23STC007_RFP_FINAL.pdf

REQUEST FOR PROPOSAL (SECONDARY METHOD)

Notice to Prospective Proposers RFP No. 23STC007

February 27, 2024

You are invited to review and respond to this Request for Proposal (RFP) No. 23STC007, titled, “Communication of Sustainable and Equitable Communities that Reduce Vehicle Miles Traveled”. In submitting your proposal, you must comply with the instructions found herein.

This RFP is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda to this RFP that may be issued, interested parties are encouraged to register online at:

https://caleprocure.ca.gov.

The California Air Resources Board’s (CARB) deadline for receipt of proposals is April 9, 2024, no later than 11:00 a.m. (PST). All proposals received late will be rejected. File size cannot exceed 50 Mega Bytes (MB). The naming convention of the proposal must be in the following format: “RFP 23STC007 [Insert vendor name] Proposal”. Proposals must be received on or before the date and time specified herein at email addresses provided below:

EMAIL RFP Proposal to:

Purchasing@arb.ca.gov CC: Milan.Casarubbia@arb.ca.gov CC: Michele.Han@arb.ca.gov

You are advised that you are responsible for ensuring that your proposal is received by the above listed contact person by the time and date required. Any proposal reaching the contact person after the deadline date and time will be rejected.

In the opinion of CARB, this RFP is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, contact the person listed below. All questions must be submitted in accordance with the RFP instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Milan Casarubbia Email: Milan.Casarubbia@arb.ca.gov

We appreciate your interest in this project and hope to receive a proposal from you if this is within your area of expertise.

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:Purchasing@arb.ca.gov mailto:Milan.Casarubbia@arb.ca.gov mailto:Michele.Han@arb.ca.gov mailto:Milan.Casarubbia@arb.ca.gov mailto:Michele.Han@arb.ca.gov

California Air Resources Board

Table of Contents

SECTION PAGE

I. PURPOSE / BACKGROUND / SCOPE OF WORK 3

A) Purpose 3 B) Background 4 C) Scope of Work 7

II. PROPOSAL REQUIREMENTS (GENERAL) AND INFORMATION 8

A) RFP Key Action Dates 8 B) Questions Regarding RFP Requirements 9 C) General Proposal Requirements 10 D) Submission of Proposals 10 E) Modification and/or Withdrawal of Proposals 11 F) Proposer Responsibilities 11 G) Signature 13 H) Disposition of Proposals 13 I) Socio-Economic and Preference Programs 13

III. PROPOSAL REQUIREMENTS (TECHNICAL) 16

A) Technical Proposal Requirements 16

1) Minimum Qualifications 17

2) Title Page 17

3) Cover Letter / Letter of Commitment 18

4) Table of Contents 18

5) Summary 18

6) Minimum Qualifications Response 18

7) Required Attachments 18

8) References 19

9) Conflict of Interest and Confidentiality Statement 19

10) Subcontracts / Subcontractors 19

11) Technical Portion 19

a. Management Plan 19

b. Methodology (Approach to Work) 19

c. Work Plan and Work Schedule 20

d. Personnel / Experience 21

e. Page Headers and Page Numbering 21

B) Cost Proposal Requirements 21

1) Cost Detail 22

2) Page Headers and Page Numbering 22

IV. EVALUATION, SELECTION, AND AWARD 22

A) Administrative Evaluation (Phase 1) 22 B) Technical Evaluation (Phase 2) 22

1) Scoring Criterion Guidelines 23

2) Cost Points 23

3) Proposal Evaluation Form 25 C) Proposal Rejection 27 D) Selection 28 E) Notice of Proposed Award 28 F) Standard Conditions of Service 29 G) Post Award Requirements 29

ATTACHMENTS

1. Required Attachment Checklist 30

2. Draft Standard Agreement (STD 213) 31

Exhibit A, Scope of Work 32 Exhibit A, Attachment 1 – Technical Proposal 49 Exhibit A, Attachment 2 – Progress Report Template 50 Exhibit B, Budget Detail and Payment Provisions 51 Exhibit B, Attachment 1 – Contractor Cost Sheet 52 Exhibit C, General Terms and Conditions (GTC 04/2017) 53 Exhibit D, Special Terms and Conditions 54 Exhibit E, Additional Provisions 61

Exhibit E, Attachment 1 – Conflict of Interest and Confidentiality Statement

Exhibit F, Final Report Format 65

3. Proposer References Form 70

4. Payee Data Record (STD 204) 71

5. Payee Data Record (STD 205) 73

6. Contractor Certification Clauses (CCC 04/2017) 75

7. California Civil Rights Laws Certification 79

8. Darfur Contracting Act Certification 80

9. Bidder Declaration Form 81

10. CA DVBE Bid Incentive Instructions 83

11. Contractor Cost Sheet 86

12. Detailed Response for Minimum Qualifications 96

13. COVID-19 Prevention Contractor Self-Certification 97

I. PURPOSE / BACKGROUND / SCOPE OF WORK

A. Purpose

The California Air Resources Board (CARB) seeks a consultant to develop communications strategies, guidance, and materials that compellingly and effectively communicate to a wide range of audiences the benefits of sustainable, equitable communities that reduce vehicle miles traveled (VMT) and build support for the policies needed to realize them. This Request For Proposal (RFP) is to solicit competitive proposals from experienced and qualified contractors to conduct messaging research, including public opinion research such as focus groups and polling, to understand public support for efforts to reduce VMT in a way that advances racial equity, and to develop communications products for CARB to use with policymakers and the general public about the need to reduce VMT and the benefits of VMT reduction strategies.

CARB’s vision of sustainable, equitable communities includes a future where all Californians have safe, decent, and affordable housing; a wide range of transportation choices; and communities that actively promote equitable life outcomes for all. There are environmental, social, economic, health, and climate resilience of sustainable, equitable communities that reduce VMT. However, developing and implementing the policy changes needed to realize sustainable, equitable communities requires compelling communication and consensus-building across a broad range of stakeholders. The outcomes of this project will strengthen the State’s messaging about these interrelated issues to broaden support for policies and strategies needed to realize sustainable, equitable communities for all.

For a detailed description of the work to be performed, please refer to Attachment 2, Draft Standard Agreement. No work shall begin until all required signatures and approvals are obtained and the CARB Contract Manager provides direction.

The contract term shall be for thirty-one (31) months from the actual start date of the Agreement. The total budget for the entire contract is $500,000. Proposals exceeding this amount may be deemed non-responsive and ineligible for award.

The Standard Agreement will contain a one (1) year option to renew. If the Standard Agreement is renewed, it will be at the same rates provided in the CARB-approved Exhibit B:

Attachment 1- Contractor Cost Sheet, Part B. The one (1) year option to renew has a budget amount of up to $200,000. It is at the discretion of CARB to exercise this option.

B. Background

Many of California’s communities have been designed and built primarily to segregate both people and places and to prioritize car travel. The legacy of that vision has been codified in public policies, business practices, and to some extent public expectations. The institutional framework for land use and transportation planning has reflected and perpetuated a car-centric bias that results in inequitable and dispersed development patterns. For many decades, most federal, State, and local transportation investments have been devoted to building, operating, and maintaining a network of highways, roads, and streets to serve a development pattern that is continuously expanding.

These land use and transportation practices and policies have not had equitable impacts on communities. As acknowledged by California’s transportation agencies, racist policies and decisions have divided communities of color and primarily benefited white suburban commuters.1 Far too often in California’s history, new highway and major roadway infrastructure displaced and marginalized communities, increased divisions in communities, and intensified noise, traffic, and air pollution in already impacted communities. In many communities around the state, the resulting land use pattern and transportation system places daily needs far from each other along streets designed for high-speed driving. To advance sustainable and equitable communities, California must continue to move beyond the policy and historical practices that have perpetuated separated and homogenous communities and car dependence, contributed to health and economic disparities, and caused a significant share of California’s climate-changing greenhouse gas emissions and VMT.

Additionally, California faces a severe housing crisis. To adequately house all Californians today and accommodate projected future growth, California needs over 2.5 million new homes by 2030 – more than double the rate of recent housing production. California’s housing crisis negatively impacts quality of life, health, economic prosperity, and access to opportunity, and exacerbates widening social and racial equity gaps. The shortage of available and affordable housing in key locations often limits Californians’ choices about where they live, forcing households to pay more and/or travel farther than they would otherwise choose to access job

1 See the equity and VMT policy discussion beginning on page 107 of the California Air Resources Board’s 2020 Mobile Source Strategy, available at: https://ww2.arb.ca.gov/sites/default/files/2021- 12/2020_Mobile_Source_Strategy.pdf centers, basic services and amenities, and other destinations. It also contributes to greenhouse gas emissions and climate change, as per capita VMT and emissions from transportation continue to grow from residents being forced to live in areas not co-located with their jobs and other primary destinations. Additionally, lack of infill housing development puts pressure on natural and working lands to convert to suburbanized uses, which can also increase risk of climate-related hazards as new housing development is pushed into higher-risk areas.

As a result of car-centric planning, transportation investments, and the housing shortage as well as related land use and transportation development patterns, Californians are driving more than ever – leading to more pollution, higher costs, more roadway fatalities, and worse daily experiences getting around. Changing these outcomes is a complex problem to solve, as many factors contribute to making driving the safest and/or most convenient travel choice. CARB’s 2022 Progress Report and 2022 Scoping Plan Appendix E provide a good understanding of the challenges and many of the solutions needed to improve community infrastructure and accessibility to jobs and services in order to achieve California’s climate goal of carbon neutrality no later than 2045.

Meeting California’s current and future housing and transportation needs while also meeting the State’s climate and VMT reduction goals will require dramatically accelerating policy and technological solutions to overcome historical trends and build on past and current progress. It will also require building and sustaining multi-sector partnerships to deliver transportation and housing in a way that is both efficient and more equitable.

However, communicating these policy objectives to policymakers and stakeholders has been a challenge.

With respect to housing, while California has implemented notable innovations in housing policy in recent years, these have only slightly increased the pace of housing production, which remains significantly inadequate. With respect to transportation, recent years have seen significant state, regional, and local efforts to expand transportation choices, but much work remains to be done. Interested parties including community members, advocates, and policymakers need accurate and compelling messages to broaden support for the significant policy change that is still needed to meet the state’s current and future needs for ample affordable housing and a variety of transportation choices that reduce car dependence.

CARB has identified VMT reduction as a key outcome and uses VMT as a short-hand metric for assessing achievement of needed solutions to address State climate goals. Because VMT is a target in the Scoping Plan and a key step in equations quantitatively linking community development patterns to air quality and climate goals, the concept cannot simply be left behind.

But it is wonky and does not convey to policymakers either a vision of its benefits nor what actions need to be taken. Part of the challenge with a focus on VMT is communicating that the objective is not simply to drive less, but to build communities that achieve multiple policy objectives, such as lower transportation costs for households, lower infrastructure, and municipal service costs for governments, increased physical activity and improved health, less time stuck in traffic, a greater sense of community, and more. In particular, CARB seeks to advance land use and transportation policy change in ways that center the needs of historically marginalized communities because centering the needs of the most underserved increases the benefits and opportunity for all.

Another part of the challenge is that there are a variety of strategies associated with building these types of communities such as compact development patterns; mixed use and affordable https://ww2.arb.ca.gov/resources/documents/tracking-progress https://ww2.arb.ca.gov/our-work/programs/ab-32-climate-change-scoping-plan/2022-scoping-plan-documents housing; infrastructure that safely supports other transportation options such as walking, biking, and new mobility options; increasing accessibility to jobs and services, and increasing transit, bike, and pedestrian options that are needed to get to VMT reduction. But there is no universal formula to achieve the objectives. These strategies need to be applied in a way that is specific to each communities’ needs. This is especially important in historically underserved communities. These strategies need to be undertaken in combination, as they do not always have the same application opportunities nor the same level of effect in different localities.

Furthermore, they do not have standard definitions and therefore can often mean different things to different people.

Focusing communication on VMT reduction with policymakers has also become a challenge as California’s work to advance zero-emission vehicle policies has progressed. Policymakers need to understand why reducing driving is still necessary even with the transition to clean vehicles.

CARB’s technical analyses show that VMT reduction continues to be needed even with implementation of Executive Order N-79-203 and CARB’s Advanced Clean Cars II Regulations phasing out the sale of new internal combustion engine vehicles by 2035. CARB estimates that 30 percent of light-duty vehicles on the road in 2045 will still burn fuel. Additionally, all vehicles will still produce particulate emissions from brake and tire wear, which will impact communities where those vehicles are driven long into the future. The need to reduce VMT also goes beyond just the need to reduce vehicular emissions. The continuation of dispersed land use patterns will contribute to continued inequitable access to opportunity, longer driving distances, more electricity usage, greater carbon emissions to build and maintain a more expansive infrastructure network, and a reduction in natural and working lands that provide many benefits, including the potential to sequester carbon.

Successfully reducing VMT will require shifting California’s development patterns and transportation systems to make livable, affordable homes with multi-modal connections to jobs, services, open space, and education available to all Californians. However, communicating the need for these changes and the strategies or policy changes needed for doing so is complex and will require both broad public support as well as support from local, regional, and state leaders. As seen in the reports linked above, CARB’s current messaging focuses on both the need to reduce driving to achieve climate and air quality goals and strategies that accomplish this and other co-benefits.

This is a crucial strategy and one where progress is lagging. As such, it increasingly requires policymakers at all levels of government to take action. In order to galvanize support and build momentum around this goal, we have to be able to communicate about it to a range of audiences in a simple, compelling way. CARB is seeking help in shaping this message and ensuring it avoids communication pitfalls, centers the needs of historically marginalized communities, has broad public appeal, and includes persuasive facts for effective communications with policy makers. This contract is intended to get informed recommendations on how to communicate about the goal of reducing VMT, and the key strategies for accomplishing those reductions, that will resonate broadly.

The CARB Board adopted Resolution 20-33 on Oct. 22, 2020, committing to racial equity and social justice at every level of CARB’s operations. Through this project, CARB will be seeking project partners from community-based organizations or other non-government organizations that focus on advancing racial equity and justice in climate change, transportation, housing, and/or air quality. These partners will be critical to understanding which strategies for sustainable, equitable communities to focus on and to develop a messaging guide and communications materials that helps advance their work to increase housing and reduce VMT in a way that centers the needs of historically marginalized communities. Learning from and working in dialogue with these organizations will bolster CARB’s communications on sustainable, equitable communities’ strategies and is an important part of this contract.

In addition, to support the long-term goal of the project of building support and momentum for policies that advance sustainable, equitable communities that reduce VMT in ways address historic injustices, this project also seeks to partner closely with local, regional, and state policy leaders. By engaging them from the beginning and throughout this project, CARB hopes to both learn from their experiences and build momentum to partner with them in ongoing communication efforts. The ideal outcome would be for the ongoing engagement of this project to not only allow CARB to benefit from the partners’ expertise but also establish a foundation for the partners to possibly share these messages in their own work going forward or even for future joint communication efforts.

C. Scope of Work

This is a project to develop fact-based and compelling messages related to sustainable, equitable communities that reduce VMT – and related to key strategies for making that a reality in a way that advances racial equity – that avoid known communication pitfalls and show broad appeal via public opinion research via focus groups and polling.

Communications products from this project are intended to improve CARB’s messaging, expand awareness, and build support among local, regional, and state policymakers for this work.

CARB is looking for the expertise of the selected contractor to detail the best approach and specific tasks needed to achieve the desired outcomes of this contract. Below are the general tasks CARB is looking for but will consider applications that amend these tasks as needed to achieve the desired outcomes.

The desired outcomes include:

1. A well-led process of outreach and engagement, evidenced by documentation of key findings and participation in the process;

2. A message guide for communicating with policymakers on sustainable, equitable communities that reduce VMT and key strategies for accomplishing it. The messaging guide should outline known communication pitfalls to avoid, support the messages with key facts, use inclusive language, and be based in public opinion research such as focus groups and polling. Samples that demonstrate the type of guide to messaging that CARB is seeking include:

• “Seize the Narrative: A Housing Justice Narrative Playbook for the Bay Area”, shiftthebay.org

• “The Language of Conservation”, Nature Conservancy

• “Transit Messaging Research”, transitjustice.org

• “Talk like a human”, potentialenergycoalition.org

In particular, the messaging guide should include:

• How to talk about the goal of sustainable, equitable communities that reduce VMT and why it is needed with policymakers. The objectives and benefits go beyond simply driving less and include affordable housing choices for all, advancing equity, improving public health, conserving natural and working https://shiftthebay.org/resources/shift-the-narrative-playbook/ https://conservationtools.org/library_items/1319-The-Language-of-Conservation-Updated-Recommendations-on-How-to-Communicate-Effectively-to-Build-Support-for-Conservation https://transitjustice.org/2023/05/30/report-transit-messaging-research/ https://potentialenergycoalition.org/wp-content/uploads/Talk-Like-a-Human.pdf lands, accessibility to jobs and education, and generating housing and transportation cost savings.

• How to message with policymakers the strategies needed to achieve the goal and in a way that is inclusive of all communities. CARB will identify a selected number of key strategies to focus on via research and outreach.

• Some key facts that support the items above, knowing that fact-based messages are often needed in the policy context.

3. A toolbox of communications materials designed for use with a broad range of interested parties. These materials should deliver compelling, stakeholder-specific messages to advance support for sustainable, equitable communities and the policies needed to achieve them. While fact-based and accurate, they should be more akin to advertising campaign materials than to dry and inaccessible policy and technical documents. CARB would like both targeted materials for specific key perspectives and audiences as well as materials that can be used with a general audience of Californians. The goal is for the toolbox to contain a variety of different materials and messages that would be relevant to different audiences and contexts, as the effectiveness of messages are likely to vary across audiences and contexts.

These communication materials will require a variety of formats (e.g., ARC GIS story map, website, social media images, illustrations, handouts, PowerPoint presentation slides, and images or graphics). All materials should support CARB’s execution of the final messaging products – recognizing that different products will be executed with different audiences.

The Contractor shall provide the detailed services and tasks outlined in Attachment 2, Draft Standard Agreement.

II. PROPOSAL REQUIREMENTS (GENERAL) AND INFORMATION

This section contains instructions for the submission of your proposal. It is the responsibility of the proposer to carefully read and follow all proposal requirements within this RFP. Compliance with the RFP instructions is mandatory for your proposal to be considered for award. Failure to comply with the RFP instructions may cause your proposal to be deemed non-compliant and non-responsive, thus ineligible for award.

A. RFP Key Action Dates

Below is the tentative time schedule for this RFP. CARB reserves the right to modify the RFP and/or change dates and times at its sole discretion, prior to the date fixed for submission of proposals, by the issuance of an addendum that will be posted on the California State Contracts Register (CSCR) at: https://caleprocure.ca.gov.

1. CARB reserves the right to modify or cancel in whole or any part of this solicitation.

2. Clarifications to the solicitation will only be provided in the form of a written addendum to all Proposers.

https://caleprocure.ca.gov/

RFP Key Actions Dates Time RFP available to prospective Proposers 02/27/24 N/A

Written Questions Submittal Deadline 03/19/24 5:00 p.m. (PST)

Question and Answers Addendum Posted 03/26/24 5:00 p.m. (PST)

Final Date for Proposal Submission/Receipt by

CARB

04/09/24 11:00 a.m. (PST)

Complete Evaluation of Proposals 04/30/24 N/A

Posting of Intent to Award Notice(s) (Notice is posted for five [5] business days)

05/02/24 N/A

Agreement sent to successful Proposer 05/13/24 N/A

Signed Agreement returned to CARB for counter-signature 05/22/24 N/A

Agreement Approved and Executed – work begins 06/01/24 N/A

RFP Key Action Dates listed above are estimates only, and subject to change at CARB’s sole discretion. No work shall begin until all required approvals and signatures, including the Department of General Services (DGS) Office of Legal Services, if applicable, are obtained.

B. Questions Regarding RFP Requirements

All questions or concerns related to the RFP requirements must be directed electronically to:

Administrative Services Division Acquisitions Branch Contact: Milan Casarubbia Email: Milan.Casarubbia@arb.ca.gov

Questions must be received by the date and time specified under Section II, A. Key Action Dates. Answers to all questions submitted will be in the form of an addendum posted to the DGS California State Contracts Register (CSCR) website https://caleprocure.ca.gov/pages/index.aspx by the date and time specified under Section II, A.

Key Action Dates. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to all parties/participants. All questions must be submitted referencing the RFP number in the subject line, directly to the above listed contact person and not through the Cal eProcure system.

https://caleprocure.ca.gov/pages/index.aspx

C. General Proposal Requirements

1. Proposals should provide straightforward and concise descriptions of the Proposer’s ability to satisfy the requirements of this RFP. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

2. Proposals must be submitted for the performance of all services described herein.

Any deviation from the work specifications (Section Ill, Proposal Requirements, and Attachment 2, Draft Standard Agreement) may cause a proposal to be rejected.

D. Submission of Proposals

1. Proposals must be submitted no later than the date and time indicated in Section

II.A. Key Action Dates and must be addressed as follows in Item 2.

Proposals received after this date and time will not be considered and will be rejected.

2. Delivery Instructions

Responses to this RFP shall be submitted to CARB at the following email addresses provided in Section 2.b. below in PDF format, cannot exceed 50 Mega Bytes (MB) and include:

a. One (1) copy containing the Technical Proposal and all other required elements along with the Cost Proposal.

b. Submit to the following email addresses and reference the RFP number in the subject line.

Purchasing@arb.ca.gov CC: Milan.Casarubbia@arb.ca.gov

3. Each proposal will be reviewed to determine if it meets the proposal requirements contained in Section lV, Proposal Requirements (Technical). Failure to meet the requirements for the RFP may be cause for rejection of the proposal.

4. 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 immaterial defect shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if the Proposer is awarded the Agreement.

5. CARB may modify the RFP up to the specified time of the date fixed listed for submission of proposals by the issuance of an addendum to all parties who received a proposal package. Any addendum(s) will be issued through the Cal eProcure system.

mailto:Purchasing@arb.ca.gov

6. The State reserves the right to reject all proposals.

7. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names, will not be considered. Reasonable grounds for believing that any Proposer has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that Proposer. If there is reason to believe that collusion exists among the Proposers, none of the participants in such collusion will be considered, in this or future procurements.

E. Modification and/or Withdrawal of Proposals

1. 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.

Proposer modifications offered in any other manner, oral or written, will not be considered.

2. A Proposer may withdraw its proposal by submitting a written withdrawal request to CARB signed by the Proposer or an agent authorized in accordance with Section II.G., titled “Signature”. 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.

F. Proposer Responsibilities

1. Proposers should carefully examine the entire RFP, with special attention to the tasks and deliverables found in Attachment 2, Draft Standard Agreement.

Proposers shall investigate obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of the requirements.

2. Before submitting a response to this RFP, Proposer(s) should review their response, correct all errors, and confirm compliance with the RFP requirements. It is the Proposer’s responsibility to complete and submit all required attachments as listed on Attachment 1.

3. 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

CARB.

4. It is the Proposer’s responsibility to promptly notify CARB’s contract analyst identified in the solicitation, in writing, by e-mail, if the Proposer believes that the solicitation is unfairly restrictive, contains errors or discrepancies, or is otherwise unclear. Notification must be done immediately upon receipt of the solicitation in order that the matter may be fully considered and appropriate action taken by CARB prior to the closing time set to receive solicitation responses. Such notification must be submitted no later than the question-and-answer period referenced in Section II.A., Key Action Dates. All such correspondence received after the question-and-answer deadline will not be considered.

5. Proposer is responsible to review, read, understand, and comply in full with the State’s General Terms and Conditions along with the Contractor’s Certification Clauses (CCC) as listed at: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract- Language.

6. Each proposal must constitute an irrevocable offer for a period of at least 180 working days after proposal submission.

7. The Proposer must provide evidence to show that members of the team possess the specific qualifications, competence, experience, resources, and business integrity necessary to carry out the work under the contract as expected. Examples of evidence include, but are not limited to résumés, letters of reference, project summaries that highlight the team’s specific experience. Proposers must complete Attachment 3, Proposer References Form.

8. The Proposer must own and operate a legitimate business. If required by law, the

Proposer must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the California Secretary of State must be registered prior to date of Agreement award. Evidence of registration shall be submitted with the proposal.

9. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, Proposer agrees to provide agency a copy of the renewed license(s) and/or permit(s) within thirty (30) days following the expiration date. In the event the Proposer fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

10. It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

11. The Proposer must complete and submit to CARB, the Payee Data Record (STD

204), Attachment 4, to determine if the selected proposer is subject to state income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662.

This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/fm c/pdf/std204.pdf . No payment shall be made unless a completed STD 204 has been returned to CARB. Payee Data Record Supplemental (Std. 205) Attachment 5 (if applicable). This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

12. The Proposer must sign and submit to CARB, page one (1) of the Contractor

Certification Clauses (CCC 04/2017), Attachment 6, or the form can be obtained via the Internet at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract-Language.

13. The Proposer must sign and submit to CARB, the California Civil Rights Laws

Certification, Attachment 7.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

14. The Proposer must sign and submit to CARB, the Darfur Contracting Act Certification, Attachment 8.

15. As part of CARB’s ongoing efforts to protect the health and safety of its employees, CARB is requesting all vendors / Contractors who perform work in person or on site to provide certification that the vendor’s / Contractor’s employees and subcontractors have provided documentation to the vendor / Contractor that the employees are either fully vaccinated against COVID-19 (as defined by the CDC), or have obtained a negative COVID-19 test result within seventy-two (72) hours of in-person or on-site work. The vendor / Contractor does not need to provide the documentation of employees’ or subcontractors’ vaccination status or negative test result to CARB. If no employees or subcontractors of the vendor / Contractor will interact with any CARB employees or perform work on site, CARB requests the vendor / Contractor certify to this effect.

Additionally, all Contractors who perform services under a contract with CARB are expected to, at their own expense, comply with all applicable health and safety laws and regulations. This includes, but is not limited to, all laws, regulations, and public health orders related to the COVID-19 pandemic. The Proposer must sign and submit to CARB, the COVID-19 Prevention Contractor Self-Certification, Attachment 13.

G. Signature

1. All documents requiring signatures contained in the original proposal package must have original or electronic signatures.

2. Only an individual who is authorized to bind the proposing firm contractually shall sign the required Cover Letter for the proposal. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

H. Disposition of Proposals

Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and 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. The State cannot prevent the disclosure of public documents.

I. Socio-Economic and Preference Programs

1. Disabled Veteran Business Enterprise (DVBE) Incentive – Optional

This solicitation does not require a minimum amount of DVBE participation.

However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime proposer is a certified DVBE or commits to subcontracting with DVBE(s), the proposal may be eligible to receive a proposal preference provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). For evaluation purposes only, the State shall apply an incentive to proposals that propose California certified DVBE participation as identified on

Attachment 10, titled California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions and confirmed by the State. 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

The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5% DVBE participation and the incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of:

DVBE

Incentive:

1% to 1.99% inclusive 1% 2% to 2.99% inclusive 2% 3% to 3.99% inclusive 3% 4% to 4.99% inclusive 4%

5% or Over 5%

2. Small Business (SB) or Microbusiness (MB) Preference – Optional

If Proposer is claiming the 5% certified SB or MB preference or is committing to subcontract 25% or more of their net bid price to one or more certified SB or MB (Non-small business preference [NSB]), list firm names on Attachment 9 (GSPD-05- 105 Bidder Declaration) and attach a copy of the certification. Additional References:

http://www.dgs.ca.gov/PD/.

Questions regarding the certification approval process or the SB program should be directed to the Department of General Services, Procurement Division at (800) 559- 5529 or (916) 375-4940. For the 24-Hour Recording & Mail Request call (916) 322- 5060.

SB, MB or NSB bidders or proposers using the SB preference shall be granted a preference consisting of 5% of the highest responsible bidder’s total score.

3. Target Area Contract Preference Act (TACPA) – Optional

a. Government Code (GC) Section 4530 (TACPA) provides that California based companies shall be granted a 5% preference whenever a state agency prepares a solicitation for services in excess of $100,000. The preference(s) shall apply if the worksite is not fixed by the government agency and the proposer can demonstrate and certify, under the penalty of perjury, that at least 90% of the total labor hours required to perform the services shall be performed at an identified worksite located in a distressed area (TACPA). TACPA preferences will only be applied if this procurement results in more than one responsive proposal receiving a passing narrative proposal score.

b. Additional work force preferences ranging from 1% to 4% can be earned by eligible proposers that agree to hire 5% to 20% of persons with a high risk of unemployment or those living in a targeted employment area or that are enterprise zone eligible to perform a specified percentage of the contract work.

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

c. The granting of TACPA preference cannot displace an award to a certified small business.

d. Proposers seeking TACPA preference must submit a completed STD 830 - Target Area Contract Preference Act Request https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf. Preference Request https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf with their proposal. The applicable preference request form must include the following:

i. All appropriate certifications. (TACPA). The proposing firm’s name and the name of all suppliers and subcontractors that will work with the proposer to fulfill the terms of the contract along with the addresses of each of the worksite(s) and estimated labor hours;

ii. County census tract number and block group number;

iii. Proposer’s original signature; and

iv. A checkbox marked to identify the additional 1% to 4% preference sought for hiring persons with a high risk of unemployment.

e. TACPA preference cannot be granted if:

i. The lowest proposed cost does not equal or exceed $100,000 for the entire term;

ii. The work site or any part thereof is fixed or preset by the State;

iii. The services involve construction or a public works project; or

iv. A proposer who has claimed a TACPA preference and is awarded the contract will be obligated to perform in accordance with the preference(s) requested, provided the preference was granted in obtaining the contract.

f. Firms receiving preference must:

i. Report their labor hours to the State and reference the state contract on which the award is based for the specific reporting requirements.

g. Proposers wishing to learn more about TACPA requirements, designated work site(s) or enterprise zones in California should contact the appropriate office of the Department of General Services at (916) 375-4940. DGS will attempt to determine TACPA eligibility within two working days.

4. Preference and Incentive Application – Optional

a. DVBE Incentive Points are factored by multiplying a Proposer’s DVBE participation commitment percentage (%) by the total possible points that could be awarded (see Table 1 below). This amount is then added to the proposer’s total points. In the Table 2 sample below, Proposer B received a 60-point incentive (.05% commitment x 1200 total points available), which was added to its total points resulting in its proposal ranking as first in line for award. Proposer https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

C’s 2% commitment resulted in its receiving 24 incentive points, and making its proposal rank as second in line for award.

b. Preference is calculated by multiplying 5% of the highest scoring NSB proposer, and adding those points to SB proposers and NSBs subcontracting 25% or more to a SB. In the Table 2 sample below, the calculation is based on Proposer B’s 1155 points x .05 resulting in 57.75 additional points added to the certified SBs (A and C).

c. Under the High Score Method, it is possible to displace a high point certified SB with the application of the DVBE Incentive.

TABLE 1: HIGH SCORE METHOD SAMPLE

Available points example using sliding scale:

Administrative: 200 points Technical: 400 points

Cost: 600 points Total: 1200 points

Possible Maximum 60 points DVBE incentive calculated as follows:

Confirmed DVBE Participation Possible Points Calculation:

1% - 1.99% inclusive 1% X 1200 = 12 2% - 2.99% inclusive 2% X 1200 = 24 3% - 3.99% inclusive 3% X 1200 = 36 4% - 4.99% inclusive 4% X 1200 = 48

5% and Higher 5% X 1200 = 60

TABLE 2: HIGH SCORE METHOD SAMPLE RESULTS

Proposer A B C Responsive/Responsible Yes Yes Yes

Total Points 1050 1155 1125 Eligible Preference SB None SB

SB Preference Points Applied 57.75 0 57.75 Subtotal 1107.75 1155 1182.75

Rank 3 2 1 Confirmed DVBE Participation No (0%) Yes (5%) Yes (2%)

Incentive Points Applied None 60 24 Adjusted Points 1107.75 1215 1206.75

New Rank 3 1 2

III. PROPOSAL REQUIREMENTS (TECHNICAL)

A. Technical Proposal Requirements

The proposal must contain the following components, information and documents outlined below. Each requirement’s location must be listed in the Proposal’s Table of Contents.

Also see Section II. D. Submission of Proposal, for general submittal details.

1. Minimum Qualifications

The Proposer must provide a detailed response, outlining how the Proposer meets each of the minimum qualifications listed below. 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.

Communications:

• Developing compelling multimedia communications materials designed to inform public opinion, such as advertising or political campaign materials. (5+ years)

• Designing communications strategies to educate a range of leaders and interested parties about related public policy issue or program such as housing, transportation, climate change, community development, and/or social/racial equity. This experience must include at least one (1) effort to reach state and/or local leaders and at least one (1) effort to reach other interested parties. (5+ years).

• Conveying a complex narrative or policy position to a lay audience through creative data visualization and analysis. (3+ years)

• Demonstrate that any written deliverables submitted to CARB will be written or reviewed by someone with at least five (5) years of communications and/or writing experience.

Policy and programmatic experience:

• Policy or programmatic work on issue areas including climate change, community development, affordable housing, social justice and social/racial equity, transportation, sustainability, land use, or others. (5+ years)

Partner engagement:

• Organizing and/or facilitating outreach in support of developing messaging or communications. Outreach may include focus groups, workshops, or meeting series focused on gathering feedback on messaging. (3+ years)

• Creating and conducting at least two (2) public opinion polls or surveys in support of message development.

• Collaborating with stakeholders at the State and/or local level to advance climate, environmental, social justice, public health, and/or equity goals in California.

Stakeholders may include non-profit organizations; community groups;

community residents/leaders; local, regional, or State agencies including transportation agencies, and/or business associations. (3+ years)

2. Title Page

The purpose of this page is to provide information needed by CARB administrative staff.

It must contain the following items:

a. The title of the Proposal, which must be the same as the title of the RFP;

b. The number of the RFP, 23STC007; and

c. The date of proposal.

3. Cover Letter / Letter of Commitment

The cover letter must not be more than two (2) pages, in Arial size-12 point font or similar, and must include the following paragraph and the signature of the representative authorized to make the proposal on behalf of the firm:

“The enclosed proposal is submitted in response to the above referenced Request for Proposal 23STC007, including any addenda. Through submission of this Proposal, we agree to all the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal may result in a lower score, up to and including disqualification. We have carefully read and examined the Request for Proposal and have conducted such other investigations as were prudent and reasonable in preparing the Proposal. We agree to be bound by statements and representations in our Proposal.”

The cover letter must be provided on the company’s letterhead and include the following information and statements:

a. The name and address of your company [NOTE: You may use a Post Office box, but please provide your company's street address]; and

b. The name, title, and signature of a company official authorized to bind the Proposal.

c. Name, email and/or phone number for the Proposer’s contact for CARB inquiries related to the Proposal.

4. Table of Contents

5. Summary

The abstract shall be no longer than one (1) page. Include a brief description of the proposed project briefly summarizing the main point of the various sections of the proposal, including the features and benefits of the proposal.

6. Minimum Qualifications Response

Provide a response, outlining detailed information demonstrating how the Proposer meets each of the minimum qualifications listed in Section III.A. Submit applicable documentation on Attachment 12, Detailed Response for Minimum Qualifications.

7. Required Attachments

The Technical Proposal must include all the completed attachments listed in Attachment 1, Required Attachment checklist.

8. References

Each Proposer must provide at least three (3) references detailing previous experience developing messaging through research and outreach related to the goals and objectives outlined in the RFP.

References must be provided using Attachment 3, Proposer References Form.

Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your proposal may cause your proposal to be rejected and deemed non-responsive. Attachment 3 may be copied for additional references.

9. Conflict of Interest and Confidentiality Statement

Proposer and each member of Proposer’s technical staff proposed to work on this project must sign and submit Attachment 2, Draft Standard Agreement, Exhibit E, Attachment 1 – Conflict of Interest and Confidentiality Statement with your proposal.

10. Subcontracts/Subcontractors

If subcontractors are…