Attachment_2_Notice_to_Bidders_v2.pdf

ATTACHMENT 2: NOTICE TO BIDDERS

REQUEST FOR PROPOSALS – CALIFORNIA LOVE, CALIFORNIA STRONG

RFP# OCPSC25003

REQUEST FOR PROPOSALS (SECONDARY METHOD)

RFP Solicitation #: OCPSC25003 Project Name: California Love, California Strong Date Issued: December 1, 2025

1. Notice to Bidders The Governor’s Office of Service and Community Engagement (GO-Serve) invites qualified bidders to respond to this Request for Proposals (RFP) using the secondary high-score method. All proposals must comply with the instructions provided in this solicitation.

Term Start Date: February 1, 2026 Term End Date: March 30, 2027 Total Contract Amount: (Maximum Budget: $4,000,000)

2. Project Summary GO-Serve is committed to strengthening paid service and volunteerism, increasing youth and community engagement, and raising public awareness to address California’s most pressing challenges. GO-Serve includes: Office of Community Partnerships and Strategic Communications (OCPSC), California Volunteers (CV), Youth Empowerment Commission (YEC).

OCPSC leads statewide public awareness and outreach campaigns to ensure coordinated and effective communication efforts.

In response to the global loneliness crisis, as highlighted by the World Health Organization, and other community threats, OCPSC and the First Partner’s Office are launching the “California Love, California Strong” (CLCS) campaign. This initiative builds on messaging from wildfire relief efforts and promotes social health, connection, and community building through service.

The campaign will include: Monthly activations, Toolkits and resources, A social media campaign, Self-care and community-building materials.

A qualified Contractor is sought to support OCPSC in managing CLCS campaign materials, implementing targeted outreach, and providing comprehensive branding, communications, event planning, and marketing services.

For a detailed Scope of Work, refer to Attachment 3: Drafted Standard Agreement.

3. Proposal Submission Instructions

Deadline for Receipt of Proposals Date: Monday, December 15, 2025

Time: 3:00:00 PM PST

The deadline for Receipt of Proposals is strict. Proposals that are received one (1) second past the deadline for Receipt of Proposals date and time specified above and in the Key Action Dates table will be deemed late and non-responsive and be rejected. Under no circumstances will any late proposals be accepted. The time of receipt is the time stamp on the email received by LCI’s server so proposers should submit proposals as early as possible prior to the deadline.

• Submission Method Proposals must be submitted electronically only via email to:

Contracts@lci.ca.gov

• Include the solicitation number in the subject line:

[OCPSC25003–Entity Name]

4. Contact Information

Designated Contract Officer:

Ame Tadeo Contracts@lci.ca.gov Important: Any contact with GO-Serve or LCI staff outside of the designated Contract Officer regarding this RFP may result in disqualification.

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mailto:Contracts@lci.ca.gov

Table of Contents

A. INTRODUCTION

B. KEY DATES

i. Table 1: Key Dates

C. ELIGIBILE PROPOSERS

D. NOTICE OF STATE MANDATED REQUIREMENTS

1. Disabled Veterans Business Enterprise (DVBE) Participation

2. Small Business (SB) Participation

ii. Table 2: Participation Requirements

E. QUESTIONS / WEBINAR

1. Questions

2. Webinar

F. EVALUATION FOR AWARD

iii. Table 3: RFP Primary and Secondary Compared

1. Phase 1: Administrative Evaluation (Pass/Fail)

2. Phase 2: Minimum Qualifications (Pass/Fail)

iv. Table 4: Experience and Knowledge

v. Table 5: Minimum Qualifications

3. Phase 3: Technical Evaluation (100 Possible Points)

vi. Table 6: Consensus Rating Definitions

vii. Table 7: Technical Scoring Rubric

4. Phase 4: Cost Evaluation (50 Possible Points)

viii. Table 8: Example of Cost Scoring

5. Preferences And Incentives

6. Rejection

7. Selection

G. LETTER OF COMMITMENT

H. PROPOSAL CHECKLIST

I. FORMAT REQUIREMENTS

J. KEY PERSONNEL

K. SUBCONTRACTORS

L. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION CLAUSE

M. GENERAL PROPOSAL REQUIREMENTS

1. Submission Of Proposals

2. Modification and/or Withdrawal to Submission

3. Proposer Responsibilities

4. Signatures

5. Disposition of Proposals

N. BUDGET DETAIL

O. SOCIO-ECONOMIC PREFERENCE AND INCENTIVE PROGRAMS

1. SB Preference Program

2. Disabled Veteran Business-Owned Enterprise (DVBE) Program

a. DVBE Participation Program

b. DVBE Incentive Program

3. Target Area Contract Preference Act (TACPA) Program

4. Applying the Preference and Incentives

P. NOTICE OF INTENT TO AWARD AND PROTEST

Q. POST-AWARD REQUIREMENTS

R. STANDARD CONDITIONS OF SERVICE

S. GOVERNMENT ALLIANCE ON RACE & EQUITY (GARE)

T. ECONOMIC SANCTIONS

U. LOSS LEADER

V. ATTACHMENTS

A. INTRODUCTION

This RFP solicitation includes information for the submission of your proposal. It is the responsibility of the Proposer to carefully read and follow all proposal requirements within this solicitation.

Compliance with the instructions within this solicitation is mandatory for your proposal to be considered for evaluation and award. Failure to comply with the instructions may cause your proposal to be deemed non-compliant and/or non-responsive, thus ineligible for award.

It is the opinion of LCI, that this solicitation is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, please submit your inquiries via e-mail to:

Contracts@lci.ca.gov

Any verbal communication with a LCI employee concerning this solicitation is not binding on the State and shall in no way alter a specification, term, or condition of the solicitation.

This solicitation is published online on the California State Government Marketplace (Cal eProcure) website. To view and ensure receipt of any addenda to this solicitation that may be issued, interested parties are encouraged to register online by clicking the following link Cal eProcure.

http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/

B. KEY DATES

Below is the schedule of key dates for this solicitation. LCI reserves the right to modify this solicitation by changing dates and times at its sole discretion, prior to the date fixed for the receipt deadline of proposals, by the issuance of an addendum that will be posted in Cal eProcure online system located at the following hyperlink: Cal eProcure.

i. Table 1: Key Dates

KEY ACTION DATE TIME (Pacific Standard Time)

Solicitation Available to Prospective Proposers December 1, 2025 -

Webinar Thursday, December 4, 2025 10:00:00 AM PST

Deadline for Letter of Commitment TBD -

Written Questions Deadline Monday, December 8, 2025 -

Posting of Questions & Answers Tuesday, December 9, 2025 -

Deadline for Proposal Receipt by

LCI

Monday, December 15, 2025 3:00:00 PM PST

Estimated Completion of Evaluation of Proposals (Including Interviews)

Monday, December 29, 2025 -

Estimated Completion of Notice of Intent to Award (5 business days)

Monday, January 5, 2026 -

Estimated Completion of Contract Development and Approvals (avg. 3-5 business days)

Monday, January 12, 2026

Estimated Completion of DGS Review/Approval (avg. 5-10 business days)

Monday, January 27, 2026

Estimated Financial Approvals Received

Wednesday, January 29, 2026 -

Estimated Start Date (Upon DGS approval)

Sunday, February 1, 2026 -

Project End Date March 30, 2027 -https://caleprocure.ca.gov/

No work shall begin until approval by the Department of General Services, Office of Legal Services (DGS/OLS) is obtained, and LCI has informed the Contractor that the project can commence. The project will continue through the project end date identified above.

C. ELIGIBILE PROPOSERS

Public or private corporations, agencies, organizations, associations, or individuals may submit a proposal in response to this solicitation.

The Proposer must be legally constituted and qualified to do business within the State of California (registered with the Secretary of State). With the exception of Proposers whose legal status precludes incorporation (i.e. public agencies, sole proprietorships, and partnerships), those that are not fully incorporated with the Secretary of State by the deadline for submitting proposals will be disqualified. The Proposer must supply a copy of either a California Business License or articles of incorporation.

The Proposer must also not be listed on either list of the 500 largest tax delinquencies pursuant to the California Revenue and Taxation Code sections 7063 or 19195.

D. NOTICE OF STATE MANDATED REQUIREMENTS

1. Disabled Veterans Business Enterprise (DVBE) Participation Per the State Contracting Manual, Volume 1, Section 8.12(B), “unless statutorily exempt, all contracts, regardless of amount, are subject to the DVBE requirement. Agencies may waive the requirement for an individual contract; however, agencies are still expected to meet the overall DVBE goal [3% of all dollars spent in a fiscal year] attainment at the end of the year.

When an awarding agency decides to waive the DVBE requirement, this must be noted in the solicitation.”

If the 3% DVBE participation is not waived in the Table 2 below, then proposers must have a minimum of 3% participation as a part of their proposal. An incentive valued between 3% and 5% may be added to their scores.

If the 3% DVBE participation is waived in the Table 2 below, then a 1% to 5% incentive may be added to the proposer’s score that do have DVBE participation.

If both the 3% DVBE Participation and the DVBE Incentive are waived, then no DVBE Incentive points will be added to scores.

Proposals that have at least 3% participation by certified DVBE or is subbing out at least 3% of the work to a certified DVBE, would fulfill the 3% DVBE participation requirement.

2. Small Business (SB) Participation If the 25% Small Business participation is not waived in the Table 2 below, then proposers must have a minimum of 25% participation as a part of their proposal.

https://www.sos.ca.gov/ https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting

If the 25% Small Business participation is waived in the Table 2 below, then a 5% preference will be added to the proposer’s scores that do have a minimum of 25% Small Business participation.

Proposals that have at least 25% participation by certified SB or is subbing out at least 25% of the work to a certified SB, would fulfill the 25% SB participation requirement.

Nonprofit Veteran Service Agencies (NVSA) can qualify for a small business preference if DGS/OSDS certifies that the NVSA meets the requirement of Military & Veteran Code § 999.50, et seq. Upon certification, an NVSA participating as a prime bidder is eligible for the 5% SB budding preference. An NVSA is not subject to the same standards as other certified small businesses. NVSA standards are identified in Mil. & Vet. Code § 999.51(a)(3).

ii. Table 2: Participation Requirements

Is this solicitation waiving the required minimum of 3% participation by a Disabled Veteran Business-Owned Enterprise (DVBE) that is certified with the California Department of General Services?

☒ Not Waived ☐ Waived Is this solicitation waiving the DVBE Incentive valued from 1% to 5%?

☒ Not Waived ☐ Waived Is this solicitation waiving the required minimum of 25% participation by a SB that is certified with the California Department of General Services?

☒ Not Waived ☐ Waived

For more information on the socio-economic preference and incentive programs, see Section O of this document. Also see the State Contracting Manual Volume 1, Section 8.00 located at this online directory: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/State-Contracting.

You can search for SB and/or DVBE entities by visiting the search engine at the Cal eProcure directory here:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true.

You can narrow your search of potential contractors by using specific keywords that may have been used throughout the Scope of Work of Attachment 3, Draft Standard Agreement.

Keywords used in your search may include but is not limited to facilitation; event planning;

communication; interpreting; printing; translation; technical assistance; planning; consulting;

graphic design; etc.

E. QUESTIONS / WEBINAR

1. Questions All questions and concerns about this solicitation must be submitted in writing via e-mail, and must include the solicitation number in the subject line of the e-mail to be submitted directly to:

Contracts@lci.ca.gov https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.50.&lawCode=MVC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=999.51.&lawCode=MVC https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

RFP# OCPSC25003

A questions-and-answers document will be released on the RFP solicitation posting on Cal eProcure.

2. Webinar A webinar is scheduled to allow for public feedback for this solicitation. This allows members of the public to ask clarifying questions on the scope of work and the solicitation itself.

It can also be useful for potential contractors to identify other prospects that they may want to partner with for this work.

Attendance for the webinar is not mandatory but is highly encouraged.

Webinar (Optional Attendance) Webinar Date: Thursday, December 4, 2025 Webinar Time: 10:00:00 AM PST

Webinar Registration Link:

Additional Information, if any:

https://opr-ca.zoom.us/webinar/register/WN_YBSpLBhtSR6e2VYdSi5- Fw

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https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/index.aspx https://opr-ca.zoom.us/webinar/register/WN_YBSpLBhtSR6e2VYdSi5-Fw https://opr-ca.zoom.us/webinar/register/WN_YBSpLBhtSR6e2VYdSi5-Fw

F. EVALUATION FOR AWARD

This RFP is using the secondary method also known as the high-score method. In this method, technical quality of the services that are sought after is more important than cost alone. A contract award is made to the highest scoring proposal.

See the chart below that compares the RFP Primary and the RFP Secondary methods.

iii. Table 3: RFP Primary and Secondary Compared

CONSIDERATIONS RFP PRIMARY RFP SECONDARY

When is this method typically used?

To obtain complex services in which professional expertise is needed and may vary. Where different methods and approaches may be applied during performance.

To obtain very complex and/or unique services in which professional expertise and methods may vary greatly. Creative or innovative approaches are needed.

Cost/value of services

$5,000 or more $5,000 or more

Is public eProcure advertising required?

Required Required

How award is made

Lowest-priced qualified responsible proposer

Highest-scored qualified responsible proposer

How the small business preference is applied

The bid of a certified small business is reduced for evaluation purposes only by 5% of the lowest cost offered by a non-small business proposer.

Certified small business will have its points increased by 5% of the total points awarded to the highest cored non-small business proposer.

This RFP solicitation has four evaluation phases of proposals:

• Phase 1: Administrative (Pass/Fail)

• Phase 2: Minimum Qualifications (Pass/Fail)

• Phase 3: Technical Score (100 Possible Points)

• Phase 4: Cost Score (50 Possible Points)

1. Phase 1: Administrative Evaluation (Pass/Fail) Phase 1 of the Evaluation will assess that the proposer completed all the required administrative tasks and provided all the required completed attachments as identified in the Attachment 1 – Proposal Requirement Checklist and throughout this solicitation to be deemed responsive and responsible.

For more information, refer to the State Contracting Manual, Volume 1, Section 5.06. You can access the State Contracting Manuals at the following online directory hyperlink:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List- Folder/State-Contracting-Manual.

Any proposals submitted that are over the maximum amount budgeted for this project will be deemed non-responsive and will not be considered.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/State-Contracting-Manual https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/State-Contracting-Manual

During this administrative evaluation phase, if an item is unclear or needs further clarification, LCI staff may request from Proposers additional clarification and/or documentation for items that are immaterial deviations only.

Phase 1 will be scored on a pass or fail determination.

2. Phase 2: Minimum Qualifications (Pass/Fail) Entities submitting a proposal must meet the minimum qualifications to be further evaluated and considered for award. Proposals that do not meet the minimum qualifications will be determined non-responsive and ineligible for award.

The Proposer must provide evidence to show that members of the Proposer’s project team possess the specific qualifications, competence, experience, resources, and business integrity necessary to carry out the work under the contract as expected.

A resume, Curriculum Vitae (CV), or bio sketch is required for each staff member that will be a part of your proposal.

Examples of evidence to support the Proposer meeting the minimum qualifications includes but is not limited to letters of reference; work samples; or project summaries that highlight the team’s specific experience.

iv. Table 4: Experience and Knowledge

Experience: Proposer must demonstrate collective experience of their team meeting the minimum qualifications. Refer to Table 5: Minimum Qualifications for additional details.

Knowledge: Members of the team must demonstrate strong writing skills, technical knowledge and experience in the following areas:

• Marketing, public relations, and/or advertising.

• Crisis and/or rapid response media efforts.

• Government campaign development, including research- and data-driven audience targeting and messaging (local, state, or federal).

• Rapid advertising campaign execution, with the ability to launch within 24–48 hours and sunset within 48 hours.

• Multilingual content development and messaging.

• Providing media effectiveness measurement, including use of KPIs and metrics.

• Ethnic media collaboration in California for behavior change campaigns.

• Human-centered design and social marketing.

• Managing all elements of large-scale community events.

• Developing websites and social media content.

• Developing new materials and content for diverse audiences.

Proof of Minimum Qualifications: The proposer must provide a detailed response, outlining information as to how the proposer meets each of the minimum qualifications listed, and to what extent if any, the minimum qualifications have been exceeded. Submit all applicable documentation and work samples, as appropriate. The proposer should create a table that shows how the minimum qualifications are met with assigned key personnel to each category of minimum qualification.

The Proposer shall provide the following to demonstrate how the proposer meets the minimum qualifications.

• Statement of Qualifications - Description of similar projects completed (dates, scope and outcomes).

Personnel / Team Resumes: The proposer shall list all key personnel (i.e., Project Manager) and other personnel who will be working on the project. Include their titles, qualifications, a summary of similar work or studies performed, a resume for each professional, a statement indicating how many hours each professional will be assigned to the technical assistance project and what tasks each professional will perform. The proposer should create a table that shows how the minimum qualifications are met with assigned key personnel to each category of minimum qualification.

If a contract agreement is awarded to the Proposer, and personnel substitutions are needed, LCI must be notified in advance of personnel being substituted and the notification must come in the form of a request for LCI approval. Substitute personnel must meet the same minimum qualifications as described in the Minimum Qualifications Section of this solicitation and described in the proposal.

Phase 2 of the Evaluation will assess the Proposer’s experience by scoring for the Minimum Qualifications.

Proposer’s must meet the Minimum Qualifications. If the Proposer receives a NO for any of the Minimum Qualifications required, the Proposer will have failed this Phase 2 and will not proceed in the Evaluation.

Phase 2 will be scored on a pass or fail determination.

v. Table 5: Minimum Qualifications

MINIMUM QUALIFICATIONS

YES / NO

At least three (3) years of experience providing marketing, public relations, and/or advertising.

At least three (3) years of experience in crisis and/or rapid response media efforts.

At least three (3) years of experience in Government campaign development, including research- and data-driven audience targeting and messaging (local, state, or federal).

At least three (3) years of experience with rapid advertising campaign execution, with the ability to launch within 24–48 hours and sunset within 48 hours.

At least three (3) years of experience with multilingual content development and messaging.

At least three (3) years of experience providing media effectiveness measurement, including use of KPIs and metrics.

At least three (3) years of experience with ethnic media collaboration in California for behavior change campaigns.

At least three (3) years of experience providing Human-centered design and social marketing.

At least three (3) years of experience managing all elements of large-scale community events.

At least three (3) years of experience developing websites and social media content.

At least three (3) years of experience developing new materials and content for diverse audiences

At least three (3) years of experience providing marketing, public relations, and/or advertising.

PASS OR FAIL

The Proposer shall provide a minimum of two (2) and a maximum of three (3) references using the format specified in Attachment 7 – Proposer References form. For details on the Proposer References Form, please refer to Attachment 1– Proposal Requirement Checklist. References must be clients for whom the Proposer has performed relevant work of similar size and scope within the last three (5) years. LCI may contact each reference provided to validate the experience of the Proposer.

3. Phase 3: Technical Evaluation (100 Possible Points) Phase 3 of the Evaluation will assess the technical components of the proposals that meet the proposal requirements. These components will be rated by an evaluation panel, which will use a consensus process to determine the final scores.

Proposals must score a minimum of 50 points out of 100 points on the Technical Evaluation phase in order to move to the Cost Evaluation phase.

No individual notes or individual scoring sheets will be collected. The staff member facilitating the evaluation meeting will document and maintain one (1) final score sheet that captures the consensus scores.

Each Proposer’s technical score will be calculated using the formula: factor or subfactor weight multiplied by the consensus rating, which will determine the weighted score points.

See formula calculation below:

Evaluation Factor or Sub Factor Weight x Consensus Rating = Weighted Score Points

vi. Table 6: Consensus Rating Definitions

CONSENSUS RATING RATING DEFINITIONS

1 Exceeded All Requirements

0.75 Partially Exceeded Requirements

0.5 Met All Requirements

0.25 Partially Met Requirements

0 Requirements Not Met

vii. Table 7: Technical Scoring Rubric

EVALUATION FACTORS AND SUB FACTORS WEIGHT CONSENSUS

RATING

WEIGHTE

D SCORE

(POINTS)

1. Clarity and Organization of Proposal: This factor will assess whether the proposal is presented in a clear, concise, and organized manner. Proposer used the required Attachment 4

- Contractor Scope of Work Response Template.

2. Approach to Scope of Work – This factor will assess whether the proposed scope of work will deliver quality Guidelines as described in the criteria below:

2.1 Proposer has outlined a detailed project

management plan, including a detailed scope of work in conformance with all the tasks in the Scope of Work in the RFP consistent with the goals and objective of this project, and project organization that names a qualified Project Manager whose experience and skillset aligns with project objectives.

2.2. Proposer has described the methodology

and approach to the task one through eight in the scope of work. Proposer has described the methodology and approach to Tasks 1 through b8 that provide creative and innovative ideas to meet the objectives of this project and address the growing loneliness epidemic in California.

2.3 Proposer has outlined a clear plan to

manage multiple large-scale events throughout the state to support the goals and objectives of the CA Love, CA strong initiative.

3. Work Plan, Schedule, and Budget Justification Proposer has delivered a work plan that is scalable, allowing for quick deployment and ability to deliver quality work quickly.

4. Proposer and Team Knowledge and Experience – This criterion will assess whether the Proposer Team possesses the expertise and competencies needed to carry out the Scope of Work.

a. Proposer has experience managing statewide paid media campaigns in multiple languages that have had to be scaled up and down quickly to meet the changing demands of the project.

b. Proposer has a proven ability to execute dynamic and inviting community events throughout the state.

c. Proposer has experience developing culturally responsive messaging, creative assets and collateral materials in multiple languages.

d. Proposer has experience executing rapid response earned media campaigns.

e. Proposer has experience collecting feedback from trusted messengers and incorporating it into their work.

f. Proposer has demonstrated experience developing social media content calendars and messaging strategies that position government entities as trusted messengers on a topic.

g. Proposing team has the ability to adequately staff the project, ensuring there is the necessary staff coverage available after hours, over weekends and on holidays as necessary.

h. Proposer has the necessary experience working on projects that impact California.

TOTAL TECHNICAL SCORE ____ /

Out of

4. Phase 4: Cost Evaluation (50 Possible Points) Phase 4 of the Evaluation will assess the total cost of the proposal by comparing their budgets.

The proposal with the lowest cost will receive the maximum of 50 cost points.

Each Proposer’s cost score will be calculated based on the formula: the lowest cost proposal amount, multiplied by the maximum number of cost points available, and then divided by the Proposer’s cost.

See formula calculation below:

(Lowest Total Cost Proposal) x (50 Total Cost Points Possible) Proposer Total Cost

Cost points with decimal values will be calculated up to two (2) decimal places and rounded up or down to the nearest hundredth.

If there are three (3) or more decimal places, values of ‘5’ and above in the thousandths place will be rounded up, while values with ‘4’ and under will be rounded down. For example, if the cost point total came out to be 44.5678 it will be rounded up to 44.57. If the total is 44.5648 it will be rounded down to become 44.56.

Example: To illustrate this process, refer to the table below for an example of how the cost score calculation is performed. The cost figures in the example are provided solely to explain the calculations and have no other significance.

viii. Table 8: Example of Cost Scoring

BIDDER TOTAL COST OF

PROPOSAL

CALCULATION COST POINTS

AWARDED

A $40,000 $30,000 X 50 / $40,000 37.5 B $35,000 $30,000 X 50 / $35,000 42.86

C $30,000 (LOWEST) $30,000 X 50 / $30,000 50.0

5. Preferences And Incentives After the four phases are completed and the evaluation panel has adjourned, LCI’s Contracts Office staff will finalize the scoring by calculating for any socio-economic preference and incentive programs.

In the event of a tie between the top two (2) proposals, LCI’s Contracts Office will conduct a coin toss as a tiebreaker. The coin toss will be witnessed and documented by at least two (2) LCI employees. The tiebreaker will occur after all scoring has been completed, inclusive of the socio-economic preferences and incentives, if applicable.

For more information on the socio-economic preference and incentive programs, refer to Section O.

6. Rejection

a. Proposals must be submitted for the complete performance of all services as described herein. Any material deviation from the RFP will not be considered and shall cause a proposal to be rejected.

b. Proposals must be fully complete and comply with all requirements outlined in the solicitation. Proposals that are conditional, incomplete, contain alterations of form, or exhibit other irregularities will be rejected. LCI does not accept alternate contract language from prospective Contractors; any proposal with such language will be considered a counterproposal and rejected.

c. LCI reserves the right to cancel this solicitation at any time and reject any or all proposals. There are no grounds for protest if LCI cancels a solicitation and rejects all proposals. LCI is not obligated to award a contract if, in its opinion, no proposals meet a reasonable contract price or if there is another valid business reason for not making an award (Public Contract Code, Section 10344 (d)).

d. Material and Immaterial Deviations If a quote or bid or proposal deviates from a solicitation requirement, LCI will determine whether the deviation is material or immaterial. Deviations will be assessed to determine if they provide an advantage to one (1) bidder over others by having a potentially significant effect on:

• Delivery

• Quantity of items proposed

• Quality of the items proposed

• Amount paid to the proposer or

• Cost to LCI If the deviation has a potentially significant effect on the above-listed items, then the deviation is material and cannot be waived. As a result, the proposal will be rejected.

Material Deviation Example: failure to submit the Bidder’s Declaration form, which identifies the proposer, subcontractors, and any certifications for Small Business or Disabled Veteran Business-owned Enterprises, is a material deviation.

If the deviation does not have a significant effect on the above-listed items, then the deviation is immaterial. Immaterial deviations would not be cause for rejection of the proposal.

Immaterial Deviation Example: failure to include printouts of DGS certification as a Small Business or Disabled Veteran Business-owned Enterprises is considered an immaterial deviation.

LCI may waive any deviation deemed immaterial in a proposal.

e. Proposals containing false or misleading statements, or references that do not support claimed attribute, condition, or capability may be rejected. If LCI believes such information was intended to mislead in the evaluation of the proposal and the attribute, condition, or capability is a requirement of this solicitation, the proposal will be rejected.

7. Selection Selection for award shall be made on the highest scoring responsive and responsible proposer based on:

• Administrative requirements

• Qualifications

• Technical proposal

• Cost proposal

• Preference and incentive programs

a. The prospective Contractor is advised that if this solicitation should 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 the Department of General Services, and the Contractor is notified by the Contract Officer to begin work.

b. The awardee(s) as well as the proposers who are not being awarded contracts will be notified via email.

c. The contract shall be signed by the selected proposer and returned within ten (10) working days of receipt. If the selected proposer refuses or fails to execute the contract, LCI may award the contract to the second highest scoring proposer.

G. LETTER OF COMMITMENT

A Letter of Commitment is required to be submitted before the deadline established in the Key Dates Table. The purpose of the Letter of Commitment is to summarize a Proposer’s interest in submitting a response to this RFP solicitation. Please refer to Attachment 1 - Proposal Requirement Checklist for the Letter or Commitment requirements.

H. PROPOSAL CHECKLIST

Attachment 1 – Proposal Requirement Checklist must be filled out completely, signed, and submitted with your proposal.

I. FORMAT REQUIREMENTS

Please refer to Attachment 1 – Proposal Requirement Checklist for the submission format requirements.

J. KEY PERSONNEL

The proposer shall provide a list of all key personnel (i.e., Project Manager) and other individuals who will be working on the project. For additional details, refer to Section F, Table 5 of the Minimum Qualifications section.

Any substitution of personnel must meet the same minimum qualifications outlined in the Minimum Qualifications section of this Request for Proposal. If a contract is awarded and substitutions are necessary, the Proposer must notify LCI in advance. This notification should be submitted as a formal request to LCI for approval.

K. SUBCONTRACTORS

1. If subcontractors are to be used, the Proposer must have a section within the proposal that identifies the subcontractor(s) as well as the work to be performed by the subcontractor(s).

Subcontractor(s) shall also be listed on the Attachment 8 – Bidder Declaration Form (GSPD 05-105). The cost of the subcontractor’s work is to be included and itemized in the Attachment 5 – Contractor Cost Worksheet Response. If the subcontractor is a certified SB or DVBE, then the proposal must include copies of the certifications. Any certified SB or DVBE subcontractors are subject to performing a commercially useful function (CUF).

Any Subcontractor that the Proposer chooses to use in fulfilling the requirements of this solicitation must also meet all the requisites of this RFP, including the minimum qualifications and insurance requirements.

Subcontractors must be identified prior to the time of proposal submission. Proposals that list subcontractors as To Be Determined will be rejected.

2. Proposer may not substitute any proposed Subcontractor without advance written consent of LCI.

3. Nothing contained in the Agreement or otherwise shall create any contractual relationship between LCI and any Subcontractors, and no Subcontractor shall relieve the Contractor of its responsibilities and obligations hereunder. The Contractor agrees to be fully responsible to LCI for the acts and omissions of its Subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its Subcontractors is an independent obligation from the obligation of LCI to make payments to the Contractor. As a result, LCI shall have no obligation to pay or to enforce the payment of any moneys to any Subcontractor.

4. Locating Subcontractors

a. State Resources: Access the list of all certified contractors by using the California eProcurement online database at: www.caleprocure.ca.gov.

To begin your search, click on “Small Business and Disabled Veteran Business Enterprise Services,” then click “SB/DVBE Search.” Search by “Keywords” or “United Nations Standard Products and Services Codes (UNSPSC) 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 solicitation prior to the closing date. Access the CSCR at: www.caleprocure.ca.gov. For questions regarding the online certified firm database and the CSCR, please call the Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) at (916) 375-4940 or send an email to: OSDSHelp@dgs.ca.gov

b. Federal Resources: Search the U.S. Small Business Administration’s (SBA) Central Contractor Registration (CCR) online database at https://www.sba.gov to identify potential DVBEs and click on the “Dynamic Small Business Search” button. Search options and information are provided on the CCR Dynamic Small Business Search site.

First time users should click on the “help” button for detailed instructions.

L. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION CLAUSE

Executive Order (EO) N-12-23 signed by Governor Gavin Newsom on September 6, 2023, establishes statewide policy for the State’s use of Generative Artificial Intelligence (GenAI), such as those involving consequential decisions affecting access to essential goods and services.

GenAI is defined as follows:

“Generative Artificial Intelligence (GenAI): The class of AI models that emulate the structure and characteristics of input data in order to generate derived synthetic content. This can include images, videos, audio, text, and other digital content.” – State Administrative Manual (SAM), section 4819.2.

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

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/ mailto:OSDSHelp@dgs.ca.gov https://www.sba.gov/ https://www.bing.com/ck/a?!&&p=d4c9870f6e6bc306JmltdHM9MTcxMDIwMTYwMCZpZ3VpZD0xODcwOGEwYi1jODE1LTZkOWQtMTc2Mi05OWRhYzk3ZjZjZTgmaW5zaWQ9NTIwMg&ptn=3&ver=2&hsh=3&fclid=18708a0b-c815-6d9d-1762-99dac97f6ce8&psq=Executive+Order+(EO)+N-12-23&u=a1aHR0cHM6Ly93d3cuZ292LmNhLmdvdi93cC1jb250ZW50L3VwbG9hZHMvMjAyMy8wOS9BSS1FTy1Oby4xMi1fLUdHTi1TaWduZWQucGRm&ntb=1 https://www.dgs.ca.gov/Resources/SAM/TOC/4800/4819-2

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.

M. GENERAL PROPOSAL REQUIREMENTS

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

Proposals must be submitted for the performance of all services described within this solicitation.

Any deviation from the work specifications contained in Exhibit A - Scope of Work from Attachment 3, may cause a proposal to be rejected.

1. Submission Of Proposals

a. Proposals must be submitted electronically only via e-mail to the e-mail address identified on Page 1 of this document.

b. Proposals must be submitted in Microsoft Word format. If submitted in Adobe PDF, a

Microsoft Word version must be provided by the Proposer if chosen for an award.

c. Proposals must be submitted to and received by LCI, by the receipt deadline identified in the Key Dates Table. The deadline is strict. Proposals received one (1) second passed the deadline will be considered late and will not be accepted.

If files are too large to be submitted in one (1) e-mail, condense the files into a Zipped Folder to be submitted as an attachment. Additionally, you can submit your files through multiple e-mails, but all attachments and emails must be received by the deadline.

There will be no exceptions.

d. Hand-delivered and mailed proposals will not be accepted.

e. LCI may modify the solicitation as needed. If modified, LCI will issue an addendum on the Cal eProcure website listing where this solicitation is being advertised.

f. LCI reserves the right to reject all proposals. LCI is not required to make an award.

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

h. Proposals must include all required attachments. Please refer to Attachment 1 – Proposal Requirement Checklist.

2. Modification and/or Withdrawal to Submission

a. A Proposer may request a modification and/or withdrawal of their proposal by sending an e-mail to the e-mail address identified on page one of this document. A Proposer may thereafter submit a new proposal prior to the proposal receipt deadline. Proposal modifications offered in any other manner, oral or written, will not be considered.

Proposals may not be withdrawn without cause subsequent to proposal receipt deadline.

3. Proposer Responsibilities

a. Proposer should carefully examine the entire solicitation and all attachments, with special attention to the tasks and deliverables. Proposer shall investigate obstacles that might be encountered. No additions or increases to the amount will be made due to lack of careful examination of the requirements, tasks, or deliverables.

b. Before submitting a response to this solicitation, Proposers should review their response, correct all errors, and confirm compliance with all requirements. It is the Proposer’s responsibility to complete and submit all required attachments.

c. Costs incurred for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be charged to LCI.

d. It is the Proposer’s responsibility to notify LCI via the e-mail address listed on page one of this document, if the Proposer believes that the solicitation is unfairly restrictive, contains errors or discrepancies, or is otherwise unclear. Notification must be done immediately to ensure that the matter may be considered, and appropriate action taken by LCI prior to the proposal receipt deadline. Such notification must be submitted no later than the question-and-answer period referenced in Table 1: Key Dates. All such correspondence received after the question-and-answer deadline may be considered at the discretion of LCI.

e. Proposer is responsible for reviewing, reading, understanding, and complying in full of the State’s General Terms and Conditions GTC 04/2017 along with the Contractor’s Certification Clauses CCC 04/2017. For more information, visit the following online directory hyperlink: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract- Language?search=contractor%20certification%20clauses.

f. Each proposal must constitute an irrevocable offer for a period of at least ninety (90) business days after proposal submission.

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

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=contractor%20certification%20clauses https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=contractor%20certification%20clauses https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=contractor%20certification%20clauses

h. When an award is made, the Contractor will be asked to fill out and return the Voluntary Statistical Data Sheet (VSDS) form number DGS PD 802. The completion of this form is strictly voluntary. Public Contract Code 10111 requires that state agencies capture information on ethnicity, race, and gender (ERG) of business owners on all awarded contracts and procurements to the extent that the information has been voluntarily reported to the department. The awarding department is prohibited from using this data to discriminate or provide a preference in the solicitation or acceptance of bids, quotes, or estimates for goods, services, construction and/or information technology.

4. Signatures All documents requiring signatures can be signed by either using a wet signature or electronically using Adobe or DocuSign. If using a wet signature, print the document that requires a signature, sign it using blue or black ink, and scan it in color.

Only an individual who is authorized to bind the proposing firm (“Firm”) contractually shall sign in the necessary areas that require a signature. “Firm” is defined as the business entity. The signature must indicate the title or position that the individual holds in the Firm.

A proposal that is missing signatures where they are required may cause rejection of the proposal.

5. Disposition of Proposals Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code section 6250, et seq.) and subject to review by the public. The State cannot prevent the disclosure of public documents.

N. BUDGET DETAIL

1. Proposer may not submit a proposal with a budget that exceeds the total amount of this project identified in the scope of work.

2. Proposer may not substitute more than 49% of the work to subcontractors.

3. Proposals shall include a complete budget breakdown detailing the anticipated expenses for this project. The Attachment 5 – Contractor Cost Worksheet is provided, which must be submitted with the proposal. Proposer must fill out all worksheet tabs within this Excel file.

One (1) worksheet is for Cost by Task and the other is for General Cost. Identify any subcontractor expenses as well.

4. Submit a detailed budget itemizing proposed costs by task, subtask, and staff hours attributed to each component for the proposer and any subcontractors.

5. Proposals shall include all anticipated costs for completion for the Work Plan, such as:

• Identification of names/titles funded

• Labor hourly/salary rates

• Percentage/number of hours of time devoted to the work

• Operating expenses

• Travel and per diem expenses shall be at the rates currently in effect as established by the California Department of Human Resources (CalHR) – California Code of Regulations, Title 2, Division 1, Subchapter 2, DPA Rule 599,619 (meals and lodging) and DPA Rule 599.631 (mileage). Travel rates can be found at the following online directory: https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx.

• Subcontractors with the same type of cost details

• Other direct costs (except labor, i.e. educational materials, supplies, research) *Labor rates shall include indirect costs (such as overhead, fringe, and administrative costs), fee/profit and any other applicable costs to be charged to this project.

*Tips, gratuities, stipends, honorariums, gifts, and food or drinks for events are not allowable expenses; DO NOT include these items in the proposed budget.

O. SOCIO-ECONOMIC PREFERENCE AND INCENTIVE PROGRAMS

Scoring of socio-economic preferences and incentives are for evaluation purposes only. A contract will be awarded to the high-scored proposer, and the contract will be written for the dollar amount proposed by that awardee in their proposal.

The State of California requires that each fiscal year, all State agencies spend a minimum of 25% of all funding with a certified SB, and 3% of all funding with a certified DVBE. To become a certified SB or DVBE, entities must obtain certification with the State of California’s Department of General Services.

For more information on becoming certified, visit the following hyperlink online directory:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise.

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

1. SB Preference Program This solicitation may or may not require a minimum percentage of participation by a certified SB. Refer to Table 2: Participation Requirements in Section D of this solicitation to determine if participation is required.

Government Code section 14835, et seq., requires a preference be given to Proposers who are a California…