RFQ 50455 - As-Needed Catering Services

Background

Are you interested in partnering with the Bay Area’s premier gateway?

San Francisco International Airport (SFO) connects the world to the San Francisco Bay Area, and we’re inviting local food businesses to register for opportunities to provide as-needed catering, dining, and food services for airport staff and employees.

To get started, complete a quick online intake form: https://cater.sfoprocure.com/intake

We encourage all interested caterers to begin this intake process. It’s simple and takes a few minutes. For now, we only need your basic business information—how to reach you and the types of food you serve.

To become a Prequalified Supplier and be added to our Prequalified Pool of caterers, you will need to provide the following documents:

• Evidence of your county Health Department certification

• Registered as a City Approved Supplier on SF City Partner

Project Details

• Reference ID: 50455
• Department: Procurement Services
• Department Head: Yen Pang (Director)

Evaluation Criteria

• Timeline and Contact Information —

  Request for Qualifications Issuance:	Wednesday, March 25, 2026
  Deadline to Submit Submittals	N/A - this is a continuous solicitation
  Initial Notice of Intent to Establish Prequalified Pool	April 24, 2026
  SFO Contact Person(s):	Contract Administrator: Alfy Wong Principal Administrative Analyst chitatalfy.wong@flysfo.com (650) 821-2023   Project Manager: Alfy Wong Principal Administrative Analyst chitatalfy.wong@flysfo.com (650) 821-2023

• INTRODUCTION AND SOLICITATION SCHEDULE —

  A. Introduction

  1. General

  The San Francisco International Airport (the “Airport” or “SFO”) is operated by the City and County of San Francisco (the “City”) acting by and through its Airport Commission (the “Commission”).  This Request for Qualifications (hereinafter “RFQ” or “Solicitation”) is being issued by the Airport.  The Airport is looking for interested catering service providers (“Respondents”) to send in their information (“Submittals”) for as-needed catering services.

  From time to time, the Airport hosts events that need food and beverage support. These events vary in size and happen only when needed. To make things easier going forward, SFO is creating a Prequalified Pool of catering partners that offer a wide mix of cuisines. Having this pool in place will help the Airport quickly line up catering services whenever an event comes up.

  SFO connects the world to the San Francisco Bay Area. Register and provide basic information about your business today for the opportunity to provide catering, dining, and food services to staff and employees. SFO encourages all interested food businesses to register and begin the qualification process. Respondents meeting the minimum qualifications will be added to the Prequalified Pool and will be used by SFO, and potentially by other City departments, on an as-needed basis.

  Registration is easy and takes less than 5 minutes.

  Next, fill out the intake form (https://cater.sfoprocure.com/) with your basic business information: How we can reach you and what types of food you serve. The intake form asks for more detail, such as how many people you can serve and whether you are already a City-approved supplier. However, just having your contact information and the types of food you serve is enough for SFO to place you on its caterers contact list immediately. There will be an opportunity later to complete the intake form if you do not have the documents right now.

  If you are interested, please visit the Airport’s OpenGov e‑procurement portal at https://procurement.opengov.com/portal/sfo/projects/247719 and follow these steps:

  Step one – Register with OpenGov. (It’s easy and takes less than 5 minutes.)

  Step two – Start the intake form by filling in your contact information and cuisine types. It’s quick and easy. You will be added to the SFO caterers contact list. (Suppliers do not need to meet the MQs to start the intake form and be added to SFO’s caterers contact list.)

  Step three – Show that you meet the MQs by filling in all required parts of the intake form and uploading your Minimum Qualification (MQ) documents for consideration for the Prequalified Pool.

  A Respondent that completes and submits the information and documentation required in steps 1 through 3 has completed a “Submittal” under this RFQ. The Airport will evaluate the Submittals and create a Prequalified Pool of Respondents that meet the MQs (“Prequalified Pool”). Respondents must meet the MQs to be added to the Prequalified Pool. Only those in the Prequalified Pool may be selected to provide catering services.

  Step four – Selection from the Prequalified Pool by the Airport or another City Department. The selection process is described below in Section I.C, entitled “Resulting Contracts Awarded to Contractors Selected from the Prequalified Pool.”

  Respondents prequalified under this RFQ (“Prequalified Suppliers”) are not guaranteed a contract or catering work. The City may use the Prequalified Pool on an as-needed basis in City’s sole and absolute discretion.

  Below is an overview of how Respondents will be evaluated and added to the Prequalified Pool.

  

  When applicable and practical, Respondents are encouraged to engage contracting teams that reflect the diversity of the City and include participation of businesses and residents from the City’s most disadvantaged communities including, but not limited to the Bayview/Hunters Point, Chinatown, Mission, South of Market, Tenderloin, Visitacion Valley and Western Addition neighborhoods.

  Respondents should not submit, and the City will not consider, any demographic data about the racial, ethnic, gender, sexual orientation, or national origin make up of Respondent’s staff, leadership, and/or board of directors.

  B. Creation and Duration of the Prequalified Pool

  Respondents meeting the Minimum Qualifications will be added to the Prequalified Pool and eligible for potential award and negotiation of a contract or purchase order (“Resulting Contract”) with the City, on an as-needed basis. The Prequalified Pool list is valid for 2 years but may be extended for up to 2 additional years if re-opened by City in accordance with Section 21.4 of the San Francisco Administrative Code.

  Submittals may be accepted and evaluated on a rolling basis throughout the life of the Prequalified Pool. However, to maximize eligibility for upcoming opportunities, Respondents are strongly encouraged to respond by the initial deadline indicated in Section I. G. Solicitation Schedule. Submittals after the initial deadline must still be approved by the Airport before a Respondent can be added to the Prequalified Pool and Respondents submitting after the initial deadline may experience delays that limit their ability to participate in time-sensitive opportunities.

  This is an ongoing solicitation, and new Submittals will continue to be reviewed and added to the Prequalified Pool until its expiration. This RFQ will continue to be posted on the Airport e-Procurement Portal.

  C. Resulting Contracts Awarded to Contractors Selected From the Prequalified Pool

  1. Selection of Contractors from the Prequalified Pool
  Pursuant to Section 21.4 of the San Francisco Administrative Code, City shall select contractors from the Prequalified Pool for Resulting Contracts pursuant to three options, as described below. Selections must be made prior to the expiration of the Prequalified Pool.  

  a.    City may select the highest available ranked contractor from the Prequalified Pool (if a ranking was done when the pool was created); OR 
  b.    City may request quotes or Submittals from the Prequalified Pool from which to select. Where applicable, the Department shall apply Chapter 14B LBE Rating Bonuses or Bid Discounts when evaluating quotes or Submittals received from the Prequalified Pool. The request for quotes or Submittals may also include an LBE Participation Requirement.   
  c.    For Resulting Contracts that are less than the Minimum Competitive Amount in effect when the selection is being made, City may select a contractor from the Prequalified Pool without any further solicitation. In choosing this option, City shall notify the Prequalified Pool of its selection. The Notice shall specify the commodities and/or services awarded; their cost; and the selected Contractor’s unique qualifications for having been selected without a further solicitation.

  2. Notice of Intent to Award a Resulting Contract to the Prequalified Pool

  Except where a contractor is selected without a further solicitation for a Resulting Contract amount equal to or less than the Minimum Competitive Amount, City shall not issue a Notice of Intent to Award when awarding a Resulting Contract to a contractor from the Prequalified Pool. The City’s award of a Resulting Contract to a contractor from the Prequalified Pool is final and not subject to further review.

  3. Anticipated Term of Resulting Contracts

  A Resulting Contract awarded to a Prequalified Supplier shall be non-exclusive, with an original term to be determined at the time of Resulting Contract award based on the awarding Department’s business needs but in no case shall the term exceed ten (10) years.

  4. Anticipated Contract Not to Exceed Amount

  The not to exceed (“NTE”) amount for a Resulting Contract awarded under this Solicitation cannot be anticipated at the time of this Solicitation but shall be determined at the time of Resulting Contract award based on the awarding Department’s needs.

  D. Indefinite Quantity - Reserved

  E. Cooperative Agreement

  Any other City department, public entity or non-profit made up of multiple public entities, may use the results of this Solicitation to obtain some or all of the commodities or services to be provided by Respondent under the same terms and conditions of any contract awarded under this Solicitation.

  F. Solicitation Schedule

  The anticipated schedule for this Solicitation is set forth below. These dates are tentative and subject to change. It is the responsibility of the Respondent to check for any Addenda to this Solicitation or other published pertinent information.

  Submittal Phase	Tentative Date
  Request for Qualifications Issued	March 24, 2026
  Deadline to Submit Submittals	N/A – this is a continuous solicitation
  Initial Notice of Intent to Establish Prequalified Pool	April 24, 2026
  Period for Protesting Notice of Intent to Establish Prequalified Pool	Within (3) three business days of the City's issuance of a Notice of Intent to Establish Prequalified Pool.

   

  G.    Contract Terms and Negotiations – Reserved.

• SERVICES REQUESTED —

  A. Services Requested

  Airport is issuing this Solicitation to identify and prequalify Respondents qualified to provide as‑needed catering services in support of Airport events. Respondents who are successfully added to the Airport’s Prequalified Pool may be contacted on an as‑needed basis to provide catering services that align with the specific requirements of each event as detailed in this RFQ. Other City Departments may also use the Prequalified Pool as described in this RFQ.

  Catering needs will vary by event and will be communicated to Prequalified Suppliers at the time services are being planned. Events may differ in size, format, and culinary style. Prequalified Suppliers may be asked to provide catering services that align with the Airport’s/other City Department’s specific event requirements. These needs may include, but are not limited to, the following:

  Cuisine Options:

  1. 1. A variety of culinary styles, including but not limited to: American, international, specialty, dietary‑restricted, or themed menus.
     2. Ability to accommodate vegetarian, vegan, gluten‑free, allergen‑sensitive, or other dietary requirements.

  Event Size and Format:

  1. 1. Catering for events of various sizes, including small meetings, employee gatherings, community events, or large‑scale functions hosted on Airport/other City Department property.
     2. Support for multi‑shift events, including daytime and nighttime service to accommodate Airport/other City Department employee schedules.

  Presentation and Types

  1. 1. Packaged meals for pickup or delivery.
     2. Buffet or plated service, including setup and breakdown.
     3. Food truck or mobile food service on Airport/other City Department grounds.

  B.    Regulatory and Compliance Requirements Specific to the Services Solicited – Reserved.

  C.    Green Purchasing Requirements

  In preparation for any Submittal submitted in response to this Solicitation, Respondents are required to review the City Mandatory Green Purchasing Requirements to ensure all goods and services offered to City in response to this Solicitation comply with the City’s Green Purchasing Requirements.

  D.    Alternates and Samples - Reserved

  E.    Freight on Board and Shipping Costs – Reserved

• LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS —

  A. CMD Compliance Officer

  Contract Monitoring Division
  City and County of San Francisco
  Tel: 415.554.0630
  Email: LBEcert@sfgov.org

  B. Application of LBE Rating Bonuses

  LBE Rating Bonuses shall be applicable to at each phase of the Solicitation evaluation and selection process, in accordance with the values shown below. 

  1. Commodities – Reserved.

  2. General and Professional Services

  Estimated Contract Value	Small/Micro LBEs Rating Bonus	SBA LBEs Rating Bonus
  Greater than $10,000 but less than or equal to $400,000.	10%	0%
  Greater than $400,000 but less than or equal to $10,000,000.	10%	5% So long as it does not adversely affect a Small or Micro-LBE Respondent’s participation or, for Professional Services, an JV Respondent’s participation.
  Greater than $10,000,000 but less than or equal to $20,000,000.	2%	2%

   

  3. Professional Services by Joint Ventures – Reserved.

  C. LBE Subcontracting Participation Requirements

  There shall be no LBE Subcontracting Requirement for any Contract awarded under this Solicitation because the anticipated Contract NTE amount will be less than one half of the Minimum Competitive Amount.

  D.    CMD LBE Forms – Reserved.
  E.    LBE Payment and Utilization Tracking – Reserved.

• SUBMITTAL EVALUATION CRITERIA —

  Evaluation Phase	Maximum Points
  Minimum Qualifications Documentation	Pass/Fail

   

   

• MINIMUM QUALIFICATIONS DOCUMENTATION REQUIRED WITH SUBMITTAL (PASS/FAIL) —

  Respondents do not need to meet the Minimum Qualifications to begin participation in this RFQ, complete the OpenGov online registration, and fill in initial information on the SFO intake form on the e-procurement portal. However, Respondents must provide information and documentation that clearly demonstrates that each Minimum Qualification (MQ) listed below has been met in order to be considered for the Prequalified Pool. Each Submittal will be reviewed for initial determination on whether Respondent meets the MQs referenced in this section. This screening is a pass or fail determination and a Submittal that fails to meet the MQs will not be eligible for the Prequalified Pool. The City reserves the right to request clarifications from Respondents prior to rejecting a Submittal for failure to meet the MQs.

  MQ #	Description	Documentation Required
  MQ 1	Health Department Permit	A satisfactory Bay Area city or county government-issued health permit for food services
  MQ 2	Registered as a City Approved Supplier	Satisfactory documentation demonstrating that the Respondent holds a City‑approved Supplier ID in Active Status with the City and County of San Francisco.   See XII. A. How to Register as a City Supplier, on how to become a City-approved Supplier.

   

• ARTICLES VI. VII, VIII, IX - RESERVED —

  VI. Written Submittal evaluation criteria - Reserved.

  VII. Price Submittal - Reserved.

  VIII. Oral interview – Reserved.

  IX. Supporting Documentation Required Prior to Contract Execution. - Reserved.

• FAILURE TO PROVIDE INSURANCE AND/OR BONDS —

  Unless otherwise stated, within ten business days of the receipt of a notice of award of a Contract, the Respondent to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City. If the Respondent fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, City may, at its option, determine that the Respondent has abandoned its Submittal.  The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents. Airport does not anticipate requiring bonds for this RFQ.

• CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS —

  The San Francisco Municipal Code establishes a number of requirements for people seeking to do business with the City (“Social and Economic Policy Requirements”). The Social and Economic Policy Requirements set forth below are not intended to be a complete list of all Social Policy Requirements applicable to this Solicitation and any Resulting Contracts awarded from it.

  A. Nondiscrimination Requirements

  A Respondent selected under this Solicitation may not, during the term of the Resulting Contract, in any of its operations in San Francisco, on real property owned by San Francisco, or where work is being performed for the City elsewhere in the United States, discriminate in the provision of bereavement leave, family medical leave, health benefits, membership or membership discounts, moving expenses, pension and retirement benefits or travel benefits, as well as any benefits other than the benefits specified above, between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of such employees, where the domestic partnership has been registered with a governmental entity under state or local law authorizing such registration, subject to the conditions set forth in San Francisco Labor and Employment Code Articles 131 and 132.

  B. Payment of Prevailing Wages – Reserved.

  C. Health Care Accountability Ordinance (HCAO)

  If awarded a Resulting Contract if selected from the Prequalified Pool, Respondent may be required to comply with the requirements of San Francisco Labor and Employment Code Articles 121. For more information, visit: http://sfgov.org/olse/hcao

  D. Minimum Compensation Ordinance (MCO)

  If awarded a Resulting Contract if selected from the Prequalified Pool, Respondent may be required to comply with San Francisco Labor and Employment Code Articles 111. For more information, visit: http://sfgov.org/olse/mco.

  E. First Source Hiring Program

  If awarded a Resulting Contract if selected from the Prequalified Pool, Respondent may be required to comply with all applicable provisions of the First Source Hiring Program, Chapter 83 of the San Francisco Administrative Code. For more information, visit https://oewd.org/first-source

  F. Sweatfree Procurement – Reserved.

  G. Non-Profit Entities – Reserved.

  H. Other Social Policy Provisions – Reserved.

  I. Airport Intellectual Property.

  Under Resolution No. 01-0118, adopted by the Airport Commission on April 18, 2001, the Airport Commission affirmed that it will not tolerate the unauthorized use of its intellectual property, including the SFO logo, CADD designs, and copyrighted publications.  All Respondents, bidders, contractors, tenants, permittees, and others doing business with or at the Airport (including subcontractors and subtenants) may not use the Airport intellectual property, or any intellectual property confusingly similar to the Airport intellectual property, without the Airport Director’s prior consent.

  J. Labor Peace / Card Check Rule.

  Contractor will comply with the Airport’s Labor Peace/Card Check Rule, a revised version of which was adopted as Rule 12.1 on February 7, 2023 by Airport Commission Resolution No. 23-0018 (as amended the “Labor Peace/Card Check Rule”).  To comply with the Labor Peace/Card Check Rule, each Covered Employer shall comply with the Labor Peace/Card Check Rule, Section C, Covered Employer Duties, Items 1-13.  If the Airport Director determines that Contractor violated the Labor Peace/Card Check Rule, the Airport Director shall have the option to terminate the Contract, in addition to exercising all other remedies available to the Airport Director.  Capitalized terms not defined in this provision are defined in the Labor Peace/Card Check Rule.

  K. Quality Standards Program – Reserved.

  L. Worker Retention Policy - Reserved.

  M. Airport’s Small Business Participation Requirements.

  SFO has developed outreach initiatives to promote access opportunities for small, local, woman and minority-owned businesses with a view toward increasing participation of local and small businesses across the Airport.  Contractor will be required to participate in one or more of the following Airport-sponsored capacity building events during the term of the Agreement with the Airport:

  1.    Doing Business at SFO Events

  2.    Small Business Town Halls

  3.    Meet the Prime Networking Events

• TERMS AND CONDITIONS FOR RECEIPT OF SUBMITTALS —

  A. How to Register as a City Supplier

  The following requirements pertain only to Respondents not currently registered with the City as a Supplier. (Respondents are referred to as “Bidders” in the City’s Supplier Portal.)

  Step 1: Register as a BIDDER at City’s Supplier Portal:

  https://sfcitypartner.sfgov.org/pages/index.aspx

  Step 2: Follow instructions for converting your BIDDER ID to a SUPPLIER ID. This will require you to register with the City Tax Collector’s Office and submit the online Declaration for Article 131 (Equal Benefits Program) compliance through the Supplier portal. Once these forms have been completed, submitted, and processed, you will be notified via email with your organization's new Supplier ID. That email will also provide instructions for completing your Supplier registration.

  • • City Business Tax Registration Inquiries: For questions regarding business tax registration procedures and requirements, contact the Tax Collector’s Office at (415) 554-4400 or, if calling from within the City and County of San Francisco, 311.
    • Equal Benefits Program Inquiries: For questions concerning the San Francisco Labor and Employment Code Articles 131 and 132, go to: www.sfgov.org/cmd.

  B. Submittals Questions and Submissions

  1. Respondent Questions and Requests for Clarification

  Respondents shall address any questions regarding this Solicitation to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation. Respondents who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted through the Airport’s OpenGov e-procurement portal: https://procurement.opengov.com/portal/sfo/projects/247719  or by email to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation no later than the Written Questions Due Date. Question and answer will be posted publicly in the Airport’s OpenGov e-procurement portal. It is the responsibility of the Respondent to check for any Addenda and/or other updates that may be posted on the Airport’s OpenGov e-procurement portal.

  2. Submittal Format

  Respondents will submit their MQ documentation stated in Article V, MINIMUM QUALIFICATIONS DOCUMENTATION REQUIRED WITH SUBMITTAL (PASS/FAIL), and fill in the intake form at: https://procurement.opengov.com/portal/sfo/projects/247719

  3. Time and Place for Submission of Submittals

  Prior to the Submittal deadline, or on a rolling basis throughout the term of this RFQ as provided in Section I.B, entitled “Creation and Duration of the Prequalified Pool,” Respondents must complete the intake form and upload their MQ documentation to the Airport’s OpenGov e-procurement portal at: https://procurement.opengov.com/portal/sfo/projects/247719. Late submissions are allowed, as this is a rolling RFQ, however, on-time Submittals are strongly encouraged in order to maximize the opportunities potentially available. Each original Submittal received will be screened to ensure that all content required by this Solicitation is included. Partial or complete omission of any required content may disqualify Submittals from further consideration. Failure to adhere to the above requirements may result in the rejection of your Submittal.

  C. RFQ Addenda

  The City may modify this Solicitation, prior to the Submittal Due Date, by issuing an Addendum to the Solicitation, which will be posted on Airport’s OpenGov e-procurement portal at: https://procurement.opengov.com/portal/sfo/projects/247719. The Respondent shall be responsible for ensuring that its Submittal reflects any and all Addenda issued by the City prior to the Submittal Due Date regardless of when the Submittal is submitted. Therefore, the City recommends that the Respondent consult the website frequently, including shortly before the Submittal Due Date, to determine if the Respondent has downloaded all Solicitation Addenda. It is the responsibility of the Respondent to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

  THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE ACCEPTANCE BY RESPONDENTS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL ADDENDA ISSUED TO THIS SOLICITATION, AND THE PROPOSED CONTRACT TERMS.

  D. Public Disclosure

  All documents under this solicitation process are subject to public disclosure per the California Public Records Act (California Government Code Section §7920.000 et seq.) and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Resulting Contracts, Submittals, responses, and all other records of communications between the City and Respondents shall be open to inspection immediately after a contract has been awarded. Nothing in this Administrative Code provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a Resulting Contract or other benefit until and unless that person or organization is awarded the Resulting Contract or benefit.

  If the City receives a Public Records Request (“Request”) pertaining to this Solicitation, City will use its best efforts to notify the affected Respondent(s) of the Request and to provide the Respondent with a description of the material that the City deems responsive and the due date for disclosure (“Response Date”).  If the Respondent asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Respondent that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Respondent seeks judicial relief on or before the Response Date. Should Respondent fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

  E. Limitation on Communications During Solicitation

  From the date this Solicitation is issued until the date the competitive process of this Solicitation is completed (either by cancellation by final action of the Airport Commission and the Board of Supervisors), Respondents and their subcontractors, vendors, representatives and/or other parties under Respondent’s control, shall communicate solely with the Airport only with the person whose name appears in this Solicitation (“Contract Administrator”) whose name and contact information appears on the cover page of this Solicitation.  Any attempt to communicate with any party other than the Contract Administrator – including any City official, representative or employee - is strictly prohibited. The persons with whom communication is prohibited includes, but is not limited to, any City and County of San Francisco elected official, member of the Airport Commission, City or Airport Commission personnel, and/or any selection panel member.  Failure to comply with this communications protocol may, at the sole discretion of the Airport, result in the disqualification of the Respondent or potential Respondent from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

  F. Submittal Selection Shall Not Imply Acceptance

  The acceptance and/or selection of any Submittal(s) shall not imply acceptance by the City of all terms of the Submittal(s), which may be subject to further approvals before the City may be legally bound thereby.

  G. Cybersecurity Risk Assessment

  As part of City’s evaluation process, City may engage in Cybersecurity Risk Assessment (CRA). CRA may be performed for each entity manufacturing the product, performing technical functions related to the product’s performance, and/or accessing City’s networks and systems. Where a prime contractor or reseller plays an active role in each of these activities, CRA may also be required for the prime contractor or reseller.

  To conduct a CRA, City may collect as part of this Solicitation process one of the following two reports:

  • • SOC-2 Type 2 Report: Report on Controls at a Service Organization Relevant to Security, Availability, Processing Integrity, Confidentiality or Privacy; or
    • City’s Cyber Risk Assessment Questionnaire: Respondent’s responses to a City’s Cyber Risk Assessment Questionnaire.

  The above reports may be requested at such time City has selected or is considering a potential Respondent. The reports will be evaluated by the soliciting Department and the City’s Department of Technology to identify existing or potential cyber risks to City. Should such risks be identified, City may afford a potential Respondent an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to: on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews.

  H. Solicitation Errors and Omissions

  Respondents are responsible for reviewing all portions of this Solicitation.  Respondents are to promptly notify the City, in writing and to the Solicitation contact person if the Respondent discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than the deadline for questions.  Modifications and clarifications will be made by Addenda as provided below.

  I. Objections to Solicitation Terms

  Should a Respondent object on any ground to any provision or legal requirement set forth in this Solicitation, the Respondent must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection.  The failure of a Respondent to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

  J. Protest Procedures

  1. Protest of Non-Responsiveness Determination

  Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Respondent may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Respondent, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

  2. Protest of Non-Responsible Determination

  Within three (3) business days of the City's issuance of a Notice of Non-Responsibility, a Respondent may submit a written Notice of Protest of Non-Responsibility. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Respondent, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

  3. Protest of Contract Award

  Within three (3) business days of the City's issuance of a Notice of Intent to Award, a Respondent may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Respondent, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest. The City, at its discretion, may make a determination regarding a protest without requesting further documents or information from the Respondent who submitted the protest. Accordingly, the initial protest must include all grounds of protest and all supporting documentation or evidence reasonably available to the prospective Respondent at the time the protest is submitted. If the Respondent later raises new grounds or evidence that were not included in the initial protest, but which could have been raised at that time, then the City may not consider such new grounds or new evidence. Upon receipt of a timely and proper protest, the City will review the protest and conduct an investigation as it deems appropriate. As part of its investigation, the City may consider information provided by sources other than the Respondent. The City may also consider supplemental correspondence or other information relating to the original ground(s) of Protest submitted by a protesting Respondent to the extent the City determines that such information will assist it in resolving the Protest.  At the completion of its investigation, the City will provide a written determination to the Respondent who submitted the protest.

  4. Delivery of Protests

  A Notice of Protest must be written. Protests made orally (e.g., by telephone) will not be considered.  A Notice of Protest must be delivered by mail or email to the Contract Administrator whose name and contact information appears on the cover page to this Solicitation and received by the due dates stated above. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

  K. Submittal Term

  Submission of a Submittal signifies that the proposed products, services and prices are valid for 180 calendar days from the Submittal Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Respondent’s election, the Submittal may remain valid beyond the 180-day period in the circumstance of extended negotiations.

  L. Revision to Submittal

  A Respondent may revise a Submittal on the Respondent’s own initiative at any time before the deadline for submission of Submittals.  The Respondent must submit the revised Submittal in the same manner as the original. A revised Submittal must be received on or before, but no later than the Submittal Due Date and time. In no case will a statement of intent to submit a revised Submittal, or commencement of a revision process, extend the Submittal Due Date for any Respondent. At any time during the Submittal evaluation process, the City may require a Respondent to provide oral or written clarification of its Submittal. The City reserves the right to make an award without further clarifications of Submittals received.

  M. Submittal Errors and Omissions

  Failure by the City to object to an error, omission, or deviation in the Submittal will in no way modify the Solicitation or excuse the Respondent from full compliance with the specifications of this Solicitation or any contract awarded under this Solicitation.

  N. Financial Responsibility

  The City accepts no financial responsibility for any costs incurred by a Respondent in responding to this Solicitation.  Respondents acknowledge and agree that their submissions in response to this Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

  O. Respondent’s Obligations under the Campaign Reform Ordinance

  If a contract awarded under this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Respondents are hereby advised:

  1. 1. Submission of a Submittal in response to this Solicitation may subject the Respondents to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Respondents, and their affiliates from making political contributions to certain City elective officers and candidates; and
     2. Before submitting a Submittal in response to this Solicitation, Respondents are required to notify their affiliates and subcontractors listed in the awarded contract or Submittal of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

  This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Submittal. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

  The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Submittal for a contract until either: (1) negotiations are terminated and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

  A violation of Section 1.126 may result in criminal, civil, or administrative penalties. For further information, Respondents should contact the San Francisco Ethics Commission at (415) 252-3100 or go to https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders.

  P. Reservations of Rights by the City

  The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

  1. 1. Waive or correct any defect or informality in any response, Submittal, or Submittal procedure;
     2. Reject any or all Submittals;
     3. Reissue the Solicitation;
     4. Prior to submission deadline for Submittals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this Solicitation, or the requirements for contents or format of the Submittals;
     5. Procure any materials, equipment or services specified in this Solicitation by any other means; or
     6. Determine that the subject goods or services are no longer necessary.

  Q. No Waiver

  No waiver by the City of any provision of this Solicitation shall be implied from the City’s failure to recognize or take action on account of a Respondent’s failure to comply with this Solicitation.

  R. Other

  1. 1. The City may make such investigation, as it deems necessary, prior to the award of this contract to determine the conditions under which the goods are to be delivered or the work is to be performed. Factors considered by the City shall include, but not be limited to:
        1. Any condition set forth in this Solicitation;
        2. Adequacy of Respondent’s plant facilities and/or equipment, location and personnel location to properly perform all services called for under the Purchase Order; and
        3. Delivery time(s).
     2. City reserves the right to inspect an awarded Respondent’s place of business prior to award of and/or at any time during the contract term (or any extension thereof) to aid City in determining an awarded Respondent’s capabilities and qualifications.
     3. Failure to timely execute a contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another Respondent and may proceed against the original selectee for damages.
     4. City reserves the right to reject any Submittal on which the information submitted by Respondent fails to satisfy City and/or if Respondent is unable to supply the information and documentation required by this Solicitation within the period of time requested.
     5. Any false statements made by a Respondent or any related communication/clarification may result in the disqualification of its Submittal from receiving further evaluation and a contract award.

Submission Requirements

• Have you fill out the intake form? (https://cater.sfoprocure.com/intake)

Questions & Answers