20260402120959450 RFP 2513- Global HSI Equity Innovation Hub.pdf

Global HIS Equity Innovation Hub California State University, Northridge

RFP 2513

04.29.2025 Page 1

18111 NORDHOFF STREET

NORTHRIDGE, CA 91330

REQUEST FOR PROPOSAL (RFP)

RFP ISSUE DATE: 03/24/2026

TITLE: Global HIS Equity Innovation Hub

REF NUMBER: RFP 2513

PURCHASING OFFICE CONTACT:

Buyer Name: Denise Cruz Casanave Buyer Title: Procurement Professional II Purchasing & Contract Administration Tel: 818/677-2301 Fax: 818/677-6544 Email: Denise Cruz Casanave

SCHEDULE OF EVENTS

RFP Issue Date 04/02/2026 Request for Information (RFIs) / Questions 04/10/2026 by 10:00 AM Reply to RFI’s 04/13/2026 by 5:00 PM Last Day for any Addendum 04/14/2026 by 5:00 PM Request for Proposal Due Date 04/22/2026 by 3:00 PM Proposal Evaluations From: 04/21/2026

To: 04/30/2026 by 3:00 PM

Finalist Firms invited to Campus (TBD) 05/04/2026-05/08/2026 Proposer Selection/ Best and Final Offer TBD Post Award Results in PlanetBids TBD by 5:00 PM Notice of Intent to Award TBD Issue Notice to Proceed TBD Contract Award/Issuance TBD Contract Execution TBD

The dates specified on the Schedule of Events are subject to change by the University. Changes will be given to Proposers via addendums. NOTE: Updates, changes or addendums to the RFP are posted at:

https://www.planetbids.com/portal/portal.cfm?CompanyID=15795. If Proposers experience problems viewing this website, please contact PlanetBids at support@planetbids.com or call 818-992-1771. PLEASE DO NOT ACKNOWLEDGE ANY UPDATES, CHANGES OR ADDENDUMS on-line by way of PlanetBids. All submittal requirements must be adhered to per the instructions of this RFP. Any deviation from the submittal requirements may deem the Proposer non-responsive and the Proposer may be disqualified.

https://www.planetbids.com/portal/portal.cfm?CompanyID=15795 mailto:support@planetbids.com

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Table of Contents Section 1 Purpose & Overview Section 2 Scope of Work / Deliverables Section 3 Submittal Requirements Section 4 Selection Process Section 5 Evaluation Criteria Section 6 Due Date / Delivery Instructions Section 7 Instructions, Content, and Format Section 8 Solicitation Provisions and Proposer’s Certification

Proposer shall provide pricing for Global HSI Equity Innovation Hub to California State University, Northridge, in accordance with the following documents. CSUN does not make any express commitment to purchase any specific item or quantity under this RFP and subsequent contract(s) award.

Exhibits Exhibit A CSU Terms and Conditions of Purchase (attached) Exhibit B CSU Data Privacy and Security Rider (attached) Exhibit C Agreement – Sample (attached) Exhibit D Bidder Declaration Form – Required (attached) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf Exhibit E Small Business Preference and Certification Request (attached) Exhibit F DVBE Program Requirements and DVBE Incentive Waiver (attached) Exhibit G Disabled Veteran Business Enterprise Declaration (attached) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf Exhibit H Summary of Disabled Veteran-Owned Business Participation (attached) Exhibit I Vendor Insurance Requirements (attached) https://www.csun.edu/insurance-risk-management/contractual-risk-management/vendor-insurance-requirements

Exhibit J Proposal Certification Form (attached) - Required Exhibit K References Form – (attached) - Required Exhibit L Fee Proposal/Pricing – Required Vendor Supplied Response Proposal - Required VDR Payee Data Record, STD 204 Vendor Data Record Form (Purchasing) EPP Environmentally Preferable Purchasing Policy https://www.csun.edu/sites/default/files/900-18.pdf http://www.calstate.edu/CSP/crl/GP/GP.shtml http://www.calstate.edu/CSP/crl/GP/GP.shtml https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.csun.edu/insurance-risk-management/contractual-risk-management/vendor-insurance-requirements https://www.csun.edu/insurance-risk-management/contractual-risk-management/vendor-insurance-requirements https://onbase.csun.edu/AppNet22.1.20Forms/UnityForm.aspx?d1=AYXMGJmWEqV03Pio1tMUFzH0PscSjaoPsboTT7ba46NftgX9vyQd1WH8gqbZkSEaZmYO18Olg50HCZRYzpfA%2fif4u5vP3eEtyg5JiBz9cxolv%2bn4jtL75mjhiYHw5oDyyEfn2S38emptFnyaA2E4bNOtaFwAwiVMz15DllcB4j94bNdZ6CuFAUjsZ9JpQuNvwbaJOPxmxzSMBGvgeqvjE8f61J7tHamxY8weEk2bmNJYqlzWXR%2feI2B4B0ZN5FV7AA%3d%3d&ufpreRDBTTN_vdrDepartment=Purchasing&ufprehash=S3cM3y3aE9OgrfytyoW9QyDTLR1ArC0frdMCXYgAKmE%3d https://www.csun.edu/sites/default/files/900-18.pdf

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SECTION 1 – PURPOSE & OVERVIEW

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit comprehensive proposals from qualified and experienced design firms to conceptualize, design, and deliver an integrated visual identity and user experience framework for the Global HSI Equity Innovation Hub’s Virtual Immersive Platform (VIP).

The selected vendor will serve as a strategic designer, consultant, or firm with a proven track record of framework design and the ability to translate the Hub’s mission, values, and programmatic goals into a cohesive, scalable, and future-ready design ecosystem. Proposals should demonstrate the consultant or firm’s ability to deliver innovative, accessible, and culturally responsive design solutions across multiple digital environments.

Specifically, the scope of work includes, but is not limited to:

Establishing a cohesive and extensible design language that unifies all VIP touchpoints, including web platforms, mobile applications, and multimedia/interactive content.

Designing an accessible, inclusive, and user-centered UX/UI framework that aligns with best practices (e.g., WCAG compliance) and supports diverse educational audiences.

Developing a comprehensive visual identity system—including typography, color systems, iconography, and interaction patterns—that reflects the mission and vision of the Global HSI Equity Innovation Hub.

Creating a scalable design system and component library to ensure consistency, efficiency, and adaptability across current and future digital products.

Producing a library of static, interactive, and motion-based visual assets that can be deployed across digital platforms and extended into emerging immersive environments, including augmented reality (AR) and virtual reality (VR).

The Global HSI Equity Innovation Hub seeks a partner that combines technical expertise with creative vision and demonstrates a strong commitment and deep understanding of equity-centered design, cultural relevance, and innovation in educational technology.

1.2 OVERVIEW

The Virtual Immersive Platform (VIP) represents a strategic expansion of the Global HSI Equity Innovation Hub’s digital infrastructure and engagement strategy. Building upon existing initiatives—such as the Innovation Loop mobile application—the VIP will serve as the central, integrated digital environment supporting the Hub’s immersive learning ecosystem.

The platform will deliver a seamless blend of multimedia, interactive, and educational experiences designed to extend the physical and programmatic impact of the Hub into a dynamic digital space.

Through this platform, users will engage with content, tools, and experiences that promote equitable access to innovation in STEAM education.

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VIP DEFINITION

The Virtual Immersive Platform (VIP) builds upon the foundation of EIH’s ongoing digital initiatives, including the Innovation Loop mobile application (iOS and Android), responsive web platforms, and emerging cross-platform experiences, and will serve as the central digital environment for EIH’s immersive learning ecosystem.

This ecosystem bridges physical and digital environments, enabling users to experience the Hub’s spaces, programs, and resources beyond geographic boundaries. The VIP will:

Connect Hispanic-Serving Institutions (HSIs), educators, students, families, learners, and industry partners across regional and national contexts.

Facilitate collaboration, knowledge sharing, and the showcasing of innovation-driven work.

Transform physical environments—such as maker spaces, and learning experiences—into interactive digital representations.

Support scalable, inclusive participation in STEAM education through accessible and engaging digital experiences.

DESIGN VISION & AUDIENCE

The design of the VIP must resonate across the full P–20 educational spectrum, effectively engaging a diverse audience that includes K–12 learners, families, undergraduate and graduate students, educators, administrators, community members, and professional partners.

The selected vendor will play a critical role in shaping a design experience that is:

Inclusive and Accessible: Prioritizing usability for diverse populations, including multilingual users and individuals with varying abilities.

Culturally Responsive: Reflecting and celebrating the identities, experiences, and communities served by Hispanic-Serving Institutions.

Engaging and Intuitive: Delivering a user experience that is both visually compelling and easy to navigate across all platforms.

Innovative and scalable: Incorporating forward-thinking design approaches that support emerging technologies and immersive experiences.

The resulting platform should embody the core values of creativity, equity, and innovation, positioning the Global HSI Equity Innovation Hub as a national leader in digitally enabled, future-focused, inclusive STEAM education.

This work directly supports EIH’s broader objectives to expand access to technology-enabled and immersive learning, promote career-connected education, and model inclusive innovation practices across regional and national partners.

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VIP CORE PRODUCT AREAS AND EXPERIENCE CONTEXT

The Virtual Immersive Platform (VIP) is not a single website or isolated digital product. It is a connected digital ecosystem composed of multiple product areas and user journeys that must function cohesively under one extensible visual identity and experience framework.

For purposes of this solicitation, the VIP includes the following core product areas:

1. Landing and Auxiliary Informational Experiences

This area serves as the public-facing digital front door to the Global HSI Equity Innovation Hub and includes the Landing page and auxiliary informational experiences such as About, Engage With Us, Events, and related informational or campaign-driven pages. These experiences should clearly communicate the Hub’s mission, guide users into deeper engagement pathways, and establish a cohesive first impression of the VIP.

2. Launch Space

This area serves as the challenge and innovation engagement environment of the VIP. It may include challenge listings, challenge detail pages, registration and onboarding experiences, team formation flows, submission-related experiences, and supporting dashboards or review-oriented interfaces. The selected vendor shall consider both public-facing and authenticated experiences within this area, while designing for clarity, motivation, and usability across diverse users and institutions.

3. The Source

This area serves as the repository and resource environment of the VIP and may include project listings, grant or initiative pages, resource browsing, filtering, project detail pages, and downloadable asset experiences. The selected vendor shall develop a design approach that supports information clarity, discoverability, scalability of content, and consistency across a growing body of digital resources.

Primary User Groups

The VIP is intended to serve a broad and diverse set of users, including but not limited to:

• Public visitors

• K–12 learners

• Families

• Undergraduate and graduate students

• Educators and faculty

• Administrators and staff

• Community members

• Industry and institutional partners

• Authenticated participants such as challengers, team members, reviewers, and administrators

Initial Design Emphasis

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Initially the primary emphasis of this engagement is web-based product and experience design. However, the selected vendor must create a design system and visual language that can extend in the future to additional digital surfaces, including mobile applications, multimedia experiences, and immersive environments such as AR/VR. This future extensibility should inform the design approach from the outset.

This aligns with the current product direction, which centers VIP around the landing page, Launch Spce, and The Source as distinct but connected product areas.

CALIFORNIA STATE UNIVERSITY, NORTHRIDGE

Serving more than 42,000 students each year, CSUN is one of the largest universities in the United States, and it has an impact to match its size. Money Magazine recently named CSUN one of the top ten values in all of higher education, and the Social Mobility Index ranked CSUN fifth in the nation for elevating its students' economic and social well-being. CSUN ranks 10th in the country in awarding bachelor's degrees to underrepresented minority students, fifth nationally in awarding master's degrees to Hispanic students and enrolls the largest number of deaf and hard-of-hearing students of any U.S. state university. CSUN's 171 academic programs and engaged centers enjoy international recognition for excellence. CSUN currently partners with more than 100 institutions of higher education in 22 countries around the globe and attracts the largest international student population of any U.S. master's level institution. Situated on a 356-acre park-like setting in the heart of Los Angeles' San Fernando Valley, the campus features modern educational buildings and world-class LEED Gold-certified performing arts and recreational facilities recognized as among the best in the country. CSUN is designated as a Hispanic Serving Institution (HSI) and an Asian American, Native American, Pacific Islander Serving Institution (AANAPISI) and we value the diversity of all of our students and the campus community. CSUN is a welcoming university that champions accessibility, academic excellence and student success.

More information about California State University, Northridge can be found at: (http://www.csun.edu/)

PROJECT OVERVIEW

CSUN is issuing this Request for Proposal (RFP) for the procurement of services as described hereinafter.

Interested Proposers shall submit one (or more as instructed in the RFP) signed proposal(s) pursuant to the submittal instructions by the Closing Date and Time.

Please note: PROPOSERS WHO FAIL TO COMPLY WITH ANY OF THE INSTRUCTIONS OF THIS RFP, INCLUDING BUT NOT LIMITED TO, SPECIFICATIONS/SCOPE OF WORK, SUBMITTAL REQUIREMENTS, INCLUDING BUT NOT LIMITED TO, ADDENDA, REQUIRED EXHIBITS, AND/OR FAILURE TO SUBMIT A RESPONSE TO CSUN BY THE CLOSING DATE AND TIME WILL BE GROUNDS FOR HAVING THEIR BID DECLARED NON-RESPONSIVE AND MAY NOT BE CONSIDERED FOR AWARD AFTER REVIEW OF ALL CIRCUMSTANTIAL EVIDENCE. THE DECISION

OF CSUN WILL BE FINAL.

CONTRACT TERM

CSUN shall award a contract for a period of up to six (6) months from the Notice to Proceed, or until all scope of work requirements and deliverables have been fully completed, submitted, and accepted by the University, whichever occurs first.

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RFP RULES AND INSTRUCTIONS

Proposers are advised to carefully read, understand, and comply with these requirements in preparing a response to this RFP.

SECTION 2 – SCOPE OF WORK / DELIVERABLES

2.1 SCOPE OF WORK

• The selected vendor will serve as the lead design partner responsible for the development of a comprehensive visual identity, user experience framework, and scalable design system for the Virtual Immersive Platform (VIP).

• The vendor will translate the Global HSI Equity Innovation Hub’s (EIH) mission—centered on equity, innovation, and culturally responsive STEAM education—into a cohesive, accessible, and future-ready digital design ecosystem.

• Work shall be completed through an iterative, collaborative process that includes stakeholder and user engagement, structured feedback cycles, and alignment with technical implementation requirements.

• The selected vendor shall design not only a visual system, but also a product experience framework that addresses the VIP’s core product areas, including:

o Landing and auxiliary informational experiences such as About, Engage With Us, Events, and related public-facing pages o Launch Space challenge-related experiences o The Source repository and resource-browsing experiences

• The selected vendor shall ensure that the resulting design system is implementation-ready for modern web development workflows and adaptable for future mobile and immersive experiences.

2.2 CORE WORKSTREAMS & DELIVERABLES

The Scope of Work is organized into three integrated workstreams:

A. Brand Guideline (Identity System)

The vendor shall develop a comprehensive visual identity system that establishes a unified and recognizable design language across all VIP platforms and experiences.

Scope Requirements:

• Develop a visual identity that reflects innovation, equity, and cultural inclusivity.

• Create a design language that resonates across P–20 audiences (K–12, higher education, families, and partners).

• Align all visual direction with the Global HSI Equity Innovation Hub’s brand architecture.

• Incorporate a design approach inspired by clarity, simplicity, and usability (e.g., Apple-influenced design principles), emphasizing accessibility and modernity.

• Ensure cultural responsiveness and representation across visual elements.

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Deliverables:

• Comprehensive Brand Identity System (color palette, typography, iconography, imagery style).

• Brand Guidelines Document (usage rules, do’s/don’ts, accessibility considerations).

• Visual Direction Concepts (initial design explorations and refinements).

B. Style Guide (Visual Asset System)

The vendor shall design a flexible and extensible visual asset system to support storytelling, engagement, and consistency across digital and spatial (AR/VR) environments.

Scope Requirements:

• Develop modular illustration systems, iconography sets, and motion-ready asset libraries.

• Establish visual patterns, motifs, and compositional systems that reinforce platform cohesion.

• Create assets adaptable for web (React, Next.js, Tailwind), mobile (iOS and Android), large-format displays, and spatial (AR/VR) environments.

• Define visual storytelling principles that support educational and experiential content.

• Illustration and Icon Library (modular and scalable assets).

• Motion and Animation Asset Library (Lottie, Rive, etc.).

• Assets delivered in production-ready formats (e.g., SVG, JSON, Lottie, layered vector files).

• Visual Style Guide (patterns, layout systems, storytelling guidance, asset usage standards).

C. Design System (Product UI Library)

The vendor shall design and document a scalable, reusable design system that supports consistent UX/UI implementation across all VIP platforms.

Scope Requirements:

• Produce high-fidelity UX/UI designs for key screens for the web version of the VIP (React, Next.js, Tailwind).

• Develop a reusable library of UI components and patterns.

• Establish responsive design standards across device types (mobile, tablet, desktop, kiosk).

• Define interaction, motion, and micro-interaction standards

• Ensure compliance with accessibility standards (minimum WCAG 2.1 AA)

• Support cross-platform implementation (native and cross-platform frameworks)

• High-fidelity UX/UI designs (key user flows and screens).

• Interactive prototypes (clickable, testable experiences).

• UI Component Library (buttons, navigation, cards, forms, etc.).

• Design System Documentation (tokens, components, usage guidelines).

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• Fully organized Figma (or equivalent) design files for engineering handoff.

• Accessibility compliance documentation.

2.3 SUPPORTING DESIGN ACTIVITIES

To ensure successful execution, the vendor will also be responsible for the following cross-cutting activities:

• Conduct discovery and stakeholder engagement sessions to inform design direction.

• Develop user personas and journey maps across P–20 audiences.

• Perform usability validation and iterative design refinement.

• Collaborate with EIH technical teams to ensure feasibility and scalability.

• Provide recommendations for future spatial (AR/VR) design integration.

Supporting Deliverables:

• Discovery Summary & UX Strategy Documentation.

• User Personas and Journey Maps.

• Wireframes and Information Architecture Artifacts.

• Usability Findings and Iteration Summaries.

2.4 HANDOFF, DOCUMENTATION & TRAINING

The vendor shall ensure that all deliverables are production-ready and transferable to EIH and its development partners.

Deliverables:

• Complete Design System Repository (Figma or equivalent).

• Developer Handoff Documentation (specifications, tokens, components, interaction details, responsive guidance, and accessibility notes).

• Asset Libraries (organized and export-ready).

• Training Sessions and Knowledge Transfer Materials.

• All editable source files, working files, and packaged native files used to produce final deliverables

• All production-ready exported files in applicable formats, including but not limited to SVG, PNG, PDF, JSON, Lottie, layered vector files, and other format types created as part of the engagement

• Documentation sufficient to allow EIH and/or its designated development partners to continue implementation, maintenance, and future extension of the system without dependency on the original vendor

• Final Project Summary with recommendations for future scalability.

2.5 PROJECT MANAGEMENT & COLLABORATION

The vendor will be expected to:

• Assign a dedicated project manager as the primary point of contact.

• Participate in recurring project meetings (weekly or bi-weekly).

• Provide regular progress updates, timelines, and risk mitigation strategies.

• Develop and incorporate structured feedback and revision cycles.

• Coordinate with EIH leadership, program teams, and technical partners.

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• Provide 3 rounds of revisions to a deliverable, if needed.

2.6 TIMELINE (ESTIMATED)

• Proposers shall include a detailed timeline; however, the anticipated project duration is:

• Total Duration: Approximately 4–6 months

• In collaboration with the EIH team, maintain a timeline of overall project for effective management.

• Milestones to include discovery, concept approval and revisions, design system delivery, and final handoff

2.7 CONFIDENTIALITY, OWNERSHIP, AND NON-PUBLICITY

The selected vendor shall treat all project-related materials, concepts, designs, strategy documents, prototypes, files, internal discussions, and deliverables associated with the Global HSI Equity Innovation Hub’s Virtual Immersive Platform (VIP) as confidential to the extent permitted by law and University policy.

Without prior written approval from CSUN/EIH, the selected vendor shall not:

• Publish, display, or share the project or any deliverable in its portfolio, website, social media, presentations, case studies, promotional materials, or award submissions

• Identify CSUN, EIH, VIP, or any related project work as a client example or representative engagement

• Reuse or publicly circulate project-specific materials developed under this engagement except as authorized by CSUN/EIH

All final approved deliverables, as well as underlying editable source files and production-ready files created for the project, shall become the property of CSUN/EIH in accordance with the terms of the resulting agreement. The vendor shall provide complete transfer of such files upon project completion or upon request, including all design system files, asset libraries, prototypes, exported deliverables, and associated documentation necessary for future use and implementation.

SECTION 3 – SUBMITTAL REQUIREMENTS

Please submit one (1) electronic Response Proposal (in PlanetBids) that shall include the Cover Letter, any RFP Exceptions and Confidential Information, the Narrative Proposal which shall consist of (A) resumes of key personnel, (B) firm’s examples of completed projects with services provided and owner contacts, (C) information describing firm’s full range of services and capabilities, (D) firm’s current workload and readiness to begin work, and Declarations/Certifications/References/Addenda as described in the PROPOSAL AND CONTENT FORMAT of this RFP. A soft copy of your Response proposal via a USB will not be accepted. Before the Response Proposals are reviewed, a campus representative will validate the Proposers have provided all required information. PLEASE DO NOT ACKNOWLEDGE ANY UPDATES, CHANGES OR ADDENDUMS on-line by way of PlanetBids.

In a separate electronic file (in PlanetBids), submit Exhibit L, the Fee Proposal/Pricing, required to complete the scope of work and provide the Deliverables. A soft copy of your proposal via a USB will not be accepted.

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Pricing submitted on other than the required pricing exhibit for this RFP will not be accepted and the Proposer’s response will be declared non-responsive and will not be considered for award.

All submittal requirements must be adhered to per the instructions of this RFP. Proposers who deviate from the submittal requirements, i.e., addenda, required exhibits, failure to submit a response to CSUN by the Closing Date and Time, and/or failure to comply with any of the instructions of this RFP will be grounds for having their bid declared non-responsive and may not be considered for award after review of all circumstantial evidence. The decision of CSUN will be final.

Any alteration or erasure or change must be clearly indicated and initialed by the Proposer. The Proposer agrees that if there are any discrepancies or questions in the figures, California State University, Northridge will use the lower figure irrespective of the Proposer's intent.

Direct any questions regarding this RFP in writing to PlanetBids or to the attention of Denise Cruz Casanave Procurement Professional II, Denise.casanave@csun.edu. If Proposers experience issues submitting their responses to PlanetBids, please contact PlanetBids for technical assistance, at support@planetbids.com or call 818-992-1771.

SECTION 4 - SELECTION PROCESS

Based upon the evaluation committee’s review of the proposals, the most qualified firm will be determined as a result of the highest-scored proposal. The most qualified firm will then be appointed and a standing agreement will be issued. If the University is unable to negotiate the final agreement, then the next most qualified firm will be invited to negotiate an agreement. The University reserves the right to reject all submissions.

SECTION 5 - EVALUATION CRITERIA

Points will be assigned by the committee comprised of Global HSI Equity Innovation Hub officials according to the Schedule of Events provided. Point totals will be used to derive an overall ranking of the proposals.

The highest scoring Proposers deemed by the University as having provided the most responsive and effective approach to this request may be placed on a “short list“. The “short list” of Proposers may be invited to campus for interviews and presentations to the University. Details of the content for the presentation will be provided upon selection. Each Proposer should be prepared to discuss and substantiate any part of their proposal it has submitted. However, the University reserves the right to award a contract on the basis of initial proposals received, without interviews. After completion of the oral presentations, if applicable, the evaluation committee may decide to seek written best and final offers from one or more Proposers if additional information is necessary or responses will need to be altered in order to make a final decision. Proposers may not request an opportunity to submit a best and final offer. Any Proposer(s) deemed not likely to be awarded may be dropped at this point. These proposals will not figure into the scoring thereafter. The evaluation committee may request that the Proposer(s) readdress important aspects of their proposal. After receipt of best and final offer(s), proposal scores will be adjusted in light of the new information received in the best and final offer. The scores will be totaled and the most responsive responsible qualified firm will be determined based on the highest ranking assessed on the Evaluation Criteria. This is only an invitation to participate further in the RFP process; it does not convey or imply anything more. This presentation and/or best and final offer request is not intended to be a binding mailto:Denise.casanave@csun.edu

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commitment to Contract until a formal written Contract has been executed between Parties. Best and Final Offers shall be submitted via PlanetBids. CSUN reserves the right to award this RFP in full or make no award at all. The decision of CSUN is final. Proposals that have not followed the rules, do not meet the specifications/scope of work, minimum requirements, or take unacceptable exceptions will be eliminated from further consideration.

SCORING

0-6 point scale shall be used to score proposals. MAX POINTS TO BE USED FOR WEIGHTED VALUES ONLY.

Rating Scale 0 = Non-responsive 1 = Unacceptable 2 = Poor 3 = Acceptable 4 = Good 5 = Very Good 6 = Superior

QUALITATIVE SCORING EXAMPLE

Evaluation Criteria Points Possible Score (0-6) Weight Points

Experience 20 6 X3 18

EVALUATION OF PRICE

Price of Lowest Proposal / Price of Proposal X Maximum Points = Points Awarded

The following criteria will be used to select the most qualified firm. The award will be based on best value to the University:

1. Relevant Experience and Portfolio Strength Max Points 20 Evaluation of the proposer’s demonstrated experience delivering comparable work in:

• Visual identity and branding systems

• UX/UI design and design systems

• Multi-platform digital experiences of similar scope and complexity

Consideration will include:

Experience with higher education, nonprofit, public sector, or mission-driven organizations Quality and relevance of portfolio work Strength and experience of the proposed project team

2. Understanding of VIP Vision, Audience, and Mission Max Points 20

Assessment of the proposer’s understanding of the Virtual Immersive Platform (VIP), including its purpose, audiences, and strategic goals.

Evaluators will consider:

• Alignment with Global HSI Equity Innovation Hub priorities (innovation, equity, accessibility, inclusion)

• Clarity in translating mission into a digital experience

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• Understanding of P–20 and community-facing audiences

3. Design Approach and Methodology Max Points 20 Evaluation of the proposer’s overall approach to delivering the Scope of Work.

This includes:

• Discovery and stakeholder engagement

• Concept development and iteration process

• Feedback integration and refinement

• Phased execution and project management

• Ability to translate strategy into a cohesive brand and UX/UI system

4. Accessibility, Inclusion, and Cultural Responsiveness Max Points 15 Assessment of the proposer’s ability to deliver accessible, inclusive, and culturally responsive design solutions.

• Consideration will include:

• Knowledge and application of accessibility standards (e.g., WCAG 2.1 AA)

• Experience designing for diverse and multilingual audiences

• Ability to create equitable and intuitive user experiences

5. Scalability of Design System and Technical Handoff Readiness Max Points 15 Evaluation of the proposer’s ability to deliver a scalable and implementation-ready design system.

Consideration will include:

• Modularity and reusability of components

• Cross-platform applicability (web, mobile, AR/VR)

• Quality of documentation and developer handoff materials

• Use of industry-standard tools (e.g., Figma, Lottie, Rive)

6. References Max Points 10 Evaluation of references from prior clients for similar work.

Consideration will include:

• Quality of prior work

• Responsiveness and communication

• Ability to meet timelines and deliverables

• Overall client satisfaction

7. Responsiveness to RFP Requirements Max Points 10 Assessment of the proposer’s adherence to all RFP requirements.

This includes:

• Completeness and organization of the proposal

• Clarity and quality of responses

• Inclusion of all required materials

• Compliance with submission instructions and University policies

7. Price Max Points 20

• Fee Proposal required to complete the scope of work and the provided Deliverables.

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ECTION 6 - DUE DATE AND DELIVERY INSTRUCTIONS

Proposals (electronic) are to be submitted by 3:00 pm on 04/22/2026.

Responses must be submitted per the submission requirements outlined in this RFP. Any deviation from the submittal requirements will be grounds for having their bid declared non-responsive and the Proposer may not be considered for award after review of all circumstantial evidence. The decision of CSUN will be final.

SECTION 7 - INSTRUCTIONS, CONTENT, AND FORMAT

INSTRUCTIONS

QUESTIONS REGARDING RFP AND POINT OF CONTACT

Any questions, interpretations, or clarifications, either administrative or technical, about this RFP must be requested in writing via PlanetBids or to the attention of Denise Cruz Casanave, Procurement Professional II, denise.casanave@csun.edu no later than the date indicated in the Schedule of Events. All written questions, not considered proprietary, will be answered in writing and conveyed to all Proposers. Oral statements concerning the meaning or intent of the contents of this RFP by any person are not considered binding. Any individual associated with the company participating in this RFP who contacts any other University employee and/or Evaluation Committee member regarding any aspect of this RFP, other than the person designated as the sole point of contact, whether such contact be in person, telephone, or through electronic or written correspondence, may be determined to have violated the terms and conditions of this solicitation. If that determination is made, any proposal received from such an individual OR their company may be rejected as non-responsive and not subject to evaluation. If there are any changes or additions to the Sole Point of Contact information at any time in the process, participating companies will be notified via an addendum to the RFP.

ERRORS AND OMISSIONS

If prior to the date fixed for submission of a proposal, a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP or any of its exhibits and/or appendices, Proposer shall immediately notify CSUN of such error in writing via PlanetBids or to the attention of Denise Cruz Casanave, Procurement Professional II denise.casanave@csun.edu and request modification or clarification of the document. Modifications may be made by addenda prior to the RFP response deadline. Clarifications will be given and posted to PlanetBids to all active Proposers, without divulging the source of the request for it.

ADDENDA

CSUN may modify this RFP, any of its key action dates, or any of its attachments, prior to the date fixed for submission by issuance of a written addendum posted to PlanetBids. Addenda will be numbered consecutively as a suffix to the RFP Reference Number. Proposers shall acknowledge receipt of any addendum by including the signed acknowledgment in the Proposer’s Response proposal. PLEASE DO NOT ACKNOWLEDGE ANY UPDATES, CHANGES OR ADDENDUMS on-line by way of PlanetBids. Failure to acknowledge receipt of an addendum per the required form in accordance with the instructions of this RFP may result in the disqualification of the Proposer’s proposal.

mailto:denise.casanave@csun.edu mailto:denise.casanave@csun.edu

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CANCELLATION OF SOLICITATION

This solicitation does not obligate CSUN to enter into an agreement. CSUN retains the right to cancel this RFP at any time for any reason. CSUN also retains the right to obtain the goods/services specified in this RFP in any other way. No obligation, either expressed or implied, exists on the part of CSUN to make an award or to pay any cost incurred in the preparation or submission of response to the RFP.

COMPLIANCE WITH RFP

To be compliant with the administrative requirements of this RFP, Proposer must meet the mandatory requirements and complete and return the required list of submittals.

COMPLETION OF PROPOSAL

Responses to the RFP shall be complete in all respects as required by this solicitation. A submission may be rejected if conditional or incomplete, or if it contains any alterations or other irregularities of any kind, and will be rejected if any such defect or irregularity could have materially affected the quality of the submission.

Documents which contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Proposer, may be rejected. Statements made by a Proposer shall also be without ambiguity, and with adequate elaboration, where necessary, for clear understanding. Costs for developing proposals are entirely the responsibility of the Proposers and shall not be chargeable to

CSUN.

PAYMENT

Payment shall be made in arrears in accordance with the fees established and agreed upon in the proposal response. Upon receipt by the University Accounts Payable Department of itemized invoices approved by an authorized Department representative, the University will process claims for payment of approved invoices N30 days in arrears from date of invoice.

SUBCONTRACTS

The University does not designate individuals or companies with whom the successful Proposer(s) must work; the successful Proposer(s) is(are) solely responsible for soliciting individuals or companies with whom they wish to do business in order to complete the project.

Proposer(s) shall have the responsibility for total management of the Agreement awarded to the Proposer(s). The Agreement shall not be assigned. Proposer(s) shall not subcontract the performance of any part of the Agreement without the prior written approval of each sub-contractor by the University, which approval the University may refuse at its discretion and without recourse to Proposer(s). If a subcontract is approved, Proposer(s) shall be responsible for any sub-contractor activities the same as if Proposer(s) were directly furnishing the service.

TRADEMARK AND LOGO

The University will review any marketing or promotional materials identifying the University, and will require that the Proposer(s) receive the University’s prior written consent before distributing said materials, or using the University’s name or marks.

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TERMINATION FOR PERFORMANCE

CSUN will document perceived poor performance relative to the resulting Agreement. If, after discussion with appropriate Proposer management, poor performance issues are not resolved to the satisfaction of the University, the Agreement may be canceled.

TRAVEL EXPENSES

Reimbursement for incidentals and travel expenses must be approved in advance by the University in accordance with the rates of the University Travel Policy. All reimbursement requests must be submitted with original receipts for consideration (reimbursement will be at cost; no mark ups).

EXCEPTIONS

In the event a Proposer believes that this RFP is unfairly restrictive or has substantive errors or omissions in it, the matter must be promptly brought to the attention of the CSUN contact, either by e-mail, letter or facsimile, immediately upon receipt of the RFP, in order that the matter may be fully considered and appropriate action taken by CSUN prior to the closing time set for submission.

ALTERNATIVE PROPOSALS

Only one (1) proposal is to be submitted by each Proposer. Multiple proposals shall result in rejection of all proposals submitted by the Proposer.

WITHDRAWAL OF PROPOSAL

A proposal may be withdrawn after it is received by CSUN by written request signed by the Proposer or authorized representative, prior to the time and date specified for proposal submission. Proposal may be withdrawn and resubmitted in the same manner if done so prior to the appropriate deadline. Withdrawal or modification offered in any other manner will not be considered.

PROPOSALS BECOME THE PROPERTY OF CSUN

Proposals become the property of CSUN and information contained therein shall become public documents subject to disclosure laws after Notice of Intent to Award. CSUN reserves the right to make use of any information or ideas contained in the proposal. Responses to this RFP and any other information that is currently or may become available as an outcome of the RFP process may be used by CSUN to structure an RFP or other solicitation. If the Proposer fails to notify CSUN of a known error or an error that reasonably should have been known prior to the final filing date for submission, the Proposer shall assume the risk. If awarded the contract, the Proposer(s) shall not be entitled to additional compensation or time by reason of error or its late correction.

CONFIDENTIAL MATERIAL

Proposer must notify CSUN in advance of any proprietary or confidential materials contained in the proposal and provide justification for not making such material public. CSUN shall have sole discretion to disclose or not disclose such material subject to any protective order that Proposer may obtain.

https://www.csun.edu/travel/reimbursement-rates

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Final bids are public upon award of contract; however, the contents of all 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 Notice of Intent to Award is issued.

The content of all working papers and discussions relating to the Proposer’s proposal shall be held confidential indefinitely unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or an evaluation of the bid.

Please refer to the California Public Records Act (GOVT. CODE §§ 6250 - 6276.48) for further information.

PROPOSER’S COST

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to

CSUN.

INSPECTION OF SOLICITATION DOCUMENTS

Proposer shall carefully review all documents referenced and made a part of this solicitation to ensure that all information required to properly respond to the solicitation has been received or made available and all requirements are priced in the proposal. Failure to examine any document, drawing, specification, or instruction will be at the Proposer’s sole risk. It is the Proposer’s responsibility to provide CSUN with current contact information and to update CSUN immediately of any changes.

PROPOSAL CONTENT AND FORMAT

To be considered responsive to this RFP, Proposer must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. CSUN reserves the right to request additional information that in CSUN’s opinion is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the contract requirements.

Proposals shall adhere to the following format for organization and content. Please include a proposal Table of Contents.

RESPONSE PROPOSAL

o Section 1 - Cover Letter

The cover letter shall include:

1. A brief statement of intent to perform the services proposed and/or procure the goods required.

2. Signature of an authorized officer of the organization who has legal authority in such transactions.

3. Full contact information (name, overnight mailing address, phone, fax, e-mail, etc.) for the individual designated as CSUN’s contact on this RFP and a secondary contact.

4. Acknowledgement receipt of all addenda issued.

5. Expressly state that, should the Proposer’s proposal be accepted, the Proposer agrees to enter into a contract under the terms and conditions as set forth herein.

Proposals with unsigned cover letters may be subject to disqualification.

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o Section 2 - Exceptions and Confidential Information

Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. If there are no exceptions, Proposer must expressly state that no exceptions are taken. Please note: Taking exceptions to the RFP requirements or General Provisions may render a Proposer’s proposal as non-responsive and may be rejected from further consideration.

o Section 3 – Narrative Proposal

Proposer’s Narrative Proposal (inclusive of Qualifications and Experience) o Section 4 – Declaration/Certification/References/Addenda

Exhibit D

Exhibit J

Exhibit K

All addenda (signed)

FEE PROPOSAL

Exhibit L (separate electronic file and separate from the Response proposal)

All requirements and questions in the RFP must be addressed and all requested data must be supplied.

CSUN reserves the right to request additional information that in CSUN’s opinion is necessary to assure that the Proposer’s competence is adequate to perform according to the contract requirements.

All proposals and the required submittals are to be submitted no later than the time specified in this RFP.

Proposals submitted after the appointed time will not be accepted. Any hardcopy proposals, if required, shall be returned unopened.

Proposers shall submit the following electronic documents, where indicated:

In an electronic file, Proposers shall submit, in PlanetBids, a Response Proposal which shall include the Cover Letter, any Exceptions to this RFP and Confidential Information, one Narrative Proposal, one (1) Bidder Declaration Form (signed), one (1) Proposal Certification Form (signed and dated), one (1) References Form (signed), and any addenda (signed).

In a separate electronic file, Proposers shall submit, in PlanetBids, the Fee Proposal. If Proposers experience issues submitting their responses to PlanetBids, please contact PlanetBids for technical assistance, at support@planetbids.com or call 818-992-1771.

LATE PROPOSALS

Electronic proposals must be received in PlanetBids. LATE PROPOSALS WILL NOT BE ACCEPTED. The Proposer is responsible for the means of submitting the electronic proposal at the appropriate time. Delays due to the instrumentalities used to transmit the proposal.

MODIFICATIONS

A proposal may be modified after its submission by withdrawal and resubmission prior to the time and date specified for proposal submission. Modification offered in any other manner, oral or written, will not be considered.

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SECTION 9 – SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION

SOLICITATION PROVISIONS

DEFINITIONS

a. The Trustees of the California State University are referred to as “CSUN,” “University” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and means an offer made in response to a solicitation to perform a contact for work and labor or to supply goods at a specified price, whether or not it is considered a “seal bid” or results in award of a contract to a single or sole source.

c. “Bidder” or “Proposer”, “Contractor” is used to interchangeably and each shall apply to the business entity which submits a bid/proposal or is awarded a contract.

d. “Responsive Bid”, as defined by Public Contract Code, is a bid that complies with all material aspects/requirements of the solicitation (i.e., without material deviation) and is compliant with all of the terms and conditions of the proposed contract.

e. “Responsible Bidder”, as defined by Public Contract Code, is a bidder that is responsible if they possess the experience, facilities, reputation, financial resources and are fully capable of performing the contract.

f. “Highest Scoring/Best Value Responsible Responsive Bidder”, is a bidder whose evaluation results in the highest overall ranking in points and that also demonstrates that it is qualified to do the work (i.e., responsible), and has submitted all required information and documents that are required by the solicitation (i.e., responsive).

g. “State” means the government of the State of California, its employees and authorized representatives, including without limitation any department, agency, or other unit of the government of the State of California.

RESERVATION OF RIGHTS

CSUN may reject any or all proposals and may waive any immaterial deviation in a proposal. CSUN’s waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Proposer from full compliance with the specifications if the Proposer(s) is(are) awarded the contract. Proposals that include terms and conditions other than CSUN’s terms and conditions may be rejected as being non-responsive. In the event all proposals are rejected or CSUN determines alternative solutions are in its best interest, CSUN may cancel this solicitation and pursue alternative sourcing options.

CSUN may make such investigations as deemed necessary to determine the ability of the Proposer(s) to perform the work, and the Proposer(s) shall furnish all such information and data for this purpose. CSUN reserves the right to reject any submittal made pursuant to this RFP or any subsequent proposal or bid if the evidence submitted by, or investigation of, such Proposer fails to satisfy CSUN that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work specified.

Additionally, CSUN reserves the right to request additional performance guarantees if, in the sole opinion of CSUN’s financial stability or capability cannot be established.

PROPOSALS

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All proposals and contracts awarded as a result of this RFP are subject to the University’s terms and conditions as stated in this RFP. The submission of any other terms and conditions by a Proposer may be grounds for rejection of the Proposer’s proposal.

PROPOSER REQUIREMENTS

Proposers are cautioned that this is a Request for Proposal, not a request to contract, and the University reserves the right to reject any offers when such rejection is deemed to be in the best interest of the University.

Furthermore, Proposers should familiarize themselves with the CSU Terms and Conditions of Purchase (Exhibit A) and the CSU Data Privacy and…