1._Request_for_Proposal_-_ADDENDUM_2_CLEAN.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 Prospective Proposers

Date: February 16, 2024 RFP Solicitation #:

CV23-116 Project Name:

College Corps Statewide Cohort Experience

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 01, 2024 – August 31, 2026 Total Contract Amount:

$1,000,000

Scope of Work Summary:

The purpose of this RFP is to identify and award a contract to a qualified and experienced Lead Program Manager / Event Production Agency that will organize a series of in-person (possibly hybrid) events bringing together thousands of college students who are participating in the College Corps program. These events are critical components of CV’s strategy to cultivate a Statewide Cohort Experience based upon a shared sense of identity and purpose for a diverse group of College Corps Fellows from across California. A maximum amount of $1,000,000 is available for the duration of the contract period (covering two cohorts of College Corps Fellows) to support the execution of the Scope of Work outlined in this RFP.

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

Deadline for Receipt of Proposals:

Date: April 12, 2024 Time: 5:00:00 PM PST 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:

cv.procurement@californiavolunteers.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 February 16, 2024 -

Webinar March 6, 2024 12:00:00 PM PST mailto:info@opr.ca.gov http://www.opr.ca.gov/ mailto:cv.procurement@californiavolunteers.ca.gov https://caleprocure.ca.gov/

Office of Planning and Research Solicitation # CV23-116

KEY ACTION DATE TIME (Pacific Standard Time)

Posting of Questions & Answers from Webinar March 11, 2024 -

Letter of Commitment Deadline March 15, 2024 5:00:00 PM PST

Written Questions Deadline April 11, 2024 5:00:00 PM PST

Deadline for Proposal Receipt by OPR April 12, 2024 5:00:00 PM PST Estimated Evaluation of Proposals April 15 – 25, 2024 - Estimated Notice of Intent to Award posting (posted for 5 business days) April 26, 2024 -

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

May 3, 2024 -

Start Date (upon DGS approval). July 1, 2024 - Project End Date August 31, 2026 -

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:

cv.procurement@californiavolunteers.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.

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?

mailto:cv.procurement@californiavolunteers.ca.gov http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/

☒ Not Waived ☐ Waived

For more information on this requirement, see Government Code Section 11148.5 (C)(6) located at this online directory:

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11148.5.&lawCo de=GOV.

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

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

☒ Not Waived ☐ Waived

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.

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 scores.

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 25% participation by certified SB or is subbing out at least 25% of the work to a certified SB, may receive a 5% preference increase to their scores.

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 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.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11148.5.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11148.5.&lawCode=GOV 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

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 description of your experience producing virtual and in-person large group events with audiences in higher education, national service, civic engagement, or leadership development sectors

• Provide a list of event platforms you have procured that could be used to support the hosting of participatory and dynamic virtual (or hybrid) events

• Names, Titles, and brief bios of the staff who will lead the effort, particularly providing their expertise in CA-based event production, supporting virtual gatherings, and interfacing with technical providers who can support virtual / hybrid events:

o Identify a lead project manager for the team and outline how they will communicate and coordinate with CV staff o A brief description of how your internal team is organized and managed

• At least five (5) years of experience producing programs and events that demonstrate your ability to create engaging, dynamic, and high-impact programming that engages youth, college students, or young adults (please provide examples)

• At least five (5) years of experience partnering with multiple contractors to execute on contract deliverables

• At least five (5) years of experience managing multiple sub-contractors to insure or protect financial deposits for venues and other vendors

• At least five (5) years of experience coordinating with public, private, and non-profit organizations or serving as a project manager with such entities

• At least five (5) years of experience planning and implementing culturally competent events Knowledge: Members of the team must demonstrate technical knowledge and experience in the following areas:

• Project management

• Establishing and monitoring success metrics

• Meeting key timelines and deliverables

• Event management, both virtual and in-person

• Subcontractor and vendor management

• Culturally competent programming

• Working with youth, college students, or young adults

• Working with historically underrepresented groups or socio-economically diverse populations

• Working with undocumented populations, including the AB 540 student population 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 or studies performed, a resume for each professional, a statement indicating how many hours each professional will be assigned to the technical assistance 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:

March 6, 2024 Webinar Time: 12:00:00 PM PST

Webinar Registrati on Link:

https://governorca.zoom.us/webinar/register/WN_3DR3r3jiSx6CUmCzxRL5UA#/r egistration https://governorca.zoom.us/webinar/register/WN_3DR3r3jiSx6CUmCzxRL5UA#/registration https://governorca.zoom.us/webinar/register/WN_3DR3r3jiSx6CUmCzxRL5UA#/registration

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 (15; 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 (15 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 the Proposer on: Professionalism the Proposer on: Performance the Proposer on: Communication the Proposer on: Project Completion

Minimum Qualifications Points Available

Points Awarded

At least five (5) years of experience producing programs and events that demonstrate your ability to create engaging, dynamic, and high-impact programming that engages youth, college students, or young adults

At least five (5) years of experience partnering with multiple contractors to execute on contract deliverables

At least five (5) years of experience managing multiple sub-contractors to insure or protect financial deposits for venues and other vendors

At least five (5) years of experience coordinating with public, private, and non-profit organizations or serving as a project manager with such entities

At least five (5) years of experience planning and implementing culturally competent events

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.

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 approach to delivering on the scope of work, including the proposed approach to:

organizing a series of virtual and in-person events bringing together thousands of college students who are participating in the College Corps program, cultivating a Statewide Cohort Experience based upon a shared sense of identity and purpose for a diverse group of College Corps Fellows from across California, and coordination with CV staff, College Corps partner campuses, and additional CV contractors.

C. Budget Justification – For this criterion, reviewers will consider the allocation of budget to the tasks outlined in the Scope of Work and evaluate the cost breakdown’s effectiveness in reaching outlined goals and objectives.

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.

E. Proposer & Team Experience – This criterion will assess whether the Proposer Team possesses the expertise and competencies needed to carry out the TA services.

1) At least five (5) years of experience producing programs and events that demonstrate your ability to create engaging, dynamic, and high-impact programming that engages youth, college students, or young adults

2) At least five (5) years of experience partnering with multiple contractors to execute on contract deliverables

3) At least five (5) years of experience managing multiple sub-contractors to insure or protect financial deposits for venues and other vendors

4) At least five (5) years of experience coordinating with public, private, and non-profit organizations or serving as a project manager with such entities

5) At least five (5) years of experience planning and implementing culturally competent events

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