25CSB-158S_DRAFT_RFP_Extreme_Heat_RFP_FINAL.pdf

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RICARDO LARA

CALIFORNIA INSURANCE COMMISSIONER

REQUEST FOR PROPOSAL

Notice to Prospective Proposers

Date: 4/10/2026

The California Department of Insurance (CDI) invites the review and response to this Request for Proposal (RFP), entitled Extreme Heat Protection Gap Research Project for Local Governments, RFP # 25CSB- 158S. The California Department of Insurance (CDI) intends to award one contract for these consulting services.

In submitting the proposal, the proposal must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language. If there are Internet access issues, a hard copy can be provided by contacting the person listed below.

In the opinion of CDI, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this RFP is:

Jose Regalado California Department of Insurance

Financial and Business Management Division - Business Management Bureau BMB_Procurement@insurance.ca.gov

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

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:BMB_Procurement@insurance.ca.gov

California Department of Insurance (CDI)

RFP # 25CSB-158S

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Section Page(s) A) Purpose and Description of Services 3

1) Purpose 3

2) Objective 3

3) Description of Services/Project Task 3-6

B) Minimum Qualifications for Proposers 7 C) Proposal Requirements and Information 7-18

1) Key Action Dates 7

2) Content of Proposal 8-9

3) References 9

4) Cost Proposal 9

5) Submission of Proposal 9-12

6) Evaluation Process 12-17

7) Award and Protest 17

8) Miscellaneous Award Issues 17-18

9) Disposition of Proposals 18

10) Agreement Execution and Performance 18

D) Preference Programs 18-22

1) Small Business Preference 18-19

2) DVBE Incentive 19-20

3) Target Area Contract Preference Act (TACPA) 21-22

E) Required Attachments 22-36

1) Required Attachment Check List 23

2) Proposal/Proposer Certification Sheet 23-25

3) Cost Proposal Worksheet 26

4) Work Plan 26

5) Proposer Identification of Staff 27

6) Proposer References 28

7) Proposer Work Samples 29

8) Disabled Veterans Business Enterprise Participation Forms and Instructions 30

9) Darfur Contracting Act Certification 31

10) Confidentiality and Non-Disclosure Agreement 32

11) Conflict of Interest Certification and Agreement 33

12) Non-collusion Statement 34

13) California Civil Rights Laws Attachment 23

14) Iran Contracting Verification Form 35

15) Commercially Useful Function 36

16) Contractor Certification Clauses (CCC) 23

17) Payee Data Record 23

18) Payee Data Record Supplement 23

19) Bidders Declaration Written 23

20) Target Area Contract Preference Act 23

F) Sample Standard Agreement 37-51

1) Exhibit A, Scope of Work 37

2) Exhibit A, Attachment 1, Work Plan 37-41

3) Exhibit B, Budget Detail and Payment Provisions 42

4) Exhibit B, Attachment 1, Task Order 43-47

5) Exhibit C, General Terms and Conditions 48

6) Exhibit D, Special Terms and Conditions 49-50

7) Exhibit E, Resumes 51

8) Exhibit F, Non-IT Services Contracts Confidentiality and Data Safeguards 52-55

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A) Purpose and Description of Services

In 2024, CDI published an analysis of the uninsured and insured costs and impacts from recent extreme heat events. The first-of-its-kind report: “Impacts of Extreme Heat to California’s People, Infrastructure, and Economy." was based on the recommendations of the California Climate Insurance Working Group and directed by AB 2238 (Chapter 264, Statutes of 2022). The report helped support the California Environmental Protection Agency’s development of an Extreme Heat Ranking System (CalHeatScore), released in January 2025.

1. Purpose

The purpose of this RFP is to solicit proposals to develop a specific, supplemental study that expands on the previous findings and evaluates key questions from the 2024 report that achieves the objectives described below, and to produce a report containing graphs, measurements, and descriptions of the results and extrapolations based on the findings of the study.

2. Objective

The primary objective is to describe and assess the costs and losses of extreme heat to vulnerable local governments in California and explore strategies for addressing insurance gaps and improving financial resilience. A secondary objective is to assess differential impacts of extreme heat across population subgroups.

3. Description of Services/Project Tasks

To support these objectives, the Proposer shall perform the following services/project tasks:

Task 1- Identify and characterize locations that are vulnerable to extreme heat

Objective 1.1: Utilize various indices and factors to create an “Extreme Heat Vulnerable Location” criteria.

Utilize various indices and factors, including weather and climate, healthcare, and social and physical infrastructure, socioeconomic and demographic factors, to locate and characterize geographic areas that face disproportionate impacts from extreme heat. The assessment should be conducted at a level of granularity no coarser than ZIP Code or equivalent. In designing their research, the proposer shall incorporate CalHeatScore, a mix of other publicly available indices and factors, and 3-6 additional factors that may or may not be readily available in public datasets but could be derived from other sources. Where feasible, proposers shall seek to understand how the selected indices and factors relate to the CalHeatScore index.

1. Indices that combined with the CalHeatScore index can capture extreme heat vulnerability, include but are not limited to:

a. California Healthy Places Index: Extreme Heat Edition

b. Vulnerable Communities Platform

c. Social Vulnerability Index

d. UCLA Heat Maps

2. Required factors to include in the report that can also inform Task 2:

a. Gender

b. Race/ethnicity

c. Heat-exposed workers

3. Suggested factors that may characterize vulnerability to extreme heat and could be explored for their relationship to CalHeatScore include but are not limited to the list below. Successful https://www.insurance.ca.gov/01-consumers/180-climate-change/upload/Impacts-of-extreme-heat-to-California-s-people-infrastructure-and-economy-by-California-Department-of-Insurance-June-2024.pdf https://www.insurance.ca.gov/01-consumers/180-climate-change/upload/Impacts-of-extreme-heat-to-California-s-people-infrastructure-and-economy-by-California-Department-of-Insurance-June-2024.pdf https://www.insurance.ca.gov/cci/docs/climate-insurance-report.pdf https://calheatscore.calepa.ca.gov/

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a. Weather and Climate Factors

i. Calculated metrics such as Excess Heat Factor

ii. Frequency, duration, intensity of recent extreme heat events

b. Healthcare Factors

iii. Emergency department prevalence/density

iv. Outpatient care clinics prevalence/density

v. Heat-related healthcare provider visit data (e.g., outpatient care clinics, EMS)

c. Social and Physical Infrastructure Factors

vi. Public transportation access percentile

vii. Frequency, duration, and geographic extent of power outages

viii. Urban and rural landscape prevalence

d. Socioeconomic Factors

ix. Low-income renter percentile

x. Health insured/Medi-Cal covered/Medicare covered/uninsured percentiles

e. Demographic Factors

xi. Age

xii. Seniors (over 65 years old) living alone percentile

xiii. Medicare beneficiaries relying on electricity-dependent durable medical and assistive equipment (DME) percentile

Deliverables:

1. Presentation on proposed indices and factors and to formalize decisions on methodologies that encompass the different tasks/objectives with CDI staff. The presentation to CDI staff will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

2. Presentation on developed criteria and data sources with CDI staff. The presentation to CDI staff will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

3. Share underlying data, associated code, and methods documentation of the chosen factors for the developed Extreme Heat Vulnerable Location criteria. Data and documentation should be presented in accessible and clear formats, such as excel sheets and geospatial files.

Objective 1.2: Select a variety of Extreme Heat Vulnerable Locations across California.

After developing the criteria to identify various Extreme Heat Vulnerable Locations, select 10-20 of these locations that span urban and rural geographies and climatic characteristics. Use various sources to focus on locations within local governments with varying degrees of exposure, vulnerability, and preparedness.

Deliverables:

1. Share maps and tables to explain what differentiates the selected Extreme Heat Vulnerable Locations presented in accessible and clear formats, such as excel sheets and geospatial files.

2. Presentation on the selection process, selected Extreme Heat Vulnerable Locations, and their corresponding local governments with CDI staff. The presentation to CDI staff will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

Task 2- Assess differential impacts of extreme heat across population subgroups

Objective 2.1: Examine how extreme heat health impacts differ by demographic characteristics across Extreme Heat Vulnerable Locations.

Use available data, such as hospital discharge data and vital death records, and literature to, where feasible, quantify the excess mortality and morbidity, differentially experienced by:

a. Black, Asian, Native American, White Hispanic, and White Non-Hispanic populations

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b. Women (drawing from studies such as Son et al., 2019)1

c. Heat-exposed workers

Deliverables:

1. Report section on the findings of Objective 2.1, including table and charts by subgroup across

Extreme Heat Vulnerable Locations. A word document shall be provided to CDI staff, which will eventually be incorporated into the final report. The document shall include a brief narrative explaining the findings, limitations, and data sources used.

2. Share underlying data, associated code, and methods documentation. Data and documentation should be presented in accessible and clear formats, such as excel sheets and geospatial files.

3. Presentation on the findings of Objective 2.1. The presentation to CDI staff will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

Task 3- Analyze the insured and uninsured costs of extreme heat on local governments

Objective 3.1: Assess the operational and long-term financial risks facing 2-3 local governments.

From the selected 10-20 locations, select 2-3 local governments using a similar selection process to Objective 1.2 while considering at least one rural community. Proposer shall use available adaptation planning documents, such as heat action plans, hazard mitigation plans, and safety element plans, to better understand response and adaptation costs and funding gaps. CDI will help facilitate contact and communication with local governments to examine the extent to which costs and losses are being quantified and tracked in areas including but not limited to:

1. Emergency response

2. Cooling green and grey infrastructure

3. Public outreach

4. Heat adaptation planning

1. Presentation reviewing the selected 2-3 local governments and detailing known response and adaptation costs and funding gaps. The presentation to CDI staff, and if feasible, local government staff, will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

2. Share underlying data that supports the findings of this objective. Data should be presented in accessible and clear formats, such as excel sheets and tables and graphs.

Objective 3.2: Quantify insurance protection gaps and explore financial protection tools for the selected local governments.

Identify types of insured and uninsured extreme heat losses that disproportionately affect the selected local governments. Estimate insurance protection gaps by evaluating different types of insurance coverage, including but not limited to:

a. Workers’ compensation for heat-exposed government workers

b. Business interruption and government service interruption coverage

1. Report section on the findings of Objective 3.2 that identify types of insured and uninsured extreme heat losses, estimate insurance protection gaps, and evaluate different types of insurance coverage available. A word document shall be provided to CDI staff, which will eventually be incorporated into the final report.

1 Ji-Young Son et al 2019 Environ. Res. Lett. 14 073004

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2. Presentation on the findings of Objective 3.2. The presentation to CDI staff, and if feasible, local government staff, will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

Objective 3.3: Assess the role of risk transfer tools in covering essential government services.

Explore the applicability and feasibility of innovative insurance to reduce the financial vulnerability of local governments to extreme heat. This includes analyzing how tools such as parametric insurance, community-based insurance, and performance risk coverage of green and grey infrastructure might be structured to cover costs and losses related to essential public services, infrastructure resilience, and response measures. The proposer should review case studies or pilot programs where such tools have been used to address extreme heat or similar impacts. Particular attention should be paid to how these tools could be applied in contexts where local governments face funding and budgeting gaps.

The analysis should also consider exploring (1) the types of triggers that could be used in parametric coverage for extreme heat, (2) barriers to uptake or implementation in small, rural, or under-resourced jurisdictions, and (3) The potential for public-private partnerships to increase access and affordability.

Deliverables:

1. Report section on the findings of Objective 3.3 that identify innovative risk transfer tools applicable to local government heat-related costs and losses. A word document shall be provided to CDI staff, which will eventually be incorporated into the final report.

2. Presentation on the findings of Objective 3.3. The presentation to CDI staff, and if feasible, local government staff, will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

Task 4- Complete and submit report

Objective 4.1: Compose first draft of report.

Synthesize the findings gathered from Tasks 1-3 into a 20-30-page report using a PDF format on the differential mortality and morbidity impacts of extreme heat, the extreme heat losses and funding gaps impacting the selected extreme heat vulnerable local governments, and the creative insurance mechanisms that can tackle these losses and gaps for these local governments. Create an appendix for all methodologies used which are not included in the page limit.

Deliverable: Share the draft report and appendix with corresponding guides to CDI Staff.

Objective 4.2: Discuss Draft.

Present and discuss the draft, including figures and findings, with CDI staff.

Deliverable: Presentation of report to CDI Staff. The presentation to CDI staff will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

Objective 4.3: Deliver final report and presentation.

Review, incorporate feedback, and draft the final report.

Deliverables:

1. Share the final ADA compliant report and appendices with corresponding reference guides with CDI staff.

2. Final presentation to share report updates and address any outstanding questions to CDI staff. The presentation will be over Teams or a similar teleconferencing platform. A PDF of the slides shall be provided prior to the presentation.

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B) Minimum Qualifications for Proposers

1. The Proposer must have the following qualifications in order to compete for this RFP:

a) Must be able to demonstrate expertise and experience in gathering and analyzing qualitative and quantitative data, and in geospatial and demographic analyses, including at least 3 years in data analytics and consulting, especially related to insurance, public sector tools and analyses, and financial impacts.

b) Must be able to demonstrate the ability to obtain and integrate data from multiple sources, including use of public datasets, planning documents, and/or third-party data, to build the extreme heat vulnerable locations’ criteria and support the analysis of extreme heat differential impacts across different local governments in California.

c) Must be able to demonstrate in proposal that the data and sources proposed are sufficiently granular to determine costs and losses to local governments in California. Proposer will provide an explanation of how they plan to engage and coordinate with local governments, including how they will gather information and incorporate local input into the analysis.

d) Must be able to demonstrate, citing examples of at least two past projects, the capability to clearly display geospatial and financial data in visual aids, such as charts, graphs, maps, and diagrams.

C) Proposal Requirements and Information

1) Key Action Dates

Event Date1/ Time RFP Available to Prospective Proposers 4/10/2026 -- Written Question Submittal Deadline (via email to bmb_procurement@insurance.ca.gov)

4/17/2026 5:00 PM PST

Response to Written Questions/Answers 4/24/2026 -- Final Date for Proposal Submission2/

(via email to bmb_procurement@insurance.ca.gov)

5/8/2026 4:00 PM PST

Interviews 5/14-18/2026 -- Notice of Intent to Award 5/20/2026 -- Proposed Award Date 6/8/2026 -- 1/ These dates are estimated; therefore, this RFP will not be subject to a formal addendum should they change.

2/ BMB_Procurement@insurance.ca.gov will confirm receipt of each proposal once received. To ensure timely confirmation, ensure that proposals are submitted as stated in C) Proposal Requirements and Information 1) Key Action Dates.

mailto:bmb_procurement@insurance.ca.gov mailto:bmb_procurement@insurance.ca.gov

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2) Content of Proposal

Proposals should provide straightforward and concise descriptions of the proposer’s ability to satisfy the requirements of this RFP. Failure to provide all requested information or deviation from the required format may result in disqualification.

Certify using Attachment 2 – Proposal/Proposer Certification Sheet that the mandatory requirements are met as stated in Section B) Minimum Qualifications for Proposers.

a) Project Personnel

1. Identify the personnel who would be involved in providing services to the Department in

Attachment 5 – Proposer Identification of Staff. Provide the name, designation, role within the firm, number of years of experience, the role and involvement in either/both the consulting services to the Department.

2. Provide a description of the background and experience of each individual identified in Attachment 5 – Proposer Identification of Staff, sufficient to demonstrate that individual’s ability to meet the Department’s reporting needs. Identify the function each staff member will serve, and his or her title.

b) Description of the Firm

1. Provide a description of the specializations of your firm.

2. Provide a description of safeguards that your firm employs to ensure that confidential information is safely maintained and accessed only for the purposes of providing services subject to this RFP.

c) Work Plan

The proposal shall include a proposed Work Plan for the completion of each Task and Objective identified in A) 3. Description of Services/Project Tasks. A targeted deliverable date and cost for each Task and Objective must be included. The Work Plan must represent the entire term of the contract. Utilize EXHIBIT B- Attachment 1- Work Plan to complete the proposed Work Plan and submit with the response.

The proposed Work Plan will be incorporated into the standard agreement. If the Work Plan is updated during the term of the agreement, a formal amendment may be required. The Work Plan will be utilized to measure progress and how payments will be made.

d) Experience

1. Provide a brief description of the experience required under the minimum qualifications in Section B) Minimum Qualifications for Proposers.

2. Provide a brief description of the firm’s experience providing consulting services.

3. Provide a brief description of the firm’s qualifications and experience that demonstrate its capability to provide the scope of work described in Section A) Purpose and Description of Services.

4. Provide a brief description of the firm’s experience using tools and processes related to extreme heat events such as software, programs, and analytical tools and methods, including any established protocols for peer review of work products.

e) Work Product Samples

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1. Provide a minimum of two (2) and a maximum of three (3) Samples of actual work products produced by the firm in the course of providing services to its clients and the Objectives described in Section A) Purpose and Description of Services of this RFP.

2. Samples must be actual work products produced by the firm in the course of providing services to its clients.

3. If necessary, Samples could be redacted to maintain confidentiality but may not be altered from original work product in any other manner.

3) References

a) Submission of Proposer References, Attachment 5, is mandatory. Failure to complete and return this attachment with the proposal may cause the proposal to be rejected and deemed non-responsive.

Proposers MUST provide a minimum of two (2) and a maximum of three (3) references.

b) The Proposer references should include references in which recommended assigned personnel previously performed related services as cited in this RFP.

c) At least one and possibly all references will be contacted.

4) Cost Proposal

a) Using Attachment 3 - Cost Proposal/Work Plan, provide the total cost to provide the services identified in Section A) - Purpose and Description of Services. The Proposer must enter their total cost of performing the services identified in each of the Project Segments identified in the Cost Proposal (Work Plan). Complete a Cost Proposal/Work Plan

b) for each subcontractor, if applicable.

c) CDI anticipates a maximum budget of $75,000.00. Cost Proposal(s) shall be fixed for the entire contract term and cannot be amended. Cost Proposal(s) should reflect the full contract term.

Anticipated Contract Term is 6/8/2026-4/31/2027

5) Submission of Proposal

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

b) The proposal package should be prepared in the least expensive method.

c) All proposals must be submitted to CDI by dates and times shown, in Section C) Proposal Requirements and Information, Item 1) Key Action Dates. Proposals received after this date and time will not be considered.

d) Submit the proposal in a searchable .pdf file with required attachments referenced in this document, via email, to BMB_Procurement@insurance.ca.gov per Section C) Proposal Requirements and Information, Item 1) Key Action Dates1/.

Please be advised that there may be a heavy network demand and the State assumes no responsibility if a Proposer cannot transmit the RFP response via email, or if the entire RFP response is not received prior to the RFP due date and time.

NOTE: It may be necessary to transmit files in several emails. If this is the case, all files should be identified as appropriate (i.e., part 1 of 5) and all parts must be received by the due date and time above. Paper submissions will not be accepted. The electronic documentation sent via this email

S:\2. Procurement\FY 2025-26\CSB\158S-0000-Extreme Heat RFP\25CSB-158S DRAFT RFP Extreme Heat RFP FINAL.docx transmission shall not be altered in any manner. Once submitted, proposers should send an email requesting confirmation of CDI’s receipt of proposal, including the number of attachments. The State’s copy of the electronic documentation developed for this RFP, is for the purposes of issuing a binding contract, and shall be considered the ORIGINAL. (Max file size per email 36 Mbs)

1/BMB_Procurement@insurance.ca.gov will confirm receipt of each proposal once received. To ensure timely confirmation, ensure that proposals are submitted as stated in C) Proposal Requirements and Information 1) Key Action Dates.

e) All documents contained in the proposal package must have verified e-signatures and must be signed by a person who is authorized to bind the proposing firm.

f) If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided.

g) All proposals shall include the documents identified in Section E, Required Attachment Checklist - Attachment 1. Proposals not including the proper "required attachments" may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

h) 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 proposal to be rejected.

i) A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all proposals and may waive any immaterial deviation in a proposal. The State's waiver of immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

j) Costs incurred for developing proposals and in anticipation of the award of the agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

k) An individual who is authorized to bind the proposing firm contractually shall sign Attachment 2 -

Proposal/Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

l) 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 as set forth in the Section C) Proposal Requirements and Information, Item 1) Key Action Dates. Proposal modifications offered in any other manner, oral or written, will not be considered.

m) A Proposer may withdraw its proposal by submitting a written withdrawal, via email to

BMB_Procurement@insurance.ca.gov request to the State, signed by the Proposer or an authorized agent in accordance with l) above. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

n) CDI may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum to all parties that received a proposal package.

o) CDI reserves the right to reject all proposals. The CDI is not required to award an agreement.

p) Before submitting a response to this solicitation, Proposers should review, correct all errors and confirm compliance with the RFP requirements.

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

r) More than one (1) proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

s) The State 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 (GTCs) are not negotiable.

t) No oral understanding or agreement shall be binding on either party.

u) Executive Order N-6-22 – Russia Sanctions: On March 4, 2022, Governor Gavin Newsom issued

Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions.

Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

v) Generative Artificial Intelligence (GenAI) Disclosure:

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 nondisclosure.

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.

w) All Proposals are limited to 100 Pages include a, b, c, d only (8.5” x 11”) and must include the following tabs (Note: tabs are not included in the page count) in this order:

a. Minimum Qualifications of Proposers

b. Content Proposal

c. Project Personnel

d. Work Samples

Note: Proposer Work Samples (Refer to Attachment 7 – Proposer Work Samples) shall not be more than 20 pages for each work sample, providing relevant examples of advertising/outreach, targeting low-income populations, Spanish-speaking populations, and other work performed for other government agencies or related to insurance.

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

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e. Required Attachments (Note: Does not count toward 100 page proposal limit)

6) Evaluation Process

a) 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. Those proposals not meeting the minimum qualifications will not proceed to the scoring phase.

b) 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.

c) The Proposal Review Panel will review each proposal received and forward all proposals meeting section B), Minimum Requirements/Qualifications for Proposers, to the Evaluation Committee.

d) The responsive proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated below:

Points Interpretation General Basis for Point Assignment

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

2.0 Barely

Adequate

Proposal response (i.e., content and/or explanation offered) is barely adequate or barely meets CDI’s needs/requirements or expectations. The omission(s), flaw(s), or defect(s), are inconsequential and acceptable.

3.0 Fully

Adequate

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

4.0 Very Good Proposal response (i.e., content and/or explanation offered) exceeds CDI’s needs/requirements or expectations. Minimal weaknesses are acceptable.

Proposer may offer one or more enhancing features, methods, or approaches that enable stronger performance.

5.0 Excellent or

Outstanding

Proposal response (i.e., content and/or explanation offered) is exceptional and greatly exceeds CDI’s needs/requirements or expectations. No material weaknesses. Proposer significant enhancing features, methods, or approaches that will substantially improve performance to exceed CDI’s basic expectations.

e) An award, if made, for this RFP (Secondary Method) (State Contracting Manual (SCM) Volume 1, Chapter 5) will be to the highest scored responsible proposal.

Proposal Rating Factors

The Evaluation Committee will use the following criteria to score the Stage 1-2 + Cost portion of each proposal.1/

Stage 1

A B C D E

1.1 Clarity and Organization of Proposal (Stage 1) Weight

Factor

Points Possible2/ Score

Weighted Score (B x D)

The proposer demonstrates an understanding of extreme heat vulnerability, the link between extreme heat and localized financial and differential demographic impacts, and the overall importance and challenges of this project.

1.0 5.0 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-V1-02-2025-Update/SCM-V1--Chapter-5-February-2025-Edition.pdf

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1.1 Clarity and Organization of Proposal (Stage 1) Weight

Factor

Points Possible2/ Score

Weighted Score (B x D)

The Proposer expresses the capacity to perform this work in an efficient and timely manner. 1.0 5.0

The Proposer demonstrates a reasonable methodology in writing the types of indices, data, areas of impact, and the tangible results that the Proposer expects to achieve.

1.0 5.0

Maximum Possible Points (15.0 Points) 15.0 Actual Points Earned for Stage 1.1

1/ All calculations will be rounded to the nearest second (2nd) decimal place.

2/ Points Possible incorporate a weight factor (see above).

Stage 2

2.1 Proposer’s Approach Weight

Factor

Points Possible2/ Score

Weighted Score

(B x D) The Proposer demonstrates a strategy for obtaining the types of indices, factors, and data the Proposer expects to achieve.

2.0 5.0

The Proposer demonstrates a rationale for why certain indices, factors, data, and localized areas of impact were chosen to be included in the study over other possibilities, and how those choices affect the expected results.

2.0 5.0

The Proposer demonstrates how they will achieve tangible results given the chosen data. 2.0 5.0

The Proposer provides detailed timelines and plan of specific actions for achieving the scope of work with their chosen information and local government engagement strategy.

2.0 5.0

The Proposed approach achieves high-quality coverage of the localized costs associated with extreme heat using an effective number and scope of areas of extreme heat impacts.

2.0 5.0

Maximum Possible (50.0 Points) 50.0 Actual Points Earned for Stage 2.1

2.2 Proposer’s Experience Weight

Factor

Points Possible2/ Score

Weighted Score (B x D)

The Proposer demonstrates ability in identifying extreme heat vulnerable locations, assessing differential impacts of extreme heat, providing technical analysis of uninsured and insured costs related to extreme heat, and understanding of innovative insurance mechanisms relative to the project scope of work, including ability to provide specificity of localized areas of impact identified in the scope of work.

3.0 5.0

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2.2 Proposer’s Experience Weight

Factor

Points Possible2/ Score

Weighted Score (B x D)

The Proposer demonstrates the quality of experience, including utilization of public sector engagement and data collection, analytical tools, established data sources, and methods that incorporate different types of geospatial, health, demographic, and environmental data.

3.0 5.0

Extent and quality of the research design to accomplish the scope of work, including important indices, factors, data, and localized areas of impact.

2.0 5.0

Based on the references provided, the Proposer has shown that the services performed are similar to the scope of work to be performed in this contract.

1.0 5.0

Maximum Possible Points (45.0 Points) 45.0 Actual Points Earned for Stage 2.2

2.3 Personnel Weight

Factor

Points Possible2/ Score

Weighted Score (B X D)

Identification of staff, including biographies and resumes, to work on contract (Attachment 5) 1.0 5.0

Qualifications of staff, including:

• How the proposed duties of identified staff compare to their existing work

• How proposed duties are divided-up among identified staff

• Specific experience researching the financial costs caused by extreme heat events

• Specific experience in risk transfer tools and innovative insurance products

2.0 5.0

Clearly define the division of work between in-house staff and subcontractors, if any. 1.0 5.0

Maximum Possible Points (20.0 Points) 20.0 Actual Points Earned for Stage 2.3

1/ All calculations will be rounded to the nearest second (2nd) decimal place.

2/ Points Possible incorporate a weight factor (see above).

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Stage 1 & 2 Sub-Totals

Stage 1/ Points Possible

Weighted Score

1.1 Clarity and Organization of Proposal Response (Stage 1) 15.0

2.1 Proposer’s Approach (Stage 2) 50.0

2.2 Proposer’s Experience (Stage 2) 45.0

2.3 Personnel (Stage 2) 20.0

Stage 1 & 2 Subtotal 130.0 Cost 2/ 82.0

Maximum Points for Stage 1 & 2 (+ Cost) 212.0

1/ The total possible points in Stages 1 & 2 are 130.0, proposals must attain a minimum score of 91.0 (70.0%) to advance to Stage 3 (Oral Interview). Proposers scoring less than 91.0 points will not advance to Stage 3 (Oral Interviews).

2/ Cost points are calculated in accordance with C), 6) Evaluation Process, f) Proposal Evaluation, 2).

The Evaluation Committee will use the following criteria to score the oral interviews (Stage 3) portion of each proposal that meets the criteria above to move to Stage 3.

Stage 3

3.1 Oral Interviews Weight

Factor

Points Possible 2/ Score

Weighted Score (B x E)

The Proposer’s presentation is clear, effective, and follows a logical flow that communicates the subject matter to the audience.

2.0 5.0

Ability to answer questions related to the scope of work clearly and comprehensively. 2.0 5.0

Presentation identifies data gaps and describes how the Proposer will achieve the tangible costs to local government results identified in the written proposal.

2.0 5.0

Presentation demonstrates how the Proposer has approached challenges to acquiring robust datasets and the results of those approaches in previous projects.

2.0 5.0

Presentation showcases the Proposer’s knowledge on extreme heat locations, their differential health impacts, localized key areas of impact, and innovative insurance opportunities.

2.0 5.0

Presentation showcases the Proposer’s experience with data and data analysis, especially for insurance and public sector data.

2.0 5.0

Maximum Points Possible for Stage 3 (60.0 Points) 60.0 Actual Points Earned for Stage 3.1

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Points Grand Totals

Stages Points Possible

Weighted Score

Stage 1 & Stage 2 130.0 Cost 82.0 Stage 3 60.0

Minimum Total Points Possible (272.0 Points) (Stage 1, 2, 3, Cost) Total Non-Cost Points (190.0 Points) (Stage 1, 2, 3 only)

DVBE Incentive Points1/ Preference Points2/

Maximum Total Points Possible (272.0 +DVBE Incentive Points+ Preference Points)3/

1/ The DVBE incentive is included in the sum of non-cost points. The incentive cannot be used to achieve any applicable minimum point requirements.

2/ Preference points equal five (5) percent of the highest responsible bidder’s total score. Preference points are only granted to certified SB proposals.

3/ An award, if made, will be to the highest scored responsible proposal.

f) Proposal Evaluation

1) The Content Proposal evaluation will be based on the criteria shown on in 6) Evaluation Process above. The information from the Prime Proposer and all subcontractors will be evaluated as a whole.

If a proposal meets a minimum score of 91 points, the proposal will move on to Stage 3, 3.1 Oral Interviews. The Oral Interview will consist of a 30-minute presentation and a 30-minute question and answer segment. The 30-minute presentation is to include outreach plan, integrated advertising plan, and social media campaign, results they expect to achieve and how they will be measured. Interview will be conducted utilizing video conferencing in Microsoft Teams or similar platforms.

CDI will provide the interview questions in advance of the interview. The same questions will be provided to all Proposers. Both the presentation and the Proposer’s response to the interview questions will be evaluated based on the Criteria as set forth in 6) Evaluation Process.

2) The following formula will be used for the award of Cost points:

Lowest cost proposal is awarded the maximum Cost points (95 points). Other proposals are awarded Cost points based on the following calculation:

Lowest Proposer’s Cost = (factor) X maximum cost points = cost points for other proposer

Other Proposer’s Cost

EXAMPLE: Lowest Cost proposal = $75,000

Other proposal = $100,000

30 Cost points available

(Lowest Cost Proposal) $75,000 = ¾ X 30 = 22.5 Cost points awarded to the Other Proposal (Other Proposal) $100,000

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3) The final proposal score will be the combined evaluation of the Proposal Content, Cost and Oral Interview points. An award, if made, will be to the highest scored responsible proposal

7) Award and Protest

a) Notice of the proposed award shall be posted in a public place in the office of California

Department of Insurance, 300 Capitol Mall, 13th Floor Lobby, Sacramento, CA 95814, for five (5) working days prior to awarding the agreement(s).

b) If any proposer, prior to the award of agreement, files a protest with the CDI (see address above) and the Department of General Services, Office of Legal Services, Attention: Protest Coordinator, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, Email OLSProtests@dgs.ca.gov on the grounds that the (protesting) Proposer would have been awarded the contract had the agency correctly applied the evaluation standard in the RFP, or if the agency followed the evaluation and scoring methods in the RFP, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter. Protests may be sent by regular mail, email, courier or personal delivery.

Protestants should include their fax number if they have one. It is suggested that you submit any protest by certified or registered mail. Email and/or Mail submission of protest MUST be dated/postmarked by 5:00 PM (PST) on the date listed on the last day noted on the Intent to Award.

c) Within five (5) days after filing the initial protest, the protesting proposer shall file with the

Department of General Services, Office of Legal Services and the CDI a detailed statement specifying the grounds for the protest.

d) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205, if applicable), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code sections 18662 and 26131. No payment shall be made unless a completed Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205, if applicable) has been returned to the awarding agency.

e) The CDI reserves the right to negotiate with any qualified proposer, or to modify or cancel in part or in its entirety the sample contract provisions if it is in the best interest of the CDI to do so.

8) Miscellaneous Award Issues

a) CDI does not negotiate rates and/or costs listed on any Cost Proposal submitted for the RFP.

b) If no proposals are received containing bids offering a price, which in the opinion of CDI is a reasonable price, CDI is not required to award an Agreement (Public Contract Code §, 10344 [d]).

c) The Proposer is advised that should this RFP result in an award of an Agreement, the Agreement will not be in force and no work shall be performed until the Agreement is fully approved by CDI and the Proposer is notified by the CDI Project Representative to begin work.

d) In the event of a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified Disabled Veteran Owned Business (DVBE) that is also a SB, the contract must be awarded to the DVBE SB. (Government Code (GC) § 14838 (f); 2 CCR 1896.8(f)).

mailto:OLSProtests@dgs.ca.gov https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

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9) Disposition of Proposals

a) Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

b) Proposal packages may be returned only at the proposer's expense, unless such expense is waived by the awarding agency.

10) Agreement Execution and Performance

a) Performance shall start no later than June 8, 2026, or on the express date set by the CDI and the

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

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

D) Preference Programs

1) Small Business Preference

California Government Code section 14835 allows a five (5) percent preference for bidders who are certified as a small business (SB) or micro-business (MB) with the State of California. Preference programs for businesses located in certain geographical area are also available.

a) A five (5) percent preference is also available to a non-small business claiming twenty-five (25) percent California-certified SB or MB subcontractor participation.

b) A small business nonprofit veteran service agency (SB/NVSA) prime bidder meeting the requirements specified in the Military and Veterans Code section 999.50 et seq.