference to small business proposals during proposal evaluation when a non-small business has submitted the highest scored, responsible/responsive proposal pursuant to the solicitation s evaluation method identified in the proposal. The certified small business: a. Must include in its bid evidence of a current DGS Office of Small Business and DVBE Services (OSDS) Small Business certification. b. If pending small business certification, a notification to the awarding department that it has submitted to DGS/OSDS a complete application no later than 5:00 p.m. on the bid due date, and is subsequently certified by the Department of General Services as a small business; and c. Must submit a timely, responsive bid; and d. Must be determined to be a responsible bidder. Firms having pending Small Business or DVBE Certification applications under review by the Department of General Services concurrent with the proposal time frame should contact DGS/OSDS to request an expedite review/approval of their application in order to be considered for the small business preference during the evaluation of this proposal. Contact DGS/OSDS at (916) to obtain information about the application expedite process. Firms must notify the Department in writing at the time of the proposal submission that they have an application for Small Business or DVBE certification under review at the DGS Office of Small and Disabled Veteran Business Certification, and that they wish to be considered for the Small Business Preference Calculation. 3. Non-Small Business Subcontractor Preference A 5% bid preference is now available to a nonsmall business claiming 25% California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which Contractor commits to subcontract in an amount of at least twenty-five percent (25%) of the net bid price. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4). 4. Small Business Non-Profit Veteran Service Agencies (SB/NVSA) SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. 5. DVBE Participation/DVBE Incentive The department elects to waive the DVBE program requirements in this solicitation, but opts to include the DVBE Incentive. In accordance with Section 999.5(a) of Military and Veterans Code an incentive will be given to bidders who include DVBE participation in their bid response. For evaluation purposes only, the 7 4/24/2015 5:14 PM p. 9

10 State of California DWR RFQ Department of Water Resources State shall apply an incentive to bids that propose California certified DVBE participation identified on DWR Form 9666, Bidder Certification of DVBE Participation, Attachment 8, (Section IV, page 60) and confirmed by the State. The incentive given is equal to the participation level identified by the bidder on Attachment 8, DWR 9666 Bidder Certification of DVBE Participation and will not be less than one (1) percent and will not exceed five (5) percent. Those firms identifying less than one (1) percent will not be considered for the incentive application. The incentive amount for awards based on low price will vary in conjunction with the proposed DVBE participation. Unless a table that replaces the following has been expressly established elsewhere within the solicitation, the following percentages will apply for awards based on low price: Confirmed DVBE Participation: DVBE Participation Level Incentive Applied Less than 1.0 0% 1.0 up to 1.99% 1% 2.0 up to 2.99% 2% 3.0 up to 3.99% 3% 4.0 up to 4.99% 4% 5% or Higher 5% As applicable: Awards based on low price: the net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of the DVBE incentive as applied to the lowest responsive net bid. If the #1 ranked responsive, responsible bid is from a California certified Small Business, the only bidders eligible for the incentive will be California certified Small Businesses. The incentive adjustment for awards based on low price cannot exceed 5 percent or $100,000, whichever is less, of the #1 ranked net bid. When used in combination with a preference adjustment (SB/TACPA), the cumulative adjustment amount is not to exceed $100,000. Awards based on highest score: the solicitation shall include an individual requirement that identifies incentive points for DVBE participation. The Incentive is calculated by factoring the overall total points possible (as stated in the solicitation) by the level of DVBE commitment identified by the proposing firm. Incentive points are then added to the proposing firm s overall score. If this results in the firm s achievement of highest scored response, and the firm has met all other solicitation requirements, the award will be made to that firm. It is possible for a certified small business to be displaced by another firm scoring higher points through application of the DVBE incentive. M. Commercially Useful Function (California Code of Regulations, Title 2, Section (l)) DVBE firms must perform a commercially useful function relevant to this contract. The term DVBE contractor or subcontractor or supplier means any person or entity that satisfies the ownership (or management) and control requirements of CCR (f); is certified in accordance with CCR and provides services or goods that contribute to the fulfillment of the contract requirements by performing a commercially useful function. As defined in MVC 999, a person or entity is deemed to perform a commercially useful function if a person or entity does all of the following: 1. Is responsible for the execution of a distinct element of work of the contract, 2. Carries out the obligation by actually performing, managing, or supervising the work involved, 8 4/24/2015 5:14 PM p. 10

11 State of California DWR RFQ Department of Water Resources 3. Performs work that is normal for its business services and functions, 4. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices; 5. Is responsible, with respect to products, Inventories, materials, and supplies required for the contract for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and 6. Its role is not an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation. N. Tax Delinquent Status Verification 1. Effective July 1, 2012 Public Contract Code , requires state agencies to verify the tax delinquent status of bidders responding to state solicitations. 2. At the time of bid evaluation, prior to contract award and execution, the State will verify all bidders and identified subcontractors as not listed as tax delinquent by the Franchise Tax Board and the Board of Equalization. Any bidder or subcontractor listed as tax delinquent shall result in a bid rejection and will not be considered for contract award. Bidders wanting further clarification can refer to the statute above or to the web sites listed below for additional information. Board of Equalization Top 500 Sales Tax and Use Delinquencies Franchise Tax Board Top 500 Delinquent Tax Payers O. Standard Conditions of Service 1. Service(s) shall not commence until the Agreement is fully executed and all approvals have been obtained. 2. All performance under the Agreement shall be completed on or before the termination date of the Agreement unless this Agreement is amended to extend the term. 3. No oral understanding or agreement shall be binding on either party. P. RFQ Response Guidelines This DWR RFQ and the Contractor s quote in response to this document will be made a part of the contract. Responses to this DWR RFQ must contain all data/information requested and must conform to the format described in this DWR RFQ It is the Contractor s responsibility to provide all required data and any other information deemed necessary for the State s evaluation team to determine and verify the Contractor s ability to perform the tasks and activities defined in the Contractor s Statement of Work. No Facsimile machine bids will be accepted. Q. Administrative Requirements To be deemed responsive the following items must be submitted with your RFQ Response. A Contractor s Bid Submittal Checklist is attached at the end of the document and designed to assist the bidder in ensuring all documents and/or attachments are returned with the bid response: 1. Bidder must label bid package Bidder Response to DWR RFQ # Document Conversion Services. Bidder s name must also be identified on outside of package. 9 4/24/2015 5:14 PM p. 11

12 State of California DWR RFQ Department of Water Resources 2. Bidder must submit 1 original, 2 copies and 1 electronic media on USB flash drive of requested information. 3. Bidder must submit the cost worksheet in a separate sealed envelope labeled DWR RFQ # Cost Worksheet. Cost worksheet must identify contractor s individuals to be evaluated based on resumes submitted. 4. Contractor s Bid Submittal Checklist (Refer to Section IV) The Contractor s Bid Submittal Checklist is designed to assist the bidder in ensuring all documents and/or attachments are returned with the bid response. 5. Attachment 1 Contractor s Bid Cover Sheet (Refer to Section IV) Bidder must complete and attach the Contractor s Bid Cover Sheet included in Section IV of this DWR RFQ Bidder must also check the appropriate box regarding their acceptance of the State s required IT language provisions as referenced in Section I, item G and Section III, sample contract package. 6. Attachment 2 Payee Data Record Bidder must include a completed copy a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number. The form may be found at: 7. Attachment 3 Drug-Free Workplace Certification Bidder must include a completed copy a Drug-Free Workplace Certification, STD. Form 21. The form may be found at: 8. Attachment 4 Bidder Declaration All bidders must complete the Bidder Declaration GSPD (Rev 08/09) and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. The form may be found at: 9. Attachment 5 Small Business Certification Bidders claiming the small business preference or who have committed to subcontract at least 25% of the net bid price with one or more California certified small businesses must provide their OSDS certification. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) The form may be found at: /24/2015 5:14 PM p. 12

13 State of California DWR RFQ Department of Water Resources 10. Attachment 6 Non-Small Business Preference Request Form The Small Business Procurement and Contract Act (Gov. Code Section et. seq.), you have selected, and mutually agreed, to partner with a certified Small Business subcontractor to provide commodities or services related to the performance of the requested services identified in this RFQ Solicitation. Any firm responding to this bid desiring to claim this preference is required to submit the Non-Small Business (NSB) Preference Request form with their bid. Bidders submitting incomplete NSB Preference Request forms will not be eligible to receive the NSB preference. Firms requesting the NSB preference must include the DGS OSDS Small Business certification with the NSB preference form for the Small Business subcontractor(s) listed on the NSB form. Failure to include the certification will result in no application of the NSB preference during bid evaluation. 11. Attachment 7 DVBE Participation/DVBE Incentive The State has waived DVBE program requirements for this solicitation. Under California Code of Regulations , the California DVBE Incentive provides responsive/responsible firms the opportunity to receive additional incentive calculations. The incentive is applied at the time of solicitation cost evaluation when a bidder has identified a California-certified DVBE subcontractor to provide services or commodities in support of the overall contract effort. Application of the DVBE Incentive may not displace a certified small business low bidder. Please refer to Section IV, Attachment 7 DWR 9666, California DVBE Program Incentive Instructions. 12. Attachment 8 DVBE Certification Firms proposing DVBE subcontractor(s) must include the selected DVBE firm(s) DGS OSDS firm certification at the time of bid submission. Failure to include the DVBE certification will result in no application of the DVBE incentive during bid evaluation Attachment 9 Disabled Veteran Business Enterprise Declarations, STD. 843 All prime DVBE firms or DVBE firms acting as subcontractors for materials, supplies, services or equipment rental must submit an original signed DVBE Declaration, Std. 843 with their bid, or provide one to the prime for inclusion with their bid submittal. [Military and Veterans Code 999.3] Attachment 10 - Customer/Client Reference Form Minimum of 4 references with at least 2 from a governmental entity (i.e, Federal, State, City, County, etc.). 11 4/24/2015 5:14 PM p. 13

14 State of California DWR RFQ Department of Water Resources II. Evaluation and Selection Criteria Information A. Evaluation Process Each DWR RFQ response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ. DWR will evaluate each RFQ response to determine its responsiveness to the requirements. B. Evaluation Selection Criteria A low cost approach will be used in the evaluation of the Contractor s responses to this RFO. The Contractor s Exhibit B, Attachment 1, Cost Worksheet will be checked for mathematical accuracy. The overall responsiveness of each RFO response is based on the complete response from the bidder to the RFO requirements. The final selection will be made on the basis the lowest cost bid meeting the administrative and technical requirements of the solicitation. C. Administrative Requirements Evaluation Criteria (Pass/Fail) The administrative requirements defined below will be reviewed and the Contractor will receive a Pass, Fail or N/A for each requirement. Failure to provide all required items may be grounds for rejection as determined by evaluation team. Minor omissions may be determined to be immaterial and the Contractor may be allowed to correct the deficiency within a reasonable period of time prior to the final selection. 12 4/24/2015 5:14 PM p. 14

15 State of California DWR RFQ Department of Water Resources Example: Administrative Requirements Evaluation Criteria a. Did Bidder label bid package Contractor s Response to DWR RFQ Document Conversion Services? Bidder s name must also be identified on outside of package. Did Bidder submit (1 original, 2 hard copies and 1 electronic media on USB Flash drive) as b. requested? c. Did Bidder submit cost worksheet in a separate sealed envelope labeled DWR RFQ Cost worksheet? d. Did Bidder use provided Bid Submittal Checklist? (optional) Pass/Fail Administrative Forms 1 original required Pass Fail N/A Attachment 1 Attachment 2 Attachment 3 Attachment 4 Contractor s Bid Cover Sheet (Required form) Bidder must also check the appropriate box regarding acceptance of the State s required language. Payee Data Record (Std204) (Required) Drug-Free Workplace (Std21) (Required) Bidder Declaration (GSPD ) (Required) Attachment 5 Small Business Certification (if applicable) Non-Small Business Sub-Contractor Preference (if applicable) Attachment 6 Form is included in Section IV, of this solicitation Attachment 7 DWR 9666 Documentation of DVBE Program Requirements DWR 9666 Bidder Certification of DVBE Participation DVBE Certification (if applicable) Attachment 8 Disabled Veteran Business Enterprise Declarations (Std843) (if Attachment 9 applicable) The Administrative team will also review contractor s response to ensure all required Technical documents have been submitted. Final review and scoring will be completed by the Technical Review team. Customer References as stated on page 13 and 15. Please use Attachment 10 the Customer/Client Reference Form (Attachment 10) 13 4/24/2015 5:14 PM p. 15

16 State of California DWR RFQ Department of Water Resources D. Technical Evaluation Criteria (Pass/Fail) All Administratively responsive bids will be reviewed for compliance with Technical Requirements on a Pass/Fail basis. Failure to pass all Technical Requirements may be grounds for rejection as determined by the Review Team. Minor omissions may be determined to be immaterial and the Contractor may be allowed to correct the deficiency within a reasonable period of time prior to the final selection. 14 4/24/2015 5:14 PM p. 16

17 State of California DWR RFQ Department of Water Resources TABLE 1 CONTRACTOR S REQUIRED QUALIFICATIONS/EXPERIENCE Contractor must meet the following requirements as identified in Table 1 Contractor s Required Qualifications/Experience. DWR Use Only Contractor must submit a written response titled Contractor s Response to Evaluation Criteria Scoring for DWR RFQ and include the Qualification/Experience (All technical following: requirements will be scored on a Pass/Fail basis.) a. Provide documentation that your company has a minimum of 5 years of experience performing backfile conversion efforts. Include the name of the organization that you provided work for and the duration of each conversion effort. b. Contractor must provide written description on its ability to perform all the necessary services related to document conversion. This includes Document Preparation; Document Restoration; Barcode Services; and Post capture Optical Character Recognition (OCR) capabilities. c. A minimum of 5 years of project management experience on document image projects that includes analysis of record management practices and procedure. Please provide a list of document image projects that were managed by your company. Include the name of the organization that you provided work for and the duration of each project. d. Contractor must provide a minimum of four (4) customer/client references. Two of the customer/client references must be from governmental agencies (State, Federal, or City) detailing the requirements (use attached Customer Reference Form, Refer to Section IV, Attachment 10). DWR reserves the right to contact references to validate the work performed. e. Contractor must have a scanning facility located within 25 miles of the DWR Headquarters location (1416 Ninth Street Sacrament, CA 95814). f. Contractor must provide secure transportation (pickup and delivery) and storage of documents. Contractor must submit a written description of the method of transportation and the method of securing and storing the documents at the Contractor s facility. 1. Secure during transport. 2. Secure storage at Contractor s facility. 3. Secure computer file storage and handling. g. It is possible that approximately 10% of scanning services may need to be performed at other locations in California. Contractor must provide written description about its ability to perform conversion jobs, on-site, at multiple DWR locations. Contractor will provide all necessary equipment for these remote, on-site, conversion projects. h. Contractor must commit to only provide and perform data entry services using staff and facilities located within the United Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail Pass/Fail 15 4/24/2015 5:14 PM p. 17

18 State of California DWR RFQ Department of Water Resources TABLE 1 CONTRACTOR S REQUIRED QUALIFICATIONS/EXPERIENCE Contractor must meet the following requirements as identified in Table 1 Contractor s Required Qualifications/Experience. DWR Use Only Contractor must submit a written response titled Contractor s Response to Evaluation Criteria Scoring for DWR RFQ and include the Qualification/Experience (All technical following: requirements will be scored on a Pass/Fail basis.) States. i. Quality Control Procedures As part of Contractor s response to the RFQ, Contractor is required to submit a complete description of its Quality Control Procedures for performing services requested by this Statement of Work. Contractor s definition of Quality Control must include but not limited to the following essentials: 1) Specific standards Contractor s scanning services currently meet. 2) Description of the levels of quality control, including the percentage of scanners, and scanned documents which are sampled to confirm quality of scanning. 3) Provide an account of actual units (scanners) and documents which do not pass Contractor s quality control standards, and how this information is conveyed to Contractor s management. 4) Provide a full description of corrective action taken to resolve substandard scanning and the measures taken to calibrate malfunctioning scanners. In addition, describe how substandard scanning and units are rejected and how Contractor will provide repeated services at no charge for substandard work. 5) Provide a description of a strategy to improve the scanning services and how this strategy is put into action 6) Describe the effectiveness of the existing Quality Control Plan (Plan), and how the Plan detects recurrences of trouble and limits room for error. Pass/Fail 4/24/2015 5:14 PM p

19 State of California DWR RFQ Department of Water Resources E. Cost Evaluation Bidder must submit their Cost Worksheet Exhibit B, Attachment 1 in a separate sealed envelope labeled DWR RFQ Cost Worksheet based on DWR s Statement of Work (Exhibit A). Contractor must complete the cost worksheet that identifies total cost per transaction as described in the Statement of Work using the Exhibit B, Attachment 1 form. This form can be found in Section III Sample Contract Package. All bidders passing the Administrative and Technical requirements will have their cost envelopes opened. Each bidder s cost worksheet will be evaluated on the total extended cost for both the contracted term and any optional extension years. The contractor s cost worksheet will be checked for mathematical accuracy. Providing that the lowest net cost worksheet meets all other bid specifications criteria, the contract will be awarded to the responsible bidder who submits a responsive bid that is the lowest price after application of any preference requirements (Small Business/DVBE) have been calculated. F. Apply Small Business/DVBE Incentive Preference Calculation For purposes of evaluation, first Small Business preference will be applied, followed by the DVBE Incentive calculation. G. Final Scoring Methodology All cost worksheets from this solicitation from Contractors passing the Administrative and Technical Evaluation will be totaled and the Contractor with the lowest cost after the incentives have been applied will be awarded the resulting contract. Notice of Selection will be posted to BidSync. III. SAMPLE CONTRACT PACKAGE The following represents a sample of the contract that will be awarded, if any, from this RFQ. 17 4/24/2015 5:14 PM p. 19

20 STATE OF CALIFORNIA STANDARD AGREEMENT STD 213 IT (REVISED 08/11) State of California STANDARD AGREEMENT FOR I.T. GOODS/SERVICES ONLY REGISTRATION NUMBER PURCHASING AUTHORITY NUMBER 9I-0216-DWR-HQ1 1. This Agreement is entered into between the State Agency and the Contractor named below: STATE AGENCY'S NAME Department of Water Resources CONTRACTOR'S NAME TBD AGREEMENT NUMBER XXXX (hereafter called State) (hereafter called Contractor) 2. The term of this May 26, 2015 through May 25, 2017 Agreement is: This agreement is effective upon the start date or Department of Water Resources approval, whichever is later. 3. The maximum amount $ XXXXX of this Agreement is:??? thousand dollars and?? cents 4. The parties agree to comply with the terms and conditions of the following attachments which are by this reference made a part of the Agreement. Exhibit A Statement of Work Exhibit B Budget Detail and Payment Provisions Attachment 1 Contractor s Cost Worksheet Exhibit C IT General Provisions (GSPD-401IT, Revised 09/05/14) Exhibit D Information Technology Personal Services Special Provisions (Revised 02/08/07) Exhibit E DWR Additional Provisions Attachment 1 Protection of Confidential and Sensitive Information Attachment 2 Non-Disclosure Certification Attachment 3 Travel and Per Diem Language Attachment 4 DVBE Activity Form (if applicable) Attachment 5 Small Business and DVBE Sub Contractor Payment Certification (if applicable) 8 Pages 1 Page 6 Page 12 Pages 5 Pages 4 Pages 2 Pages 1 Page 2 Pages 1 Page 1 Page IN WITNESS WHEREOF this Agreement has been executed by the parties hereto CONTRACTOR CONTRACTOR S NAME (if other than an individual, state whether a corporation, partnership, etc.) BY (Authorized Signature) PRINTED NAME AND TITLE OF PERSON SIGNING DATE SIGNED(Do not type) California Department of General Services Use Only DATE SIGNED(Do not type) ADDRESS AGENCY NAME STATE OF CALIFORNIA Department of Water Resources BY (Authorized Signature) PRINTED NAME AND TITLE OF PERSON SIGNING DATE SIGNED(Do not type) Exempt per DWR-9I-0216-HQ1 ADDRESS 18 4/24/2015 5:14 PM p. 20

21 STATEMENT OF WORK DWR RFQ Exhibit A A. Scope of Services The purpose of this agreement is to engage a Contractor to provide services required by the Department of Water Resources (DWR) for document conversion of miscellaneous records for the Scanning and Mail Services Unit (SMS). SMS will provide conversion services for all of DWR s divisions. SMS will only outsource to the Contractor when: the backfile conversion exceeds SMS s resources; SMS is backlogged with conversion jobs; a division requires conversion of aperture cards, microfilm, or microfiche (which SMS is not equipped to process). DWR s miscellaneous records include artifacts in standard paper sizes, engineering size drawings and blueprints, aperture cards, microfilm and microfiche. Some of these artifacts are permanent records and must be kept in perpetuity. DWR has numerous boxes and cabinets of miscellaneous permanent records stored at DWR Headquarters as well as other DWR facilities in the greater Sacramento area. DWR also has other outlying divisions within the California region that possess records as well, and may require document conversion services. The outlying locations are Byron, Gustine, Lancaster, Fresno, Red Bluff, Pearblossom, Oroville, Glendale, Bakersfield, and Sutter. The Contractor shall scan and convert DWR s records to an electronic format to be imported into DWR s Electronic Document Management System (EDMS), Documentum and other databases as directed by DWR. The scanned records will then be accessible and will allow authorized staff within DWR to view, search, print, and secure the records from their computer workstations. B. Contractor Tasks and Responsibilities 1. Provide scanning services for the following type of documents/records: a. Standard Paper Format (8.5x11,8.5X14,11X17 or smaller) b. Post Cards c. Large Paper Format (36X48 or larger) d. Microfilm e. Microfiche f. Aperture Card g. Color Photos h. Black and White Photos i. Plates 2. Perform services related to document conversion that includes but not limited to the following: a. Document Preparation (removing any staples, paper clips, bindings, cutting off tabs, unfolding and taping of any poor quality paper, etc.) b. Document Restoration (restore scanned images back to their original form) c. Barcode Services d. Post capture Optical Character Recognition (OCR) capabilities e. Intelligent Character Recognition (ICR) (not required but may have requests by some DWR Divisions) 19 4/24/2015 5:14 PM p. 21

22 STATEMENT OF WORK DWR RFQ Exhibit A 3. Perform data conversion of electronic native files to PDF/A or TIFF file format. 4. Transportation and Processing. Contractor is to provide secure transportation of the documents from DWR offices to their scanning facility as directed and requested by DWR. Contractor shall deliver completed job to original location and additional locations as directed by DWR. Contractor will provide all necessary equipment for on-site conversion projects. Images or data shall not be transported or electronically transmitted out-of-state for scanning or data entry services. 5. Document grouping and assessment. a. Each type of document grouping will be considered an individual effort and Contractor will provide DWR with recommended job specifications. The cost of all work to be performed is to be based on the Cost Worksheet (Exhibit B, Attachment 1). b. Prior to scanning each record type, the Contractor will meet with the DWR staff to verify the specific requirements and any special instructions. c. Contractor will establish other project parameters such as document preparation instructions, a date for record pick-up, and turn-around time. d. The Contractor is to have project management capabilities and a work plan for accomplishing the requested services. e. Once the tasks and project parameters have been established, the Contractor is to commence project tasks within 48 hours. f. Contractor shall provide DWR with a sample of the work specified in each type of document grouping. DWR shall provide revision as necessary. g. Prior to the commencement of each individual job, the Contractor shall obtain approval from the Contract Manager. 6. Document Handling. Each container of documents is to be given a label that tracks the customer, pickup, document type, and box number. This standardizes an electronic workflow process that organizes, groups, and tracks each set of records through the various steps of the conversion process. Automated barcode sheets may be inserted for electronic file separation. The Contractor s staff shall pay special attention to each document s condition and its effect on the future image. When specified, the Contractor must also provide bates stamp and/or digital imprints for quality control, legal, and other tracking purposes. When a document has a special condition, Contractor is to stamp documents to indicate POOR QUALITY ORIGINAL, NOTARY SEAL, or DOCUMENT MISSING PAGES, or etc. 7. Document Scanning. a. The scanner and capture software must produce digital records that are compatible with DWR's Documentum system. In addition to other alternate data format as specified by DWR, this may include Bates numbering of data with a 10 character alpha numeric sequence (i.e. DWR ) and creation of file level index. 20 4/24/2015 5:14 PM p. 22