25-50-008_Leadership_Coaching_RFP.pdf

STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

ADMINISTRATION AND MANAGEMENT DIVISION

Business and Contract Services Branch, Contract Services Section 651 Bannon Street, Suite 400 Sacramento, CA 95811 www.hcd.ca.gov

REQUEST FOR PROPOSAL SECONDARY (State) Notice to Prospective Proposers

You are invited to review and respond to this Request for Proposal (“RFP”), entitled

25-50-008 Leadership Coaching

June 10, 2025

The Housing and Community Development Department (HCD) invites you to review and respond to this Request for Proposal (RFP), entitled 25-50-008 Leadership Coaching.

In submitting your proposal, Proposers agree that they have read, understood, and shall comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a Proposer’s proposal. By submitting a response, Proposers agree to the terms and conditions stated in this RFP and any resulting Agreement.

This RFP is published online at the California State Contracts Register (CSCR) Cal eProcure web site at: https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

In the opinion of HCD, this RFP is complete. However, if you have questions, or need clarifying information, the contact person for this RFP is:

Norma Martinez

HCD Contract Administrator

Norma.Martinez@hcd.ca.gov

ServiceContracts@hcd.ca.gov

Please refer below for dates applicable for questions and needed clarifications.

http://www.hcd.ca.gov/ https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx mailto:Norma.martinez@hcd.ca.gov mailto:ServiceContracts@hcd.ca.gov

Department of Housing and Community Development Request for Proposal No. 25-50-008

Leadership Coaching

Table of Contents

Contents Table of Contents Schedule Of Events:

1. QUESTIONS AND CLARIFICATIONS REGARDING THE RFP:

2. ADMINISTRATIVE INFORMATION

3. PURPOSE, TERM, AND SCOPE OF WORK

4. PROPOSER’S MANDATORY QUALIFICATIONS AND REQUIREMENTS:

5. PROPOSAL CONTENT

6. TECHNICAL PROPOSAL (Max 510 Points)

7. COST PROPOSAL (Max 240 Points)

8. PREFERENCE AND INCENTIVE PROGRAMS

9. RFP SUBMISSION GUIDELINES:

10. EVALUATION AND SCORING PROCESS

11. AWARD AND PROTEST

12. TAX DELINQUENCY DISCLAIMER

13. OTHER CRITERIA

14. REQUIRED ATTACHMENTS

Attachment 1: Required Attachment Checklist Attachment 2: Proposal/Proposer Certification Sheet Attachment 3: Mandatory Qualifications Response Attachment 4: Proposer References Attachment 5: Cost Proposal Attachment 6-13 (via links) Attachment 14- Commercially Useful Function Certification

15. PROPOSED CONTRACT EXHIBITS

Schedule Of Events:

All Proposers are hereby advised of the following schedule and will be expected to adhere to the required dates and times. If HCD finds it necessary to change any of these dates, it shall be accomplished via an addendum to this RFP. Any dates that follow the final date for proposal submission are only approximate and may be adjusted as conditions indicate without addendum to this RFP.

Event: Date: Time

(PST):

RFP Available to Prospective Proposers1 6/10/2025 N/A

Deadline to Submit Written Questions 6/17/2025 2:00 PM Deadline to Post Responses to Written Questions 6/20/2025 2:00 PM Registration Deadline for Prospective Proposers (Deadline to Request Access to Vendor RFP Uploads Portal)2

6/24/2025 2:00 PM

Final Date for Proposal Submission 7/01/2025 2:00 PM Anticipated Notice of Intent to Award 7/18/2025

Anticipated Agreement Start Date 8/15/2025, or upon DGS approval, whichever occurs later

Proposed Contract Term 36-month term

¹ RFP is available to prospective Proposers via the eProcurement System webpage at https://caleprocure.ca.gov/pages/index.aspx. Proposers must register with Cal eProcure to receive addendums that may be issued, or responses to questions in a Question & Answer document.

2 Proposers must request access to the RFP Uploads Portal by the dates specified in the Schedule of Events to be able to submit a Proposal. After the portal access has been closed, HCD will no longer accept proposals.

1. QUESTIONS AND CLARIFICATIONS REGARDING THE RFP:

Proposers that have questions or require clarifications of the intent and content of this RFP may request clarification only by submitting questions via electronic mail to:

ServiceContracts@hcd.ca.gov and Norma.Martinez@hcd.ca.gov

Please reference RFP 25-50-008 and Leadership Coaching in the subject line.

https://caleprocure.ca.gov/pages/index.aspx mailto:ServiceContracts@hcd.ca.gov

To ensure a response, questions must be received by the date and time specified in the Schedule of Events listed above. Responses to questions received by this date will be posted to the Cal eProcure website, without identifying the source of the query, on or before the date specified in the Schedule of Events listed above.

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

A. Errors and Omissions

1) If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, the Proposer should immediately notify HCD of such error in writing and request clarification or modification of the document. This notification must be submitted pursuant to the procedures described on page 3 above, Questions and Clarifications Regarding the RFP.

2) Modifications to the RFP will be made by addenda issued pursuant to the following Section B, Addenda. If a Proposer fails to notify HCD of a known error prior to the final dates of submission, or an error that reasonably should have been known, the Proposer will assume the risk of proposing. If awarded the contract, the Proposer will not be entitled to additional compensation or time by reason of the error or its later correction.

B. Addenda

HCD may modify any part of the RFP, prior to the date Proposals are due, by issuance of one or more addenda. Addenda will be numbered consecutively and posted to the Cal eProcure website. HCD will not notify potential proposers of Addenda.

C. Proposer’s Costs

All costs for developing Proposals are entirely the responsibility of the Proposer and will not be chargeable to HCD.

2. ADMINISTRATIVE INFORMATION

A. Background

HCD’s Mission is to promote safe, affordable homes and vibrant, inclusive, sustainable communities for all Californians. The Department of Housing and Community Development values diversity at all levels of the organization and is committed to fostering an environment in which employees and partners from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and our partners bring their unique ideas and perspectives that inspire innovative solutions to further our mission.

HCD is a State of California Department under the California Business, Consumer Services, and Housing Agency (BCSH). HCD helps to provide stable, safe homes affordable to veterans, seniors, young families, farm workers, tribes, people with disabilities, and individuals and families experiencing homelessness.

HCD encourages its leadership team to participate in and receive the coaching necessary to develop their skills, knowledge, and abilities to effectively perform their duties. The Contractor will be working directly with HCD Human Resources Branch (HRB) to develop and provide Departmentwide leadership coaching by implementing various coaching sessions, tools, personality assessments, strength finders and administer the learning and improvement of the leadership.

B. Condition of Award

The awarded Contractor will not be authorized to commence performance of services or delivery of goods described in this Agreement prior to the Effective Date and execution of the contract. Any delivery of goods or performance of services by the awarded Contractor that is commenced prior to the Effective Date will be considered gratuitous on the part of the Contractor with no cost or obligation on the part of HCD.

C. No Guarantee of Quantities

The scope and quantities referenced in this RFP are estimated to be the amount needed based on current information available to HCD. HCD is not obligated to contract for or to accept more than the actual requirements needed during the period of this Agreement, as determined by actual needs and availability of appropriated funds. HCD reserves the right to increase or decrease quantities and adjust between individual task budgets, as appropriate, at the prices stated in the Agreement resulting from this RFP.

3. PURPOSE, TERM, AND SCOPE OF WORK

A. Purpose

HCD seeks experienced coaches that will conduct individual professional leadership coaching for an estimate of 250 HCD leaders, on an as-needed basis. The coaching programs will provide resources for HCD leaders seeking ways to advance their leadership and personal effectiveness through coaching. Various coaching options will be anticipated to support the HCD leader’s needs. A Program Group Facilitation will also be expected, upon the request of HCD leadership.

B. Agreement Term:

07/01/2025 or Upon approval by the Department of General Services (DGS), whichever later, through thirty-six months. Any permitted amendment(s) would continue the services outlined in the original Scope of Work, as described in Section 15 of this RFP, Exhibit A, at the same terms and rates.

C. Scope of Work

Please refer to the Scope of Work of the proposed contract (Section 15 of this RFP, Exhibit A).

4. PROPOSER’S MANDATORY QUALIFICATIONS AND REQUIREMENTS:

A. In General

Proposals must describe the Proposer’s qualifications and expertise in the format outlined in this RFP. A proposal will not be considered complete unless it contains all of the items described below. Proposers are not to alter or modify the forms other than by providing the required information; please note, adding your firm’s logo or letterhead to the form is not considered a modification or alteration of the form. Failure to provide adequate evidence, documentation, forms, or any required information may cause the Proposal to be rejected. The Proposer must demonstrate meeting the following mandatory qualifications. Failure to provide adequate evidence and/or documentation will cause the proposal to be rejected. The documentation provided will be scored on a pass/fail basis.

Proposals that fail any mandatory qualifications or requirements will not be further evaluated and will be deemed nonresponsive at the discretion of HCD.

1) Proposer must provide a copy of their active certificate with the California

Secretary of State.

2) Proposer must submit all items listed in Section 5, “Proposal Content.”

3) Proposer must assign Coaches to deliver the services required by the Scope of Work of the proposed contract (Section 15 of this RFP, Exhibit A) as part of the Technical Proposal.

4) Proposer must provide resumes for Proposer’s firm, teaming partners, subcontractors, and Key Personnel/Coaches, including, but not limited to, the Project Manager, and the technical or resource area leads, if applicable, who will be assigned to the Work, detailing the specific role of each individual involved in the Scope of Work.

All listed staff must have the mandatory years of experience documented through resumes and other relevant supporting documentation, such as Coaching certifications, past contracts or finalized work products for performance of work with agencies other than HCD, evidencing the experience specified below in Section 4.B, “Resumes.” Documentation provided will be used to help evaluate and ensure the mandatory requirements of staff listed are met.

5) Proposer will provide a list of specific full-time staff available upon the date of the proposed Agreement execution for the services identified in the Scope of Work.

Qualified staff must be maintained for the term of the proposed Agreement.

6) Proposer will list specific full-time staff of each subcontractor or who will be available on the date of the proposed Agreement execution for the services identified in the Scope of Work. Qualified staff must be maintained for the term of the proposed Agreement.

7) Proposer must certify that there is no conflict of interest between existing client relationships and the ability to vigorously and fully represent HCD.

8) Proposer must certify that their coaches who will provide the services have at least two (2) years of experience coaching leaders at all levels in mid to large sized organizations within private business and/or government sectors.

B. Insurance Requirements

The Proposer will not commence performance under the Agreement until the Proposer has provided HCD with a certificate of insurance stating that there is liability insurance presently in effect for the Proposer with a Combined Single Limit (CSL) of not less than $1,000,000.00 per occurrence. The Proposer will provide written notice to HCD within five

(5) business days of any cancellation, non-renewal, or material change that affects the required insurance coverage. The certificate of insurance must include the following endorsement: “The State of California, HCD, and their officers, agents, and employees are included as additional insureds, but only with respect to work performed for HCD under this Agreement.”

C. Proposer References

Proposer must submit applicable references using the form in Section 14 of this RFP, Attachment 4, “Proposer References.” Proposer must provide three (3) references from customers for whom the Proposer has provided services of the same nature and type as those outlined in this solicitation.

D. Business License

Proposer must be a corporation, partnership, or other entity lawfully authorized to do business in the State of California and provide a copy of their Business License, if applicable.

5. PROPOSAL CONTENT

Proposals must describe the Proposer’s qualifications and expertise in the format outlined in the RFP. A proposal will not be considered complete unless it contains all of the items described below.

A. Cover Letter of Interest

Provide a Cover Letter of Interest, which will be considered an integral part of the Proposal and must be signed by an individual who is authorized to bind the Proposer contractually.

The cover letter must state the individual is so authorized and must identify the title or position that the individual holds in the Proposer’s firm. An unsigned cover letter will cause the Proposal to be rejected. The letter must contain all of the following:

1) A statement to the effect that the Proposal is a firm and irrevocable offer good through the effective date of the resulting Agreement.

2) A statement expressing the Proposer’s willingness to perform the services as described in this RFP.

3) A statement expressing the Proposer’s availability of staff and other required resources for performing all services and providing all deliverables as described in this RFP.

4) The principal place of business and the contact person, title, telephone, and email address of a single person for possible contact during this RFP review process.

5) A statement expressing that the Proposer will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

6) By signing the cover letter of interest and Proposal, the signatory certifies that they are authorized to commit the Proposer to the offer contained in the Proposal and bind the Proposer as signatory to the resulting Agreement, if awarded.

B. Table of Contents

Properly identify each Proposal requirement and the contents therein. Number the pages for all documents.

C. Mandatory Qualifications

Proposers must provide evidence and/or written documentation of how each mandatory qualification is met as outlined in Section 4 of this RFP, “Proposer’s Mandatory Qualifications and Requirements,” and certify the Proposer’s qualifications using Section 14, Attachment 3, “Mandatory Qualifications Response.”

D. Technical Proposal

Proposers must provide all requested information as outlined below in Section 6 of this RFP, “Technical Proposal.”

E. Required Attachments

A complete proposal or proposal package must also include the items identified as listed in Section 14 of this RFP, Attachment 1, “Required Attachment Checklist.”

6. TECHNICAL PROPOSAL (Max 510 Points)

Proposer must include a written statement indicating the number of years performing the tasks outlined in the Scope of Work of the Proposed Contract (Section 15 of this RFP, Exhibit A) and explain how the organization is qualified to perform such tasks and further HCD’s policy goals.

Portions of the technical proposal from the awarded Proposer’s work plan may be incorporated into the resulting Agreement as needed. Proposer must describe general experience and strategy for subcontracting tasks (if any) for which they are not qualified. Please organize your response according to the outline below. The total maximum points for each category are provided in parentheses and will be scored on a points-earned basis as described in Section 10 of this RFP, “Evaluation and Scoring Process.”

Approach and Methodology (subtotal max 135 points)

1. Describe how your services and experience providing leadership coaching programs tie in with the services being requested. Why would you be the best partner for HCD? (Max 40 points)

2. Describe how you select your leadership coaches. What education and/or experience do you look for and require in these individuals? Be sure to include any special credentials, licenses, or certifications you require.

(Max 45 points)

3. Confirm that five (5) or more coaches will be available for HCD leaders to select from for the term of the Agreement. How will rapport be built with HCD leaders? What if an HCD leader decides to change coaches? What will that process look like? (Max 50 points)

Experience (subtotal max 50 points)

1. Describe your experience managing and providing leadership coaching, either within private industry and/or government agencies. Include how your company manages multiple coaching contracts. (Max 50 points)

Enrollment Intake Process (subtotal max 50 points)

1. What is your intake process for assessing the needs of the HCD leaders and selection of a compatible leadership coach? What are the steps for the enrollment intake process? How will you determine chemistry between the coach and HCD leader? (Max 50 points)

Coaching Programs: (subtotal max 150 points)

1. What coaching programs will you provide for HCD leaders? How many programs will be available? Will all of the programs be available for the entire term of the Agreement? (Max 50 points)

2. How do you intend to implement these coaching programs? What steps will you include, including timelines, number of sessions per program, length of sessions, and assessment? Note: Sessions refers to each meeting between a coach and HCD leader. (Max 50 points)

3. How would you structure the coaching programs and sessions designed to address current issues facing the HCD leaders, as described in Section 5.F of the Scope of Work of the proposed contract (Section 15 of this RFP, Exhibit A) (Max 50 points)

Program Group Facilitation (subtotal max 100 points)

1. How will you determine the need for group facilitation on various leadership topics? How will this additional service be provided and structured?

(Max 50 points)

2. How do you intend to implement this Program Group Facilitation? What steps will you include, including timelines, number of sessions, length of sessions, and assessment? (Max 50 points)

Pre and Post Preparation of Sessions (subtotal max 25 points)

1. What would consist of the pre preparation and the post preparation? How much time will be needed for the pre-preparation and for the post preparation? (Max 25 points)

7. COST PROPOSAL (Max 240 Points)

A. Complete the Cost Proposal Worksheet (Section 14 of this RFP, Attachment 5) which includes all required deliverables under the Agreement. The Contractor must provide deliverables within the Agreement term.

B. The Cost Proposal will be scored as set forth in Section 10.I.3 of this RFP.

C. All program and other direct costs included in the Cost Proposal are subject to written approval by HCD.

D. The awarded Proposer from this RFP will be paid for the actual number of deliverables provided at the rates proposed under this RFP, as set forth in the Standard Agreement.

E. Proposer must identify the proposed roles of all other non-Key Personnel/coaches who will perform work described within the Scope of Work of the Proposed Pontract. E.g., Administrative/support staff.

F. This is a competitive solicitation and HCD encourages that all Proposers submit their best and final cost proposal with all applicable documentation.

8. PREFERENCE AND INCENTIVE PROGRAMS

A. The State established the following preference programs to encourage participation in state contracting by various segments of the business community and to stimulate business and employment in geographic areas determined to be economically distressed.Small Business Preference

Certified small businesses or microbusinesses can claim a preference equal to 5% of the highest responsive and responsible Proposer’s total score before incentives or preferences are applied. A non-small business may receive the same 5% preference if the business commits to subcontract at least 25% of its net bid price with one or more small businesses or microbusinesses. The 5% preference is used only for computation purposes, to determine the winning Proposer and does not alter the amounts of the resulting Agreement . Information regarding this preference program may be obtained at the following link: 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. The Small Business preference will be applied to those Proposers showing their Small Business eligibility by submitting a copy of their DGS-issued active Small Business Certification.

Small Business Preference Example (Single Award, based upon point value):

Proposer A Proposer B Proposer C

Proposer Status NSB NSB w/ SB

Subcontractor 25%

SB

Preference Applicable? X X Original Proposal Point Total 100 93 97

Apparent Highest Proposal Score X

Pref. Amount (5% of Highest Score) 0 5 5

Revised Proposal Point Total 100 98 102 Revised Highest Score X

Explanation of Example:

The highest scoring proposer after evaluation is Proposer A, which is a NSB not claiming a SB subcontracting preference. Since both Proposer B and Proposer C claim a SB Preference, 5% of Proposer A’s proposal score is added to those of Proposer B and C.

In the example above, 5% of one hundred (100) points is five (5) points. After applying these preferences, Proposer C’s revised proposal score is higher than the other proposals, making them the revised apparent highest scoring proposer.

B. Target Area Contract Preference Act

This solicitation provides for the optional TACPA preference. Proposers 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 within a TACPA qualified zone: 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/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.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-a-Target-Area-Contract-Preference

C. DVBE Incentive Program

HCD hereby waives the mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement of this RFP.

In accordance with Section 999.5(a) of the Military and Veterans Code, a DVBE incentive may be given to responsive and responsible Proposers who commit to DVBE participation up to 5%. For evaluation purposes only, HCD will apply an incentive to the proposals that include California certified DVBE participation confirmed by HCD. Information and instructions regarding the eligibility criteria for DVBE incentive points may be obtained at the following link: https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro- Accordion-List/OSDS/OSDS.

The incentive is added to a Proposer’s total score. The incentive is calculated as a percentage of the total possible available points before incentives or preferences are applied. The incentive points are included in the sum of non-cost points. The incentive points cannot be used to achieve any applicable minimum point requirements. The incentive will vary depending on the percentage of DVBE participation, as provided in the table below.

Confirmed DVBE Participation of: DVBE Incentive 5% or over 5%

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

Disabled Veteran Business Enterprise Incentive Example (Single Award):

To ta l a va il.

p oi nt s

Proposer A Proposer B Proposer C

Proposer Status NSB

NSB w/

DVBE

Subcontract or 3.5%

DVBE

Incentive Applicable? X X Original Proposal Point Total 97 95 96

Apparent Highest Proposal Score X Incentive Qualified 3% 5%

Incent. Amount (% of Highest Score) 0 3 5 Revised Proposal Point Total 97 98 102

Revised Highest Score X https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS

Explanation of Example:

The total possible available points before incentives or preferences are applied is 100.

Proposer A is not a small business or DVBE and is not using DVBE subcontractors that perform commercially useful functions; therefore, Proposer A does not qualify for an incentive. Proposer B claims (and qualifies for) a DVBE incentive of 3%. Proposer C is a DVBE, which qualifies them for a 5% incentive. To apply the incentive, 3% of 100 points (the total points available) is added to Proposer B’s score, resulting in a revised score of 98 points. 5% of 100 points is added to Proposer C’s score, resulting in a revised score of 102 points. After applying the incentives, Proposer C’s revised score (102 points) is higher than the other proposals, making them the revised apparent highest scoring proposer.

1) The DVBE Program Incentive will be applied during the evaluation process to responsive and responsible Proposers.

a) Proposer incentive eligibility requirements:

i. Commit to using certified DVBE(s) 1% to 5% of the bid value.

ii. Document DVBE participation on the Bidder Declaration GSPD-05-105, Attachment 7.

iii. Provide Veteran Business Enterprise Declarations (DGS PD 843), Attachment 13 for each DVBE subcontractor.

b) At HCD’s option prior to contract award, a Proposer is to submit proof of its commitment by submitting a written confirmation from each DVBE identified as a subcontractor on the Bidder Declaration GSPD-05-105. The written confirmation may request information that includes the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment, and total amount to be paid to the DVBE. If further verification is necessary, HCD will obtain additional information to verify compliance with the above requirements. When requested, the document(s) must be submitted within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for proposal rejection.

c) Pursuant to Military and Veterans Code section 999(b)(5)(B), only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Scope of Work of the resulting Agreement (see Section 14, Attachment 1) may qualify the Proposer or be used to qualify the Proposer for a DVBE participation goal and/or DVBE incentive.

d) Commercially Useful Function (CUF) Disclaimer

i. Each certified SB/MB or DVBE must perform a commercially useful function (“CUF”). SB/MB or DVBE Proposers who are found to not be performing a CUF, or Proposers whose proposed SB/MB or DVBE subcontractors are found not to be performing a CUF, will have their proposals deemed non-responsive. A SB/MB or DVBE is deemed to perform a commercially useful function when the business does all of the following:

1. Is responsible for the execution of a distinct element of the work of the agreement.

2. Carries out its obligation by actually performing, managing, or supervising the work involved.

3. Performs work that is normal for its business services and functions.

4. Is responsible, with respect to products, inventories, materials, and supplies required for the agreement, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

5. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

a) Agreements resulting from this solicitation shall afterwards be monitored for compliance with CUF for the duration of the Agreement.

b) If the Contractor is selected after claiming an SB/DVBE preference or incentive for SB/DVBE subcontractor participation, the substitution of a SB/DVBE subcontractor by a non-SB/DVBE subcontractor, or a substitution that does not otherwise maintain, at a minimum, the level of SB/DVBE participation stated in the original bid, will not be allowed absent exceptional circumstances stated in Cal. Code Regs., tit. 2, §§ 1896.10 or 1896.73, respectively. Substitution of a subcontractor will be considered an administrative change.

6. DVBE post contract requirements and consequences of non-compliance.

a) If for this contract, the Contractor is utilizing a DVBE subcontractor, the Contractor must comply with all post contract requirements and be aware of violations for non-compliance as per (M&VC § 999.5(d), M&VC 999.7, Govt. Code § 14841,PCC § 10115.10, and

PCC § 10230.

b) For more information regarding DVBE post contract requirements and consequences of non-compliance, please visit the DGS website to access a copy of the State Contracting Manual Vol. 1, Chapter 8 or use the link provided below.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.5&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=14841.

https://law.justia.com/codes/california/2019/code-pcc/division-2/part-2/chapter-1/article-7/section-10230/ https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM- VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter- 8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D8 28798F.

e) Locating DVBE Subcontractors

i. State Resources: Access the list of all certified DVBEs by using the Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov.

ii. To begin, click on “Find Public Procurement Information,” then click “Search for California Certified Small Business (SB) and Disabled Veteran Business Enterprise (DVBE).” Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this RFP prior to the closing date. You may access the CSCR at:

www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to: OSDSHelp@dgs.ca.gov

D. Calculation of Multiple Preferences: In the event that proposers qualify for the SB preference and/or the DVBE incentive, the SB preference shall be calculated first. In circumstances where the HCD will award a single Agreement as a result of this solicitation, in accordance with Government Code Section 14838, subdivision (g), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB proposer is the apparent highest scoring proposer unless another SB proposer is also a DVBE or has subcontracted with DVBE firms.

Note: In accordance with Government Code Section 14838, subdivision (g), in the event of a precise tie between a small business or microbusiness, and a disabled veteran-owned small business or microbusiness, the agreement shall be awarded to the disabled veteran-owned small business or microbusiness.

Example of the Calculation of Multiple Preferences:

To ta l a va il.

p oi nt s

0 Propos er A Proposer B Propos er C

Propos er D

Proposer Status NSB NSB w/ SB Subcontractor 25% DVBE SB

SB Pref. Applicable? X X

Original Proposal Point Total 100 97 98 94

Apparent Highest Proposal Score X https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-8.pdf?la=en&hash=3EB240B852809C54C13808A131C65989D828798F http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov

SB Pref. Amt. 0 5 0 5

Revised Proposal 100 102 98 99

Revised Highest Scoring Proposer x

DVBE Incentive Applicable? X

Incentive Qualified 0 0 5 0

Revised Proposal Point Total 100 102 104 101

Revised Highest Score X

9. RFP SUBMISSION GUIDELINES:

A. Proposals must 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.

B. Proposers must request access to the HCD Vendor RFP Uploads Portal by the registration deadline identified in the Schedule of Events table on the third page of this RFP in order to have their Proposal considered.

C. Access to the Vendor RFP Uploads Portal must be requested by sending an email to ServiceContracts@hcd.ca.gov and Norma.Martinez@hcd.ca.gov identifying the name(s) and email(s) of staff requiring access to the Vendor RFP Uploads Portal.

D. All Proposals must be submitted electronically to HCD by the date and time shown in the Schedule of Events table on the third page of this RFP. Proposals received after the final submission date and time will not be considered.

E. It is the responsibility of the Proposer to use a clear naming convention for all documents.

F. Please note, although the Department will exercise its rights to withhold certain information under the Public Records Act, by submitting materials to the Department, Proposer is consenting to disclosure of any such materials (even if Proposer considers them confidential) as determined in the discretion of the Department.

G. All documents contained in the Proposal package must be signed by an individual who is authorized to bind the Proposer. The signature must indicate the title or position that the individual holds in the Proposal. An unsigned Proposal may be rejected.

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

mailto:servicecontracts@hcd.ca.gov

I. All proposals are required to include the documents identified as required on the

Attachment 1: Required Attachment Checklist. Proposals not including the proper “required attachments” will be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements. Proposals deemed non-responsive will be rejected.

J. A proposal may be rejected if it is conditional or incomplete, deemed non-responsive, or if it contains any alterations of form or other irregularities of any kind. HCD may reject any or all proposals and may waive any immaterial deviation in a proposal. HCD’s waiver of immaterial defect will in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

K. 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 date.

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

L. A Proposer may withdraw its proposal by submitting a written withdrawal request to ServiceContracts@hcd.ca.gov and Norma.Martinez@hcd.ca.gov signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline.

M. HCD may modify this RFP prior to the date fixed for submission of Proposals by the issuance of an addendum in the same manner as the original RFP was released.

N. Proposers are cautioned to not rely on HCD during the evaluation to discover and report to the Proposer any defects and errors in the submitted documents. Proposers, before submitting their documents, should carefully proof them for errors and adherence to the RFP requirements.

O. More than one (1) proposal from an individual, Proposer, 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 (1) proposal for the work contemplated herein will cause the rejection of all proposals submitted by that Proposer.

P. HCD does not accept alternate agreement 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 (GTC) that may be viewed and downloaded at:https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225- February-2025.pdf are not negotiable.

Q. Proposers must carefully examine the requirements of this RFP. No additions or increases to the agreement amount will be made due to lack of careful examination and specifications and requirements.

R. No Proposer-initiated contact will be allowed between Proposers and members of the Evaluation Panel, or HCD staff, after issuance of this RFP document, with the exception of the contact person named.

mailto:ServiceContracts@hcd.ca.gov mailto:Norma.martinez@hcd.ca.gov https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

S. No oral/verbal understanding or agreement will be binding on either party.

10. EVALUATION AND SCORING PROCESS

A. The HCD Evaluation Team will be responsible for the review and evaluation of Proposals.

The proposal will be reviewed, and points will be assigned based on a general assessment. Proposals must include clear and distinctive explanations; and not provide a repeat of the RFP requirements but demonstrate a well thought out approach to meeting the requirements of the RFP.

B. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with Section 4 of this RFP, “Proposer’s Mandatory Qualifications and Requirements,” Section 9 of this RFP, “RFP Submission Guidelines,” of this RFP, and Section 14 of this RFP, Attachment 1, “Required Attachment Checklist.”

C. HCD will evaluate each proposal to determine its responsiveness to the requirements outlined in this RFP.

D. If deemed necessary by HCD, at its sole discretion, HCD will request the Proposer to provide additional information. HCD reserves the right to seek clarification of any Proposal for the purpose of identifying and eliminating minor irregularities or nonconformities found in any Proposal.

E. HCD may request clarifications from Proposers at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the Proposal. HCD will request in writing that the Proposers provide the documentation required and specify the timeline for submission. Failure to submit the required documentation by the date and time indicated may cause HCD to deem the proposal nonresponsive or require HCD to eliminate the proposal from consideration due to a Proposer’s failure to satisfy mandatory requirements.

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

G. Each Proposer’s Mandatory Qualifications (Table of Contents, Cover letter, resumes) will be evaluated based on a pass/fail evaluation. If the Proposer meets all Mandatory Qualifications, then the Technical Proposal, Proposer References and Cost Proposal will be evaluated and scored.

H. HCD will use a “highest points” methodology to determine which proposal is awarded.

Proposals will be evaluated according to the following criteria: *if applicable, Small Business Preference, DVBE incentive points and TACPA points will be added to the total.

See Section 8 of this RFP, “Preference and Incentive Programs,” for details.

Scoring Criteria Category Max. Points

Assigned

1) Technical Proposal 510

Scoring Criteria Category Max. Points

Assigned

2) Proposer References 50

3) Cost Proposal 240

TOTAL POSSIBLE POINTS 800

I. Scoring Criteria

The responses will be reviewed, and points will be assigned, based on HCD’s evaluation and according to the point values listed below. Responses will include clear and distinctive explanations, and not only repeat back the RFP requirements. Responses will demonstrate a well thought out approach to meeting the requirements of this RFP.

A. Technical Proposal:

Approach and Methodology, Experience, Enrollment Intake Process, Coaching Programs, Program Group Facilitation, and Pre and Post Preparation of Sessions.

(Max. 510 points)

Approach and Methodology Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

50 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

75 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

100 Points Good

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations. Proposer offers one or more methods or approaches that will enable performance to exceed HCD’s expectations.

135 Points Excellent

Answer 1 score multiplied by: 40/135

Answer 2 score multiplied by: 45/135

Answer 3 score multiplied by: 50/135

Experience Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

10 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

30 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

40 Points Good

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations. Proposer offers one or more methods or approaches that will enable performance to exceed HCD’s expectations.

50 Points Excellent

Enrollment Intake Process Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

10 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

30 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

40 Points Good

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations. Proposer offers one or

50 Points more methods or approaches that will enable performance to exceed HCD’s expectations.

Coaching Programs Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

80 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

100 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

120 Points Good

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations. Proposer offers one or more methods or approaches that will enable performance to exceed HCD’s expectations.

150 Points Excellent

Answer 1 score multiplied by: 1/3

Answer 2 score multiplied by: 1/3

Answer 3 score multiplied by: 1/3

Program Group Facilitation Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

25 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

50 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

75 Points Good

B. Proposer References (Max. 50 points)

The Proposer must submit three (3) company references using the Attachment 4, Proposer References form. All three (3) references submitted must be for engagements similar in size, scope, and function to the RFP Scope of Work and substantiate Section 4 of this RFP, “Proposer’s Mandatory Qualifications and Requirements.”

Points for references will be achieved based on how the reference elects to assess the company. HCD reserves the right to contact the reference for validation purposes. Proposers who submit more than three (3) references will not receive additional points. Only the first three (3) references included in the response will be scored. HCD reserves the right to adjust the numeric points assigned by the reference based on assessment of written explanations provided by the reference.

A maximum of 50 points (average of all three (3) references) are available for this

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations. Proposer offers one or more methods or approaches that will enable performance to exceed HCD’s expectations.

100 Points Excellent

Answer 1 score multiplied by: 1/2

Answer 2 score multiplied by: 1/2

Pre and Post Preparation of Sessions Point Values

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

0 Points No Value

Proposal response (i.e., content and/or explanation offered) is barely adequate or minimally meets HCD’s needs/requirements or expectations.

5 Points Poor

Proposal response (i.e., content and/or explanation offered) is satisfactory and meets HCD’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), if any, are inconsequential and satisfactory.

10 Points Fair

Proposal response (i.e., content and/or explanation offered) fully meets HCD’s needs/requirements or expectations with no omissions, flaws or defects.

20 Points Good

Proposal response (i.e., content and/or explanation offered) exceeds HCD’s needs/requirements or expectations.