04A7332_RFP.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, GOVERNOR

California Department of Transportation

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET, MS 65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

Date: January 13, 2026

Request For Proposal

Notice to Prospective Proposers RFP Number 04A7332

You are invited to review and respond to this Request for Proposal (RFP) Number 04A7332, titled PRS Communications Plan for San Francisco Freeway and Roadway Rehabilitation Projects. In submitting your proposal, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Executive Order S-02-06, the California Department of Transportation (Caltrans) is committed to meeting the State’s 25 percent (25%) Small Business (SB) participation goal. Certified SBs, Micro Businesses (MB) are encouraged to submit bids.

See Section D, Special Programs, Item 1, in this RFP for requirements.

The Department of Transportation (Caltrans) is committed to meeting the State’s 25% Small Business participation goal, as required by Governor Executive Order S-02-06 and want to encourage Certified Small Businesses (SB), Microbusinesses (MB), and any Contractors willing to commit to subcontracting a minimum of 25% of their net bid price to certified SB or MB to submit proposals.

Note that all Agreements entered into with Caltrans will include, by reference, General Terms and Conditions (GTC 02/2025) and Contract Certification Clauses (CCC 04/2017) that must be downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

The designated contact person for this RFP is:

Laurie Noble Department of Transportation Email address: Laurie.Noble@dot.ca.gov Phone: (279) 234-2411 https://dot.ca.gov/programs/procurement-and-contracts/ https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:Laurie.Noble@dot.ca.gov

Please note that no verbal information given will be binding upon Caltrans unless such information is issued in writing as an official addendum.

Technical questions regarding this solicitation will be addressed, in writing, in accordance with the Questions and Answers portion of this RFP. See Section C)3, Questions and Answers, for more details.

Sincerely, LAURIE NOBLE

Contract Analyst

Caltrans RFP Number 04A7332

Table of Contents

Section Page

A) Purpose and Description of Service 1

B) Minimum Qualifications for Proposers 1

C) Proposal Requirements and Information 2

1. Time Schedule 2

2. Optional Pre-Proposal Conference 2

3. Questions and Answers 2

4. Technical Proposal Requirements 3

5. Cost Proposal Requirements 5

6. California Civil Rights Laws 6

7. Darfur Contracting Act 6

8. Iran Contracting Act 7

9. Executive Order N-6-22 - Russia Sanctions 7

10. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

11. Standard Title VI/Nondiscrimination Assurances (United States Department of Transportation DOT Order No. 1050.2A)

12. Mandatory Organic Waste Recycling 8

13. Submission of Proposal 8

14. Evaluation Process 10

15. Pre-Award Audit 12

16. Award and Protest 13

17. Disposition of Proposals 13

18. Standard Conditions of Service 14

D) Special Program(s) 14

Disadvantaged Business Enterprise (DBE) Program 15

Small Business Enterprise or Microbusiness Preference 15

Attachments

1 Cost Proposal Worksheet

2A Key Personnel Hours Table (Sample)

2B Sample Reference Form

2C Quotes from SB Subcontractors

3 Proposal/Proposer Certification Sheet

4 Required Attachment Checklist

5 Technical Evaluation: Phase I (Criteria for Evaluation of Consultant - Technical Proposal Evaluation)

6 Technical Evaluation: Phase II (Criteria for Evaluation of Consultant Oral Presentation)

7 Accounting and Audit Guidelines

8 Proposed Form of Agreement

A) Purpose and Description of Services

The primary scope of this Contract is to deliver and execute a complete multi-lingual Public Relations Service (PRS) Communications Plan for the Caltrans District 4 San Francisco Freeway and Roadway Rehabilitation Projects that is clear, effective, engaging and responsive to gain public awareness and understanding of the impacts of these projects. A successful Communications Plan will achieve effective public involvement and geo-targeted engagement, as well as build and maintain good customer relations with the traveling public along US-101, I-280 and 19th Avenue.

The Contractor’s output will focus on public engagement regarding the impact of these highly visible projects on constituents in and around San Francisco, such as multi-lingual communities in the area, including residents, commuters, businesses, elected officials, travelers and students.

The primary goal of the outreach is to inform public audiences in advance and keep them actively involved and participating in the public outreach efforts, ultimately reducing congestion, improving safety, and reducing overall regional impacts. The public outreach events are designed to reach as many community members as possible to raise awareness of upcoming freeway closures, traffic detours, loud noises at night, and possible dust in the air due to the freeway and roadway rehabilitation projects in the area.

Refer to the Proposed Form of Agreement, which is attached to this RFP as Attachment 8 (Exhibit A) for a more complete description of services.

B) Minimum Qualifications for Proposers

To be considered qualified to perform the work required to conduct the services for this contract, proposers must demonstrate the following qualifications and experience in the Minimum Qualifications section of their Technical Proposal.

1. Five (5) years of experience in selecting, negotiating, securing, and placing advertisements in various markets.

2. Five (5) years of experience developing, executing, and managing public awareness campaigns for transportation construction projects in California.

3. Five (5) years of experience in Project Management.

4. Three (3) years of experience in Public Relations and Outreach Services for transportation construction project campaigns; development and preparation of news releases, brochures, newsletters, fact sheets, and fliers; graphics, branding, and media purchasing; meeting facilitation; and conflict resolution in California.

5. Three (3) years of experience with translation and/or interpreter services for public works and construction of roadways and other transportation projects in California. Personnel assigned to translate and/or interpret for non-English speaking members of the community must be certified* by the State of California, under Government Code Section 11435-11435.65, or by the American Translators Association (ATA).

6. Three (3) years of experience in providing sign language to the hearing impaired and/or certified* by the National Registry of Interpreters for the Deaf (RID),or equivalent; in lieu of RID certification or equivalent, an interpreter shall have achieved a score of 3.0 or above on the Educational Interpreter Performance Assessment (EIPA), the Educational Sign Skill Evaluation- Interpreter and Receptive (EESE-I/R), or National Association for the Deaf/American Consortium of Certified Interpreters (NAD/ACCI) assessment.

7. Three (3) years of experience in providing facilitation services for public works and construction of roadways and other transportation projects in California; and, at a minimum, facilitators must be members and/or certified* by an established association of facilitators, such as International

Association of Facilitators (IAF) and other associations recognized by the industry and public agencies in California and other US states.

*Copies of certificates must be provided.

C) Proposal Requirements and Information

1. Time Schedule

It is recognized that time is of the essence. All proposers are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

Event Date Time

(Pacific Time)

RFP available to prospective proposers 01/13/2026

Optional Pre-Proposal Teleconference 01/21/2026 9:00 AM

Written Question Submittal 01/28/2026

Final Date for Proposal Submission 02/12/2026 2:00 PM

Oral Interviews (estimate) Week of 03/02/2026

Cost Proposal Opening 03/05/2026 2:30 PM

Posting of Notice of Intent to Award (estimate) Week of 03/09/2026

Proposed Agreement Award Date (estimate) Week of 03/16/2026

2. Optional Pre-Proposal Conference

A. An optional pre-proposal telephone conference will be held at 9:00 AM on January 21, 2026, for the purpose of discussing this RFP.

Teleconference Dial-In Number: 1-279-895-7250

Participant Code: 748 170 184#

B. An authorized representative may attend the optional pre-proposal teleconference on behalf of a potential prime contractor. The representative may only sign-in for one (1) company.

Subcontractors may not represent a potential prime contractor at optional pre-proposal conference.

C. For proposers who need assistance due to a physical impairment, a reasonable accommodation will be provided upon request for the optional pre-proposal conference.

The proposer must call the designated Contract Analyst no later than the fifth working day prior to the scheduled date and time of the Pre-Proposal Conference to arrange for a reasonable accommodation.

3. Questions and Answers

A. Questions regarding this RFP must be submitted in writing by January 28, 2026. Proposers are encouraged to submit their written questions via e-mail to Laurie.Noble@dot.ca.gov.

B. Written questions must include the individual's name, firm name, complete address and must reference RFP No. 04A7332. Questions must be sent to one of the following:

Email: Laurie.Noble@dot.ca.gov

Or mail to:

California Department of Transportation (Caltrans) Division of Procurement and Contracts Attention: Laurie Noble 1727 30th Street, MS 65 Sacramento, CA 95816-7006

C. Written responses to all questions will be collectively compiled and posted, as an Addendum, to the Cal eProcure website (https://caleprocure.com/pages/index.aspx). It is the responsibility of the proposer to access the website for any changes or Addenda that may be posted. Refer to this RFP, Section C1, Time Schedule, for the schedule of events and dates/times. It is the responsibility of the proposer to check Cal eProcure for all addenda.

Proposer can contact the Contract Analyst named above.

4. Technical Proposal Requirements

A. An original proposal marked "ORIGINAL COPY" and one (1) pdf copy on a thumb drive will be required for the Technical Proposal. The Technical Proposal shall contain at a minimum, all required items listed below. Each requirement’s location must be listed in a Technical Proposal, Table of Contents. Also see RFP Section C) 13., Submission of Proposal, for submittal details.

1) Section 1. Introduction and Minimum Qualifications: Proposer shall:

a. Introduce its team and summarize the highlights of the proposal.

b. Provide the information to demonstrate the minimum qualifications listed in RFP section B) Minimum Qualifications for Proposers.

2) Section 2. Project Management: Proposer shall:

a. Designate, by name, the Project Manager to be employed. The Project Manager must be an employee of the Prime Contractor. Project Manager shall be responsible for implementing the Scope of Work, overseeing the activities of the project team, and shall be the single point of contact for this contract. The Project Manager must be available to Caltrans as needed to effectively manage this contract. The selected Contractor shall not cause the substitution of the Project Manager without prior written approval of Caltrans.

b. Explain how the various tasks will be managed and coordinated, and how the project manager’s technical expertise will support the effective management and coordination of all activities described in the Scope of Work.

c. Provide an organizational flow chart showing the hierarchy of the proposer’s team personnel that will be utilized during the term of the Agreement. The chart must show the relationship between the Project Manager and personnel of the proposer’s organization and other parties (including subcontractors) to the proposal.

3) Section 3. Personnel: This section of the Technical Proposal shall identify the proposed team and key personnel. Key personnel shall have experience with, and in- depth knowledge of, techniques and procedures necessary to accomplish the various tasks listed in Attachment 8 (Proposed Form of Agreement), Exhibit A, Scope of Work.

a. Identify all key personnel of the prime contractor who will be working under the Agreement and provide brief (two pages maximum) resumes.

Include titles, education, academic degrees, professional licenses, qualifications, proposed roles and responsibilities, summaries of similar work performed and expected level of availability for this Agreement.

https://caleprocure.com/pages/index.aspx

b. Introduce the proposed subcontractor organizations, if any, and provide qualifications, roles, and responsibilities for the company/organization as a whole. Provide brief (two pages maximum) resumes for each of the subcontractors’ key personnel listed to provide services under the Agreement. Include titles, education, academic degrees, professional licenses, qualifications, proposed roles and responsibilities, summaries of similar work performed and expected level of availability for this Agreement. (The cost of the subcontracted work is to be itemized in the Cost Proposal as described below in Cost Proposal Requirements.)

c. Proposer shall provide a table in the format provided on Attachment 2A indicating how many hours each key personnel will be assigned for the Agreements and what task(s) each key personnel will perform. All key personnel of prime contractor and subcontractors assigned to the contract and listed in the Proposer’s Technical Proposal must be identified by name, title and firm name in the table (Attachment 2A).

Hours listed for key personnel on the table should match hours listed for key personnel in the Cost Proposal.

d. The selected contractor shall not substitute the listed key personnel or subcontractors without prior written approval by the Caltrans Contract Manager.

4) Section 4. Qualifications and Experience: Proposer shall:

a. Document the project team’s qualifications as they apply to performing the tasks described in the Scope of Work. Describe recently completed work as it relates to this Scope of Work.

b. Provide a table or matrix of relevant, previous contracts or projects cross-referenced with the requested services. Indicate the number of years of experience in each area.

c. Provide three (3) samples, not exceeding three (3) pages each, of relevant work experience identified under Task 1 through Task 9 in the Scope of Work (Attachment 8, Exhibit A, Scope of Work).

d. Clearly demonstrate an understanding of the Public Relations challenges and complexities that are present in District 4 San Francisco Bay Area.

5) Section 5. Work Plan and Work Schedule: Proposer shall provide a work plan and/or schedule for task completion. Identify each major task, necessary subtasks, and/or specific milestones by which progress can be measured and payments made. Provide a detailed description of the techniques, approaches, and methods to be used in performing the services (tasks and sub-tasks) listed in Attachment 8 (Proposed Form of Agreement), Exhibit A, Scope of Work. The work plan or schedule shall specify the estimated hours to accomplish each task.

6) Section 6. Facilities and Resources: This section shall:

a. Identify the location of the prime contractor and subcontractor’s headquarters and satellite office(s) and proposed methods of minimizing costs to Caltrans.

b. Describe the facilities, infrastructure, and resources available to the team. Describe equipment and/or software available to the team to perform multi-lingual translation services.

c. Indicate the availability of a dedicated, secure, project-specific digital resource to share and transfer deliverables, store project-related information, and distribute materials to the project team and Caltrans. Describe the operation of this dedicated storage and file-transfer site.

d. Describe organizational flexibility in resource allocation to deal with potential unforeseen issues and circumstances, in the interest of completing the project on time. Provide an outline detailing how the team can efficiently meet deadlines and adjust to modifications should changes occur ahead of planned 55-hour closures due to changes in construction schedules.

e. Describe the organizational strategy and tools to facilitate, promote and maintain effective team work internally, and with clients.

7) Section 7. References: Proposer shall provide a minimum of two (2) references and a maximum of three (3) references. The references must be clients for whom the proposer has performed similar or related work in the past, preferably within the last five (5) years.

Each reference must be in the format listed in Attachment 2B.

B. Page Headers and Page Numbering

All pages of the Technical Proposal, including cover pages, Table of Contents, references and resumes, shall have the following header and page numbering format in the upper right-hand corner:

Technical Proposal Date:

Agreement: 04A7332 Attachment 2 Page # of ##

C. Printed and digital assets, such as brochures, images, detour maps, and other promotional documents being submitted with the Technical Proposals shall be clearly identified as to the name of the proposer and the RFP number.

5. Cost Proposal Requirements

A. Cost Proposal, and only the Cost Proposal, shall list all items that will be charged to Caltrans for this Agreement. Cost information of any kind for this Agreement is not allowed in the Technical Proposal. Cost Proposal shall include both prime contractor and all subcontractors’ cost information. Cost Proposals shall follow the format provided in the sample Cost Proposal Worksheet, Attachment 1, and shall be submitted along with Technical Proposal in one (1) sealed envelope. Proposers must submit fixed costs and rates for the duration of the contract agreement; rates shall be consistent for all Tasks in this Agreement. Cost increases are not permitted and shall result in the proposal being deemed non-responsive. The total amount of the Agreement may not exceed the amount set forth in Attachment 1. Any proposal in excess of $3,000,000.00 shall be deemed non-responsive.

B. An original proposal marked "ORIGINAL COPY" and one (1) pdf copy on a thumb drive is required for the Cost Proposal. The Cost Proposal shall contain at a minimum, all required items listed below:

1) Cover page in the format listed on page 1 of Attachment 1, Cost Proposal Worksheet.

2) Prime Contractor’s cost breakdown in the format listed on page 2 of Attachment 1, Cost Proposal Worksheet.

3) Each subcontractor’s cost breakdown (separately) in the format listed on page 3 of Attachment 1, Cost Proposal Worksheet.

C. Page Headers and Page Numbering

All pages of the Cost Proposal, including cover pages, Table of Contents shall have the following header and page numbering format in the upper right-hand corner:

Cost Proposal Date Agreement No. 04A7332 Attachment 1 Page # of ##

6. California Civil Rights Laws

Any person that submits a bid or proposal to, or otherwise proposes to enter into or renew a contract with, a State agency with respect to any contract in the amount of $100,000 or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the contract is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010. The winning proposer shall execute the California Civil Rights Laws Certification and submit with bid. The California Civil Rights Laws Certification (DOT ADM- 0076) must be downloaded at https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0076.

7. Darfur Contracting Act

A. The Darfur Contracting Act (Pub. Cont. Code Sections 10475-10481) applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in PCC Section, 10475. The winning proposer shall complete the Darfur Contracting Act Certification form and submit with bid. The Darfur Contracting Act Certification (DOT ADM-0077) must be downloaded at http://cefs2.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0077.

B. If your company has not, within the previous three years, had any business activities or other operations outside of the United States, complete Option 1 on the Darfur Contracting Act Certification form.

C. A scrutinized company is a company doing business in Sudan as defined in PCC Section, 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for a contract with a State agency for goods or services. (PCC Section, 10477 [a]).

D. Therefore, PCC Section, 10478 (a) requires a company that currently has (or within the previous three years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company when it submits a bid or proposal to a State agency.

E. A scrutinized company may still, however, submit a bid or proposal for a contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in PCC Section,10477(b).

https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0076 http://cefs2.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0077

8. Iran Contracting Act

A. Pursuant to the Iran Contracting Act of 2010 (Public Contract Code Sections 2200 et seq., hereinafter “the Act”), persons identified on the list established under Public Contract Code Section 2202.5 (hereinafter, “List”) are ineligible to bid on, submit a proposal for, enter into, or renew any contract with the State for goods or services of one million dollars or more.

B. The winning proposer must complete and submit to Caltrans as part of the Agreement award process, the Iran Contracting Act Certification, certifying that it is not on the most current List unless the person is exempted from the certification requirement by Public Contract Code Section 2203 (c) or (d). If claiming an exemption, the person shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or

(d) with its bid or proposal.

C. Any person, for a contract that is exempt from bidding or is renewed, or for whom a contract is otherwise awarded by the State, must complete and submit to Caltrans the Iran Contracting Act Certification, certifying that it is not on the most current List, before the contract has been executed by the parties, unless the person is exempted from the certification requirement by Public Contract Code Section 2205(c) or (d). If claiming an exemption, the person shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or (d), before execution of the contract.

9. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e.

there is federal participation in any phase). By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

10. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting:

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidder / Offeror must notify the State in writing if it:

Intends to provide GenAI as a deliverable to the State; or

Intends to utilize GenAI as a deliverable to the State; or

a) Functionality of a State system,

b) Risk to the State, or

c) Contract performance.

Note: For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

D. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

11. Standard Title VI/Nondiscrimination Assurances (Dot Order No. 1050.2A)

The California Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. Sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

12. Mandatory Organic Waste Recycling

The Contractor generating organic waste or commercial solid waste shall comply with Senate Bill 1383 (Lara) of 2016, also Contractor will arrange for the recycling services required by this section in a manner that is consistent with State and local laws and requirements, including a local ordinance or local jurisdiction's franchise agreement, applicable to the collection, handling, or recycling of organic waste and commercial solid waste. This requirement does not modify, limit, or abrogate the Contractors right to sell or donate its recyclable organic waste materials consistent with the requirements of Public Resources Code Section 42649.8 et seq.

13. Submission of Proposal

A. Proposals should provide straightforward and concise descriptions of the proposer's ability to satisfy the requirements of this RFP. The proposal must be complete and accurate.

Omissions, inaccuracies or misstatements may be sufficient cause for rejection of a proposal or reduction in points/score during evaluation.

B. The original proposal must be single-sided and marked "ORIGINAL COPY". All documents contained in the original proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. All additional proposal sets may contain photocopies of the original package.

C. Caltrans does not accept alternate Agreement language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable. The GTC 02/2025 may be viewed at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

D. All proposals shall include the documents identified in this RFP’s Required Attachment Checklist, Attachment 4. Proposals not including the proper "required attachments" may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

E. Responses to this RFP shall be submitted in two (2) separate sealed packages/envelopes contain:

1st sealed Package/Envelope: Technical Proposal-Original and one (1) pdf copy on a thumb drive.

2nd sealed Package/Envelope: Cost Proposal–Original Cost Proposal, Proposal/Proposer Certification Sheet, and cost information (i.e., if applicable: DVBE, Small Business, TACPA).

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

F. Proposals must be submitted no later than 2:00 p.m., February 12, 2026, and addressed as follows (reference Section C1, Time Schedule):

Proposals received after this time and date will be rejected and returned unopened.

The proposal package/envelope must be plainly marked with the RFP number and title, your firm name, address, and must be marked with "DO NOT OPEN", as shown in the following example:

1ST SEALED PACKAGE/ENVELOPE 2ND SEALED PACKAGE/ENVELOPE

Agency/Firm Name Address RFP Number 04A7332 RFP Title: PRS Communications Plan for San Francisco Freeway and Roadway Rehabilitation Projects

TECHNICAL PROPOSAL

DO NOT OPEN

Agency/Firm Name Address RFP Number 04A7332 RFP Title: PRS Communications Plan for San Francisco Freeway and Roadway Rehabilitation Projects

COST PROPOSAL

DO NOT OPEN

Proposals not submitted under sealed cover and marked as indicated may be rejected. If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided.

G. Proposals must be submitted for the performance of all services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

H. Proposals (Technical and Cost) must be sealed and labeled (as instructed below). Mail or deliver package to the following location:

Mailed Or *Deliver To:

Department of Transportation Division of Procurement and Contracts Attention: Laurie Noble 1727 30th Street, MS-65 Sacramento, CA 95816-7006

In the upper portion of the sealed mailing envelope, label outer package:

RFP Number 04A7332

RFP Title PRS Communications Plan for San Francisco Freeway and Roadway Rehabilitation Projects Firm Name: (Add firm name)

DO NOT OPEN

*If your proposal is hand delivered, you must date, and time stamp it immediately upon arrival. The date/time stamp machine is located in the lobby of the first floor to the right of the security guard station at the address noted above. After date/time stamping, proposals should be placed in the locked bid cabinet located below the time stamp. If the proposal package is too large to be electronically stamped, date/time stamp one of the labels provided and attach it to the proposal package. When the proposal package is too large for the locked bid cabinet, ask the security guard to call the Division of Procurement and Contracts (DPAC) reception desk at (916) 227-6000 to have your proposal package picked up by DPAC staff.

I. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject a proposal that is not responsive, does not meet the technical standards, or is not from a responsible proposer, or may reject all proposals. Caltrans may also waive any immaterial deviation in a proposal.

Caltrans waiver of immaterial defect shall in no way modify the RFP document or excuse the proposer from full compliance with all requirements if the proposer is awarded the Agreement.

J. Costs for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the proposer and shall not be charged to the State of California.

K. Only an individual who is authorized to contractually bind the proposing firm shall sign the Proposal/Proposer Certification Sheet, Attachment 3. The signature must indicate the title or position that the individual holds in the firm. The proposer’s proposal may be rejected if the Proposal/Proposer Certification Sheet is not signed.

L. A proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline. Proposal modifications offered in any other manner, oral or written, will not be considered.

M. A proposer may withdraw its proposal by submitting a written withdrawal request to Caltrans that is signed by the proposer or an authorized agent. A proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

N. Caltrans may modify the RFP up to the specified time of the date fixed for submission of proposals by the issuance of an addendum to all parties who received a proposal package.

All addenda prior to the submission deadline are also posted on Cal eProcure:

(https://caleprocure.com/pages/index.aspx).

O. Caltrans reserves the right to reject all proposals for reasonable cause.

P. Proposers are cautioned to not rely on Caltrans during the evaluation to discover and report to the proposer any defects and errors in the submitted documents. Before submitting their documents, proposers should carefully proof them for errors and adherence to the RFP requirements.

Q. Where applicable, proposer should carefully examine work sites and specifications.

Proposer shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

R. More than one (1) proposal or a proposal that includes various options or alternatives from an individual, firm, partnership, corporation or association under the same or different names, will be rejected. Reasonable grounds for believing that any proposer has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that proposer. If there is reason for believing that collusion exists among the proposers, none of the participants in such collusion will be considered in this or future procurements.

14. Evaluation Process

A. Format Requirements

1) At the time of proposal opening, each proposal will be checked for the presence and/or absence of required information in conformance with the submission requirements of this https://caleprocure.com/pages/index.aspx

RFP. Proposals that do not provide requested information may be rejected as non-responsive.

2) Proposals that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the proposer, shall be rejected.

B. Evaluation of Proposals

1) Caltrans will evaluate each proposal to determine its responsiveness to Caltrans needs.

Proposals meeting the Minimum Qualifications will be further assessed by an evaluation committee. Technical Proposals and Oral Presentations of Proposers that are determined to be responsive will be rated by the evaluation committee using a consensus process. The Consensus scoring will be based on the scoring method listed below:

Evaluation Factor/Sub Factor Weight X Consensus = Weighted (as stated in the Criteria for Evaluation) Rating Score

Consensus Rating (Range: 0-4)

Rating Definitions

4 Exceeded All Requirements

3 Partially Exceeded Requirements

2 Met All Requirements

1 Partially Met Requirements

0 Requirements Not Met

Example only:

Weight Consensus

Rating Weighted

Score

Contractor's Approach to Technical Work

2 X 3 = 6

2) Phase 1: Technical Proposal Evaluation

Technical Proposals that are determined to be responsive and meet the proposal submission requirements will be evaluated and scored in accordance with Phase I:

Criteria for Evaluation of Consultants’ Technical Proposal, Attachment 5. Only those proposers receiving a minimum score of 86 or above will move on to Phase II.

Those Technical Proposals receiving less than the above minimum score will not receive further consideration.

3) Phase 2: Technical Evaluation Oral Presentation

Proposers will be contacted to schedule a date and time for the Oral Presentation. The Oral Presentations will be evaluated and scored in accordance with Phase II: Criteria for Evaluation of Consultant Oral Presentation, Attachment 6. It is anticipated that the Oral Presentations will be held virtually. Only those proposals receiving a minimum score of 30 or above will move on to Section 14 (C), Cost Proposal Opening. Oral Presentations receiving less than the above minimum score will not receive further consideration.

C. Cost Proposal Opening

Cost Proposals will be opened for proposers who met the required minimum score in the Technical Proposal Evaluation. The final selection will be made on the basis of the

Factor/Sub Factor lowest responsive Cost Proposal from a responsible Proposer. The Cost Proposal Opening will be held on the date and time specified in Section C) - Proposal Requirements and Information, 1 - Time Schedule. Proposers may participate via teleconference by calling 1-866-700-7952 and entering the pass code 7089821. Calls will be accepted beginning at 2:20 PM. until the conclusion of the Cost Proposal Opening.

D. Miscellaneous Award Issues

Caltrans does not negotiate rates and/or costs listed on any Cost Proposal submitted for the RFP.

If no proposals are received containing bids offering a price, which in the opinion of Caltrans is a reasonable price, Caltrans is not required to award an Agreement (Pub.

Cont. Code Section 10344[d]).

The proposer is advised that should this RFP result in an award of an Agreement, the Agreement will not be in force and no work shall be performed until the Agreement is fully approved by Caltrans and the proposer is notified by the Contract Manager to begin work.

In the event of a precise tie, lots will be drawn to determine the successful proposer, or if applicable, the tie will be broken in accordance with Government Code Section 14838(f).

15. Pre-Award Audit

Prior to award of the Agreement, a pre-award audit may be performed. The pre-award audit will be conducted in accordance with generally accepted governmental auditing standards as promulgated by the United States General Accounting Office. The scope of the audit will consist of such tests as the auditors consider necessary to assure that the proposal satisfactorily meets the requirements outlined in Items 1-3 below prior to execution of the Agreement. Upon completion of a pre-award audit, if, in Caltrans judgment, one or more of these requirements is not satisfactorily met, Agreement award may be canceled.

A. At the time of the pre-award audit, the proposal must demonstrate through actual historical data that its accounting system is capable of accumulating and segregating reasonable, allocable and allowable costs. For new businesses, if actual historical data is unavailable or the accounting system is newly implemented, the system will be tested to determine whether the accounting system is adequate and, if necessary, recommend that an interim audit be performed. At a minimum, the proposal must have an accounting system that meets the following objectives:

The ability to record and report financial data in accordance with generally accepted accounting principles and the Code of Federal Regulations, Title 48, Federal Acquisition Regulations System (FAR), Chapter 1, Part 31.

The ability to accumulate and segregate reasonable, allocable and allowable costs through the use of a cost accounting system.

A system of record keeping ensuring that costs billed Caltrans will be supported by adequate documentation and in compliance with the terms of the Agreement and applicable Federal and State regulations.

Procedures to retain accounting records and source documentation as required by the terms of the Agreement and applicable Federal and State regulations.

A system of internal control, which provides reasonable assurance that assets are protected; financial data, records and statements are reliable; and errors and irregularities are promptly discovered, reported and corrected.

B. The proposer must be financially capable of performing the work.

C. The costs proposed must be reasonable.

16. Award and Protest

A. Cost Proposal results may be viewed on the internet at 3:00 p.m. on the first (1st) business day following the Cost Proposal due date at: https://dot.ca.gov/programs/procurement-and-contracts/bid-results.

B. Notice of Intent to Award shall be posted at Caltrans, 1727 30th Street, Sacramento, 95816 (1st floor Lobby display case), and on the following Internet site:

https://dot.ca.gov/programs/procurement-and-contracts/notices-of-intent-to-award for five (5) working days prior to awarding the Agreement.

C. Proposers have the right to protest the award of Caltrans Agreements subject to the following grounds, processes, and procedures.

If any proposer, prior to the award of Agreement, files a protest with Caltrans, Bid, Protest, and Dispute Branch and the DGS, Office of Legal Services, on the grounds that the (protesting) proposer would have been awarded the Agreement had the Agency correctly applied the evaluation standard in the RFP, or if the Agency followed the evaluation and scoring methods in the RFP, the Agreement shall not be awarded until either the protest has been withdrawn or the State has decided the matter. It is suggested that you submit any protest by certified or registered mail to:

Department of Transportation Division of Procurement and Contracts Attention: Bid, Protest, and Disputes Manager 1727 30th Street, MS-65 Sacramento, CA 95816 Phone Number: (916) 639-6322 Email:

DPAC.Protest.Disputes.Terminations@dot.ca.gov

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor Suite 7-330 West Sacramento, CA 95605 Phone Number: (916) 376-5098 Email: OLSProtests@dgs.ca.gov

Within five (5) days after filing the initial protest, the protesting proposer shall file with Caltrans, Bid, Protest, and Dispute Unit, a full and complete written statement specifying the grounds for the protest. It is suggested that you submit this complete written statement by certified or registered mail.

D. Upon award of the Agreement, proposer must complete and submit to Caltrans the Payee Data Record (STD 204), to determine if the proposer is subject to State income tax withholding pursuant to California Revenue and Taxation Code Sections 18662. This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

No payment shall be made unless a completed STD 204 has been returned to Caltrans.

17. Disposition of Proposals

Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. The State cannot prevent the disclosure of public documents. However, the contents of all proposals, draft proposals, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a proposer's proposal, shall be held in the strictest confidence until the “Notice of Intent to Award” is posted. We recommend that you register the copyright for any proprietary material submitted.

https://dot.ca.gov/programs/procurement-and-contracts/bid-results https://dot.ca.gov/programs/procurement-and-contracts/bid-results https://dot.ca.gov/programs/procurement-and-contracts/notices-of-intent-to-award mailto:DPAC.Protest.Disputes.Terminations@dot.ca.gov mailto:OLSProtests@dgs.ca.gov https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

18. Standard Conditions of Service

A. Service shall be available no sooner than the express date set by Caltrans and the proposer, after all approvals have been obtained and the Agreement is fully executed.

Should the proposer fail to commence work at the agreed upon time, Caltrans, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement. In addition, the proposer shall be liable to the State for the difference between proposer’s proposal price and the actual cost of performing work by the second lowest proposer or by another Contractor.

B. All performance under the Agreement shall be completed on or before the termination date of the Agreement.

C. Antitrust Provisions

In submitting a bid to a public purchasing body, the proposer offers and agrees that if the proposal is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C.

Sec. 15) or under the Cartwright Act Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the proposer for sale to the purchasing body pursuant to the proposal. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the proposer (See Government Code Section 4552).

If the awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid.

Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and

(a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (See Government Code section 4554).

D. Loss Leader usage is prohibited in this solicitation: It is unlawful for any person engaged in business within this State to sell or use any article or product as a "loss leader" as defined in Section 17030 of the California Business and Professions Code. "Loss Leader" means any article or product sold at less than cost: a) where the purpose is to induce, promote or encourage the purchase of other merchandise; or b) where the effect is a tendency or capacity to mislead or deceive purchasers of prospective purchasers; or c) where the effect is to divert trade from or otherwise injure competitors.

E. No oral understanding or agreement shall be binding on either party.

F. If the proposer is awarded the Agreement and refuses to sign the Agreement presented for signature within the time and manner required, the proposer will be liable to Caltrans for actual damages resulting to Caltrans therefrom or ten percent (10%) of the amount proposed, whichever is less.

D) Special Program(s)

The following Special Program(s) are applicable to this RFP.

1. Disadvantaged Business Enterprise (DBE) Program

A. On September 30, 2025, the U.S. Department of Transportation (U.S.DOT) issued an interim final rule (IFR) which, among other things, implemented changes to the Disadvantaged Business Enterprise (DBE) Program via modifications to 49 Code of Federal Regulations Part 26. (Docket Number DOT-OST-2025-0897.) The IFR was published in the Federal Register on October 3, 2025, and took immediate effect. (90 FR 47969 (Oct. 3, 2025). In the event of any ambiguity or discrepancy between the existing law, including the IFR, guidance, including U.S. DOT IFR Frequently Asked Questions (FAQ), and this Contract, existing law controls.

• Interim Final Rule in Federal Register: Federal Register :: Disadvantaged Business Enterprise Program and Disadvantaged Business Enterprise in Airport Concessions Program Implementation Modifications

• U.S. DOT DBE Interim Final Rule Guidance: DBE IFR Guidance.9-30-2025.pdf

• DBE IFR FAQ US DOT

B. This solicitation is subject to Title 49, Code of Federal Regulations, Part 26 (49 CFR 26) titled “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs” Information about the Federal DBE Program is available at:

https://www.transportation.gov/civil-rights/disadvantaged-business-enterprise or https://dot.ca.gov/programs/business-and-economic-opportunity

C. There is no specific contract goal for DBE participation in this Agreement.

D. If subcontracting is allowed in this solicitation, any subcontract entered into between Contractor and Subcontractor(s) as a result of this Agreement shall contain all of the provisions of this section.

2. Small Business Enterprise or Microbusiness Preference

A. Government Code Section 14835 et seq. requires that a five percent (5%) preference be given to contractors who qualify as a Certified SB or MB.