2016-RFP-44_Training_and_Technical_Assistance.pdf

Department of Community Services & Development: Request for Proposal 2016-RFP-44

Training and Technical Assistance

TRAINING AND TECHNICAL ASSISTANCE FOR ENERGY

WEATHERIZATION

REQUEST FOR PROPOSAL

2016-RFP-44

State of California

Department of Community Services and Development

2389 Gateway Oaks Drive, Suite 100

Sacramento, California 95833-4246

TABLE OF CONTENTS

Section Page

1. PURPOSE AND DESCRIPTION OF PROGRAMS

A. Background

B. Purpose of Request for Proposal

C. Term of Agreement and Maximum Amount

2. SCOPE OF WORK

3. MINIMUM QUALIFICATIONS FOR PROPOSERS

4. PROPOSAL REQUIREMENTS AND INFORMATION

A. Proposal Submission Requirements

B. Key Action Dates

C. Submission of Proposal

D. Evaluation Process

E. Award and Protest

F. Disposition of Proposals

G. Agreement Execution and Performance

5. PREFERENCE/INCENTIVE PROGRAMS

6. REQUIRED ATTACHMENTS

Attachment 1, Required Attachments Checklist

Attachment 2, Proposal/Proposer Certification Sheet

Attachment 3, Bidder Declaration Form

Attachment 4, Cost Proposal to the Department of Community Services and Development

Attachment 5, Payee Data Record, STD. 204

Attachment 6, Contractor Certification Clauses (CCC-307)

Attachment 7, Darfur Contracting Act Certification

Attachment 8, Contractor’s Written Proposal and Résumés for Key Personnel

Exhibit A Directory of Local Weatherization Local Service Providers by Area

1. PURPOSE AND DESCRIPTION OF PROGRAMS

A. Background

The Department of Community Services and Development (CSD) is a State of California

Department under the California Health and Human Services Agency (CHHS).

The mission of CSD is to reduce poverty for Californians by administering and enhancing energy and community service programs that result in an improved quality of life for low-income Californians. CSD fosters strong partnerships with local community organizations to provide high impact programs and leverage strategic resources resulting in ever-increasing hope, dignity and quality of life for California’s low-income residents.

CSD manages three statewide energy saving weatherization programs for low-income households through a network of forty (40) contracted Local Service Providers. In addition, CSD manages a lead-based paint hazard control program though five (5) Local

Service Providers in seven (7) counties. The programs are described below:

1) Low-Income Home Energy Assistance Program (LIHEAP)

The U.S. Department of Health & Human Services (HHS) funded LIHEAP provides assistance to eligible low-income households to meet their immediate home heating and/or cooling needs. The Home Energy Assistance Program provides financial assistance to eligible households to offset the costs of heating and/or cooling of residential dwellings, and the Energy Crisis Intervention

Program provides payments for supply shortage and weather-related or energy-related emergencies. In conjunction with the cash grant programs, LIHEAP funds a Weatherization Program providing free weatherization services to reduce heating and cooling costs and improve the energy efficiency of homes, including attic insulation, weather-stripping, minor housing repairs, and related energy conservation measures. CSD strategically leverages its LIHEAP weatherization funding with the more extensive U.S. Department of Energy Weatherization

Assistance Program described below.

2) Weatherization Assistance Program (WAP)

The U.S. Department of Energy (DOE) WAP provides eligible low-income households with services designed to improve the energy efficiency of their homes, reducing energy usage/costs, while safeguarding the health and safety of the households. Households are also educated on basic energy efficiency practices and instructed on the proper use and maintenance of the measures installed. Typical weatherization measures may include: weather-stripping, insulation, caulking, water heater blankets, refrigerator replacement, electric water heater repair/replacement, heating and cooling system repair/replacement, compact fluorescent lamps, and thermostats.

3) Low-Income Weatherization Program (LIWP)

The Low-Income Weatherization Program (LIWP) installs rooftop solar systems, http://www.csd.ca.gov/Programs/Weatherization%20Assistance%20Program.aspx solar hot water heater systems and weatherization measures on low-income households in disadvantaged communities to reduce greenhouse gas emissions and save energy. LIWP is funded by proceeds from the Cap-and-Trade auctions conducted quarterly by the California Air Resources Board and maintained in the

Greenhouse Gas Reduction Fund (GGRF). The program targets all of the funds to benefit disadvantaged communities as identified by the California Environmental

Protection Agency through a tool known as the CalEnviroScreen. This tool uses geographic, socioeconomic, public health and environmental hazard criteria to identify vulnerable communities disproportionately burdened by multiple sources of pollution.

4) Lead-Based Paint Hazard Control Program:

The U.S. Department of Housing and Urban Development (HUD) funded Lead-

Based Paint Hazard Control Program makes grants available to states and local governments to evaluate cost-effective approaches to remediate lead in low-income privately owned housing. Residences built prior to 1978 and occupied by a child with an elevated lead blood level are targeted for lead hazard control, and units that are occupied by an elevated-lead-blood-level child are also eligible for services. CSD contracts with five (5) community-based and local government organizations to provide services in seven (7) targeted counties. The function of

Lead-Based Paint Hazard Control inspections, which was previously part of the

Training and Technical Assistance Contract, is now included in a separate Quality

Assurance Inspection Contract.

B. Purpose of Request for Proposal

CSD is looking for a highly qualified Contractor to perform technical services, research, and project development to CSD in support of its Local Service Provider Network. The

Contactor will also provide training coordination and conduct field training for the weatherization services staff of Local Service Providers, and for the staff of a separate contractor providing Quality Assurance Weatherization Inspection (QAI) services. The

QAI contract is awarded by a separate procurement process, and any current or future contractor (or affiliates) providing services for CSD under a QAI contract is ineligible to submit bids or proposals for this Training and Technical Assistance procurement. The

Scope of Work, Item 2. below, provides more detail on the type of training and technical services to be performed. It is expected that proposers would have knowledge and experience with weatherization and local building codes, have knowledge of the aforementioned state and federal standards, policies and applicable laws and have the ability to assist CSD and Local Service Providers in understanding and implementing relevant new standards and technologies.

C. Term of Agreement and Maximum Amount

The anticipated term of the agreement(s) is from July 1, 2016 or upon approval of the

Department of General Services through June 30, 2019, contingent on the availability of federal funds from year to year. The anticipated maximum amount available for services under this procurement is four million dollars ($4,000,000).

http://www.csd.ca.gov/Programs/Lead-Based%20Paint%20Hazard%20Control%20Program.aspx

2. SCOPE OF WORK

A. General Technical Assistance Services

1) The Contractor shall provide technical assistance to CSD and to its network of

Local Service Providers in support of the following programs:

a. U.S. Department of Health and Human Services Low-Income Home

Energy Assistance Program (LIHEAP) weatherization assistance services;

b. The U.S. Department of Energy Weatherization Assistance Program (DOE

WAP);

c. The U.S. Department of Housing and Urban Development Lead Hazard

Control Program;

d. The Low-Income Weatherization Program (LIWP) allocated through the

State of California Greenhouse Gas Reduction Fund (GGRF)

e. Any additional energy programs that may be administered by CSD during the term of the contract.

2) Upon request the Contractor shall provide technical assistance services, including but not limited to:

a. Attend and participate at CSD Local Service Provider Network meetings, which are held up to four (4) times per year;

b. Attend and participate at CSD Director’s Energy Advisory Council meetings or similar joint working groups addressing policy and program issues related to weatherization or lead, which are held four (4) to eight (8) times per year;

c. Assist CSD with technical policy matters, in its formal communications with the Local Service Provider Network, through webinars, written communications and conference calls;

d. Assist CSD with the ongoing development of the internal quality assurance unit and assist with the development of weatherization inspection policies and procedures, inspection reporting standards, and monitoring of the separate CSD Quality Assurance Weatherization

Inspection Contract;

e. Review inspection reports and advise CSD on the strategic development of methods and training for improving weatherization services at the Local

Service Provider level;

f. Assist CSD in the mentoring of new or underperforming CSD Local

Service Providers, and the development of new service protocols;

g. Assist CSD staff by providing direct technical assistance support for

CSD’s dedicated technical hotline and email address;

h. Set up, update and maintain the CSD Local Service Provider Audit

Libraries;

i. Conduct special investigations as directed by CSD. (Past projects have included investigations of recurring problems identified during field inspections; training needs assessments, and program compliance issues.)

It is expected that the Contractor will work in collaboration with CSD and the Quality Assurance Weatherization Inspection Contractor on special investigations; and

j. Provide on-site staff at CSD’s headquarters office in Sacramento, as needed. The minimum on-site staff would be one staff person with expertise in a full range of weatherization services, to be present up to four

(4) days per month. The level of on-site coverage may vary, as deemed necessary by CSD.

B. Technical Research and Special Projects

1) New Developments and Standards - Contractor shall, upon request from CSD, provide technical research including, but not limited to:

a. Research new developments in energy efficiency measures, protocols and methodologies for incorporating feasible and allowable measures into the

CSD energy programs’ standards and procedures;

b. Assist CSD in the interpretation, development and implementation of new or revised audit standards, priority lists, building codes, applicable federal regulations, guidance and other technical updates from federal funding agencies for incorporation into CSD energy program standards and policies;

c. Assist CSD in the program development and implementation of any additional energy programs that may be administered by CSD;

d. Provide other research as assigned (Past projects have included evaluation of the DOE Energy Audit and development of a Priority List used by CSD

Local Service Providers for weatherization services.); and

e. Special Projects - Conduct special projects as directed by CSD to assist in the development and support of the demonstration of pilots designed to test the feasibility of innovation and new technologies within the weatherization program. Past projects have included a Solar Photovoltaic

(PV) Pilot Project, Solar Water Heater Pilot Project and the creation and revision of the CSD Online Training Center and its provisions.

C. Training Development and Delivery

1) Development and Support –The Contractor shall support CSD in the management of training functions for CSD Local Service Providers and the CSD Quality

Assurance Weatherization Inspection Contractor staff. The Contractor shall conduct the following training support functions:

a. Develop training curricula covering new or updated standards and new technologies and practices;

b. Coordinate new state and federal weatherization requirements with state training centers;

c. Assist CSD with the monitoring and evaluation of CSD-approved Training

Centers and training center staff, to assure accordance with CSD Training

Center policies, procedures and guidelines, including on-site evaluation of the CSD-approved Training Centers located in Los Angeles and Stockton;

d. Assist CSD in the evaluation of training needs for the CSD Quality

Assurance Weatherization Inspection Contractor staff and CSD Local

Service Providers, including onsite field evaluations; and

e. Provide system support and updates to incorporate program changes for

CSD’s Online Weatherization Training Center and training records maintenance. This may include the development of new online training modules.

2) Training Delivery - Contractor shall maintain, update and deliver field training or training webinars to the weatherization services staff of CSD Local Service

Providers as requested. Contractor shall also deliver training services to CSD

Quality Assurance Weatherization Inspection Contractor and CSD energy staff.

Field training generally occurs after the completion of the basic courses delivered through online training and at CSD’s approved Training Centers. Field Training courses or training webinars will focus on, but not be limited to, the following techniques and skills:

a. Diagnostic testing for air infiltration reduction and duct leakage;

b. Combustion appliance safety technology;

c. Measure installations, including but not limited to, appliance diagnosis, repairs and replacements, insulation, electrical base load, air infiltration reduction, and door and window repair or replacement;

d. Quality assurance inspections;

e. Dwelling assessments to determine the feasibility of applicable measures and the existence of any health and safety issues;

f. CSD Weatherization Policies and Procedures and Weatherization

Installation Standards;

g. Energy audit software applications and the CSD prioritized list for energy efficiency measure installation protocols; and

h. Renewable energy training including, but not limited to solar water heating.

3) Training Evaluation – The Contractor shall use evaluation tools to structure and make ongoing improvements to training content and demonstrate the ability to report results and recommendations to CSD, and at CSD’s direction, to CSD

Local Service Providers, the CSD Quality Assurance Weatherization Inspection

Contractor and the CSD-approved Training Centers.

4) Training Communication – The Contractor shall respond to all training requests, inquiries and feedback from the CSD Local Service Provider Network, CSD staff and approved Training Centers.

D. Electronic Data Collection and Reporting Requirements

1) Monthly Invoices

The Contractor shall submit monthly invoices no later than the tenth (10th) of the following month. Supporting documentation shall include Monthly Activity

Reports and other records that substantiate billed costs, as requested by CSD.

2) Monthly Activity Reports

The Contractor shall submit the following monthly activity reports to CSD due no later than the tenth (10th) of the following month. The reports shall be submitted using an approved CSD electronic format.

a. Field Training Summary Activity Report – Contractor shall collect training data for purposes of compiling a summary report of each field training conducted. Data shall include but not be limited to the number of trainees, average test scores, training description, and training assessment.

b. Field Training Detailed Activity Report – Contractor shall collect training data for purposes of compiling a detailed report of each field training conducted. Data shall include but not be limited to individual trainee information, trainee test scores, and recommendations for additional training by trainee.

c. Field Monitoring Report – Contractor shall submit individualized narrative reports for any monitoring of the CSD Quality Assurance Weatherization

Inspection Contractor and CSD-approved Training Centers, evaluations of

Local Service Provider performance and training needs, and any special investigations performed during that period. These reports may require specific data collection as determined by CSD.

3) Close-Out Report

The Contractor shall submit to CSD, within sixty (60) calendar days of the end of the contract period, a final comprehensive report evaluating the entire project with recommendations toward resolving any identified problems. The final report shall be supported by data collected and analyzed throughout the contract term.

3. MINIMUM QUALIFICATIONS FOR PROPOSERS

The description of the proposer’s firm and résumés of proposer’s key staff shall demonstrate the knowledge and ability to manage a state-wide project providing technical support and training for weatherization, energy efficiency and renewables, and hazard mitigation. To qualify for consideration, proposers must meet the following criteria:

A. The Proposer’s firm shall have a minimum of three (3) years’ experience performing consultant activities in the fields of residential housing improvement, renovations or equivalent type residential-based or commercial construction activity, with a major focus on weatherization or energy efficiency standards.

B. The Proposer’s firm shall have a minimum of three (3) years’ experience demonstrating the expertise and capacity in development and direct management of quality-assurance programs related to residential housing improvement renovation or equivalent residential based or commercial construction activity.

C. The Proposer’s firm shall have a minimum of two (2) years’ experience training persons on weatherizing or other energy efficiency procedures. Training experience could include training outside entities, formal in-house training, or experience in developing curriculum.

D. The Proposer’s firm shall certify knowledge in the application of state and local building codes, including the building standards of Title 24 of the California Code of Regulations.

(See Attachment 2 for Certification.)

E. The Proposer shall certify knowledge of the standards for the Class B, General Contractor

License, issued by the California Contractors State License Board. (See Attachment 2 for

Certification)

F. The proposal shall certify that the firm has basic contemporary computer skills and proficiency with Microsoft Office Suite or equivalent software applications to facilitate the aggregation of training, the development and production of research and special reports, and coordination and delivery of training and communications with Local

Service Providers and CSD. (See Attachment 2 for Certification)

G. Proposer’s firm must be in good standing with the appropriate local and state oversight licensing authorities and is currently qualified to conduct business in California. CSD may contact the Secretary of State to determine the proposer’s current standing. If the proposer’s firm is not subject to registration with the Secretary of State, the firm shall submit a copy of its current local business license, as applicable.

4. PROPOSAL REQUIREMENTS AND INFORMATION

A. Proposal Submission Requirements

1) Contractor Capability. Tell us about your firm. Be sure to include the following in a short narrative:

a. When your firm was established and where is it located.

b. What specific types of training, technical assistance, consulting and research has your firm done. Include any experience in providing such services for weatherization projects, energy efficiency and renewables projects or code enforcement.

c. Provide in detail any experience performing training, technical assistance, research and consulting services for federal, state or local government or government funded projects. If there is experience, what were the reporting requirements for these projects.

d. Provide in detail any experience providing training, technical assistance and research and consulting services for programs serving low-income communities and/or nonprofit organizations which serve low-income communities.

e. List any relational database programs your firm currently uses and explain how you use database programming for training and technical assistance, research, consulting and reporting. Provide a sample report based on relational database technology.

f. Explain how your firm is currently organized and structured. Provide a current organization chart.

2) Staff Capability. Tell us about your staffing. Be sure to include the following in a short summary and résumés for current staff who are working on this project:

a. Years of training, technical assistance, consulting and research experience for each staff member to be managing or performing services for the project; include any experience specifically focused on weatherization or energy efficiency and renewables and code compliance.

b. Professional education, licenses, credentials or certifications in the housing and evaluation field or related fields. This could include engineering or architectural degrees, contractor licenses, and exam based certifications from professional associations or government entities.

c. Indicate if you plan to hire additional staff for this project and provide the number of additional hires. Regardless of whether you expect to hire additional staff, explain how you would recruit qualified and experienced staff and prepare and submit a formal job description, that you would use for hiring, focusing on this project.

d. Provide résumés of all current staff who will be involved in this project that fully cover their credentials and experience.

3) Subcontractors. Tell us about any subcontractors you plan to use for this project.

Be sure to include the following in a short summary. Include any sub-contractor staff résumés who will be working on this project:

a. Years of training, technical assistance, consulting and research experience for each subcontractor assigned to the project; include any experience specifically focused on weatherization or energy efficiency and renewables and code compliance.

b. Professional education, licenses, credentials or certifications of sub-contractor staff in the housing and evaluation field or related fields. This could include engineering or architectural degrees, contractor licenses, and exam-based certifications from professional organizations or government entities.

c. Provide résumés of all subcontractors’ current staff who will be involved in this project that fully cover their credentials and experience.

Note: If subcontracting for services to be delivered under the Contract, the Bidder must follow these Federal procurement regulations:

U.S. Department of Energy 10 CFR Parts 600.144, 600.236 and 600.330

U.S Department of Health and Human Services 45 CFR Parts 74.40 and

92.36.

4) Situational Exercises. Describe, in nine (9) total pages or less, how your firm would manage and provide innovative solutions for each of the following two (2) scenarios:

a. CSD has found that weatherization work completed by some Local

Service Providers is substandard and feasible weatherization measures are not being installed. Describe how you would identify the underlying causes or barriers and how you would address the issue initially and on a long-term basis.

b. Training is a critical component of the CSD Weatherization Program and our network of Local Service Providers have come to rely on us for this service. Issues that arise through our monitoring processes indicate that our training program is not as effective as it could be. Currently, CSD’s training program is made up of the following four components.

i. CSD Online Training Center offers prerequisite training in core areas (basic weatherization, combustion appliance safety and duct

& shell sealing diagnostics), mechanical ventilation and health & safety training utilizing videos and testing.

ii. Physical training centers in Central and Southern California provide coursework in three core areas of study. The training centers utilize printed curriculum, PowerPoint presentations and hands-on demonstrations and exercises.

iii. Field training provides mentoring or refresher courses in our three core areas of study, mechanical ventilation and dwelling assessment and inspection training. These include onsite classroom and hands-on trainings.

iv. Our training also includes occasional webinars on technical issues and regional trainings.

CSD is looking towards redesigning and expanding its training program to utilize more innovative approaches and provide longer lasting effectiveness. Describe how you would design a training program that meets both of these goals.

c. Proposing firms will submit an estimate on how many hours it would take the proposing firm to complete a subset of the rate tasks, based on the above situational exercises.

i. General Research Tasks - Estimate and briefly justify how many hours you would need to successfully complete the situational exercise in a. above, concerning the identification of underlying causes or barriers for underperforming Service Providers.

ii. Training Development - Estimate and briefly justify how many hours it would take to redesign the current training program to make it more innovative and provide longer lasting effectiveness in scenario b. above.

5) Work Plan. Prepare and submit a Work Plan, in ten pages or less, that encapsulates your approach to the scope of work. Include the following information:

a. Your firm’s ability to marshal staff and technological resources across the entire state, including doing field training in remote locations, which will result in proficient technical assistance. Explain your plan for achieving full state coverage. Include how you would structure these resources to complete the project. Explain how you would monitor and evaluate the training processes to enhance and improve performance.

b. Explain how you would utilize information technology resources in which you have experience to schedule field training efficiently, assure timely and detailed reporting and foster communication with CSD and its Local

Service Providers.

c. As part of the Work Plan, prepare and submit a ramp-up schedule, to assure that training and technical assistance can continue with minimal interruption.

6) Cost Proposal

a. The successful contractor shall be reimbursed based on the perceived complexity of project tasks and the expertise involved in task completion.

Reimbursement will be based on a combination of hourly, daily and unit rates. These rates will include all travel and per diem; indirect and overhead costs; profit and any other item of expense incidental to the

Contract.

b. Proposing firms will submit two (2) hourly rates, based on the relative complexity of the tasks:

i. A rate to include tasks of lesser complexity:

Attend and participate at CSD meetings;

General Technical assistance and technical communication;

Set up and update Audit Libraries;

Provide direct technical assistance support for CSD’s dedicated technical hotline and email address;

Technical assistance in support of online training;

Administration of online training;

Data collection and data reporting;

Training coordination tasks;

Less complex ad hoc tasks;

Compilation of training data; and

Travel time for locations over 50 miles.

ii. A rate to include tasks of greater complexity:

Perform complex technical assistance, technical research, special projects and advanced studies;

Local Service Provider Mentoring;

Development and delivery of complex training; Customization of training profiles including the determination of training needs for the Quality Assurance Weatherization Inspection Contractor;

Conduct special investigations;

On-site representation at CSD for a minimum of four (4) days per month;

More complex ad hoc tasks.

c. Proposing firms will submit a daily rate for performing in-field weatherization services training for CSD Local Service Providers and the staff of the CSD Quality Assurance Weatherization Inspection Contractor.

d. Provide a Budget Narrative explaining how the bidder developed and determined the hourly rate and the daily training rate. The narrative detail shall explain and justify the proposed hourly and daily rates. Provide enough detail to explain:

i. The major cost categories considered in determining the costs;

ii. An explanation of the costs based on either actual experience of your organization under a specific timeframe or an estimate of costs with the sources of information and assumptions used in the estimate;

iii. Any cost considerations included in your proposed rates that are unique to your approach to this project.

e. The bidder’s Cost Proposal including the Budget Narrative shall be submitted using the form in Attachment 4.

B. Key Action Dates

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.

RFP Available to Prospective Proposers January 29, 2016

Written Question Submittal Deadline

(Please email questions to crystal.alvarez@csd.ca.gov by deadline)

February 5, 2016

2:00 p.m.

Response to Questions Deadline February 12, 2016

2:00 p.m.

Final Date for Proposal Submission February 19, 2016

5:00 p.m.

Initial Proposal Evaluations Completed February 26, 2016

Potential Interview of Finalists at CSD February 29, 2016 –

March 3, 2016

Final Scoring and Notice of Intent to Award Posted at CSD March 4, 2016

Last Day to Protest the Award March 11, 2016

Agreement Award March 14, 2016

Projected Contract Term

(Upon approval by the Department of General Services)

July 1, 2016 through

June 30, 2019

C. Submission of Proposal

1) Proposals should provide straightforward and concise descriptions of the

Proposer's ability to satisfy the requirements of this RFP. The proposal must be mailto:crystal.alvarez@csd.ca.gov complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of the proposal.

2) Due to limited storage space, the proposal package should be prepared in the least expensive method.

3) All proposals must be submitted under sealed cover and received at CSD by 5:00 p.m. on February 19, 2016. Proposals received after this date and time will not be considered.

4) Submit one (1) original proposal beginning with a signed Proposal/Proposer

Certification Sheet (see Attachment 2) and three (3) copies of the proposal.

5) The original proposal must be marked "ORIGINAL." 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.

6) Proposals must be typewritten in not less than 12-point font and have minimum one-inch margins. The narrative portion of the proposal shall not exceed a total of forty (40) pages. Attachments, résumés of key staff, certifications and other required and optional documents are not included in the forty (40) page limitation.

The original proposal and required copies shall be submitted in separate three ring binders.

7) The proposal box or envelopes must be plainly marked with the RFP title and number, your firm’s name and address, and be marked "DO NOT OPEN," as shown in the following example:

DO NOT OPEN

TRAINING & TECHNICAL ASSISTANCE FOR ENERGY

WEATHERIZATION

2016-RFP-44

Attention: Contract Services Unit

Department of Community Services and Development

2389 Gateway Oaks Drive, Suite 100

Sacramento, CA 95833-4246

8) If the proposal is made under a fictitious name or business title, the actual legal name of Proposer must be provided.

9) Proposals not submitted under sealed cover and marked as indicated will be rejected.

10) All proposals shall include the documents identified in Attachment 1, Required

Attachment Checklist. Proposals not including the proper required attachments shall be deemed nonresponsive. A nonresponsive proposal is one that does not meet the basic proposal requirements.

11) Proposals must be submitted for the performance of all the services described herein. Any deviation from the work shall be deemed nonresponsive.

12) Proposals will be considered acceptable only if physically received at the

Department of Community Services and Development address listed above. Late submittals will not be considered and will be returned unopened to the sender. Do not assume infallibility when using overnight delivery services. Faxes and electronic submissions will not be accepted.

13) 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. The State may reject any or all proposals and may waive any immaterial deviation in a proposal. The State's waiver of an immaterial defect shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

14) Costs incurred 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.

15) An individual who is authorized to bind the proposing firm contractually shall sign the Attachment 2, Proposal/Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

16) 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 as set forth in the Key Actions Dates. Proposal modifications offered in any other manner, oral or written, will not be considered.

17) A Proposer may withdraw its proposal by submitting a written withdrawal request to the State, signed by the Proposer or an agent authorized in accordance with above. 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.

18) As the awarding department, CSD may modify the RFP prior to the submission date of proposals by the issuance of an addendum to the original posting of the

RFP. Notice shall be given to all known prospective proposers.

19) CSD reserves the right to reject all proposals for the entire procurement or for particular project tasks. The agency is not required to award an agreement.

20) Before submitting a response to this solicitation, bidders should review their responses, correct all errors, and confirm compliance with the RFP requirements.

21) Where applicable, Proposer should carefully review the Scope of Work, the locations of Local Service Providers listed in Exhibit A and Training Centers and all other work and specifications contained in this RFP. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

22) More than one proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered.

23) The State does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 610) are not negotiable.

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

25) CSD Weatherization Installation Standards, training course outlines, program policies, forms and guidance, local service provider contracts, and other related information are available at:

http://vendors.csd.ca.gov/

Bidder will have to register for a user identification and obtain a password to view documents.

D. Evaluation Process

The selection method for this procurement is a Secondary Request for Proposal (RFP).

This method is being used because the quality of expertise, approaches and methods may differ significantly from one bidder to another.

Phase I

At the time of proposal opening, each proposal will be checked for the inclusion of required information in conformance with the submission requirements of this RFP. Each proposal will also be reviewed to determine if the proposer firm meets the minimum experience requirements. Proposals that are determined to be responsive will continue on to Phase II.

Phase II

Each responsive proposal will be scored by a panel of reviewers, first individually and then collaboratively. Reviewers will be CSD employees. Reviewers will review each proposal and jointly assign a point value based on the scoring criteria listed below. At the panel’s option, one or more of the top scoring proposers will move on to Phase III, the

Interview Phase.

Phase III

If additional clarifying information is needed, CSD will invite no more than two principal staff persons from each top scoring proposer firm to an interview at CSD’s headquarters in Sacramento. One of the principals should be the head of the proposing firm or the designated project manager. The interview panel will consist of members of the scoring panel, and may be augmented by CSD management staff. The Interview Phase will consist of a brief presentation by the proposing firm of their strengths, based on the written proposal, followed by questions from the interview panel probing for better understanding of the proposal and its strengths and weaknesses. The questions are to determine the potential of each firm to manage a high quality, statewide, cost effective project. If, at this point, the panel determines that a proposing firm has grossly misrepresented the experience of the firm or its staff, the firm may be disqualified.

Final Scoring

If CSD determines that the Phase III interviews are not necessary the award will be based on the Phase II panel scoring. Any available preference points for Certified Small

Business vendors or vendors who qualify for the Target Area Contract Preference Act

Program (TACPA) or Disabled Veteran Business Enterprise (DVBE) Preference points will be added to the score. The firm with the highest score will be recommended for the posting of the award. If CSD determines that it is in the best interest of the State to make two awards, the highest two scores will be recommended for posting.

The rating categories are on the following three pages:

PROPOSAL EVALUATION POINT SCORING CRITERIA

CATEGORY SUBJECT AREA AND CRITERIA MAXIMUM

POINTS

4.A.1 Capability of Organization

a. and b. Length and scope of the organization experience in performing consultant and training activities in the fields of home weatherization, energy efficiency and renewables projects or code enforcement. The relevance of the above experiences in meeting project goals.

c. Organization’s scope of experience in performing training, technical assistance, research and consulting services for federal, state or local government or government funded projects. Experience in completing reporting requirements for these projects.

d. Organizations scope of experience in performing training, technical assistance, research and consulting services for programs serving low-income communities and/or non-profit organizations which serve low income communities.

e. Experience with relational data base technology and the relevance of that experience in meeting project goals.

f. Potential of the current organization structure to serve, or expand to serve, a state-wide project.

Subtotal Category A.1)

4.A.2) and

A.3)

Staff Capability

2).a. and 3)a. Current staff experience in doing consulting activities in the fields of weatherization, energy efficiency and renewables and code compliance.

2)b. and 3)b. The professional education, licenses and certifications held by current or sub-contract staff and the relevance of the credentials to meet project needs.

2)c. The level of hiring necessary to provide adequate project staffing. The ability to recruit and hire additional qualified staff as reflected in the recruitment narrative and formal job description.

Note: Include in the evaluation of Staff Capability, the experience and qualifications of any sub-contractor staff proposed for use in this project.

Subtotal Category A.2 and A.3)

4.A.4). Situation Exercises

a. and d. How well does the approach to Situation a., the process of identifying barriers for substandard performance demonstrate understanding of the task? How well will this approach address identified issues on a short-term and long-term basis?

b. and d. How well does the approach to Situation b., to design a training program, demonstrate the ability and experience to meet our goals? Are there any innovative approaches included?

Subtotal Category A.4). …………………………………………………………………..30

4.A.5). Work Plan

a. The strength of approach to marshalling staff and resources state-wide. The ability to monitor and evaluate the training process to enhance and improve performance.

b. The strength of approach in using information technology resources to schedule training efficiently, assure timely, detailed reporting and foster communications between CSD and Local

Service Providers.

c.

The strength and adequacy of getting technical assistance tasks up and running to assure that tasks can move forward with minimal interruption.

Subtotal Category A.5)

4.A.6). Cost Proposal

b. i. The relative proposed hourly rate for less complex tasks. The proposal with the lowest cost will be awarded the highest score.

b. ii. The proposed hourly rate for more complex technical assistance tasks. In awarding points, the cost will be evaluated both for price and the ability to adequately justify costs for the three situation exercises tasks.

c. The relative proposed daily rate for performing In-Field

Weatherization Field Training. The proposal with the lowest cost will be awarded the highest score.

d. The ability to demonstrate that the proposed hourly and daily rates are reasonable and fully adequate to cover the costs of the project, as reflected by how well those costs were established through the Budget Narrative.

Subtotal Cost Proposal

TOTAL POSSIBLE POINTS BEFORE PREFERENCE………………………………… 200

*Certified Small Business Preference: A certified small business will have its total points increased by 5% of the total points awarded to the highest scored non-small business bidder.

Target Area Contract Preference Act (TACPA): Vendors who have provided proof of qualification for the TACPA Program will have the 60 points for Cost Detail Items 1) and 2) increased by 5% (No more than 3 Points).

*The Disabled Veteran Business Enterprise (DVBE) Incentive may result in the increase of a firm’s total points. The Incentive may be reached by the bidder having certified DBVE status, or through the use of certified DVBE sub-contractors or suppliers of goods and services for the this contract, who have been identified in Exhibit 3 of the proposal. Application of DVBE Incentive will be based on the percentage of participation as specified below.

Confirmed DVBE Participation Possible Points Calculation (200 total possible points)

5% and over 5% x 200 = 10 points

4% - 4.99% inclusive 4% x 200 = 8 points

3% - 3.99 % inclusive 3% x 200 = 6 points

2% - 2.99% inclusive 2% x 200 = 4 points

1% - 1.99% inclusive 1% x 200 = 2 points

Links to information on qualifying for these preference programs are contained in Item 5.

PREFERENCE/INCENTIVE PROGRAMS, below.

E. Award and Protest

1) Notice of the proposed award shall be posted in a public place in the office of the

Department of Community Services and Development, 2389 Gateway Oaks

Drive, Sacramento, 95833 and on CSD’s Internet site at www.csd.ca.gov for five working days prior to awarding the agreement.

2) Protests of the proposed award must demonstrate that the protesting Proposer would have been awarded the contract had the agency correctly applied the evaluation standard in the RFP, or if the agency followed the evaluation and scoring methods in the RFP. If any Proposer, prior to the award of agreement, files a protest with the Department of Community Services and Development and the Department of General Services, Office of Legal Services, 707 Third Street, Seventh Floor, Suite 7-330, West Sacramento, California 95605, the agreement shall not be awarded until either the protest has been withdrawn or the

Department of General Services has decided the matter. A copy of the protest shall be sent to CSD. It is suggested that any protests be sent by certified or registered mail.

3) Within five days after filing the initial protest, the protesting Proposer shall file with the Department of General Services, Office of Legal Services, and the

Department of Community Services and Development a detailed statement specifying the grounds for the protest.

4) Upon resolution of the protest of award, the successful bidder must complete and submit the Payee Data Record (STD. 204) to CSD to determine if the Proposer is subject to state income tax withholding pursuant to California Revenue and

Taxation Code Sections 18662 and 26131. The Payee Data Record can be found on the Internet at http://www.osp.dgs.ca.gov under the heading Standard Forms

(or by referring to Attachment 5). No payment shall be made unless a completed

STD. 204 has been returned to the awarding agency.

5) Upon resolution of the protest award of the agreement, the successful bidder must also sign and submit to the awarding agency page 1 of the Contractor

Certification Clauses (CCC-307), which can be found on the Internet at www.documents.dgs.ca.gov/ols/CCC-307.doc (or by referring to Attachment 6).

This document is only required if the Contractor has not submitted this form to the awarding agency within the last three years.

F. Disposition of Proposals

1) Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California, and they 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.

2) Proposal packages may be returned only at the Proposer's expense, unless such expense is waived by the awarding agency.

http://www.csd.ca.gov/ http://www.documents.dgs.ca.gov/ols/CCC-307.doc

G. Agreement Execution and Performance

1) The Contractor shall have current staff available for technical assistance activities under this contract at the starting date of the contract. Field training activities shall be available not later than 30 days of the starting date of the contract, or on the express date set by the awarding agency 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, the awarding agency, upon five days written notice to the Proposer, 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.

2) All performance under the agreement shall be completed on or before the termination date of the agreement.

3) The State does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counterproposal and will be rejected. The State's General Terms and Conditions (GTC) are not negotiable.

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

5. PREFERENCE/INCENTIVE PROGRAMS

Information about qualifying for State of California preference and DVBE incentive programs can be found at the Internet web sites listed below:

A. Small Business Preference – www.pd.dgs.ca.gov/smbus/sbcert.htm

B. Target Area Contract Preference Act (TACPA) – http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

C. Disabled Veteran Business Enterprise (DVBE) requirement and incentive:

The Department elects to waive the DVBE Program Requirements, however the DVBE incentive still applies. www.pd.dgs.ca.gov/dvbe/dvbeincentive.

http://www.pd.dgs.ca.gov/smbus/sbcert.htm http://www.pd.dgs.ca.gov/dvbe/dvbeincentive

6. REQUIRED ATTACHMENTS

ATTACHMENT 1

REQUIRED ATTACHMENTS CHECKLIST

A complete proposal or proposal package will consist of the items identified below. Complete this checklist to confirm the items in your proposal. Place a check mark or “X” next to each item that you are submitting to the

State. For your proposal to be responsive, all required attachments must be returned. This checklist should be returned with your proposal package also.

Narrative Portion of Proposal

Attachment Attachment Name/Description

_____ Attachment 1 Required Attachment Checklist

_____ Attachment 2 Proposal/Proposer Certification Sheet

_____ Attachment 3 Bidder Declaration http://www.documents.dgs.ca.gov/pd/poliproc/MASTER-BidDeclar08-09.pdf

_____ Attachment 4 Cost Proposal

_____Attachment 5 Payee Data Record, STD. 204 http://www.dgs.ca.gov/osp/Forms/Search.aspx

_____ Attachment 6 Contractor Certification Clauses (CCC-307). The CCCs can be found on the Internet at www.documents.dgs.ca.gov/ols/CCC-307.doc. Page 1 must be signed and submitted prior to the award of the agreement, but it is not required if the Proposer has submitted this form to the awarding agency within the last three years.

_____ Attachment 7 Darfur Contracting Act Certification

_____ Attachment 8 The Proposal Narrative and résumés of Key Personnel

_____ Attachment 9 Small Business Preference *If applicable www.pd.dgs.ca.gov/smbus/sbcert.htm

_____ Attachment 10 DVBE Incentive *If applicable - www.pd.dgs.ca.gov/dvbe/dvbeincentive.

_____ Attachment 11 Target Area Target Area Contract Preference Act (TACPA) *If applicable

- http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

_____ Attachment 12 Most Recent Audited Financial http://www.dgs.ca.gov/osp/Forms/Search.aspx http://www.documents.dgs.ca.gov/ols/CCC-307.doc http://www.pd.dgs.ca.gov/smbus/sbcert.htm http://www.pd.dgs.ca.gov/dvbe/dvbeincentive

ATTACHMENT 2

PROPOSAL/PROPOSER CERTIFICATION SHEET

This Proposal/Proposer Certification Sheet must be signed by a person authorized to contractually bind the proposing firm and returned with the “required attachments” as an entire…