Solicitation /1621. Kofax Software Transfer, Upgrade, & Maintenance. Bid designation: Public. State of California

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1 5 Solicitation /1621 Kofax Software Transfer, Upgrade, & Maintenance Bid designation: Public State of California 2/12/2015 4:50 PM p. 1 6

2 Kofax Software Transfer, Upgrade, & Maintenance 5 Bid Number /1621 Bid Title Kofax Software Transfer, Upgrade, & Maintenance Expected Expenditure $0.00 (This price is expected - not guaranteed) Bid Start Date Feb 12, :49:04 PM PST Bid End Date Feb 26, :00:00 PM PST Question & Answer End Date Feb 19, :00:00 PM PST Bid Contact Amanda Mayo Buyer amanda.mayo@dcss.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 The (DCSS) is looking to transfer a group of licenses for use by a different group within the department. In addition DCSS is looking to upgrade the software and renew maintenance for one year. 2/12/2015 4:50 PM p. 2 6

3 STATE OF CALIFORNIA - HEALTH AND HUMAN SERVICES AGENCY State of California CALIFORNIA DEPARTMENT OF CHILD SUPPORT SERVICES P.O. Box , Rancho Cordova, CA Edmund G. Brown Jr., Governor Request for Quotation Information Technology (IT) Services Release Date: February 12, 2015 Supplier Information Supplier: Address: SB/MB Certification No.: Contact: Phone Number: Fax Number: Supplier Signature: Date: Please base your price quote on delivery to: Responses to this solicitation must be delivered prior to: 3:00 p.m. (PT) on February 26, Please deliver your price quote to: Amanda Mayo Phone: (916) Fax: (916) amanda.mayo@dcss.ca.gov Faxed bids will be considered for this solicitation only if they are sent to the number listed above. Bids sent to any other fax number will not be considered. Only pages of the faxed bid received prior to the bid opening time specified in the solicitation will be considered the complete bid. Please be advised that there may be a heavy demand placed on the fax machine receiving bids and the State assumes no responsibility if a supplier cannot transmit their bid via fax or if the entire bid is not received prior to the bid opening time. Electronic Download Terms and Conditions The following are attached by reference: Bidder s Instructions (GSPD-451): General Provisions Information Technology (GSPD-401IT): Questions All bidders are encouraged to carefully review all pages of this solicitation. All questions, comments, and concerns should be immediately directed to Amanda Mayo, by , on or before 3:00 p.m. (PT), February 19, Page 1 of 8 2/12/2015 4:50 PM p. 3

4 1. Confidentiality: Confidentiality is vital to the competitive bidding process. Bidders must include a signed copy of the attached Conflict of Interest and Confidentiality Statement with the quote. 2. Small Business Preferences: Bidders claiming the small business (SB) preference must be certified by California as a SB or must commit to subcontract at least 25% of the net bid price with one or more California certified SB. Small Business Nonprofit Veteran Services Agencies (SB/NVSA) prime bidders meeting requirements specified in the Military and Veterans Code section et seq. and obtaining a California certification as a SB are eligible for the 5% SB preference. 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. Questions regarding certification should be directed to the OSDS by phone at (916) or by at OSDSHelp@dgs.ca.gov. 3. California Disabled Veteran Business Enterprise (DVBE) Program Requirements: The State has established goals for DVBE participation in State contracts. For the purposes of this solicitation, the DVBE requirements have been waived; however, the DVBE Bid Incentive will still be applied. 4. California Disabled Veteran Business Enterprise (DVBE) Bid Incentive: In accordance with the Military and Veterans Code, section 999.5(a), an incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration (GSPD ) and confirmed by the State. The award will be based on the lowest price. The net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses. The DVBE incentive adjustment for an award based on low price will be 5% or $100,000, whichever is less, of the #1 ranked net bid price. When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed $100,000. For the purposes of this procurement, there is no Commercially Useful Subcontracting Function; therefore, the DVBE incentive will not be given to prime bidders claiming a DVBE subcontractor. The 5% DVBE incentive will only be given to prime DVBE Bidders. 5. Bidder Declaration Form (GSPD or ): Bidders must include a completed copy of the bidder declaration form with the quote. The form can be found at: 6. DVBE Declaration Form (Std. Form 843): Bidders certified as DVBE must include a completed copy of the DVBE declaration form with the quote. The form can be found at: 7. Award: For the purposes of this solicitation, the contract, if awarded, will be made on the basis of all or nothing. 8. Required Delivery Date: 7 days ARO (after receipt of order) Page 2 of 8 2/12/2015 4:50 PM p. 4

5 9. Recycled Content: The State is required to document the postconsumer recycled content of goods that are purchased. If any goods listed in the cost worksheet contain postconsumer recycled content, the bidder must complete the Recycled Content Certification. 10. Reasonable Accommodation: To comply with the non-discrimination requirements of the Americans with Disability Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, contact the DCSS contact person for this procurement. To ensure that your need(s) can be met, it is best that we receive your request for reasonable modification at least five (5) working days before the scheduled event or the due date of procurement documents. 11. Administrative Documentation: a) A signed copy of this RFQ must be returned with your price quote. (A scanned copy or photocopy is acceptable.) b) The following documents are required prior to contract award, therefore, the DCSS may require bidder(s) to submit: Payee Data Record (Std. 204) California s Seller s Permit Commercially Useful Function (CUF) Certification 12. Evaluation Criteria: Bidder must be responsive and responsible and lowest cost. 13. Statement of Work: Refer to the attached Statement of Work which will be incorporated in any contract that may be awarded as a result of this solicitation. 14. Tie Bid: In the event of a precise tie between the lowest responsive bid submitted by a certified SB and the lowest responsive bid submitted by a certified DVBE that is also a certified SB, the agreement will be awarded to the DVBE supplier per Government Code section (f) et seq. In the absence of a California law or regulation governing a specific tie, in accordance with the State Contracting Manual, the tiebreaker may involve a coin flip or other similarly objective method. If this method is to be used, the buyer will notify the affected suppliers no less than 24 hours prior to the coin flip to allow the suppliers or their designees to be present, if they so choose, to witness the coin flip. In addition, any coin flip will be open to the public. The buyer shall document all steps taken in resolving the tie and include them in the contract file. In no event will DCSS settle a tie by dividing the work among the tied suppliers. 15. Cost Worksheet: Provide a price quote for the goods and/or services listed in the attached Cost Worksheet. Bidders must bid on each and every item in an amount greater than $0.00. Page 3 of 8 2/12/2015 4:50 PM p. 5

6 CONFLICT OF INTEREST AND CONFIDENTIALITY STATEMENT I certify that I have no personal or financial interest and no present or past employment or activity which would be incompatible with my participation in any activity related to the planning or procurement processes for this procurement. For the duration of my involvement in this project, I agree not to accept any gift, benefit, gratuity or consideration, or begin a personal or financial interest in a party who is bidding/proposing or associated with a bidder/proposer, on the project. I certify that I will keep confidential and secure and will not copy, give or otherwise disclose to any other party who has not signed a copy of this confidentiality agreement, all information concerning the planning, processes, development or procedures of the project which I learn in the course of my duties on the project. I understand that the information to be kept confidential includes, but is not limited to, specifications, administrative requirements, and terms and conditions, and includes concepts and discussions as well as written or electronic materials. I understand that if I leave this project before it ends, I must still keep all project information confidential. I agree to follow any instructions provided by the project relating to the confidentiality of project information. I fully understand that any unauthorized disclosure I make may be a basis for civil or criminal penalties and/or disciplinary action (including dismissal for State employees). I agree to advise the, Purchasing Unit, immediately in the event that I either learn or have reason to believe that any person who has access to project confidential information has or intends to disclose that information in violation of this agreement. SIGNATURE: DATE: PRINTED NAME: TITLE: PHONE: FAX: ADDRESS: ORGANIZATION: Page 4 of 8 2/12/2015 4:50 PM p. 6

7 COMMERCIALLY USEFUL FUNCTION CERTIFICATION All certified small business (SB), microbusiness (MB), and/or disabled veteran business enterprise (DVBE) contractors or subcontractors must meet the commercially useful function (CUF) requirements under Government Code, section (for SB/MB) and Military and Veterans Code, section 999(e)(2) (for DVBE). These requirements are summarized in the following section. A business that is performing a CUF is one that does all of the following: Is responsible for the execution of a distinct element of the work of the contract. Carries out its obligation by actually performing, managing, or supervising the work involved. Performs work that is normal for its business, services, and function. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. The bidder must complete this certification for each certified SB, MB, and/or DVBE involved in this project. Name of Certified SB, MB and/or DVBE The bidder must provide a written statement below detailing the role, services and/or goods the subcontractor(s) will provide to meet the CUF requirement. By signing this form, the bidder certifies that the certified SB, MB, and/or DVBE satisfies the CUF requirement, and will provide the role, services, and/or goods stated above. Bidder Company Name Signature of Company Representative Date Printed/Typed Name and Title of Company Representative Page 5 of 8 2/12/2015 4:50 PM p. 7

8 DEPARTMENT OF CHILD SUPPORT SERVICES TECHNOLOGY SERVICES DIVISION STATEMENT OF WORK Kofax Capture License Transfer, Upgrade, & Software Maintenance This Statement of Work ( Agreement ) reflects the services to be provided by Contractor Name, hereinafter referred to as the Contractor, for the Department of Child Support Services (DCSS), hereinafter referred to as the State. SCOPE The Contractor will provide to the State, transfer of all licenses from serial number UK59990 to serial number YA45844; upgrades in accordance with the purchase order, and one (1) year of software maintenance. Software maintenance will include the following: Kofax s knowledgebase which provides answers to common problems, available twenty-four (24) hours per day, seven (7) days per week (24X7) at Kofax Customer Portal Access ( which allows customers to receive Web-based technical support for Kofax software. Software releases, including new releases, maintenance releases, updates and service packs, as periodically issued, at no additional cost to the State. PERIOD OF PERFORMANCE The term of this Agreement will be effective upon the date the purchase order is signed, through one (1) year. POINTS OF CONTACT State s Primary Contact Kelly Holihan Address: P.O. Box Attn: TSD/ITMSB/ITPCFA, MS-403 Rancho Cordova, CA Phone: (916) Address: Phone: Fax: (916) Fax: itprocurement@dcss.ca.gov Contractor s Primary Contact TBD Please forward renewal notices to the attention of the State s Primary Contact. Page 6 of 8 2/12/2015 4:50 PM p. 8

9 ADVANCE PAYMENT The State will not pay for actual hardware or software in advance. Payment will be made after receipt of the products and services in accordance with the California Prompt Payment Act. Support and maintenance fees may be paid in advance for the first year, upon receipt and approval of an undisputed invoice. Subsequent years must be invoiced upon the expiration of the previous year of service. FOR CONTRACTS WITH FEDERAL FUNDS It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of Congressional appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays which would occur if the Agreement were executed after that determination was made. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States Government for the term of this Agreement for the purposes of this program. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted by the Congress which may affect the provisions, terms, or funding of this Agreement in any manner. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds. The State has the option to void the Agreement under the 30-day cancellation clause or to amend the Agreement to reflect any reduction of funds. TERMINATION WITHOUT CAUSE This Agreement may be terminated without cause by the State upon 30 days written notice to the other party. TAXES The State of California is exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on employees wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this agreement. California may pay any applicable sales or use tax imposed by another state. Page 7 of 8 2/12/2015 4:50 PM p. 9

10 COST WORKSHEET SUPPLIER NAME: Item Price No. Qty. Unit Product Code Description Unit Price Extension 1 1 EA Kofax License Transfer, from Serial No. UK59990 to Serial No. YA45844 $ $ 2 19 EA UE#T EA 4 1 EA UE#T EA VRS Elite Workgroup Upgrade for Kofax Capture Production License No. YA45844 Maintenance for UE#T (SN: YA45844) VRS Elite Workgroup Upgrade for Kofax Capture Test License No. UK60686 Maintenance for UE#T (SN: UK60686) $ $ $ $ $ $ $ $ Subtotal $ Tax (if applicable, will not be used in evaluation) $ Shipping (if applicable, will be evaluated) $ Total $ Page 8 of 8 2/12/2015 4:50 PM p. 10

11 Question and Answers for Bid # / Kofax Software Transfer, Upgrade, & Maintenance 5 OVERALL BID QUESTIONS There are no questions associated with this bid. Question Deadline: Feb 19, :00:00 PM PST 2/12/2015 4:50 PM p. 11 6