002_Exhibit_A_SOW_Request_for_Proposal_(11_08_24).docx

CIRM Request for Proposal (RFP) for Diversity, Equity, and Inclusion (DEI) Consulting Services

Introduction

CIRM invites qualified consulting firms to submit proposals to provide Diversity, Equity, and Inclusion (DEI) consulting and training services. This initiative aims to enhance our DEI approaches and protocols, foster a more inclusive work environment through employee training, and ensure equitable opportunities for all employees.

Budget

The budget is $75,000 - $100,000.

Payment will be made in accordance with, and within the time specified in, Government Code, Chapter 4.5, commencing with Section 927. (See Exhibit B: Budget and Payment Terms.)

Submission Deadline

Scope of Work

1) Analysis of Existing CIRM DEI Approaches and Protocols

a) Document Review

i) Review existing DEI policies, procedures, and protocols.

ii) Assess previous DEI initiatives and their outcomes.

iii) Evaluate CIRM’s current diversity metrics and data collection methods.

b) Stakeholder Interviews

i) Conduct interviews with key stakeholders including leadership, HR, and staff from diverse backgrounds.

ii) Gather and summarize key insights on perceived strengths and weaknesses in current DEI efforts.

c) Focus Groups

i) Organize focus groups with various employee groups to understand their experiences and challenges.

ii) Ensure representation from different demographic groups and organizational levels.

d) Survey Administration

i) Develop and distribute a comprehensive DEI survey to all employees.

ii) Analyze survey results to identify trends and areas for improvement.

e) Benchmarking

i) Compare CIRM’s DEI practices with industry best practices for similar organizations.

ii) Identify gaps and opportunities for enhancement.

2) Recommendations for Improving DEI Approaches and Protocols

a) Policy and Procedure Enhancements

i) Develop recommendations to update or create DEI-related policies and procedures.

ii) Ensure policies are in line with best practices and legal requirements.

b) Strategic DEI Plan

i) Draft a multi-year DEI strategic plan with clear goals, objectives, and key performance indicators (KPIs).

ii) Include strategies for recruitment, retention, and promotion of diverse talent.

c) Communication and Engagement

i) Propose methods to improve internal communication regarding DEI efforts.

ii) Suggest initiatives to foster a more inclusive and engaged workforce.

d) Accountability Measures

i) Recommend frameworks for holding leadership and staff accountable for DEI progress.

ii) Propose regular reporting and transparency mechanisms.

3) Staff Training

a) Training Needs Assessment

i) Identify specific DEI training needs for different staff groups.

ii) Assess current training programs and their effectiveness.

b) Customized Training Programs

i) Develop and deliver DEI training modules tailored to CIRM’s needs.

ii) Topics may include, but not limited to: unconscious bias, cultural competency, inclusive leadership, and allyship.

c) Training Delivery

i) Offer a mix of in-person workshops, webinars, and e-learning options.

ii) Provide training materials and resources for ongoing learning.

d) Evaluation and Feedback

i) Implement methods to evaluate the effectiveness of training programs.

ii) Collect feedback from participants to refine future training efforts.

4) Timelines for Each Stage of the Project

a) Project Kickoff (Month 1)

i) Initial meetings with CIRM leadership and key stakeholders.

ii) Finalize project plan and timelines.

b) Analysis Phase (Months 2-3)

i) Conduct document reviews, stakeholder interviews, focus groups, and surveys.

ii) Complete benchmarking analysis.

c) Recommendation Phase (Months 4-5)

i) Develop and present recommendations for improving DEI approaches.

ii) Draft and finalize the DEI strategic plan.

d) Training Phase (Months 6-7)

i) Conduct training needs assessment and develop customized training programs.

ii) Deliver initial training sessions.

e) Implementation and Monitoring Phase (Months 8-9)

i) Begin implementation of recommended DEI strategies.

ii) Establish accountability measures and monitoring processes.

f) Final Reporting (Month 10)

i) Submit final report summarizing analysis, recommendations, training outcomes, and implementation progress.

ii) Present findings to CIRM leadership.

g) Total Project timeline for completion – ten months from contract award to project completion.

5) Proposal Submission Requirements

a) Qualifications and Experience

i) Provide an overview of the firm's experience with DEI consulting.

ii) Highlight relevant projects and case studies.

b) Proposed Approach and Methodology

i) Detail the approach and methodology for each phase of the project.

ii) Include a proposed project timeline and milestones.

c) Team Composition

i) List team members, their roles, and relevant experience.

ii) Include resumes and any relevant certifications.

d) Budget and Cost Breakdown

i) Provide a detailed budget and cost breakdown for the project.

ii) Include any additional costs for materials, travel, or other expenses.

e) References

i) Provide at least three references from similar projects with complete contact information.

f) STD Form 204/205: Payee Data Record

i) The STD Forms are required to create and validate the Payee information for the Vendor. The DocuSign links for these forms are listed in the STD Payee Forms document as part of the downloaded RFP Files.

6) Additional Suggestions

a) Ongoing Support and Evaluation

i) Provide post-implementation support and consultation.

ii) Develop metrics and tools for ongoing evaluation of DEI initiatives.

iii) Recommend strategies for continuous improvement and sustainability.

b) Stakeholder Engagement

i) Engage key stakeholders throughout the project to ensure buy-in and support.

ii) Facilitate regular communication and feedback loops.

c) Customization and Flexibility

i) Ensure all recommendations and training programs are tailored to the unique needs of CIRM.

ii) Remain flexible to adjust plans based on feedback and evolving needs.

7) Evaluation Criteria

a) Relevant experience and expertise.

b) Quality and feasibility of the proposed approach and methodology.

c) Demonstrated understanding of CIRM’s needs and goals.

d) Reasonableness of the proposed budget.

e) Feedback from references.

Contact Information For any questions or further information, please contact:

CIRM Business Office contracts@cirm.ca.gov