EDI Software Services

The contract supports the maintenance and technical operation of the California Department of Transportation’s EDI Translation System through a firm-fixed price agreement with an estimated base value of $106,429 and a potential optional extension up to $156,429, including a 10% contingency for unanticipated work. Performance is scheduled to begin on or after June 15, 2026, and extend through June 14, 2028, with possible amendment for an additional 12 months. The scope requires the contractor to supply all labor, tools, materials, equipment, travel, and incidentals necessary to ensure ongoing system functionality, with deliverables tied to Value Added Network services, monthly account fees, and software maintenance over a two-year period. All work must be performed within California, specifically at Caltrans’s Utility Payment Section in Sacramento, where the system is hosted, and any inspection or acceptance of software changes occurs on-site under Caltrans’s sole discretion. The contract mandates strict compliance with California state procurement regulations, including prohibitions on delinquent taxpayers and requirements for civil rights certification when contract value exceeds $100,000, while also enforcing robust cybersecurity protocols under DGS PD 403-ITGP and other state directives. Proposals must be submitted electronically through Cal eProcure by June 2, 2026, and include ten mandatory attachments, such as a signed cover letter, detailed cost sheet, key staff resumes, three client references, a technical narrative limited to 20 single-spaced pages in Arial 11-point font, a confidentiality statement, Payee Data Records (STD 204/STD 205), and a Civil Rights Certification Form. The contractor must ensure all personnel accessing Caltrans data sign confidentiality agreements, complete required security training, use only state-issued or Caltrans-approved hardware, and implement multi-factor authentication with least privilege access controls. A strict prohibition exists against storing or remotely accessing Caltrans data outside the United States, and any such access requires prior written approval from designated Caltrans officials. Contractors are subject to biennial third-party cyber risk assessments, immediate reporting of data breaches, and mandatory return or certified destruction of all Caltrans data upon contract completion. The award will follow a Lowest Price Technically Acceptable methodology, evaluating compliance, technical approach, past performance, and cost accuracy, with no formal trade-off analysis. Invoicing is conducted via email with Form ADM-305