1._Notice_To_Bidders.pdf

State of California Governor’s Office of Planning and Research 1400 10th Street. Sacramento, California, 95814 info@opr.ca.gov | opr.ca.gov

Governor Gavin Newsom

Director Sam Assefa

REQUEST FOR PROPOSAL –

(SECONDARY METHOD)

Notice to Bidders

Date: June 05, RFP

Solicitation #:

CV24-100 Project Name:

California Service Corps Pledge Ceremony

The Office of Planning and Research invites you to review and respond to this solicitation. In submitting your proposal, you must comply with the instructions found herein.

Term Dates: July 2024 – October

Total Contract Amount:

$115,000

Scope of Work Summary:

The State seeks a qualified Contractor with event experience, responsible for planning and executing a high-profile, Sacramento-based Pledge Ceremony for California Service Corps members. California Volunteers anticipates hosting one in-person event in Sacramento in mid- October for over 200 individuals, including state government officials. The Proposer must procure cost-effective transportation for approximately 200 service members in the greater Sacramento Region to and from the event location. Members from other regions are required to participate in the swearing-in ceremony virtually.

For a complete detailed description of the scope of work, see Exhibit A – Scope of Work.

Deadline for Receipt of Proposals:

Date: June 28, 2024 Time: 5:00:00 PM PDT

Any proposals received after the deadline will not be accepted. Proposals must have the solicitation number in the subject line and be submitted to the following e-mail address:

procurement@cv.ca.gov

KEY DATES

Below is the time schedule for this solicitation. The State reserves the right to modify or cancel this solicitation and/or change dates and times at its sole discretion, prior to the date fixed for the receipt deadline of proposals, by the issuance of an addendum that will be posted in the California eProcure system of the State of California at: Cal eProcure.

KEY ACTION DATE TIME (Pacific Standard Time)

Solicitation Available to Prospective Proposers June 5, 2024 - Written Questions Deadline June 14, 2024 5:00 P.M.

Webinar June 18, 2024 12:00 P.M.

mailto:info@opr.ca.gov http://www.opr.ca.gov/ mailto:procurement@cv.ca.gov https://caleprocure.ca.gov/

Office of Planning and Research Solicitation # CV24-100

KEY ACTION DATE TIME (Pacific Standard Time)

Posting of Questions & Answers June 20, 2024 5:00 P.M.

Letter of Commitment Deadline June 25, 2024 12:00 P.M.

Deadline for Proposal Receipt by OPR June 28, 2024 5:00:00 PM PDT Estimated Evaluation of Proposals July 1, 2024 – July 12 - Estimated Notice of Intent to Award posting (posted for 5 business days) July 15, 2024 -

Estimated submission to DGS for Review/Approval (avg. 10-20 business days turnaround)

July 22, 2024 -

Start Date (upon DGS approval) July 31, 2024 -

Project End Date October 31, 2024 -

It is the opinion of the OPR, that this solicitation is complete and without need of explanation.

However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, please submit your inquiries via e-mail to:

procurement@cv.ca.gov This solicitation is published online on the California State Government Marketplace (Cal eProcure) website. To view and ensure receipt of any addenda to this solicitation that may be issued, interested parties are encouraged to register online by clicking the following link Cal eProcure.

No work shall begin until approval by the Department of General Services, Office of Legal Services (DGS/OLS) is obtained, if required, and continue through the project end date identified above.

NOTE: The date and time for the Deadline for Proposal Receipt by OPR is strict. One second past the deadline will deem the proposal as late and will automatically be rejected.

SB/DVBE PARTICIPATION REQUIREMENTS

Is this solicitation waiving the required minimum of 3% participation by a Disabled Veteran Business-Owned Enterprise (DVBE) that is certified with the California Department of General Services?

☒ Not Waived ☐ Waived mailto:procurement@cv.ca.gov http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/

Is this solicitation waiving the DVBE Incentive valued from 1% to 5%?

☒ Not Waived ☐ Waived

Is this solicitation waiving the required minimum of 25% participation by a Small Business (SB) that is certified with the California Department of General Services?

☒ Not Waived ☐ Waived

DVBE

If the 3% DVBE participation is not waived above, then proposers must have a minimum of 3% participation as a part of their proposal. An incentive valued between 3% and 5% may be added to their scores.

If the 3% DVBE participation is waived above, then a 1% to 5% incentive may be added to the proposer’s score that do have DVBE participation.

If both the 3% DVBE Participation and the DVBE Incentive are waived, then no DVBE incentive points will be added to scores.

Proposals that have at least 3% participation by certified DVBE or is subbing out at least 3% of the work to a certified DVBE, would fulfill the 3% DVBE participation requirement may receive a 5% preference increase to their scores.

SMALL BUSINESS

If the 25% Small Business participation is not waived above, then proposers must have a minimum of 25% participation as a part of their proposal.

If the 25% Small Business participation is waived above, then a 5% preference may be added to the proposer’s scores that do have a minimum of 25% Small Business participation.

Proposals that have at least 25% participation by certified SB or is subbing out at least 25% of the work to a certified SB, would fulfill the 25% SB participation requirement.

For more information on this requirement, see the State Contracting Manual Volume 1, Section

8.12 located at this online directory: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting.

See the Socio-Economic Preference And Incentive Programs in Section Q of the Solicitation Guidelines & Instructions for more information on these programs.

You can search for Small Business (SB) and/or Disabled Veteran-Owned Business Enterprise (DVBE) entities by visiting the search engine at the Cal eProcure directory here:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

You can narrow your search of potential contractors by using specific keywords that may have been used throughout the Scope of Work section of this solicitation.

See the Exhibit A Scope of Work section in the Solicitation Guidelines & Instructions to help with your keyword search.

Keywords used in your search may include but is not limited to: facilitation; event planning;

communication; interpreting; printing; translation; technical assistance; planning.

We appreciate your interest in this project and hope that you respond to this solicitation.

THE REMAINDER OF THIS PAGE WAS INTENTIONALLY LEFT BLANK

MINIMUM QUALIFICATIONS

Refer to the requirements identified in Section C of the Solicitation Guidelines & Instructions to determine if you or your entity meets the minimum qualifications for this project.

Experience: Proposer must demonstrate collective experience of their team meeting the minimum qualifications:

• A minimum of five (5) years of direct experience in providing services as described within this RFP, encompassing the full spectrum of event planning, execution, and post-event activities.

• A minimum of five (5) years of experience specifically related to contracting and managing services vital for event success, including but not limited to sound, lighting, and entertainment.

This includes proven capability in selecting high-quality vendors, negotiating contracts, and ensuring seamless integration of these services into the event.

• A minimum of five (5) years of experience in preparing and managing budgets for events hosting over 200 attendees, demonstrating proficiency in cost estimation, budget optimization, and financial reporting.

• Provision of at least three (3) favorable references from clients for whom the proposer has successfully delivered similar services for events comparable in scale and complexity to this Pledge Ceremony within the last five (5) years. References should include client contact information, a brief description of the services provided, and the outcomes achieved.

• The proposer will need to allocate and provide a dedicated team for the event, including but not limited to the following key personnel:

o On-site Event Manager o Camera Operator(s), Sound Technician(s), Video Director(s) o Additional Event Support Staff

Knowledge: Members of the team must demonstrate technical knowledge and experience in the following areas:

• Coordinating projects across multiple different state and/or public agencies.

• Executing large-scale events that feature technical elements (ex: livestreaming, sound, lighting).

• Large-scale event planning and management, with a portfolio of similar high-profile events.

• Logistics management, specifically relating to transportation and venue setup.

• Budget management and cost optimization, ensuring the event is executed within the allocated financial resources.

• Experience in creating and implementing events that are culturally relevant and inclusive, with capabilities in linguistic accommodations to ensure all participants feel welcomed and engaged.

Proof of Minimum Qualifications: The proposer must provide a detailed response, outlining information as to how the proposer meets each of the minimum qualifications listed, and to what extent if any, the minimum qualifications have been exceeded. Submit all applicable documentation and work samples, as appropriate.

Personnel / Team Resumes: The proposer shall list all key personnel (i.e., Project Manager) and other personnel who will be working on the project. Include their titles, qualifications, a summary of similar work performed, a resume for each professional, a statement indicating how many hours each professional will be assigned to the project and what tasks each professional will perform. The proposer should create a table that shows how the minimum qualifications are met with assigned key personnel to each category of minimum qualification.

QUESTIONS / WEBINAR

Refer to Section L of the Solicitation Guidelines & Instructions for questions and webinar instructions.

Any verbal communication with an OPR employee concerning this solicitation is not binding on the State and shall in no way alter a specification, term, or condition of the solicitation. Therefore, all communication should be directed in writing to the e-mail address identified on page 1 of this solicitation.

Webinar (Optional Attendance) Webinar Date: 06/18/2024 Webinar Time: 12:00 PM PDT Webinar Registration Link:

https://opr-ca.zoom.us/webinar/register/WN_8frJBFJsRgOV2OteLIJ66Q https://opr-ca.zoom.us/webinar/register/WN_8frJBFJsRgOV2OteLIJ66Q

EVALUATION FOR AWARD

This RFP Secondary solicitation has four phases of evaluation for proposals:

• Phase 1: Administrative Evaluation (Pass/Fail)

• Phase 2: Reference Check/Minimum Qualifications Evaluations (30; based on MQs Points)

• Phase 3: Technical Score Evaluation (100 Possible Points)

• Phase 4: Cost Score Evaluation (50 Possible Points)

Refer to Section P in the Solicitation Guidelines & Instructions for additional information.

PHASE 1: ADMINISTRATIVE EVALUATION (Pass/Fail) Phase 1 of the Evaluation will assess that the proposer completed all of the required administrative tasks identified in the Attachment 1 Checklist, and throughout this solicitation. This is based on a pass/fail determination.

For more information see the Solicitation Guidelines and Instructions.

PHASE 2: REFERENCE CHECK/MINIMUM QUALIFICATIONS EVALUATION (30 Possible Points) Phase 2 of the Evaluation will assess that the proposer meets the minimum qualifications in order to proceed as a potential candidate. This first consists of conducting reference checks, and then measuring the level of experience. This phase will use whole points only; no half or decimal points will be allowed.

Only the top 3 proposers will proceed to Phase 3 of the evaluation.

For more information see the Solicitation Guidelines and Instructions.

The Reference Check will be conducted to confirm the validity of the experience of the candidate. This will not be evaluated on a point scale, but rather a measure of the quality of feedback from the references based on Poor, Good, and Excellent ratings.

Reference Check Rating

Using the following choices, Poor, Good, Excellent, how would you rate the Proposer on: Time Management

Proposer on: Professionalism

Proposer on: Performance

Proposer on: Communication

Proposer on: Project Completion

INSERT CRITERIA AND POINT VALUES FOR THE MINIMUM QUALIFICATIONS. POINT VALUES

EVALUATION ARE TO BE DETERMINED BY THE MINIMUM QUALIFICATIONS FOR THIS SPECIFIC

RFP. THE CRITERIA MUST MATCH THE CRITERIA SPECIFIED IN THE PREVIOUS MINIMUM

QUALIFICATIONS SECTION. BELOW IS AN EXAMPLE OF MQs THAT HAS A 15 POINT VALUE.

Minimum Qualifications Points Available

Points Awarded

At least five (5) years of experience in comprehensive event planning and management, specifically for large-scale, high-profile events including logistics, vendor management, and on-site coordination.

At least five (5) years of overseeing or direct experience with technical production for live events, including sound, lighting, video streaming, and entertainment. This includes expertise in selecting and managing technical vendors and ensuring technical quality and reliability during the event.

At least five (5) years of experience in logistics management, especially in arranging transportation and accommodation for a large number of participants, and ensuring all logistical aspects adhere to budget constraints and timelines.

Demonstrated ability to manage events with 200+ attendees, including budget management, with a track record of efficiently utilizing resources to maximize attendee satisfaction and event impact.

Demonstrated capability to work with government officials, nonprofits, dignitaries, and diverse stakeholders.

Proven ability to develop and maintain a creative direction that aligns with the event's objectives and messaging.

PHASE 3: TECHNICAL EVALUATION (100 Possible Points)

Phase 3 of the Evaluation will assess the technical components of the proposal. This Technical Scoring phase will use whole points only; no half or decimal points will be allowed.

For more information see the Solicitation Guidelines and Instructions.

[INSERT CRITERIA AND POINT VALUES IN THE TABLE BELOW FOR THE TECHNICAL SCORING

PHASE NOT TO EXCEED A TOTAL OF 100 POINTS. THE TABLE IS CURRENTLY FILLED IN WITH AN

EXAMPLE.]

Item/Description Points Available

Points Awarded

A. Clarity and Organization of Proposal – This criterion will assess whether the proposal is presented in a clear, concise, and organized manner.

Proposer used the required Attachment A1 Contractor Scope of Work Response Template.

B. Approach to Scope of Work – This criterion provides proposers the opportunity to demonstrate their knowledge in the subject of the RFP and to lay the groundwork for the actual work to be performed for this project.

1) Proposer has outlined a detailed project management plan consistent with the goals and objective of this project, and project organization that names a qualified Project Manager whose experience and skill set aligns with program objectives.

2) Proposer has described the methodology and approach to the scope of work, including the proposed approach to: developing and implementing an event work plan, securing reliable transportation, ensuring high-quality technical production, facilitating interactive elements for both in-person and virtual participants conducting a post-event evaluation, and coordination with venue manager and California Volunteers.

D. Work Plan, Schedule, and Budget Justification – This criterion will consider the schedule of activities and budget justification and evaluate their effectiveness in reaching outlined goals and objectives. Project schedule, budget, estimated dates of completion, and proposed methods for measuring project progress are feasible when measured against the work plan.

D. Proposer & Team Experience – Assesses the proposer team's expertise and capability to execute the scope of work, specifically focusing on:

1) Experience in managing similar large-scale, high-profile events.

2) Coordinating projects across multiple different state and/or public agencies.

3) Budget management and cost optimization, ensuring the event is executed within the allocated financial resources.

4) Proficiency in coordinating transportation, logistics, and overall attendee experience.

5) Adequacy of proposed staff, including the project manager, technical team, and support staff, to fulfill the event needs.

6) Demonstrated ability to ensure all aspects of the event are accessible to individuals with disabilities, adhering to ADA (Americans with Disabilities Act) guidelines and promoting inclusivity.

PHASE 4: COST EVALUATION (50 Possible Points) Phase 4 of the Evaluation will assess the total cost of the proposal. This Cost Scoring phase will use decimal points up to two values after the decimal.

The formula that is used to calculate a proposer’s cost score is outlined below.

For more information see the Solicitation Guidelines and Instructions.

COST SCORE FORMULA:

(Lowest Total Cost Proposal) x (50 Total Cost Points Possible) ÷ Proposer Total Cost