26-10-003_RFP_Final_4.30.26.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

26-10-003 Construction Permit Plan Reviews

April 30, 2026

The California Department of Housing and Community Development (HCD) invites you to review and respond to this Request for Proposal (RFP), for Construction Permit Plan Reviews.

In submitting their 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 that the Proposal covers all labor, materials, tools, and equipment necessary to provide services in accordance with the specifications and provisions received for this RFP and any resulting agreement. Proposers are responsible for their own costs of responding to this RFP.

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.To ensure receipt of any addenda that may be issued, and answers to any questions posted, you must register online at https://caleprocure.ca.gov/pages/bidder-vendor.aspx.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions (GTC 2/2025) and Contractor Certification Clauses (CCC 4/2017) that may be viewed and downloaded at the following internet site: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language. If you do not have Internet access, a hard copy can be provided by contacting the Contract Administrator listed below.

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:

Danielle Ochoa

HCD Contract Administrator

Danielle.Ochoa@hcd.ca.gov and

ServiceContracts@hcd.ca.gov

(916) 699-3207 and (916) 413-5795 http://www.hcd.ca.gov/ https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx https://caleprocure.ca.gov/pages/bidder-vendor.aspx 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:Danielle.Ochoa@hcd.ca.gov mailto:ServiceContracts@hcd.ca.gov

Department of Housing and Community Development Request for Proposal No. 26-10-003

Construction Permit Plan Reviews

Table of Contents

Contents Table of Contents Schedule Of Events: *

1. QUESTIONS AND CLARIFICATIONS REGARDING THE RFP:

2. ADMINISTRATIVE INFORMATION

3. PURPOSE, TERM, SCOPE OF WORK, AND DEFINITIONS

4. PROPOSER’S MINIMUM QUALIFICATIONS AND REQUIREMENTS:

5. PROPOSAL CONTENT

6. TECHNICAL PROPOSAL (Max 300 Points)

7. COST PROPOSAL (Max 150 Points)

8. PROPOSER REFERENCE (Max 50 Points)

9. ORAL INTERVIEWS, IF REQUIRED (Max 50 Points)

10. PREFERENCE AND INCENTIVE PROGRAMS

11. RFP SUBMISSION GUIDELINES:

12. EVALUATION AND SCORING PROCESS

13. AWARD AND PROTEST

14. TAX DELINQUENCY DISCLAIMER

15. OTHER CRITERIA

16. AGREEMENT EXECUTION AND PERFORMANCE

17. REQUIRED ATTACHMENTS

Attachment 1: Required Attachment Checklist Attachment 2: Table of Contents Attachment 3: Signed Cover Letter Attachment 4: Resumes Attachment 5: Proposal/Proposer Certification Sheet Attachment 6: Minimum Qualifications Certification and Table Attachment 7: Proposer References Attachment 8: Cost Proposal Attachment 9- Executive Order N-6-22 Certification- Russia Sanctions Attachment 10-19 Attachment 20: Licenses and Certifications Attachment 21: Confidentiality Statement Attachment 22: Technical Proposal Attachment 23: Contractor Roles Assignment of Staff and Subcontractors

18. PROPOSED CONTRACT WITH SAMPLE EXHIBITS & ATTACHMENTS

Proposed Agreement - Exhibit A: Scope of Work

Proposed Contract - Exhibit B: Budget Details and Payment Provisions Proposed Contract - Exhibit C: General Terms and Conditions Proposed Contract - Exhibit D: HCD Additional Terms and Conditions Proposed Contract - Exhibit E: Administrative Changes

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 Proposers 04/30/2026 4:30 PM

Deadline to Submit Written Questions 05/07/2026 2:00 PM RFP Bidders Conference1 05/14/2026 11:00 AM Deadline to Post Responses to Written Questions 05/21/2026 2:00 PM Final Date for Proposal Submission2 06/04/2026 2:00 PM

Anticipated Interview Schedule (If needed) 06/25/2026 –

06/26/2026 TBD

Anticipated Notice of Intent to Award 06/30/2026

Anticipated Agreement Start Date 10/01/2026

Proposed Contract Term 3 years

1 The RFP Bidders Conference will be held virtually as specified in the Schedule of Event. It is highly encouraged that all Proposers attend the Bidder Conference. The Bidders Conference will be the first opportunity for HCD to share information related to this solicitation. To join the Bidders Conference, please join via Microsoft Teams:

Join the meeting now https://teams.microsoft.com/meet/254702964886901?p=gEhKXN6FttP7Vr5cYL Passcode: sy6wu3oq

Meeting ID: 254 702 964 886 901

Dial in by phone +1 916-535-0998,,284817881# Phone conference ID: 284 817 881#

2 Proposers must submit Proposals identifying the applicable RFP number by the dates specified in the Schedule of Events and as described below in Section 11, RFP Submission Guidelines. Proposals must ONLY be submitted to rfp.ifb@hcd.ca.gov, NOT the email https://teams.microsoft.com/meet/254702964886901?p=gEhKXN6FttP7Vr5cYL https://teams.microsoft.com/meet/254702964886901?p=gEhKXN6FttP7Vr5cYL https://teams.microsoft.com/meet/254702964886901?p=gEhKXN6FttP7Vr5cYL tel:+19165350998,,284817881 mailto:rfp.ifb@hcd.ca.gov addresses listed on page one (1) of this solicitation. It is the responsibility of the Proposer to ensure they have “read request” enabled for their submission. If the Proposer does not receive an email auto-reply response to their RFP submission within three (3) business hours, the Proposer must call the phone numbers listed on page one (1) of this solicitation.

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 Danielle.Ochoa@hcd.ca.gov. Do not send any questions to rfp.ifb@hcd.ca.gov.

Please reference RFP#26-10-003 and Construction Permit Plan Reviews in the subject line.

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, it is the Proposer’s responsibility to 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 above, Questions and Clarifications Regarding the RFP.

2) Modifications to the RFP will be made by addenda issued pursuant to the following Paragraph B of this Section 1, “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 Agreement, 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 Final Date for Proposal Submission, 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 mailto:ServiceContracts@hcd.ca.gov mailto:rfp.ifb@hcd.ca.gov

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. HCD 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’s Division of Codes and Standards (C&S) is responsible for developing, adopting, and enforcing state laws and regulations for the construction, use, maintenance, and occupancy of privately owned mobilehome parks and special occupancy parks throughout California to ensure the health, safety, and welfare of mobilehome residents and owners. Also, C&S issues permits for, and conducts inspections for alterations or conversion of, mobilehomes, manufactured homes, special purpose commercial modulars, and commercial modulars.

HCD has jurisdiction over all mobilehomes/manufactured homes in the State, including those on private land. They also have jurisdiction over 82% of all mobilehome parks.

This means the majority of mobilehome/manufactured home and park construction, reconstruction, and alteration permits are processed in either of HCD’s Area Offices located in Riverside and Sacramento. Because of their unique construction, the Legislature and HCD have set specific regulations and requirements relating to the construction, maintenance, modification, and design of mobilehomes/manufactured homes and mobilehome parks. Along with processing permits, HCD processes all required plan reviews for alterations, construction, accessories, new mobilehome parks, the rebuilding of mobilehome parks due to fire damage, and infrastructure plan updates in accordance with Title 25.

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 Agreement. 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 make adjustments between individual task budgets, as appropriate, at the prices stated in the Agreement resulting from this RFP.

3. PURPOSE, TERM, SCOPE OF WORK, AND DEFINITIONS

A. Purpose

The purpose of this Agreement will be to secure the services of a Contractor to assist HCD in performing construction permit plan reviews for construction and alteration projects, usually for new mobilehome parks, rebuilt mobilehome parks that suffered fire loss, and other large-scale projects such as mobilehome park infrastructure updates.

Some of these plans may have over three hundred pages that need review.

Contractor will perform construction and alteration permit plan reviews of mobilehome park plans for new construction mobilehome parks projects, plan reviews of individual mobilehome, manufactured home, or commercial modular projects, or plan reviews of Special Occupancy Park projects for HCD permit approval. The plans Contractor will review may be for any construction and alteration projects within HCD’s permitting authority. Examples include, but are not limited to, plans for converting a mobilehome park’s laundry room into an apartment or plans for rebuilding of a mobilehome park that was destroyed by a wildfire. HCD will send plans electronically to the Contractor who will review and recommend that HCD either approve or deny the plan and, for denials, prepare and recommend specific instructions for the customer. Recommendations will include such supporting information as HCD requires to make an informed decision.

B. Agreement Term:

10/01/2026 or Upon approval by the Department of General Services (DGS), whichever later, through 36 months. Any permitted amendment(s) would continue the services outlined in the original Scope of Work, as described in the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A) at the same terms and rates.

C. Scope of Work

Please refer to Exhibit A, Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A).

D. Definitions

For purposes of this Agreement, unless determined by HCD to be inapplicable, the following terms include the following federal, state, and local codes, laws, regulations, and standards and their successor provisions, as most recently amended, issued, or enacted before, during, or after the Agreement term:

1) The terms “accessibility requirements” and “accessibility standards” include requirements and standards under the Americans with Disabilities Act of 1990 and 28 CFR part 35; Section 504 of the Rehabilitation Act of 1973 and 24 CFR part 8;

the Uniform Federal Accessibility Standards (UFAS); the California Fair Employment and Housing Act (Gov. Code sec. 12900 et seq.); Chapter 11B of the California Building Code; Government Code section 11135 et seq. (Article 9.5, “Discrimination”); California Code of Regulations title 2, section 14000 et seq.

(Subchapter 9, “Nondiscrimination in State-Supported Programs and Activities”); and communication accessibility requirements.

2) The term “communication accessibility requirements” includes Title VI of the Civil Rights Act of 1964 and 28 CFR part 42, subpart C (“Nondiscrimination in Federally Assisted Programs—Implementation of Title VI”); Section 508 of the Rehabilitation Act of 1973 and 36 CFR part 1194 (“Information and Communication Technology Standards and Guidelines”); the Dymally-Alatorre Multilingual Services Act (Gov.

Code sec. 7290 et seq.); Government Code sections 6219 (Chapter 3.3, “Governmental Linguistics”) and 7405 (Chapter 18.1, “Electronic and Information Technology”); State Administrative Manual sections 1721 and 4833 (“Online Accessibility Requirements” & “Information Technology Accessibility Policy”); and State Information Management Manual section 25A (“IT Accessibility Resource Guide”).

4. PROPOSER’S MINIMUM 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 and meet the following minimum qualifications and requirements. Failure to provide adequate evidence and/or documentation will cause the Proposal to be rejected. The Proposer must follow the directions of this RFP on how each requirement must be evidenced and documented. The minimum qualification and requirements of this section 4.A (“In General”), and relevant supporting documentation provided, will be scored on a pass/fail basis. HCD may request a clarification or additional information pursuant to Section 12.F of this RFP. All information submitted may be used for further evaluation. Proposals that are determined, in the sole discretion of HCD, to fail any minimum qualifications or requirements will be deemed nonresponsive and will not be further evaluated.

All proposed staff must have the minimum required years of experience documented through resumes and other relevant supporting documentation, such as past contracts or finalized work products for performance of work with agencies other than HCD, evidencing the experience specified below in Section 4.B of this RFP, “Technical Proposal Minimum Required Qualifications.” Resumes will be used to help evaluate and ensure the minimum requirements of staff listed are met.

1) Utilizing Section 17 of this RFP, Attachment 4, “Resumes,” Proposer must provide resumes (excluding Administration staff), for Proposer’s firm, teaming partners, subcontractors, and Key Personnel, including but not limited to the Project Manager, and technical or resource area leads who will be assigned to the Work, detailing the specific role of each individual involved in the Scope of Work.

2) Utilizing Section 17 of this RFP, Attachment 6, “Minimum Qualifications Certification and Table,” Proposer must certify that they are a corporation, partnership, or other entity lawfully authorized and qualified to do business in the State of California.

3) Utilizing Section 17 of this RFP, Attachment 6, “Minimum Qualifications Certification and Table,” Proposer must certify that they and their subcontractors are and will continue to meet all terms and conditions for operating a business in the city, county, or city and county in which the business is headquartered.

4) Utilizing Section 17 of this RFP, Attachment 6, “Minimum Qualifications

Certification and Table,” Proposer must certify that they and their subcontractors have no conflict of interest between existing client relationships and the ability to vigorously and fully represent HCD and that they have reviewed the Conflict of Interest provisions included in Section 28 (“Conflict of Interest Clause”) of Exhibit D of the proposed Agreement (Section 18 of this RFP, Exhibit D, Section 28).

5) Utilizing Section 17 of this RFP, Attachment 6, “Minimum Qualifications

Certification and Table,” Proposer must certify its ability to adequately staff and scale personnel levels to maintain agreed upon service levels at startup and throughout the term of the Agreement.

6) Utilizing Section 17 of this RFP, Attachment 23, “Contractor Roles Assignment of Staff and Subcontractors,” Proposer must assign classifications/roles and clearly define levels of authority and oversight of Proposer’s staff and subcontractors who will perform services under the proposed Agreement (Section 18 of this

RFP).

7) Utilizing Section 17 of this RFP, Attachment 23, “Contractor Roles Assignment of Staff and Subcontractors,” Proposer must list all current full-time and part-time staff and Key Personnel, including each of the proposed subcontractors’ staff and Key Personnel, who will perform services under the proposed Agreement (Section 18 of this RFP). Of the listed staff and Key Personnel, Contractor must identify which staff and Key Personnel will available as of the date of execution of the proposed Agreement to ensure immediate commencement of services under the proposed Agreement. Key Personnel must be skilled, experienced professional and/or technical personnel who meet or exceed the qualifications described below in Paragraph B of this Section 4, “Technical Proposal Minimum Required Qualifications and Experience.” All staff or personnel who will exercise a major policy, administrative, or consultative role in carrying out the Agreement are Key Personnel. Key Personnel may serve as lead for more than one program component, area, resource, or task.

8) Proposer must submit all items listed in Section 5 of this RFP, “Proposal

Content.”

B. Technical Proposal Minimum Required Qualifications and Experience

1) Proposer Minimum Qualifications

At least five (5) years of experience performing plan review work as referenced in Exhibit A, Scope of Work for public entities, which may include, but is not limited to, plan review work for federal, state, or local governments, that is relevant to the work described in the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A).

2) Staff Minimum Qualifications (applicable if Contractor includes additional staff to perform work)

Licensing and Certifications Must hold a current and valid professional license or certification appropriate to the scope of review, which may include:

(a) California Licensed Architect (CA).

(b) California Licensed Professional Engineer (Civil, Structural, Mechanical, or Electrical, as applicable).

(c) International Code Council (ICC) Plans Examiner Certification(s) relevant to the assigned project discipline(s).

(d) Where applicable, Contractor staff must maintain registration in good standing with the California Architects Board, Contractors State License Board, or Board for Professional Engineers, Land Surveyors, and Geologists.

Education

(a) Bachelor’s degree or higher in Architecture, Engineering, Construction Management, or a related field from an accredited institution.

(b) Equivalent education and experience combination may be considered when supported by relevant licensure or certification.

Experience

(a) Minimum of five (5) years within the past ten (10) years of progressively responsible experience in plan review, building design, or construction inspection related to residential, commercial, or special occupancy projects.

(b) Minimum of one (1) year of demonstrated experience within the past ten

(10) years with applying state and federal building codes, including the California Building Standards Code (Title 24, CCR) and Title 25 of the California Code of Regulations.

(c) Minimum of one (1) year of experience within the past ten (10) years with specialized construction project types, with preference to projects in mobilehome parks, special occupancy parks, or large-scale multi-unit developments.

Knowledge Requirements

A minimum of five (5) years of experience within the past ten (10) years with the following:

(a) Applicable building, accessibility, fire, mechanical, electrical, plumbing, and energy conservation codes knowledge.

(b) Pertinent federal and state accessibility standards, as defined in Section 3 of this RFP.

(c) Construction methods, materials, and safety standards.

(d) Plan review procedures, documentation standards, and regulatory approval processes.

Skills and Abilities

A minimum of three (3) years of experience within the past ten (10) years with the following:

(a) Interpreting complex architectural and engineering drawings and specifications.

(b) Preparing technical review comments and engaging with stakeholders.

(c) Digital plan review software and electronic permitting platforms.

(d) Managing multiple plan review assignments, prioritizing workload, and meeting mandated timeframes.

(e) Using professional problem-solving skills to evaluate alternative compliance methods where permitted by code.

3) Key Personnel Minimum Qualifications

Licensure & Certification

(a) Must hold a valid and current California professional license (e.g., Architect, Civil Engineer, Structural Engineer, Mechanical Engineer, or Electrical Engineer).

(b) International Code Council (ICC) certification as a relevant category of Plans Examiner is required.

(c) Certification specific to mobilehome and special occupancy park plan review (if applicable) will be preferred.

(d) Where applicable, Key Personnel must maintain registration in good standing with the California Architects Board, Contractors State License Board, or Board for Professional Engineers, Land Surveyors, and Geologists.

Experience

Minimum of five (5) years of experience within the past ten (10) years in the following:

(a) Plan review for residential, commercial, or manufactured housing projects.

(b) Experience with California Building Code (Title 24, CCR), Health and Safety Code (Title 25, CCR), and other applicable state codes.

(c) Demonstrated experience reviewing large-scale or complex construction plans, including multi-unit projects.

Technical Knowledge

(a) Minimum of three (3) years of experience within the past ten (10) years performing work requiring an in-depth understanding of structural, mechanical, electrical, plumbing (MEP), green building requirements, and fire/life safety code requirements.

(b) Familiarity with pertinent accessibility requirements, as defined in Section 3 of this RFP.

(c) Minimum of three (3) years of experience within the past ten (10) years in interpreting construction drawings, technical specifications, and engineering reports.

Regulatory Compliance

(a) Minimum of three (3) years of experience within the past ten (10) years with California state and local permitting procedures.

(b) Ability to identify and cite specific code violations accurately.

Reporting & Communication

(a) Minimum of three (3) years of experience within the past ten (10) years with preparing clear, concise, and comprehensive plan review comment letters and correction notices.

(b) Proficient in written and verbal communication for coordination with agencies, applicants, and internal staff.

Technology Proficiency

(a) Minimum of three (3) years of experience within the past ten (10) years with using digital plan review software (e.g., Bluebeam, AutoCAD, or equivalent).

(b) Ability to work with online permitting systems or document management platforms.

C. Insurance Requirements- Not required to be submitted with Proposal

The awarded Contractor 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 provision: “The State of California, HCD, and their officers, agents, employees, and servants are included as additional insureds, but only with respect to work performed for HCD under this Agreement.”

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. Attachment 1: Required Attachment Checklist

Complete this checklist to confirm the items submitted in the Proposal.

B. Attachment 2: Table of Contents

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

C. Attachment 3: 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 contract.

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, or city and county in which the business is headquartered.

6) By signing the Cover Letter of Interest and Proposal, the Proposer certifies that the signatory is authorized to bind the Proposer/Standard Agreement, if awarded.

D. Required Attachments

A complete Proposal or Proposal package must also include the items identified as listed in Section 17 of this RFP, Attachment 1, Required Attachment Checklist below.

E. Attachment 22: Technical Proposal

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

6. TECHNICAL PROPOSAL (Max 300 Points)

In addition to meeting the Minimum Qualifications and Requirements listed above in Section 4 of this RFP, the Proposer, Key Personnel, and any subcontractors will be evaluated on what is documented in the technical proposal response, as well as through resumes of Key Personnel who will be performing the work, and other relevant documentation.

Responses must include written statements indicating experience working in a similar capacity with specific examples and the number of years performing the tasks similar in size, scope, and function/nature as those tasks outlined in the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A). Responses must explain how the Proposer, itself, and subcontractor(s) are qualified to perform such tasks and further HCD’s policy goals.

Responses shall explain assigned roles and responsibilities of staff and subcontractor staff that will deliver the services required for the proposed Agreement.

Portions of the technical proposal from the awarded Proposer’s work plan may be incorporated into the contract as needed. Proposer shall 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. Categories will be awarded points in accordance with the scoring criteria described in Section 12 of this RFP, “Evaluation and Scoring Process.”

A. Identified understanding of HCDs requested services (Max 75 points)

Proposer shall include a written statement indicating their organization’s experience working in a similar capacity with specific examples including the number of years performing the tasks similar in size, scope, and function/nature as those tasks outlined in the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A).

B. Proposed Solution and Work Plan for implementation (Max 75 points)

Proposer must describe in detail, with a detailed work plan, how they will perform the tasks described in the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A, Section 5.F). This work plan shall identify the methodology the Proposer will use to complete those tasks. Details must include how the Proposer will process the workload, including a list of reference tools Proposer will use to review plans for statutory and regulatory compliance.

C. Qualifications and Experience of Organization, Key Personnel, and Subcontractors (Max 150 points) The response must indicate that the Proposer has a clear understanding of the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A) and explain how the qualifications and experience described in the provided resumes for each individual Key Personnel of Proposer or its subcontractors who will be responsible for assigning and reviewing construction plans demonstrate that the individual has the necessary qualifications and experience to provide the services described in the Scope of Work.

Proposers who only meet the minimum qualification of five (5) years' experience will receive zero (0) points in this category. In order for a Proposer to receive points, the Key Personnel of Proposer and its subcontractors must have, on average, at least six

(6) years experience performing relevant plan review work for public entities, which may include, but is not limited to, plan review work for federal, state, or local governments.

7. COST PROPOSAL (Max 150 Points)

A. Complete the Cost Proposal worksheet (Section 17 of this RFP, Attachment 8), which includes the deliverables that will be required under the proposed Agreement (Section 18 of this RFP).

B. The cost proposal will be scored as set forth in Section 12 of this RFP, “Evaluation and

Scoring Process.”

C. The billable units provided on the cost proposal worksheet will be inclusive of all of Proposer’s labor, subcontracted work, supplies, travel, and other direct costs, except as may otherwise be expressly provided in this RFP or the proposed Agreement (Section 18 of this RFP, Exhibit A).

D. The awarded Proposer from this RFP will be paid no more for any billable unit than the applicable billable unit price set forth in the Proposer’s cost proposal worksheet, which will be included in the awarded Agreement. Proposer will only be paid for actual billable units delivered and accepted by HCD.

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

8. PROPOSER REFERENCE (Max 50 Points)

Proposer must submit applicable references using the form in Section 17 of this RFP, Attachment 7 (“Proposer’s References”). Proposer must provide three (3) references for customers for whom the Proposer has provided services of the same nature and type as those outlined in this solicitation and consistent with the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A). Each reference will use Attachment 7 to provide Customer Satisfaction Ratings in five categories (including four (4) sliding scale categories and the yes/no category “Would you hire this company again?”), adding up to a maximum 50 points.

The three overall totals will be averaged. At HCD’s discretion, points may be confirmed with references. The Proposer is responsible for ensuring that the Proposer’s Reference document is timely completed by each Reference and submitted with the Proposal. Proposers shall not complete Customer Satisfaction Ratings on behalf of any reference; references must complete the Customer Satisfaction Ratings themselves.

9. ORAL INTERVIEWS, IF REQUIRED (Max 50 Points)

HCD, at its sole discretion, may require a selected number of the highest scoring Proposers on the Technical Proposal, Cost Proposal, and Proposer References, including Proposers whose Proposals remain competitive with the highest scoring Proposers selected based on the potential amounts of their socioeconomic incentives or preferences, to participate in oral interviews, which may also require oral presentations on how they propose to meet the objectives of this RFP. If HCD chooses to conduct oral interviews, Proposers who are not selected will not be eligible for the contract award. If HCD rescores the Proposals for any reason, HCD may elect to use a Proposer’s preceding interview score instead of conducting a new interview.

10. PREFERENCE AND INCENTIVE PROGRAMS

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. Pursuant to SCM

Volume 1, Section 8.17.C.6, the combined cost of preferences granted shall not exceed one hundred thousand dollars ($100,000).

A. Small Business (SB) and Non-Small Business Subcontracting Preferences

Certified small businesses or microbusinesses (together, “SBs”) can claim the 5% Small Business preference when submitting a bid on a State contract. (SCM vol. 1, sec. 8.21.)

A non-small business (“NSB”) may receive a preference of 5% if the business commits to subcontract at least 25% of its net bid price with one or more small businesses or microbusinesses, but will not receive the NSB subcontracting preference if the preference would cause the NSB to displace a SB as the awarded Proposer. (SCM vol.

1, sec. 8.21.A.1.) The 5% preferences are used only for computation purposes, to determine the winning bidder, and will not alter the amounts of the awarded Agreement.

The rates and/or billable unit prices under an Agreement awarded on the basis of either preference will be the actual rates and/or billable unit prices set forth in the Proposal, regardless of any adjustment made to calculate the preference. Information regarding the preference programs may be obtained at https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-04.

A Proposer seeking to claim the SB preference must notify HCD in their Proposal that they are either: (1) a certified SB; or (2) have submitted a complete application for SB certification to DGS/OSDS on or before the Final Date for Proposal Submission. (SCM vol. 1, sec. 8.21.B.2; 2 CCR 1896.6.) A Proposer that has applied for SB certification will not be considered for the SB preference unless its SB certification is approved on or before the date on which HCD issues a Notice of Intent to Award the Agreement. (SCM vol. 1, sec. 8.21.B.2.) HCD requests, but does not require, Proposers claiming the SB preference to submit a copy of their active DGS/OSDS SB certification approval with their Proposal.

A Proposer seeking to claim the NSB subcontracting preference must identify each SB subcontractor, each subcontractor’s SB certification number, the work each subcontractor will perform, the percentage of the bid price each subcontractor will receive under each subcontract, and all other required information in the Bidder Declaration (Section 17 of this RFP, Attachment 12).

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

Proposer A Proposer B Proposer C

Proposer Status NSB NSB w/ 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:

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-04

The highest scoring responsive and responsible Proposer after evaluation is Proposer A, which is a NSB not claiming a SB subcontracting preference. Because Proposer B claims a NSB subcontracting preference and Proposer C claims a SB preference, five

(5) percent of Proposer A’s Original Proposal Point Total is added to those of Proposer B and C. In the example above, five (5) percent of one hundred (100) points is five (5) points. After applying these preferences, Proposer C’s revised Proposal score is higher than Proposer A’s. (Proposer B’s revised point total is irrelevant, because the NSB subcontractor preference may not displace a certified small business or microbusiness like Proposer C from being awarded the Agreement.) Therefore, Proposer C is the apparent highest scoring Proposer.

B. DVBE Incentive Program

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

A responsive and responsible Proposer who commits to DVBE participation up to five

(5) percent of the bid price may receive a DVBE incentive of up to five (5) percent of the total possible available points (not including points for socioeconomic incentives or preferences). (Mil. & Vet. Code sec. 999.5; 2 CCR 1896.99.110 & 120; SCM vol. 1, sec.

8.17.) HCD will apply the DVBE incentive to eligible Proposals for evaluation purposes only. Information, instructions, and mandatory criteria for participation in the DVBE incentive program are included at the following link:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/OSDS/OSDS?search=osds

The amount of a Proposer’s DVBE incentive will be determined by the percentage of a Proposer’s proposed DVBE participation, as set forth in the table below. The DVBE incentive is the percentage of the total possible available points under this RFP (not including points for socioeconomic incentives or preferences) that will be added to the sum of the Proposer’s non-cost points to calculate the Proposer’s revised point total for the limited purpose of determining final rankings. The DVBE incentive points may not be used to achieve any minimum point requirements. HCD will not award the DVBE incentive to a non-small-business DVBE if the incentive would cause them to displace a small business as the awarded Proposer.

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% https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=osds https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=osds

1% to 1.99% 1%

Disabled Veteran Business Enterprise Incentive Example (Single Award):

Proposer A Proposer B Proposer C

Proposer Status NSB NSB w/

3.5% DVBE DVBE

Incentive Applicable? X X Original Proposal Point Total 100 95 97 Apparent Highest Proposal Score X

Incentive Qualified 3% 5% Incent. Amount (% of Highest Score) 0 3 5

Revised Proposal Point Total 100 98 102 Revised Highest Score X

Explanation of Example:

In this example, the total possible available points under the RFP is 100 (excluding points for socioeconomic incentives or preferences). The highest scoring Proposer after evaluation is Proposer A, which is a NSB that is not a DVBE and is not claiming a DVBE subcontracting incentive. Proposer B proposes 3.5 percent DVBE participation, which qualifies them for a DVBE incentive of 3 percent. Proposer C is a DVBE, which qualifies them for a DVBE incentive of 5 percent. To apply the incentive, 3 percent of the total possible available points under the RFP (3% of 100) is added to Proposer B’s Original Proposal Point Total, resulting in a Revised Proposal Point Total of 98 points. 5 percent of the total possible available points under the RFP (5% of 100) is added to Proposer C’s Original Proposal Point Total, resulting in a Revised Proposal Point Total of 102 points. After applying the incentives, Proposer C’s Revised Proposal Point Total (102 points) is higher than the other Proposal point totals, making them the Proposer with the Revised Highest Score.

C. Calculation of Multiple Preferences:

In the event that different Proposers qualify for the SB preference and the DVBE incentive, the SB preference will 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(g), the DVBE incentive will not be calculated if, after the application of the SB preference, an SB Proposer is the highest scoring Proposer, unless one or more of the Proposers that is eligible for the DVBE incentive is also a SB.

Note: In accordance with Government Code Section 14838(g), in the event of a precise tie between a SB 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:

Proposer A

Proposer B

Proposer C

Proposer D

Proposer Status NSB NSB w/

25% SB DVBE SB

SB Pref. Applicable? X X Original Proposal Point Total 100 98 97 96

Apparent Highest Proposal Score X

SB Pref. Amt. (5% of Highest Score) 0 5 0 5

Revised Proposal 100 103 102 101 Revised Highest Scoring

Proposer X

DVBE Incentive Applicable? X Incentive Qualified 5%

Incent. Amt. (% of Low Proposal) 0 0 5 0

Revised Proposal Point Total 100 103 107 101 Revised Highest Score X

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

a) Proposer incentive eligibility requirements:

i. Be a certified DVBE or commit to using one or more certified DVBE(s) for at least one (1) to five (5) percent of the bid value. Proposers and subcontractors who are not certified may apply to be a DVBE up until 5:00 pm (PST) for paper applications or 11:59 pm (PST) for online applications on or before the Final Date for Proposal Submission. (2 CCR 1896.82.) For uncertified DVBEs whose applications are pending as of the submission date of their Proposal, the Proposal must state that the DVBE certification is pending (2 CCR 1896.82). All DVBE certifications are subject to HCD verification.

ii. Document DVBE participation on the Bidder Declaration (GSPD-05-

105) in Section 17 of this RFP, Attachment 12.

iii. Complete Disabled Veteran Business Enterprise Declarations (DGS PD 843) in Section 17 of this RFP, Attachment 19 for each DVBE subcontractor.

b) If requested by HCD during the evaluation process, a non-DVBE Proposer must provide HCD a written confirmation from each DVBE subcontractor identified on the Bidder Declaration GSPD-05-105 and such additional information as HCD may deem necessary to determine eligibility for the DVBE incentive. At HCD’s discretion, the written confirmation may be required to include the scope of work for the DVBE subcontract, 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. When requested, information 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), a DVBE will not be counted toward the DVBE incentive until CUF is assessed and confirmed by HCD relevant to the Scope of Work of the proposed Agreement (Section 18 of this RFP, Exhibit A).

d) DVBE post contract requirements and consequences of non-compliance.

i. 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. (MVC sec. 999.5(d), MVC sec.

999.7, Govt. Code sec. 14841, PCC sec. 10115.10, & PCC sec.

10230.)

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

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=3EB240B852809C54C13808A131C65989D828798 F.

D. Locating DVBE Subcontractors

1) 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.

2) 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 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=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

E. Commercially Useful Function (CUF) Disclaimer

1) Each certified SB or DVBE will be assessed as a commercially useful function (CUF). A SB/MB or DVBE is deemed to perform a CUF when the business meets all of the following criteria:

a) Is responsible for the execution of a distinct element of the work of the Agreement.

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

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

d) 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.

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

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

ii. If the Contractor is selected after…