23MSC002_Addendum__2.pdf

arb.ca.gov 1001 I Street • P.O. Box 2815 • Sacramento, California 95812 (800) 242-4450

Notice to Prospective Proposers

Request for Proposals (RFP) No. 23MSC002

“New Heavy-Duty Clean Air Programs Multimedia Outreach Campaign”

ADDENDUM NO. 2

March 20, 2024

The California Air Resources Board (CARB) is issuing this Addendum No. 2 to post Questions and Answers to the RFP.

All other information in the RFP shall remain the same.

This addendum, along with the RFP is published online in the California State Contracts Register at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued, interested parties are encouraged to register online at https://caleprocure.ca.gov Any questions are to be addressed to the contact listed below:

Contact: Jessie Foust Email: jessie.foust@arb.ca.gov CC: aracely.coria@arb.ca.gov

Thank you.

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov

RFP 23MSC002

Addendum #2

Questions and Answers

Question #1:

Can companies from Outside USA can apply for this? (like from India or Canada)

Answer #1:

No. We are accepting applications from companies based in California only.

Question #2:

Whether we need to come over there for meetings?

Answer #2:

Yes, we do expect some meetings to be in person in Sacramento, California. As per the RFP, “Within one month of the contract being executed and prior to beginning the contracted work, the Contractor shall meet with the CARB project manager and other CARB staff. The meeting location will be an in-person meeting at CARB’s offices in Sacramento or hosted on TEAMs web platform and will cover the overall project plan, details of performing the tasks, the project schedule, items related to personnel or changes in personnel, and any issues that should be resolved before work can begin. In addition to the initial in-person meeting, CARB anticipates seven (7) additional face-to-face meetings to occur on a quarterly basis in Sacramento. Additional meetings which may take the form of either teleconferencing or face-to-face may be arranged as frequently as deemed necessary by the CARB Project Manager to resolve issues and to ensure the project is being completed on time and in accordance with the Scope of Work. The Contractor must be prepared for open, two-way communication with the CARB Project Manager throughout the course of the project” (PG 47).

Question #3:

Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Answer #3:

No. Please refer to Answer #1.

Question #4:

Can we submit the proposals via email?

Answer #4:

Please see RFP section II.D.2. “Responses to this RFP shall be submitted to CARB at the following email addresses provided below in Section 2.b. in PDF format, cannot exceed 50 Mega Bytes (MB)…”

EMAIL RFP Proposal to:

Purchasing@arb.ca.gov CC: jessie.foust@arb.ca.gov CC: aracely.coria@arb.ca.gov

Question #5:

We will be pursuing the DVBE incentive, however, we do not see a requirement for a DVBE Declaration Form DGS PD 843 – only the Bidder Declaration Form (Attachment 9). Is the DVBE Declaration Form waived, or should it be included?

Answer #5:

Please see RFP section II.I.1 page 12. “Proposers claiming the DVBE incentive must complete and return the Disabled Veteran Business Declarations form found at:

http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf”

Question #6:

Does this campaign have an incumbent? If so, can you please share what agency it is?

Answer #6:

Currently there is no incumbent.

Question #7:

Can you please expand on the call to action and clarify what KPIs will be used to evaluate campaign effectiveness?

Answer #7:

CARB is expecting the contractor to propose methods to determine metrics of campaign effectiveness. As per the RFP, “Consultation will be provided on the most effective methods of multimedia outreach with representative metrics for demonstration of success” (PG 6).

We expect the contractor to provide industry standard metrics. As per the RFP, “Contractor will evaluate the effectiveness of the outlined tasks and determine, in consultation with CARB, the best and most cost-effective ways to inform the greatest number of fleets and provide recommendations about how to target information to meet fleets’ needs with the goal of education, awareness, and attaining full compliance” (PG 40). In addition, “Contractor shall compile a final report with a detailed overview outlining the multimedia outreach program effectiveness/content engagement for all paid and social media activities performed, using both quantitative and mailto:Purchasing@arb.ca.gov mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf qualitative measuring techniques. Quantitative measurements shall include data collected through industry standard metrics that address the frequency and reach of all advertisements. The final report must contain a post analysis for each task over the entire contract period describing both the industry standard used and the results of the tracking tool” (PG 52).

Question #8:

Does CARB have any existing creative for either CTC or ACF regulations? If so, can you please provide examples?

Answer #8:

Yes, there is existing advertising for CTC but not for ACF. An example of the creative is provided as attachment “CTC Advertisement Example”.

Question #9:

Will agencies be disqualified if they can’t provide the experience/knowledge of on-road heavy-duty commercial trucking and related topics as described in III.A.1.a, b, and/or e?

Answer #9:

Yes, agencies that do not meet minimum qualifications will be disqualified as it is necessary for campaign success. As per the RFP, “The Proposer must provide their detailed response on Attachment 12, Detailed Response for Minimum Qualifications. Proposals that do not meet the minimum qualifications will be determined non-responsive and ineligible for award” (PG 15).

Question #10:

How will the winning proposer be determined if no agency can provide the experience/knowledge of onroad heavy-duty commercial trucking and related topics as described in section III.A.1.a, b, and/or e?

Answer #10:

Given proposals for previous contracts, we are confident that there are agencies/contractors that meet the RFP minimum qualifications under the technical proposal requirements. As per the RFP, “Proposals that do not meet the minimum qualifications will be determined non-responsive and ineligible for award” (PG 15). As stated through the RFP, meeting minimum qualifications and technical requirements is necessary. It is critical to campaign success that contractors are knowledgeable on topics related to the regulations to understand our target audience.

Question #11:

Does the Project Manager need to be an employee of the Prime Contractor, or can they come from a subcontractor?

Answer #11:

We do not have restrictions on the Contract Manager being a subcontractor, but we do expect a strong project management plan. As per the RFP, “If subcontractors are to be used, the Proposer must include in the Technical Proposal, a description of each person or firm and the work to be done by each subcontractor. Additionally, all subcontractors proposed to be used for this project must be identified on Attachment 9, Bidder Declaration Form” (PG 26). Also, "The Proposer shall provide a project management plan including the management structure and project organization.

The Proposer shall designate, by name, the Contract Manager to be employed” (PG 15).

Question #12:

If the proposer is recommending outreach methods not listed in the Task Description, can new lines be added so that the costs are captured in the Contractor Cost Sheet?

Answer #12:

Changes to the Contractor Cost Sheet are not permitted. However, CARB will take Contractor’s consultation on alternate outreach methods under consideration. As per the RFP, “Based on research, the Contractor will evaluate the effectiveness of the outlined tasks and determine, in consultation with CARB, the best and most cost-effective ways to inform the greatest number of fleets and provide recommendations about how to target information to meet fleets’ needs with the goal of education, awareness, and attaining full compliance. Consultation should include information about any outreach methods not listed elsewhere in this scope of work or that has been used on a limited basis such as wrapping a truck with an ad, placing lighted signs along the highway, and/or others. Based on the consultation provided by the Contractor, CARB staff reserves the right to adjust tasks two (2) through six (6) to ensure implementation of a multimedia outreach campaign that provides the most market penetration and optimum cost effectiveness”

(PG 40).