25-0037_RFP.pdf

Revision 7/3/2024

September 12, 2025

REQUEST FOR PROPOSAL (RFP)

Secondary Method

RFP No.: 25-0037 Title: Outreach and Education Type of Contract: Consulting Contract

NOTICE TO PROSPECTIVE PROPOSERS:

You are invited to review and respond to this Request for Proposal (RFP). In submission of your proposal, you must comply with the instructions and requirements found herein.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions.

Questions about this solicitation must be submitted to the Contracts Unit email address below with the RFP number in the Subject line. Responses to all questions received will be posted as an official addendum to this solicitation. Reference Page 1 for all 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.

Contracts Unit Office of Grants Administration Administrative Services Division CDFA.contracts@cdfa.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms mailto:CDFA.contracts@cdfa.ca.gov

Table of Contents Key Action Dates

Questions and Answers

Term of Contract

Option to Renew

Purpose and Description of Services

Problem Statement

Background

Responsibilities of the Contractor

Deliverables

Minimum Qualifications for Proposers

Budget

System for Award Management

Printing

Proposal Requirements

Proposal Submittal Requirements

Submission of Proposal

Evaluation and Selection

Award and Protest

Disposition of Bids

Agreement Execution and Performance

Preference and Incentive Programs

CALIFORNIA DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) - PROGRAM

REQUIREMENTS - FOR NON-IT SERVICES

EVALUATION SCORING AND CRITERIA 25-0037 Outreach RFP

REQUIRED DOCUMENTS

SAMPLE CONTRACT

EXHIBIT A - SCOPE OF WORK

EXHIBIT B - BUDGET DETAIL AND PAYMENT PROVISIONS

EXHIBIT D - SPECIAL TERMS AND CONDITIONS

EXHIBIT E - ADDITIONAL PROVISION

EXHIBIT F - FEDERAL TERMS AND CONDITIONS

Key Action Dates

All proposers are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

RFP available to prospective bidders ..................................... September 12, 2025 Written questions must be received by 4:00 PM PT ............... September 19, 2025 Questions and Answers will be posted by 5:00 PM PT .......... September 26, 2025 Emailed proposals must be complete and received no later than 2:00 PM PT ..................................................... October 3, 2025 Estimated date of team evaluations ......................................... October 6-10, 2025

Partial submission of proposal is unacceptable.

Avoid late submittals due to computer glitches or other technical issues that may arise by submitting documents early.

Questions and Answers

To maintain fairness during the bidding process, all questions must be submitted in writing and sent to the Contracts Unit email (CDFA.contracts@cdfa.ca.gov) only. The subject line of the email must contain the Bid Number. Bidders must not contact any program staff during the bidding process as this could result in disqualification.

Answers to questions received prior to the submission deadline listed above, will be provided via a formal addendum and will be posted to the contract advertisement on Cal eProcure.

Term of Contract

The term of this contract is October 1, 2025 or upon final/Department of General Services/Office of Legal Services (DGS/OLS) approval, whichever is later, through September 30, 2027.

Option to Renew

There is no option to renew under this contract.

Purpose and Description of Services

Problem Statement

The primary threat to California's citrus trees, both commercial and residential, is a deadly disease known as huanglongbing (HLB) or citrus greening. It is spread by the Asian citrus psyllid (ACP) Diaphorina citri (Kuwayama), which has become established in the eight (8) southernmost counties of California and has been found in limited numbers in the Central Valley, Central Coast and portions of the San Francisco Bay Area and Northern California. ACP has the potential to spread the disease-causing bacterium Candidatus Liberibacter asiaticus (CLas) to any or all of California's citrus growing areas, including both commercial and residential citrus. The ACP/HLB vector-disease complex has brought economic devastation to Florida and Texas’s citrus industries and carries the same potential to ravage California’s citrus growing areas.

California has adopted a regional quarantine structure to protect against the artificial movement of ACP, which includes all of Southern California, the Central Valley, Central Coast and portions for the Bay Area and Northern California. Portions of Los Angeles, Orange, Riverside, San Bernardino, San Diego and Ventura Counties are under quarantine for HLB.

California and its citrus industry have a critical need for a multifaceted outreach campaign targeting various audiences and, in some cases, focusing on local issues in citrus growing areas of the state. This service will provide the public with an increased awareness of the Citrus Pest and Disease Prevention Program (CPDPP) which is operated under the California Department of Food and Agriculture’s (CDFA) Citrus Pest and Disease Prevention Division (CPDPD) and satisfy the public’s right-to-know about the activities being conducted under the Program. It is critical that the CDFA has a contractor in place to meet the Department’s commitment to transparency in all its programs.

Background

Citrus plants are infected when the ACP feeds on new foliage and transfers the bacterium to the citrus plant. While the pest can cause some damage to the plant on its own, the main threat of ACP is its ability to effectively vector the phloem-inhabiting bacterium CLas, causing the HLB disease. HLB is the most devastating disease of citrus worldwide. Symptoms of HLB include yellow shoots, with mottling and chlorosis of the leaves. Infected fruit tastes rancid and the fruit may be misshapen with the fruit's skin retaining some green coloration even though it is ripe. The fruit quality degrades until it becomes unmarketable, and infected trees eventually die of the disease.

California is one of the last citrus producing areas in the world to be infested by ACP and HLB. In other areas where ACP and/or HLB are present, experience has shown that the only method of effectively suppressing ACP populations is through an area-wide coordinated response plan. The CPDPD administers a program under Food and Agricultural Code section 5911, et seq., whereby assessment funds are collected from producers of citrus for use in combating citrus pests and disease, particularly HLB and its vector, the ACP.

The majority of these funds have been expended for pesticide treatments and tree removal in residential areas to slow the spread of ACP. Messaging has been directed toward residential homeowners and should continue in areas of the state where residential treatments of ACP are deemed necessary due to the proximity to commercial citrus. In the areas of the state that are either generally infested or do not have substantial citrus acreage, the messaging should focus on finding and eradicating HLB-infested trees. In all areas, the public messaging should emphasize homeowner cooperation with CPDPD survey and treatment crews.

In some citrus growing areas, commercial groves are separated by substantial distances, making open communication and coordination between growers difficult.

Individual growers may have implemented pest management strategies for ACP and HLB, however, research has shown that a successful pest control program must be coordinated among all growers in an area to maximize the effect of treatments. It is imperative in managing this pest that outreach messaging directed toward growers emphasizes grower participation in an area-wide pest management strategy to protect commercial citrus as well as individual growers.

To accomplish the timely application of treatments over large geographical areas in a coordinated manner, the program's outreach materials must be prepared in multiple languages for distribution via multiple media channels to reach the largest audience.

The outreach materials will be distributed by the contractor and CPDPD. Recognizing that treatments are voluntarily done by citrus growers, it is imperative to have a robust grower outreach program that reaches as many of the growers as possible to ensure effective treatments are conducted in a timely manner.

The future of the California citrus industry is being threatened by this destructive pest/disease that has devastated citrus growing regions around the world. In a recent study in Florida, the presence of HLB increased citrus production costs by 40 percent. It is estimated that over the past 7 years in Florida, HLB has caused the loss of over 8,000 jobs and over $1.3 billion in lost revenue to the citrus industry, with more than $3.6 billion in total lost economic activity.

California citrus growers have made a substantial economic investment in preventing the spread and establishment of ACP and HLB in California. The CPDPD requires the services of a professional outreach contractor to oversee an outreach and education program designed to inform residential homeowners of the threat to their backyard citrus and growers on the current status of the citrus disease, HLB, and its vector, the ACP and other citrus pests and diseases. Additionally, the CPDPD requires outreach and education directed at local elected officials, as they can be the first point of contact for residents and growers that are not familiar with the CPDPP.

Responsibilities of the Contractor

The contractor shall:

• Have the ability to translate complex regulatory information into a digestible format.

• Maintain and conduct a concise, focused outreach and education campaign that reaches the target audiences, including but not limited to, growers, homeowners, and elected officials.

• Provide in-house public affairs/elected official outreach, as these items must be addressed quickly by knowledgeable staff.

• Consult and advise the CPDPD and the Citrus Pest and Disease Prevention Committee (CPDPC) Outreach Subcommittee of target audience revisions based on the movement of ACP/HLB infestations, new technologies, or new citrus pests or diseases.

• Provide information on how the industry assessment and federal funds have been used and inform growers of advances and discoveries attributed to funded grower activities.

• Develop statewide messaging encouraging homeowner acceptance and cooperation with survey and treatment crews.

• Participating in select public/homeowner events in areas where urban support of treatments is critical.

• Provide in-house media buying to facilitate timely advertisements.

• Develop localized messaging to address emergent issues that may adversely impact the program, such as human or environmental health and safety.

• Develop and maintain a crisis communication plan for the CPDPD/CPDPC.

• Review the CPDPC’s strategic plan at least once during the contract term to verify that the strategic priorities are current and applicable to the CPDPC.

• Conduct research on messaging acceptance in Southern, Central and Northern

California to make sure that messaging is effective.

• Provide in-house digital/web services to maintain and monitor existing websites/social media pages.

• Maintain expertise in qualitative and quantitative research methodologies to inform messaging outreach strategies.

Deliverables

1. Develop and implement a comprehensive outreach and education campaign for homeowner audiences, including but not limited to:

• Participating in select public/homeowner events in areas where urban support of treatments is critical.

• Cohesive, distinctive artwork and graphics to be used on all printed and electronic materials associated with the CPDPP, CPDPD and CPDPC outreach and education program.

• A media update guide, including press releases for distribution to local papers, trade press, print media, television, and radio in citrus growing regions.

• Handouts and complimentary materials that can be easily updated and produced in short runs for use in trade shows and repurposed for electronic distribution via email and websites to provide relevant updates on the CPDPP.

• Speaker kits, including talking points, handouts with visuals, for use in making presentations on ACP and HLB.

• A media outreach strategy that can reach reporters with breaking news in a timely fashion.

• Incorporation of other outreach vehicles/mechanisms (i.e. X, Facebook) upon approval of CPDPD.

• Paid placement of the public service announcement and/or other advertisements in key areas, including but not limited to:

Los Angeles/Orange Counties Ventura/Santa Barbara Counties Riverside/San Bernardino Counties Central Valley

• Updating and distributing informational materials at a higher level than is currently covered (since HLB area has expanded to include portions of Los Angeles, Orange, Riverside, San Bernardino, San Diego and Ventura Counties, demand for printed materials has been unprecedented).

• Develop and execute a paid media advertising strategy in key regions with HLB and commercial citrus.

• Ongoing management and programming of the existing homeowner website.

• All printed marketing materials will be printed by the Office of State Publishing and/or

California Prison Industry Authority (CalPIA) unless both facilities are unable to accommodate the print work requested and an exemption is issued to pursue an outside vendor that can accommodate the request.

2. Develop and implement a comprehensive outreach and education campaign for citrus industry audiences (growers, packers, haulers, field workers, etc.), including but not limited to:

• Provide information on how the industry assessment and federal funds have been used and inform growers of advances and discoveries attributed to funded grower activities.

• Quarterly newsletters and articles with arrangements to distribute them in existing publications (i.e. Citrograph, regional associations, trade press, on the CDFA and CPDPP websites and in the mail).

• Cohesive, distinctive artwork and graphics to be used on all printed and electronic materials associated with the CPDPP, CPDPD and CPDPC outreach and education program.

• A media update guide, including press releases for distribution to local papers, trade press, print media, television, and radio in citrus growing regions.

• Handouts and complimentary materials that can be easily updated and produced in short runs for use in trade shows and repurposed for electronic distribution via email and websites to provide relevant updates on the CPDPP.

• A program that provides regular updates to regional citrus growers, County Agricultural Commissioners, Farm Bureau chapters, elected officials and local governmental groups, and that provides materials and information for use in local grower meetings, field day activities and trade shows.

• A program to identify candidates among California's citrus growers for education and deployment as local experts available for media interviews and public meetings in areas such as communities where citrus trees are newly infested with ACP or infected with HLB.

• Speaker kits, including talking points, handouts with visuals, for use in making presentations on ACP and HLB.

• A media outreach strategy that can reach reporters by breaking news in a timely fashion.

• Updating and distributing informational materials at a higher level than is currently covered (since HLB area has expanded to include portions of Los Angeles, Orange, Riverside, San Bernardino, San Diego and Ventura Counties, demand for printed materials has been unprecedented).

• Supporting industry outreach if/when HLB arises or regulatory changes take place, or in other situations requiring immediate, focused attention on growers, packinghouses, field workers, haulers, pesticide applicators, etc.

• Develop and execute a paid media advertising strategy in key regions with HLB and commercial citrus.

• Ongoing management and programming of the existing homeowner website.

3. Develop and implement a comprehensive outreach and education campaign targeting elected and appointed officials, including but not limited to:

• Cohesive, distinctive artwork and graphics to be used on all printed and electronic materials associated with the CPDPP, CPDPD and CPDPC outreach and education program.

• Handouts and complimentary materials that can be easily updated and produced in short runs for use in trade shows and repurposed for electronic distribution via email and websites to provide relevant updates on the CPDPP.

• Speaker kits, including talking points, handouts with visuals, for use in making presentations on ACP and HLB.

• Increasing elected official outreach in the HLB quarantine area to gain support for HLB eradication efforts, including tree removal.

• Increasing elected official outreach in needed areas, to address:

o The need to remove abandoned groves.

o The need for homeowner associations, and city- and county-owned properties to adequately treat citrus trees, including potentially participating in area-wide management.

• Updating and distributing informational materials at a higher level than is currently covered (since HLB area has expanded to include portions of Los Angeles, Orange, Riverside, San Bernardino, San Diego and Ventura Counties, demand for printed materials has been unprecedented).

4. Ongoing project management and reporting activities, including but not limited to:

• A work plan including all deliverables and completion dates for all components.

• Messaging to create an environment of cooperation and support for controlling ACP and HLB among homeowners, legislators and stakeholders.

• Cohesive, distinctive artwork and graphics to be used on all printed and electronic materials associated with the CPDPP, CPDPD and CPDPC outreach and education program.

• Provide information and news on issues of concern to the Citrus industry, Committee, or program activities.

• Provide quarterly status reports and monthly updates.

• Attend CPDPC Committee and Subcommittee meetings.

Terms of Contract

This contract term will be for two (2) years.

Minimum Qualifications for Proposers

The contractor must have an established record in developing and delivering outreach programs of an agricultural nature, including experience with print, electronic, television, and radio media. The contractor should be familiar with California agriculture and specifically its citrus industry. Knowledge of the ACP and HLB is desirable. It is also desirable that the contractor provide in-house marketing, communications, public relations, government relations and creative services staff to manage the account. The contractor shall have private sector experience, and the proposal must include:

1) Demonstrated experience in project management.

2) Demonstrated experience in meeting facilitation and consensus building.

3) Demonstrated experience in managing complex agricultural outreach issues.

4) A robust media relations strategy.

5) Written team structure with clearly defined participant roles and responsibilities.

6) Complete resumes for each contract participant.

7) Professional references.

Budget

The budget shall not to exceed $1,000,000 for the duration of the two (2) year term.

Contractor shall include the cost of providing rights under Labor Code, Unemployment Insurance Code, and Industrial Welfare Commission Order in their proposed budgets.

The Employment Development Department’s (EDD) “2022 California Employer’s Guide” at https://edd.ca.gov/pdf_pub_ctr/de44.pdf and the Department of Industrial Relation’s website are two references that Contractors can access for assistance with determining the costs and methods of paying for these benefits to include in their proposal.

Travel costs shall be reimbursed at Federal rates in effect at the time of travel as established by the United States (U.S.) General Service Administration and, which be accessed at:

https://www.gsa.gov/travel/plan-book/per-diem-rates.

System for Award Management

All entities bidding for this federally funded contract, must have a Unique Entity ID (UEI) and be registered with System for Award Management. (SAM.gov). Failure to register and maintain an active SAM account will prevent your organization from receiving federal funds.

SAM accounts must be renewed annually. Entities will be required to provide their organization’s UEI number and CDFA will check that the entity is in good standing before CDFA can enter into an agreement. The registration process can take a few weeks; therefore, entities are highly encouraged to begin the registration process now. Please enter your UEI number in the section titled “Small Business Preference” of the Contractor Status Form. The link to this form can be found on the Required Documents page of this IFB.

Printing

Under Government Code 14850 and Penal Code Section 2807, State agencies are required to obtain printing services through, or obtain waivers from, the Department of General Services, Office of State Publishing and the Prison Industry Authority prior to obtaining services outside of state government. This mandate passes through to contractors who wish to include a printing component in their proposals and/or services.

A copy of these waivers must be provided to the California Department of Food and Agriculture with the invoice(s) to obtain payment for these services.

Proposal Requirements

All proposals must be submitted in accordance with the outline indicated below. Submitting the proposal in this format assures you that the Evaluation Committee will not overlook important information contained in the proposal.

NOTE: Failure to provide the following information or an explanation as to why the information was not submitted could deem your proposal “technically non-compliant” and therefore, not considered for award.

1. Nature of firm’s services and activities. Provide a description of the nature of the firm’s services and activities. Note when the business was established, brief history and location.

https://edd.ca.gov/pdf_pub_ctr/de44.pdf https://www.dir.ca.gov/ https://www.gsa.gov/travel/plan-book/per-diem-rates https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=3.&title=2.&part=5.5.&chapter=7.&article=1.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PEN&sectionNum=2807.

2. Description. Overall description of techniques, approaches and methods to be used in performing the services.

3. Work Plan or Schedule. Each major task must indicate all necessary subtasks and identify specific total hours, commencement dates and completion dates by which progress can be measured and payments made.

4. Identification of Project Manager. Identify the Project Manager who will manage the contract work. Document a required minimum of five (5) years education and experience that this person has in the same area of expertise required by this RFP.

5. Resumes. Provide resumes for each individual, including the lead personnel and supporting personnel to be employed for this project. Include education, experience and expertise with pertinent information demonstrating qualifications for this RFP. Do not exceed two (2) pages per person.

6. Organization Chart. Submit an organization chart showing the hierarchy of key personnel to be working on this project. Chart must show the relationship between project manager and key personnel of the firm and all other parties (subcontractor[s]) to this proposal.

7. References. Prime contractor shall provide in its proposal a minimum of three (3) reference letters from firms for which services were performed by the prime contractor. Each letter must include name of firm, contact person, address, phone number, must be on the firm’s letterhead, and must include a description and assessment of services performed by the prime contractor. Services performed by the prime contractor shall be similar to the services requested in this RFP. Contractor should not provide reference letters from Department staff if those employees are anticipated to be on the Evaluation Team. CDFA employees listed as references shall be recused from the evaluation process.

8. Subcontractors. When subcontractors are used, include the following:

A. identification of those persons or firms.

B. resumes of each major subcontract participant.

C. the portions and monetary percentages of the work to be done by the subcontractors.

D. how they were selected and why.

E. description of how subcontracted work will be controlled, monitored and evaluated.

9. Cost Proposal. Shall include a detailed breakdown showing how the costs were determined. A Cost Proposal must be submitted for each contract year and any Options to Renew. A proposal missing Costs Proposals for the term of the contract and any options will be deemed non-responsive. An Excel spreadsheet with the required format is provided as a separate attachment to this RFP.

10. Samples by Prime Proposer. Include samples of similar types of contracts on work performed that were successfully conclusive and list the contractor’s name, contact information, address, phone number, person to contact, term dates, and services performed. A minimum of three (3) samples of prior projects of a similar nature are required to be submitted.

11. The proposal must include all items as outlined above and the documents listed on the Required Documents page.

Proposal Submittal Requirements

1. Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

2. A proposal may be disqualified if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. At its discretion, the CDFA may waive any immaterial deviations in a solicitation. The CDFA’s waiver of immaterial defect shall in no way modify the RFP document or excuse the proposal from full compliance with all requirements if awarded the agreement.

3. Costs incurred for developing proposals in anticipation of award of the Agreement are entirely the responsibility of the proposer and shall not be charged to the State of California.

4. A proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the submission deadline. Proposer modifications offered in any other manner, oral or written, will not be considered.

5. A proposer may withdraw its proposal by submitting a written withdrawal request to the CDFA, signed by the proposer or an authorized agent of their firm. A proposer may thereafter submit a new proposal prior to the submission deadline. Proposals may not be withdrawn without cause subsequent to the submission deadline.

6. The CDFA may modify this RFP prior to the date fixed for submission of proposals by posting an addendum to the original bid package on Cal eProcure.

7. The CDFA reserves the right to reject all proposals. The CDFA is not required to award an Agreement.

8. Before submitting a response to this solicitation, proposers should review to ensure there are no errors and confirm compliance with the RFP requirements.

9. Where applicable, proposer should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

10. The CDFA does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected.

The State’s General Terms and Conditions are not negotiable.

Generative Artificial Intelligence (GenAI) Disclosure Notification Clause

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) §

4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

Submission of Proposal

1. Proposals should provide straightforward and concise descriptions of the proposer’s ability to satisfy the requirements of this RFP. The proposal must be complete and accurate.

Omissions, inaccuracies, or misstatements may be cause for rejection of a proposal.

2. Proposals must be submitted via email to CDFA.contracts@cdfa.ca.gov. The subject line of the email must read as follows: Proposal Number, Your Organization’s Name. All Proposal documents must be in PDF format. The Technical Proposal and Cost Proposal should be one document; examples can be separate. As the identified point of contact, please obtain acceptable e-signature(s) from your company’s authorized representative.

Acceptable forms of e-signature include:

a. Scanned “Wet” Signature: Print and sign document(s) in ink, then scan an electronic copy in PDF format.

b. “Typed” Signature: If the signature field of the document is editable (e.g., the signature feature in Adobe Acrobat), then a typed signature is acceptable.

3. Proposals will not be accepted from Expatriate Corporations, and proposals from primes subcontracting with Expatriate Corporations will not be accepted.

4. If the proposal is made under a business title (dba), the actual legal name of the proposer must be provided.

5. All proposals shall include the documents identified on the checklist entitled “Required

Documents.” Proposals not including the required documents shall be deemed non-responsive.

Evaluation and Selection

1. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP.

2. Proposals that contain false or misleading statements, or provide references, which do not support an attribute or condition claimed by the proposer, may be rejected.

3. The proposals that meet the minimum qualifications will be evaluated and scored according to the criteria in the Evaluation Scoring Criteria included in this RFP. A minimum of 77 points out of 110 points possible in categories 1 through 3 of this phase must be achieved to be considered responsive.

4. The Evaluation Scoring Criteria is not intended to be a list of RFP requirements but rather a fair, uniform, and impartial approach to determining which proposal best meets the RFP requirements. The Evaluation Team will review each Proposal in its entirety to determine if the requirements are being met and scores will be awarded based on a review of each

Proposal, including the resumes. The Evaluation Scoring Criteria will be used to ensure Proposers have met all RFP requirements based on each category listed.

5. Award, if made, will be to the highest scored responsive proposer.

Award and Protest

1. Notice of the proposed award shall be sent to all proposers. Upon written request by any proposer, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

2. If any proposer, prior to the award of agreement, files a protest with the Department of General Services (DGS), Office of Legal Services, and the CDFA on the grounds that the Department failed to follow procedures under Public Contract Code §10344(c), the agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter.

3. Within five (5) days after filing the initial protest, the protesting proposer shall file with the DGS and the CDFA a detailed written statement specifying the grounds for the protest.

The written protest must be sent to:

Department of General Services Office of Legal Services Attention Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605 Or via email to: OLSProtests@dgs.ca.gov

A copy of the detailed written protest should be mailed to CDFA, Grants and Contracts Unit, 1220 N Street, Room 120, Sacramento, California 95814 or via email to CDFA.contracts@cdfa.ca.gov. If mailing, it is suggested that proposers submit any protest by certified or registered mail.

Disposition of Bids

Upon proposal evaluation, all documents submitted in response to the 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 Public Contract Code §10344(c)(2) and subject to review by the public.

Agreement Execution and Performance

1. Performance shall start no later than thirty (30) days, or on the expressed date set by the

CDFA and the Contractor, after all approvals have been obtained and the Agreement is fully executed. Should the Contractor, after all approvals have been obtained and the Agreement is fully executed, fail to commence work at the agreed upon time, the CDFA, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor’s proposal price and the actual cost of performing work by another contractor.

2. All performance under the agreement shall be completed within the agreement’s terms.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PCC&sectionNum=10344.

mailto:OLSProtests@dgs.ca.gov mailto:CDFA.contracts@cdfa.ca.gov http://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=GOV&division=7.&title=1.&part=&chapter=3.5.&article=1.

Preference and Incentive Programs

Information, requirements, and forms for the preference programs listed below can be found at the Internet websites listed.

Note: These documents may not be required in all bid packages. Refer to Required Documents for documentation required by this RFP.

1. Certified Small Businesses and Microbusinesses Certification Benefits

Certified Small Businesses or Microbusinesses can claim the five percent (5%) preference when submitting a proposal on a state contract. You must provide a copy of the official Certification letter along with your proposal.

For information on small business and microbusiness certification benefits refer to the following DGS Website – https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement- Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran- Business-Enterprise

2. Target Area Contract Preference Act (TACPA)

This solicitation provides for the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid/offer.

The TACPA workplace and workforce preferences will be evaluated for this solicitation.

California-based companies seeking TACPA preferences will need to complete and submit preference request forms with the bid/offer. The following webpage contains required preference request forms and an interactive map to determine if a business is located with a TACPA qualified zone: Request a Target Area Contract Preference.

By submitting forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code 4535 and provided in section 1896.40 of Title 2 of the California Code of Regulations (CCR) in addition to requirements specified on the TACPA form STD 830.

3. Recycled Content Certification

The State of California is required to purchase recycled content products (RCPs) rather than non-recycled products whenever price, quality, and availability are comparable.

Furthermore, each state agency is required to purchase RCPs in sufficient quantities to ensure that mandated RCP procurement goals are attained within eleven product categories. If two bidders quote the same bid cost amount for services, the State will award the contract to the RCP certified contractor.

In order to help state agencies identify all reportable purchases and all the reportable RCP purchases, suppliers are mandated by the Public Contract Codes to certify the minimum, if not the exact, recycled content, both secondary and postconsumer material, in the products, materials, goods, and supplies offered or sold to the State. The Public Contract Codes require every supplier to certify the minimum, if not the exact recycled content, both https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-a-Target-Area-Contract-Preference https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-a-Target-Area-Contract-Preference https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf secondary and postconsumer material, in the products, materials, goods, and supplies offered or sold to the State. Additional information regarding this program can be obtained at the following web site: https://www.calrecycle.ca.gov/StateAgency/.

4. DVBE Participation

Please look carefully at boxes (a) and (b) in this section. Please note that regardless of DVBE participation requirements the DVBE deductions still apply to all bidders providing DVBE participation (further information is listed below under DVBE Incentive).

(a) DVBE Participation is required

(b) DVBE Participation has been Waived, however there is a DVBE Incentive.

If box (a) is checked:

You must respond accordingly to the instructions outlined in “California Disabled Veteran Business Enterprise (DVBE) Program Requirements – for Non-IT Services” on the following page for your bid to be considered responsive.

This IFB has participation goals for the Disabled Veteran Business Enterprise (DVBE) Program of three (3%) percent of the total bid cost. Bidders must meet the DVBE requirements in order to be considered a responsive bidder and be considered for contract award. Failure to meet the three (3%) percent minimum will result in your bid being rejected. A copy of the DGS DVBE Certification letter must be included with your bid.

If box (b) is checked, bidders are not required to provide DVBE participation, but may choose to for the Incentive. Please refer to the DVBE Incentive below:

Unless stated elsewhere in the solicitation that the DVBE incentive has been waived, in accordance with Section 999.5(a) of the Military and Veterans Code an incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified participation as identified on the Bidder Declaration, DGS PD-05-105, and confirmed by the State. The incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation.

Awards based on low price – the net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses. The incentive adjustment for awards based on low price cannot exceed 5% or $100,000, whichever is less, of the #1 ranked net bid price. When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed $100,000.

The following percentages will apply for awards based on low price.

Confirmed DVBE Participation of: DVBE Incentive:

5% or Over 5%

4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% https://www.calrecycle.ca.gov/StateAgency/

CALIFORNIA DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) - PROGRAM

REQUIREMENTS - FOR NON-IT SERVICES

(Revision Date 1-2022)

Please read the requirements and instructions carefully.

AUTHORITY

The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.61 et seq.

DVBE PARTICIPATION

The minimum DVBE participation is 3% for this solicitation unless another percentage is specified in the solicitation, or the solicitation is exempt from DVBE participation.

DVBE INCENTIVE

An incentive will be given to bidders who provide DVBE participation, unless stated elsewhere in the solicitation that the DVBE Incentive has been waived.

INTRODUCTION

The bidder must complete the identified form(s) and fully document that the mandatory minimum percent of DVBE participation will be met in order to comply with this solicitation’s DVBE program requirement or the bid may be considered non-responsive.

Information submitted by the Bidder to comply with this solicitation’s DVBE requirements will be verified by the State. If evidence of an alleged violation is found during the verification process, the State shall initiate an investigation, in accordance with the requirements of PCC §10115 et seq. and MVC §999 et seq., and follow the investigatory procedures required by 2 CCR §1896.91. Contractors found to be in violation of these provisions may be subject to suspension from doing business with the State of California, contract termination, civil penalties, and loss of State certifications.

Only State of California, Office of Small Business and DVBE Services (OSDS), certified Disabled Veteran Business Enterprises (hereafter called “DVBE”) shall be used to satisfy the DVBE requirements. The term “DVBE contractor, subcontractor or supplier” means any person or entity that satisfies the ownership (or management) and control requirements of 2 CCR §1896.1, is certified in accordance with 2 CCR §1896.84, and provides services or goods that contribute to the fulfillment of the contract requirements by performing a commercially useful function as required in MVC §999(B). Bidders must verify each DVBE subcontractor’s certification status with OSDS to ensure participation eligibility prior to submitting bids. A DVBE that is not certified at the time of award or does not meet and maintain certification cannot count towards an awarding department’s three (3) percent goal (MVC §999.5(c)).

COMMERCIALLY USEFUL FUNCTION DEFINITION

A SB/DVBE certified firm performs CUF when doing all of the following:

1. Executes a distinct element of the contract scope of work including supplying of goods/services.

2. Performs, manages, or supervises the work including supplying of goods/services.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PCC&division=2.&title=&part=2.&chapter=1.&article=1.5.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://govt.westlaw.com/calregs/Document/IB1A886F6DA154474B2C9CD56FFA8EFD0?contextData=%28sc.Default%29&transitionType=Default https://govt.westlaw.com/calregs/Document/IB1A886F6DA154474B2C9CD56FFA8EFD0?contextData=%28sc.Default%29&transitionType=Default https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PCC&division=2.&title=&part=2.&chapter=1.&article=1.5.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://govt.westlaw.com/calregs/Document/IDACC46FA217C47C2BF12EC105E57C901?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/IDACC46FA217C47C2BF12EC105E57C901?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/IDACC46FA217C47C2BF12EC105E57C901?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://govt.westlaw.com/calregs/Document/I059934432E0344899B811A7EEE0E18A6?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default) https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

3. Performs work that is normal for the firm’s business services and functions.

4. Is responsible, with respect to products, inventories, materials, and supplies required for the subcontract, negotiating price, determining quality and quantity, ordering, installing (if applicable), and paying for the material.

5. Does not subcontract a portion of the work greater than expected by industry practices.

A SB/DVBE certified firm does NOT perform CUF when:

1. The firm is an extra participant involved in a transaction, contract, or project through which funds are passed through in order to obtain the appearance of SB/DVBE participation.

2. The firm is not being used to perform the work as stipulated in the bid.

3. The firm is no longer used to provide good/services listed in initial bid response.

DVBE SUBSTITUTION

Bidders must use the DVBE subcontractors or suppliers proposed in the proposal. Any substitutions must be requested in writing to the awarding department and approved by the awarding department and OSDS in writing prior to the commencement of any work by the proposed DVBE. The substitution must be to perform the same work and shall maintain the minimum level of DVBE participation stated in original bid (MVC §999.5(g)).

DVBE SUBCONTRACTOR REPORTING

Bidders awarded a contract with a commitment to use DVBE subcontractors must certify, upon completion of contract, that all payments have been made to the DVBE subcontractors by submitting the Prime Contractor’s DVBE Subcontracting Report (STD 817). For such contractors awarded on or after January 1, 2021, the department will withhold $10,000 from the final payment, or the full payment if the final payment is less than $10,000 from prime contractors, until the complete and accurate STD 817 is received. Failure to submit this certification after given the opportunity to cure, will result in the department permanently deducting $10,000 from the final payment or the full payment if less than $10,000 (MVC §999.7).

Prime contractor shall provide proof of payments made to DVBE subcontractors at the request of the department. The department shall keep all information provided by the prime contractor regarding the DVBE program requirements in the procurement file for six (6) years (MVC §999.55).

PLEASE READ ALL INSTRUCTIONS CAREFULLY

These instructions contain information about the DVBE program requirements, bidder responsibilities, and the DVBE Bid Incentive. Bidders are responsible for thorough review and compliance with these instructions.

To meet the DVBE program requirements, bidders must complete and fully document compliance with the following:

PARTICIPATION COMMITMENT

Bidders must commit to meet or exceed the DVBE participation requirement in this solicitation by either Method A1 (bidder is a California certified DVBE) or A2 (bidder is not a California certified DVBE). Bidders must document DVBE participation commitment by completing and submitting all forms and documentation necessary to support meeting CUF.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=MVC&division=4.&title=&part=&chapter=6.&article=6.

Forms include the Bidder Declaration (DGS PD-05-105) and DVBE Declarations (DGS PD 843), and the Confirmation Letter/Form as described below, and any other requested documentation. Failure to complete and submit the required form(s) as instructed will render the proposal non-responsive.

Method A1. Certified DVBE bidder:

A.…