Evaluation of Bids/Offers, Contract Award, and GenAI Disclosure - 2304.4

(New: 09/2024)

 

Departments must obtain the GenAI Reporting & Factsheet Form (STD 1000) from each bidder/offeror prior to contract award.

When evaluating responses to solicitations, regardless of acquisition type, dollar value, or method, the evaluation must include a mandatory administrative requirement for bidders/offerors to submit the required GenAI Reporting & Factsheet Form (STD 1000).

If the bidder/offeror does not submit a completed GenAI Reporting & Factsheet Form (STD 1000), the bid/offer may be deemed nonresponsive.

Procurement professionals may allow a reasonable amount of time to all bidders/offerors to:

• Collect the form if not returned with the bid/offer.
• Request completion of the form if bidder/offer failed to mark “yes” or “no,” failed to sign the form, or failed to complete required fields when the “yes” box is marked.

Once a completed GenAI Reporting & Factsheet Form (STD 1000) is submitted with the bid/offer, it must not be modified. Procurement officials must be consulted for any communications or clarifications related to the GenAI Reporting & Factsheet Form (STD 1000).

When GenAI is reported/disclosed by the bidder/offeror that is to be awarded the contract, the procurement official must engage their Chief Information Officer (CIO) prior to proceeding with a GenAI purchase or approving a contract that includes services generated by GenAI. The CIO must obtain and use the details provided in the GenAI Reporting & Factsheet Form (STD 1000) to conduct a risk assessment. If the risk level is "Moderate" or "High," the CIO must consult with the California Department of Technology (CDT) prior to contract award. Refer to TL 24-01 for more details.

Procurement professionals will provide a copy of the GenAI Reporting & Factsheet Form (STD 1000) to their CIO or designee to perform a risk assessment; CIOs will share a copy with CDT as part of a GenAI consultation request.

Only a copy of the GenAI Reporting & Factsheet Form (STD 1000) for the proposed awardee is submitted to the CIO; not all STD 1000 forms for all bidders/offerors.

In some instances, this may be a second check in with the CIO and CDT, a necessary step to assess the details disclosed by the bidder/offeror in the GenAI Reporting & Factsheet Forms (STD 1000).

Procurement professionals must confirm with their department CIO that the purchase may proceed. Confirmation must be kept in the procurement/contract file, which can be an email or a form created by the department.

GenAI Reporting & Factsheet Forms (STD 1000) are kept in the procurement file with bid/offer responses, and for transactions exempt from competition (e.g., proprietary software, contracts awarded based on an approved Non-Competitive Bid Justification, etc.).