Solicitation RFQ 0066 FIRE EMS TRAINING


[PDF]Solicitation RFQ 0066 FIRE EMS TRAINING...

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State of California

Bid RFQ 0066

5

Solicitation RFQ 0066

FIRE EMS TRAINING SOFTWARE SUBSCRIPTION

Bid designation: Public

State of California

6 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

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Bid RFQ 0066 FIRE EMS TRAINING SOFTWARE SUBSCRIPTION Bid Number   

RFQ 0066

Bid Title   

FIRE EMS TRAINING SOFTWARE SUBSCRIPTION

Bid Start Date

Sep 17, 2014 2:57:55 PM PDT

Bid End Date

Oct 8, 2014 2:00:00 PM PDT

Question & Answer End Sep 24, 2014 5:00:00 PM PDT Date Bid Contact   

Ron Godfrey AISA 916-324-3385 [email protected]

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 CAL FIRE Fire/EMS Training Management System Subscription background.  CAL FIRE Training mandates are a collection of laws, regulations, and their  interpretations that define what type of training a fire department is legally required to deliver to its personnel. Most of these mandates are regulations of the California Occupational Safety and Health Administration (Cal OSHA). Compliance with these mandates has three goals: worker safety, performance to recognized standards, and reduction of liability for CAL FIRE employees. The pressure for meeting all mandates has increased since passage of AB 1127 eliminated immunities of government personnel from civil and criminal prosecution.  More recently, SB 1207 requires all Volunteer Firefighters to meet  the same training requirements as Paid Firefighters. There is a long list of specific mandates for training of fire personnel. There is also a broad, underlying, and nebulous mandate contained in the General Duty Clause and in the General Industry Safety Orders of the California Code of Regulations (CCR). Every interpretation of these regulations points to the conclusion that the Department is required to train all its personnel in every aspect of their job which involves risk or hazard. In order to meet these mandates, The CAL FIRE BTU, LMU and SKU  requires a comprehensive training program the will meet the Firefighter and EMS  training requirements and provide tracking of all personnel, full time, part time and seasonal, certification and recertification in all firefighter classifications.

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State of California

Bid RFQ 0066

Page:

__ of __

STATE OF CALIFORNIA Department of Forestry and Fire Protection (CAL FIRE)

Request For Quotation For Information Technology Services QUOTE DUE DATE: QUOTE OPENING:

Quotes must be delivered to Ronald Godfrey before 2:00PM on the due date

Supplier name and address:

SOLICITATION NO.

REV. #

RFQ 0066 ______________

DATE

10/08/2014 ______

Contact: Ship To: (see below or bid document) Fax:

Name (Print): _______________________________

Return bid to: Department of Forestry and Fire Protection

Title: _______________________________ Signature: _______________________ Date:_______ Federal Employer Identification Number: _______________________________

__________________________________________

_______________

For further information contact:

Phone:

REQUISITION OR CONTROL #

By private carrier only (UPS, FedEx, DHL, etc.) or hand carry to the location California Department of Forestry & Fire Protection Information Technology Services 1300 U Street Sacramento, CA 95818 Attention Ron Godfrey

ARE YOU CLAIMING PREFERENCE AS A SMALL BUSINESS: YES ________ NO ________ IF YES, MANUFACTURER? YES ________ NO ________ ARE YOU A NON-SMALL BUSINESS CLAIMING AT LEAST 25% SMALL BUSINESS SUBCONTRACTOR PREFERENCE? YES ________ NO ________

SECTION 14838 ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

This Statement of Work (SOW) is entered into between the California Department of Forestry and Fire Protection (CAL FIRE) and (Vendor Name), hereafter referred to as Contractor. The Butte Unit (BTU), Lassen-Modoc-Plumas Unit (LMU) and Siskiyou Unit (SKU) requires an on-line firefighter and emergency medical services (EMS) training and certification management program. This service is to ensure CAL FIRE firefighters and EMS staff is up to date on current firefighting techniques to meet National Fire Protection Act (NFPA) and Cal-Occupational Safety and Health Administration (CAL OSHA) standards, to track certifications, licenses, and qualifications, and to provide EMS continuous education and certification/recertification certificates. The following attachments are incorporated as part of this Request for Quote for IT Services: Attachment 1: Requirements, including quote details and cost proposal and all attachments Attachment 2: STD 213 for IT Goods and Services Only, see Section I.G.11 and http://www.documents.dgs.ca.gov/pd/modellang/std-213.pdf Attachment 3: Bidder Instructions (GSPD-451)

Chapter 4 – Competitive Solicitations Purchasing Authority Manual Template Revised 01/31/06 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

REQUEST FOR QUOTE FOR SERVICES

Table of Contents Request For Quotation .................................................................................................................... 1 RFQ 0066 CAL FIRE Fire/EMS Training Management System Subscription Requirements ...... 3 I. General Information..................................................................................................................... 3 A. Purpose............................................................................................................................. 3 B. Availability ...................................................................................................................... 4 C. Period of Performance ..................................................................................................... 4 D. Key Action Dates .............................................................................................................. 4 E. Written Questions .............................................................................................................. 5 F. RFQ-ITS Response Guidelines .......................................................................................... 5 G. RFQ-ITS Response Content .............................................................................................. 5 II. Evaluation Information ............................................................................................................. 9 A. Evaluation Process ........................................................................................................... 9 B. Evaluation Criteria ........................................................................................................... 9 C. Scoring ........................................................................................................................... 11 II. Statement of Work .................................................................................................................. 13 Exhibit A ....................................................................................................................................... 13 1.0 CONTRACTOR’S RESPONIBILITIES ....................................................................... 13 REQUIREMENTS BY CATEGORY ...................................................................................13 Administration .......................................................................................................................14 Reporting................................................................................................................................15 2.0 STATE RESPONSIBILITIES .................................................................................. 15 3.0 SECURITY REQUIREMENTS .................................................................................... 15 4.0 PAYMENT METHODOLOGY .................................................................................... 15 Project Manager .....................................................................................................................16 EXHIBIT B BUDGET DETAIL AND PAYMENT PROVISIONS .......................................................... 17 EXHIBIT C ........ INFORMATION TECHNOLOGY GENERAL TERMS AND CONDITIONS 18 EXHIBIT D ......... STATE MODEL INFORMATION TECHNOLOGY PERSONAL SERVICES SPECIAL PROVISIONS ........................................................................................................ 19 EXHIBIT E SPECIAL TERMS AND CONDITIONS .............................................................. 20 Attachment 1 – Cover Sheet ......................................................................................................... 26 Attachment 2 – Cost Sheet ............................................................................................................ 27 Attachment 3 – Confidentiality Statement .................................................................................... 28 Attachment 4 – Payee Data Record, STD. 204 ............................................................................. 29 Attachment 5 - California Disabled Veteran Business Enterprise Program Requirement Packet 30 Attachment 6 – Bidder Declaration Form ..................................................................................... 31

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

RFQ 0066 CAL FIRE Fire/EMS Training Management System Subscription Requirements You are invited to review and respond to this Request for Quote for IT Services (RFQITS), entitled California Department of Forestry and Fire Protection, herby referred to as RFQ 0066 CAL FIRE Fire/EMS Training Management System Subscription. 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. Quotes must be received no later than the date and time specified on the face of this RFQITS and in Section I.D. Key Action Dates. I. General Information A. Purpose The State of California, Department of Forestry and Fire Protection (CAL FIRE) requires the services of a Contractor to provide on-line firefighter and emergency medical services (EMS) training and certification management program services. This Statement of Work (SOW) is entered into between the California Department of Forestry and Fire Protection (CAL FIRE) and (Vendor Name), hereafter referred to as Contractor. The Butte Unit (BTU), Lassen-Modoc-Plumas Unit (LMU) and Siskiyou Unit (SKU) requires an on-line firefighter and emergency medical services (EMS) training and certification management program. This service is to ensure CAL FIRE firefighters and EMS staff is up to date on current firefighting techniques to meet National Fire Protection Act (NFPA) and Cal-Occupational Safety and Health Administration (CAL OSHA) standards, to track certifications, licenses, and qualifications, and to provide EMS continuous education and certification/recertification certificates. RFQ 0066 CAL FIRE Fire/EMS Training Management System Subscription background. CAL FIRE Training mandates are a collection of laws, regulations, and their interpretations that define what type of training a fire department is legally required to deliver to its personnel. Most of these mandates are regulations of the California Occupational Safety and Health Administration (Cal OSHA). Compliance with these mandates has three goals: worker safety, performance to recognized standards, and reduction of liability for CAL FIRE employees. The pressure for meeting all mandates has increased since passage of AB 1127 eliminated immunities of government personnel from civil and criminal prosecution. More recently, SB 1207 requires all Volunteer Firefighters to meet the same training requirements as Paid Firefighters. There is a long list of specific mandates for training of fire personnel. There is also a broad, underlying, and nebulous mandate contained in the General Duty Clause and in the General Industry Safety Orders of the California Code of Regulations (CCR). Every interpretation of these regulations points to the conclusion that the Department is Page 3 of 31 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

required to train all its personnel in every aspect of their job which involves risk or hazard. In order to meet these mandates, The CAL FIRE BTU, LMU and SKU requires a comprehensive training program the will meet the Firefighter and EMS training requirements and provide tracking of all personnel, full time, part time and seasonal, certification and recertification in all firefighter classifications. B. Availability The selected contractor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the contract award date specified in Section I.D. Key Action Dates. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ-ITS. All replacement personnel are subject to approval by the State. C. Period of Performance The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213) from September 1, 2014, or the date the Agreement is signed and approved, through August 30, 2015. At the State’s option and by mutual consent of both parties, the contract will revert to annual subscription maintenance and support per State Contract Manual, Chapter 5, Topic 5.5.0. In addition, CAL FIRE has the option to purchase and remove additional licenses as needed per year to ensure compliance with mandated firefighter and EMS training and certification of full-time, seasonal and volunteer employees. 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. D. 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 RFQ-ITS.

1. 2. 3. 4. 5.

Key Action Dates Pacific Standard Time Description (PST) Release of RFQ-ITS 5:00 PM Submission of written questions 5:00 PM Departments response to written questions 5:00 PM Submission of Quotes (by date and time) 2:00 PM Contract Award TBD

Due Date September 17, 2014 September 24, 2014 September 29, 2014 October 8, 2014 October 10, 2015 *OWA

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

* Or when approved (OWA) 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. E. Written Questions All questions regarding the content of this RFQ-S must be submitted in writing by e-mail only to [email protected] and must be received by the Key Action Date identified above. Questions not submitted in writing 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 distributed in writing by e-mail to all bidders. F. RFQ-ITS Response Guidelines This RFQ-ITS and the Contractor’s quote in response to this document will be made a part of the contract. Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. 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. Facsimile machine bids will not be considered. Bids must be sent only to CAL FIRE, Information Technology Services, 1300 U Street, Sacramento, CA, Attention Ron Godfrey. Bids sent to any other department or CAL FIRE unit will not be considered. To be considered, all pages and requested forms must be received by the bid due date and time specified above in order for the bid to be considered “a complete bid”. The State assumes no responsibility if a supplier cannot submit the entire bid packet prior to the bid due date and time listed above. G. RFQ-ITS Response Content The following documents must be submitted in the RFQ-ITS response: 1.

Cover Letter – Attachment 1 Bidder must complete and attach the cover letter included in this RFQ-ITS as Attachment 1

2.

Cost Sheet – Attachment 2 Bidder must complete the cost sheet that identifies total cost per transaction as described in the Statement of Work using the format in Attachment 2 – Cost Sheet. This cost sheet includes an entry for Optional Contract

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Extension Cost. These costs would be in effect should the State exercise its option to extend the term for up to one year. 3.

Confidentiality Statement – Attachment 4 The Confidentiality Statement must be signed and dated by the bidder, its employees and subcontractor employees working on this project, and submitted with the bidder’s proposal.

4.

Payee Data Record – Attachment 5 The successful bidder will be required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number.

5.

CA DVBE Requirement - Attachment 6 The bidder must complete Exhibit 6 and submit with its bid, if applicable.

6.

Bidder Declaration – Attachment 7 The bidder must complete Attachment 7 and submit with its bid

7.

TACPA – (Required for contracts that will exceed $100,000.) If you qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100,000. If any of these “acts” apply complete the appropriate form and attach it to your response. TARGET AREA CONTRACT PREFERENCES ACT (TACPA) (STD. 830S for Services) Preference will be granted to California-based Contractors in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $85,000 and the Contractor meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with the Final Proposal. Refer to the following website link to obtain the appropriate form: http://www.documents.dgs.ca.gov/osp/pdf/std830.pdf

8.

DVBE PARTICIPATION The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. Please review the attached DVBE program requirements package. Bidders must complete and return all the appropriate pages in order for the quote to be considered responsive. 

http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

9.

SMALL BUSINESS REGULATIONS - The 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 (www.pd.dgs.ca.gov/smbus). 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) 375-4940.

10.

NON-SMALL BUSINESS SUBCONTACTOR PREFERENCE - A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

11.

SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA) - SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

12.

ATTACHMENT WITH QUOTE REQUIRED IF CLAIMING THE SMALL BUSINESS PREFERENCE- All bidders must complete and include the Bidder Declaration form GSPD-05-105. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give 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). http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

13.

SMALL BUSINESS CERTIFICATION - Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. 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.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Questions regarding certification should be directed to the OSDS at (916) 375-4940. 14.

DECLARATION FORMS – All bidders must complete the Bidder Declaration GSPD-05-105 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. Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the bid response.

15.

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

16.

Contract formation Bidder’s must return 4 signed copies of the contract that is comprised of the following: a. Download the Standard Agreement for IT Goods/Services Only (STD 213) from the following the website. http://www.documents.dgs.ca.gov/pd/modellang/std-213.pdf b. In Section 1, insert “name of department” as the State Agency and the bidder’s name on the appropriate lines. c. Leave Section 2 and 3 blank. d. In Section 4 of this document, insert the following:  Statement of Work   

IT General Provisions (Revised and effective on 10/03/2005) http://www.pd.dgs.ca.gov/modellang/GeneralProvisions.htm Other provisions as applicable RFQ-ITS 0066 and Contractor’s bid response are hereby incorporated and made a part of this contract.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

e. At the bottom of the STD 213 For IT Goods and Services Only, complete the information in the “Contractor” section as appropriate and the following information for the Agency Name, Printed Name and Title and Address, respectively: Department Name Name/Title of Department Official Address, Sacramento, CA 95812-1486 II. Evaluation Information A. Evaluation Process Each RFQ-ITS response will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the requirements. B. Evaluation Criteria The overall responsiveness of each RFQ-ITS response is based on the complete response from the bidder to the RFQ-ITS requirements, including the statement of work for the project. The following three sub-sections and criteria will be reviewed by the State’s evaluation team. 1. Administrative Requirements Evaluation Criteria (Pass/Fail) Example: Requirement Yes No a. Cover Letter b. Statement of Work e. Signed Confidentiality Statements f. Bidder Declarations g. List of Subcontractors h. All other Administrative requirements, i.e., DVBE, TACPA, etc.

N/A

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

2. Technical Requirements Evaluation Criteria (50 points.) System must provide the following functional requirements. The functional requirements shown below are “mandatory (M) and scoreable (S). M

1. (10 pts)

Contractor’s Responsibilities include:  Key Action Dates  Training Software in use for employees greater than 1000  Contractor articulated subscription meets CAL FIRE requirements  Contractor provided company biography  Contractor replied to all items in paragraph 5

M

2. (10 pts)

24/7 Fire/EMS Course Catalog  Meets all of the on-line catalog requirements in Exhibit A  Provides all custom courses as listed in Exhibit A  Provides interactive training courses  Provides on-site training as needed  Provides Web enabled Help Guide  Provides student with California Education Credits

M

3. (10 pts)

Support Functionality  Provides all support requirements  Provides all functionality requirements  Provides customization requirements  Ability to export data and record live events

M

4. (10 pts)

Administration  Provides the ability to customize testing based on needs  Provide high level system usage report available upon initial administrator login  Provides ability to setup user to administrator access groups  Ability to add, retrieve, analyze and transfer data  Ability to send e-mail notifications

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

M

5. (10 pts)

Reports    

Ability to generate training reports online to Supervisor and Employee Ability to report training activities, current certifications, compliance and tasks Track completion of California Firefighters Joint Apprenticeship Committee (CFFJAC) and approved electronic CAL FIRE 304 forms Ability for end user to create, post and track online training reports

3. Cost (50 points) The cost for this RFQ-ITS is weighted at 50% of the total points available. The contractor will be evaluated on the total extended cost for both the contracted term and including any optional extension years. C. Scoring 1. Administrative (Pass/Fail) The administrative evaluation criteria will be scored pass/fail. 2. Technical (50 points) The technical evaluation criteria will be scored on a scale of 0 through 10, with 0 being “does not meet the requirement” and 10 being “exceeds the requirement”. 3. Cost (50 points) Each bidders cost score will be calculated based on the ratio of the lowest cost proposal to the bidders cost, multiplied by the maximum number of cost points available (50), as shown in the calculation below: Lowest Total Cost Bid X Total cost points available Bidder Total Cost

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p. 13

State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Example: To help illustrate this process, refer to table below, for an example of the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance.

Bidder A

B

C

Cost Evaluation and Scoring Methodology Example Grand Total Calculation Cost Points Cost Awarded $400,000 $300,000 X 38 50 $400,000 $350,000 $300,000 X 43 50 $350,000 $300,000 $300,000 X 50 50 $300,000

4. Final Scoring Methodology Bidder A B C

Technical Score 42 38 46

Cost Score 38 43 50

Total Points Awarded 80 81 96

In this case the highest scored proposal from Bidder C would be the intended awardee.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

II. Statement of Work Exhibit A 1.0 CONTRACTOR’S RESPONIBILITIES Provide CAL FIRE with 24/7 Online Firefighter and EMS training and certifications, licenses, and ICS qualifications tracking, including on-line course catalog with courses for all standard firefighter and EMS Classifications; tracking of course completion, and certifications; reports; On-line and phone support for System Administrators, and Program Managers. Selected vendor will insure that all data inputted into the system remains CAL FIRE property and is returned in Excel format if contract is suspended, cancelled, revoked or expired. Selected vendor will meet industry standards for data security, integrity, and storage. Selected vendor must be capable of meeting CAL FIRE’s requirements at time of bid. The bid cost sheet must be submitted in a separate sealed envelope and must include per license cost, initial setup fee (must include all units listed in the Statement of Work), and total cost. REQUIREMENTS BY CATEGORY Course Catalog 1. Provide on-line course catalog with regular additions and updates 2. Provide on-line registration, confirmation, planning, testing, maintenance and retrieval of training records 3. Meet Title 8 and Title 22 requirements to deliver annual, awareness level safety training to employees 4. Provide online courses meeting current and future California Department of Industrial Relations, Division of Occupational Safety and Health general safety training standards 5. Provide online certified continuing education courses in Emergency Medical Service Basic and Advanced Level Training 6. Provide online courses meeting current and future National Fire Protection Association standards 7. Provide online courses meeting current and future Hazardous Materials First Responder curriculum 8. Provide online courses on emergency vehicle operations 9. Provide online health, fitness, ergonomics, cultural diversity and violence in the workplace training for support staff 10. Provide online ethics course that meets California Assembly Bill 1234 standards 11. Provide First Responder to Terrorist Incident Training Page 13 of 31 9/17/2014 3:59 PM

p. 15

State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

12. Provide interactive training courses with randomized testing and certificate of completion 13. Provide onsite training as needed, including an annual user group workshop 14. Provide web enabled Help Guide including Video Tutorials Support/Functionality 15. Provide dedicated Account Manager to provide ongoing support and implementation assistance 16. Provide dedicated Account Executive to provide strategic planning and support 17. Provide technical support services 24 hours per day, 7 days per week 18. Ability to pause a lesson and easily restart at point of departure 19. Ability to customize on-line course material by integrating Departmental Policies and Procedures 20. Ability to participate in the California Department of Motor Vehicles (DMV) Electronic Employer Pull Notification 21. Ability to deliver different formats of learning (i.e. PowerPoint’s, streaming video, lesson plans, etc.) with existing CAL FIRE licensed software. (Microsoft Office) 22. Ability to schedule and manage online rosters for trainings, meetings, and other events 23. Ability to group employees by training need, location, or program and define specific requirements to track compliance by group 24. Ability for users to create records to document local training 25. Ability to store departmental specific documents, files, videos, resources that will available online for customizable employee access 26. Ability to share departmental specific resources with other CAL FIRE Units, current training systems of record 27. Ability to facilitate ongoing departmental discussions via a web based forum application 28. Ability to export data in standard formats 29. Ability to host and record live training events or message from the Chief Training Officer, and download it into the training library as indicated in number 26 above Administration 1. Ability to create, deliver online, and correct customized tests, generating test results for users, supervisors and administrators 2. Provide a high level system usage report available upon initial administrator login 3. Ability to create and track ongoing certifications, qualifications, and licenses with customizable notifications delivered on specific dates to employees, program managers, and supervisors Page 14 of 31 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

4. Ability to track Incident Command System/California Incident Command Certification System positions 5. Ability for administrators to access and print reports of the training activities of individuals, groups and globally 6. Ability to have class evaluations conducted online and the ability for administrators to retrieve and analyze this data 7. Ability of administrators to define training requirements for individuals or groups and to notify students of training requirements via email 8. Ability for assigned supervisors to document completed training performed as a group 9. Ability to track individual student’s on-line training activity 10. Ability to have layers of management oversight 11. Ability to upgrade training references 12. Ability to transfer all records to other CAL FIRE Units in a usable format Reporting 1. Ability to generate reports which are available online to supervisors and employees 2. Ability for individuals to print reports of their training activities, including current certifications 3. Ability to track completion of California Firefighters Joint Apprenticeship Committee training, documented on California Firefighters Joint Apprenticeship Committee approved electronic CAL FIRE 304 Form which can be sent to California Firefighters Joint Apprenticeship Committee for reimbursement 4. Ability for end user to create post and track online training content 5. Ability to track employee compliance, activity and tasks 2.0 STATE RESPONSIBILITIES The State will provide a Project Manager and unit administrators from the Butte Unit. 3.0 SECURITY REQUIREMENTS Contractor may not remove any confidential information from CAL FIRE locations. CAL FIRE will ensure the contractor understands and adheres to CAL FIRE policies and procedures regarding Acceptable Use and security of CAL FIRE computing systems. 4.0 PAYMENT METHODOLOGY See Exhibit B.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Project Manager: Department of Forestry and Fire Protection Butte Unit 176 Nelson Ave. Oroville, CA 95965 Attention: Bill Reid Phone: (530) 370-1504

Vendor Authorized Signature

California Department of Forestry and Fire Protection Authorized Signature

Name (Please Print)

Name (Please Print)

Signature

Signature

Date

Date

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

EXHIBIT B BUDGET DETAIL AND PAYMENT PROVISIONS 1. For services satisfactorily rendered and upon receipt and approval of the invoice(s), the State agrees to compensate the contractor for actual expenditures as part of this Agreement. Vendor shall invoice CAL FIRE once all deliverables are submitted and accepted by CAL FIRE. Invoices will include supporting documentation listing the labor number of hours, hourly rate, and total, as well as a summary of completed activities for the specified period. Invoices will be submitted to the CAL FIRE project contact at the address specified. 2. Invoice shall include the Agreement Number and shall be submitted in triplicate. Department of Forestry and Fire Protection Butte Unit 176 Nelson Avenue Oroville, CA 95965 Attention: Bill Reid Phone: (530) 370-1504 Fax: (530) 879-3433 It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement. 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 Agreement with no liability occurring to the State, or offer an agreement amendment to Contractor to reflect the reduced amount. 3. Upon receipt of a properly submitted, undisputed invoice, State shall pay contractor within forty-five (45) days or automatically calculate and pay the appropriate late payment penalties as specified in Government Code, Chapter 4.5, Section 927. In the event of an emergency, as defined in section 927.11, late payment penalties may not apply. Specific to CAL FIRE if an invoice from a business under contract with CAL FIRE become subject to late payment penalties during the annually declared fire season, then the required payment approval date shall extend 30 calendar days beyond the initial 45-day period.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

EXHIBIT C INFORMATION TECHNOLOGY GENERAL TERMS AND CONDITIONS NOTE: Under the standard State contracting process “Exhibit C” is not included as a paper copy in the standard agreement package. As indicated on the Standard 65 face sheet, a copy of “Exhibit C” can be found on the Internet under web page address: http://www.documents.dgs.ca.gov/pd/modellang/GPIT0407.pdf

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

EXHIBIT D STATE MODEL INFORMATION TECHNOLOGY PERSONAL SERVICES SPECIAL PROVISIONS NOTE: Under the standard State contracting process “Exhibit D” is not included as a paper copy in the standard agreement package. A copy of “Exhibit D” can be found on the Internet under web page address: http://www.documents.dgs.ca.gov/pd/modellang/PersonalServiceSpecial020807.pdf

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

EXHIBIT E SPECIAL TERMS AND CONDITIONS The following terms and conditions apply to all California Department of Forestry and Fire Protection (CAL FIRE) contracts unless identified “if applicable”: A. CONTRACT PROVISIONS 1. Prompt Payment

Upon receipt of a properly submitted, undisputed invoice, State shall pay contractor within forty-five (45) days, or automatically calculate and pay the appropriate late payment penalties as specified in Government Code, Chapter 4.5, section 927. In the event of an emergency, as defined in section 927.11, late payment penalties may not apply. Specific to CAL FIRE, if an invoice from a business under contract with CAL FIRE becomes subject to late payment penalties during the annually declared fire season, then the required payment approval date shall extend 30 calendar days beyond the initial 45-day period. 2. Excise Tax State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees' wages. 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 and use tax imposed by another state. 3. Settlement of Disputes In the event of a dispute, within ten (10) days of discovery of the problem contractor shall file a "Notice of Dispute" with: Department of Forestry and Fire Protection Attention: Information Technology Contracts Manager P.O. Box 944246 Sacramento, CA 94244-2460 Within ten (10) days of CAL FIRE receiving contractor's notice, the contracts manager or designee shall advise contractor of the findings and recommend a method to resolve the dispute. Decision of the contracts manager or designee shall be final. In the event of a dispute, the language contained within this agreement shall prevail over any other language including that of the bid proposal. Cancellation – Excluding Public Works

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

The State reserves the right to cancel this agreement at the end of the current fiscal year (July – June) with a thirty (30) day written notice to contractor. In the event of termination, State shall pay contractor for all costs and non-cancelable obligations incurred to the date of termination up to but not exceeding the maximum amount payable. 5. Forced, Convict, or Indentured Labor – Excluding Public Works For any contract in which a commodity is a significant factor, contractor/grantee certifies that no foreign-made equipment, materials, or supplies furnished to the State under this agreement will be produced in whole or in part by forced, convict, or indentured labor under penal sanction, or abusive forms of child labor or exploitation of children in sweatshop labor. Contractor/grantee agrees to comply with Public Contract Code section 6108. Any contractor/grantee who is contracting with the State and knew or should have known that foreign-made equipment, materials, or supplies furnished to the State were produced in whole or in part by forced, convict, or indentured labor under penal sanction, or abusive forms of child labor or exploitation of children in sweatshop labor when entering into a contract pursuant to the above may be, subject to PCC section 6108 (c) have any or all of the following sanctions imposed: (1) State may void contract; (2) State may assess penalties of $1,000 or 20 percent of the value of the equipment, materials, or supplies, whichever is greater, that State demonstrates were produced by such labor; (3) State may remove contractor from bidder’s lists for a period not to exceed 360 days. 6. Asbestos In the event the contractor who is providing services under a service contract discovers asbestos, contractor shall stop all work immediately and notify the State contract coordinator, construction supervisor and/or project manager. After State has assessed site conditions and extent of asbestos-related work, State shall prepare and award a separate contract to a contractor who is registered and certified for asbestos abatement work. Under both State statute and State regulations found in the California Code of Regulations, a contractor must be certified by State Contractor's License Board and registered with the State Department of Industrial Relations, CAL-OSHA, in order to perform asbestos-related work. Contractor shall resume work under this contract only after the State gives notification to proceed. 7. DVBE Audits If State determines contract is subject to disabled veteran-owned business enterprise requirements, contractor shall comply with Public Contract Code section 10115 et seq. and California Code of Regulations section 1896.60 et seq. Contractor shall make pertinent records available to State for review, shall permit State access to its premises upon reasonable notice during normal business hours for interviewing employees and inspecting records, and shall Page 21 of 31 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

maintain records for audit purposes for a period of 3 years after final payment under the contract. 8. Potential Subcontractors Nothing contained in this agreement or otherwise, shall create any contractual relation between State and any subcontractors, and no subcontract shall relieve contractor of his responsibilities and obligations hereunder. Contractor agrees to be as fully responsible to State for the acts and omissions of contractor's subcontractors and of persons, either directly or indirectly employed by any of them, as it is for the acts and omissions of persons directly employed by contractor. The contractor's obligation to pay its subcontractors is an independent obligation from State's obligation to make payments to contractor. As a result, State shall have no obligation to pay or to enforce payment of any moneys to any subcontractor. 9. Agency Liability The Contractor warrants by execution of this Agreement, that no person or selling agency has been employed or retained to solicit or secure this agreement upon agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the State shall, in addition to other remedies provided by law, have the right to annul this Agreement without liability, paying only for the value of the work actually performed, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee. 10. Force Majeure Neither party shall be liable to the other for any delay in or failure of performance, nor shall any such delay in or failure of performance constitutes default, if such delay or failure is caused by “Force Majeure.” As used in this section, “Force Majeure” is defined as follows: Acts of war and acts of God such as earthquakes, floods, and other natural disasters such that performance is impossible. Non Eligible Alien – All Sole Proprietor Contracts Contractor shall comply with US Code, Title 8, Section 1621 (a), (b), (c), and (d), concerning aliens or immigrants ineligible for State and local public benefits. 12. Priority Hiring Consideration – Contracts with a Value in Excess of $200,000 If the resulting contract will have a total contract value of $200,000 or more, the contractor is hereby advised that it will be obligated to give priority consideration Page 22 of 31 9/17/2014 3:59 PM

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

in filling vacancies in positions funded by the resulting contract to qualified recipients of aid under Welfare and Institutions Code Section 11200. This requirement shall not interfere with or require a violation of a collective bargaining agreement, a federal affirmative action obligation for hiring disabled veterans of the Vietnam era, or nondiscrimination compliance laws of California and does not require the employment of unqualified recipients of aid. 13. Contractor Certification - Copyright Laws for Computer Software - I.T. Agreements Only Contractor certifies that the company has appropriate systems and controls in place to ensure that State funds will not be used in the performance of this contract for the acquisition, operation, or maintenance of computer software in violation of copyright laws. 14. License and Permits The Contractor shall be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this contract. If you are a Contractor located within the State of California, a business license from the city/county in which you are headquartered is necessary, however, if you are a corporation, a copy of your incorporation documents/letter from the Secretary of State’s Office can be submitted. If you are a Contractor outside the State of California, you will need to submit to the California Department of Forestry and Fire Protection – Contracts Unit a copy of your business license or incorporation papers for your respective State showing that your company is in good standing in that state. In the event, any license(s) and/or permit(s) expire at any time during the term of this contract, Contractor agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this contract upon occurrence of such event. 15. Progress Payments (Not Applicable see Exhibit A) In accordance with the requirements set forth in the PCC, Section 10346, the State shall withhold from the invoiced payment amount to the Contractor an amount not less than ten percent (10%) of that payment. Such retained amount shall be held by the State and only released to the Contractor upon the State’s staff determination that the Contractor has satisfactorily completed all of the required services as itemized on the invoice. If it is determined that an amount is withheld, it shall be released pending final completion of the Agreement.

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

16. Insurance (Not applicable) Liability insurance is required on new construction of buildings, major repairs or alterations defined as work in excess of $50,000, on agreements of lesser amount with hazardous activities, and for excavation, drilling, demolition, and soil preparation fumigation. Contractor shall furnish to the State a Certificate of insurance stating that contractor has general liability insurance, including bodily injury and property damage coverage presently in effect, with a combined single limit (CSL) of not less than $1,000,000.00 per occurrence for activities performed under this contract. Under this minimum coverage the certificate must show the following: general liability covering bodily injury and property damage; and automobile liability insurance if motor vehicles are used. Certificate of insurance will provide that: insurer will not cancel the insured’s coverage without 30 days’ prior written notice to State; and State of California, its officers, agents, employees, and servants are included as additional insured’s for purposes of this contract. If any of these insurance coverage’s expire during this contract, contractor agrees to provide a new certificate of insurance at least 30 days’ prior to the insurance expiration. The new certificate of insurance must be for not less than the reminder of the contract or not less than on (1) year. All insurance certificates are subject to approval by State of California Department of General Services. Contractor agrees to perform no work or services without approved insurance coverage. In the event contractor’s insurance coverage ends, the State may, in addition to other remedies, terminate this contract. NOTE: State will not be responsible for any premiums or assessment on any policy. Employee Benefits – Contracts in force for 91 days or more (Not Applicable) Contractor shall provide basic health care, dental, and vision services to employees in accordance with Government Code section 19134. Contractor's completion and signature of the Employee Benefits Certification Form shall reflect compliance with this requirement. (See Exhibit “E”, Employee Benefits Certification Form.)

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

In order to be paid on the contract, contractor must submit to the contracting agency a monthly written report identifying each preceding months benefits paid (See Monthly Report of Employee Benefits).

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 1 – Cover Sheet

The submission of this quote does not obligate the (insert department name) to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the bidder. When funding is authorized, the bidder will be expected to adhere to the terms of the executed contract. The undersigned bidder hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the RFQ-ITS. 1. Full Legal Name of Bidder’s Organization: ____________________________________________________________________________

2. Mailing Address: ____________________________________________________________________________ Street City State Zip

____________________________________________________________________________ Telephone FAX Email

3. Federal Taxpayer Identification Number:____________________________________________

4. Principal who is authorized to bind the bidder: _____________________________________ Typed Name

______________________________ Title

_____________________________________ Original Signature

_______________________________ Date

5. Bidder’s contact person shall be: _______________________________________________ (Name and Phone Number)

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 2 – Cost Sheet 1. Unit pricing shall be based on:

Lassen-Modoc

Type of Employees Full Time Seasonal Employees

Number of Employees 90

Cost

120

Butte Unit Type of Employees Full Time

Number of Employees 180

Seasonal

103

Volunteer Firefighters

162

Cost

Siskiyou Unit Type of Employees Full Time Seasonal Employees

Number of Employees 58

Cost

50

Pricing shall include the option to purchase additional licenses as needed per year at contract pricing. Pricing shall include any Installation, maintenance, a one-time setup fee, creation of custom website/database, etc., for the Butte, Lassen-Modoc and Siskiyou Units.

2. Grand Total Cost

________________________

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 3 – Confidentiality Statement As an authorized representative and/or corporate officer of the company named below, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFQ-ITS xxxxxxxxx or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them. I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply will subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above. I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one.

_____________________________________ (Signature of representative)

_______________________ (Date)

____ (Typed name of representative)

____ (Typed name of company)

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 4 – Payee Data Record, STD. 204 The successful bidder as a result of this RFQ-ITS will be required to sign the Payee Data Record, STD. 204, before contract award. Refer to the following website link for more details: http://www.documents.dgs.ca.gov/osp/pdf/std204.pdf

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 5 - California Disabled Veteran Business Enterprise Program Requirement Packet The Contractor’s response to this solicitation must contain the completed forms depending on the option chosen for DVBE participation. http://www.documents.dgs.ca.gov/pd/delegations/STD840.doc

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State of California

Bid RFQ 0066

State of California Department of Forestry and Fire Protection (CAL FIRE)

Attachment 6 – Bidder Declaration Form All Contractors must complete the Bidder Declaration GSPD-05-105 and include it with the bid response. http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

BIDDER DECLARATION FORM GSPD-05-105

http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

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State of California

Bid RFQ 0066

Question and Answers for Bid #RFQ 0066 - FIRE EMS TRAINING SOFTWARE SUBSCRIPTION

5

OVERALL BID QUESTIONS There are no questions associated with this bid.   If you would like to submit a question,  please click on the "Create New Question" button below.

Question Deadline: Sep 24, 2014 5:00:00 PM PDT

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