CalSAWS BenefitsCal M&O Request for Proposal No. 01-2024
ANNOUNCEMENT

March 23, 2025

To All Interested Bidders:

The CalSAWS Consortium announces the release of the following BenefitsCal M&O Proposal Scoring Workbooks in support of the Vendor Selection Report posted on March 19, 2025.

• 03-BenefitsCal Business Proposal Scoring Workbook - Accenture.xlsx
• 03-BenefitsCal Business Proposal Scoring Workbook - Deloitte.xlsx
• 03-BenefitsCal Business Proposal Scoring Workbook - Gainwell.xlsx
• 04-BenefitsCal Proposal Scoring Summary BAFO.xlsx

Additionally, an updated Zip file named “Gainwell Proposal - CalSAWS BenefitsCal M&O RFP 01-2024 v3” has been posted to rectify a technical error experienced when opening the embedded file “6. Vol 1 Sect 4 Understanding & Approach – Gainwell.” 

 

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CalSAWS BenefitsCal M&O Request for Proposal No. 01-2024
ANNOUNCEMENT
March 21, 2025

March 21, 2025

To All Interested Bidders:

The CalSAWS Consortium announces the release of an update to a file originally posted on March 19, 2025 in accompaniment with the Vendor Selection Report. The replacement file name is “Gainwell Proposal - CalSAWS BenefitsCal M&O RFP 01-2024 v2.zip.”

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NOTICE OF INTENT TO AWARD
CalSAWS BenefitsCal M&O Request for Proposal No. 01-2024
March 19, 2025

To All Bidders,

In accordance with the CalSAWS BenefitsCal M&O Request for Proposal (RFP) No. 01-2024, the CalSAWS Joint Powers Authority wishes to announce that the following vendor has been selected as the successful Bidder:

• Accenture LLP

The scoring results from proposal evaluations can be found on the CalSAWS.org website using the following link:  CalSAWS Procurement Listings

Thank you.

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CalSAWS BenefitsCal M&O RFP #01-2024
BAFO RELEASE ANNOUNCEMENT

January 13, 2025

To All Interested Vendors:

The CalSAWS Consortium announces the release of the Best and Final Offer (BAFO) Instructions in support of the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

Attached you will find the following files:

• CalSAWS BenefitsCal M&O RFP 01-2024 Announcement 01132025
• CalSAWS BenefitsCal M&O RFP 01-2024 BAFO Instructions 01132025
• CalSAWS BenefitsCal M&O RFP 01-2024 01132025 Attachments.zip
  • RFP Attachment 5 - Price Proposal Schedules 01132025
  • RFP Attachment 6 - BenefitsCal Agreement 01132025 Clean
  • RFP Attachment 6 - BenefitsCal Agreement 01132025 TC

Bidder responses are due no later than Wednesday, January 29, 2025 at 3:00 PM. 

All questions relating to this procurement may be directed to ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 6 RELEASE ANNOUNCEMENT - Update

December 6, 2024

To All Interested Vendors:

The CalSAWS Consortium announces an update to the Addendum 6 release on December 5, 2024 in support of the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

Attached you will find the following files:

• CalSAWS BenefitsCal MO RFP 01-2024 12062024 Addendum 6 Update Announcement.docx
• RFP Attachment 6 - BenefitsCal Agreement 12062024 Addendum 6 Update.zip (See Zip file contents below)
• RFP Attachment 6 - BenefitsCal Agreement 12062024 Clean.docx
• RFP Attachment 6 - BenefitsCal Agreement 12062024 TC.docx

A minor update was made in RFP Attachment 6 - BenefitsCal Agreement under 19.29 Notices to correct the Executive Director’s email address. 

Upon review of the Agreement, Bidders may determine that updates to their Attachment 7 – Exceptions to the Agreement are needed.  Bidders may submit their updated Attachment 7 by Thursday, December 12, 2024 no later than 3:00 PM to ProcurementTeam@CalSAWS.org.  NOTE:  If a Bidder deems no updates are necessary, please inform the CalSAWS Procurement Team as such by the deadline. 

All questions relating to this procurement may be directed to ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 6 RELEASE ANNOUNCEMENT

December 5, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 6 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

Attached you will find the following files:

• CalSAWS BenefitsCal MO RFP 01-2024 12052024 Addendum 6 Announcement.docx
• RFP Attachment 6 - BenefitsCal Agreement 12052024 Addendum 6.zip (See Zip file contents below)
  • RFP Attachment 6 - BenefitsCal Agreement 12052024 Clean.docx
  • RFP Attachment 6 - BenefitsCal Agreement 12052024 TC.docx

Upon review of the revised Agreement, Bidders may determine that updates to their Attachment 7 – Exceptions to the Agreement are needed.  Bidders may submit their updated Attachment 7 by Thursday, December 12, 2024 no later than 3:00 PM to ProcurementTeam@CalSAWS.org.  NOTE:  If a Bidder deems no updates are necessary, please inform the CalSAWS Procurement Team as such by the deadline. 

All questions relating to this procurement may be directed to ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 5 UPDATE ANNOUNCEMENT

October 4, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 5 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

Attached you will find the following files:

• CalSAWS BenefitsCal MO RFP 01-2024 10042024 Addendum 5 Announcement.docx
• CalSAWS BenefitsCal MO RFP 01-2024 10042024 Addendum 5.zip
  • CalSAWS BenefitsCal MO RFP 01-2024 10042024 Addendum 5 Clean.docx
  • CalSAWS BenefitsCal MO RFP 01-2024 10042024 Addendum 5 TC.docx

Revisions have been made to the following sections:

• 9.1.1 Confirmation of Information Prior to Issuance of NOIA
• 9.3.5.3 Submission of Briefs and Documentary Evidence
• 9.3.5.5 Hearing
• 9.3.5.7 Summary of Appeal Schedule

The Consortium has added a process for confirming Bidders’ redacted proposals as described in Section 9.1.1 Confirmation of Information Prior to Issuance of NOIA. 

Additionally, a process update has been made to Section 9.3.5.3 Submission of Briefs and Documentary Evidence relating to document submission in the event an Appeal is initiated.  In turn, revisions were made to Sections 9.3.5.5 Hearing and 9.3.5.7 Summary of Appeal Schedule to align with the updated process.

All questions relating to this procurement may be directed to ProcurementTeam@CalSAWS.org.

No response to Addendum 5 is required from Bidders.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 4 UPDATE ANNOUNCEMENT

September 19, 2024

To All Interested Vendors:

The CalSAWS Consortium announces an update to the Addendum 4 release on September 17, 2024 in support of the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

The Addendum 4 Announcement states, in part… “Section 11.1.3.1 had been revised to clearly reflect expectations for Key Staff to work on a full-time basis during the base contract term.  If Bidder proposals did not include full-time participation for Key Staff, Bidders must resubmit Attachment 13 – Staff Loading Worksheets and Attachment 5 – Price Proposal Schedules.  

For Bidder proposals which did incorporate full-time Key Staff, resubmission of Attachment 13 and corresponding Price Proposal Schedules are not required; in this case, Bidders must provide a statement of confirmation to the Consortium RFP/Proposal Contact that its Business and Price Proposals include full-time Key Staff during the base contract term.  Bidders are requested to provide that confirmation as soon as possible.”

For clarification, the Consortium defines “full-time” as a minimum of 1,800 hours per year. 

As a reminder, the due date for revisions to Attachments 5 and 13 is Tuesday, September 24, 2024 by 3:00 PM, Pacific Time.

This communication will become part of the official procurement record.

Any questions regarding this announcement may be directed to ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 4 RELEASE ANNOUNCEMENT

September 17, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 4 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration. 

Attached you will find the following files:

1. CalSAWS BenefitsCal MO RFP 01-2024 09172024 Addendum 4 Announcement.docx

2. CalSAWS BenefitsCal MO RFP 01-2024 09172024 Addendum 4.zip

• CalSAWS BenefitsCal MO RFP 01-2024 09172024 Addendum 4 Clean.docx
• CalSAWS BenefitsCal MO RFP 01-2024 09172024 Addendum 4 TC.docx
• RFP Attachment 10.1.5 - Staff Qualifications Product Manager 09172024.xls

In addition to date changes in RFP Section 1.11, Section 11.1.3.1 has also been revised to clearly reflect expectations for Key Staff to work on a full-time basis during the base contract term.  If Bidder proposals did not include full-time participation for Key Staff, Bidders must resubmit Attachment 13 – Staff Loading Worksheets and Attachment 5 – Price Proposal Schedules.  

For Bidder proposals which did incorporate full-time Key Staff, resubmission of Attachment 13 and corresponding Price Proposal Schedules are not required; in this case, Bidders must provide a statement of confirmation to the Consortium RFP/Proposal Contact that its Business and Price Proposals include full-time Key Staff during the base contract term.  Bidders are requested to provide that confirmation as soon as possible.

Within RFP Addendum 3 the Product Manager Key Staff Minimum Qualification requirement (S16) was modified, however the Attachment 10 – Key Staff Qualifications form was not updated to reflect the new requirement language.

• Original S16 requirement - "Bachelor’s Degree in relevant design discipline, (e.g., product road mapping, cross-functional collaboration, data-driven decision-making, user experience, product lifecycle management), or certification from similar accelerated learning program."
• RFP Addendum 3 S16 requirement - "Bachelor's Degree in relevant disciplines such as Computer Science, Information Technology, Engineering, Business Administration, or relevant certification from a similar program such as Product Management."

Bidders’ Key Staff Qualifications will be evaluated pursuant to the revised language in the RFP Addendum 3.  There is no need for Bidders to resubmit Attachment 10.1.5.

This communication will become part of the official procurement record.

The due date for revisions to Attachments 5 and 13 is Tuesday, September 24, 2024 by 3:00 PM, Pacific Time.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement. 

Please Reply All to confirm receipt of this email and direct any questions to the Consortium RFP/Proposal Contact.

Thank you

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 3 RELEASE ANNOUNCEMENT

July 3, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 3 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration.

Attached you will find the following files:

1. CalSAWS BenefitsCal MO RFP 01-2024 07032024 Addendum 3 Announcement.docx

2. CalSAWS BenefitsCal MO RFP 01-2024 07032024 Addendum 3.zip

• CalSAWS BenefitsCal MO RFP 01-2024 07032024 Addendum 3 Clean.docx
• CalSAWS BenefitsCal MO RFP 01-2024 07032024 Addendum 3 TC.docx

3. CalSAWS BenefitsCal MO RFP 01-2024 07032024 Addendum 3 Attachments.zip

• RFP Attachment 3 - Requirements Matrix 07032024 Clean.docx
• RFP Attachment 3 - Requirements Matrix 07032024 TC.docx
• RFP Attachment 5 - Price Proposal Schedules 07032024.xlsx

4. CalSAWS BenefitsCal MO RFP 01-2024 Question and Answer Log 07032024.xlsx

Proposals are due to CalSAWS by July 30, 2024 at 3:00 PM. Please refer to Section 6 PROPOSAL STRUCTURE AND SUBMISSION of the RFP for submittal instructions.

Special Notes:

1. Updates made to the RFP Addendum 3 include edits to Items 2 and 3 in Attachment 9 – Firm Reference Form. See Tracked Changes for all edits made to the document.

2. Should a formula error be identified when completing the Excel attachments, Bidders are instructed to correct the formula and note the change as an assumption. Examples of Excel attachments include:

• RFP Attachment 5 - Price Proposal Schedules
• RFP Attachment 13 - Staffing Schedules

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP 01-2024 procurement.

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
ADDENDUM 2 RELEASE ANNOUNCEMENT

June 25, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 2 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration.

Attached you will find the following files:

1. CalSAWS BenefitsCal MO RFP 01-2024 06252024 Addendum 2 Announcement.docx

2. CalSAWS BenefitsCal MO RFP 01-2024 06252024 Addendum 2.zip

• CalSAWS BenefitsCal MO RFP 01-2024 06252024 Addendum 2 Clean.docx
• CalSAWS BenefitsCal MO RFP 01-2024 06252024 Addendum 2 TC.docx

3. CalSAWS BenefitsCal MO RFP  01-2024 06252024 Addendum 2 Attachments.zip

• RFP Attachment 2 - Requirements Matrix 06252024 Clean.docx
• RFP Attachment 2 - Requirements Matrix 06252024 TC.docx
• RFP Attachment 5 - Price Proposal Schedules 06252024.xlsx
• RFP Attachment 6 - BenefitsCal Agreement 06252024 Clean.docx
• RFP Attachment 6 - BenefitsCal Agreement 06252024 TC.docx
• RFP Attachment 8 - BenefitsCal Firm Mandatory Qualifications 06252024.xlsx
• RFP Attachment 13 - Staffing Schedules 06252024.xlsx
• RFP Attachment 16 - Relevant Public Agency Projects 06252024.xlsx

Additional Note:  As announced on June 17, 2024, the Consortium extended the Bidder’s Question and Answer Period to Tuesday, June 25, 2024 at 3:00 PM.  Please submit all final questions by this date and time to ProcurementTeam@CalSAWS.org.

 

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CalSAWS BenefitsCal M&O RFP #01-2024
UPDATED BIDDERS QUESTION AND ANSWER LOG RELEASE ANNOUNCEMENT

 

June 24, 2024

To All Interested Vendors:

The CalSAWS Consortium announces release of the updated Question and Answer Log. Attached you will find the following file:

1. CalSAWS BenefitsCal MO RFP 01-2024 Question and Answer Log 06242024.xlsx

NOTE: The Bidders Question and Answer Period closes tomorrow, Tuesday, June 25, 2024 at 3:00 PM. Please submit all final questions to ProcurementTeam@CalSAWS.org by this date and time. The Consortium will release its final responses on July 3, 2024.

Addendum 2 is targeted for release on Tuesday, June 25, 2024.

 

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CalSAWS BenefitsCal M&O RFP #01-2024
REVISED QUESTION AND ANSWER LOG RELEASE ANNOUNCEMENT

June 17, 2024

To All Interested Vendors:

The CalSAWS Consortium announces release of the updated Question and Answer Log. Revisions to the Response Dates have been made to the version released on June 14, 2024.

Attached you will find the following file:

1. CalSAWS BenefitsCal MO RFP 01-2024 Question and Answer Log 06142024 v2.xlsx

 

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CalSAWS BenefitsCal M&O RFP #01-2024

Please note: the Bidder Question Period has been extended from June 18, 2024 to June 25, 2024.

ADDENDUM 1 RELEASE ANNOUNCEMENT

June 14, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 1 to the CalSAWS BenefitsCal M&O RFP #01-2024 for your review and consideration.

Attached you will find the following files:

1. CalSAWS BenefitsCal MO RFP 01-2024 Addendum 1 Announcement 06142024.docx

2. CalSAWS BenefitsCal MO RFP 01-2024 Final 06142024 Addendum 1.zip
• CalSAWS BenefitsCal MO RFP 01-2024 Final 06142024 Addendum 1 Clean.docx
• CalSAWS BenefitsCal MO RFP 01-2024 Final 06142024 Addendum 1 TC.docx

3. CalSAWS BenefitsCal MO RFP 01-2024 06142024 Addendum 1 Att 5 and 6.zip
• RFP Attachment 5 - Price Proposal Schedules 061424.xlsx
• RFP Attachment 6 - BenefitsCal Agreement 06142024 Clean.docx
• RFP Attachment 6 - BenefitsCal Agreement 06142024 TC.docx

4. CalSAWS BenefitsCal MO RFP 01-2024 Question and Answer Log 06142024.xlsx

 

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June 11, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the posting of the presentation provided at the Bidder’s Conference held on June 11, 2024 in support of the CalSAWS BenefitsCal Maintenance and Operations (M&O) Request for Proposal (RFP) #01-2024 for reference.

 

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CalSAWS BenefitsCal M&O RFP #01-2024
BIDDER’S CONFERENCE ANNOUNCEMENT

June 4, 2024

To All Interested Vendors:

As announced in the initial release of the BenefitsCal RFP 01-2024, a Bidder’s Conference will be held as described below. Please review the Security protocols. Interested vendors must submit names of those from their organization who plan to attend in-person to ProcurementTeam@CalSAWS.org by close of business, Wednesday, June 5, 2024. In-person admittance to the Bidder’s Conference will not be allowed unless attendee names are on file with Security.

BIDDER’S CONFERENCE

Date: Tuesday, June 11, 2024

Time: 1:00 PM to 2:00 PM

Location: California Department of Social Services
Auditorium, Room 205
744 P Street
Sacramento, CA 95814

Virtual: Microsoft Teams Meeting: Join the meeting now
Conference Call (audio only): 1 (323) 886-6772; Conference ID 69176218#

Parking: A public lot is located at 1713 7th Street - JB Lot, across the street from the CDSS facility.

Security: For CDSS Security, attendee names are required in advance of the conference; admittance to the Bidder’s Conference will not be allowed otherwise. Please provide a list of attendee names for your organization to CalSAWS at ProcurementTeam@CalSAWS.org by close of business on Wednesday, June 5, 2024. CalSAWS will provide all names received to CDSS Security.  Upon arrival at CDSS, attendees are directed to sign-in at the Security desk; a valid state-issued ID must be presented for all visitors. The CDSS Security staff will provide an electronic access badge to each guest.

Other: No food or drink, except bottled water, is allowed in the Auditorium.

Please direct any questions relating to the RFP and accompanying documents, library reference material, and Bidder’s Conference to CalSAWS at ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP #01-2024 procurement.

CalSAWS Procurement Team

 

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CalSAWS BenefitsCal M&O RFP #01-2024
INITIAL RELEASE ANNOUNCEMENT

May 29, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of the CalSAWS BenefitsCal Maintenance and Operations (M&O) Request for Proposal (RFP) #01-2024 for your review and consideration.

This procurement solicits proposals from qualified Contractors to maintain and operate the existing BenefitsCal application. The purpose of this procurement, and scope of this RFP, is to acquire a Contractor to transition the existing BenefitsCal application and provide ongoing BenefitsCal Maintenance and Operations (M&O) and related goods and Services. This RFP does not solicit new application functionality. Proposals are due Tuesday, July 30, 2024. The base contract is expected to start September 2, 2025. After a six-month Transition-In period, the base contract term is five years and eleven months, followed by four one-year optional extensions.

Attached you will find the BenefitsCal RFP documents in two separate Zip files and a separate Excel Question and Answer (Q&A) Log as described below:

1. CalSAWS BenefitsCal MO RFP 01-2024 Final 05292024

2. CalSAWS BenefitsCal MO RFP 01-2024 Attachments
• RFP Attachment 2 - Requirements Matrix 05292024
• RFP Attachment 5 - Price Proposal Schedules 05292024
• RFP Attachment 6 - BenefitsCal Agreement (V.1) 05292024
• RFP Attachment 8 - BenefitsCal Firm Mandatory Qualifications 05292024
• RFP Attachment 10.1.1 - Staff Qualifications Project Manager 05292024
• RFP Attachment 10.1.2 - Staff Qualifications PMO Lead 05292024
• RFP Attachment 10.1.3 - Staff Qualifications Transition Lead 05292024
• RFP Attachment 10.1.4 - Staff Qualifications Application Manager 05292024
• RFP Attachment 10.1.5 - Staff Qualifications Product Manager 05292024
• RFP Attachment 10.1.6 - Staff Qualifications UCD Lead 05292024
• RFP Attachment 10.1.7 - Staff Qualifications Testing Manager 05292024
• RFP Attachment 10.1.8 - Staff Qualifications Public Communications Lead 05292024
• RFP Attachment 10.1.9 - Staff Qualifications Security Manager 05292024
• RFP Attachment 13 - Staffing Schedules 05292024

3. CalSAWS BenefitsCal MO RFP 01-2024 Question and Answer Log Template

All RFP documents will be posted to the CalSAWS website at Procurement Listings. Additionally, RFP documents and reference materials will be posted to a SharePoint folder hosted by the Office of Technology & Solutions Integration (OTSI). A folder named CalSAWS BenefitsCal Procurement Library Documentation contains material for Bidder reference to support proposal development. For access, Bidders must complete an authentication process with OTSI to create an account. Once authenticated, Bidders will receive an email from OTSI with login credentials. Upon log-in, Bidders will be able to access the Procurement Library and download the RFP documents. To request access to the BenefitsCal Procurement Library, please e-mail Daniel Brown at daniel.brown@otsi.ca.gov.

Additionally, a Bidder’s Conference will be held as described below. Please review the Security protocols below.

BIDDER’S CONFERENCE

Date: Tuesday, June 11, 2024
Time: 1:00 PM to 2:00 PM

Location: California Department of Social Services
Auditorium, Room 205
744 P Street
Sacramento, CA 95814

Virtual: Microsoft Teams Meeting: Join the meeting now
Conference Call (audio only): 1 (323) 886-6772; Conference ID 69176218#

Parking: A public lot is located at 1713 7th Street - JB Lot, across the street from the CDSS facility.

Security: For CDSS Security, attendee names are required in advance of the conference; admittance to the Bidder’s Conference will not be allowed otherwise. Please provide a list of attendee names for your organization to CalSAWS at ProcurementTeam@CalSAWS.org by close of business on Wednesday, June 5, 2024. CalSAWS will provide all names received to CDSS Security.  Upon arrival at CDSS, attendees are directed to sign-in at the Security desk; a valid state-issued ID must be presented for all visitors. The CDSS Security staff will provide an electronic access badge to each guest.

Other: No food or drink, except bottled water, is allowed in the Auditorium.

Please direct any questions relating to the RFP and accompanying documents, library reference material, and Bidder’s Conference to CalSAWS at ProcurementTeam@CalSAWS.org.

Thank you for your interest in the CalSAWS BenefitsCal M&O RFP #01-2024 procurement.

CalSAWS Procurement Team

February 20, 2024

To All Interested Vendors:

The CalSAWS Consortium announces the release of an update to the Vendor Selection Report originally posted on February 8, 2024.  The updated file name is “CalSAWS MO RFP 01-2022 Vendor Selection Report 02082024 v2.pdf.”  Please refer to the Document History log on Page i for the Revision Description.

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NOTICE OF INTENT TO AWARD
CalSAWS M&O Request for Proposal (RFP) No. 01-2022

February 8, 2024

To All Bidders,

In accordance with the CalSAWS M&O Request for Proposals (RFP) No. 01-2022, the CalSAWS Joint Powers Authority wishes to announce that the following vendors have been selected as the successful Bidders:

• Deloitte – M&E Goods and Services
• Gainwell Technologies – Infrastructure Goods and Services

The scoring results from the M&O Infrastructure, M&E and Consolidated proposal evaluations can be found on the CalSAWS.org website by viewing the CalSAWS MO RFP 01-2022 Vendor Selection Report and Scoring Workbooks in the Notice of Intent to Award files section.

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November 20, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of an update to BAFO #2.

Based on vendor input, please note the following clarifications and Price Proposal Schedule updates:

1. Bidders are instructed to submit BAFO #2 responses via email, similar to the BAFO #1 submissions.
2. Bidders do not need to submit revised Staffing Schedules (Attachments A13 and/or B13).
3. Bidders should not submit an Agreement Exceptions Attachment with the BAFO #2 submission.

As a reminder, as stated within the RFP, Section 6, Bidders should not alter Price Proposal Schedule formulas that allocate funds across State Fiscal Years (SFY), allocate annual percentage increases, or other fiscal allocation formulas. Bidders may make changes to subtotals or other summary formulas to maintain accuracy of the schedule(s).

Additionally, please find attached revised Price Proposal Schedules A5, B5, and C1. The following list describes the modifications that were applied:

Attachment A5 
• 3. Transition-In Staff Loading: Technical Infrastructure subtotal cells T48/U48 have been revised.
• 7. Infrastructure Services: Updated the formulas in F25/26 to link to the appropriate total hours as they are referring to R87/94
• 8.x Base Year x Staff Loading: Technical Infrastructure subtotal cells Z48/AA48 have been revised.

Attachment B5 
• 10. Optional Extension Year 1: Updated cells C7:C15 to link to the 6th year price.
• 11. Optional Extension Year 2: Updated cells C24:C26 are linked to "10. Optional Extension Year 1" column G

Attachment C1 
• 4. Infra Trans-In Staff Load: Technical Infrastructure subtotal cells T48/U48 have been revised.
• 8. Infrastructure Services: Updated the formulas in F25/26 to link to the appropriate total hours as they are referring to R87/94
• 9.x Base Year x Staff Loading: Technical Infrastructure subtotal cells Z48/AA48 have been revised.
• 27. M&E Task Management: Added a subtotal of hours in column R and updated the onshore/offshore formulas in columns Y and Z.
• 28. Optional Extension Year 1: Updated cells C7:C15 to link to the 6th year price.
• 29. Optional Extension Year 2: Updated cells C24:C26 are linked to "10. Optional Extension Year 1" column G

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November 8, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 14 to the CalSAWS M&O RFP #01-2022 for your review and consideration. Attached are the BAFO #2 Instructions and Addendum 14 RFP documents dated November 8, 2023 as follows:

1. CalSAWS M&O RFP 01-2022 BAFO 2 Instructions.docx
2. CalSAWS M&O RFP 01-2022 11082023 Addendum 14 Clean.docx
3. CalSAWS M&O RFP 01-2022 11082023 Addendum 14 TC.docx
4. RFP Attachment A5 - Infrastructure Price Proposal Schedules BAFO 2.xlsx
5. RFP Attachment B2 - M&E Requirements Matrix 11082023 TC .docx
6. RFP Attachment B2 - M&E Requirements Matrix 11082023 Clean.docx
7. RFP Attachment B5 - M&E Price Proposal Schedules BAFO 2.xlsx
8. RFP Attachment C1 - Consolidated Price Proposal Schedules BAFO 2.xlsx

The RFP revisions consist of updates to the following areas:

• Section 1.11 Procurement Timeline
• Sections 6.3.10 and 6.3.12 - M&E and Consolidated Price Proposal Instructions
• Attachment A5 – Infrastructure Price Proposal Schedules
• Attachment B2 – M&E Innovation Requirements Matrix
• Attachment B5 – M&E Price Proposal Schedules
• Attachment C1 – Consolidated Price Proposal Schedules

Also attached are the following revised Agreements dated November 8, 2023:

1. RFP Attachment A6 - Infrastructure Agreement 110823 Clean.docx
2. RFP Attachment A6 - Infrastructure Agreement 110823 TC.docx
3. RFP Attachment B6 - M&E Agreement 110823 Clean.docx
4. RFP Attachment B6 - M&E Agreement 110823 TC.docx
5. RFP Attachment C2 - Consolidated Agreement 110823 Clean.docx
6. RFP Attachment C2 - Consolidated Agreement 110823 TC.docx

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November 6, 2023

To All Interested Vendors:

The CalSAWS Consortium announces that the release of BAFO #2 has been rescheduled to Wednesday, November 8, 2023. The Consortium will also release Addendum 14 and the Revised Infrastructure, M&E and Consolidated Agreements.

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August 22, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 13 to the CalSAWS M&O RFP #01-2022 for your review and consideration.  Attached you will find the following Revised Agreements dated August 22, 2023:

1. RFP Attachment A6 – Infrastructure Agreement 082223 Clean.docx (Changes Accepted)
2. RFP Attachment A6 – Infrastructure Agreement 082223 TC.docx (Tracked Changes)
3. RFP Attachment B6 – M&E Agreement 082223 Clean.docx (Changes Accepted)
4. RFP Attachment B6 – M&E Agreement 082223 TC.docx (Tracked Changes)
5. RFP Attachment C2 – Consolidated Agreement 082223 Clean.docx (Changes Accepted)
6. RFP Attachment C2 – Consolidated Agreement 082223 TC.docx (Tracked Changes)

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August 11, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 12 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the M&E BAFO #1 Instructions for Bidders’ review and the Addendum 12 RFP documents dated August 11, 2023.

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August 10, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Infrastructure BAFO #1 Questions and Answers Log dated August 10, 2023 for review and consideration. 

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August 4, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of the Infrastructure BAFO #1 Question and Answer Log and Infrastructure Price Proposal Schedules dated 

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July 31, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Infrastructure BAFO #1 Question and Answer Log for your review and consideration.

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July 18, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 11 to the CalSAWS M&O RFP #01-2022 for your review and consideration.  Attached you will find BAFO Instructions for the Infrastructure Bidders’ review and the Addendum 11 RFP documents dated July 18, 2023.

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March 29, 2023

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 10 to the CalSAWS M&O RFP #01-2022.  Addendum 10 includes updates to the procurement timeline and introduces a new evaluation step, Agreement Exception Discussion, along with an additional BAFO.

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December 19, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 9 to the CalSAWS M&O RFP #01-2022 for your review and consideration. 

Attached you will find the Addendum 9 Summary and the RFP documents dated December 19, 2022. 

Update:  With the release of Addendum 9 on December 19, 2022, the Final RFP file has been replaced with a current Final RFP file labeled “CalSAWS M&O RFP 01-2022 All Final RFP and Exhibits Files 121922.”

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December 16, 2022

To All Interested Vendors:

The CalSAWS Consortium announces that all final CalSAWS M&O RFP #01-2022 files, as previously published through the initial release on July 6, 2022 and subsequent Addenda, are now posted to a centralized location which may be accessed via https://www.calsaws.org/procurement-listings/.  Note:  No changes have been made to file content.  Following is a complete list of the final RFP files:  (See Announcement as attached for the list of files)

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December 8, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 8 to the CalSAWS M&O RFP #01-2022 for your review and consideration. 

Attached you will find the Addendum 8 Summary and the RFP documents dated December 8, 2022. 

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November 23, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 6 to the CalSAWS M&O RFP #01-2022 for your review and consideration. 

Attached you will find the Addendum 6 Summary and the Final RFP documents dated November 23, 2022.  This is the Final RFP with Attachments and Questions and Answers Log to be released. 

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November 18, 2022

To All Interested Vendors:

The CalSAWS Consortium announces that the release of Addendum 6, anticipated for Monday, November 21, 2022, is rescheduled for Wednesday, November 23, 2022 due to unforeseen conflicts.  Addendum 6 will include the Final RFP, Attachments and Questions and Answers Log. 

Thank you for your interest in the CalSAWS M&O RFP procurement.

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October 31, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 5 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the Addendum 5 Summary and the revised RFP documents dated October 31, 2022.

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October 18, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 4 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the Addendum 4 Summary and the revised RFP documents dated October 18, 2022.

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October 4, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 3 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the Addendum 3 Summary and the revised RFP documents dated October 4, 2022.

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September 27, 2022

CalSAWS M&O Procurement Bidder Announcement 09272022

CalSAWS M&O RFP 01-2022 Question and Answer Log 09272022

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September 20, 2022

Bidders' Announcement

CalSAWS M&O Procurement Bidders Announcement 09202022

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September 14, 2022

Bidders' Announcement

CalSAWS M&O RFP 01-2022 Bidders Announcement 091422

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September 9, 2022 (Updated Conference Announcement)

Bidder's Conferences Announcement

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September 1, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 2 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the Addendum 2 Summary and the revised RFP documents dated September 1, 2022.

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July 27, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of Addendum 1 to the CalSAWS M&O RFP #01-2022 for your review and consideration.

Attached you will find the Addendum 1 Summary and the revised RFP documents dated July 27, 2022.

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July 15, 2022 (Original Announcement)

Bidder's Conferences Announcement

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July 6, 2022

To All Interested Vendors:

The CalSAWS Consortium announces the release of the CalSAWS Maintenance and Operations (M&O) Request for Proposals (RFP) #01-2022 for your review and consideration. This procurement solicits proposals from qualified vendors to provide Infrastructure and/or Maintenance and Enhancements (M&E) services. Proposals are due November 29, 2022. The contract is expected to start May 1, 2024. Following a Transition-In period, the base contract term is six years, followed by four one-year optional extensions.

Attached you will find the M&O RFP documents in two separate Zip files and a separate Excel Comment Log. The M&O Procurement Library is available for access by prospective vendors. To access the library, you will need to complete an authentication process by the Office of Systems Integration (OSI) to create an account. Once authenticated, you will receive an email from OSI with login credentials. Once you login, you will be able to access the Procurement Library and download the RFP documents. To request access to the M&O Procurement Library, please contact Daniel Brown at the following email address:

Daniel.Brown@OSI.ca.gov

We look forward to your participation in this important procurement process.

The CalSAWS Consortium announces the release of the CalSAWS Implementation Support Request for Proposals (RFP) 2019-2 for your review and consideration. This procurement solicits proposals from qualified vendors to provide Implementation Support Services for the 18 CalWIN Counties.  The contract is scheduled to begin in September 2020 and continue through go-live in March 2023, followed by optional Additional Support services extensions.

Attached you will find the following documents:

• CalWIN Implementation Support RFP 2019-02 V1 12172019,  PDF and Word files
• Attachment A – Price Proposal Schedules V1 12172019, Excel file
• Attachment B -  CalWIN Implementation Services Draft Agreement V1 12172019, Word file
• Attachment J – Requirements Cross Reference Matrix V1 12172019, Excel file
• Attachment M – Detailed County Profiles V1 12172019, Excel file

The Procurement Library is available for access by prospective vendors. To access the library, you will need to complete an authentication process by the Office of System Integration (OSI) to create an account.  Once authenticated, you will receive an email from OSI with login credentials.  Once you login, you will be able to access the CalWIN Implementation  Procurement Library

We look forward to your participation in this important procurement process.

Please email Daniel.Brown@osi.ca.gov if you need to begin the authentication process to gain access to the CalSAWS Implementation Support Procurement Library.

Key Tasks and Timeframes

County, Consortium and State RFP Review
Friday, September 27, 2019 – Thursday, October 10, 2019

Update RFP Based on Reviews
Friday, October 11, 2019 – Wednesday, October 16, 2019

Federal RFP Review and Approval
Thursday, October 17, 2019 – Friday, December 13, 2019

RFP Released
Tuesday, December 17, 2019

Bidder’s Conference
Tuesday, January 7, 2020

Bidder Questions Due
Tuesday, January 7, 2020

Consortium Response to Bidder’s Questions Due by
Friday, January 24, 2020

Release RFP Addendum 1 Based on CalSAWS Schedule
Monday, January 27, 2020

Bidder Questions Due
Tuesday, February 4, 2020

Consortium Response to Bidder’s Questions Due by
Wednesday, February 12, 2020

Contractor Proposal Due Date
Thursday, April 23, 2020

Evaluate Proposals and Prepare Vendor Selection Report
Friday, April 24, 2020 – Wednesday, August 5, 2020

Consortium Issues Notice of Intent to Award
Thursday, August 6, 2020

Agreement Contract Period
Monday, August 10, 2020 - Tuesday, September 1, 2020

State, Federal, and Consortium JPA Board of Directors Approval of Agreement
Friday, September 4, 2020 - Tuesday, December 1, 2020

Planned Start Date of CalWIN Contractor
Wednesday, December 2, 2020

The CalSAWS Consortium announces the release of the CalSAWS Statewide Portal/Mobile Application Request for Proposals (RFP) 2019-1 for your review and consideration.

This procurement solicits proposals from qualified vendors to develop a Statewide Portal/Mobile Application. The design, development and implementation phase is scheduled to start in August 2020 and continue through go-live in September 2021, followed by a one-year Maintenance and Operations period with optional extensions.

The Procurement Library is available for access by prospective vendors. To access the library, you will need to complete an authentication process by the Office of System Integration (OSI) to create an account. Once authenticated, you will receive an email from OSI with login credentials. Once you login, you will be able to access the Portal/Mobile Procurement Library.

We look forward to your participation in this important procurement process.

Please email Daniel.Brown@osi.ca.gov if you need to begin the authentication process to gain access to the CalSAWS Portal/Mobile Procurement Library.

Key Tasks and Timeframes

Release RFP
Monday, November 4, 2019

Conducted Bidder’s Conference
Wednesday, November 20, 2019

Published RFP Addendum 1 Based on 14 Vendor Questions and Answers
Tuesday, November 26, 2019

Published RFP Addendum 2 and Responses to 141 Vendor Questions
Thursday, December 12, 2019

Published RFP Addendum 3 Based on Advocate Recommendations
Thursday, January 9, 2020

Contractor Proposal Due Date
Wednesday, January 22, 2020

Evaluate Proposals and Prepare Vendor Selection Report
Thursday, January 23, 2020 – Tuesday, April 21, 2020

Consortium Issues Notice of Intent to Award
Wednesday, April 22, 2020

Contract Negotiations
Monday, April 27, 2020 – Wednesday, May 13, 2020

State, Federal and JPA BOD Approval of Agreement
Thursday, May 14, 2020 – Friday, August 7, 2020

Start Date of Statewide Portal/Mobile App Vendor
Monday, August 10, 2020

Portal/Mobile App Go-Live
September 2021

The CalSAWS Consortium announces the release of the CalSAWS Central Print Services Request for Proposals (RFP) 2020-1 for your review and consideration.

This procurement solicits proposals from qualified vendors to establish and provide central print and mailing services to support requirements of the CalSAWS System.  The development and implementation phase is scheduled to start in late February 2021 and continue into Maintenance and Operations (M&O) for a five-year period, followed by an optional five-year extended M&O period.

Attached you will find the RFP 2020-01 MS Word document and attachments (PDF and MS Excel files).

The Procurement Library is available for access by prospective vendors. To access the library, you will need to complete an authentication process by the Office of System Integration (OSI) to create an account.  Once authenticated, you will receive an email from OSI with login credentials.  Once you login, you will be able to access the Procurement Library and download the Portal/Mobile RFP documents, which are contained in a single zip file.  To request access to the Procurement Library, please contact Daniel Brown at the following email address:

Daniel.Brown@OSI.ca.gov

We look forward to your participation in this important procurement process.

Key Tasks and Timeframes

Develop Requirements and RFP
Tuesday, January 21, 2020 – Friday April 24, 2020

Consortium RFP Review and Approval
Monday, April 27, 2020 – Wednesday, May 6, 2020

State RFP Review and Approval
Thursday, May 7, 2020 – Thursday, July 2, 2020

Federal RFP Review and Approval
Wednesday, July 7, 2020 – Wednesday, July 7, 2020

RFP Release
Wednesday, July 8, 2020

Bidder’s Conference
Thursday, July 16, 2020

Contractor Proposal Due Date
Wednesday, September 23, 2020

Evaluate Proposals and Prepare Vendor Selection Report
Thursday, September 24, 2020 – Tuesday, December 22, 2020

Consortium Issues Notice of Intent to Award
Tuesday, December 22, 2020

Contract Negotiations
Wednesday, December 23, 2020 – Wednesday, December 30, 2020

State, Federal, and Consortium JPA Board of Directors Approval of Agreement
Thursday, December 31, 2020 – Friday, March 26, 2021

Planned Start Date of Central Print Contractor
Monday, March 29, 2021