EXHIBIT A – SCOPE OF WORK

A. BACKROUND

The California Governor's Office of Service and Community Engagement (GO-Serve), led by Director and Chief Service Officer Josh Fryday, is the state office tasked with engaging Californians in service, volunteerism and civic action to address pressing state challenges.

GO-Serve includes California Volunteers, the Youth Empowerment Commission and the Office of Community Partnerships and Strategic Communications (OCPSC). California Volunteers, Office of the Governor supports #CaliforniansForAll College Corps, AmeriCorps California, California Climate Action Corps, Youth Service Corps and the deployment of thousands of individual service members. These members provide important service to organizations across the state including schools, nonprofits, public agencies and community centers.

#CaliforniansForAll College Corps (College Corps) is a Governor’s Initiative administered by California Volunteers in partnership with California colleges and universities with a strong commitment to civic and community engagement. College Corps helps students from diverse backgrounds graduate college on time and with less debt. The program is building the next generation of civic leaders by engaging students in meaningful community service that builds leadership skills, while providing them with a path toward reducing college debt. Fellows will support the work of community-based organizations focused on key local priorities K-12 Education, Food Insecurity, Climate Action, and other locally identified areas.

To create meaningful opportunities for fellows’ personal and professional development and strengthen statewide community engagement, California Volunteers implements a Statewide Cohort Experience strategy that includes a series of 7 regional Mid-Year Leadership Workshops annually (typically on Saturdays) between January and March. These workshops are designed to convene College Corps fellows from regions across the state for shared learning, reflection, networking, and community-building. California Volunteers also convenes an annual In-Person Peer Exchange in June, bringing together campus-based College Corps program directors and staff from across the state to collaborate, share best practices, align on program implementation, and strengthen statewide coordination.

To support the planning and delivery of these Statewide Cohort Experience activities, California Volunteers is seeking a qualified contractor to serve as the lead event management, coordination, and implementation partner. The awarded contractor will provide planning, logistics, coordination, staffing, facilitation support, materials development, and event execution for seven Mid-Year Leadership Workshops annually, serving approximately 400–600 attendees per event and hosted on college campuses throughout California. The contractor will also support one annual In-Person Peer Exchange serving approximately 200 attendees.

California Volunteers prefers a contractor, either directly or through a subcontractor, with expertise and demonstrated success in designing and delivering facilitator training sessions.

Depending on the qualifications of the contractor, responsibilities may include varying levels of involvement in facilitator training design, logistics coordination, participant communications, and training delivery to support successful event implementation. Additional responsibilities and requirements are outlined throughout this RFP.

Example Mid-Year Leadership Workshop Agenda The following sample agenda is provided for illustrative purposes only to demonstrate the anticipated scale, flow, and participant experience of a College Corps Mid-Year Leadership Workshop event. Final agendas, session content, and programming themes will be determined in collaboration with California Volunteers and relevant stakeholders.

Time Session Format

9:00 AM Registration and Check-In Arrival / Networking

10:00 AM –

10:30 AM

Welcome, Agenda Overview, and Guest Speakers Large Group

10:30 AM –

10:45 AM Transition Break —

10:45 AM –

12:05 PM Breakout Session #1 Small Group

12:05 PM –

1:05 PM

Lunch and Community-Building Activity Large Group

1:05 PM –

1:20 PM Return to Seats / Transition Large Group

1:20 PM –

1:50 PM College Corps Alumni Panel Large Group

1:50 PM –

2:05 PM Transition Break —

2:05 PM –

2:45 PM Breakout Session #2 Small Group

2:45 PM –

3:00 PM Transition Break —

3:00 PM –

3:30 PM Closing Session and Reflections Large Group

Example workshop elements may include:

• Guest speakers from local or state government and campus welcome remarks

• Facilitated leadership sessions

• Fellow-led interactive workshops

• Alumni networking and career panels

• Reflection and community-building activities

• Onsite service activities for participants

• Participant accessibility accommodations and engagement supports

• Interactive large-group programming and participant-centered activities

B. PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit a qualified contractor to provide comprehensive event management and support services for the College Corps Statewide Co-hort Experience initiative. The selected contractor will plan and execute 16 large-scale statewide events over a two-year period; facilitate content planning processes; assist with ses-sion facilitator recruitment, training and preparation, and support efforts as directed by Califor-nia Volunteers; produce event materials and environmental branding; and provide overall pro-ject management, staffing, logistics, and operational oversight in support of California Volun-teers’ goal of building a shared sense of identity, connection, and purpose among College Corps fellows across California.

C. Objective

The work to be performed under this Agreement shall be in accordance with GO-SERVE’s Request for Proposal solicitation #CV26-100. The Contractor shall provide the services in the Scope of Work described herein. In undertaking the Scope of Work outlined below, the Contractor will plan, coordinate, and execute statewide College Corps Mid-Year Leadership Workshops and In-Person Peer Exchanges; provide facilitation support, training and logistical support for facilitators, event materials development, and project management services; and oversee the logistics, staffing, vendor coordination, and operational execution necessary to successfully implement the College Corps Statewide Cohort Experience initiative.

California Volunteers has three primary goals in identifying the Event Management and Support Lead Project Manager:

• Ensure that the Mid-Year Leadership Workshops and In-Person Peer Exchanges, as outlined in the Scope of Work, provide a consistent experience across the state that is accessible, inclusive, and well-coordinated.

• Ensure that Mid-Year Leadership Workshops are designed to help foster a regional and statewide sense of belonging, connection, and shared identity among College Corps fellows as part of California Service Corps.

• Ensure strong collaboration and partnership with College Corps campuses in the planning and execution of the Mid-Year Leadership Workshops and In-Person Peer Exchanges, resulting in events that reflect shared investment and collective success.

D. Location of Services

Services shall generally be provided during GO-Serve business hours of 8:00 AM to 5:00 PM PST, Monday through Friday, excluding State holidays. However, the Contractor may be required to perform services outside of standard business hours in support of event planning, travel, and day-of event operations, as Mid-Year Leadership Workshops occur on Saturdays between January and March.

The Contractor may work remotely at a location approved by the Contract Manager and onsite at locations mutually agreed upon by both parties, including college campuses and event venues throughout California. Because events will be hosted statewide, the Contractor must demonstrate the ability to establish and maintain relationships with vendors and service providers across California or possess existing statewide vendor relationships and event logistics contacts necessary to successfully execute the Scope of Work.

E. Term of Agreement

The term of this agreement will begin August 17, 2026 or when the agreement has been executed by all parties and has been approved by the Department of General Services, if required, and continue through July 31, 2028.

The Contractor shall not be authorized to commence performance of services or deliver goods described in this Agreement prior to the Start Date. Any performance of services or delivery of goods commenced prior to the Start Date shall be considered gratuitous on the part of the Contractor.

F. Cost

The maximum amount of this project shall not exceed a total of $1,488,074.00 .

G. Project Representatives

All inquiries during the term of this Agreement will be directed to the Contract Managers listed below.

Organization: Governor’s Office of Service and Community Engagement Contractor

Role: Contract Manager Project Manager

Name: Allison Priola

Address: 1400 Tenth Street Sacramento, CA 95814

Phone: NA

Email: Allison.Priola@californiavolunteers.ca.gov

H. SCOPE OF WORK

The Project Summary is organized into five (5) functional areas. The contractor shall be responsible for all deliverables described within each area for the full duration of the contract period.

1. Event Planning and Logistics Management The contractor shall provide comprehensive event planning and logistics management services for 16 statewide College Corps events (7 Mid-Year Leadership Workshops and 1 In- Person Peer Exchange each year). This includes all pre-event, day-of, and post-event activities.

Venue Coordination

• Assist with identifying and confirming event venues on or adjacent to college campuses across California as requested, in coordination with California Volunteers and designated campus liaisons.

• Negotiate and secure all necessary venue contracts, permits, and agreements, including facility use agreements, insurance certificates, and compliance documentation.

• Conduct advance site visits as necessary and produce written venue assessments, including accessibility evaluation, capacity confirmation, and technology infrastructure review.

• Coordinate with campus facilities management to ensure room layouts, furniture, AV equipment, and support services are properly arranged for each event format.

• Develop and maintain a master venue contact list and escalation protocol for each event site.

Vendor and Supplier Management

• Negotiate contracts and manage relationships with all third-party vendors including but not limited to day-of staffing providers, professional event emcees, ASL interpreters, catering, audiovisual, photography, printing, and rental companies.

• Ensure all vendor contracts include appropriate terms for cancellation, insurance, and performance standards.

• Maintain a vetted vendor directory and track vendor performance across events.

• Manage all vendor invoicing, payment coordination, and documentation in partnership with

California Volunteers and campus program staff.

Attendee and Registration Management

• Develop and manage an event registration system capable of handling large-scale attendee enrollment for thousands of College Corps fellows across multiple campuses.

• Coordinate with California Volunteers to provide campus College Corps program contacts with attendee communications, registration confirmations, and logistical updates.

• Produce and distribute pre-event informational packets or digital briefing materials for attendees and campus hosts.

• Track RSVPs and attendance data and provide regular enrollment reports to California Volunteers.

• Manage check-in processes on the day of each event, including name badge distribution, accessibility accommodations, and attendee support.

Transportation

• Coordinate transportation reimbursement processes for campus programs as applicable.

• Develop and distribute transportation, parking, and arrival guidance for attendees.

Alumni Panel

• Assist in alumni panel recruitment, preparation, and communications.

• Coordinate Alumni panel fee payment process for 4 College Corps alumni per Mid-Year

Leadership Workshop.

Service Project(s)

• Assist in planning, preparation, and coordination of Mid-Year Leadership Workshop service projects as directed by California Volunteers.

• Purchase any related supplies required for implementation of Mid-Year Leadership

Workshop service projects.

Catering and Hospitality

• Plan and procure catering for all events, including meals, snacks, and beverages appropriate to event duration and format.

• Ensure catering options accommodate a wide range of dietary restrictions and cultural preferences consistent with the diversity of the College Corps Fellows population.

• Coordinate catering logistics, including setup, service, and breakdown, in coordination with venue staff.

Technology Capabilities

• Assess and implement all audiovisual, sound, lighting, and presentation technology requirements for each event.

• Ensure Audiovisual and/ or technical support staff provided by the venue or hired by the contractor are on-site during events to manage all technology operations.

• Coordinate with California Volunteers to ensure all technology solutions are accessible and meet state accessibility standards.

Day-of Event Staffing and Operations

• Provide sufficient and experienced event staff for each event, including an on-site event lead, registration coordinators, logistics coordinators, and runner/support staff. The contractor must maintain adequate staffing capacity to simultaneously coordinate, manage, and execute multiple events occurring on the same day if required by California Volunteers.

• Develop and distribute a detailed day-of event run of show for each event, reviewed and approved in advance by California Volunteers.

• Serve as the primary point of contact for all on-site operational matters during each event.

• Coordinate emergency and safety protocols in alignment with campus policies and applicable state guidelines.

• Manage event setup and breakdown, including the arrangement of materials, signage, equipment, and branded event elements.

Post-Event Evaluation and Reporting

• Administer post-event evaluations or surveys to gather attendee feedback, in coordination with California Volunteers.

• Compile and deliver a comprehensive post-event report for each event within 15 business days of event completion, including attendance data, budget reconciliation, logistics debrief, and recommendations for future events.

• Maintain a consolidated event tracking database accessible to California Volunteers throughout the contract period.

2. Advisory Group Participation and Support California Volunteers will convene and lead an advisory group responsible for informing the programming direction, event themes, and content priorities for the Mid-Year Leadership Workshops. The contractor shall support and participate in this process as directed by California Volunteers.

Advisory Group Meeting Participation

• Participate in recurring advisory group meetings throughout the contract period to support planning and implementation of Mid-Year Leadership Workshops.

• Provide event planning, logistics, and implementation expertise to inform advisory group discussions and decision-making.

• Document meeting outcomes, decisions, action items, and next steps, and distribute meeting summaries within five (5) business days following each meeting.

• Track action items related to event planning and implementation and coordinate with

California Volunteers on follow-up activities as needed.

Planning and Administrative Support

• Collaborate with California Volunteers to develop and maintain an advisory group planning calendar aligned with event timelines, deliverables, and production deadlines.

• Prepare and distribute meeting materials, including agendas, background documents, presentation materials, and meeting notes, as directed by California Volunteers.

• Provide virtual meeting coordination and logistical support for advisory group meetings, as directed by California Volunteers.

• Maintain organized records of advisory group materials, decisions, and planning documents to support continuity throughout the contract period.

3. Facilitator Recruitment, Support and Coordination Each statewide event will include components facilitated by a trained team of facilitators, which may include California Volunteers staff, campus-based College Corps staff, Community Host Partners, and/or selected College Corps fellows.

Facilitator Recruitment

• Assist California Volunteers staff as needed with Mid-Year Leadership Workshop breakout session facilitator recruitment and tracking.

• Coordinate facilitator fee payment process for Mid-Year Leadership Workshops as applicable.

Facilitator Preparation and Training Coordination

• Coordinate facilitator communications, scheduling, registration, and participation tracking for training and preparation activities.

• Coordinate the logistical and operational aspects of facilitator virtual training and preparation activities, including location, technology, accessibility, and participant support needs.

• Coordinate facilitator communications, scheduling, registration, and participation tracking for training and preparation activities.

• Coordinate the logistical and operational aspects of facilitator virtual training and preparation activities, including location, technology, accessibility, and participant support needs.

• Produce, organize, distribute, and maintain facilitator and participant materials, resource guides, reference documents, and related event resources provided or approved by California Volunteers.

• Maintain ongoing communication with facilitators and provide logistical information, updates, and resources leading up to events.

Facilitator Training Design and Delivery

• Design facilitator training materials based on content selected by California Volunteers.

• Deliver virtual facilitator training sessions, including preparing facilitators to effectively lead and facilitate assigned content.

• Assist with organizing practice opportunities, information sessions, and other facilitator preparation activities, as applicable.

Ongoing Facilitator Support

• Support facilitator briefings prior to each event as directed by California Volunteers.

• Serve as a point of contact for facilitator logistics and operational questions before and during events.

• Provide on-site coordination and operational support to facilitators during events, as needed.

• Support post-event facilitator feedback collection, debrief activities, and documentation of lessons learned to inform future event planning and facilitator support efforts.

4. Event Materials Development The contractor shall develop all event materials needed to support the execution of the event series, in alignment with content direction provided by California Volunteers.

Participant Materials

• Design and produce participant-facing event materials, including event programs, session guides, reflection worksheets, resource packets, and any other printed or digital materials distributed to fellows.

• Ensure all materials are produced in alignment with California Volunteers and College Corps branding standards.

• Develop accessible versions of all materials consistent with applicable state accessibility standards.

• Coordinate all printing, duplication, and distribution logistics for physical materials.

Facilitator and Event Staff Materials

• Develop comprehensive facilitator guides for each event that align with event content and programming direction, ensuring facilitators have all materials, resources, and information needed upon arrival to effectively prepare for and deliver their sessions.

• Produce event staff briefing materials, run-of-show documents, and operational checklists.

• Maintain a shared digital repository of all event materials accessible to California

Volunteers and designated staff.

Signage and Environmental Design

• Design and produce event signage, banners, wayfinding materials, and environmental design elements in alignment with College Corps branding.

• Coordinate installation and removal of all signage at event venues.

• Develop a reusable event design kit that can be adapted and deployed efficiently across multiple event sites.

5. Program Coordination and Contract Management

Project Management

• Designate the required minimum key personnel — a Project Manager, Event Manager, and

Event Coordinator, with the Project Manager serving as the primary point of contact for California Volunteers throughout the contract period.

• Develop and maintain a comprehensive project management plan, including a master timeline, milestone tracker, and risk register, to be reviewed by California Volunteers on a regular basis.

• Conduct regular check-in meetings with California Volunteers, at a frequency to be established in the contract, to report on progress, flag issues, and coordinate upcoming activities.

• Maintain organized documentation of all project activities, decisions, and communications throughout the contract period.

Accessibility and Accommodations

• Apply an equity lens to all aspects of event planning, facilitation support, and materials development throughout the contract.

• Ensure event locations, formats, materials, and facilitation practices are accessible and inclusive for a diverse population of College Corps fellows.

• Engage in ongoing dialogue with California Volunteers about equity considerations and be responsive to feedback and direction.

Budget Management

• Develop a detailed event budget in coordination with California Volunteers for each event, consistent with the overall contract budget allocation.

• Administer fee process for transportation, facilitators, and alumni panelists.

• Track expenditures against budget and provide budget status reports to California

Volunteers on a regular cadence.

• Notify California Volunteers promptly of any anticipated budget variances and propose solutions.

• Submit all invoices and supporting documentation in accordance with California Volunteers fiscal policies and procedures.

Required Budget Allocations and Minimum Direct Cost Expectations Proposers shall construct budgets that adequately support the full operational requirements of the statewide event series. Budget proposals must demonstrate sufficient allocation of funds toward staffing, subcontractor support, accessibility requirements, transportation support, participant experience elements, and direct event implementation costs necessary to successfully execute events at the scale described in this Scope of Work.

For budgeting purposes, proposers should assume the following annual event structure:

• Seven (7) Mid-Year Leadership Workshops for College Corps fellows annually

• One (1) In-Person Peer Exchange annually

The following estimated annual funding allocations are provided to establish baseline expectations for operational investment and budget development. These amounts are estimates only and are not guaranteed expenditures.

Required Personnel, Staffing, and Subcontractor Costs Applicants should budget a minimum of $686,000 for the term of the contract for required personnel, staffing, and subcontractor-related costs associated with all elements of the seven

(7) annual Mid-Year Leadership Workshops (14 total).

Budgets should include, but are not limited to, the following expenses:

• Contractor planning and execution labor

• Contractor travel

• Day-of event staffing subcontractor labor

• Professional event emcee subcontractor labor

• Other subcontractor labor

• Other staffing and operational support necessary to execute the event series

Required Direct Event Costs Applicants shall budget a minimum of at least $537,000 for the term of the contract for direct event implementation costs associated with the seven (7) annual Mid-Year Leadership Workshops (14 total).

Budgets should include, but are not limited to, the following cost categories:

• Venue-related expenses, including facility rental, audiovisual support, janitorial services, utilities, labor, and parking

• Catering and hospitality expenses, including meals, snacks, beverages, dietary accommodations, and service-related costs

• Supplies and experience-related expenses, including the registration tool, photography, mascot and/ or performance group fees, printing, accessibility services, signage, materials production, and miscellaneous event support items

• Service activity implementation costs

• Other direct event production and participant support expenses necessary to fulfill the

Scope of Work

Required Indirect Event Costs Applicants shall budget a minimum of at least $188,000 for the term of the contract for indirect event costs associated with the seven (7) annual Mid-Year Leadership Workshops (14 total).

Budgets should include, but are not limited to, the following cost categories:

• Campus program transportation support fees

• Facilitator fees

• Alumni panelist fees

• Other indirect event expenses necessary to fulfill the Scope of Work

Annual In-Person Peer Exchange In addition to the Mid-Year Leadership Workshops, proposers should budget $20,000 annually to support direct costs for one (1) annual In-Person Peer Exchange (2 total), including venue, food, materials, and meeting operations costs.

The contractor shall ensure that proposed budgets reflect sufficient resources to support the full scope of operational, staffing, accessibility, and participant experience requirements outlined in this agreement.

Proposals that significantly under-resource the required operational and direct cost categories identified in this Scope of Work may be deemed non-responsive or indicative of insufficient implementation capacity.

1. Work Plan / Timeline The following tentative timeline is provided for illustrative planning purposes only and reflects the anticipated annual workflow associated with the College Corps Statewide Cohort Experience initiative. Final timelines will be developed collaboratively between California Volunteers and the selected contractor based on event dates, campus coordination needs, and program priorities.

Timeframe Key Activities

August Contract kickoff; onboarding and project launch meetings; establish communication protocols; finalize annual project management plan, staffing structure, and preliminary event calendar.

September Confirm Mid-Year Leadership Workshop regions and target dates;

begin venue outreach and procurement; initiate vendor sourcing;

establish advisory group calendar and planning process.

October Finalize venue contracts and core vendors; conduct preliminary site assessments; begin registration planning; support facilitator training as directed by California Volunteers, event assessment and evaluation tool development, and event materials planning.

November Participate in advisory group meetings; finalize workshop themes and program direction; launch event registration processes; continue vendor coordination and logistics planning.

December

Manage and monitor event registration processes; coordinate attendee communications and registration support with campus partners;

finalize Mid-Year Leadership Workshop agendas, run-of-show drafts, breakout session structure, catering plans, transportation guidance, and event materials production schedules; begin facilitator recruitment and training coordination.

January – March

Continue management of event registration, attendee communications, RSVP tracking, and event enrollment reporting; execute statewide Mid- Year Leadership Workshops; provide day-of event staffing, logistics oversight, registration management, vendor coordination, facilitator support, and event operations; administer participant evaluations and complete post-event reporting within 15 business days following each event. Begin logistics management for annual In-Person Peer Exchange.

April

Conduct statewide debrief and evaluation review; assess event outcomes and operational improvements; compile and submit a comprehensive Mid-Year Leadership Workshops final report summarizing attendance, evaluation findings, budget reconciliation, logistical outcomes, lessons learned, and recommendations for future implementation.

May Finalize In-Person Peer Exchange meeting agenda, logistics, venue coordination, materials production, attendee registration, and participant communications; continue budget reconciliation and annual reporting activities.

June Execute logistics management of annual In-Person Peer Exchange, including vendor coordination, registration support, and event operations oversight.

July Complete final annual reporting, financial reconciliation, event evaluations, and project closeout activities; develop recommendations and planning considerations for the following contract year.

2. Deliverables The Contractor shall be responsible for producing and completing all deliverables necessary to support the successful planning, coordination, execution, evaluation, and closeout of the College Corps Statewide Cohort Experience initiative, including Mid-Year Leadership Workshops and the annual In-Person Peer Exchange. Deliverables shall include, but are not limited to, the following:

Project Management and Coordination Deliverables

• Comprehensive annual project management plan

• Annual master event timeline and milestone tracker

• Risk management and escalation plan

• Regular project status reports and meeting updates

• Budget development documents and budget tracking reports

• Vendor management documentation and coordination records

• Event staffing plans and staffing schedules

• Consolidated event tracking database as directed by California Volunteers

Venue and Logistics Deliverables

• Venue identification and procurement support

• Executed venue agreements and coordination documentation

• Venue assessment reports, including accessibility and technology evaluations as needed

• Event logistics plans for each event location

• Transportation, parking, and arrival guidance documents

• Catering coordination plans

• Emergency, safety, and contingency planning documentation

Registration and Attendee Management Deliverables

• Event registration system setup and management

• Registration tracking and RSVP reports

• Attendee communication materials and registration support documentation

• Check-in procedures and day-of registration operations plans

• Accessibility accommodation coordination documentation

Advisory Group Deliverables

• Advisory group meeting schedules and coordination materials

• Meeting summaries, notes, and action item documentation

• Planning calendars aligned with event production timelines

Facilitator Training and Support Deliverables

• Facilitator materials and toolkit

• Facilitator recruitment and coordination support materials

• Virtual facilitator training session support

• Facilitator session supply coordination

• Design of virtual facilitator training(s)

• Delivery of virtual facilitator training(s)

Event Materials and Production Deliverables

• Event agendas and run-of-show documents for each event

• Participant handouts and workshop materials

• Session guides, reflection worksheets, and resource materials

• Event signage, banners, and wayfinding materials

• Environmental design and branded event materials

• Event staff operational guides and checklists

• Digital repository of event and training materials

Day-of Event Operations Deliverables

• Onsite event management and staffing coordination

• Vendor coordination and operational oversight

• Stage management and production coordination

• AV, technology, livestreaming, and accessibility support coordination

• Event setup and breakdown management

• Simultaneous event management capacity, if required by California Volunteers

Assessment and Evaluation Deliverables

• Event assessment and evaluation tools, including participant surveys and feedback instruments

• Event attendance and participation reports

• Individual post-event reports for each event, submitted within 15 business days of event completion

• Mid-Year Leadership Workshops final annual report, due in April each contract year, summarizing event outcomes, attendance, evaluation findings, logistical performance, budget reconciliation, lessons learned, and recommendations for future implementation

• Final annual project summary and closeout documentation

In-Person Peer Exchange Deliverables

• Peer Exchange meeting logistics and coordination plan

• Registration and attendee communication support

• Meeting materials, agendas, signage, and facilitation support materials

• Post-event evaluation and summary documentation

Financial and Administrative Deliverables

• Invoices and supporting fiscal documentation

• Budget reconciliation reports

• Subcontractor coordination and payment tracking documentation

• Travel and fee administration records, as applicable

• Documentation required for compliance with California Volunteers and State contracting requirements

3. Due Dates The following due dates are tentative based on the annual contract cycle (August 1 – July 30) and the anticipated timing of Mid-Year Leadership Workshops (January–March) and the annual In-Person Peer Exchange (June).

Deliverable Due Date / Timeline

Annual Project Management Plan, Staffing Plan, and Preliminary Event Calendar

Within 30 calendar days of contract start

Annual Master Timeline and Risk Management Plan

Within 45 calendar days of contract start

Preliminary Site Coordination By September 30 annually

Executed Venue Contracts for Mid-Year Leadership Workshops By October 31 annually

Initial Event Registration Plan and Communications Plan By November 1 annually

Assessment and Evaluation Tools By November 15 annually

Final Mid-Year Leadership Workshop Agendas and Run-of-Show Drafts

At least 30 calendar days prior to each event

Facilitator Materials At least 45 calendar days prior to first Mid-Year Leadership Workshop

Facilitator Training Sessions Between 4-6 weeks prior to event cycle

Participant Materials, Signage, and Event Production Materials

At least 10 business days prior to each event

Final Registration Reports and Attendee Rosters At least 5 business days prior to each event

Day-of Staffing Plans and Vendor Confirmations At least 5 business days prior to each event

Post-Event Reports for Individual Events Within 15 business days following each event

Mid-Year Leadership Workshops Final Annual Report By April 30 annually

In-Person Peer Exchange Agenda and Logistics Plan By February 15 annually

In-Person Peer Exchange Final Materials and Registration Reports

At least 5 business days prior to the meeting

In-Person Peer Exchange Post-Event Report Within 15 business days following the meeting

Final Annual Budget Reconciliation and Fiscal Reporting By July 15 annually

Final Annual Project Summary and Closeout Report By July 15 annually

California Volunteers reserves the right to modify deliverable timelines based on final event dates, campus coordination needs, or operational considerations. Final due dates will be established in collaboration with the selected contractor during project kickoff and annual planning processes.

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RESERVED FOR

ATTACHMENT 4 – CONTRACTOR SCOPE OF WORK

RESPONSE

*Note: Attachment 4 will become Attachment A1 for the awarded contract. See Attachment 4 for Contractor Scope of Work Template to be completed by Proposer.

EXHIBIT B – BUDGET DETAIL AND PAYMENT

PROVISIONS

A. INVOICING AND PAYMENT

1. For services satisfactorily rendered, and upon receipt and approval of the invoice for each completed task and deliverable, the State agrees to compensate the Contractor for actual expenditures incurred and in accordance with the rates specified in accordance with this agreement. All costs include items such as but not limited to labor, meetings, reproduction costs, reports, subcontractors, and any miscellaneous items necessary to perform the tasks of this project.

The total cost of this agreement will not exceed $1,488,074.00.

The following items must be included, and all unit rates must be extended and totaled in the invoice:

• Overhead;

• Personal service costs showing position rates per unit of time;

• Fringe benefits cost citing actual benefits or a percentage of personal services cost;

• Operating expenses including rent and supplies;

• Equipment costs specifying equipment to be bought and the disposition of equipment at the end of the contract;

• If there are any travel expenses outlined in the budget, then expenses are not to exceed the travel and per diem rates set at the rate specified by CalHR for similar employees or verification supplied that such rates are not available to the contractor.

For invoicing: include breakdown of receipts, and the names and title of travelers. For hotel receipts, do not include the confirmation printouts; include the actual receipt that shows payment has been made and there is a zero balance. Do not include tip or gratuity amounts; CalHR prohibits paying for tips and gratuities. For more information visit: http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx

• Other specific breakdown required.

2. Invoices shall include the Agreement Number and shall be submitted electronically only.

Invoices shall not be submitted more frequently than monthly and not less frequently than quarterly in arrears.

Invoices must be submitted via e-mail to:

accountspayable@lci.ca.gov

Include the Contract Manager in the CC line of the email so they are aware that an invoice has been submitted.

B. BUDGET CONTINGENCY CLAUSE

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx mailto:accountspayable@lci.ca.gov

Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.

C. PROMPT PAYMENT CLAUSE

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

D. BUDGET REVISIONS

All changes to the budget for this agreement must come in the form of request and be sent via e-mail directly to the project representative for this agreement and copy the contract officer in the e-mail. All changes to the budget must justify why the revisions are needed. The project representative and contract officer will review the request for approval and processing.

A formal amendment is not required if a budget is being revised to shift funds between line items, and the revision is within 10% or $10,000, whichever amount is the lesser, with the approval of the project representative and the contracts officer. All other budget revisions are subject to a formal amendment process. All amendment and budget revision requests are to be determined at the discretion of the contract officer.

RESERVED FOR

ATTACHMENT 5 – CONTRACTOR COST WORKSHEET

*Note: Attachment 5 will become Attachment B1 for the awarded contract. See Attachment 5 Contractor Cost Worksheet Template to be completed by Proposer.

EXHIBIT C – GENERAL TERMS AND CONDITIONS

The General Terms and Conditions (GTC 02/2025) are hereby incorporated by reference and made a part of this agreement as if attached hereto.

The GTC 02/2025 can be viewed at the following hyperlink to the online directory:

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

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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

EXHIBIT D – SPECIAL TERMS AND CONDITIONS

A. Excise Tax The State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees’ wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. California may pay any applicable sales and use tax imposed by another state.

B. Settlement of Disputes

1. In the event of a dispute, Contractor shall file a “Notice of Dispute” with GO-Serve within ten (10) days of discovery of the problem. Within ten (10) days, GO-SERVE shall meet with the Contractor and Project Representative for purposes of resolving the dispute.

2. Any dispute concerning a question of fact arising under the terms of this Agreement which is not disposed of within a reasonable period of time by Contractor and State employees normally responsible for the administration of this Agreement shall be brought to the attention of the Executive Officer or designated representative of each organization for resolution. The decision of the State Executive Officer or designated representative shall be final.

3. In the event of a dispute, the language contained within this Agreement shall prevail over any other language including that of the proposal.

4. The existence of a dispute not fully resolved shall not delay Contractor to continue with the responsibilities under this Agreement which is not affected by the dispute.

C. Responsibilities of Parties

1. GO-SERVE

a. GO-SERVE shall appoint a Contract Manager, who will provide approval of the Contrac-tor deliverables and coordinate payment of invoices upon such approval.

b. The Contract Manager shall receive all communications and has the authority to act on all aspects of the services. The Contract Manager will review the Agreement and asso-ciated Agreement documents with the Contractor to ensure understanding of the re-sponsibilities of both parties.

c. GO-SERVE shall provide timely review and approval of the information and documenta-tion provided in order for the Contractor to perform its obligations under this Agreement.

d. GO-SERVE shall provide the Contractor with an initial understanding of the assignment and deliverable expectations.

e. GO-SERVE shall provide sufficient access to appropriate levels of staff, other users, and department management as appropriate to facilitate the performance of consulting tasks and creation of deliverables.

f. GO-SERVE shall provide workspace for Contractor at GO-SERVE headquarters located in Sacramento, California when the Contractor is onsite. Workspace to include work-stations and access to the internet, GO-SERVE network, and project libraries.

2. Contractor

a. Contractor shall designate a Project Manager who will be the lead for the Project and will work with and report to GO-SERVE. Contractor must have adequate support staff, and/or identified partners and subcontractors to accomplish the services contained in the Exhibit A – Scope of Work (SOW).

b. Contractor shall review the Agreement with the Contract Manager or designee to ensure understanding of the responsibilities of both parties.

c. Contractor shall complete and perform all services, tasks, activities, deliverables and reports described within the Exhibit A – Scope of Work.

d. Contractor shall meet with the Contract Manager as agreed upon to discuss project sta-tus, issues, and risks.

e. All work products, services, activities, and reports shall be stored on the State document repository in a format compatible with the State document standards. Documents will be version-controlled, and the most current version shall always be continuously available for State review. Prior versions will also be available to the State as requested.

f. Contractor shall facilitate, present and report out at Project meetings; including but not limited to Project status meetings, risk meetings, and issue meetings.

g. Contractor shall return, delete and destroy any document(s) determined by GO-SERVE to have been sent in error to the Contractor, either electronically or otherwise.

h. Contractor shall return all GO-SERVE’s property prior to expiration or termination of the Agreement or upon request, including security badges and all copies of materials, docu-ments, reports and data.

D. Reassignment of Staff

1. The Contractor staff shall perform the tasks described in the Exhibit A – Scope of Work, at the rates indicated in Exhibit B-1 – Cost Worksheet.

2. The Contractor shall not add, delete, or substitute staff without the prior written consent of the Contract Manager, and consent shall not be unreasonably withheld. The Contractor shall make every reasonable effort to provide suitable substitute staff. The additional and/or substitute staff shall meet all requirements and shall be approved in writing by the Contract Manager prior to substitute staff beginning work.

3. If adding or substituting staff is acceptable to GO-SERVE, the Contractor shall submit the following, which shall be supplied by the Contract Manager:

• Email requesting the substitution

• Staff resume

• Updated Bidder Declaration Form (if applicable)

4. The GO-SERVE reserves the right to interview any additional or substitute staff.

E. Deliverable Format

1. All deliverables shall be provided in a format compatible with GO-SERVE standard applica-tions. In all cases, the Contractor shall verify application compatibility with the Contract Manager prior to creation or delivery of any electronic documentation. Any deviations to these standards shall be approved by the GO-SERVE Contract Manager

2. If applicable, hard copy deliverables shall be on standard 8½” x 11” paper. Electronic ver-sions shall be stored in a GO-SERVE-designated central repository and remain the sole property of the GO-SERVE.

3. If GO-SERVE does not accept the deliverable(s) or services in this Agreement, payment for the deliverable(s)/services shall be withheld by GO-SERVE and the Contractor will be noti-fied. The Contractor shall take timely and appropriate measures to correct or remediate the reason(s) for non-acceptance and demonstrate to GO-SERVE that the Contractor has suc-cessfully completed the scheduled work for each deliverable/service before payment is made.

F. Acceptance All Contractor-completed tasks and deliverables will be reviewed and approved by GO- SERVE. It shall be GO-SERVE’s sole determination as to whether a task or deliverable has been successfully completed and is acceptable.

If a task or deliverable is not accepted, GO-SERVE shall provide the rationale in writing within ten (10) business days of receipt of the task or deliverable.

G. Subcontractors

1. Nothing contained in this Agreement or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations hereunder. The Contractor agrees to be as fully responsible to the State 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 State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.

2. The Contractor may, with the approval of GO-SERVE, enter into subcontracts with third parties for the performance of any part of the Contractor’s duties and obligations. Any such GO-SERVE approval may be rescinded for reasonable cause.

The Contractor is responsible for and liable for the proper performance and quality of any work performed by any, and all, Subcontractors. GO-SERVE reserves the right to reject or refuse admission to any Subcontractor staff whose performance, in the reasonable judgement of GO-SERVE, is deemed to be substandard. In no event shall the existence of a subcontract operate to release or reduce the liability of the Contractor to GO-SERVE for any breach in performance of the Contractor’s duties.

3. The Contractor warrants and agrees that any participating subcontract under the terms and conditions of the Agreement shall include a provision that the Subcontractor shall abide by the terms and conditions of the Agreement, as well as all other applicable federal and State laws, rules, and regulations pertinent hereto that have been or may hereafter be established. Also, the Contractor warrants and agrees that all subcontracts shall include a provision that the Subcontractor shall indemnify and hold harmless GO-SERVE. Any Agreement between the Contractor and its Subcontractors shall require the Subcontractors to adhere to the same performance standards and other standards required of the Contractor.

4. When a Subcontractor ultimately performs all the services the Contractor has agreed to provide and the prime Contractor only handles the invoicing of expenditures, then the prime Contractor's role becomes that of a fiscal agent because it is merely administrative in na-ture and does not provide a commercially useful function. It is unacceptable to use fiscal agents in this manner because the agency is paying unnecessary administrative costs.

Contractors may not subcontract more than forty-nine percent (49%) of the tasks of this

SOW.

H. DVBE Subcontractor Participation and Reporting Requirements

1. In the event the Contractor committed to provide DVBE subcontractor participation for this Agreement, the Contractor shall comply with their DVBE subcontractor participation commitment throughout the term of this Agreement. In the event this Agreement is amended to increase the maximum Agreement amount, the Contractor shall comply with their DVBE subcontractor participation commitment for the additional amount.

2. Upon completion of…