How to Contract With CalPERS

Informal solicitations are initiated by requesting quotes from a minimum of two (2) certified Small Business (SB) or Disabled Veterans Business Enterprises (DVBE) for services less than $250,000.

CalPERS is committed to awarding 25% of its contract and procurement dollars to certified SBs and 3% of its contract and procurement dollars to certified DVBEs.

The CalPERS advocate provides support, outreach, and assistance with certification and finding a subcontractor. 

For more information, email sb_dvbeadvocate@calpers.ca.gov.

Formal solicitations are obtained through a formal, competitive bidding process using one of the following methods:

1. Invitation for Bid (IFB)
   This method is used to secure services for routine personal or mechanical skills when work methods are standard or little discretion exists in terms of how the work is performed. A statement of work is clearly stated, and bidders are generally told what, how, when, and where work and services are to be done. In the IFB process, the lowest responsive, responsible bidder is awarded the contract.
2. Request for Proposal (RFP)
   There are three variations of an RFP, which are used for more complex services: primary, secondary, and Spring-Fed Pool (SFP).
   • In a primary RFP, technical requirements are not innovative or creative and the fee proposals are not scored and awarded based on the lowest bid.
   • In a secondary RFP, technical requirements are innovative or creative and the fee proposal is either scored against criteria stated in the RFP or subjected to a formula to convert the quoted cost into score or point values. The fee proposal must be at least 30% of the score.
   • Spring-Fed Pool (SFP) is a type of RFP that allows for a pool of awarded contractors to bid for one or more service categories. Contracts are $0, and once applicable projects are identified, we’ll engage a selected firm from the SFP through a Letter of Engagement.

Note: To support diverse and inclusive procurement practices, all informal solicitations require a minimum of 3% commitment to California certified Disabled Veteran Business Enterprise (DVBE), unless exempted. A 25% commitment to a California certified Small Business (SB) is highly encouraged.

Participating vendors can receive up to a 5% bid incentive on applicable state contracts with SB participation, and a up to a 5% bid incentive that is applied during the bid evaluation process with DVBE participation.

Search the Department of General Services’ (DGS) online Certified Firm Listing to find California certified subcontractors to help meet your participation goals. Contact the CalPERS SB & DVBE advocate for additional guidance and information: sb_dvbeadvocate@calpers.ca.gov.

CalPERS’ vendor pool is used to procure various IT good and services, and non-IT goods and services on a continuous basis. You can apply to be included in the vendor pool at any time – there is no need to wait for a solicitation to join.

To be eligible, you must hold a current State Leveraged Procurement Agreement (LPA) from the California Department of General Services or the federal government. LPA types include:

• California Multiple Award Schedules (CMAS)
• Software Licensing Programs (SLP)
• National Association of State Procurement Officials (NASPO)
• Master Services Agreements (MSA)
• General Services Agreements (GSA) 

Email ossdvendorpool@calpers.ca.gov for more information about the vendor pool and how to apply.